TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: SEPTEMBER 22, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE AGREEMENT WITH GRANICUS FOR WEBSITE HOSTING SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
In November 2023, the City Council authorized a five-year agreement with Granicus for website redesign and annual hosting and maintenance services in the amount of $465,254. The new City website launched in December 2024. The City has paid the one-time fees associated with the website redesign, as well as the hosting and maintenance fees for the first three years of the agreement (2023-24, 2024-25, and 2025-26).
City staff and Granicus recently met to discuss the services and the structure of the current agreement, which continues through November 14, 2028. As a result of those discussions, Granicus has proposed an amendment to the current agreement, which would extend the term through November 14, 2031. As part of amending the agreement now, Granicus has agreed to provide the 2028-29 term at no cost. If approved, the City would render payment for 2026-27 and 2027-28, the cost of which is included in the original agreement and accounted for in the 2026-28 Budget. Fees for 2028-29 services will be provided at no cost to the City and fees for 2029-30 and 2030-31 will be included in the development of the 2028-30 Budget.
Staff is satisfied with Granicus’ hosting and maintenance services and, regardless of the proposed amendment, would recommend continuing these services with Granicus beyond the term of the current agreement. Therefore, staff recommends the City Council authorize the City Manager to amend the existing agreement with Granicus for website hosting and maintenance services extending the term through November 14, 2031, and adding compensation for services to be rendered in 2029-30 and 2030-31.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to amend the existing agreement with Granicus for website hosting services, extending the term through November 14, 2031, and increasing the total agreement amount by $176,278.88, for a total agreement amount of $641,532.88.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Do not authorize the City Manager to amend the existing agreement with Granicus for website hosting services.
FINANCIAL REVIEW
The total cost for the website redesign and five-year service agreement approved by the City Council in 2023 was $465,254. To fund the redesign and subscription fees for the first year of the agreement, the City Council appropriated $190,813 in American Rescue Plan Act (ARPA) funding. Funding for the annual website hosting and maintenance fees for the remainder of the agreement term were included in the operating budget of the Administrative Services Department. To date, the City has rendered payment for the one-time fees associated with the redesign services and hosting and maintenance services for years one through three of the agreement.
The amendment proposed by Granicus would extend the term of the agreement through November 14, 2031, and increase compensation by $176,278.88, for a total agreement amount of $641,532.88. A breakdown of the remaining terms, as well as the terms included in the proposed amendment are included below:
|
|
Remaining Original Agreement |
Remaining Original Agreement |
Proposed Amendment |
Proposed Amendment |
Proposed Amendment |
|
Term: |
2026-27 |
2027-28 |
2028-29 |
2029-30 |
2030-31 |
|
Cost: |
$70,361.40 |
$74,381.08 |
$0.00 |
$85,158.88 |
$91,120.00 |
The staff cost to research this issue and prepare this report is estimated at $6,238 and is included in the operating budgets of the Administrative and Financial Services Departments.
ANALYSIS
The City’s website is one of the organization’s most important methods for sharing information with the public. The website is a heavily used resource that provides readily accessible information to the public 24 hours a day, seven days a week. It is consistently used by City staff to respond to citizen inquiries and requests.
At the City Council Priorities Workshop in February 2022, an objective was created to invest in the City’s technology infrastructure, including an update and redesign of the City’s website. Granicus was selected based on its qualifications, strategic approach to the project, design capabilities, unique cloud-based tools, integration with the City’s third-party applications, and extensive experience in developing award-winning websites for public agencies.
In November 2023, the City Council authorized a five-year agreement with Granicus for website redesign and annual hosting and maintenance services in the amount of $465,254, utilizing $190,813 in American Rescue Plan (ARPA) funding for the initial redesign and year one service fees. The new City website launched in December 2024. The City has paid the one-time fees associated with the website redesign, as well as the hosting and maintenance fees for the first three years of the agreement (2023-24, 2024-25, and 2025-26).
While the current agreement term is through November 14, 2028, Granicus has proposed an amendment that would extend the agreement through November 14, 2031. As part of amending the agreement now, Granicus has agreed to provide the 2028-29 term at no cost. If approved, the City would render payment for the 2026-27 and 2027-28 terms, the cost of which is included in the original agreement and accounted for in the 2026-28 Budget. Fees for 2028-29 services will be provided at no cost to the City and fees for 2029-30 and 2030-31 will be included in the development of the 2028-30 Budget.
Because staff is satisfied with the services provided by Granicus and would otherwise have sought to negotiate a new multi-year agreement for website hosting upon expiration of the current agreement, staff supports the proposed amendment. Therefore, staff recommends the City Council authorize the City Manager to amend the existing agreement with Granicus for website hosting services, extending the term through November 14, 2031, and increasing the total agreement amount by $176,278.88, for a total agreement amount of $641,532.88.
LEGAL REVIEW
The draft amendment has been reviewed by the City Attorney and approved as to form.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2026-28 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jamie Earl
Assistant City Manager