SUBJECT/RECOMMENDATION:
Title
Approve a renewal contract with Granicus, LLC of Washington, DC for software subscription maintenance and professional services in an amount not-to-exceed $1,380,048.57 for a term effective June 1, 2025 through May 31, 2030, pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), non-competitive purchase (impractical), and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City currently uses Granicus software solutions for agenda management, meeting management, minutes development, online meeting streaming, captioning services, public engagement, website content management, website hosting, and transparency applications. This authorization is for annual maintenance of all Granicus software modules.
The current service agreement was approved by Council on June 3, 2021, and was later amended to incorporate a redesign of the City’s website. This redesign introduced enhanced communications tools, advanced site usage analytics, automated forms, full site editing and administrative controls, and workflows to improve in-site services. The current service agreement is set to expire on May 31, 2025.
Granicus has been used by the City since 2015. The expense of replacing the Granicus software service and hardware solutions would far exceed the cost of this Granicus renewal. A new provider would require significant time for selection, implementation and re-training of staff. The cost of replacing this solution set does not provide a justifiable return on investment at this time. Staff has been pleased with the performance of the Granicus application and is choosing to maintain them as a standard for this service. For these reasons, this purchase is impractical.
The renewal term for the Software Subscription, Maintenance, and Professional Services is from June 1, 2025, through May 31, 2030, with the following estimated annual costs:
• Year 1: $260,000.01
• Year 2: $268,008.00
• Year 3: $275,003.01
• Year 4: $285,013.10
• Year 5: $292,024.45
• Total: $1,380,048.57
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Information Technology Department cost code 5559866-530300, contractual services, for support for this fiscal year (2024/25). Funding for the future fiscal years will be requested in the annual budget process. The Information Technology department is funded by revenues from the Administrative Services Fund, and internal service fund of the City.