TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Javier Carcamo, Finance Director
PREPARED BY: Jennifer Terry, Finance Manager
SUBJECT:
title
Approval of the Master Services Agreement with OpenGov for Transparency Portal Services
end
RECOMMENDATION
recommendation
Approval of a Master Service Agreement with OpenGov for Transparency Portal Services, retroactively effective to October 1, 2023;
Amend the Fiscal Year 2024/25 Operating Budget by establishing an appropriation of $770, to account for the annual software price adjustment; and
Authorize the City Manager to execute the agreement.
body
PRIOR ACTION/VOTE
On November 19, 2019, the City Council adopted Resolution No. 19-4180, authorizing an agreement with OpenGov, Inc. for cloud-based services (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
The City has been utilizing OpenGov's services since 2019, to host its online “transparency portal.” The portal helps convey and visualize details of the City’s budget and actual revenues and expenditures by category. Citizens, businesses, and visitors can search and access the portal from the City’s website to obtain information on annual budgets, highlight City initiatives, and track program data and performance metrics.
The First Amendment, approved in 2022, extended the term and adjusted the renewal language to state that the Agreement may renew for an additional one (1) year period upon the written agreement of both parties. Staff is unable to locate a record of that written exchange, but the City has continued to pay for and use the OpenGov services and platform. The effective date of the proposed Agreement is backdated to October 1, 2023, to ensure continuity of business relations and clearly maintain terms of service and contractual obligations for all services received since that date.
The proposed Agreement will renew annually unless the City notifies OpenGov within thirty (30) days prior to the end of the then-current term. The proposed Agreement also includes an Annual Software Price Adjustment of five percent (5%). For Fiscal Year (FY) 2024/25, the amount is $26,228.80. Subsequent years of the Agreement will increase from that base amount.
The recommended action also includes a request to appropriate $770 to account for the Annual Inflation Adjustment.
FISCAL IMPACT
The annual cost for use of OpenGov is $26,228.80 for FY 2024/25. The cost for subsequent years of the Agreement will increase from that base amount by 5%. A budget was established for the annual license cost for FY 2024/25.
Staff recommends amending the FY 2024/25 Operating Budget to request a budget appropriation of $770 in the Information Services Fund (GL 7268340-62160) to account for the Annual Inflation Adjustment included in the proposed Agreement. Costs for future years of the proposed Agreement will be included in the upcoming biennial budget.
ATTACHMENTS
1. OpenGov Master Service Agreement