title
APPROVE AN AGREEMENT WITH GRANICUS FOR AGENDA SUPPORT SOFTWARE SERVICES
recommended action
RECOMMENDATION
It is recommended that City Council approve a motion:
1. Approving findings for an exception to the competitive bidding process;
2. Authorizing the City Manager to execute and renew a contract with Granicus, LLC for agenda support software services in an amount up to $122,383.92 for a term of one year; and
3. Authorizing the City Manager to take necessary and appropriate action to carry out the purpose and intent of the motion.
body
Summary
The City of Stockton prepares agenda packets for the City Council and other meeting bodies through a Granicus agenda management software service, better known as Legistar. Since implementing this service in 2012, the City has experienced improved efficiency, consistency and transparency in preparing agendas. In addition, the City tracks boards and commissions applications and members through the software service, increasing efficiency and transparency for this process as well. Furthermore, the City has contracted with Granicus since 2003 to provide government transparency services, which include online video streaming, minutes management and archiving for City Council and other City meeting bodies.
The contract for agenda management and boards and commissions tracking services expired in October 2026. By entering a renewed contract with the same terms and conditions in the short-term, the City can maintain the increased efficiency, consistency, and transparency in preparing agendas.
DISCUSSION
Background
In 2003, the City entered a government transparency contract with Granicus, LLC to provide video streaming, minutes management and archiving for City Council meetings. This contract was originally designed to renew on an annual basis. Over the past twenty years, the City has expanded the use of these services to other public meeting bodies authorized by the City Council and City Charter. In addition, Granicus has enhanced their services and technology tools within the government transparency suite and the City has leveraged these new services to improve communication and transparency of public meetings with the community.
In late 2012 the City entered into a contract with Granicus, LLC for an agenda management and voting solution. The total project funding was $142,520 which included the purchase and installation of the agenda management solution, voting solutions, and four years of monthly managed service fees. After the four year term, the voting solution component was disabled. Prior to 2012, the City did not have a software system for reviewing and producing City Council agendas. Agenda items were reviewed through a series of email attachments and agenda packets were compiled by hand. Implementing an agenda management software system has dramatically improved efficiency, consistency, and transparency in preparing City Council agendas. In addition, Granicus has made improvements to their products in recent years and have introduced new solutions to their product line to further enhance citizen transparency and streamline City operations.
In September 2016, the City executed a Change Order to extend the agenda management and boards and commissions contract for an additional two years, through October 18, 2018. This addon has grown to accommodate our board and commission appointment process which includes customized automatically generated responses, internal tracking and report generating services.
In 2020, with the advent of the Covid-19 pandemic, technological needs changed rapidly, Granicus was able to quickly accommodate new public communication needs despite limited technological resources saving the City valuable time and money.
Present Situation
The Granicus contract for Legistar agenda management and boards and commissions tracking software expires in October of 2026. During the past year, staff conducted analysis to determine the best way to acquire future agenda management software services. It is a best practice to solicit market competition for software services every 5 to 10 years. Serious consideration was given to packaging all agenda support software services into a consolidated RFP for a new 5-year term. However, this agenda management support services project was assessed within the context of all other City technology initiatives. It is worth noting there is a high demand for new technologies in support of City Council goals as the City restructures and responds to years of deferred investment in technology. There was also consideration given to the relocation of the new Council Chamber facilities that have a direct impact on the services provided. Given the pending implementation of new technology and facilities, staff does not recommend making changes to the existing services.
By entering into a renewed consolidated contract for a one-year period, the City will be able to maintain the efficiencies that staff have experienced as a result of having an agenda management software system. In addition, the new contract will allow the City to maintain the current service level to the public for meeting transparency and online boards and commissions tracking in the new location. A three-year contract allows the City the opportunity to pursue an RFP in the near-term once clear information is available regarding resources and timing for a new RFP.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. The proposed findings include:
1. There is a high demand for technology projects, while there are limited resources to carry out high priority technology projects.
2. Issuing an RFP for new agenda management software services is a lower priority by comparison with other citywide projects and other critical public safety projects.
3. The City would be negatively impacted without an agenda management software system and boards and commissions tracking system.
4. By entering a renewed contract with Granicus, LLC the City will be able to maintain the dramatically improved efficiency, consistency and transparency in preparing City Council agendas through an agenda management system.
5. By entering a renewed contract with Granicus, LLC the City will be able to assess compatibility with potential agenda management systems and new resources as information becomes available on technological systems at the new City Hall.
6. By entering a renewed contract with Granicus, LLC the City will maintain agenda software support services in one comprehensive contract, allowing for greater transparency and ability to transition services in the future.
FINANCIAL SUMMARY
The one-year term of the proposed renewed contract totals $122,383.92, with a potential total. The cost for the same services over the past year has been $78768.35. The proposed contract includes a first-year cost of $80,566.15, which is less than the industry standard 5% increase. These moderate cost increases are anticipated in the Computer Equipment 502 Internal Service Fund (ISF). There is budget available in the current adopted budget for the first-year cost. Future annual cost estimated for the remaining term of the proposed contract will be included in the annual budget appropriation process.
Attachment A - Granicus Contract