TAMRMS#: B06
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Scope Change - Granicus Contract
Presented by: Cindy de Bruijn, Senior Manager, Community Relations
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RECOMMENDED MOTION
recommendation
That a change in scope to the Granicus contract, as described in the agenda report dated August 31, 2020 entitled "Scope Change -- Granicus Contract" is hereby approved.
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PURPOSE OF REPORT
The purpose of this report is to seek Council approval for a scope change to the City's contract with software provider Granicus, enabling the City to acquire an online platform module through a Granicus technology partner, since the scope change will result in increased expenditures on this contract greater than 10% above the budgeted contract amount.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
N/A
ALIGNMENT TO LEVELS OF SERVICE DELIVERY
This aligns to the service level regarding Public Communication and Participation.
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
N/A
BACKGROUND AND DISCUSSION
A need has been identified for the City of St Albert to develop an online platform. Most mid-sized and larger municipalities use online platforms to obtain resident feedback on a variety of topics and in a variety of circumstances -- for example: during the budget process, on items for public hearings, for planning purposes, and to conduct surveys of residents.
Since 2014 the City of St Albert has used Granicus as the software provider supporting legislative services. Administration has recently discovered that Granicus can also provide the services of "Bang the Table" (an industry leader in online platforms) as the two firms are in a technology partnership. All that would be required would be an amendment to the existing Granicus contract, implementing the change to the scope of services provided through this vendor, for an additional payment of $24,000. By modifying our existing contract with Granicus (which runs through to the end of 2022) we would be able to launch the online platform at the start of Q4 2020. This would enable us to seek resident feedback on matters such as 2021 budget prioritization and the Municipal Development Plan at a time when online engagement is more important than ever due to COVID-19.
No additional spending approval is being sought to implement this scope change, since the $24,000 cost can be accommodated through re-allocation of already approved public engagement dollars. However, because the scope change results in an increased expenditure of more than 10% on the Granicus contract, Council approval is required pursuant to clause 5(c)(viii) of the CAO Delegations Policy C-CC-01.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
N/A
IMPLICATIONS OF RECOMMENDATION(S)
Financial:
N/A
Legal / Risk:
If Council approved, a notice to award would be place on the City’s website for 14 days. If anyone registers an objection, a full Request for Proposals would need to be undertaken.
Program or Service:
N/A
Organizational:
This tool would enable more efficient public engagement and benefit Council, Executive Leadership, and multiple departments.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
1. Council could direct Administration to issue a full Request for Proposals, resulting in a delay in launching an online platform to early 2021.
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Report Date: August 31, 2020
Author: Cindy de Bruijn
Department: Office of the Deputy Chief Administrative Officer
Deputy Chief Administrative Officer: Kerry Hilts
Chief Administrative Officer: Kevin Scoble