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Contract Renewal - Website Hosting and Maintenance
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INFORMATION CONTACT:
Liz Cooper, Public Communications, Director, 704-283-3587
ACTION REQUESTED:
Authorize the County Manager to 1) negotiate and execute an agreement substantially consistent with this agenda item, 2) exercise any renewal or extension term options set forth in the Agreement, and 3) terminate the Agreement if deemed in the best interest of the County, each in the County Manager's discretion.
PRIOR BOARD ACTIONS:
February 1, 2021, Regular Meeting, Agenda Item #5 - Approved Website Redesign Contract
BACKGROUND:
In accordance with the Union County Procurement Policy, Section 3.5.3, the Assistant County Manager approved an exemption from the RFP process for good cause and when in the best interests of Union County. Public Communications requested the exemption to the RFP process for website hosting, maintenance and support for several County websites. Our current agreement with Granicus, LLC ends in February 2026. The County Attorney’s Office advised any renewal term longer than one year should be considered for a Request for Proposals (RFP). Due to the monumental task of a RFP, which could result in a new website vendor, and in turn, the redesign and content migration of six County websites, it is not feasible to accomplish within less than a year and a half and during a large, ongoing digital accessibility project. Redesigning and migrating content for six County websites would require a significant investment of time and effort from both staff and vendors. The process involves extensive planning, content review, design development, testing, and coordination across multiple departments to ensure continuity of service and accessibility compliance. Given the scope of work and the potential impact on daily operations, extending the current agreement will allow the County adequate time to conduct a thorough and competitive RFP process while maintaining stable website operations. This extension would also ensure sufficient time for a smooth transition, including redesign and content migration, should a new vendor be selected through that process. Renewing our contract with Granicus, LLC for a three-year term with a total estimated expense over that term totaling $213,556.21 for website hosting, maintenance and support for six Union County websites. to support Union County’s website needs is in the best interest of the County. Within that timeframe, Public Communications will initiate a RFP for website redesign in partnership with the Procurement department.
The Public Communications department has utilized the contractual services of Granicus, LLC for website design, hosting and maintenance since 2021. Granicus has been effective and efficient in meeting our service needs, and the department requests to continue this service for an additional three years.
FINANCIAL IMPACT:
The anticipated first year cost for this service is $65,782.47. Costs for years two and three are $71,045.06 and $76,728.68, respectively. Since the contract contains a three-year term, a total of $213,556.21 is estimated to be spent. Funding is available in the FY2026 budget with future expenditures subject to annual BOCC budget appropriation.