The URL can be used to link to this page

Home My WebLink AboutAGENDA REPORT 2024 1002 CCSA REG ITEM 10LCITY OF MOORPARK, CALIFORNIA City Council Meeting of October 2, 2024 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. L. Consider Amendment No. 1 to Agreement with Granicus, LLC, Hardware and Software Maintenance and Managed Services for Streaming and Distribution of Live and Archived Video Content for Broadcast of Public Meetings. Staff Recommendation: Authorize the City Manager to sign Amendment No. 1, subject to final language approval by the City Manager. (Staff: Chris Thompson, Senior Information Systems Administrator) Item: 10.L. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Chris Thompson, Senior Information Systems Administrator DATE: 10/02/2024 Regular Meeting SUBJECT: Consider Amendment No. 1 to Agreement with Granicus, LLC, Hardware and Software Maintenance and Managed Services for Streaming and Distribution of Live and Archived Video Content for Broadcast of Public Meetings BACKGROUND Granicus, LLC (“Granicus”) has been providing streaming and archiving of City of Moorpark legislative meeting body meetings and publishing of meeting agendas on the City website since September 2005. In March 2015, a new Agreement was executed with Granicus for new encoding hardware and continuation of streaming, archiving, and agenda hosting services. In December 2021, the City entered into a new three-year Agreement which included replacement of the prior encoder which had reached end-of- life and was not compatible with new software features designed and deployed in response to the pandemic. Additionally, the Agreement continued managed services for streaming, archiving, and agenda publication. The current Agreement expires October 31, 2024. DISCUSSION At this time, staff is requesting extension of the current Agreement to continue the current streaming, archiving, and agenda publication services, including Granicus’ Open Platform and Meeting Efficiency Suites, GovMeetings Live Cast and Live Cast Encoding Software at a cost of $22,280.15 for the year. Moorpark’s five meeting bodies use the Granicus software to publish their agendas and stream and archive meetings, with an average of five meetings per month using the system. Granicus is the sole source for these specific applications, and experience demonstrates both their adequate competency and their ability to provide those services cost- effectively. The services provided by Granicus align with the City’s needs to provide managed services for streaming, archiving, and agenda publication . Item: 10.L. 140 Honorable City Council 10/02/2024 Regular Meeting Page 2 ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no environmental review is required. FISCAL IMPACT The proposed Fiscal Year 2024/25 budget includes sufficient funds to cover the total estimated cost of approximately $22,280.15. No additional appropriation is required. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. STAFF RECOMMENDATION Authorize the City Manager to sign Amendment No. 1, subject to final language approval by the City Manager. Attachment: Amendment No. 1 to Granicus, LLC Agreement 141 Rev. 12/15/2023 AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND GRANICUS, LLC, FOR HARDWARE AND SOFTWARE MAINTENANCE AND MANAGED SERVICES This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Granicus LLC, a Minnesota Limited Liability Company, (“Contractor”), dba Granicus, for hardware and software maintenance and managed services (“Agreement”), is made and entered into on ______________________. RECITALS WHEREAS, on November 1, 2021, the City and Contractor entered into an Agreement to have the Contractor provide hardware and software maintenance and managed services; and WHEREAS, the City and Contractor now desire to amend the Agreement for an additional period; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from sixty-seven thousand four hundred and twenty one dollars and ninety-one cents ($67,421.91) by a value of twenty-two thousand two hundred eighty dollars and fifteen cents ($22,280.15) for a total contract value of eighty-nine thousand seven hundred and two dollars and six cents ($89,702.06), and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing this section in its entirety as follows: “The term of this Agreement shall be from November 1, 2024, to October 31, 2025, unless this Agreement is terminated or suspended pursuant to this Agreement.” II. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its entirety as follows: “The City does hereby retain Granicus, as an independent contractor, in a contractual capacity to provide monthly hardware and software maintenance and managed services, as set forth in Exhibit A. In the event there is a conflict between the provisions of Exhibit A and this Agreement, the language contained in this Agreement shall take precedence.” 