TO: HONORABLE MAYOR FROM: Khaled Tawfik
AND CITY COUNCIL Julia H. Cooper
Sarah Zarate
Matt Cano
SUBJECT: SEE BELOW DATE: October 3, 2022
Approved Date
10/11/22
SUBJECT: COOPERATIVE AGREEMENT WITH PRIME GOVERNMENT
SOLUTIONS, INC. FOR AN AGENDA AND MEETING MANAGEMENT
SOLUTION
RECOMMENDATION
Adopt a resolution authorizing the City Manager to:
(a) Negotiate and execute an agreement with Prime Government Solutions, Inc. (Austin, TX) for an agenda and meeting management solution, including related professional services such as implementation, training, support, and maintenance, for an initial one-year term beginning on or about October 26, 2022, and ending on or about October 25, 2023, with an initial term maximum compensation not to exceed $185,980, subject to the appropriation of funds;
(b) Negotiate and execute amendments and change orders as required for any unanticipated changes for a contingency amount not to exceed $50,000 during the initial one-year term, subject to the appropriation of funds; and
(c) Exercise up to nine one-year options to extend the term of the agreement and the software licenses with the last option ending on or about October 25, 2032, in alignment with the software renewal term, subject to the appropriation of funds.
OUTCOME
Authorizing the City Manager to take this action will provide City Council, staff, and residents with public meeting technology to enable greater public participation, facilitate more effective hybrid public meetings, and provide additional public meeting features and capabilities.
COUNCIL AGENDA:
FILE:
10/25/22
22-1560
ITEM: 2.10
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Prime Government Solutions, Inc. Agenda and Meeting Management Solution
BACKGROUND
Agenda development and publication, meeting management, and meeting broadcasting by internet and cable television are core functions required by the City to conduct public meetings.
These facilitate important aspects of community participation in City Council deliberations and decision-making that affect the San José community. The City Clerk’s Office and the City Manager’s Office jointly manage agenda development for approximately 40 City Council and City Council Committee meetings, and over 30 active Boards, Committees, and Commission meetings each month.
Based on the results of a competitive procurement, the City executed an agreement in August 2010 with Granicus Inc. for web-streaming software and hosting services to support City public meeting agendas, public access, and broadcasting needs. City Council subsequently approved two amendments to the agreement in 2012 and 20171 to add features and modules to improve meeting management and broadcasting for legislative process automation, public body management, mobile agenda viewing, and public comment improvement.
In 2021, staff returned to City Council seeking approval for a third amendment to the agreement to add options to extend the term to August 8, 2025.2 City Council approved the request, but in accordance with a memorandum submitted by Councilmember Matt Mahan,3 City Council also provided staff additional direction to conduct a needs assessment to improve public meeting functionality and report back to the Smart Cities and Service Improvements Committee.
Needs Assessment for Service Improvements
In 2021, based on follow-up discussions with the Mayor, City Council, City Clerk, and City Manager, staff identified the following needs for improved agenda and meeting management:
• More intuitive software to minimize training of new staff; • Mobile application that effectively syncs tablet and phone devices with high stability; • Easy to use for the average person;
• Ability for staff to easily create and edit agenda templates; • Convenient way to manage agenda markups and add notes from many contributors; • Ability to automatically post agendas to Brown Act site without delay or lag; • Central location and visibility of all agendas;
• Options to send notifications to people who request updates immediately, daily, and weekly; and
• Options for viewing agenda documents in new browser tabs in current/supported browsers rather than direct downloads that users can miss.
1 2012 City Council Memo: http://www3.sanjoseca.gov/clerk/Agenda/20121016/20121016_0211.pdf and 2017 City Council Resolution: https://records.sanjoseca.gov/Resolutions/RES78158.PDF 2 2021 Council Action Request: https://sanjose.legistar.com/View.ashx?M=F&ID=9438371&GUID=96C49A32 - E2D5-4DAA-8830-7FFFF765A35B
3 2021 Council Memo from Councilmember Mahan:
https://sanjose.legistar.com/View.ashx?M=F&ID=9464473&GUID=D1764A7F -1726-4201-BF57-2409DA3F8190
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Prime Government Solutions, Inc. Agenda and Meeting Management Solution
Request for Information
In addition to conducting the needs assessment noted above, staff conducted a Request for Information in September 2021 to gather insight into potential vendors’ abilities to provide services that meet the City’s updated needs. Four responses were received with budgetary cost estimates ranging from $70,000 to $100,000 for ongoing annual costs plus an additional $20,000 to $70,000 for one-time implementation costs. Implementation timelines varied from two to six months. The City pays about $74,000 per year for its current platform.
ANALYSIS
In January 2021, the County of Santa Clara (County) issued a Request for Proposals (RFP) for a commercial-off-the-shelf software as a service agenda and meeting management solution to assist its Clerk of the Board of Supervisors, Board of Supervisors, and staff in preparing and submitting agenda items, developing agendas, preparing minutes, processing approved documents and other records documenting Board actions, streaming videos of live and recorded meetings, and facilitating meeting management for all County meeting bodies. Through its RFP process, the County selected Prime Government Solutions, Inc. (PrimeGov) as the best value proposer and entered into an agreement with PrimeGov in December 2021.
