Title
Resolution to Approve 5-year Agreement (FY2020 - FY2024) for Software, Support, and Maintenance with Granicus, LLC for the City’s Legislative Management System and Communications Platform ($286,750.86)
Memorandum
The attached resolution seeks approval of 5-year Agreement (FY2020 - FY2024) for Software, Support, and Maintenance with Granicus, LLC in the amount of $286,750.86 for software as a services, maintenance, and support of the following software systems:
• Legistar - the City’s Legislative Management System
• Boards and Commissions - the City’s platform to manage the appointment process of various boards and commissions
• eComment - the City’s platform to allow public comment on published agendas
• Communications Cloud - the City’s Communication platform for content delivery
As part of IT best practices, we review the applications in our portfolio every few years to ensure that they are still meeting our needs from both a functional and competitive price perspective. In the past few years, we have twice compared the Granicus application suite to other products in the Legislative management space. In both instances, the vendors responsible for the closest viable products were acquired by Granicus while we were reviewing them. Because of Granicus' business model of acquiring competitive software companies, we feel comfortable in making a longer term agreement with them to save money on support costs. By making a long-term commitment to this platform, the City will be able to save $12,750 over the lifetime of the contract.
Budget/Fiscal Impact: This expenditure is planned and budgeted in the approved FY2020 Information Technology Services Unit budget and will be budgeted for in the FY21-FY24 Information Technology Services Fund Budgets. There are no additional funds being requested.
It is imperative to maintain the agreements with Granicus to receive application updates and maintain support.
Granicus complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Joshua Baron, Applications Delivery Manager ITSU
Reviewed by: Tom Shewchuk, Director, ITSU
Tom Crawford, Financial Services Area Administrator and CFO
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, Granicus, LLC is the developer of the City’s current Legislative Management System as well as various other tools that support the City’s public engagement with its constituents including Boards and Commissions, eComment, and Communications Cloud;
Whereas, City Staff conducted market scans in 2015 and 2017 to determine if a similar software was available from a different vendor and Granicus, LLC has since acquired the competitors that staff identified;
Whereas, Granicus, LLC is the best source to provide the software, support, and maintenance for the Legistar, Boards and Commissions, eComment, and Communications Cloud systems;
Whereas, Purchase of the annual subscriptions, service, and support from Granicus, LLC for these applications is necessary to maintain the City’s license, receive applications updates, and maintain customer support;
Whereas, Granicus complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Sufficient funding for the subscriptions, support, and maintenance fees for these applications is budgeted for and available in the FY2020 Information Technology Services Unit budget and will be budgeted for in the FY21-FY24 Information Technology Services Fund Budgets;
RESOLVED, That City Council approve the 5-year Agreements with Granicus, LLC for annual subscription, maintenance, and support of the Legistar, Boards and Commissions, eComment, and Communications Cloud systems for FY2020-FY2024 in the amount of $286,750.86;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreements after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution, including execution of any amendments that do not exceed the authorized amount.