CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the code to award a five-year extension to Contract 16-246, Agenda Management Software, to Granicus, Inc. for an amount not to exceed $175,637.80
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DEPARTMENT: City Manager's Office
SUBMITTED BY: Marcie Schatz, Deputy City Manager
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Prior to 2016, the City utilized two separate vendors for video streaming and agenda management services for the City Council, Planning and Zoning Commission (PZC) and Transportation Advisory Board (TAB) meetings.
After completion of an RFP process in 2016, the City awarded a five-year contract, with one-year optional renewal periods, to Granicus, Inc. to provide video streaming, agenda management, meeting efficiency software, and an online board and commission application tracking tool. As an additional service, Granicus migrated meeting packets and minutes from 2008 to 2016 to the new system to provide the public with online access to these documents.
Since 2016, the City expanded the use of the singular agenda management system from the three legislative bodies mentioned above to a total of 16. All meeting agendas, videos (where applicable), and minutes are housed in a centralized location on the City's website. This not only improves transparency but also allows greater ease in locating meeting documents.
The contract also included an online board and commission applicant tracking system which streamlined the application process and replaced the previous paper-based manual process.
Implementation of the Granicus system in 2016 completely revamped the agenda management process and expanded its use across all City boards and commissions. The implementation process for City Council meetings was by far the most complex and took five months to complete. The remaining boards and commissions were less complicated and all were implemented over the following 18 months.
DISCUSSION:
The City Manager's Office recommends that the City's...
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