City Council
Report
City Council Meeting: June 14, 2022
Agenda Item: 3.J
1 of 3
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Approval of Fourth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a fourth modification to Agreement 9784 (CCS) in the amount of $23,190 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 1 year amended agreement with a new total amount not to exceed $188,614, with future year funding contingent on Council budget approval.
Summary
Preparation and publication of the City Council’s agenda materials is a high-profile, time-intensive task involving staff of every department. In 2013, the City entered into a Professional Services Agreement with Carahsoft/IQM2 for an agenda management software system to support City staff’s process of routing staff reports for review and approval, and City Clerk staff’s process of posting and distributing City Council agendas and meeting packets. The current contract expires on June 30, 2022, and staff recommends that the City Council authorize the City Manager to negotiate and execute a fourth modification to Agreement 9784 (CCS) for one year, with no renewal options, for a total modification amount of $23,190. This will result in a contract not to exceed the amount of $188,614. Extending this contract will maintain services while staff conducts a Request for Proposals (RFP) to replace the current system. 2 of 3
Discussion
At its August 13, 2013 meeting, the City Council authorized the City Manager to negotiate and execute a five-year Professional Services Agreement with Carahsoft/IQM2 for an agenda management software system that supports the process of preparing and posting agendas and supporting documents online following a competitive procurement process. On May 6, 2014, the contract was modified administratively to revise the Scope of Services to customize staff report templates.
During the term of the contract, IQM2 was acquired by Accela in June 2014, and then Accela sold its agenda management system to Granicus in March 2018. The second modification with Carahsoft/Granicus, continued service for one year, with three oneyear renewal options. The third modification exercised the three one-year renewal options. The fourth modification will extend the contract while staff conducts a Request for Proposals (RFP) to replace the current system.
Included in the FY 2022-24 Proposed Biennial Capital Improvements Program (CIP) Budget that was presented to Council on May 24, 2022, staff proposed that Council approve funding to purchase and implement a new agenda management system, including data migration services, staff training, roll out of the software for boards and commissions, and configuration services for the City’s SharePoint system to assist with the staff report review process.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of the agreement with Carahsoft/Granicus for a one-year software renewal of an agenda management system. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23
Budget Modified
Request Amount Dept/CIP Account #
Total Revised
Contract
Amount
9784 $165,424 $23,190 01110001.552010 $188,614
3 of 3
Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Carahsoft Oaks Form
B. Contract 9784 (CCS)