TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Liza Tamura, City Clerk
Patrick Griffin, Interim Information Technology Director
Leilani Flores Emnace, Information Systems Manager
Martha Alvarez, Senior Deputy City Clerk
Patricia Matson, Deputy City Clerk
Alexandria Latragna, Management Analyst
Tatyana Roujenova-Peltekova, Senior Management Analyst
SUBJECT:Title
Consider Adopting a Resolution Approving Amendment No. 2 Extending the Professional Services Agreement with Granicus Inc. for One Year to Provide Citizen Engagement Services in the Budgeted Amount of $90,363.77 (City Clerk Tamura and Interim Information Technology Director Griffin).
ADOPT RESOLUTION NO. 19-0115 APPROVING AN AMENDMENT
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 19-0115 approving Amendment No. 2 extending the professional services agreement with Granicus Inc. for one year to provide citizen engagement services in the budgeted amount of $90,363.77.
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FISCAL IMPLICATIONS:
Sufficient funds are budgeted and available in the City Clerk’s and Information Technology Department’s Fiscal Year 2019-2020 budget for the services outlined in Amendment No. 2 of the Granicus agreement. The appropriate funding reflective of this amendment will be included in the Fiscal Year 2020-2021 budget.
BACKGROUND:
Legislative Management Services
The City has utilized Granicus services since 2005 to provide media streaming solutions. On January 20, 2012, the City and Granicus Inc. entered into an additional agreement to provide legislative management services including a voting solution, agenda management, and citizen participation modules. The contract was extended to December 31, 2019, providing hardware, software, media streaming, automated indexing capabilities, voting systems, agenda management, citizen participation, meeting minutes, agendas webpage integration on the City’s website, and related support services.
Website Hosting Services
Since 2008, Vision Technology Solutions (DBA Vision Internet) has provided the City website and Intranet content management system including design, development, maintenance, and website hosting services. The current two-year contract with Vision Technology Solutions expires on January 11, 2020. Granicus acquired Vision Technology Solutions, LLC in February 2018. With the merging of the two companies and the expiration of the existing agreement, another contractual relationship needs to be established.
DISCUSSION:
Since Granicus now provides legislative management services and website hosting, the proposed Amendment No. 2 combines all services into one agreement for a total of $90,363.77. The Scope of Services detailed in Exhibit C of the attached Amendment No. 2 includes services related to citizen engagement technologies such as:
• Legistar (agenda management)
• Meeting Efficiency Suite (meeting and minutes management)
• Government Transparency Suite (meeting streaming and indexing; meeting minutes; documents distribution)
• Citizen Participation Suite (online public input platform)
• Open Platform Suite (archives posting and indexing)
• govAccess Web Platform (www.citymb.info <http://www.citymb.info> and Intranet)
• Communication Cloud/GovDelivery (variety of public outreach methods and personalized messages)
• Performance Accelerator Suite (local distribution of the meetings’ video and documentation on the City network)
Furthermore, the contract document includes the cloud migration, version upgrade, and hosting services for the Intranet-an internal website used for collaboration, information, forms, employee directory, news, and other relevant staff content. Moving the Intranet to the cloud will provide ease in access, backup, and recovery; and simplify content maintenance, training, and posting. Other added benefits will be that the content management software versions of the Internet and Intranet will be the same, and news and calendar items applicable to the Internet and Intranet may be posted simultaneously.
New functionality added to the govAccess website services is the Developer Toolkit. It offers advanced features to create custom components and sub-sites with its own navigation. This tool will be beneficial in creating a more responsive and improved digital experience for website visitors. The amendment also includes a system integration to streamline user authentication for govAccess web platforms. Additional contract clauses are included for the City Clerk’s archives related to periodic access and exporting of City content and data (meeting videos, agendas, minutes, and index information). To improve data security, another clause has been included for storing City data within the United States.
Staff proposes the extension of the agreement term for an additional 12 months with the added services given the expirations of the current Granicus contract (December 31, 2019) and Vision Technology Solutions, now Granicus (January 11, 2020). Even though Amendment No. 2 now includes the citizen engagement services related to the legislative management services and website hosting, the City continues to explore other options. If another solution offers an improved civic experience in one area that Granicus offers, the City has the option to separate that part in a future contract with Granicus.
In conclusion, staff recommends that the City Council adopt Resolution No. 19-0115 approving Amendment No. 2 extending the professional services agreement with Granicus Inc. for one year to provide citizen engagement services in the budgeted amount of $90,363.77.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 19-0115
2. Amendment No. 2 - Granicus
3. Agreement - Granicus (2018)
4. Amendment No. 1 - Granicus (2019)
5. Agreement - Vision Technology Solutions, LLC. DBA Vision (2018)