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Home My WebLink AboutAGENDA REPORT 2025 1001 CC REG ITEM 10FCITY OF MOORPARK, CALIFORNIA City Council Meeting of October 1, 2025 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. F. Consider Amendment No. 2 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. 2 in the amount of $50,050.11, subject to final language approval by the City Manager. (Staff: Chris Thompson, Information Systems Manager) Item: 10.F. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Chris Thompson, Information Systems Manager DATE: 10/01/2025 Regular Meeting SUBJECT: Consider Amendment No. 2 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 continued managed services for streaming, archiving, and agenda publication through October 31, 2024. On October 2, 2024, the City Council approved Amendment No. 1, extending services through October 31, 2025. DISCUSSION Following the approval of Amendment No. 1 in October 2024, City staff took the opportunity to explore other vendors that provide agenda, meeting management, and streaming and archiving services. City Clerk and Information Systems staff took part in product demonstrations from two other service providers, however, found that the systems considered each had their own shortcomings and did not offer superior features and benefits to offset these shortcomings. Additionally, the City has 20 years of archived content that benefits both the public and staff by being able to research and view historical actions and policy decisions made by the City Council. Converting existing agenda, staff report, and time-stamped video content housed within Granicus in order to maintain ongoing access would result in further costs to the City and was also a significant factor during the consideration of other systems. Item: 10.F. 86 At this time, staff is requesting extension of the existing 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 for two years for a total cost of $50,050.11 (Year 1: $24,062.55; Year 2: $25,987.56). 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. 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 2025/27 budget includes sufficient contractual services account funds (Fund 9000-134-00000-51000) to cover the total cost of $50,050.11. 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. 2 in the amount of $50,050.11, subject to final language approval by the City Manager. Attachment: Amendment No. 2 to Granicus, LLC Agreement 87 AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND GRANICUS, LLC FOR HARDWARE AND SOFTWARE MAINTENANCE AND MANAGED SERVICES This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Granicus, LLC, a Minnesota Limited Liability Company (“Contractor”), 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, on October 30, 2024, the City and Contractor entered into Amendment No. 1 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 eighty-nine thousand seven hundred and two dollars and six cents ($89,702.06) by a value of fifty thousand fifty dollars and eleven cents ($50,050.11) for a total contract value of one hundred thirty-nine thousand seven hundred fifty-two dollars and seventeen cents ($139,752.17), and document said agreement to amend by jointly approving Amendment No. 2 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, 2025, to October 31, 2027, 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 the Agreement shall take precedence.” ATTACHMENT 88 III.Remaining Provisions: Except as revised by this Amendment No. 2, 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 _______________________________ _______________________________ PJ Gagajena City Manager Jessica Yang Director, Global Renewals Attest: _______________________________ Ky Spangler City Clerk 89 THIS IS NOT AN INVOICE Order Form Prepared for Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 1 of 7 Granicus Proposal for Moorpark, CA ORDER DETAILS Prepared By:Korgbae Freeman Phone: Email:korgbae.freeman@granicus.com Order #:Q-472404 Prepared On:18 Aug 2025 Expires On:31 Oct 2025 Currency:USD Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Period of Performance: 01 Nov 2025 - 31 Oct 2026 ORDER TERMS Current Subscription End Date: Initial Order Term End Date: 31 Oct 2025 31 Oct 2027 EXHIBIT A 90 Order Form Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 2 of 7 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 $11,486.94 GovMeetings Live Cast Annual 1 Each $9,601.65 Granicus Live Cast Encoding Software Annual 1 Each $2,973.96 SUBTOTAL:$24,062.55 91 Order Form Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 3 of 7 FUTURE YEAR PRICING Period of PerformanceSolution(s)01 Nov 2026 - 31 Oct 2027 Open Platform Suite $0.00 Meeting Efficiency Suite $12,405.90 GovMeetings Live Cast $10,369.78 Granicus Live Cast Encoding Software $3,211.88 SUBTOTAL:$25,987.56 92 Order Form Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 4 of 7 PRODUCT UPDATES FOR INFORMATION ON RECENT AND UPCOMING PRODUCT ENHANCEMENTS ACROSS THE GRANICUS PORTFOLIO, PLEASE REFER TO THE SEMIANNUAL UPDATE INFORMATION ON THIS WEBPAGE: : HTTPS://GRANICUS.COM/SEMIANNUAL-UPDATES/ 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. 93 Order Form Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 5 of 7 Solution Description Only used with the Live Cast encoder hardware and Live Cast solution. 94 Order Form Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 6 of 7 TERMS & CONDITIONS ·This quote, and all products and services delivered hereunder are governed by the terms located at https://granicus.com/legal/licensing, including any product-specific terms included therein (the “License Agreement”). If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the separate agreement or contract vehicle to the extent applicable. ·If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote Q-472404 dated 18 Aug 2025 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. ·This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Moorpark, CA to provide applicable exemption certificate(s). ·Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. 95 Order Form Moorpark, CA Order #: Q-472404 Prepared: 18 Aug 2025 Page 7 of 7 BILLING INFORMATION Billing Contact:Purchase Order Required? [ ] - No [ ] - Yes Billing Address:PO Number: If PO required Billing Email:Billing Phone: If submitting a Purchase Order, please include the following language: The pricing, terms, and conditions of quote Q-472404 dated 18 Aug 2025 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. 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 Signature: \s1\ Name: \n1\ Title: \t1\ Date: \d1\ 96