142 Rev. 12/15/2023 Amendment No. 1 to Agreement between City of Moorpark and Granicus, LLC. Page 2 III. Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK GRANICUS, LLC _______________________________ _______________________________ Troy Brown City Manager Jessica Yang Director, Global Renewals Attest: _______________________________ Ky Spangler City Clerk 143 Amendment Prepared for Moorpark, CA Order #: Q-370834 Prepared: 15 Aug 2024 Page 1 of 4 First Amendment to the Granicus Service Agreement between Granicus, LLC and Moorpark, CA This First Amendment to the Granicus, LLC Service Agreement is effective on the date this document is signed and entered into by and between Granicus, LLC, a Minnesota Limited Liability Company d/b/a Granicus (hereinafter referred to as "Granicus"), and Moorpark, CA (hereinafter referred to as "Client"), with reference to the following: WHEREAS, the Client and Granicus entered into an Agreement effective 01 Nov 2021 (the "Agreement"); and WHEREAS, the Client and Granicus wish to extend the Agreement through 31 Oct 2025; and NOW, THEREFORE, in consideration of the premises, the parties intend that the Agreement be amended as follows: 1.Compensation shall be amended to include the fees detailed in Exhibit A. Exhibit A is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of the Client to provide applicable exemption certificate(s). 2.The Agreement shall be extended through 31 Oct 2025. 3.Except as amended by this First Amendment, all other terms and conditions of the Agreement shall remain in full force and effect. 4.In the event of any inconsistency between the provisions of this First Amendment and the documents comprising the Agreement, the provisions of this First Amendment shall prevail. IN WITNESS WHEREOF, the parties have caused this First Amendment to be executed by their duly authorized representatives. Agreement and Acceptance By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Moorpark, CA Granicus Signature:Signature: Name:Name: Title:Title: Date:Date: EXHIBIT A 144 THIS IS NOT AN INVOICE Exhibit A Prepared for Moorpark, CA Order #: Q-370834 Prepared: 15 Aug 2024 Page 2 of 4 Exhibit A ORDER DETAILS Prepared By:Korgbae Freeman Phone: Email:korgbae.freeman@granicus.com Order #:Q-370834 Prepared On:15 Aug 2024 Expires On:31 Oct 2024 Currency:USD Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Period of Performance: 01 Nov 2024 - 31 Oct 2025 ORDER TERMS Current Subscription End Date:31 Oct 2024 145 Exhibit A Moorpark, CA Order #: Q-370834 Prepared: 15 Aug 2024 Page 3 of 4 PRICING SUMMARY The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal. Renewing Subscription Fees Solution Billing Frequency Quantity/Unit Annual Fee Open Platform Suite Annual 1 Each $0.00 Meeting Efficiency Suite Annual 1 Each $10,636.06 GovMeetings Live Cast Annual 1 Each $8,890.42 Granicus Live Cast Encoding Software Annual 1 Each $2,753.67 SUBTOTAL:$22,280.15 146 Moorpark, CA Order #: Q-370834 Prepared: 15 Aug 2024 Page 4 of 4 PRODUCT DESCRIPTIONS Solution Description Open Platform Suite Open Platform is access to MediaManager, upload of archives, ability to post agendas/documents, and index of archives. These are able to be published and accessible through a searchable viewpage. Meeting Efficiency Suite Meeting Efficiency is a hybrid Software-as-a-Service (SaaS) and Hardware- as-a-Service (HaaS) solution that enables government organizations to simplify the in-meeting management and post-meeting minutes creation processes of the clerk’s office. By leveraging this solution, the client will be able to streamline meeting data capture and minutes production, reducing staff efforts and decreasing time to get minutes published. During a meeting, use LiveManager to record roll calls, motions, votes, notes, and speakers, all indexed with video. Use the index points to quickly edit minutes, templates to format in Microsoft Word, and publish online with the click of a button. Meeting Efficiency includes: ·Unlimited user accounts ·Unlimited meeting bodies ·Unlimited storage of minutes documents ·Access to the LiveManager software application for recording information during meetings ·Access to the Word Add-in software component for minutes formatting in MS Word if desired ·Up to one (1) MS Word minutes template (additional templates can be purchased if needed) GovMeetings Live Cast govMeetings Live Cast provides the ability to manage public meetings from anywhere, on almost any device using cloud based software and a Granicus Live Cast encoder. It will stream public meetings in HD, allow users to live index items, record and publish minutes, and provide archive videos for on-demand viewing. Granicus Live Cast Encoding Software Granicus Live Cast Software will convert the video feed for video streaming on the web which will also record video and provides the MP4 file for archive playback. Only used with the Live Cast encoder hardware and Live Cast solution. 147