Title
Information Technologies Department recommending the Board approve and authorize the Chair to execute Amendment I to competitively procured Contract 6830 with Granicus LLC for the continued access to Government Experience Cloud website management services, adding $68,837.48 for an additional year of services from September 22, 2025 through September 21, 2026, and changing the term of the agreement to allow for Board-approved annual renewal, with annual negotiated increases not to exceed seven percent.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On February 17, 2022, the Chief Administrative Office (CAO) Procurement and Contracts Division, released Request for Proposal (RFP) 22-915-037, which was requested by the Health and Human Services Agency (HHSA) Public Health Division (PHD) under advisement of the County Information Technologies (IT) Department, to solicit providers to redesign the HHSA PHD website and the County’s homepage, along with providing website management services. After a multi-round evaluation of the RFP responses, Granicus LLC was selected as the highest ranked Proposer with its Software as a Service (SaaS) web Content Management System (CMS) platform called Open Cities, which did not require custom development, allowed both the County and PHD websites to be fully developed, updated, and launched within a 5-7 month time frame to meet the County IT Department and HHSA PHD expectations. Since the time of the bid, Granicus LLC has rebranded the Open Cities platform as the Government Experience Cloud, as referenced in the contract document. On May 24, 2022, the Board approved the award of RFP to Granicus LLC and authorized the County to negotiate a three year agreement for services.
The negotiated services contract allowed for the one-time solution fees and ongoing subscription fees for the Government Experience Cloud solution for a total of $315,119.44. Optional one-time value-add solutions to support development and migration efforts of content and ongoing optional software solutions were included in the contract for a total of $163,444.83. Project contingency for additional work assignments related to the website redesign process was included in the contract for a total of $31,500.73. The total not-to-exceed (NTE) amount of the original contract was $510,065.00. On September 20, 2022, the Board approved the contract with Granicus LLC and authorized the Chair to execute Contract 6830 for the provision of website redesign and site management services based on the Granicus Government Experience Cloud platform. The term of the original three-year contract was September 22, 2022, to September 21, 2025.
As ongoing Government Experience Cloud system access is required to maintain the County's public facing internet sites, County IT has requested an amendment to Contract 6830 to increase the funding available for the contract by $63,837.48 for year four of the agreement, and to change the term of the agreement so that services may auto-renew annually, with no annual increase greater than seven percent of the previous term's fees. Going forward, the annual continuation of this agreement will be brought to the Board.
ALTERNATIVES
Should the Board decline to execute Amendment I to Agreement 6830 for continued website management services, IT will be unable to meet the needs for County websites, which could result in difficulties meeting the needs of the community and cause communication gaps in the posting of information on public facing sites.
PRIOR BOARD ACTION
Legistar file 22-0818 - May 24, 2002 - Awarded RFP 22-915-037 to Granicus LLC and authorized the negotiation of the contract for website services.
Legistar file 22-1330 - September 20, 2022 - Authorized the Chair to execute Contract 6830 with Granicus LLC for the provision of website redesign and site management services.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funds to cover the annual renewal cost have been included in the IT Fiscal Year 2025-26 budget and will be included in subsequent fiscal year budget requests as long as services are needed.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return an executed copy of Amendment I to Agreement 6830 to the Chief Administrative Office, Central Fiscal Division to the attention of Audra Anderson for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies