Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 28, 2026
SUBJECT: AGENDA MANAGEMENT AND PUBLIC ENGAGEMENT
SOFTWARE CONTRACTS
DEPARTMENT: Administrative Services
PRESENTER: Melody Bartlette
RECOMMENDED ACTION
City Council:
1. Approve the use of a cooperative agreement through OMNIA Partners contract #23-6692-01 and award a three-year contract to Carahsoft Technology Corp. for the eScribe Agenda Management software platform in the amount of $160,025, and authorize a five percent contingency in the amount of $8,001 for potential additional services or unforeseen costs, for a total contract amount not to exceed $168,026.
2. Approve the use of a cooperative agreement through NASPO contract #AR2472 and award a one-year contract to Carahsoft Technology Corp. for the PublicInput public engagement software platform in the amount of $25,568, and authorize a five percent contingency in the amount of $1,278 for potential additional services or unforeseen costs, for a total contract amount not to exceed $26,846.
3. Authorize the City Manager or designee to execute up to two additional one-year renewal options for both contracts, each not to exceed the annual contract amount, inclusive of contingency and any approved price escalations, and subject to annual appropriation by the City Council.
4. Appropriate a one-time appropriation of $16,783 from the Computer Replacement (Fund 720) to Expenditure Account 720220-516101, and $74,482 from the General Fund (Fund 100) to Expenditure Account 1002200-516101.
5. Appropriate $51,039 and $52,570 from the General Fund (Fund 100) to Expenditure Account 1002200-516101 for FY 2026-27 and FY 2027-28 respectively, subject to City Council appropriation through the annual budget process.
6. Contingent upon execution of the renewal options for both contracts, appropriate additional funds from the General Fund (Fund 100) to Expenditure Account 1002200-516101 in the amount of $23,268 for FY 2026-27, $24,198 for FY 2027-28, $54,149 for FY 2028-29, and $55,773 for FY 2029-30, subject to City Council appropriation through the annual budget process.
7. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney review.
BACKGROUND
The City of Santa Clarita (City) currently utilizes MinuteTraq Agendas & Minutes (MinuteTraq) to manage City Council and other public meetings, including agenda reports, attachments, document routing, content hosting, and video streaming. Since its implementation in 2015, MinuteTraq has provided a stable and reliable software platform that has met the City’s operational needs.
After more than a decade of use, the system is approaching the end of its useful life. The vendor has indicated the platform will be sunset (i.e., discontinued and no longer supported) in the near term, reinforcing the need for the City to transition to a new solution. While the system continues to perform its core functions, it has limitations related to workflow efficiency, system integration, reporting capabilities, user interface expectations, and technical support.
To address these limitations and improve overall efficiency, staff conducted a review of available agenda management systems and identified eScribe as a solution that offers enhanced functionality, including improved workflow automation, better integration capabilities, expanded reporting tools, and a more user-friendly interface for both staff and the public. eScribe’s services include live video streaming, hosting, and support. The eScribe platform is cloud-based and provides modern features that support transparency, accessibility, and streamlined meeting management.
The total cost for the eScribe agenda management system includes software licensing, implementation, training, live video streaming, hosting, data storage, ongoing technical support, as well as one-time costs associated with the migration of data. The initial three-year contract amount is $160,025, with predefined annual pricing and increases of three percent in the optional renewal years, allowing the City to forecast future costs.
In addition, staff is recommending the implementation of PublicInput, a public engagement software platform that enhances the City’s ability to collect, manage, and respond to public participation. The system provides tools for gathering speaker requests and written comments, and allows for comprehensive centralized reporting, allowing the City to improve accessibility and transparency in public participation.
The total cost for the PublicInput platform includes software licensing, implementation, training, and ongoing support. The first-year cost is $25,568, which includes a one-time onboarding and setup fee, with increases of approximately four percent in the optional renewal years.
Based on research and cost analysis, staff recommends using the City’s cooperative purchasing option for these procurements. The use of cooperative purchasing allows the City to place orders against a competitively awarded public agency contract. The proposed agreements for both eScribe and PublicInput will be executed through Carahsoft Technology Corp., an authorized reseller, utilizing cooperative purchasing contracts through OMNIA Partners and NASPO. This approach satisfies the City’s procurement requirements by leveraging competitively solicited and publicly awarded contracts, allowing the City to obtain favorable pricing and terms while streamlining the procurement process. The OMNIA Partners Agreement #23-6692-01 with Carahsoft Technology Corp., which was awarded on May 1, 2023, was solicited through a competitive request for proposals process and is valid through April 30, 2028. Additionally, the NASPO Agreement #AR2472, which was awarded on October 15, 2016, was solicited through a competitive request for proposals process and is valid through September 16, 2026.
Implementation of these systems will allow the City to modernize its agenda management and public engagement processes, reduce manual effort, and enhance the overall experience for staff, elected officials, and the community.
Based on these factors, staff is recommending approval of agreements with Carahsoft Technology Corp. for the acquisition and implementation of the eScribe agenda management system and PublicInput public engagement software.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, funds will be appropriated as follows: $16,783 from the Computer Replacement Fund (Fund 720) to Expenditure Account 7202203-516101 and $74,482 from the General Fund (Fund 100) to Expenditure Account 1002200-516101. Funding for FY 2026-27 through FY 2028-29 will be contingent upon the appropriation of funds by the City Council during the annual budget process for such fiscal year.
Contingent upon execution of the renewal options, additional appropriations from the General Fund (Fund 100) to Expenditure Account 1002200-516101 will be required in the following amounts: $23,492 in FY 2026-27, $24,666 in FY 2027-28, $54,146 in FY 2028-29, and $55,772 in FY 2029-30.
ATTACHMENTS
NASPO Contract #AR2472 (available in the City Clerk's Reading File) OMNIA Contract #23-6692 (available in the City Clerk's Reading File)