To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO, CMC, ELECTED CITY CLERK MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR LUKE SMUDE, ASSISTANT TO THE CITY MANAGER
TITLE
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APPROVE AN AGREEMENT WITH GRANICUS, LLC, TO PROCURE A NEW AGENDA MANAGEMENT SYSTEM (ONEMEETING) AND SWAGIT VIDEO STREAMING SERVICES AND CONTINUE CURRENT SERVICES DURING IMPLEMENTATION FOR A THREE-YEAR CONTRACT IN AN AMOUNT OF $279,937.20 AND A ONE-TIME FEE $31,443.17 FOR THE TERM OF JULY 1, 2024 THROUGH JUNE 30, 2027 WITH ADDITIONAL OPTIONS TO EXTEND UP TO 2 ADDITIONAL ONE-YEAR TERMS
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EXECUTIVE SUMMARY
The City Council adopted a Strategic Plan that includes an objective to prepare a Request for Proposals (RFP) for the procurement of a new Agenda Management System and video streaming services. Following a thorough review of the three submissions received, a panel comprised of staff recommends that Council approve an agreement with Granicus, LLC (Granicus) to provide the City with a new Agenda Management System (OneMeeting), Granicus Boards and Commissions module, and Swagit Video Streaming services.
BACKGROUND
As directed by City Council on December 12, 2023, staff prepared a thorough RFP seeking a vendor to provide a modern agenda management system for the City. The City Clerk's Office published the notice of a RFP in the Easy Reader on January 11, 2024. In addition, the RFP link to OpenGov (new Bidding Information software) notified 7,233 contacts, and directly to an additional 16 emails, and viewed by 555 of those who received notification. Even with this outreach and notification, only three proposals were received in advance of the February 2024 deadline for submissions from, in alphabetical order: E-Scribe, Granicus, and ProVox.
The Evaluation and Selection Panel (Panel) was comprised of staff from the City Clerk's Office, IT Department, and the City Manager's Office. The Panel reviewed the submittals and selected the top two firms (E-Scribe and Granicus)...
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