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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garrett, Chief Enterprise Solutions Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
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TITLE:
title
Contract: Granicus/Legistar - Board Meeting Management Software (Carahsoft Technology Corporation)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute Purchase Order 20039214 under State Contract AR2472 and associated disbursements with Carahsoft Technology Corporation/Granicus in the not-to-exceed amount of $421,455.63.
BACKGROUND:
On September 2, 2020, UTA’s Board of Trustees approved Contract 20-03326, a five-year contract with Carasoft/Granicus for the purchase of Board Meeting Management Software to provide a more streamlined process for: submission of agenda items for board and committee meetings, review and approval of agenda related documents, compilation of a meeting packet, improved video streaming options, and publishing of meeting materials (documents, PowerPoints, audio files, etc.) for greater transparency to the public.
The original contract is ending and UTA desires to enter a new five (5) year agreement using State Contract AR2472.
DISCUSSION:
UTA has utilized the Legistar meeting management software for the past five years, during which time it has significantly improved the oversight, efficiency, and transparency of UTA Board meetings. Based on this positive experience and continued organizational needs, it is recommended UTA enter a new five (5) year purchase with Carahsoft.
Because this agreement is utilizing State Contract AR2472, which is currently set to expire on September 15, 2026, UTA will utilize the contract’s “Survival” clause to extend all Terms and Conditions of the Contract through the end of the final optional maintenance period of this order, which is September 15, 2030, in the event that the state’s contract is not renewed.
CONTRACT SUMMARY:
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Contractor Name: |
Carahsoft |
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Contract Number: |
State Contract: AR2472 Purchase Order: 20039214 |
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Base Contract Effective Dates: |
State Contract: March 1, 2017 - September 15, 2026 Purchase Order: September 15, 2025 - September 14, 2030 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$421,455.63 |
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Procurement Method: |
Utah State Contract AR2472 |
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Budget Authority: |
Approved 2025 Operations Budget |
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ALTERNATIVES:
Without a technology supported solution to Board meeting management, there is a risk to the sustainability of the frequency of UTA Board meetings. Additionally, the lack of a modern governance tool hinders effective oversight and transparency.
FISCAL IMPACT:
All funds will come from account 5200.50353.92 in the Operations Budget
• 2025 Contract Total: $67,833.31
• 2026 Contract Total: $76,195.29
• 2027 Contract Total: $83,814.81
• 2028 Contract Total: $92,196.30
• 2029 Contract Total: $101,415.92
Total not-to-exceed value of Contract: $421,455.63
ATTACHMENTS:
• Contract: Granicus/Legistar - Board Meeting Management Software (Carahsoft Technology Corporation)
• State Contract AR2472 (Link <https://bit.ly/USC_AR2472>)