HomeMy WebLinkAboutAGENDA REPORT 2016 1221 CCSA REG ITEM 10F ITEM 1O.F.
Ci`V OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL ACTICIN: '411--d '
AGENDA REPORT , ,. �, „ poi -_ ,mfr
BY:
TO: Honorable City Council
FROM: Brian Chong, Administrative Services Manager Y;b
DATE: December 13, 2016 (CC Meeting of 12/21/16)
SUBJECT: Consider Grant Agreement for the Purchase of iPads; and Consider
Resolution Amending the FY 2016/17 Budget to Accept/Expend Grant
Funds Received from the State of California for the iPad Project
BACKGROUND AND DISCUSSION
In March 2016, the State of California and five electronics manufacturers settled class
action lawsuits alleging price fixing for cathode ray tube televisions (CRT) and related
equipment. As part of the settlement agreements, the state made approximately
$1,000,000 in grant funding for up to 35 local governments for "innovative technology
purchases." In July 2016, staff submitted an application for grant funding to purchase
ten iPads for the City Council and staff attending City Council meetings. On December
5, 2016, staff received notification that the City had been awarded a $7,690 grant
toward the project. It is recommended that the City Council authorize the City Manager
to execute the attached grant agreement and all related documents, and adopt
Resolution No. 2016- , approving a budget amendment to the Fiscal Year 2016/17
budget accepting and expending the grant funds.
Workflow Improvements
Currently, the City provides physical copies of all agendas, staff reports, and supporting
documents for all items being considered by the City Council. These agenda packets
are frequently hundreds of pages each and are provided for approximately 25 City
Council meetings each year. This workflow costs the City thousands of dollars per year
and requires a large amount of staff time to coordinate printing by an outside vendor,
assembling agenda binders, and physically delivering the packets.
The purchase of iPads enables the City to replace this physical delivery process with an
electronic delivery system whereby the City would provide ten iPads to the five City
Councilmembers and five staff attending City Council meetings. Under an electronic
workflow, staff can simply E-mail the City Councilmembers when agenda packets have
been uploaded to the City's website. 18 3
Honorable City Council
December 21, 2016
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The iPads will be restricted to official City use only. They will contain a solution to that
will limit the applications that may be installed on them, thus preventing installation of
games and other applications that do not serve a City purpose. They will also contain a
tracking solution that will ensure City staff can identify the location of an iPad at any
time.
Selection of iPads Over Other Tablets
Since 2005, the City has worked with a vendor, Granicus, to bring City Council meetings
to the public. Granicus software systems contain agendas for all City Council meetings,
PDF versions of all staff reports provided to the City Council, and live and on-demand
video streaming of City Council meetings through the City's website. Granicus recently
released a new product, iLegislate, which downloads the agendas and staff reports from
the City's computer servers and allows for viewing and searching the documents
entirely within the iLegislate mobile app or desktop application.
Granicus has indicated that the iPad mobile application will include features that will not
be included in the Android version of the application. For example, the current iPad
version of iLegislate allows users to mark up agendas and staff reports with higlights
and hand-written or typed notes. If a Councilmember read a staff report before a City
Council meeting and had a question on it, fort instance, he or she could circle a
paragraph and type a note reminding them to ask about it at the meeting.
Staff evaluated various iPad models for this project. Staff determined that iPad Mini
models were too small for comfortable reading and highlighting, while the largest 12.9"
iPads were larger than necessary for this purpose. As such, the City is seeking to
purchase the mid-size 9.7" iPads. Because agendas and staff reports will reside on the
City's Granicus server, there are only minimal storage needs for the iPads. As such,
the City is seeking the 32 GB iPad models, which have the lowest available storage
capacity and a lower price compared to other iPads. At the time of the grant application
in July, staff obtained a quote of $769.05 per iPad, inclusive of sales tax and shipping
costs. However, iPad prices have dropped slightly since then, and staff has received
approval from the grant administrators to apply any surplus toward purchasing extended
warranties and peripherals for the iPads.
Grant Agreement
The State of California has retained a private entity, Cy Pres Grants, to serve as the
grant administrators. As such, the grant agreement is with Cy Pres Grants rather than
the State of California. The grant agreement requires the City to provide a Final
Progress and Expenditure Report within 13 months of execution of the grant agreement,
a timeline the City can easily comply with. If the City publicizes the project, then the
City must also include acknowledgement of the support of the CRT Settlement Fund
and the Attorney General of the State of California.
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FISCAL IMPACT
The attached budget amendment will add $7,690 of revenue to the General Fund
budget for State Grant — CRT Settlement Fund (1000.000.G0019.46350) and a
corresponding expenditure of $7,690 to the General Fund Information Systems/Cable
Television budget for non-capital computer equipment (1000.000.G0019.52050). In
addition to the actual purchase of the iPads, the FY 2016/17 budget already includes
$3,500 in funding for peripheral equipment, in anticipation of successfully competing for
this grant. The peripherals include cases, screen protectors, and a security solution as
described above. Staff estimates that $2,100 of the $3,500 funding for peripherals will
be expended.
