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A Resolution Authorizing a Three-Year Renewal of the Granicus, LLC Subscription Agreement for the Government Experience Cloud, Including Website Services and Related Solutions, Originally Secured Through the National Cooperative Purchasing Alliance, with an Annual Cost Not to Exceed $78,040.93 in Year 1; $107,142.98 in Year 2; and $112,500.13 in Year 3 and Waiving the Village Bid Process.
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Introduction
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The Granicus Government Experience Cloud provides the Village with modern website tools, community engagement platforms, email and SMS communication systems, and digital form-building software to enhance public communication, participation, and service efficiency.
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Recommended Action
Approve the resolution with Granicus for the Village website and other services.
Prior Board Action
• The Board previously approved RES 22-195 the Subscription Agreement on September 6, 2022.
• The Granicus Government Experience Cloud was presented to the Village Board during a study session on July 25, 2022. At that time Village Trustees gave direction to staff to proceed with plans to pursue an agreement with Granicus to replace the Village’s current contract with a new contract that incorporates new suite of digital communication products, including a redesigned Village website, new community engagement platform and new online customer service hub.
Background
The Granicus Government Experience Cloud offers solutions for several of the Village’s public communications and customer service priorities. See below for an overview of the various components to the Village’s Granicus contract:
OpenCities SaaS License:The OpenCities platform would allow the Village to launch a modern, easy-to-use website. Included in the contract are ongoing product and security updates and enhancements. The current Village website is run through Drupal CMS and was launched in 2013. For several years staff has been exploring website redesign options. The current Village website is running on Drupal 7, which will no longer be supported after November 2023, thus requiring an upgrade.
Engagement HQ Unlimited License: Engagement HQ would provide the Village with a community engagement platform designed to increase public participation on a range of topics. The platform includes eight unique tools for better online engagement - forums, ideas, places, stories, guestbooks, questions, polls, and surveys. These tools can be deployed to gather feedback about any topic the Village chooses. The platform’s analytics framework makes it easy to visualize the feedback through reports that can be shared with stakeholders. Selecting a community engagement platform was included in the Communications Department’s 2022 work plan.
Communications Cloud License: The Cloud would enable the Village to connect with residents through email and SMS/text messages. The service would integrate with other products included in this proposal to give residents the option to sign up to receive more information about topics of their choosing. The service replaced the Constant Contact email marketing tool that several Village departments used to send mass notifications.
OpenForms Enterprise License: OpenForms is a digital forms builder specifically designed for government that would help the Village turn complicated, multi-page forms into simple, step-by-step forms that adjust based on customer responses. The Village currently has several online forms set up through its current website and a number of links to PDF forms posted on the Village website. These existing forms could be upgraded using this new software to create an improved experience for both the person filling out the forms and the administrators who process the submissions.
This agreement aligns with the Board’s goal of maintaining vibrant, diverse and connected neighborhoods. It is a key function of the Village’s strategic communications plans and is also a core service priority.
Timing Considerations
Negotiations with the vendor extended over several months, which delayed the presentation of this item to the Board until near expiration of the previous agreement. Many of the products and licenses within the package such as Engage Oak Park and GovDelivery e-newsletters are actively in use. The Village’s re-designed website is scheduled to launch this month.
Budget Impact
The terms of the current proposal includes a three-year contract that would update the Village’s existing Granicus subscription to include the new products outlined in the proposal.
The proposal includes Year 1(January 2025 -January 2026) pricing of $78,040.93. This includes a $24,000 one-time credit for subscription fees already paid, but with services left undelivered.
The proposal includes Year 2 (January 2026 to January 2027) pricing of $107,142.98 for subscription fees and Year 3 (January 2027 to January 2028) pricing of $112,500.13 for subscription fees. The total not-to-exceed pricing for this contract extension is $267,684.04.
The Granicus Government Experience Cloud was originally purchased through the National Cooperative Purchasing Alliance (NCAP 01-115). The NCPA is a leading national government purchasing cooperative that reduces the cost of goods and services by leveraging the purchasing power of public agencies in all 50 states.
Staffing Impact
The implementation of the Granicus Government Experience Cloud will not require additional staff but did involve a shift in responsibilities as staff transitioned to managing the new platforms. Approximately 150 staff hours were needed for setup and transition, with minimal additional time for ongoing use. The Village Managers Office, Communications, and IT Department were primarily impacted, with other departments adjusting to upgraded tools as needed. No significant expenses are expected from these changes, aside from minor training costs covered by the subscription agreement.
DEI Impact
Many of the platforms associated with the Government Cloud Experience enable staff to deliver information in an equitable manner. With built-in language access tools, messaging can be delivered to a wider and more diverse audience than ever before. This underscores the Village’s commitment to serve each and every resident in the same manner.
Community Input
The Civic Information Systems Commission passed a motion on Aug. 11, 2022, in support of the Village plan to expand its contract with Granicus to include the Government Experience Cloud.
Staff Recommendation
Staff recommends that the Village Board approve the resolution to renew the subscription agreement with Granicus, LLC for the Government Experience Cloud. This agreement will continue to provide the Village with a suite of modern tools to enhance public communication, engagement, and service delivery, ensuring compliance with upcoming technology requirements and improving the overall resident experience.
Advantages:
• Modernized Website: Transitioning to the OpenCities platform will deliver a user-friendly, updated website with ongoing product and security updates.
• Improved Public Engagement: Engagement HQ will provide robust tools to foster increased community participation and feedback.
• Enhanced Communication: The Communications Cloud will streamline and integrate resident communication via email and SMS, replacing outdated systems.
• Cost Efficiency: Leveraging the National Cooperative Purchasing Alliance ensures competitive pricing, and the subscription includes training and updates.
Disadvantages:
• Initial Time Commitment: Staff needed to dedicate approximately 150 hours for setup and transition to the new platforms.
• Learning Curve: Staff will need to adapt to new tools and workflows, requiring some initial training.
Despite these minor disadvantages, the advantages significantly outweigh them, making the approval of this resolution a strategic step toward enhancing the Village’s digital services and communication capabilities.
Alternatives
1. Utilize the NCPA to leverage the Village’s purchasing power as a public agency and procure an agreement with a new vendor.
Advantages:
• A new vendor may be able to offer a more competitive or favorable pricing structure.
Disadvantages:
• The Village has been working closely with Granicus for several years and will lose a great deal of time spent on developing existing platforms, including its new website, the ‘Engage Oak Park’ platform, and Boards and Commissions module.
Anticipated Future Actions
Review and possibly renew the contract at the end of its three-year term.
Prepared By: Dan Yopchick, Chief Communications Officer
Reviewed By: Ahmad M. Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Village of Oak Park Proposal
2. Granicus Resolution