Title
Elections Department recommending the Board:
1) Authorize and approve the Chair to sign agreement 2577 Amendment 02 with Grancius, LLC, Disclosure Docs 700 Filings with the additional terms and conditions;
2) Authorize and approve the continued use of the perpetual software license/support agreement 2577 with Granicus, LLC, Disclosure Docs 700 Filings, for the annual payment amount of $10,682.61. Upon approval, agreement term will be extended through May 4, 2022; and
3) Authorize all actions necessary for the continuation of the perpetual agreement 2577, Disclosure Docs 700 Filings, including extension of the software maintenance as required by the agreements.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Board is being asked to approve the current perpetual software license agreement #2577 Amendment 02, Disclosure Docs 700 Filings, for ongoing software support through FY20/21, with funds that have been appropriated in the department FY20/21 budget. The current fiscal year concludes the original set fee rate per agreement and includes a 5% increase for the term May 5, 2021 through May 4, 2022. The Elections Department advises and seeks approval from the Board annually to continue this agreement.
Granicus, LLC, provides for the Statement of Economic Interest filers to file and submit required forms electronically on an annual basis. The Elections Department began using the DisclosureDocs Management Suite and eDisclosure system modules in 2017 for the electronic filing of County personnel and Special District Conflict of Interest 700 forms as required by the Fair Political Practices Commission (FPPC).
This licenses and maintenance agreement is necessary to operate our Disclosure Docs 700 fillings for the Elections Department. The Elections Department is bringing this matter before the Board per Board Policy C-17 and at the recommendation of County Counsel to make the Board aware of this agreement that was previously approved by prior and/or current Boards. 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 20/21 and FY 21/22 as itemized on the attached chart. 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
Prior Board approval on 04/03/2018, Legistar #18-0454 and 11/19/19, Legistar #19-1609.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The cost of this perpetual software license and maintenance agreement is $10,682.61 for FY 20/21. Funding is and will be included in each fiscal year budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Forward a certified copy of agenda minutes to the Elections Department.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Linda Webster
Assistant Registrar of Voters