Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND THE EXISTING AGREEMENT WITH GRANICUS, INC. TO PROVIDE A BOARDS AND COMMISSIONS UPGRADE.
Brief Description: Staff is recommending an upgrade to the current software solution with Granicus to add a feature for boards and commissions that will create efficiencies and streamline the applications and appointments process, from data input to communications, record keeping and online reporting.
Body
Legislative History
Resolution No. 19-73; authorizing the City Manager to enter into an Agreement with Granicus, Inc. for professional services pertaining to agenda management and streaming media solutions for public meetings and related equipment and support and authorizing the current Master Services Agreement with Granicus; passed May 21, 2019.
Resolution No. 20-56; amending the existing Agreement with Granicus to add High-Definition encoding and streaming; passed April 21, 2020.
Resolution No. 20-151; amending the existing Agreement with Granicus to accommodate upgrades on behalf of and paid for by the Schools at no cost to the City; passed November 17, 2020.
Purpose & Explanation
Staff is recommending an upgrade to the current software solution with Granicus to add a feature for boards and commissions that will create efficiencies and streamline the applications and appointments process, from data input to communications, record keeping and online reporting.
Features:
• Dashboard tracks upcoming vacancies, citizen applications, and member terms.
• Custom online application forms allow for board-specific questions as desired.
• Applicants can include attachments with submittals.
• Applications and related communications data stored safely in digital filing cabinet (Cloud).
• Generates reports: application packets for Council review and progress updates for vacancies and appointments.
• Automates custom communications for term expirations, receipt of applications, and appointments.
• Ability to create and generate custom documents, such as Oaths of Office.
• Website rosters update automatically with recording of appointments in database.
Costs for this upgrade:
• $2,250 one-time start-up cost (includes configuration of the City’s site, transfer of legacy data from the current system, and software training).
• $4,000 annual fee.
See attached information sheet and highlighted details in the Proposed Amendment to the Granicus Service Agreement between Granicus, LLC and the City.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
Competitively bid and advertised for two consecutive weeks; bid tab attached: [Yes/No/NA])
Joint or Cooperative Purchase Program
Professional Services
X Other, amendment to previously authorized Professional Services Agreement.
Fiscal Impact
X Currently Budgeted (101-7510-52322; $2,250 one-time start-up cost + $4,000 annual fee)
Supplemental Appropriation Required (Account #, $)
Appropriation Not Required
Does this legislation require use of an emergency clause?
Yes
X No
Recommendation
Suggested Action
Staff recommends passage of this Resolution for implementation of an upgrade to the existing Granicus software solution to include a feature for boards and commissions in late 2021 to coincide with the hiring/training of a new Clerk of Council.
Submitted by,
Jane Howington, City Manager
Paul Leedham, Chief Innovation Officer / IT Director
Elizabeth Slagle, Clerk of Council