City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Approval of Sixth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a sixth modification to Agreement 9784 (CCS) in the amount of $35,754 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 12-year amended agreement with a new total amount not to exceed $243,500, with future year funding contingent on Council budget approval; and
2. 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.
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 January 1, 2024, and staff recommends that Council authorize the City Manager to negotiate and execute a sixth modification to Agreement 9784 (CCS) for 1 year, with one 6-month renewal option, for a total modification amount of $35,754. This will result in a contract not to exceed the amount of $243,500. Extending this contract will maintain services while staff completes implementation of a new system by Winter 2024 and allow for a 6-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 and fifth modifications extended the contract while staff conducted an RFP to replace the current agenda management system. The contract was executed and the extension will allow time for implementation before transitioning to the new system by Winter 2024.
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 CEQA Guidelines (common sense exemption). The proposal 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 would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, the modification to the agreement is exempt from CEQA and 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
06/27/23
(attachment B)
Fifth Modification to Agreement #9784
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with Carahsoft/Granicus for a 1-year software renewal with one 6-month renewal option of an agenda management system. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement #
Current Authorized
Amount
FY 2023-24
Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
9784 $207,746 $35,754 01110001.552010 $243,500
Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Oaks_Carahsoft Technology
B. Contract 9784, 5th Modification
C. Contract 9784