DATE:
February 20, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Michael Parenti, Information Technology Director
April Richardson, City Clerk
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into An Agreement With Granicus, LLC For A New City Website Platform (OpenCities) And Agenda Management Software (OneMeeting) (CIP # INT-01, 24670001), For A Term Of Five Years And A Total Amount Not To Exceed Amount Of $235,000.00 Recommendation
Staff recommends that the City Council adopt the above-titled Resolution authorizing the City Manager to enter into an agreement with Granicus, LLC for a new website and agenda management system.
Background
The City’s website is outdated, difficult to navigate, cumbersome to update, and in need of replacement. During their 2023 budget discussions, the City Council identified the development of a new public facing website as one of their goals. The Council also appropriated funding for the project in the 2023-28 adopted Capital Improvement Program (CIP # INT-01, 24670001) IT Applications and Development.
The City Council expressed a desire to have a site that is accessible, equitable, easy to navigate and locate information, with a modern, streamlined aesthetic. Additionally, staff needs a site that is simple to update and maintain, and that integrates with current and prospective online initiatives.
While staff were reviewing potential proposals and speaking with vendors about the website project, the opportunity arose to also review new agenda management software as it integrated heavily with the website through agenda publication and storage of historical data. The current Legistar system (also a Granicus product) is clunky and cumbersome for the agenda workflow. The agenda creation process is tedious and time-consuming for staff as items are pulled one by one from a database and added to the agenda. There is little customization allowed within the program and the look and approachability of the agendas and minutes are dictated by the confines of the system.
Discussion
Staff interviewed five potential vendors for the website project. Each vendor provided samples of previous work, descriptions of their methods for both technical development and outreach, specifics on development platform(s) offered, sustainability of their product, long term support, and integration capabilities. One objective that the City Council highlighted in their discussions around a new website was the desire to engage stakeholders (both internal and external) on the website needs and design discussions. Staff questioned each vendor on their experience with the stakeholder process and their approach to gathering public input for website development. During the interviews, Granicus, LLC offered a comprehensive stakeholder approach and after reviewing all the proposals, was the selected vendor.
For the agenda management software, staff interviewed three potential vendors. Each vendor demonstrated their agenda workflow, minute production interface, and publication capabilities integrated into the website. The Granicus solution of OneMeeting proved to be a solid product for a new agenda management software solution. Granicus can integrate with Laserfiche for document storage and retention. Additionally, Granicus can migrate several years of historical agenda data including videos, agendas, attachments, and minutes easily and in a more cost-effective way than the other vendors. Bundling OpenCities for the new website and OneMeeting agenda management software also provided a cost savings for the City.
Fiscal Impact
The IT Applications and Development project (CIP # INT-01) is funded in FY 23/24 for $200,000 (670-Information Technology Fund). Costs for implementation in the first year include one-time and new subscription fees totaling $76,694.59, so there is sufficient funding. Fees for the next four years are budgeted in the CIP also.
Staff Communication with the Public
There has been no staff communication with the public.
Conflict of Interest
There is no conflict of interest related to this item.
Conclusion
Staff recommends that the City Council adopt a Resolution authorizing the City Manager to enter into an agreement with Granicus, LLC for a new website and agenda management system.
PREPARED BY: April Richardson, City Clerk
Michael Parenti, Information Technology Director
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
Draft Resolution
Exhibit A – Professional Services Contract
Exhibit B – Scope of Work and Pricing
Website and Agenda Management Software Contract
City Council Meeting | February 20, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM