Submitted by: Cindy Zork
Submitting Department: Communications
Agenda Section: Consent
Item Title:
title
Selection of GovDelivery as the City’s new e-mail and text notice provider
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Suggested Action:
recommendation
I move the Mayor and Council authorize the City Administrator to enter into a contract with Granicus at a cost not to exceed $11,500 for a one-year contract, renewable for up to two additional years, for the purposes of implementing GovDelivery as the City’s new e-mail and text notice provider. The annual contract value for GovDelivery will not exceed $28,000 over the three years. This contract is to be funded through American Rescue Plan Act (ARPA) funding for the term of three years and is subject to the review and approval of the City Attorney for legal sufficiency.
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Summary Background:
The City’s Communications Team has identified a need to switch providers for City email and text notices.
During Fiscal Year 2022, the City’s three social media platforms saw an average of 14% growth in followers. In the same period, subscriptions to email communications through the City’s current email and text message service, NotifyMe were stagnant, with only a 2% increase in followers.
Email and text communications are the most direct and reliable way to reach community members with important and time sensitive City notices. A change is needed to encourage more residents to subscribe to these communications.
The Communications Team has implemented some short-term measures, including an update of the NotifyMe sign-up page and establishing a newsletter format for email communications. However, the services under our current email provider are limited and don’t meet our needs for ease of access and a user-friendly interface. The team interviewed several communications providers to find an alternative solution.
Of the providers reviewed, Granicus’ GovDelivery solution provides most comprehensive services available and is a trusted system for many federal and local government agencies. GovDelivery offers a robust and easy to use communications tool. Sign up is straightforward, and you can sign up via text to keyword in addition to online. Communications can be sent via email and SMS. Granicus is the largest provider of government communications and offers strong security controls. Customer support will assist with set-up, including the development of templates. The contract includes an implementation fee of $4,000 for year one and an annual contract cost of $7,500. Based on federal guidance, this program should be eligible for funding under the City’s American Rescue Plan Act funds. Staff recommends entering into a one-year contract, renewable up to two additional years.
Next Steps:
Following Council approval, staff will proceed with contract negotiations and legal approval.
Following approval of the contract, the City’s Communications staff will work with GovDelivery to transition existing users into the new system, establish communications templates, and update sign-up methods.
Fiscal Impact:
Year One: $11,500 ($7,500 annual fee / $4,000 start-up fee)
Year Two: $7,876
Year Three: $8,269
City Administrator Comments:
Recommends approval
Community Engagement:
Staff will work with Granicus in order to transition existing subscribers into the new system and communicate the new platform to residents.
Strategic Goals:
Goal 1 - Ensure Transparent and Accessible Governance
Legal Review Required?
Pending