SR 06-22-2021 3H 101-003-01 / 106-000-01
City Council Report
City Council Meeting: June 22, 2021
Agenda Item: 3.H
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To: Mayor and City Council
From: Lane Dilg, Interim City Manager, City Manager's Office
Subject: Third Modification to Contract 10052 (CCS) with Granicus, Inc. to Extend the
Agreement for Three Years
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a third modification to agreement #10052 (CCS) in the amount of $91,311 with
Granicus, Inc., a California-based company to provide an Electronic Boards and
Commissions Management system. This will result in a nine year amended agreement
with a new total amount not to exceed $220,763, with future year funding contingent on
Council budget approval.
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 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 extend the agreement for video services,
including the Boards and Commissions module and upgraded streaming quality, by
three years through 2024 to ensure continued access to these video and meeting
archives and continue to add new meeting content to Granicus. Moving away from
Granicus at this time would be operationally unfeasible as it would require significant
work to procure a new system and transfer all of the video and document files while we
also continue to migrate our website to the new platform.
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Discussion
Since 2010, the City has utilized Granicus, Inc. to provide managed video service,
including the live and archived video and audio streams of various public meetings
including City Council meetings. On April 28, 2015 (Attachment B), Council authorized
a new agreement with Granicus to provide managed video services for public meetings
to be hosted on the City’s websites. The agreement was modified twice in the time that
remained within the Council’s authorized amount. First, in 2016 the agreement was
modified to add additional services related to the Council Chambers technology
upgrade project. The agreement was again modified in 2020 to extend the agreement
for one year.
Granicus’ Boards & Commissions module for the Granicus Open Platform system is
widely used among United States cities. The Granicus Boards & Commissions module
enables staff to manage and track applications, the appointment process, provide on-
line information about applications and appointments, generate rosters, and other
information. Granicus also provides the Electronic Boards and Commissions
Management System.
Because Granicus technology is so heavily integrated into our Chambers and because
of the level of effort required to migrate to another system, staff recommends extending
the existing agreement for an additional three years to ensure continued access to
public meeting archives and support future public meetings, including Council meetings.
Staff will evaluate the marketplace during this time to determine and recommend
whether we should continue with Granicus or return to the marketplace.
Past Council Actions
Meeting Description
December 8, 2015
(Attachment A)
Council authorization for first modification for five year
agreement with Granicus.
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Vendor/Consultant Selection
In 2015, the City issued an informal Request for Proposals (RFP) for a new boards and
commissions management system in accordance with City Charter and Municipal Code
provisions. 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 recommended 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. Additional details may be found in the December 8, 2015 staff
report (Attachment A).
Financial Impacts
Staff seeks authority to approve funding from the General Fund to increase the amount
of the agreement with Granicus for hosting public meeting video and agenda records for
three additional years through June 30, 2024. Future year funding is contingent on
Council budget approval.
Contract/Agreement/Purchase Order Modification Request

Agreement # Current Authorized
Amount
FY 2021-22
Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
10052 $9,630 01110001.529230 (Clerk)
10052 $18,779 01200009.552010 (CMO)
$129,432 $28,409 TOTAL $220,763
Prepared By: Christopher Smith, Assistant to the City Manager
Approved
Forwarded to Council
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Attachments:
A. December 8, 2015 Staff Report: Council Authorization of First Modification with
Granicus
B. OAKS INITIATIVE FORM Granicus
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3.H.b
Packet Pg. 196 Attachment: OAKS INITIATIVE FORM Granicus [Revision 1] (4623 : Third Modification- Granicus Boards and Commissions System)