City Council
Report
City Council Meeting: May 9, 2023
Agenda Item: 5.K
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To: Mayor and City Council
From: David White, City Manager, City Manager's Office
Subject: Approval of Fifth Modification to Contract 10052 (CCS) with Granicus, Inc. to Extend the Agreement for Five Years
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a fifth modification to agreement #10052 (CCS) in the amount of $187,042.22 with Granicus, Inc., a California-based company to provide an Electronic Boards and Commissions Management system. This will result in a 14 year amended agreement with a new total amount not to exceed $407,805.22, with future year funding contingent on Council budget approval.
Summary
The City currently contracts with Granicus, Inc. for managed video services to archive and provide public access to Board, Commission and Council meetings. The Granicus solution uses modern, proven technology, has been adopted by many cities in the United States, and provides the necessary functionality to meet the needs of the City.
Staff recommends modifying the existing agreement with Granicus to extend the agreement for video services by five years through June 30, 2028 to ensure continued access to these video and meeting archives and continue to add new meeting content to Granicus. Moving away from Granicus at this time would be operationally unfeasible as it would require significant work to procure a new system and transfer all of the video and document files while we also continue to migrate our website to the new platform. 2 of 4
Discussion
Since 2010, the City has utilized Granicus, Inc. to provide managed video service, including the live and archived video and audio streams of various public meetings including City Council meetings. On April 28, 2015 (Attachment A), Council authorized a new agreement with Granicus to provide managed video services for public meetings to be hosted on the City’s websites. The agreement was modified twice in the time that remained within the Council’s authorized amount. First, in 2016 the agreement was modified to add additional services related to the Council Chambers technology upgrade project. The agreement was again modified in 2020 to extend the agreement for one year. On June 22, 2021 (Attachment B) Council authorized an increase in authority of $91,311 to extend the agreement and add an Electronic Boards and Commissions Management system. The agreement was modified two more times under that authority in 2021 and in 2022.
Granicus’ Boards & Commissions module for the Granicus Open Platform system is widely used among United States cities. The Granicus Boards & Commissions module enables staff to manage and track applications as well as the appointment process, provide online information about applications and appointments, generate rosters, and other information. Granicus also provides the Electronic Boards and Commissions Management System.
Because Granicus technology is so heavily integrated into our Chambers and because of the level of effort required to migrate to another system, staff recommends extending the existing agreement for an additional five years to ensure continued access to public meeting archives and support future public meetings, including Council meetings.
Vendor/Consultant Selection
In 2015, the City issued an informal Request for Proposals (RFP) for a new boards and commissions management system in accordance with City Charter and Municipal Code provisions. The proposals were evaluated based on the following selection criteria:
price, the ability of the vendor to meet the project specifications as stated in the RFP, technical environment in which the system would operate, experience, references, 3 of 4
project team, quality of work and technical capability, and overall responsiveness to RFP. Staff recommended Granicus, Inc. as the best qualified firm to provide an electronic boards and commissions management system based on experience, references, project team, cost, quality of work and technical capability, and overall responsiveness to RFP. Additional details may be found in the December 8, 2015 staff report (Attachment A). In 2021, Council approved a staff recommendation to continue using Granicus for these services, given the proficiency of their product and reduced staff capacity for exploring and identifying other options. Staff recommends extending the agreement for video services by five years through June 30, 2028 to ensure continued access to these video and meeting archives and continue to add new meeting content to Granicus. As previously mentioned, moving away from Granicus at this time would be operationally unfeasible as it would require significant work to procure a new system and transfer all of the video and document files while we also continue to migrate our website to the new platform.
Past Council Actions
Meeting Date Description
December 8, 2015
(Attachment A)
Council authorization for first modification for five year agreement with Granicus.
June 22, 2021
(Attachment B)
Council authorization for third modification for nine year agreement with Granicus and the addition of Electronic Boards and Commissions Management system.
Environmental Review
The contract modification is categorically exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. The contract modification is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification to the contract will provide the City with managed video services. Therefore, it can be seen with certainty that the proposed agreement would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.
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Financial Impacts
Staff seeks authority to approve available funding from the General Fund to increase the amount of the contract with Granicus for agenda management and video storage services. Future year funding is contingent on Council budget approval.
Contract/Agreement/Purchase Order Modification Request
Agreement
#
Current
Authorized
Amount
FY 2023-24
Budget Modified
Requested
Amount
Future Year Modified
Request Amount
Dept/CIP Account Total Revised
Contract
Amount
10052 $220,763 $11,025
$21,500
$32,525
$154,518 01110001.529230
(Clerk)
01200009.552010
(CMO)
$407,806
Prepared By: David Gardinier, Assistant Administrative Analyst Approved Forwarded to Council
Attachments:
A. Dec 8, 2015 Staff Report
B. June 21, 2022 Staff Report
C. GRANICUS OAKS INITIATIVE FORM
D. Granicus PSA 10052-CCS (Original Agreement)
E. First Mod to Granicus 10052-CCS PSA
F. Granicus Second Modification
G. Granicus 3rd Modification
H. Granicus 4th Modification