Staff Report.FINAL
PREPARED BY: SHELLEY NEIS
Clerk Administrator
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/03/2017
ITEM NO: 3
DATE: SEPTEMBER 21, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A THIRD AMENDMENT
WITH GRANICUS, INC. FOR THE GRANICUS SERVICE AGREEMENT AND
PEAK AGENDA MANAGEMENT SOFTWARE SUPPORT AND RELATED
SERVICES TO EXTEND THE TERM TO JUNE 30, 2019 WITH ADDITIONAL
COMPENSATION NOT TO EXCEED $43,158.75.
RECOMMENDATION:
Authorize the Town Manager to enter into a third amendment to the agreement with Granicus,
Inc. for the Granicus Service Agreement and Peak Agenda Management software support and
related services to extend the term to June 30, 2019 with additional compensation not to
exceed $43,158.75.
BACKGROUND:
In 2015, the Town entered into a new one-year agreement with Granicus, Inc. to continue
providing the video live streaming of Town Council and Planning Commission meetings and
initiate a six-month pilot of their electronic agenda management program (PEAK). The
subsequent full adoption of PEAK resulted in t wo amendments being approved with the second
amendment expiring on October 20, 2017. Total compensation for the initial two-year period
was $48,594.06.
With the recommendation of a third amendment for an additional two-year extension for
Granicus services, total costs will exceed the maximum allowed without Council approval. As
such, staff is bringing forward this contract amendment for Council approval.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A THIRD AMENDMENT
WITH GRANICUS, INC. FOR THE GRANICUS SERVICE AGREEMENT AND
PEAK AGENDA MANAGEMENT SOFTWARE SUPPORT AND RELATED
SERVICES.
SEPTEMBER 21, 2017
S:\COUNCIL REPORTS\2017\10-03-17\03 Granicus-Peak Agenda Contract\Staff Report.FINAL.docx 9/28/2017 4:30 PM
DISCUSSION:
For efficiency with our contract process, and to bring the contract renewal date in line with the
fiscal year, staff is recommending an extension of the current agreement to June 30, 2019 and
additional compensation of approximately $43,160 for the two-year period. If approved, the
total compensation to Granicus over the entire period would be $91,753.
In addition, extending the agreement to June 30, 2019 will provide staff with sufficient time to
research other vendors that provide live streaming and electronic agenda management
software to determine if Granicus is still the best application for the Town’s needs.
CONCLUSION:
Granicus is the Town’s standard platform for streaming of public meetings and associated
linked agendas, web pages, and mobile apps. Changing vendors cannot be done without
planning, budgeting, and implementing a smooth transition. For these reasons, staff
recommends the Town Council approve the amendment to the agr eement.
FISCAL IMPACT:
Funds for services for FY 2016/17 have been appropriated in the Information Technology
Program Operating Budget. Execution of any options to continue the service in subsequent
years will be contingent upon staff evaluation of the quality of the services provided, as well as
the Town Council’s appropriation of funding.
CEQA:
This action is not a project under CEQA and environmental analysis is not required.
Attachments:
1. Agreement with Granicus, Inc.