Report to Mayor and City Council
Tuesday, June 06, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVING AN AGREEMENT FOR CONTRACT SERVICES WITH ESCRIBE SOFTWARE LTD., FOR AGENDA AND DOCUMENT MANAGEMENT SERVICES (CITY COUNCIL)
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I. SUMMARY
The City currently uses Granicus/Legistar software for agenda management, approval workflows, internet streaming, archiving, and broadcasting of City Council meetings. Unfortunately, the antiquated non-intuitive interface is difficult to use, is cumbersome with simple edits, sluggish, and very time-consuming when creating/editing agendas. An RFP was issued to find a solution to these challenges and eScribe Software Ltd. was chosen as their online software platform not only addressed the issues encountered, was the most aligned with City's requirements, and would be at a lower cost over a 5 year period.
Staff is recommending that the City Council award a 2-year contract services agreement, in the amount of $75,683, with City options to extend the term by three (3) additional one-year terms, to eScribe Software Ltd., to provide the software, support, and maintenance for eScribe Agenda Management Software License and Subscription. If City were to exercise all three options to extend, the total not to exceed amount will be $189,197.
II. RECOMMENDATION
Recommendation
1. APPROVE a two-year annual license and support contract with eScribe Software Ltd., in an amount not to exceed $75,683; and
2. AUTHORIZE the Mayor to execute the contract after approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate
IV. BACKGROUND
The City currently uses Granicus/Legistar software for agenda management, approval workflows, internet streaming, archiving, and broadcasting of City Council meetings. Unfortunately, the antiquated non-intuitive interface is difficult to use, is cumbersome with simple edits, sluggish, and very time-consuming when creating/editing agendas.
The City ...
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