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SR-12-08-2015-3G City Council Report City Council Regular Meeting: December 8, 2015 Agenda Item: 3.G 1 of 4 To: Mayor and City Council From: Jory Wolf, Chief Information Officer, Web Development, Information Systems Department Subject: First Modification to Contract 10052 (CCS) with Granicus, Inc. to add the Purchase of the Boards and Commissions Management System Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a first modification to agreement #10052 (CCS) in the amount of $40,500 with Granicus, Inc., a California-based company to provide an Electronic Boards and Commissions Management system. This will result in a five year amended agreement with a new total amount not to exceed $129,432, with future year funding contingent on Council budget approval. Executive Summary The City currently contracts with Granicus, Inc. for Managed Video Services. These include the live and archived video and audio streams of various public meetings including City Council meetings. The City has managed the Boards and Commissions appointment process on-line for over 10 years. The on-line system currently in use was developed in-house at a time when there were no commercial products that met the City’s needs. The current system uses obsolete technology, is cumbersome to maintain, and is very difficult to enhance with new functionality. The Granicus solution uses modern, proven technology, has been adopted by many cities in the United States, and provides the necessary functionality to meet the needs of the City. Staff recommends modifying the existing agreement with Granicus to incorporate the Electronic Boards and Commissions Management System. The modification will increase the contract by $40,500 resulting in a five year amended agreement in the amount not to exceed $129,432. Background An in-house boards and commissions management system was developed more than 10 years ago by Information Systems Department staff working closely with City Clerk staff. The application performs a variety of related functions, including managing and tracking applicants, the appointment process, generating rosters, on-line information, and more. The application was developed in -house because there were no commercial 2 of 4 products available at the time to perform these functions. On June 1, 2010, the City entered into a one-year Professional Services Agreement with Granicus, Inc. to provide managed video service. This service includes the live and archived video and audio streams of various public meetings including City Council meetings. On October 17, 2011, the City entered into a first modification of the agreement to include video streaming formatted to be compatible with selected mobile devices, and to extend the term of the agreement by two years through FY 2012 -13. On May 28, 2013 (Attachment A), Council authorized a second modification of the agreement, extending the term for an additional two years. On April 28, 2015 (Attachment B), Council authorized a new agreement (#10052 (CCS)) with Granicus to provide managed video services for the City’s websites for one year plus four one-year renewal options for a total of $88,932 over five years. Discussion Evolving needs and the use of obsolete technology has made it increasingly difficult to manage the city’s boards and commissions application, review, and appointment processes using the existing system. Their Boards & Commissions module for the Granicus Open Platform system is widely used among United States cities. The City of Santa Monica already holds a license for the Granicus Open Platform, which is currently used for video and audio streaming. The Granicus Boards & Commissions module will enable staff to manage and track applications, the appointment process, provide on -line information about applications and appointments, generate rosters, and other information. Staff recommends modifying the existing agreement with Granicus to incorporate the Electronic Boards and Commissions Management System. Vendor/Consultant Selection On July 7, 2015, the City issued an informal Request for Proposals (RFP) for a new boards and commissions management system. The RFP was posted on the City’s on- line bidding site in accordance with City Charter and Municipal Code provisions. 932 vendors were notified, 30 vendors downloaded the RFP and 3 firms responded. 3 of 4 Responses to the RFP were reviewed by a selection panel of staff from the Information Systems and Records & Election Services Departments. The proposals were evaluated based on the following selection criteria: price, the ability of the vendor to meet the project specifications as stated in the RFP, technical environment in which the system would operate, experience, references, project team, quality of work and technical capability, and overall responsiveness to RFP. Staff then interviewed 2 shortlisted firms. Staff recommends Granicus, Inc. as the best qualified firm to provide an electronic boards and commissions management system based on experience, references, project team, cost, quality of work and technical capability, and overall responsiveness to RFP. Granicus, Inc. already provides this system to many Cities in the United States including Long Beach, CA where staff report satisfaction with the system. Granicus, Inc. will provide an electronic system that will enable staff to manage and track applications, the appointment process, provide on-line information about applications and appointments, generate rosters, and other information . Financial Impacts and Budget Actions The contract modification to be awarded to Granicus, Inc. is $40,500 for an amended contract total not to exceed $129,432. Funds are available in the FY 2015-16 budget in the Records and Election Services Department. The contract modification will be charged to account 01211.533580. Future year funding is contingent on Council budget approval. Prepared By: Keith Kurtz, Internet Systems Analyst 4 of 4 Approved Forwarded to Council Attachments: A. May 28, 2013 Staff Report (Web Link) B. April 28, 2015 Staff Report (Web Link) Reference:    Modified Agreement   No. 10052   (CCS)