To: Board of Supervisors
From: Executive Office
Meeting Date: September 26, 2023
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Department Contact: |
Tim Hallman |
Phone: |
707-463-4441 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Retroactive Agreement with NextRequest, LLC in the Amount of $10,788 for its Open Records Request Software Platform, Effective August 1, 2023, through July 31, 2024, and Auto-Renewing Annually Thereafter
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Recommended Action/Motion:
recommendation
Approve retroactive Agreement with NextRequest, LLC in the amount of $10,788 for its Open Records Request Software Platform, effective August 1, 2023, through July 31, 2024, and auto-renewing annually thereafter; authorize the Chief Executive Officer or designee to sign any amendments or renewals that do not increase the annual amount by more than 5% of the previous year’s total; and authorize Chair to sign same.
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Previous Board/Board Committee Actions:
None.
Summary of Request:
Mendocino County has utilized the NextRequest software platform to manage California Public Records Act (PRA) requests since 2015. This item requests Board approval of an auto-renewing agreement with NextRequest to allow the County continued use of the platform. The initial term of the agreement runs from August 1, 2023, through July 31, 2024, and will cost the County $10,788. For subsequent years, the cost may increase up to 5% annually.
While the proposed Agreement is auto-renewing, the County can terminate it at least 60 days prior to the term end date. The County also has the option to terminate the Agreement for convenience by giving 30 days’ written notice, but the County would not be refunded fees for any unused portion of the service for the remainder of the then-current term (initial or renewal).
Additionally, the proposed Agreement allows NextRequest to use the County’s logo for publicity purposes. Per County Policy, this allowance can only be authorized by the Board of Supervisors or the Executive Office.
Negotiations for this item took an extended period of time and involved staff from County Counsel, Information Technology, the Executive Office, and NextRequest. Staff therefore request the Board approve the Agreement retroactively.
Alternative Action/Motion:
Return to staff for alternative handling.
Does This Item Support the General Plan? N/A
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: Budget Unit 0717 |
budgeted in current f/y: Yes |
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current f/y cost: $10,788 |
if no, please describe: |
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annual recurring cost: $11,327.40 for FY 2024-25, TBD thereafter |
revenue agreement: No |
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budget clarification: N/A |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Executive Office |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: September 26, 2023 |
Executed Item Type: Agreement Number: 23-167 |
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