Agenda

Return

C. 30

To:	Board of Supervisors
From:	Monica Nino, County Administrator
Date:	May 16, 2023

Contra

Costa

County

Subject:

Contract Amendment with Granicus, Inc. for Meeting and Agenda Management

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 05/16/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Jami Morritt, 655-2005

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: May 16, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Clerk of the Board, or designee, to execute a contract amendment with Granicus, Inc., extending the contract term through May 16, 2026, with no change to the payment limit of $825,816 for continued meeting and agenda management.

FISCAL IMPACT:

This contract has no additional fiscal impact.

BACKGROUND:

Contracting with Granicus, Inc. for Meeting and Agenda Management has supported the County meeting the goals of the Better Government Ordinance (BGO), complying with website posting provision of the Brown Act, and using modern technology to deliver information to the citizens of Contra Costa County. The Granicus “Open Platform” and “Government Transparency” suites are used for recording, projecting, live streaming, and archiving meetings conducted in the Board Chamber. The Boards and Commissions module was added in 2016 and has centralized the data for all of the County’s 70+ Boards and Commissions. The Boards and Commissions module allows Clerk of the Board staff to easily manage all of the appointments and resignations and enables the citizens of Contra Costa the ability to apply for service on boards and commissions via the internet. Granicus hardware has allowed us to replace the Contra Costa Television (CCTV) technology used to record, broadcast, and archive public meetings.

In the fourth quarter of 2023, the Legistar agenda management module implementation will further streamline the agenda process thereby having a fully integrated meeting and agenda management system. The fully integrated Granicus system with its Insite internet interface will streamline the process for citizens to find meeting information, view agendas, search current and past agenda items and view meeting videos. Extending the contract will also allow the County to continue meeting the goals of the BGO and Brown Act.

On October 9, 2018, the Board of Supervisors approved the execution of a contract amendment with Granicus to increase the payment limit by $175,000 to a new payment limit of $825,816 for meeting and agenda management and to extend the contract term through October 8, 2021.

Due to an administrative oversight and new staff transitioning over the management of this contract, it was recently discovered that the October 9, 2018 board order extending the contract term through October 8, 2021, should have indicated that the contract included automatic annual renewals, unless terminated by either party. Since, Granicus, Inc. has maintained that there were automatic renewals in the agreement, they have continued to provide uninterrupted services. Now that staff has discovered that the Board authorization for the contract has expired, the request to the Board is to approve this retroactive amendment to ensure no disruption in service and extend the term through May 16, 2026. Approval of this request is critical due to the County relying on this contractor for continued management of meetings and agendas, especially with the upcoming Legistar agenda management module implementation.

Now that the term of the agreement has been clarified, staff are aware of the need to seek Board authorization that aligns with the contract’s term and document contract termination dates for better contract monitoring and compliance practices.

CONSEQUENCE OF NEGATIVE ACTION:

If this action is not approved, staff will not have the authority to further extend the contract term, which will negatively impact the Clerk of the Board’s ability to comply with BGO and Brown Act requirements for Boards and Commissions meeting agendas.