City Council

5.\nAGENDA MANAGEMENT AND PUBLIC ENGAGEMENT SOFTWARE\nCONTRACTS - The software for the City's agenda management platform will sunset in\nthe near term. This item requests City Council consideration of a new agenda\nmanagement system and public engagement platform.\nRECOMMENDED ACTION:\n1. Approve the use of a cooperative agreement through OMNIA Partners contract #23-\n6692-01 and award a three-year contract to Carahsoft Technology Corp. for the\neScribe Agenda Management software platform in the amount of $160,025, and\nauthorize a five percent contingency in the amount of $8,001 for potential additional\nservices or unforeseen costs, for a total contract amount not to exceed $168,026.\n2. Approve the use of a cooperative agreement through NASPO contract #AR2472 and\naward a one-year contract to Carahsoft Technology Corp. for the PublicInput public\nengagement software platform in the amount of $25,568, and authorize a five percent\ncontingency in the amount of $1,278 for potential additional services or unforeseen\ncosts, for a total contract amount not to exceed $26,846.\n3. Authorize the City Manager or designee to execute up to two additional one-year\nrenewal options for both contracts, each not to exceed the annual contract amount,\ninclusive of contingency and any approved price escalations, and subject to annual\nappropriation by the City Council.\n4. Appropriate a one-time appropriation of $16,783 from the Computer Replacement\n(Fund 720) to Expenditure Account 720220-516101, and $74,482 from the General\nFund (Fund 100) to Expenditure Account 1002200-516101.\n5. Appropriate $51,039 and $52,570 from the General Fund (Fund 100) to Expenditure\nAccount 1002200-516101 for FY 2026-27 and FY 2027-28 respectively, subject to\nCity Council appropriation through the annual budget process.\n6. Contingent upon execution of the renewal options for both contracts, appropriate\nadditional funds from the General Fund (Fund 100) to Expenditure Account 1002200-\n516101 in the amount of $23,268 for FY 2026-27, $24,198 for FY 2027-28, $54,149\nfor FY 2028-29, and $55,773 for FY 2029-30, subject to City Council appropriation\nthrough the annual budget process.\n7. Authorize the City Manager or designee to execute all contracts and associated\ndocuments, subject to City Attorney review.