REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: RACHEL ARCHER, Senior Management Analyst
Information Services Department
SUBJECT
Title
Approve the award of a Cooperative Purchase Agreement to Granicus, Inc., in the amount of $262,458.80, for a three-year renewal of their digital software subscription used in the management of City meetings
Body
RECOMMENDATION
Staff recommend that the City Council approve the award of a Cooperative Purchase Agreement to Granicus, Inc., in the amount of $262,458.80, in accordance with purchasing procedures set forth in Administrative Order 3-1; and authorize the Chief Information Officer to enter into that three-year agreement to renew Granicus licensing for agenda management, and related digital government services.
EXECUTIVE SUMMARY
The City is seeking approval to enter into a new three-year service agreement with Granicus, Inc. to support the City’s legislative and public meeting processes. This agreement will enable the City to continue leveraging specialized software and managed services that streamline the preparation, management, and public accessibility of legislative agendas, meeting minutes, and video streaming of public meetings. This renewal is intended to ensure the uninterrupted delivery of essential digital services that facilitate the City’s legislative and public meeting processes. The licensing shall be priced and purchased using a Cooperative Purchase Agreement as set forth in Administrative Order 3-1. ISD will be using the OMNIA NCPA 01-115 Agreement to complete this purchase.
BACKGROUND
The City’s engagement with Granicus, Inc. for digital government solutions began in 2013, when the City Council approved an initial service agreement to implement agenda management, video streaming, and legislative workflow automation for public meetings. The original agreement was designed to address longstanding challenges in legislative document management, including the need for improved version control, streamlined approval processes, and enhanced public access to meeting records. The City sought a solution that would centralize legislative data, reduce manual processes, and support transparency initiatives by making meeting content more accessible to both staff and the public.
The proposed three-year agreement will commence on October 1, 2025, and continue through September 30, 2028.
Over the years, the City has executed a series of amendments and renewals to the Granicus agreement, each time expanding the scope of services to incorporate new features and respond to evolving operational needs.
Funding for the Granicus service agreements has been provided through the City’s Information Services Department’s System Acquisition and Maintenance (SAM) budget, with annual appropriations approved by the City Council as part of the regular budget process.
The process leading to the current recommendation has included a comprehensive evaluation of the City’s ongoing requirements for agenda management and digital legislative services. Staff have assessed Granicus’s performance in meeting these requirements, benchmarked available alternatives, and determined that a renewed three-year agreement will best ensure continuity of service, minimize transition risks, and support the City’s commitment to transparent and efficient governance.
As with prior agreements, the proposed renewal has undergone legal review and has been approved as to form by the City Attorney. The agreement includes updated insurance and indemnification provisions, as well as requirements for data security and confidentiality, in accordance with current City policies and applicable law.
The proposed three-year service agreement with Granicus, Inc. is intended to ensure the uninterrupted delivery of essential digital services that support the City’s legislative and public meeting processes. It aligns with City goals for transparency, efficiency, and public engagement, and is supported by a documented history of successful implementation and legal compliance.
ENVIRONMENTAL FINDINGS
Pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15378, this item is not a project for the purpose of CEQA.
LOCAL PREFERENCE
Local preference was not implemented because a Cooperative Purchase Agreement is being used through another governmental agency.
FISCAL IMPACT
The funding for the proposed three-year Service Agreement with Granicus, Inc. is budgeted for in the Information Services Department’s System Acquisition and Maintenance budget. The cost for the first year of the agreement is $83,254.18. ISD currently collects yearly appropriations to pay for the remainder of the Agreement over the 3-year term. No additional fiscal impact is expected.
ATTACHMENTS:
Granicus, Inc. Service Agreement
Quote 460924
Cooperative Purchase Agreement
OMNIA Piggyback 01-115
Contract Renewal 1
Contract Renewal 2