The City currently budgets $10,000 per year for outside printing services, with the funds
primarily used to print City Council agenda packets. In addition to these out-of-pocket
costs, significant staff time is spent to physically take a camera-ready copy of each City
Council agenda packet to the outside printer, pick up the printed packets the next day,
sort them for delivery, and then physically drive the packets to each of the five City
Councilmembers to ensure they have sufficient time to review them.
If all ten iPad users opt out of receiving physical copies of agenda packets, staff
estimates recurring savings of approximately $5,000 per year. However, the actual
savings will depend on the number of pages in agenda packets and the number of City
Councilmembers and staff who wish to discontinue physical delivery of agenda packets.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1. Authorize the City Manager to execute a grant agreement and all related
documents for$7,690 toward the purchase of ten iPads.
2. Adopt Resolution No. 2016- , approving a budget amendment to the Fiscal
Year 2016/17 budget accepting the grant funds.
Attachments: Grant Agreement
Resolution No. 2016-
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ATTACHMENT 1
Grant Agreement
Grantee: City of Moorpark
Amount: $7,690.00
Duration: 12 months commencing on date of executed Grant Agreement.
Source of Funds: Government Class, CRT Settlement
1. Use of Grant Funds.
Grantee will use funds to create a"paperless" City Council process using new tablets and
virtual agenda packets provided via an electronic delivery system.
Grant funds must be used in accordance with the Workplan and Timeline submitted for the
project and no changes in the budget,timeline or the grant period may be made without prior
written approval from the Cy Pres Grants Administrators.
In no event shall indirect expenses exceed 6%of the amount awarded. Any funds not used
for the purposes described above will revert to the CRT Settlement Fund to be distributed in
accordance with terms of the settlement agreement and court orders establishing the fund.
Grant funds will not be used to supplant or replace federal, state, local or other
governmental funding for any program,purchase or activity and Grantee's budget will not be
reduced to compensate for the award of this grant.
2. Payment of Grant Funds.
Grant funds will be paid to Grantee on the following schedule:
• Installment#1: Within 14 business days of the effective date of this agreement($6921.00);
• Final Installment: Upon satisfactory completion of the project, the fulfillment of the
requirements of the grant, and receipt of a satisfactory Final Progress and Expenditure
Report detailed below($769.00)NOTE: 10%of total grant.
3. Grantee Reports.
Grantee will submit written reports on the use of grant funds, compliance with terms of the
grant and progress made towards achieving the goals of the grant as follows:
• 1st Interim Progress and Expenditure Reports: Due 5 months following execution of this
agreement. Please submit a brief(3-page maximum) summary of project activities on grant
Name of Grantee Page 1 of 4
186
objectives and documentation of expenditures from grant funds, during months 1 through 4
of the grant.
• Final Progress and Expenditure Reports: 13 months following execution of this agreement
(covering project activities and expenditures from grant funds, during months 5 through 12
of the grant). NOTE: Reports may be submitted before deadlines if project is completed.
All reports will be sent by email to Laurie True, CRT Grants Administration, at
eltcypresfunds@gmail.com.
gmail.com.
4. Inspections and Examinations.
The Grantee agrees that the Cy Pres Grants Administrators may conduct site visits to the
project and examine such records and documents, as they deem necessary to validate payment
requests or compliance with this agreement at any reasonable time.
5. Records.
Grantee will maintain its books and records in such a manner that the receipts and
expenditures of grant funds received for this grant will be shown separately on such books and
records in an easily checked form. Grantee will keep such records as well as copies of all reports to
the Cy Pres Grants Administrators, invoices paid and supporting documentation for at least four(4)
years after the completion of the use of grant funds and will make such books, records, reports and
supporting documentation available to the Cy Pres Grants Administrators or their designee for
inspection upon request.
The name and contact information of the person responsible for maintaining Grantee's books and
records and preparing Grantee's Expenditure Reports currently is:
Brian Chong, Administrative Services Manager
City of Moorpark, 799 Moorpark Avenue, Moorpark, CA 93021
Phone: (805) 517-6247
Fax: (805) 532-2520
E-mail: bchong@a,moorparkca.gov
The phone number may change and if so, the Cy Pres Grants Administrators will be so notified of
the new number.
Grantee's Tax Identification Number is
6. Acknowledgement of Support.
Materials produced with grant funds and annual reports, announcements, news releases, etc.
describing the project will acknowledge that:
"The project was made possible by a grant from the CRT Settlement Fund. Created as a result of
antitrust litigation pursued by the Attorney General of the State of California, the purpose of the
Fundis to encourage innovative technology to benefit California consumers."
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7. Indemnification
Grantee shall indemnify and hold harmless the CRT Settlement Fund and Cy Pres Grants
Administrators, their employees, agents, representatives, and successors-in-interest from and
against any and all liability, loss, expense, including reasonable attorneys' fees, or claims for injury
or damages arising from the performance by Grantee of its duties and obligations under this
Agreement.
