TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Order Form #Q-567363 Between Granicus, LLC and the City of North Port for the Legistar, Granicus Operation Cloud, and GovQA Suite Subscription With a Term of Five Years in the Amount Not to Exceed $881,243 and Authorize the City Manager to Approve any Modifications or Terminations in Concurrence with Granicus.
Recommended Action
Option 1: Approve Order Form #Q-567363 between Granicus, LLC and the City of North Port for the Legistar, Granicus Operation Cloud, and GovQA Suite subscription with a term of five years in an amount not to exceed $881,243 and authorize the City Manager to approve any modifications or terminations in concurrence with Granicus.
City Commission Options
Option 1: Approve Order Form #Q-567363 between Granicus, LLC and the City of North Port for the Legistar, Granicus Operation Cloud, and GovQA Suite subscription with a term of five years in an amount not to exceed $881,243 and authorize the City Manager to approve any modifications or terminations in concurrence with Granicus.
• Pros:
o Ensures Continuity of Critical Systems: Approving the Legistar, Granicus Operation Cloud, and GovQA Suite subscription maintains uninterrupted access to key platforms used for agenda management, public records handling, workflow automation, and legislative transparency.
o Supports Operational Efficiency: These systems streamline internal processes for multiple departments, reducing manual work and improving accuracy in meeting preparation, public-facing communication, and records processing.
o Enhances Transparency and Public Engagement: Legistar and GovQA improve how information is shared with residents, supporting open government, easy access to public records, and improved communication through modern digital tools.
o Provides Modern, Cloud-Based Reliability: The Granicus Operation Cloud platform offers enhanced security, stability, and performance - ensuring that critical systems remain accessible and dependable.
o Maintains Compliance and Standardization: These tools help ensure that legislative processes, public records requests, and workflow approvals follow consistent, compliant procedures across the organization.
o Supports Long-Term Planning and Stability: Approving a five-year term provides cost predictability and avoids disruptions or delays that could occur with shorter-term renewals.
• Cons: Commits the City to a contractual obligation and costs for the duration of the Agreement.
Option 2: Deny Order Form #Q-567363 between Granicus, LLC and the City of North Port for the Legistar, Granicus Operation Cloud, and GovQA Suite subscription with a term of five years in an amount not to exceed $881,243 and authorize the City Manager to approve any modifications or terminations in concurrence with Granicus.
• Pros: Staff have not identified an advantage to denying the termination.
• Cons:
o Risk of Service Disruption: Denying the contract may interrupt access to Legistar, Granicus Operation Cloud, and GovQA - systems essential for agenda management, public records processing, and workflow automation.
o Increased Operational Burden: Without these platforms, staff may be forced to revert to manual processes, leading to inefficiencies, delays, and increased workload across multiple departments.
o Loss of Transparency Tools: Legistar and GovQA are central to maintaining accessible public records, legislative updates, and open government functions. Denial could reduce the City's ability to provide timely public-facing information.
o Potential Non-Compliance: These systems help support standardized, compliant processes for public records and legislative documentation. Without them, the City may face compliance challenges or inconsistencies.
o Negative Impact on Interdepartmental Coordination: Many departments rely on these tools for communication, workflow tracking, and process visibility. Removing the platforms may hinder collaboration and slow decision-making.
o Additional Costs for Alternative Solutions: Identifying, evaluating, and implementing replacement systems would require significant time and financial investment, likely exceeding the cost of renewal.
o Implementation Delays: Transitioning to new platforms could create downtime, training requirements, and onboarding challenges, potentially affecting service continuity.
Background Information
The City of North Port originally purchased the Granicus Legislative Suite in 2013 to support the creation, management, and distribution of agenda items for public meetings. Since that time, Granicus has remained an essential platform for legislative workflow, agenda automation, and public transparency. The Legislative Suite, along with the Granicus Operations Cloud and GovQA components, provides the tools necessary for staff to efficiently prepare meeting materials, manage public records requests, and maintain compliance with established standards for legislative documentation.
The order form represents the annual renewal for the City's maintenance and subscription services with Granicus, LLC. Continuing this Agreement ensures uninterrupted access to these critical systems and supports consistent, streamlined operations across departments that rely on Granicus for agenda preparation, workflow management, and public engagement.
Order Form #Q-567363 between Granicus, LLC and the City of North Port for the Legistar, Granicus Operation Cloud, and GovQA Suite subscription has been reviewed by the City Attorney and is legally correct as to form.
Order Form #Q-567363 between Granicus, LLC and the City of North Port for the Legistar, Granicus Operation Cloud, and GovQA Suite subscription was provided to the City Clerk’s Office on October 19, 2026, for signature, subject to City Commission approval.
Strategic Plan Pillar
Good Governance
Financial Impact
The total cost of this Agreement is not to exceed $881,243 for the five-year term. The Annual amount for
fiscal year 2026-2027 is $164,340. Funds are budgeted in account string 001-0710-516.54-00. Years two through five will follow the pricing included in the Agreement.
Procurement
Procurement of Enterprise Licenses is being made in accordance with Chapter 2 - Administration, Article VIII.- Procurement, Sec. 2-407. - Sole source guidelines. of the Code of the City of North Port, Florida.
Attachments:
1. Order Form
Prepared by: Eric Ryan, Information Technology Manager
Aaron Bourquin, Infrastructure and Communications Manager
Vicki Edwards, Senior Business Administrator
Department Director: Juliana B. Bellia, Deputy City Manager