Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Approval of a Three-Year Agreement with Granicus, LLC for Agenda Management Software, Board and Commissions Software, Community Outreach Software, Live Video Steaming, Websites, Hosting, Services and Support not to Exceed $270,210
REPORT IN BRIEF
Considers waiving the competitive bidding requirement for a three-year agreement with Granicus, LLC for agenda management, board and commissions, community outreach software, live video streaming, websites, hosting, services, and support not to exceed $270,210.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 Code for standardization on particular types of equipment; and,
B. Approving a three-year agreement with Granicus LLC. not to exceed $270,210; and,
C. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for additional information; or,
3. Deny.
AUTHORITY
Charter of the City of Merced, Section 200.
CITY COUNCIL PRIORITIES
City Council Goals and Priorities Fiscal Year 2024-25.
DISCUSSION
History
In Dec 2021, City Council approved a three (3) year agreement with Granicus LLC in the amount of $222,175.00. This agreement includes software for agenda management, board and commissions, community outreach, live video streaming, websites, hosting, services, and support. The City utilizes all of these software and services to provide transparency to our residents. This allows residents in the community to see the City Council and board agendas, watch council and board meeting online, and stay informed on the City website and Subscribe Merced services.
The new contract will convert our current individual subscription services to a bundled subscription. The bundle will contain all the services we currently utilize while also including one new software services. The new software called “Open Forms” is a digital form and workflow tool that allows staff to easily convert forms and physical paper workflows to digital workflows. The bundle also includes additional professional services to train staff on how use these suites of tools. Previously Granicus sold products individually, now with the bundle solutions we get the same products, but with one additional piece of software and additional professional services at the nearly the same price point. If the City where to purchase the products separately the cost would be three (.03) cents cheaper over the three-year agreement, but not include the new Open Forms software.
This contract also includes the replacement of hardware equipment provided by Granicus that has reached its end of useful life. With the replacement of the equipment will come enhanced video quality to the Council, Board and Commission live steam on the city’s website.
Granicus is the sole provider of the software and services being contracted. As such, staff is requesting waiving the competitive bidding requirements as stated in Section 3.04.210 of the Merced Municipal Code for standardization on particular types of equipment.
Our previous contract for the services was for $222,175.00. The new three (3) year contract is eighteen (18) percent higher. The difference in pricing can be attributed to inflationary cost that have risen while we were under previous three (3) year contract. The cost of the new three (3) year contract is broken down in the table.
|
|
Year 1 |
Year 2 |
Year 3 |
Total |
|
Annual |
$83,430.00 |
$87,602.00 |
$91,982.00 |
$263,014.00 |
|
One Time Fees Set-Up, Configuration, and Trainings (Non-Taxable) |
$4,670 |
|
|
$4,670 |
|
One Time Fees Hardware and Shipping (Taxable) |
$2,525 |
|
|
$2,525 |
|
Grand Total |
$90,626 |
$87,602.00 |
$91,982.00 |
$270,210 |
In March 2024 the Council approved a contract for $222,061.00 for web site redesign services with Granicus. The March 2024 contract is professional services to redesign the website and transition the website from cityofmerced.org to cityofmerced.gov. The city is required to move to the cityofmerced.gov domain with the passage of Assembly Bill 1637. This transition is anticipated to take place in the summer of 2025. Both contracts involve the City web site but are provided different function, The contract before council on this agenda is for the software, hosting, and support, while the March 2024 contract is solely for professional services.
If this contract is not approved, the City will need to solicit a Request for Proposal for new solutions for each of the software package. Additionally, an interim agreement with Granicus would be required to maintain services while the RFP is prepared, published, and awarded. This process would also render the expenditures from the March 2024 agreement with Granicus an irrecoverable cost, as a new professional service agreement with the awarded vendor would be required to be entered into for the website redesign.
IMPACT ON CITY RESOURCES
Funding is available in fiscal year 24/25 adopted budget within Fund 7008-Support Service and Division 4710 (Information Tech-Business). All future year costs will be included in annual year budget process for Fund 7008-Support Services.
ATTACHMENTS
1. Granicus Proposal