City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.H
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To: Mayor and City Council
From: Nikima Newsome, City Clerk, Records and Election Services Department Subject: Approval of Eighth 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 an eighth modification to Agreement 9784 (CCS) in the amount of $25,000 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 13-year amended agreement with a new total amount not to exceed $282,550, 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.
Executive 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 July 1, 2025, and staff recommends that Council authorize the City Manager to negotiate and execute an eighth modification to Agreement 9784 (CCS) for 6-months, for a total modification amount of $25,000. This will result in a contract not to exceed the amount of $282,550. Extending this contract will maintain services while staff completes implementation of a new and upgraded system in 2025.
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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 sixth and seventh modification extended the contract while staff implemented and transitioned to the new system and began data migration of legislative files. Delays with implementation involved the release of a new version of the system that would revise and streamline the City’s staff report review process. This eighth modification and extension would allow time to complete staff training on the new system and data migration. The new implementation date is anticipated to be October 2025.
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
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Meeting Date Description
08/13/13
(attachment A)
Original bid and agreement electronic agenda management Services
12/27/24
(attachment B)
Seventh Modification to Agreement #9784
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 6-month software renewal of an agenda management system. Funds are included in the FY 2025-27 Proposed Biennial Budget.
Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2025-26
Modified Request
Amount
Future Years
Modified
Request
Amount
Account # Total Revised
Contract Amount
9784 $257,550 $25,000 $0 01110001.552010 $282,550
Future year funding is contingent on Council budget approval.
Prepared By: Maria Dacanay-Wisner, Assistant City Clerk Approved Forwarded to Council
Attachments:
A. Contract 9784, Original
B. Contract 9784, Seventh Modification
C. Oaks Initiative Form
D. Levine Act Form
E. Updated Oaks Initiative Form