AUTHORIZATION TO ENTER INTO A SERVICE AGREEMENT WITH GRANICUS, INC., FOR AGENDA MANAGEMENT/MEDIA MANAGER SUPPORT SERVICE FUNCTIONS AND TO APPROVE THE EXPENDITURE OF FUNDS
Staff Contact: Vicki Rios, Interim Director, Finance and Technology
end
Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a Service Agreement with Granicus, Inc. for a term commencing June 28, 2016 and ending on June 28, 2017, and to authorize four additional one-year automatic renewals until June 30, 2021; unless either party notifies the other of cancellation in writing at least thirty (30) days prior to the renewal date. Under the terms of the agreement, Granicus will provide support and services to the City for the Legistar (agenda management) and Media Manager (Glendale 11) systems. This request also includes approval of expenditure authority in an amount not to exceed $191,000 over the life of the agreement.
body
Background
Legistar was chosen as the City’s agenda management software due to its features such as electronic document routing and approvals, automated agenda creation, and the publishing of printed and searchable electronic agenda versions. It was also chosen due to its integration capabilities with Media Manager, the existing Granicus video platform used by Glendale 11 for a number of years.
Analysis
Media Manager is used for web streaming and online video archives. Residents and visitors can now watch Glendale 11 live as well as access archived videos of City Council meetings, Council Workshops, Planning Commission meetings and Glendale 11 programming via www.glendaleaz.com/video/ <http://www.glendaleaz.com/video/>. Visits to city web sites exceeded 6 million for 2015, indicating a high-demand for online access to government. This online video tool empowers citizens and staff with a convenient way to research and stay engaged in policy, deliberations, and decision-making 24/7 anytime, anywhere. It also allows for endless video content to be presented to the public without additional ongoing hardware costs and allows an unlimited number of citizens to log on to view both live and archived high-quality videos at the same time without interruptions.
Both Granicus applications are hosted solutions. This new service agreement combines both applications into one agreement, defining support expectations and monthly managed service fees.
Previous Related Council Action
On April 8, 2014, Council approved the purchase of Legistar for agenda management.
Community Benefit/Public Involvement
Granicus provides a web portal that provides live meeting video and allows the community to easily search legislative text, attachments, agendas, minutes, votes, etc.
Budget and Financial Impacts
Funding is available in the FY16-17 Information Technology budget. The amount budgeted per year for future years will fluctuate based on the allowed increase to the monthly managed services of up to 3% per year.
|
Cost |
Fund-Department-Account |
|
$16,068 |
2591-18402-522700, Information Technology Fund |
|
$15,861 |
1000-10890-518200, Media Center |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?