CITY OF COMMERCEAGENDA REPORTCITY OF COMMERCEAGENDA REPORT
CITY OF COMMERCE
AGENDA REPORT
CITY OF COMMERCE
AGENDA REPORT
Item No. Item No.
Item No.
Item No.
TO: Honorable City Council
FROM: City Manager
SUBJECT: A Resolution Approving a Three-year Contract Extension Agreement with Granicus Legistar Agenda Management Software and Services Meeting Date: May 27, 2025
RECOMMENDATION:
Approve and authorize the extension of the Granicus Legistar agenda management software for a three-year term ending June 16, 2028 with the option to extend the term up to (2) additional consecutive one year periods and authorize the City Manager to execute a Professional Services Agreement.
BACKGROUND:
In 2014, the City implemented the Granicus Legistar system to streamline the agenda preparation process, enhance transparency, and improve access to archived agendas and related information through advanced search functionality. Over the past 11 years, the platform has proven to be a user-friendly and efficient solution, enabling a fully digital agenda preparation process.
Granicus Legistar is a robust agenda and meeting management platform designed to help local governments simplify their workflows, improve transparency, and enhance the experience for both staff and the public.
As part of the City’s ongoing commitment to modernize operations and increase public transparency, the City is seeking to extend its use of the Granicus Legistar system. This software enables the City Clerk’s Office to automate the full agenda lifecycle—from item creation and routing through the approval process to final meeting management.
The City Council originally approved the agreement for Granicus Legistar on December 17, 2013. Following the conclusion of the initial five-year contract, the City has continued using the system through annual renewals.
Staff is recommending that the City continue its relationship with Granicus Legistar with the following terms:
The Agreement shall commence on the Effective Date of this Contract Extension and shall remain and continue in effect for a period of three (3) years, unless sooner terminated pursuant to the provisions of the Agreement. The City shall have the option to extend the Initial Renewal Term for up to two (2) additional consecutive one (1) year periods following the expiration of the Renewal Term.
FISCAL IMPACT:
The total cost of the Granicus agreement shall not exceed $218,327 for the three-year term and the optional two years.
The cost of the three-year term is $122,054 and the breakdown by fiscal year is as follows:
FY 2025-26: $37,965
FY 2026-27: 40,623
FY 2027-28: $43,466
The cost for the optional two years is $96,273 and the breakdown by fiscal year is as follows:
FY 2028-29 (optional year 1): $46,509
FY 2029-30 (optional year 2): 49,764
Funds will be budgeted in the FY 2025-26 budget in account 10-1150-53520.
RELATIONSHIP TO STRATEGIC GOALS:
This report before the Council is applicable to the guiding principle: Continue to enhance innovative technology initiatives to support City business processes and customer service. Implement new strategies and methods to retain and/or encourage private development investment.
Recommended by:
Submitted By: Lena Shumway, Director of Administrative Services & City Clerk Fiscal Impact Reviewed By: Alvaro Castellon, Finance Director Approved as to form: Noel Tapia, City Attorney
Respectfully submitted: Ernie Hernandez, City Manager
ATTACHMENT:
Resolution
Agreement