TO: HONORABLE MAYOR FROM: Julia H. Cooper
AND CITY COUNCIL Khaled Tawfik
SUBJECT: SEE BELOW DATE: February 6, 2023
Approved Date
2/10/23
SUBJECT: FOURTH AMENDMENT TO THE AGREEMENT WITH GRANICUS, INC.
FOR WEBSTREAMING SOFTWARE AND HOSTING SERVICES
RECOMMENDATION
Adopt a resolution authorizing the City Manager to:
(a) Negotiate and execute the Fourth Amendment to the Agreement with Granicus, Inc. (Denver, CO) for Webstreaming Software and Hosting Services to add scope to migrate to the PrimeGov agenda and meeting management platform, increase compensation by $138,660 to retroactively reflect contract changes executed under previous City Council authority for a revised maximum compensation of $918,122, add four additional two-year options for a total of nine options to extend the agreement through August 8, 2033 under the same material terms and conditions as the original agreement, update insurance requirements and the City’s privacy and disclosure policy, and add the City’s information technology and security requirements, subject to the appropriation of funds;
(b) Negotiate and execute a second amended and restated Option 4 with Granicus, Inc. (Denver, CO) to add $87,980 for migration to the PrimeGov platform for a revised maximum compensation of $231,820 for the two-year option period ending August 8, 2023 and move any costs for incomplete migration work not completed by the end of Option 4 from Option 4 to Option 5.
SUMMARY AND OUTCOME
Authorizing the City Manager to take this action provides City Council, staff, and residents with (1) improved public meeting technology to enable greater public participation, both in-person and remote, and (2) additional and enhanced public meeting features and capabilities.
The PrimeGov platform will (1) provide a more user-friendly interface to increase community engagement; (2) facilitate easier online engagement in City public meetings for those who prefer COUNCIL AGENDA:
FILE:
2/28/23
23-264
ITEM: 2.15
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Fourth Amendment to the Agreement with Granicus, Inc. for Webstreaming Software and Hosting Services
to participate remotely or who may be unable to easily participate in person, such as those who cannot afford transportation, parents who cannot obtain childcare, or those who experience social anxiety; (3) improve meeting management capabilities, including pre-meeting, during, and post- meeting documents and processes; and (4) streamline end-to-end memorandum development, approval, and posting processes. These efforts will help improve services for City Council and the public and increase staff responsiveness and efficiency.
BACKGROUND
Agenda development and publication, meeting management, and meeting broadcasting on the 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 17 City Council and City Council committee meetings and over 30 board, committee, and commission meetings each month.
Based on the results of a competitive procurement, the City executed an agreement in August 2010 with Granicus Inc. (Granicus) for webstreaming software and hosting services to support City public meeting agendas, public access, and broadcasting needs. The original agreement included three two-year options to extend the agreement through August 8, 2021. 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 to seek approval for the third amendment to the agreement to add an additional two two-year options to extend the term to August 8, 2025.2 City Council approved the request but, in accordance with a memorandum submitted by then- Councilmember Matt Mahan,3 also directed staff 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 then-Mayor Sam Liccardo, City Council, City Clerk, and City Manager, staff identified the following needs for improved agenda and meeting management:
1 2012 City Council memorandum: http://www3.sanjoseca.gov/clerk/Agenda/20121016/20121016_0211.pdf and 2017 City Council resolution: https://records.sanjoseca.gov/Resolutions/RES78158.PDF 2 2021 City Council Action Request:
https://sanjose.legistar.com/View.ashx?M=F&ID=9438371&GUID=96C49A32- E2D5-4DAA-8830- 7FFFF765A35B
3 2021 memorandum from then-Councilmember Mahan:
https://sanjose.legistar.com/View.ashx?M=F&ID=9464473&GUID=D1764A7F -1726-4201-BF57-2409DA3F8190
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Fourth Amendment to the Agreement with Granicus, Inc. for Webstreaming Software and Hosting Services
• More intuitive software to minimize training of new City 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 agenda 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.
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 approximately $74,000 per year for its current platform.
ANALYSIS
In January 2021, the County of Santa Clara (County) issued a Request for Proposals (RFP) eRFP-PRC-FY21-0164 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 verified the County’s RFP meets the San José Municipal Code requirements and confirmed the PrimeGov platform meets or exceeds the City’s technical and functional requirements.
Before staff could seek City Council authorization to enter into an agreement with PrimeGov, in October 2022, PrimeGov was acquired by Granicus. Staff met with Granicus to discuss its plans and roadmap for the PrimeGov platform following the acquisition, and Granicus confirmed it
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Fourth Amendment to the Agreement with Granicus, Inc. for Webstreaming Software and Hosting Services
will offer both platforms for purchase and use in the near term but may eventually standardize on the PrimeGov platform.
