TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 3 to Agreement No. 210093B with Granicus, LLC.
RECOMMENDATION
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Approve and authorize Amendment No. 3 to Agreement No. 210093B with Granicus, LLC., increasing the contract maximum from $415,968 to $765,678 and extending the term through June 30, 2028, to provide ongoing agenda system services, adding new solutions and discontinuing others. (Fiscal impact: $349,709 Expense; Information Technology Services Fund; Budgeted; Discretionary)
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BACKGROUND
Napa County originally entered into an agreement with Granicus, Inc. on June 1, 2007, to provide training, installation, configuration and ongoing system maintenance for software, video and data storage services that allow residents to watch Board of Supervisors, Board of Equalization, Napa County Housing Authority and various other district meetings online, live and archived, through the County’s website. The original agreement was amended six times to add streaming of the Planning Commission meetings, LAFCO meetings, for development of the County’s Granicus webpage, add the Granicus Encoding Appliance and Word Add-In, and extend the term for ongoing system maintenance.
On September 1, 2020, the Board of Supervisors approved Agreement No. 210093B as a renewal of the original agreement at a cost of $313,046 and a term ending June 30, 2023.
On March 28, 2023, the Board of Supervisors approved Amendment No. 1 to Agreement No. 210093B with Granicus, LLC. to increase the contract by $10,000 for a new total of $323,046, with an amendment term through March 28, 2024, to provide consulting services for Legistar project management and deployment services.
On September 12, 2023, the Board of Supervisors approved Amendment No. 2 to Agreement No. 210093B with Granicus, LLC. to increase the contract by $92,922 for a new total of $415,968 and an amended term through June 30, 2024 to provide an additional year of system management of the Granicus internet broadcasting of public meetings while discontinuing the VoteCast Standard Package and eComment services.
Currently, a system upgrade is necessary for it to operate more efficiently. As part of the upgrade, Granicus, LLC., combined services and integrated technology to improve efficiency. Accordingly, certain services the County previously subscribed to are now included in the main suite subscription.
Amendment No. 3 is for the continuation of agenda system services, adding new services, and discontinuing subscriptions for other services which are now included in the main suite.
Requested Action:
Approval and authorization of Amendment No. 3 with Granicus, LLC. for the continuation of agenda system through June 30, 2028, with a new contract maximum of $765,678.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
This technology allows residents to watch the Board of Supervisors’, the Board of Equalization, Napa County Housing Authority, and various other district meetings online, live and archived through the County’s website. It provides public information, government transparency, and improved services to residents. All meeting videos contain relevant supporting documentation, such as meeting agendas and minutes, allowing the public to stay well-informed on the decisions affecting their community. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Ongoing costs will be included in the ITS Cost Allocation. |
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Consequences if not approved: |
If not approved, ITS will not have the upgraded version to keep the system running smoothly and efficiently. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.