CITY OF MENIFEE
SUBJECT: Agreement with Granicus, LLC for OneMeeting Agenda Management Software System
MEETING DATE: May 20, 2026
TO: Mayor and City Council
PREPARED BY: Rachel Valencia, Management Aide
REVIEWED BY: Stephanie Roseen, City Clerk
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a Software Agreement with Granicus, LLC for OneMeeting agenda management software system for an initial one-year term in a total not-to-exceed amount of $48,742.54 through June 25, 2027; and
2. Authorize the City Manager or designee to authorize and/or execute up to four one-year agreement extensions in a not-to-exceed aggregate amount of $248,835.56.
DISCUSSION
In January 2020, the City issued a Request for Proposals (RFP) for agenda management software systems and determined that PrimeGov Agenda Management System was the most comprehensive and effective solution for the City’s needs. In June 2020 the City Council approved a five-year agreement for the implementation of PrimeGov. In June 2025, pursuant to the City Manager’s authority, the City entered into a one-year agreement, bringing the current contract term to its conclusion and necessitating a new agreement to continue services.
In late 2022 Granicus, LLC acquired PrimeGov, which was rebranded as OneMeeting, a digital platform designed to help staff efficiently create, organize, and manage meeting agendas and supporting documents. The OneMeeting software streamlines the preparation and facilitation of City Council, Commission, and Committee meeting agendas and staff reports by improving internal workflows, enhancing document accessibility, and promoting transparency for both staff and the public. The OneMeeting platform also provides online access for residents to access and view meeting agendas and staff reports.
OneMeeting has been the City’s platform for managing agendas and related meeting materials.
When initially implemented, staff utilized the software primarily for City Council, Planning
City of Menifee Staff Report
Amendment with One Meeting - Agenda Software
May 20, 2026
3 2
6 2
Commission and Parks, Recreation and Trails Commission meetings. In 2025, the City expanded use of the platform to include all City committee meetings, ensuring all agendas are located in one area on the City’s webpage.
To ensure continuity of services and maintain ongoing operational efficiency, staff is requesting approval of a one-year agreement through June 2027 with the option to extend the agreement for up to four additional one-year terms in an aggregate not-to-exceed amount of $297,578.10. The annual cost for each year, which includes a 10% annual escalator, is shown in Table 1 below.
TABLE 1 – CONTRACT TERM AMOUNTS
Term Amount
Initial term amount $48,742.54
Optional year 1 amount $53,616.79
Optional year 2 amount $58,978.49
Optional year 3 amount $64,876.32
Optional year 4 amount $71,363.96
Total agreement amount $297,578.10
In accordance with Menifee Municipal Code § 3.12.130, the City Council may waive bidding requirements for contracts not involving a public project when it determines that compliance is not in the City’s best interest. Transitioning to a new agenda management system at this time may result in operational disruption, including staff retraining, data migration, and workflow changes that could temporarily impact efficiency and increase the risk of errors. Additionally, given the City’s existing investment in its current platform, maintaining the system supports continuity, stability, and consistent public access while avoiding duplicative costs without a clear, measurable benefit.
STRATEGIC PLAN OBJECTIVE
Community Engagement and Social Infrastructure.
FISCAL IMPACT
The cost of the first year of services would be $48,742.54 and available within the Fiscal Year 2026/27 adopted budget, under Software/Subscriptions within the IT Fund (1110-ITD-651353).
The fiscal impact of years two through four would be in a not-to-exceed aggregate amount of $248,835.56 and would be budgeted as part of each corresponding fiscal year’s budget. No budget appropriation action(s) is required.
ATTACHMENTS
1. Granicus Agreement
2. Granicus Quote