Title
a. Authorize the Chief Information Officer or his designee to execute Amendment No. 2 to the non-standard Agreement with Granicus, LLC for the continued subscription to the GovAccess Plus Edition CMS Software, which provide essential support for the County website. This amendment will extend the agreement for an additional five (5) years from September 1, 2025, to August 31, 2030, and add $99,676 for a revised agreement total of $194,176; and
b. Authorize the non-standard terms and conditions based on the recommendation of the Chief Information Officer; and
c.Authorize the Chief Information Officer or his designee, to execute order forms and such documents as are necessary to implement the Amendment No. 2 with Granicus, LLC; and
d. Authorize the Chief Information Officer or his designee the option to extend the agreement up to two (2) additional one (1) year periods through August 31, 2032, and sign associated Order Forms, provided that the total additional costs do not exceed 10% of the prior year’s cost, with a maximum total increase of $43,858 for a total agreement not to exceed amount of $238,034, and as long as the Order Forms do not significantly alter the terms of the Master Agreement, even if no additional Agreements are entered into, subject to County Counsel review.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer or his designee to execute Amendment No. 2 to the non-standard Agreement with Granicus, LLC for the continued subscription to the GovAccess Plus Edition CMS Software, which provide essential support for the County website. This amendment will extend the agreement for an additional five (5) years from September 1, 2025, to August 31, 2030, and add $99,676 for a revised agreement total of $194,176; and
b. Authorize the non-standard terms and conditions based on the recommendation of the Chief Information Officer; and
c.Authorize the Chief Information Officer or his designee, to execute order forms and such documents as are necessary to implement the Amendment No. 2 with Granicus, LLC; and
d. Authorize the Chief Information Officer or his designee the option to extend the agreement up to two (2) additional one (1) year periods through August 31, 2032, and sign associated Order Forms, provided that the total additional costs do not exceed 10% of the prior year’s cost, with a maximum total increase of $43,858 for a total agreement not to exceed amount of $238,034, and as long as the Order Forms do not significantly alter the terms of the Master Agreement, even if no additional Agreements are entered into, subject to County Counsel review.
SUMMARY/DISCUSSION:
The Board of Supervisors previously authorized the Chief Information Officer to sign a non-standard Agreement with Granicus, LLC to provide govAccess Plus Edition CMS Software subscription, maintenance, support, and hosting for the County’s website in 2021 and amended the agreement in 2023 to increase the contract amount and extend the term through 2027. To lock in pricing ITD is asking to amend the agreement again to add additional funding and extend the term through 2030.
The Agreement with Granicus, LLC utilizes a website design specifically for government entities, focusing on citizen engagement and accessibility. Some of the management tools provide digital communication tools for residents, visitors, and current and potential businesses of Monterey County. The online tools provide an avenue for requesting services, registering businesses, reporting issues, contacting a supervisor, as well as paying taxes and fees. During emergencies, the County website is updated to provide the public with relevant and direct guidance. The County’s website also provides County employees access to their email, calendars and County address book anytime.
The agreement continues to provide crucial support for the County website, which includes an ongoing subscription to govAccess Plus Edition CMS ensuring the County website is equipped with the latest tools and technologies.
The agreement contains non-standard language, which is not standard to the County, but standard in the industry, and poses minimal liability as recommended by the Chief Information Officer.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has reviewed the agreement and approves as to legal form. Auditor-Controller’s Office reviewed the contract but does not agree to the non-standard payment provisions.
FINANCING:
The funds for payment of the costs of this Agreement have been included in the Fiscal Year 2025-2026 Adopted Budget for the Information Technology, ITD 1930, Appropriation Unit INF002. All future year costs will be included in the Requested Budget for each of the respective fiscal years.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
The services provided pursuant to this agreement will support the maintenance and hosting for the County’s website.
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
X Dynamic Organization and Employer of Choice
X Administrative
Prepared by: Teresa Meister, Management Analyst II, 759-6938
Approved by: Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Granicus, LLC Master Agreement
Amendment No. 1
Amendment No. 2