Title
Granicus 5-year Service Contract
History
In February 2025, the Board approved the Granicus suite software license including GovAccess, Communications Cloud, Communications Cloud Advanced Package, Legistar, Legistar InSite, Government Transparency Suite, FOIA Module, Redaction License and Granicus Encoding Appliance for an prorated cost of $37,398.98 for 2025, and $51,613.16 for 2026, and $55,226.10 for 2027, for the three (3) year total cost of $144,238.24.
On April 24, 2024, the Federal Register published the Department of Justice’s (Department) final rule updating its regulations for Title II of the Americans with Disabilities Act (ADA), which includes the Web Content Accessibility Guidelines (WCAG) Version 2.1. The WCAG is the technical standard for web content and mobile apps and sets a specific technical standard that state and local governments must follow to meet their existing obligations under Title II of the ADA . The rules are being phased in based on the size of the local government. In March of 2026, the DOJ pushed back the required date to implement until April 24, 2027 .
To temporarily meet the ADA requirement, the Village implemented a software suite from CivicPlus that provides an automated tool to bring the Village's website into compliance while we investigated updating the full website. After reviewing website update options, it was determined the best path forward was to move the Village's website to Granicus’ updated website solution.
Granicus provided the Village with multiple options and the AI and Information Technology Board approved moving forward with Granicus' Service Cloud Enhanced option in a 4-1 vote. Besides converting the website to meet ADA compliance requirements and enhancing the resident experience, the proposal adds many features the site currently does not have, including sentiment and feedback, enhanced reporting and an enhanced engagement platform.
Moving to the new Granicus Service Cloud Enhanced platform will be an additional annual cost of $39,055.64, prorated for 2026 for a cost pf $26,599.19. Part of this increase will be offset in future years by the expiring of the Civic Plus Audioeye contract in 2028, which is $27,779.30 per year.
In addition to the annual increase in website costs, there is a one-time conversion cost of $64,277.33 that will be charged in 2027 at the completion of the conversion.
Financial Impact
The $26,599.19 cost for the website redevelopment payable in 2026 is budgeted under the 2026 budgeted amount. Costs for 2027 and on will be included in the IT budget.
Recommended Action/Motion
I move to approve the execution of a five-year global agreement with Granicus to supersede and replace the existing agreement including all existing services and adding website development for a total not to exceed amount of $489,077.97, as fully presented;
(full motion not to be read)
I move to replace and supersede the existing Granicus three (3) year contract for GovAccess, Communications Cloud, Communications Cloud Advanced Package, Legistar, Legistar InSite, Government Transparency Suite, FOIA Module, Redaction License and Granicus Encoding Appliance software that was approved of at the August 4, 2025 Board Meeting and replace it with a new Granicus five (5) year contract for Communications Cloud, Communications Cloud Advanced Package, Legistar, Legistar InSite, Government Transparency Suite, FOIA Module, Redaction License, Granicus Encoding Appliance and Government Experience Service Cloud Enhanced software for five (5) years at a prorated not to exceed amount of $26,599.19 for Year 1, and $92,387.45 and a one-time cost of $64,277.33 for a total of $156,664.78 for Year 2, and $97,006.82 for Year 3, and $101,857.16 for Year 4 and $106,950.02 for Year 5, for a total contract cost not to exceed $489,077.97
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.