TO: Mayor and City Council
FROM: Beth Beatty, City Manager
SUBJECT:
title
Award of Contract to Granicus for Public Meeting Management Suite Annual Renewal in the Amount of $69,885.54
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BACKGROUND:
In 2015, the City implemented a Granicus suite of products designed to enhance government transparency, efficiency, and engagement in public meetings.
1. Boards and Commissions: Manages the recruitment and activities of advisory boards, enhancing communication and transparency for public access.
2. Legistar: A comprehensive agenda management system that organizes and archives meeting agendas, minutes, and legislative documents for easy access.
3. Meeting Efficiency Suite: Integrates tools for scheduling, notifications, and follow-up actions to improve meeting productivity and collaboration.
4. Live Cast: Provides real-time streaming of government meetings, allowing public engagement and increasing transparency for those unable to attend.
5. Granicus Live Cast Encoding Software: Encodes video and audio for high-quality live streaming, ensuring effective broadcasting of meetings and events.
Together, these products create a cohesive ecosystem that enhances government functionality. Boards and Commissions and Legistar provide foundational support for managing governance processes, while the Meeting Efficiency Suite ensures that meetings are productive and well-communicated. Live Cast and the associated encoding software expand public engagement by making meetings accessible in real time, thus fostering greater transparency and accountability in local government.
CONCLUSION:
Currently, the Granicus meeting management suite facilitates the complete lifecycle of City Council meetings and various committee meetings, enabling staff to input agenda items electronically, allowing City Council members to review these items on iPads, and providing residents the opportunity to view meetings live on the City’s website. The suite availability to City staff is essential to their productivity and necessary for running the City’s public meetings successfully.
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the November 6, 2024 meeting.
Sufficient funds exist utilizing the IT Contractual Services Budget (Org 04001000, Object 524200,$69,885.54).
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. Three (3) of these circumstances apply:
(a)Purchases which may only be practicably made from a single source;
(f)Purchases when authorized by a concurring vote of two-thirds (⅔) of the Mayor and City Council;
(g)Purchases of professional services.
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council award a contract to Granicus for the Public Meeting Management Suite annual renewal in the amount of $69,885.54
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