TO: Communication, Technology & Information Systems Committee
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to Granicus for GovQA FOIA Software in the Amount of $29, 967.51
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BACKGROUND:
In 2017, the City implemented GovQA FOIA software from Granicus to streamline and manage Freedom of Information Act (FOIA) requests. The software was deployed across all City departments, replacing previous manual processes for tracking and responding to FOIA requests. GovQA has played a critical role in enabling the City to handle a growing volume of FOIA requests in a timely and efficient manner.
GovQA offers several key benefits, including automated workflows for managing requests, collaboration tools to facilitate multi-department involvement, and compliance tracking to ensure adherence to FOIA timelines and regulations. The system allows the City to track requests from submission to resolution, improving transparency, efficiency, and responsiveness to the public.
CONCLUSION:
GovQA is essential to the City's ability to efficiently process FOIA requests across multiple departments. The software's features, such as request management, collaboration tools, and compliance tracking, have significantly improved the City's response capabilities. The system has proven invaluable in managing the increasing number of FOIA requests and ensuring deadlines are met.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Four of these circumstances apply:
(a) Purchases which may only be practicably made from a single source;
(b) Purchases for additions to, repairs, or maintenance of equipment owned by the City, which may be more efficiently added to, repaired, or maintained by a certain person;
(f) Purchases when authorized by a concurring vote of two-thirds of the mayor ...
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