Title
AN ORDINANCE APPROVING ADDENDUM NO. 2 TO PSA NO. 2012-107/2R WITH GRANICUS, INC. TO INCORPORATE VOTE CAST WITH iLEGISLATE AND MEETING EFFICIENCY PRODUCTS TO THE SCOPE OF SERVICES PROVIDED TO THE CITY BY GRANICUS, INC. FOR AN INITIAL INVESTMENT IN AN AMOUNT NOT TO EXCEED $5,459.00 AND FURTHER AMENDING THE CONTINUING SOFTWARE SUPPORT COSTS PAYABLE TO GRANICUS, INC. FOR ALL PRODUCTS AND SERVICES TO AN AMOUNT NOT TO EXCEED $4,420.00 PER MONTH AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID ADDENDUM BY AND ON BEHALF OF THE CITY. (Rules 4/26/17)
Body
Issue/Request:
AN ORDINANCE APPROVING ADDENDUM NO. 2 TO PSA NO. 2012-107/2R WITH GRANICUS, INC. TO INCORPORATE VOTE CAST WITH iLEGISLATE AND MEETING EFFICIENCY PRODUCTS TO THE SCOPE OF SERVICES PROVIDED TO THE CITY BY GRANICUS, INC. FOR AN INITIAL INVESTMENT IN AN AMOUNT NOT TO EXCEED $5,459.00 AND FURTHER AMENDING THE CONTINUING SOFTWARE SUPPORT COSTS PAYABLE TO GRANICUS, INC. FOR ALL PRODUCTS AND SERVICES TO AN AMOUNT NOT TO EXCEED $4,420.00 PER MONTH AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID ADDENDUM BY AND ON BEHALF OF THE CITY.
Key Issues:
Following a presentation to the City Council Rules Committee, staff has prepared this contract modification with Granicus to allow for the purchase of the 'Meeting Efficiency' and 'Vote Cast' modules.
The Granicus products will give staff the necessary tools to effeciently assist the Council in managing and documenting public meetings.
The 'Meeting Efficiency' module will allow for the following;
1. Automate recording of Councilmember attendance during voting through use of new Surface Electronic Device
2. Assist meeting presider with requests to speak through Councilmember's new Surface Electronic Device
3. Tracks motioner and seconder for record keeping
4. Accurately records motions and each Councilmember's vote
5. Helps manage first and second reading of ordinance - Charter Requirement
6. Helps manage roll call voting - Charter Requirement
7. Assists in managing consent agenda items
The 'Vote Cast' module will allow for the following;
1. Allow for more timely voting
2. Tracks motioner and seconder for record keeping
3. Displays outcome of the vote once all Councilmembers have voted
4. Gives a transparent display of voting results
5. Allows Councilmembers to vote during discussion
6. Will automate the process to allow the Mayor to vote last - Charter Requirement (April 2018)
In addition to this contract modification, if approved, staff will purchase new Microsoft Surface Pros for the Mayor and Council to assist with the new technology. The Surfaces will help with problems that have been identified with the iPads.
Proposed City Council Motion:
FIRST MOTION: AN ORDINANCE APPROVING ADDENDUM NO. 2 TO PSA NO. 2012-107/2R WITH GRANICUS, INC. TO INCORPORATE VOTE CAST WITH iLEGISLATE AND MEETING EFFICIENCY PRODUCTS TO THE SCOPE OF SERVICES PROVIDED TO THE CITY BY GRANICUS, INC. FOR AN INITIAL INVESTMENT IN AN AMOUNT NOT TO EXCEED $5,459.00 AND FURTHER AMENDING THE CONTINUING SOFTWARE SUPPORT COSTS PAYABLE TO GRANICUS, INC. FOR ALL PRODUCTS AND SERVICES TO AN AMOUNT NOT TO EXCEED $4,420.00 PER MONTH AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID ADDENDUM BY AND ON BEHALF OF THE CITY. I MOVE FOR SECOND READING.
SECOND READING: AN ORDINANCE APPROVING ADDENDUM NO. 2 TO PSA NO. 2012-107/2R WITH GRANICUS, INC. TO INCORPORATE VOTE CAST WITH iLEGISLATE AND MEETING EFFICIENCY PRODUCTS TO THE SCOPE OF SERVICES PROVIDED TO THE CITY BY GRANICUS, INC. FOR AN INITIAL INVESTMENT IN AN AMOUNT NOT TO EXCEED $5,459.00 AND FURTHER AMENDING THE CONTINUING SOFTWARE SUPPORT COSTS PAYABLE TO GRANICUS, INC. FOR ALL PRODUCTS AND SERVICES TO AN AMOUNT NOT TO EXCEED $4,420.00 PER MONTH AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID ADDENDUM BY AND ON BEHALF OF THE CITY. I MOVE FOR ADOPTION.
Background:
Staff has attached 'user manuals' to give the Mayor and Council a preview of the new Granicus modules for review. If approved, staff will plan a practice meeting before most of the required charter changes go into effect.
Presenter
Presenter: Denise Chisum, City Clerk | Steve Marsh, Chief Technology Officer
Recommendation
Recommendation: Staff recommends approval OF AN ORDINANCE APPROVING ADDENDUM NO. 2 TO PSA NO. 2012-107/2R WITH GRANICUS, INC. TO INCORPORATE VOTE CAST WITH iLEGISLATE AND MEETING EFFICIENCY PRODUCTS TO THE SCOPE OF SERVICES PROVIDED TO THE CITY BY GRANICUS, INC. FOR AN INITIAL INVESTMENT IN AN AMOUNT NOT TO EXCEED $5,459.00 AND FURTHER AMENDING THE CONTINUING SOFTWARE SUPPORT COSTS PAYABLE TO GRANICUS, INC. FOR ALL PRODUCTS AND SERVICES TO AN AMOUNT NOT TO EXCEED $4,420.00 PER MONTH AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID ADDENDUM BY AND ON BEHALF OF THE CITY.
Committee Recommendation
Committee Recommendation: The City Council Rules Committee voted to recommend approval with 2 in favor and 1 opposed.