City Council Agenda Report
Meeting Date:
September 17, 2024
From:
Daniel Calleros, Interim City Administrator
Department:
City Administration
Submitted by:
Sara Sandoval, Senior Administrative Assistant
Subject
Amendment No. 3 to Services Agreement with Granicus, LLC (Contract No. IT-0181) Recommendation
A. Find that the best interests of the City are served by the direct award of an extension of the Services Agreement with Granicus, LLC without a competitive process pursuant to Vernon Municipal Code Section 3.32.110 (B)(2) and (3), as it would not be cost-effective to consider a transition to a new agenda management software; and B. Approve and authorize the City Administrator to execute Amendment No. 3 to the Services Agreement with Granicus, LLC, in substantially the same form as submitted, for agenda automation, meeting management, video streaming, and Laserfiche integration for a total amount not-to-exceed $22,058.83, for a one-year term.
Background
On June 27, 2022, following an informal selection process through which staff evaluated several available agenda management software systems, the City entered into a service agreement with Granicus, LLC (formerly PrimeGov) for agenda automation, meeting management, video streaming, and Laserfiche Integration (Agreement). The contract was awarded pursuant to informal selection purchasing requirements, as the anticipated cost was less than $50,000. The Agreement expired on June 30, 2023; however, the terms included an option to renew for two additional one-year periods.
On November 29, 2022, Amendment No. 1 to the Agreement with Granicus was approved for $50,390 in order to move forward with camera installation and the meeting automation necessary for public meeting broadcasts. On August 30, 2023, Amendment No. 2 was approved to extend the term of the Agreement for one year through June 2024 at a cost of $21,008.40.
Staff are now requesting approval of Amendment No. 3 with Granicus, LLC (Granicus) to extend the existing term of the Agreement for an additional year, through June 30, 2025, in the amount of $22,058.83. It is recommended that Council find that it is in the best interest of the City to award the requested extension without a competitive selection process, as staff initially solicited proposals and conducted a thorough evaluation of available agenda management software systems for the initial contract award. Additionally, given the significant investment already made in the implementation of Granicus software and broadcast equipment integrated with Granicus, it would not be cost-effective to consider a transition to a new agenda management software.
Pursuant to VMC Section 3.32.030(A), City Council approval is required if, the total value over the lifetime of the contract exceeds $100,000. With the approval of Amendment No. 3, the total value of the contract with Granicus will be $115,455.23.
The proposed amendment has been reviewed and approved as to form by the City Attorney's Office.
Fiscal Impact
The fiscal impact is not-to-exceed $22,058.83. Sufficient funds are available in General Fund, IT Department, Repairs and Maintenance Account No. 011-010-110-529110 for the current fiscal year.
Attachments
1. Amendment No. 3 with Granicus, LLC