SR-12-08-2015-3G
City Council
Report
City Council Regular Meeting: December 8, 2015
Agenda Item: 3.G
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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
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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.
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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
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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)