To: Honorable Mayor and Members of City Council
From: Tiffany Carranza, City Clerk
Prepared By: Tiffany Carranza, City Clerk
TITLE:
Title
Agenda and Meeting Management Software Subscription and Services
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the City Clerk to execute Amendment 2 to City Agreement number C2020-145 with Granicus, LLC in the increased amount of $16,000.00, for a total Agreement amount not to exceed $300,906.96 to provide additional analysis and training related to the agenda and meeting management of City of Napa public meetings.
Body
DISCUSSION:
On June 16, 2020 City Council approved a 5-year agreement with Granicus, LLC to continue the software subscription and upgrade the hardware which provides agenda and meeting management services for the City of Napa’s City Council, Housing Authority Board, Planning Commission, and various other City Board, Commission, and Committee meetings.
The technology provided by Granicus allows City staff to easily manage the entire legislative process from drafting staff report files and publishing full agendas to running live meetings, recording votes, indexing meeting video, live viewing, video archiving, and drafting minutes.
On April 6, 2021, Council approved Amendment No. 1 to C2020-145 for the purchase of additional hardware and software to allow the City Clerk and Information Technology Manager the ability to implement a second, online, live, and archived meeting platform to accommodate the addition of live Spanish language interpretation for future meetings. The new services were used successfully during the redistricting process.
The City Clerk’s staff is seeking additional authorization to engage Granicus’ professional support team for a comprehensive analysis of our current system. This collaboration will include the reconfiguration of the meeting management software and advanced staff training. These efforts aim to maximize the system’s effectiveness and enhance overall operational efficiency.
In addition, staff has determined that additional funding is needed to cover ancillary costs associated with the original agreement such as taxes and additional pro-rated fees that were not included in the previously authorized not to exceed amount.
FINANCIAL IMPACTS:
There is adequate funding in the current FY2024-25 budget allocation for the City Clerk Department in 10011100 (City Clerk) - 53240 (Other Purchased Services).
CEQA:
The City Clerk has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060(c)
DOCUMENTS ATTACHED:
ATCH 1 - Draft Amendment No. 2 to Agreement C2020-145
ATCH 2 - Amendment No. 1 to Agreement C2020-145
ATCH 3 - Agreement No. C2020-145
NOTIFICATION:
None.