HomeMy WebLinkAbout2021-06-08 - AGENDA REPORTS - AGENDA MGMT RENEWAL (2)Agenda Item: 5
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CONSENT CALENDAR
CITY OF SANTA CLARITA
AGENDA REPORT
CITY MANAGER APPROVAL:
DATE: June 8, 2021
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SUBJECT: AGENDA MANAGEMENT SYSTEM RENEWAL
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
1. Award a three-year contract to Carahsoft Technology Corp. for a total amount not to exceed
$88,020, for the renewal of the City's existing agenda management platform known as
MinuteTraq Agendas & Minutes, which includes live video streaming, hosting, and support.
2. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) utilizes MinuteTraq Agendas & Minutes (MinuteTraq) for
management of City Council and other public meetings inclusive of agenda reports, attachments,
documents, media, content hosting, and streaming. Since 2015, MinuteTraq has proven stable,
reliable, and well supported as the City's automated agenda management system. The system is
cloud based and allows residents to view all agenda documents and available meeting videos on -
demand and from any device.
After nearly six years of use, it has been highly customized to the City's requirements, ensuring
consistency in the manner, format, and presentation of public meetings agendas and documents.
The system provides the necessary structure for staff to prepare agenda reports that follow the
guidelines set forth by the City Clerk, as well as the workflow for the required approval of
documents prior to their presentation to City Council, Commissions, and community.
Due to the system's ease of use and solid performance, City staff is recommending a three-year
agreement to lock in a savings of nine percent by committing to a multi -year contract.
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ALTERNATIVE ACTION
Other action as determined by the City Council_
FISCAL IMPACT
Adequate funds are available in Technology Services expenditure account 12200-5161.001 to
facilitate the recommended action.
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