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Page 2 of 4 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org <br />Hyland continued to implement the new system, support services and system enhancements for the <br />legacy system diminished. Staff have experienced a variety of bugs and technical challenges as a result, <br />many of which have required the development of workarounds and additional safeguards to ensure data <br />is not lost during the agenda routing and publication process. These challenges persist and continue to <br />create roadblocks, particularly for City Clerk and IT staff. A timely solution is needed to ensure core <br />functions related to City Council and Planning Commission agenda publication can continue <br />uninterrupted. <br />ANALYSIS <br />In 2023, staff began evaluating other agenda management solutions and researching systems <br />implemented by other municipalities. After reviewing several solutions staff identified OneMeeting, a <br />Granicus product, as the preferred system to meet the current needs of the City. Granicus is an industry <br />leader, providing integrated solutions to support government operations, ease user experience, increase <br />transparency, and enhance public engagement. Further, the City has successfully contracted with <br />Granicus since 2010 for services such as online agenda hosting, online live streaming of City Council and <br />Planning Commission meetings, and hosting of the City’s website. Utilizing the Granicus agenda <br />management system would create a more streamlined and integrated experience leveraging current tools <br />used by the City and offering community members enhanced user experience when viewing meeting <br />agendas and meeting materials, live streaming meetings, and accessing archived meetings. <br />Due to the continuing deterioration of the current agenda management system and the need to move <br />swiftly to replace it with a reliable system that meets today’s technological needs, staff recommends <br />entering into an agreement with Granicus to acquire OneMeeting. In lieu of conducting an RFP, staff <br />recommends exercising Section 2.67.1(a) of Article VII in Chapter 2 of the City’s Municipal Code, which <br />authorizes the City to utilize cooperative purchasing with other public agencies, provided that competitive <br />purchasing procedures reasonably similar to those required in the City, as determined by the City <br />Manager, were employed to create such contracts, bid awards, or schedules. On July 16, 2024 following <br />an RFP process similar to Redwood City’s, the City of Redondo Beach California entered into an agreement <br />with Granicus to procure the OneMeeting agenda management system. <br />Once the agreement has been executed, staff will work with Granicus to refine system configuration to <br />meet the City’s specific needs, create training and reference materials, train staff, host beta testing and <br />finally go live with the new system. The new system is expected to go live in Summer 2025. <br />Staff notes that this agreement is only for agenda management services; through the proposed second <br />amendment to the Hyland agreement, Hyland will continue tostill provide support,And any future <br />agreements with Hyland to provide contract management will be managed by the IT Department. An <br />additional benefit of upgrading to OneMeeting is streamlining the public interface for accessing agendas <br />and meeting materials on the City’s website. With OneMeeting, all City Council and Board, Commission, <br />and Committee (BCC) agendas will be accessible in one centralized location. Staff will launch a public <br />communication campaign to ensure community members can seamlessly access information when the <br />new system is launched. <br />6.C. - Page 2 of 40 <br />82