REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 2 to the Agreement with Granicus, LLC for the City’s Website Content Management System
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In 2009, the City implemented a Web Content Management System (CMS) from Vision Technology Solutions, LLC, DBA Vision Internet Providers (Vision Technology Solutions) to host the City’s website (www.santaclaraca.gov) and four subsites: Silicon Valley Power (www.siliconvalleypower.com), SVP Fiber Connect (www.svpfiber.com), Santa Clara Library (www.sclibrary.org), and Silicon Valley Animal Control (www.svaca.com). The most recent agreement with Vision Technology Solutions was executed in May 2017 to update the City’s website.
On July 9, 2019, the City Council approved a Consent to Assignment Agreement to transfer all rights, agreements, and outstanding obligations from Vision Technology Solutions, LLC to Granicus, LLC. Part of the Council’s action included approval of Amendment No. 1 to the agreement with Granicus, LLC to redesign the City’s website, including the provision of professional services for website design, implementation, and maintenance and support services (Attachment 2). The July 2019 Council approval reinstated the agreement, approved the scope for the website redesign project, and modified the term date to end on August 31, 2024.
DISCUSSION
The Granicus CMS has been a crucial platform for the City to serve the needs of its residents, businesses, and visitors through a user-friendly, modern web design and layout that supports the City’s brand as The Center of What’s Possible.
Staff is seeking City Council authorization to execute Amendment No. 2 to the agreement with Granicus to extend the term through August 31, 2027. With this amendment, the maximum compensation will increase by $320,884.52 for a revised not-to-exceed maximum compensation of $983,999.52. This increase includes three years of subscription services for the City’s website and the four subsites. The annual subscription fee is $63,722.29 for Contract Year 6, with a 5% price adjustment for Contract Years 7 and 8. Included in the maximum compensation is a not to exceed amount of $120,000 for optional website enhancement services that are required to stay current with changing website technology, modern designs, and evolving best practices for public communication.
Compensation under the agreement is listed in Table 1 below:
Table 1
|
Description |
Total |
SVP Share of Total |
|
Consent to Assignment and Amendment No. 1 Total Not-to-Exceed Maximum Compensation (Contract Years 1 - 5) |
$663,115.00 |
$170,062.00 |
|
Amendment No. 2 |
|
Subscription Fees (Contract Year 6 - 8) |
$200,884.52 |
$60,266.00 |
|
Optional Website Enhancements |
$120,000.00 |
$60,000.00 |
|
Amendment No. 2 Total |
$320,884.52 |
$120,266.00 |
|
TOTAL REVISED NOT-TO-EXCEED MAXIMUM COMPENSATION |
$983,999.52 |
$290,328.00 |
It is expected that the system will be used beyond 2027. Therefore, Amendment No. 2 includes an optional extension, in the City's sole discretion, to further extend the term of the agreement for up to three additional years through August 31, 2030. This extension is expected to add $353,000 to the total not-to-exceed amount, bringing the revised maximum compensation to $1,336,999.52, if the option is exercised (however, this pricing is not currently included in Amendment No. 2). Additional funding for this extension would be subject to the appropriation of funds in the Information Technology Department’s and Electric Utility Department’s budget.
This recommendation to extend the term of the Agreement is consistent with the City Code Section 2.105.280(b)(2), which states that a competitive procurement is not necessary when a product or service is “required to ensure operation or function to match other products with respect to the repair, expansion or completion of a system, existing structure or program currently in use by the City, including, but not limited to, utility and technology purchases required to achieve interoperability with existing systems or programs.”
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
Funding for Amendment No. 2 of this agreement is appropriated in the Information Technology Department’s contractual services operating budget, and in the Electric Utility Department’s subscription-based information technology arrangements budget in the Electric Utility Fund. Future years of this agreement will be included as part of the budget process and are subject to the appropriation of funds.
COORDINATION
This report has been coordinated with the Finance Department, Electric Utility Department, City Manager’s Office, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to negotiate and execute Amendment No. 2 to the Agreement with Granicus, LLC for a software-as-a-service content management system including software subscription, web design, support and maintenance, and related professional services to extend the term of the agreement through August 31, 2027 and increase the maximum compensation by $320,884.52 for a revised not-to-exceed maximum amount of $983,999.52, subject to the appropriation of funds and approval as to form by the City Attorney; and
2. Authorize the City Manager or designee to take any actions as necessary to implement and administer the agreement with Granicus, LLC and negotiate and execute amendments to (a) add and/or delete system functionalities as required within contractual maximum compensation limitations, (b) exercise the option to extend the term of the agreement for up to three years through August 31, 2030, and increase the maximum compensation by an additional $353,000 for a total aggregate maximum compensation not to exceed $1,336,999.52 for the extended term, subject to the appropriation of funds and approval as to form by the City Attorney.
Staff
Reviewed by: Janine De la Vega, Director of Communications, City Manager’s Office
Reviewed by: Gaurav Garg, Director, Information Technology/CIO
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Amendment No. 2 to the Agreement with Granicus, LLC
2. Consent to Assignment, Amendment No. 1, and RTC 19-291