PrimeGov Platform Migration Summary
Migration to the PrimeGov platform will include the following modules:
• Agenda Automation - create memoranda, agendas, and agenda packets; • Meeting Management - create pre-meeting, during, and post-meeting documents and captures timestamps, roll call, minutes, motions, votes, and actions during the meeting; • Electronic Voting – electronically records voting from other City systems; • Committee Management - manage committee, board, and commissions memberships, including filling open positions as required;
• Community Engagement - allows the public to subscribe to meeting updates and provide electronic comments and request to speak if attending meeting in-person with a mobile device.
Feature and functionality improvements provided by the PrimeGov platform include:
• More user-friendly interface;
• Real-time synching of updates on mobile devices;
• Quicker publication and viewing of agendas and related documents to the City’s website;
• Viewing in high definition across all devices;
• Facilitates agenda development, including mark-ups and notes; • Allows the public to subscribe to meeting updates;
• Better performance with real-time public comments;
• Allows voting information captured by other City systems into the meeting minutes in PrimeGov.
Climate Smart San José Analysis
The recommendation in this memorandum aligns with the Climate Smart San José goal to reduce vehicle miles traveled. The PrimeGov platform will facilitate easier remote access to City public meetings which will reduce transportation required to attend meetings in person.
CONCLUSION
Approval of this recommendation authorizes staff to negotiate and execute amendments to the agreement with Granicus to migrate to the PrimeGov platform to provide City Council, staff, and residents with new and enhanced public meeting technology. Amending the current agreement with Granicus rather than executing a new agreement with PrimeGov will result in more expedient contract negotiation and execution since Granicus has already agreed to the City’s standard terms and conditions in its current agreement and will result in over $266,000 in cost savings for the City through the last option term ending August 8, 2033 because the Granicus’
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Fourth Amendment to the Agreement with Granicus, Inc. for Webstreaming Software and Hosting Services
agreement limits increases to 3% per two-year option term rather than PrimeGov’s 3% increase per year request.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
In accordance with the Fourth Amendment to be negotiated and executed as a result of the recommendation in this memorandum, the City will pay one-time implementation costs totaling $87,980 upon completion of designated milestones during Option 4 and/or Option 5.
1. AMOUNT OF RECOMMENDATION $226,640
2. COST ELEMENTS:
Current Contract Costs - Recommendation (a)
- Initial 5-Year Term Solution/Managed Services Costs $226,340 - Professional Services/Implementation Costs for Services added First Amendment
23,050
- Additional Bandwidth 37,500
- Additional Services (added First Amendment) 21,860
- Option 1 (8/9/15 – 8/8/17) 145,560
- Option 2 (8/9/17 – 8/8/19) 153,552
- Option 3 (8/9/19 – 8/8/ 21) 166,420
- Option 4 (8/9/21 – 8/8/23) (current amount - without PrimeGov migration) 143,840 - Less Current Contract Not to Exceed Amount (Third Amendment) (779,462) Subtotal for Recommendation (a) $138,660
Costs for PrimeGov Migration – Recommendation (b)
- One-Time Migration Costs (to be added to Option 4 and/or 5 based on actual completion dates)
$87,980
Subtotal for Recommendation (b) $87,980
Ongoing Costs for Subscriptions, Maintenance, and Support* • Option 5 (8/9/23-8/9/25) 198,940
• Option 6 (8/9/25-8/9/27) 204,909
• Option 7 (8/9/27-8/9/29) 211,057
• Option 8 (8/9/29-8/9/31) 217,388
• Option 9 (8/9/31-8/9/33) 223,909
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Fourth Amendment to the Agreement with Granicus, Inc. for Webstreaming Software and Hosting Services
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
Adopted Capital
Budget Page
Last Budget
Action (Date,
Ord. No.)
001 5393 Unanticipated/ Emergency
Maintenance
$2,093,000 $87,980 1245 10/18/22
30833
*Amt for Contract reflects funding for FY 2022-2023. Ongoing costs are subject to the appropriation of funds through the annual budgeting process.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, the City Clerk’s Office, and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the February 28, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
AMOUNT OF RECOMMENDATION (not including future Options) $226,640 *Funding for future Option terms is subject to the appropriation of funds through the City’s annual budgeting process.
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
February 6, 2023
Subject: Fourth Amendment to the Agreement with Granicus, Inc. for Webstreaming Software and Hosting Services
CEQA
Not a project, Public Project Number PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/ /s/
JULIA H. COOPER KHALED TAWFIK
Director of Finance Chief Information Officer
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].