Title
Information Technologies Department recommending the Board:
1) Approve and authorize the Purchasing Agent to sign Amendment V to Granicus perpetual Agreement 529 (273-S0811) for Legistar and the Legistar Hosted System Upgrade and Open Platform Suite;
2) Authorize the Purchasing Agent to execute any necessary administrative amendments relating to this perpetual agreement, that does not alter compensation, contingent upon approval by County Counsel and Risk Management; and
3) Authorize the Chief Information Officer to sign any necessary documents, excluding amendments, for the continuation of the agreement for FY 2026-27, in accordance with the terms of the agreement.
FUNDING: General Fund, with partial cost recovery in future years through the Countywide Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
El Dorado County has contracted with Granicus, LLC for the Legistar integrated agenda workflow and legislative management system since November of 2007. This system is used for the generation and maintenance of agenda documentation for use by the Board of Supervisors, various County departments, commissions, committees, and the public. The Legistar Hosted System Upgrade and Open Platform Suite were added to the agreement with Amendment III in 2011 (Legistar file 10-0953). Granicus Legistar Perpetual Agreement 529 is taken to the Board annually in accordance with Procurement Policy C-17, Section 2.4, having last been approved on October 21, 2025 (Legistar file 25-1743).
Amendment V to Agreement 529 incorporates the following changes to the existing contract:
1) Compensation for Services: Increases the maximum allowable annual increase from five percent to ten percent, after the upcoming renewal performance periods.
2) Updates to Default, Termination, and Cancellation language.
3) Updates to Notice to Parties and the Contract Administrator.
4) Updates to Indemnity and Limitation of Liability.
5) Incorporates an updated California Levine Act Statement.
The Information Technologies (IT) Department, in collaboration with the Clerk of the Board of Supervisors, have identified Legistar in the IT Strategic Plan as needing to be replaced within the next three fiscal years. Should an alternative legislative management software be identified and implemented, the County may terminate this Agreement in whole or in part upon 30 calendar days’ written notice of termination. If the County pursues termination, the County will pay for satisfactory services rendered before the effective date of termination. Approving this item ensures the ongoing use of the current system until an alternative is identified.
ALTERNATIVES
The Board could choose not to approve Amendment V to Agreement 529, but IT will be unable to continue providing Legistar agenda documentation services for Board of Supervisors Meetings, Committees, and Commissions.
PRIOR BOARD ACTION
Legistar file 07-1749 - November 6, 2007 - Approval of original Legistar services with Daystar Computer Systems.
Legistar file 10-0953 - November 15, 2011 - Approval of Amendment III adding the Legistar Hosted System Upgrade and Open Platform Suite.
Legistar file 20-1232 - September 29, 2020 - Continued item for Amendment IV. Amendment IV was modified to be an administrative amendment that assigned the contract from Granicus, Inc to Granicus, LLC.
Legistar file 25-1743 - October 21, 2025 - Prior year approval of IT perpetual contracts, including Legistar.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost. Appropriations are included in the Information Technologies Department Recommended Budget for FY 2026-27 and will be included in future budgets, as needed.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Chief Information Officer