Agenda Item
City Council
Item #: 3.9. 11/15/2022 File #: 22-0656
TO: Honorable Mayor and Members of the City Council
FROM: Will Kolbow, Assistant City Manager/Administrative Services Director
1. SUBJECT
Sixth Amendment to Agreement with Granicus LLC, a Minnesota Limited Liability Company, for one year of subscription renewal.
2. SUMMARY
The original Master Subscription Agreement between the City and Granicus, LLC was for a term of three years, October 2019 to November 2022. Additional scope of work added since, via amendments, includes agenda management, website hosting and design, eComments, Boards and Commissions management, and Short Term Rental monitoring and 24/7 hotline. Staff is recommending the Sixth Amendment to extend the existing agreement and subscriptions for one year.
3. RECOMMENDED ACTION
Approve the Sixth Amendment to Master Subscription Agreement No. 6858 with Granicus LLC for a one year renewal of annual subscriptions in the amount of $109,861.58; and authorize the Mayor and City Clerk to execute the agreement on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $109,861.58 and will be funded through General Fund (100), PEG Fund (130), and Information Systems Fund (780).
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
Granicus, LLC, (Granicus) has provided streaming services for City Council and Planning Commission meetings for many years. In 2019, the City entered into a Master Subscription Agreement (Agreement) with Granicus to clearly identify the terms and conditions of the services provided. It was anticipated that the City may consider procuring additional services with Granicus.
The Agreement would make it easier to add those services at the most strategic times for the City.
Since the adoption of the Agreement, the City has obtained additional services from Granicus, which were added via amendments. Currently, the City utilizes the following services from Granicus:
· High-Definition streaming of meetings
· Legistar agenda management - allowing for electronic approvals and routing of staff reports, City of Orange Printed on 11/10/2022Page 1 of 2
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Item #: 3.9. 11/15/2022 File #: 22-0656
· Legistar agenda management - allowing for electronic approvals and routing of staff reports, automated minute generation, and posting of agendas online. · Votecast - for dais voting and integration with meeting minutes. · Boards and Commission management - to assist City Clerk’soffice in managing appointments to the City’s boards and commissions.
· eComment - for submission of comments on agenda items from the public. · Website Hosting
· Host Compliance - short-term rental compliance monitoring, 24/7 hotline, and tax and permit fee collection.
The initial term of the Agreement has expired, and staff is recommending a one-year extension of all existing services. This extension will allow staff to examine the services provided and determine whether any modifications are needed before negotiating a new Agreement with Granicus. The one- year cost of $109,861.58 is in line with the cost of existing services, representing a modest and reasonable increase over the previous year’s cost.
7. ATTACHMENTS
· Sixth Amendment to Master Subscription Agreement with Granicus, LLC City of Orange Printed on 11/10/2022Page 2 of 2
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