Fremont City Council Meeting: 10/14/25 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5537) DOC ID: 5537
Updated: 10/9/2025 9:16 AM by Dina Lewis Page 1
GOVACCESS CONTENT MANAGEMENT SYSTEM RENEWAL - Authorize the City Manager, or designee, to execute an agreement with Granicus, LLC, for the software support and maintenance of the GovAccess Content Management System, execute any implementing documents, and take any necessary implementing actions in an amount not-to-exceed $605,409.63 for a 5-year term.
Contact Persons:
Name: Jeremy Huynh Sanford Taylor
Title: Management Analyst II IT Director
Div/Dept: Information Technology Services IT Services
Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: In FY2019/20, the City entered into an agreement with Granicus, LLC, for the implementation and a 5-year subscription of the GovAccess Content Management System (CMS), which expired on September 20, 2025. This system supports the City’s main website, as well as the websites and intranet for the Police and Fire Departments. Staff recommends that City Council authorize the City Manager, or designee, to enter into a new agreement and to execute implementing documents for the GovAccess Content Management System subscription renewal, in an amount not-to-exceed $605,409.63 for an additional 5-Year term.
BACKGROUND: In FY 2019/20, the City issued a Request for Proposals seeking the implementation of a website content management system. After a thorough RFP process, Staff selected the GovAccess Content Management System from Granicus, LLC for the Police Department’s, Fire Department’s, and City’s CMS/websites and intranets redesign projects and hosting. The current 5-year subscription Agreement expired on September 20, 2025. A new subscription Agreement is required for continued support of the City’s main website, as well as the websites and intranet for the Police and Fire Departments. The City will not experience a disruption in service while the new Agreement is finalized.
DISCUSSION/ANALYSIS: The City has utilized the GovAccess Content Management System (CMS) to successfully redesign and modernize its websites and intranet platforms, including those for the Police and Fire Departments. These enhancements have resulted in user-friendly, mobile-responsive, and intuitive interfaces that are fully compliant with Section 508, the Americans with Disabilities Act (ADA), and Web Content Accessibility Guidelines (WCAG) 2.0/2.1. Granicus, LLC has consistently delivered secure hosting services and implemented all requested components to support the City’s digital infrastructure.
The GovAccess CMS has streamlined the process of updating content, enabling staff to quickly publish accurate and timely information. This capability is particularly important for disseminating city news, public notices, event updates, and emergency alerts. By maintaining current and relevant content, the City can better inform and engage with its residents and visitors.
Council Staff Report (ID # 5537) Meeting of October 14, 2025 Updated: 10/9/2025 9:16 AM by Dina Lewis Page 2
Secure hosting provided by Granicus, LLC ensures that all City data is protected from cybersecurity threats, preserving the integrity and reliability of the City’s online presence. In addition, the CMS supports enhanced interactivity through tools such as online forms and surveys, which have significantly increased community engagement. These tools offer residents a convenient way to provide input and participate in local government decision - making processes.
The incorporation of online forms and surveys has significantly increased citizen engagement, enabling residents to provide feedback and participate in municipal decision-making processes conveniently.
Overall, the revamped websites and intranets serve as vital tools for communication and interaction between the City and its community members. These enhancements reflect the City's commitment to leveraging technology to better serve its residents and visitors.
Therefore, Staff recommends that the Council approve the subscription renewal for the GovAccess Content Management System. Software license renewal is exempt from competitive purchasing requirements pursuant to Fremont Municipal Code Section 3.20.280(c).
FISCAL IMPACT: Funds are appropriated for the software subscription for the GovAccess Content Management System in the Information Technology Services Department Operating Fund (Fund 620) for FY 2025/26. Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: The renewal of software license is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or Section 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION:
1. Authorize the City Manager, or designee, to enter into an Agreement with Granicus, LLC, in the amount of $605,409.63 for a 5-Year Term for the GovAccess Content Management System subscription renewal.
2. Authorize the City Manager, or designee, to execute any implementing documents and take any implementing actions as necessary.