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File Number: 20-309 <br />·Boards and Commissions: a module for managing appointments and applications to City <br />Boards and Commissions; <br />·Meeting Efficiency Suite: managing minutes and meeting information; <br />·Legistar: legislative agenda management software; <br />·Campaign Docs & Disclosure Docs: a software system for managing elections filing and <br />Form 700 conflicts of interest filing. <br />Together, this suite of products is vital to the operations of the City Council, City Clerk, and City <br />Manager’s Offices for creating, managing, approving, maintaining, and archiving accurate <br />legislative records and files, in addition to the reliance by all City departments for creating and <br />approving materials for legislative meeting agendas. In addition, the Civica CMS is the core <br />system for managing and hosting the City’s website. <br />In light of current budget and economic constraints related to the COVID-19 pandemic, staff <br />reduced the annual contract by approximately $10,000 per year in Fiscal Years 2021-22 and <br />2022-23 by eliminating support for portable encoders, which were previously used to record <br />Committee meetings. Staff plans to develop an alternative and less expensive method for <br />recording meetings when normal meetings resume at some point in the future. At staff’s request, <br />Granicus also extended a 10% discount on certain items in the FY 2020-21 renewal period <br />reducing the cost from $66,380.50 to $61,717.65 for a savings of $4,662.85. <br />The current agreement with Granicus will expire on June 30, 2023. In order to maintain these <br />products and services beyond that time, a new agreement with Granicus would need to be <br />approved. <br />Legal Analysis <br />The City Attorney’s office reviewed and approved the annual renewals and current agreement <br />with Granicus. <br />Fiscal Impacts <br />The total combined cost of the annual renewals is $165,172.31, billed annually as follows: <br />·One Annual Renewal of $61,717.65 in Fiscal Year 2020-2021 due 7/1/2020 <br />·One Annual Renewal of $49,978.10 in Fiscal Year 2021-2022 due 7/1/2021 <br />·One Annual Renewal of $53,476.56 in Fiscal Year 2022-2023 due 7/1/2022 <br />Budget Authority <br />The Finance Director has determined there are sufficient funds in the IT operating budget, <br />Account 688-13-001-5311, for payment of the annual renewals. <br />Page 2 City of San Leandro Printed on 7/15/2020 <br />334