TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Cristal McDonald, City Clerk
PREPARED BY: Angela Martin Van der Baan, Records Manager
SUBJECT:
title
Renewal Approval with Granicus (GovQA) - Public Record Request Software
end
RECOMMENDATION
recommendation
Ratify prior renewals with GovQA that exceeded the City Manager's contract authority;
Authorize the exemption from bidding requirements;
Authorize the City Manager or her designee to approve renewals in a form acceptable to the City Attorney, with GovQA for public records request software for a total not to exceed $76,240.08 plus a 5% contingency;
Amend the Fiscal Year 2024/25 Operating Budget in the General Ledger Account by $13,800.
body
PRIOR ACTION/VOTE
None.
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
The City Clerk acts as a compliance officer for federal, state, and local statutes, including the California Public Records Act. The California Public Records Act was enacted in 1968, requiring inspection or disclosure of governmental records to the public upon request, unless exempt by law. As a result, the City Clerk is tasked with implementing systems and procedures to efficiently and effectively respond to the public's requests for records.
GovQA is a Public Records Act Request (PRAR) exchange platform, a centralized, secure enterprise workflow software to help governments manage, process, and fulfill PRARs. GovQA allows all members of the public to submit a records request and enables City staff to assign, track, and produce records while keeping a central, secure database of requests.
Before the current City Clerk's tenure in 2021, the City of Murrieta (City) entered into an agreement with GovQA to assist with PRARs. From late 2021 into 2022, the City Clerk conducted an internal assessment of the GovQA program. The GovQA system has been used sinc...
Click here for full text