Agenda

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County Administrator's Report 13. 13.

BCC Regular Meeting

Budget & Finance Consent

Meeting Date:	07/02/2020
Issue: Purchase of New Agenda Software
From:	Janice Gilley
Department:	County Administrator's Office
CAO Approval:

RECOMMENDATION:

Recommendation Concerning the Purchase of a New Agenda Software Program - Janice P. Gilley, County Administrator

That the Board take the following action:

A. Approve the selection of CivicClerk to replace the AgendaQuick agenda Software Program at a savings of approximately $3,000 in year one and $16,000 annually in subsequent years. To facilitate more flexibility and accessibility, a virtual option for board members allows attendance and voting remotely in keeping with COVID-19 guidelines for social distancing. The CivicClerk platform will enhance the ability for staff and the public to also attend virtually; and

B. Approve the issuance of a Purchase Order and signature by the County Administrator to begin implementation.

BACKGROUND:

The AgendaQuick system currently used for agenda preparation is difficult to navigate and suffers from outdated features.

CivicClerk is user-friendly.
Provides the option for electronic voting whether board members are on-site or are attending remotely.
The virtual option for some or all board members enhances the ability for both staff and public audiences to meet CDC COVID-19 guidelines for social distancing.
For timed segments, the software allows projection of the countdown clock to the audience.
The easy to read, color coded dashboard is simple to navigate.
CivicClerk offers a significant cost savings.

After careful review of comparative options, the accessibility and effectiveness of the program, collaboration with several departments (IT, HR, County Administration, CMR) and visitation to see the program in action in Santa Rosa County, CivicClerk was chosen as the best program to improve Escambia County BCC meetings.

BUDGETARY IMPACT:

As the quote from CivicClerk is about half of the cost of AgendaQuick, the purchase will create a savings to the County of approximately $16,000 after year one implementation.

LEGAL CONSIDERATIONS/SIGN-OFF:

Agreement/Contract will be subject to Legal review and sign-off.

PERSONNEL:

No additional personnel was required.

POLICY/REQUIREMENT FOR BOARD ACTION:

N/A

IMPLEMENTATION/COORDINATION:

Upon Board approval, the County Administrator's Office and the Information Technology Department will implement.

Attachments
Software Comparison