SR 05-22-2018 3S
City Council
Report
City Council Meeting: May 22, 2018
Agenda Item: 3.S
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To: Mayor and City Council
From: Denise Anderson-Warren, City Clerk, Records and Election Services
Department
Subject: Extension of Contract for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to Agreement 9784 (CCS) with Carahsoft/Granicus, a
California-based company, for an agenda management software system. This is a one
year agreement, with three additional one-year renewal options at a 7% increase, for a
modification total of $80,067. This will result in a new total contract amount not to
exceed $165,424 with future year funding contingent on Council budget approval.
Executive Summary
Preparation and publication of the City Council’s agenda materials is a high-profile,
time-intensive task involving staff of every department. In 2013, the City entered into a
Professional Services Agreement with Carahsoft/IQM2 for an agenda management
system to support City staff’s process of routing staff reports for review and approval,
and City Clerk staff’s process of posting and distributing agendas and meeting packets.
This contract expires on June 30, 2018, and staff recommends that the City Council
authorize the City Manager to negotiate and execute a second modification to
Agreement 9784 (CCS) in the amount of $17,692 for one year, with three additional one
year renewal options with a 7% increase, for a total modification amount of $80,067.
This will result in a contract not to exceed the amount of $165,424. Staff will work with
the vendor to make continued improvements to the system, as well as explore options
for a more robust system that offers agenda management, meeting management and
video streaming.
Background
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Per the City Council’s Rules of Order and Procedure, the City Clerk prepares the City
Council meeting agenda under the direction of the City Manager, and posts the agenda
as required by The Ralph M. Brown Act. At the August 13, 2013 (Attachment A) City
Council meeting, the City Council authorized the City Manager to negotiate and execute
a five year Professional Services Agreement with Carahsoft/IQM2 for an agenda
management system that supports the process of preparing and posting agendas and
supporting documents online following a competitive procurement process.
Discussion
Since the implementation of the agenda management system, the system has allowed
staff to:
1) Generate an electronic and searchable meeting packet for the City Council, City
staff and members of the public to refer to;
2) Maintain version control, a single depository for questions and comments from
reviewers, and provide real-time tracking of staff reports being reviewed by City
staff;
3) Reduce the amount of paper required to review and distribute copies of agendas
and staff reports;
4) Save time on duplicating and distributing agendas and meeting packets, and
manually converting numerous files into portable document format (PDFs) for
posting online.
The software went live with the August 23, 2015 City Council agenda and meeting
packet. In May 6, 2014, the contract was modified administratively to revise the Scope
of Services to customize staff report templates. During the term of the contract, IQM2
was acquired by Accela in June 2014, and then Accela sold its agenda management
system to Granicus in March 2018. The second modification with Carahsoft/Granicus,
will continue the software subscription, product support and hosting services of the
software for one year, and will extend the contract term to June 30, 2019, with an
addition of three one-year renewal options. Including the 2nd modification and the three
renewal options, the amended contract total will not exceed $165,424.
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Financial Impacts and Budget Actions
The contract modification to be awarded to Carahsoft/Granicus is $80,067 for an
amended contract total not to exceed $165,424. Funds of $17,692 are available in the
FY 2018-19 Proposed Budget in the Records & Election Services (City Clerk)
Department. The contract will be charged to the Professional Services account
01211.555060/1110001.552010 (Tyler/Munis). Future year funding is contingent on
Council budget approval.
Prepared By: Denise Anderson-Warren, City Clerk
Approved
Forwarded to Council
Attachments:
A. August 13, 2013 City Council Staff Report (Web link)
B. OAKS INITIATIVE FORM
CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public off icial from receiving, and a person or entity from conferring, specified
personal benef its or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
inf ormation must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
REFERENCE:
Modified Agreement
No. 9784
(CCS)