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A Resolution Approving a Purchase and Subscription Agreement with Granicus, LLC for Government Experience Service Cloud, Granicus Operations Cloud, Communications Cloud Advanced Package, Government Experience Agent, Boards and Commissions and AzureAD Connector License Through a Master Agreement Secured By OMNIA Partners For a Term of Five Years in An Amount Not to Exceed $179,489.65 Annually, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement.
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Introduction
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This proposal would expand the relationship between the Village of Oak Park and Granicus to harness the evolving solutions Granicus offers to help the Village better connect and engage with residents, while also creating additional efficiencies for both residents and staff.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Board received a memo from the Village Manager on December 12, 2025, which provided an informational update and answers to questions that arose during a discussion at its Regular Meeting on December 2, 2025. No action was taken at that meeting, as it was discussed that the item would come forward at a future date.
• The Board approved a purchase and three-year subscription agreement with Granicus on September 6, 2022.
Background
The Village of Oak Park has relied on components of the Granicus government transparency suite in increasingly broader ways since 2011, and this latest proposal would expand the relationship to harness the enhanced solutions Granicus offers to help the Village better connect and engage with residents and other key stakeholders.
By transitioning from individual subscriptions to Service Cloud and Operations Cloud, the Village can unlock the full potential of its investment through annually renewing service credits, a dedicated Government Experience Partner, and enhanced service levels.
Service credits provide flexible resource allocation by allowing the Village to use pre-purchased credits across all Granicus products for training, configuration, and workflow optimization without additional procurement. Service credits also improve cost efficiency by avoiding unexpected expenses and renewing annually to support continuous improvement without requiring new budget approvals.
The Government Experience Partner provides for a proactive and strategic partnership through a dedicated experience partner who serves as the Village’s primary point of contact and internal advocate within Granicus. Through tailored insights, cross-product expertise, and guidance on service credit usage, the experience partner helps maximize platform adoption, efficiency, and long-term return on investment.
Enhanced service levels provide priority assistance with clearly defined response times, ensuring faster resolution for critical issues across all severity levels. Direct access to live support equips the Village with prompt help for customer service and technical challenges that may occasionally arise.
The Village’s existing technology components included in Service Cloud are: OpenCities (Village website), GovDelivery (e-newsletters), EngagementHQ (Engage Oak Park), and OpenForms (digital forms).
The Village’s existing technology components included in Operations Cloud are: Legistar (agenda and legislative management), Open Platform Suite, Meeting Efficiency Suite, and Government Transparency Suite (self-managed video streaming, recording, etc.)
Government Experience Agent (GXA) enhances government services with an AI-powered conversational agent designed to deliver clear, accurate, transparent, and accessible support to residents and all other stakeholders.
Timing Considerations
Approval allows for minimal (if any) disruption in service delivery with existing components, and for the implementation process to begin with new components such as GXA. The anticipated implementation time for GXA is approximately 6-8 weeks.
Budget Impact
For the period of performance from January 18, 2026, to January 17, 2027, the pricing summary is as follows:
- Terminating subscriptions: $89,478.48
- New subscription fees: $134,476.02
- Renewing subscription fees: $13,190.57
- One-time fees (GXA onboarding and optimization): $15,000
- Total: $162,666.59
The cost for FY26 was considered by the Finance Department and has already been factored into the budget that was adopted on December 9, 2025.
Future year pricing is as follows:
- Jan. 18, 2027-Jan. 17, 2028: $155,049.93
- Jan. 18, 2028-Jan. 17, 2029: $162,802.42
- Jan. 18, 2029-Jan. 17, 2030: $170,942.54
- Jan. 18, 2030-Jan. 17, 2031: $179,489.65
Money will be budgeted annually in Account GL 1001.41022.101.530660 (General Contractuals).
Operating Impact
Several of the components will create additional efficiency for staff. Annually renewing service credits and the dedicated Government Experience Partner will help staff get timely guidance, make improvements faster, and ensure services are used where they have the greatest impact. Enhanced support levels from Granicus reduce downtime and delays, allowing staff to stay focused on their work. Together, this approach is expected to improve efficiency, strengthen coordination across departments, and help existing workflows run more smoothly.
Similarly, the Government Experience Agent (GXA) affords residents access to accurate, clear and consistent information 24/7. It gives residents answers they are seeking in real time, even when offices may be closed. According to data provided by Granicus, digital agents can improve service delivery for local governments by up to 71% (NASCIO) and call volume is reduced by 33% when AI-powered agents are implemented for specific intent/use case vs. generic features (Gartner).
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
The staff recommendation is to adopt the resolution and approve the agreement between the Village and Granicus.
Advantages:
• Coordinated and strategic use of existing Granicus tools
• Improved consistency, efficiency, and resident engagement
• Enhanced service levels will deliver improved response times and direct support
• Dedicated partner to offer proactive guidance, prioritize organizational needs, and maximize the value of overall investment
• Improved access to information and responsiveness for residents and other stakeholders
Disadvantages:
• Reliance on a single vendor could limit future flexibility regarding alternative solutions in the future
• Cloud-based model may increase cost compared to maintaining only essential individual subscriptions
• Additional costs could arise to cover specific needs that may otherwise be addressed directly through utilization of service credits
Alternatives
Alternative 1:
The Village could opt to purchase Granicus products on an individual basis, rather than in a bundled Cloud format.
Advantages:
• By only paying for specific products the Village needs, costs may be reduced in the short term
• Greater flexibility to add, remove, or replace tools over time
• Minimizes disruption without requiring a transition to new systems
Disadvantages:
• Access to bundled benefits such as service credits, enhanced support levels, and a dedicated partner is lost
• Potentially less coordination across tools and departments, reducing organizational efficiency
Alternative 2:
The Village could seek other providers of similar products, if available.
Advantages:
• Allows Village to compare pricing, features, and service models
• Potential to discover innovative approaches and/or tools
• Reduces reliance on a single vendor
Disadvantages:
• Transitioning to new providers would require significant staff time for training and onboarding
• Integration of multiple new systems can create lack of consistency and require additional long-term maintenance
Anticipated Future Actions
There are no anticipated future actions in relation to this item during the term of the agreement, which extends to January 2031.
Prepared By: Dan Yopchick, Chief Communications Officer
Reviewed By: Ahmad Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Oak Park Proposal
3. Executive Summary
4. Granicus Government Experience Agent Memo