City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.D
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To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Approval of Fifth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
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; and
2. Authorize the City Manager to negotiate and execute a fifth modification to Agreement 9784 (CCS) in the amount of $19,132 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 10 year and 6 month amended agreement with a new total amount not to exceed $207,746, with future year funding contingent on Council budget approval.
Summary
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 preparing City Council items, agendas and meeting packets. The current contract expires on June 30, 2023, and staff recommends that Council authorize the City Manager to negotiate and execute a fifth modification to Agreement 9784 (CCS) for 9 months, with no renewal options, for a total modification amount of $19,132. This will result in a contract not to exceed the amount of $207,746. Extending this contract will maintain services while staff completes the Request for Proposals (RFP) to replace the current system, implement the new system by December 2023 and allow for a 3-month contingency budget.
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Discussion
At its August 13, 2013, meeting, the Council authorized the City Manager to negotiate and execute a five-year Professional Services Agreement with Carahsoft/IQM2 for an agenda management system following a competitive procurement process. On May 6, 2014, the contract was modified administratively to revise the Scope of Services to customize templates. During the term of the contract, IQM2 was acquired by Accela in June 2014, and then Accela sold its 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 third one-year renewal option. The fourth modification extended the contract while staff conducted a RFP to replace the current system. The RFP was issued in April 2023, is currently in the Evaluation Phase and an award is anticipated in fall of 2023. The extension with allow time for implementation before transitioning to the new system at end of 2023.
Environmental Review
The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the State Implementation Guidelines (common sense exemption). The proposal would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, no further environmental review under CEQA is required.
Past Council Actions
Meeting Date Description
08/13/13
(Attachment A)
Original bid and agreement electronic agenda management services
06/14/22
(Attachment B)
Most recent modification
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 9-month software renewal of an agenda management system.
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Agreement Modification Request
Agreement # Current
Authorized
Amount
FY 2023-24
Budget Modified
Request Amount
Dept/CIP Account # Total Revised
Contract
Amount
9784 $188,614 $19,132 01110001.552010 $207,746
Future year funding is contingent on Council budget approval.
Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. August 13, 2013 Staff Report (Weblink)
B. June 14, 2022 Staff Report (Weblink)
C. Oaks Initiative Form
D. Contract 9784 (CCS)