SR-08-13-2013-3OCity of City Council Report
Savita Monica
City Council Meeting: August 13, 2013
Agenda Item: `fib
To: Mayor and City Council
From: Sarah Gorman, City Clerk
Jory Wolf, Chief Information Officer
Subject: Contract for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to:
1) negotiate and execute a five year professional services agreement with IQM2,
a New York —based company, in an amount not to exceed $85,357 (includes a
5% contingency) for a web -based agenda management software system with
future year funding contingent on Council budget approval;
2) appropriate the budget increases as outlined in the Financial Impacts and
Budget Actions section of this report.
Executive Summary
The City Clerk is responsible for the assembly and publication of all City Council agenda
packets. Currently, the City uses an antiquated time- and paper- intensive process to
generate these materials for each Council meeting every two weeks. Electronic agenda
management software would streamline these processes and reduce the amount of
paper required by providing version control of draft materials, automated workflows for
drafting, reviewing and approving staff reports, and the ability to publish searchable
electronic agenda packets for Council and the public. Therefore, staff recommends
contracting with IQM2 MinuteTraq to provide electronic agenda management software.
Implementation, training, product support, and hosting services for the electronic
agenda management software would not exceed $85,357 over a five -year period.
Discussion
The City currently uses a time consuming, paper -based process to schedule items for
upcoming meetings, prepare staff reports and attachments, review and revise those
reports and attachments, and prepare the Council agenda and packet. Council agenda
packets can often be 500 pages long; with 22 packets produced every two weeks, this
can result in 264,000 copies printed annually. Use of an automated agenda system
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would streamline the agenda preparation process and make it easier for staff and
Council to search and retrieve content in agenda packets.
Electronic agenda management allows City staff to more efficiently draft, edit, approve,
finalize and publish staff reports, attachments and agendas. City staff will compose
staff reports with use of the software and then use the software to send it for review and
approval by supervisors, the Finance Department, the City Attorney, and the City
Manager. Edits can be made within the system and are trackable. The system can
then generate the agenda and agenda packet electronically for public access. Use of an
electronic system will result in time savings, document version control, reduced human
error, and more efficient availability of documents to the public.
Vendor Selection
In April 2013, the City published Request for Proposals for an electronic agenda
management software solution. The proposal was posted on the City's online bidding
site. Seven proposals were received and opened on May 7, 2013. A multi - department
committee made up of staff from the City Clerk's office, the City Manager's office,
Information Systems, and Public Works Department conducted an extensive needs
assessment and selection process, reviewing product demonstrations for several
competing systems. Proposals were evaluated based on the criteria in SMMC
2.24.072, including technology level, ease of use, user interface, pricing structure,
functionality, and integration with the City's existing technology infrastructure. That
review determined that IQM2 was the best bidder by meeting the City's specifications,
level of functionality, and user - friendliness of the system, at a moderate cost.
IQM2 would provide the public, officials, and staff with a web - based, user - friendly
platform for agenda preparation and publishing. MinuteTraq, IQM2's agenda
management framework, provides functionality to manage all Council meeting
documents. The system generates complete bookmarked PDF agenda packets that
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could be printed or saved for offline viewing. MinuteTraq would host and consolidate all
processes to generate Council meeting documentation into one location.
The annual projected cost for IQM2 is $16,534 based on a month -to -month agreement.
The projected cost for the remainder of FY2013 -14 for IQM2 is $15,157 with an
additional $70,201 through FY 2017 -18. The software would "go live" in spring 2014.
Financial Impacts & Budget Actions
The agreement to be awarded to IQM2 is for an amount not to exceed $85,357 over a
five -year period. Award of the agreement requires the re- appropriation of $38,500 in
unspent FY 2012 -13 funds, previously approved for this purchase. The funds will be
appropriated to account 01211.533580 for FY 2013 -14. This amount will cover the
contract costs for FY 2013 -14 and FY 2013 -15. Budget authority for subsequent years
will be requested in each budget for Council approval. Future funding is contingent
upon Council approval and budget adoption.
Prepared by: Sarah Gorman, City Clerk
Approved: Forwarded to Council:
S rah Gorman Rod Gould
Director, Records & Election Services City Manager
Taw' S M V,671 POKK' * v
Information Systems Department
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Reference:
Agreement No. 9784
(CCS)