Title
Staff Report for the City of San Leandro City Council Resolution Approval of the Annual Renewals for Fiscal Years 2020-21, 2021-22, and 2022-23 with Granicus for Software and Support of the Legistar System, Website, and More for the Combined Amount of $165,172.31 (Approves One Annual Renewal of $61,717.65 in Fiscal Year 2020-21; One Annual Renewal of $49,978.10 in Fiscal Year 2021-22; and One Annual Renewal of $53,476.56 in Fiscal Year 2022-23)
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve the annual renewals with Granicus to support and maintain software, including the legislative service, known as Legistar; the City website; the Form 700 system; Boards & Commissions module and more. The combined three-year cost is $165,172.31, billed annually as follows:
• One Annual Renewal of $61,717.65 in Fiscal Year 2020-21
• One Annual Renewal of $49,978.10 in Fiscal Year 2021-22
• One Annual Renewal of $53,476.56 in Fiscal Year 2022-23
BACKGROUND
The City of San Leandro has maintained an annual contract with Granicus since 2010.
Analysis
The City of San Leandro subscribes to a suite of products from Granicus, including the following:
• Open Platform Suite: agenda and records archives;
• Government Transparency Suite: streaming of meetings;
• Website Hosting (Civica): City’s website content management system (CMS)
• Boards and Commissions: a module for managing appointments and applications to City Boards and Commissions;
• Meeting Efficiency Suite: managing minutes and meeting information;
• Legistar: legislative agenda management software;
• Campaign Docs & Disclosure Docs: a software system for managing elections filing and Form 700 conflicts of interest filing.
Together, this suite of products is vital to the operations of the City Council, City Clerk, and City Manager’s Offices for creating, managing, approving, maintaining, and archiving accurate legislative records and files, in addition to the reliance by all City departments for creating and approving materials for legislative meeting agendas. In addition, the Civica CMS is the core system for managing and hosting the City’s website.
In light of current budget and economic constraints related to the COVID-19 pandemic, staff reduced the annual contract by approximately $10,000 per year in Fiscal Years 2021-22 and 2022-23 by eliminating support for portable encoders, which were previously used to record Committee meetings. Staff plans to develop an alternative and less expensive method for recording meetings when normal meetings resume at some point in the future. At staff’s request, Granicus also extended a 10% discount on certain items in the FY 2020-21 renewal period reducing the cost from $66,380.50 to $61,717.65 for a savings of $4,662.85.
The current agreement with Granicus will expire on June 30, 2023. In order to maintain these products and services beyond that time, a new agreement with Granicus would need to be approved.
Legal Analysis
The City Attorney’s office reviewed and approved the annual renewals and current agreement with Granicus.
Fiscal Impacts
The total combined cost of the annual renewals is $165,172.31, billed annually as follows:
• One Annual Renewal of $61,717.65 in Fiscal Year 2020-2021 due 7/1/2020
• One Annual Renewal of $49,978.10 in Fiscal Year 2021-2022 due 7/1/2021
• One Annual Renewal of $53,476.56 in Fiscal Year 2022-2023 due 7/1/2022
Budget Authority
The Finance Director has determined there are sufficient funds in the IT operating budget, Account 688-13-001-5311, for payment of the annual renewals.
PREPARED BY: Tony Batalla, Chief Technology Officer, City Manager’s Office
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