CITY OF SAN MATEO
5 5
3 9
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 3 Section Name: {{section.name}} Account Number: 10-1511 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: April 21, 2025
SUBJECT:
Public Records Management Services - Agreement
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with Granicus, LLC for public records management services for a three year term through December 27, 2027, in the amount of $70,911.55; authorize a contingency reserve of $7,091.15, for a total amount not-to-exceed, $78,002.70 over three years; and authorize the City Clerk to execute the agreement in substantially the form presented.
BACKGROUND:
The City of San Mateo originally signed a contract with WEBQA, Inc. d/b/a GovQA on May 11, 2016, for public records management services. The term of the contract ended on May 1, 2020, and since that time, the City has been extending the agreement on a yearly basis to ensure continued service without interruption. In 2021, Granicus acquired GovQA, and the City has been working with GovQA (now part of Granicus) under the same terms as the original agreement. As the City of San Mateo continues to rely on GovQA for managing public records requests, it has become clear that a formal, long- term agreement should be established to provide service stability and access to new features and support. GovQA has agreed to a 5% uplift in pricing if the City commits to a new three-year agreement. This agreement will lock in pricing stability over the contract term and provide the City with additional features, enhanced support, and further improvements to the public records management process. A formal agreement will allow the City of San Mateo to continue meeting compliance requirements, improve operational efficiency, and provide high-quality service to the public.
San Mateo Municipal Code section 3.60.050(b) authorizes the renewal of an agreement with Granicus, LLC without a competitive bidding procedure when calling for bids would be impracticable, unavailing, or impossible. Council is requested to approve an alternative purchasing procedure for this agreement due to the multiple years this service has been in use and to avoid service disruption that would occur from a change in vendors. Reassessing and evaluating alternative solutions and providers at this time would adversely impact current operations and efficient production of public records. GOVQA is considered a industry standard product for the production of public records.
BUDGET IMPACT:
There are sufficient funds within the current Information and Technology Department operating budget to cover the costs associated with this agreement. In addition, staff will include the costs of the agreement in future budgets.
ENVIRONMENTAL DETERMINATION:
This agreement is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
CITY OF SAN MATEO
5 5
3 9
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044