CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to the First Five-Year Extension of 16-246.0-01, Agenda Management Software, to Granicus, LLC, for an amount not to exceed $12,544.48 and a total award of $188,182.28
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DEPARTMENT: Community Services Department
SUBMITTED BY: Pam Gallahue, PhD, Deputy City Manager
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Manager awarded Contract 16-246 to Granicus, LLC in 2016 for a five-year term. On September 7, 2021, the City Council waived the code to approve a five-year extension to the contract for $175,637.80. The term is from November 1, 2021, to October 31, 2026.
The purpose of this contract is to provide agenda management software and video streaming services for public meetings. The City currently uses Granicus software to provide live streaming and on-demand services for City Council, Planning and Zoning Commission and Transportation Advisory Board meetings.
DISCUSSION:
The Granicus Encoding Appliance purchased by the City in 2016 has reached the end of its useful life. The encoder allows the City to distribute and stream meetings both live and on-demand. During meetings, audio and video are captured as an analog signal. That signal is then transferred to the encoder via a mixer. The encoder converts the analog signal into a digital signal and then transfers the output file to the Granicus Datacenter. The Datacenter then duplicates and distributes the audio and video content to citizens. While broadcasting a live event, the encoder archives the broadcasts for on-demand viewing at a later time.
The encoder upgrade also includes the replacement of the subscriptions to Government Transparency Suite and Meeting Efficiency Suite with GovMeetings Live Cast and adjusted annual maintenance fees.
This change order consists of:
• A one-time encoder purchase including implementation and training costs of $5,960.
• An increase in annual maintenance fees for the current contract year of $2,173.09
• An increase in annual maintenance fees in year four of the contract of $2,173.09
• An increase in annual maintenance fees in year five of the contract of $2,238.30
FISCAL IMPACT:
CIP #: N/A
Upgrades to the agenda management system are expensed to the Software and Hardware Maintenance account below. Of the approved $44,250 for the software renewal, $43,583 has been spent. Additionally, $7,500 from the Communications Division budget is allocated for upgrading the Encoder application. The request for the encoder upgrade and the current year maintenance increase is accommodated within the budget. Annual increases for 2025 and 2026, will be budgeted during each respective budget cycle. The expenses for the upgrade will be allocated to the account number listed below.
|
Account Number |
Fund Description |
Total Budget Amount |
|
11391100-531312 |
General Fund |
$181,100 |