EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 3, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Patrick Heisinger, Interim City Manager
Greg Henry, Senior Management Analyst
SUBJECT: Authorize conversion of IQM2 software to Granicus Peak Agenda with one-time conversion costs, authorize an extension of the term through October 14, 2026 and wave the formal bid procedures.
Recommendation
Adopt a Resolution:
1. Authorizing the City Manager to enter a second amendment, in a form approved by the City Attorney, with Granicus to convert the current software from the IQM2 software package to the Peak Agenda Management suite with an implementation cost not to exceed $5,300 and extend the term through October 14, 2026 at no increase to the annual current subscription fee of $21,960 for a total increase in the not to exceed of $93,140; and
2. Waiving the formal bid procedures pursuant to Section 2.84.070(D) of the East Palo Alto Municipal Code due to the special circumstances that Granicus is the City's current Agenda Management Provider.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority #3: Increase Organizational Effectiveness and Efficiency Background
On July 17, 2018 the City Council adopted Resolution 4993 authorizing a contract with Granicus for their IQM2 (MinuteTrak) software. City staff fully implemented IQM2 system in December 2019 which resulted in an increase in efficiency and a reduction in staff time that is focused on publishing the agendas and minutes for the City Council and all City commissions, boards, and committees.
The contract was most recently updated May 19, 2020 to authorize an annual subscription through June 30, 2022.
In addition to extending the term of service with Granicus, staff recommends the City transition from IQM2 to Peak Agenda.
Analysis
Since the current contract is approved only through June of this year, the City must update the agenda management contract.
Further, Peak Agenda also is provided by Granicus and is a more modern cloud-based Agenda software suite. Staff anticipate further efficiency improvements with a conversion to this software. Peak Agenda has a streamlined approval process with automated approvals. It is easier for staff set up custom approval sequences and automatically notify or remind assigned users when items are ready for review. Therefore, moving to this agenda management system will improve staff efficiency.
The improved web interface will enhance the citizen engagement with an increased focus on ADA (Americans with Disabilities Act) compliance. The new system will provide officials the ability to view a digital agenda, take notes, bookmark, and view past meeting videos and documents more easily.
More than 1,400 local agencies use Peak Agenda Management.
Fiscal Impact
There will be a fiscal impact of $5,300 this fiscal year for implementation. The current annual subscription cost of IQM2 software is $21,960, this cost will be maintained through the new term of the contract.
Public Notice
N/A
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Granicus Resolution