DATE: September 5, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Retroactive Agreement with Granicus, LLC
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 under the "unusual or extraordinary circumstances" exception, as Granicus, LLC has provided proprietary agenda management services to the County for over ten years and is the only vendor with the intimate knowledge of the County's needs and custom processes; and
2. Approve and authorize the Chairman to execute an Agreement with Granicus, LLC for an agenda management software solution, retroactive to June 3, 2023, for a term not to exceed five consecutive years, which includes a one-year base contract and four optional one-year extensions, total not to exceed $942,000.
REPORT
There is no increase in Net County Cost associated with the recommended actions, which will authorize Granicus, LLC (Granicus) to continue providing software, maintenance, and support for the agenda management system (Legistar). This system allows County staff to create, submit, track, and publish agenda items, and allows real-time video streaming of Board of Supervisor meetings. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the County will be without an agenda management system. Your Board may direct staff to solicit for competitive bids for a new system, however since multiple County departments are users of Legistar, procuring and implementing an alternative software solution would be very costly and time consuming.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Internal Services Department (ISD) is requesting that the County suspend the competitive bidding process under Administrative Policy No. 34 under the "unusual or extraordinary circumstances" exception, ...
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