Title
Elections Department recommending the Board:
1) Authorize and approve the continued use of perpetual agreement 4052, with Granicus LLC., for Campaign Docs and eCampaign annual software subscription and hosting fee agreement in the amount of $13,893, for monitoring receipt of required forms and expenditures for election campaigns, as well and other election related activities; and
2) Authorize all actions necessary for the continuation of the perpetual agreement 4052, Campaign Docs and eCampaign Filings, including extension of the software maintenance as required by the agreements. Upon approval, Agreement term will continue from June 20, 2020, through June 19, 2021.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Board is being asked to approve the current perpetual software license agreement #4052, Campaign Docs 400 Filings, which monitors receipt and expenditures in election campaigns and other activities related to public officials and election related activities for the remainder of FY 2019-20 and FY 2020-21. The Elections Department advises and seeks approval from the Board annually to continue this agreement. Funding is included in FY 2020-21 budget to accommodate on-going license and maintenance requirements. Granicus, LLC provides for monitoring receipt and expenditures in election campaigns and other activities related to public officials and election related activities to ensure compliance with the Political Reform Act of 1974.
Any future changes to the terms and conditions of this agreement, other than the authorized price increases and date extensions, will be brought to the Board for approval.
This software subscription and hosting fee includes software maintenance and support and is necessary to operate our Campaign Docs 400 filings for the Elections Department. The Elections Department is bringing this matter before the Board per Board Policy C-17, which requires that perpetual agreements or agreement without an end date be approved by the Board annually. Since this perpetual software license agreement has a maintenance component covering one or more fiscal years, we are requesting authorization to continue the maintenance and license agreements and initiate payment for the associated hardware and software maintenance for FY 2020-21. Because of the value we receive from this product, and the high quality of support we receive from the contracted vendor, the Elections Department recommends the continuation of this perpetual agreement and requests approval for the continuation of the software maintenance agreement.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
The Election Department went to the Board of Supervisors on 06/04/2019, Legistar #19-0800
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The estimated total cost for one year of this perpetual software subscription and hosting fee is $13,893. Funding is included in the FY 2020-21 Recommended Budget and will be included in future budgets to accommodate this annual expenditure.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Linda Webster
Assistant Registrar of Voters