Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Subject: Fourth Amendment to the Agreement with Granicus, Inc.
RECOMMENDATION:
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Adopt a resolution authorizing a fourth amendment to the agreement with Granicus, Inc. to continue providing software services for public meeting and legislative functions, making adjustments to the services and payment schedule, extending the term through December 13, 2026 and increasing the maximum amount payable under the agreement by $228,282.68 to a new total amount not to exceed $1,637,348.23.
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BACKGROUND:
On December 8, 2016, following the completion of a competitive procurement process, the County entered into an agreement with Granicus, Inc. to provide software, hardware, infrastructure, and services for enterprise public meeting systems, including paperless agenda packets, minutes, and streamlining video services (the “Agreement”). Granicus was selected through a Request for Proposals process conducted in 2016.
On November 12, 2019, with this Board’s approval, the parties amended the Agreement (“Amendment 1”) to extend the term through December 13, 2022, and to increase the maximum amount payable under the Agreement by $341,379.75, to an amount not to exceed $664,402.75.
On August 3, 2021, with this Board’s approval, the parties amended the Agreement a second time (“Amendment 2”) to incorporate English and Spanish captioning services and to further increase the maximum payable under the Agreement by $109,357.54 to an amount not to exceed $773,760.29.
On December 13, 2022, with this Board’s approval, the parties amended the Agreement a third time (“Amendment 3”) to extend the term through December 13, 2025 and to increase the maximum amount payable by $635,305.26 to a total amount not to exceed $1,409,065.55 to account for the extended term for the license and services.
DISCUSSION:
The Granicus software platform has afforded the County an integrated solution for publishing agendas, minutes and videos of Board meetings, and to provide public access to extensive Board meeting records. The platform enables Supervisors to view agenda items and documents on a touchscreen monitor and provides the Clerk with capabilities to have full event control to start, stop, pause, and live index and annotate items during Board meetings. The platform is similarly useful for meetings of other County boards and commissions, such as the Planning Commission, the Assessment Appeals Board, and the Parks Commission.
The County’s current Agreement with Granicus provides the County with a license to use the Granicus proprietary software and associated support, which term is set to expire on December 13, 2025.
To allow the County to conduct a competitive procurement to evaluate current market offerings and to ensure that the current technology infrastructure can support future growth, staff recommends a one-year extension to the Agreement. This extension will allow time for the County to develop and conduct a comprehensive request for proposals (RFP) process to identify and select a qualified service provider for these services, while ensuring continued use of the Granicus software platform.
In view of the foregoing, staff recommends that the Agreement be amended a fourth time to extend the term through December 13, 2026, increase the maximum amount payable by $228,282.68 to a total amount not to exceed $1,637,348.23 to account for the extended term for the license and services, replace Exhibits A and B to reflect the adjusted payment terms and schedule, and to add terms providing for help desk services and availability to ensure access to software support.
Given the critical role of this software to the operation of the County’s Board and commissions, staff recommends that the amendment and extension of the contract is in the County’s best interest. For this reason, the Procurement Manager has approved a waiver request to permit a contract term of this duration.
This fourth amendment to the Agreement and resolution have been reviewed and approved by the County Attorney’s Office as to form.
COMMUNITY IMPACT:
An amendment to this agreement will continue to allow online public participation at the Board of Supervisor meetings, enhance transparency by allowing the public to find specific information through the platform, allow equitable access for all residents in multiple languages, and streamline communication between the Board and its constituents.
FISCAL IMPACT:
The maximum amount payable by the County under this fourth amendment to the Agreement is increased by $228,282.68 to a total amount not to exceed $1,637,348.23. Funds for this Agreement are included in the FY 2025-26 Non-Departmental Services Adopted Budget. The entire amount of this Agreement is Net County Cost.