HomeMy WebLinkAboutITEM VIII-B-10~
CITY OF_
AGENDA BILL APPROVAL FORM
WASHINGTON
Agenda Subject: Purchase of Novus Agenda Manager to Create
Date:
Efficienc in A enda Creation & Distribution
Ma 26, 2009
Department:
Attachments:
Budget Impact: $40,000
Information Services
Resolution No. 4493
Administrative Recommendation:
Cit Council ado t Resolution No. 4493.
Background Summary:
Information Services and the City Clerk's Office have been researching ways to improve the quality and
efficiency of creating, distributing and storing Council and Committee agendas and minutes. An
additional requirement was a seamless integration with our document management system, Laserfiche
Currently, each committee has its own procedure for creating and storing agendas and minutes. In some
cases, there have been discrepancies between versions of documents submitted to each of the
committees. Because each item goes to at least two committees and full Council, there is a need to have
a single document that is updated through the process so that the final Council version is consistent and
updated.
We researched four products that would allow us to more efficiently manage the agenda process for each
of our committees: Granicus, LF Agenda Manager, iCompass and Novus Agenda Manager. Upon
review, it was determined that Novus Agenda Manager had the most features and provided the best
efficiencies for our agenda process.
Summarv of Costs:
Software: $24,300
Integration & Training: $ 8,400
Annual Maintenance: $ 3,800
Tax: 3,460
$39,960
The City Clerk's Office and Information Services recommends that we purchase the Novus Agenda
Management system. This will be funded through the currently allocated Information Services budget for
2009.
T0601-1 A3.16.12
Reviewed by Council & Committees:
Reviewed by Departments 8 Divisions:
❑ Arts Commission COUNCIL COMMITTEES:
❑ Building ❑ M&O
❑ Airport Z Finance
❑ Cemetery ❑ Mayor
❑ Hearing Examiner 0 Municipal Serv.
❑ Finance ❑ Parks
❑ Human Services ❑ Planning & CD
❑ Fire ❑ Planning
❑ Park Board ❑Public Works
❑ Legal ❑ Police
❑ Planning Comm. ❑ Other
❑ Public Works ❑ Human Resources
❑ Information Services
Action:
Committee Approval: ❑Yes ❑No
Council Approval: ❑Yes ❑No Call for Public Hearing
Referred to Until
Tabled Until
Councilmember: Backus
Staff: Rem her
Meetin Date: June 1, 2009
Item Number: VI11.13.10
Ajj$j,jRN * MORE THAN Y4U IMAGINED
RESOLUTION NO. 4493
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT BETWEEN THE
CITY OF AUBURN AND VPCI/NOVUS SOLUTIONS FOR
PURCHASE, INSTALLATION, AND TRAINING ON, NOVUS
AGENDA MANAGEMENT SOFTWARE
WHEREAS, Information Services and the City Clerk's Office have been
researching ways to improve the quality and efficiency of creating, distributing
and storing Council and Committee agendas and minutes that would
seamlessly integrate with our document management system, Laserfiche; and
WHEREAS, each Council committee currently has its own procedure for
creating and storing agendas and minutes. This decentralized process can
create discrepancies between versions of documents submitted to each of the
committees and to the full Council; and
WHEREAS, staff recommends a system wherein a single document is
updated through the committee process so that the final Council version is
consistent and updated; and
WHEREAS, staff conducted a competitive selection process, evaluating
four products and, after review, it was determined that Novus Agenda
Manager had the most features and provided the best efficiencies for our
agenda process.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
AUBURN, KING COUNTY, WASHINGTON, HEREBY RESOLVES as follows:
Section 1. The Mayor of the City of Auburn and the Auburn City Clerk
are hereby authorized to negotiate an Agreement in an amount not to exceed
Resolution No. 4493
May 28, 2009
Page 1 of 2
Forty Thousand Dollars and no/100 ($40,000.00) between the City of Auburn
and VPCI/Novus Solutions for the purchase, installation, first year's licensing
fee, and training on, Novus agenda management software. The Mayor and City
Clerk are further authorized to execute such agreement as negotiated with
budgetary and scoping parameters.
Section 2. The Mayor is hereby authorized to implement such
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. This resolution shall be in full force and effect upon
passage and signatures hereon.
Dated and Signed this day of , 2009.
CITY OF AUBURN
PETER B. LEWIS
MAYOR
ATTEST:
Danielle E. Daskam, City Clerk
APP,,ROVEQ-A&TO FO
iel B. Heid, City
Resolution No. 4493
May 28, 2009
Page 2 of 2