Title
Chief Administrative Office recommending the Board authorize the Purchasing Agent to sign Amendment III to Agreement 273-S0811 with Granicus, Inc. in the amount of $8,925 in up-front costs and approximately $13,920 annually to upgrade to the Open Platform and Government Transparency Suites and the Legistar Hosted System Upgrade, subject to County Counsel and Risk Management approval. (Refer 9/13/11, Item 3)
FUNDING: General Fund.
Body
BUDGET SUMMARY: |
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Total Estimated Cost FY11/12 |
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$8,925.00 |
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Funding |
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Budgeted |
$8,925 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$ |
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Change To Net County Cost |
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$8,925.00 |
Fiscal Impact/Change to Net County Cost: Fiscal impact to the Board of Supervisors budget (General Fund) is $8,925 for FY2011/2012. Granicus Inc, is offering a promotion through which the maintenance fee is waived until July 1, 2012 if the county approves an agreement before November 23, 2011.
In addition to the up-front Fiscal Year 2011-12 costs of $8,925, there will be an annual fee related to the upgrade. The fiscal impact for FY 2012-13 will be $13,920. Annually thereafter, the fees may grow by no more than 5% based on contract terms. The fees for the upgrade will be paid by the Board Clerk's office.
This is in addition to the current and ongoing annual maintenance fee of $13,920 for the current version of Legistar previously approved by the Board in Agreement 273-S0811 and subsequent amendments. These annual maintenance costs for Legistar will continue to be paid from the Information Technologies budget.
Background: With the Board's support of the county-wide investment plan that includes improved technologies, it was determined an upgraded software suite offered by Granicus, Inc. (provider of the Legistar system) was in order to provide the Board, county employees, citizens of El Dorado County and beyond with enhanced tools for accessing public meetings and records online. The Government Transparency Suite provides for the publishing of Board agenda packets with video and links to supporting documents viewable simultaneously and live during each Board or other committee/commission meeting. The Government Transparency Suite also provides more intuitive search capabilities, analytics and reporting. It is worth noting that the new software suites are a replacement for the "InSite" services currently used for posting and viewing agendas online.
The Legistar portion of the software moves from an "in-house" support structure to a "hosted" web-based solution eliminating the need for on-site server support and software license related costs. These changes will result in a reduction of expenditures associated with servicing system hardware and software. Savings are expected at a county-wide level as improvements to the internal agenda procedures are implemented resulting in a virtually paperless process.
The county currently provides a paper copy of each Board agenda for public use outside the Board chambers and the agenda is viewable in PDF form online. Plans call for one or more public access kiosks in the main lobby of Building A and possibly other suitable locations to be identified. These kiosks will provide the public with improved access to information regarding county business using the new software tools as well as eliminate the need for paper copies.
Action to be taken following Board approval:
1) Purchasing Agent will sign two original agreements upon Counsel and Risk Management approval and route to Granicus, Inc. Granicus will retain one signed original and return the other original to Procurement & Contracts for processing.
2) The Board of Supervisors Office will process payment(s) as required under the terms of the amendment.
Contact: Terri Daly