In accordance with San José Municipal Code Section 4.12.225 , the City may purchase goods and
services from vendors based on the results of competitive processes undertaken by other public agencies provided procurement processes are substantially similar to the City’s procurement procedures and the City was either specifically or categorially noted as a third-party beneficiary of the competitive procurement. City staff reviewed the County RFP, including the scope of work and competitive process, and concluded the County RFP comports with the City’s Municipal Code requirement as a cooperative agreement.
To ensure that the solution adequately meets the City’s requirements, staff met with PrimeGov to review and discuss its solution and conducted follow-up written communications with the vendor to obtain answers to additional questions. PrimeGov was a respondent to the City’s RFI and certain City staff also have previous experience utilizing PrimeGov’s solution. Staff provided a copy of the City’s standard terms and conditions to the vendor and began contract discussions in April 2022.
Summary of Proposed Agreement: The agreement with PrimeGov will be substantially in accordance with the City’s standard terms and conditions. Should any modifications to the City’s standard terms and conditions arise, changes will be approved by the City Attorney’s Office and City Manager’s Office (or designee) per City policy. The agreement includes the following provisions:
• A detailed scope of work to ensure the implemented solution complies with the City’s requirements and includes data migration to move the City’s historic documents available online through the City’s current vendor to the new PrimeGov solution;
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Prime Government Solutions, Inc. Agenda and Meeting Management Solution
• A preliminary project implementation plan that meets the City’s requirements for project completion;
• A compensation schedule that includes vendor payment after delivery and acceptance of project milestones and deliverables;
• Fixed pricing for the initial term, with any vendor requests for adjustments after the fifth year justified in accordance with the Producer Price Index and limited to three percent over the previous year’s fees unless otherwise negotiated; and • Nine one-year options to extend the agreement for ongoing software licensing, technical support, maintenance, and other related services.
CONCLUSION
Approval of this recommendation will authorize staff to execute the agreement with PrimeGov to provide City Council, staff, and residents with public meeting technology to meet the City’s updated requirements and needs.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
CLIMATE SMART SAN JOSE
The recommendation in this memorandum aligns with one or more Climate Smart San José energy, water, or mobility goals.
PUBLIC OUTREACH
This item will be posted on the City’s website for the October 25, 2022 City Council meeting.
COORDINATION
This memorandum has been coordinated with the City Clerk’s Office, the City Attorney’s Office, and the City Manager’s Budget Office.
COMMISSION RECOMMENDATION
There is no commission recommendation or input associated with this action.
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Prime Government Solutions, Inc. Agenda and Meeting Management Solution
FISCAL/POLICY ALIGNMENT
This action is consistent with the City Council-approved budget strategy for the effective use of technology.
COST SUMMARY/IMPLICATIONS
1. AMOUNT OF RECOMMENDATION (one-year initial term) $185,980
2. COST ELEMENTS:
One-Time Implementation Services (initial term)
- Data Migration $45,000
- Professional Services 19,600
- Caption Prime Encoders (includes sales tax and three-year warranty) 23,380 One-Time Implementation Services Subtotal $87,980
Ongoing Costs for Licensing, Maintenance, and Support (initial term) - Agenda Automation $25,000
- Meeting Management 20,000
- Committee Management 20,000
- Swagit Video Streaming 15,000
- Member Voting 10,000
- Community Engagement 8,000
Annual Licensing, Maintenance, and Support Subtotal $98,000 CONTRACT NOT-TO-EXCEED TOTAL (one-year initial term) $185,980 Contingency (subject to an executed change order or amendment) 50,000 GRAND TOTAL NOT TO EXCEED (one-year initial term) $235,980
3. SOURCE OF FUNDING: 001 - General Fund
4. FISCAL IMPACT: One-time implementation costs totaling $87,980 will be paid to the vendor upon completion of designated milestones. Ongoing costs for licensing, maintenance, and support will be paid annually, beginning after final solution acceptance and will be subject to appropriations through the City’s annual budgeting process.
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Prime Government Solutions, Inc. Agenda and Meeting Management Solution
BUDGET REFERENCE
The table below identifies the funds and appropriations proposed to fund the contract recommended as part of this memorandum.
Fund
#
Appn.
# Appn. Name Total Appn.
Amt. for
Contract
*
2022-2023
Proposed Operating
Budget Page**
Last Budget
Action (Date,
Ord. No.)
001 5393 Unanticipated/ Emergency
Maintenance
$1,500,000 $87,980 886 06/21/22
30790
*Amt for Contract reflects funding for FY 2022-2023. Contingency and ongoing costs are subject to the appropriation of funds through the annual budgeting process. **The 2022-2023 Adopted Operating Budget was approved on June 14, 2022 and adopted on June 21, 2022 by the City Council.
CEQA
Not a project, Public Project Number PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
/s/ /s/
KHALED TAWFIK JULIA H. COOPER
Chief Information Officer Director of Finance
/s/ /s/
SARAH ZARATE MATT CANO
Director of the City Manager’s Director of Public Works Office of Administration, Policy,
and Intergovernmental Relations
For procurement- and contract-related questions, please contact Luz Cofresí-Howe, Assistant Director of Finance, at [email protected]
. For program-related questions, please
contact Khaled Tawfik, Chief Information Officer, at [email protected].