The duty of Grantee and third parties to indemnify shall survive the expiration or
termination of this Agreement.
8. Violation and Termination.
In the event of any violation by Grantee of the terms and conditions of the grant, including
but not limited to failing to execute the work of the grant in compliance with Grantee's proposal or
failing to submit required reports or requested information in a timely manner, the Cy Pres Grants
Administrators reserve the right in their absolute discretion to suspend payments to Grantee or
terminate the grant. The Cy Pres Grants Administrators' determination will be final and will be
binding and conclusive on Grantee. In addition to any other remedies available to the Cy Pres
Grants Administrators, upon termination of this grant, Grantee will repay to the CRT Settlement
Fund any portion of the grant funds that have not been spent for the project.
11. Future Funding.
Grantee acknowledges that the Cy Pres Grants Administrators and their representatives have
made no actual or implied promise of funding except for the amounts specified by this agreement.
If any of the grant funds are returned or if the grant is rescinded, Grantee acknowledges that the Cy
Pres Grants Administrator will have no further obligation to Grantee in connection with this grant
as a result of such return or rescission.
12. Modification.
This agreement sets forth all terms of the grant and replaces all prior understandings and
agreements. Any modification or amendment will be made only in writing signed by an authorized
officer of Grantee and the Cy Pres Grants Administrators.
13. Jurisdiction and Applicable Law.
The CRT Settlement Fund and Grants Program are subject to the ongoing jurisdiction of the
Superior Court of the State of California. Grantee agrees to the Court's exclusive jurisdiction and
that any claim or dispute arising from or relating to this Grant Agreement shall be decided solely
by this Court. This Grant Agreement will be construed in accordance with the laws of the State of
California.
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14. Effective Date and Term of Agreement.
The effective date of this agreement will be the date when it is executed by the last of the
parties to do so.
Accepted by:
Date: Signature:
Steven Kueny, City Manager
City of Moorpark
Date: Signature:
Harry M. Snyder, Cy Pres Administrator
CRT Settlement Fund
Page 4 of 4
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RESOLUTION NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2016/17 BUDGET BY INCREASING REVENUE AND
EXPENDITURES BY $7,690 FOR A CRT SETTLEMENT
FUND GRANT FOR THE PURCHASE OF TEN IPADS
WHEREAS, on June 15, 2016, the City Council adopted the Operating and Capital
Improvement Budget for Fiscal Year 2016/17; and
WHEREAS, the State of California settled lawsuits (State of California, et al. v.
Samsung SDI, Co., Ltd., et al., San Francisco Superior Court Case No. CGC-11-515784)
and created the CRT Settlement Fund Grant program to distribute the settlement
agreement funds to local governments for "innovative technology purchases"; and
WHEREAS, on July 12, 2016, the City applied fora CRT Settlement Fund Grant for
the purchase of ten iPads; and
WHEREAS, on December 5, 2016,the City received notification of award of a CRT
Settlement Fund Grant in the amount of$7,690 for the purchase of ten iPads; and
WHEREAS, a staff report has been presented to the City Council discussing the
award and expenditure of the grant funds toward the purchase of ten iPads; and
WHEREAS, a FY 2016/17 budget amendment is requested to increase General
Fund (1000) revenues by$7,690 and appropriate$7,690 in the Information Systems/Cable
Television budget for the purchase of ten iPads; and
WHEREAS, Exhibit"A" hereof describes said budget amendment and its resultant
impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A FY 2016/17 budget amendment to increase General Fund (1000)
revenues by$7,690 and appropriate $7,690 in the Information Systems/Cable Television
budget for the purchase of ten iPads, as more particularly described in Exhibit"A,"attached
hereto, is hereby approved.
190
Resolution No. 2016-
Page 2
SECTION 2. That the City Clerk shall certify to the passage and adoption of this
Resolution and shall enter it into the book of original resolutions.
PASSED AND ADOPTED this 21st day of December, 2016.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Exhibit A — Budget Amendment
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Resolution No, 2016-
Page 3
EXHIBIT A
BUDGET AMENDMENT FOR
GENERAL FUND
CRT SETTLEMENT FUND GRANT
iPAD PROJECT
FY 2016/17
FUND BALANCE ALLOCATION:
Fund Title Fund-Account Number Amount
General Fund 1000-33990 7,690.00
Total 7,690.00
REVENUE BUDGET ALLOCATION:
Account Number Current Budget Revision Amended Budget
1000-000-G0019-46350 - $ 7,690.00 $ 7,690.00
- $ - $
- $ - $
- $ - $
- $ - $
Total - $ 7,690.00 $ 7,690.00
EXPENDITURE APPROPRIATION:
Account Number Current Budget Revision Amended Budget
1000-134-G0019-52050 - $ 7,690.00 $ 7,690.00
- $ $
- $ $
- $ - $
- $ - $
Total - $ 7,690.00 $ 7,690.00
Finance Approval:
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