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8 DATE: June 17, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: AMENDMENT TO GRANICUS PRIMEGOV SOFTWARE
AGREEMENT FOR A ONE-YEAR SUBSCRIPTION RENEWAL IN
AN AMOUNT NOT TO EXCEED $26,433.55
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution:
1. Approving an amendment to the June 2022 agreement with Granicus, LLC. to renew the City’s subscription for the PrimeGov agenda and meeting video management software through June 14, 2025 in an amount not to exceed $26,433.55, and
2. Authorizing the City Manager to sign the current and future renewal amendments to the original agreement.
EXECUTIVE SUMMARY
In June 2022, the City Council approved an agreement (Attachment 3) to subscribe to the cloud-based agenda management software PrimeGov, and this subscription is up for renewal. Since this renewal includes an extension/amendment to the original agreement, the total amount of the agreement plus the amendment will exceed $50,000, which requires Council approval per the City’s purchasing policy.
Since each renewal is less than $50,000, the resolution also requests that the Council authorize the City Manager to sign the current and future amendments to the
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8 agreement. Funding for renewals in future years would be requested during budget preparation.
BACKGROUND/ANALYSIS
Foster City has used agenda management software to help streamline its processes since 2009. In June 2022, the City signed an agreement with Prime Government Solutions to subscribe to their cloud-based agenda management software called PrimeGov. Prime Government Solutions was subsequently acquired by Rock Solid, and Rock Solid was then later acquired by Granicus.
PrimeGov is the software that the City uses to:
•Create staff reports,
•Route agenda items through an approval process,
•Publish public meeting agendas and materials, and
•Manage video recordings of public meetings.
The PrimeGov software subscription is now up for renewal. Since this renewal is being presented as an extension/amendment to the original agreement, the total amount of the agreement plus the amendment will exceed $50,000, which requires Council approval per the City’s purchasing policy.
If the subscription is not renewed, the City will no longer have access to the PrimeGov agenda management software as of 7/1/2024, requiring City staff to manually perform the automated functions that PrimeGov provides.
Since renewals are anticipated to be under $50,000, the resolution also requests that Council allow the City Manager to sign the current and future amendments to this agreement. Funding for renewals in future years would be requested during budget preparation.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
Funding for this renewal was budgeted and is available in the Information Technology Maintenance Fund (504-0160-419-4246).
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation and Sustainability
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8 ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Amendment to June 2022 Agreement
Attachment 3 – June 2022 Prime Government Solutions Agreement