TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Miguel Guardado, Information Technology Director
Liza Tamura, City Clerk
Tatyana Roujenova-Peltekova, Senior Management Analyst
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 5 for a Three-Year Extension of the Agreement with Granicus for Civic Engagement Services for a Not-to-Exceed Amount of $566,707 (Information Technology Director Guardado and City Clerk Tamura).
ADOPT RESOLUTION NO. 23-0157
Body
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RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 23-0157, approving Amendment No. 5 for a three-year extension of the agreement with Granicus for civic engagement services for a not-to-exceed amount of $566,707.
FISCAL IMPLICATIONS:
Sufficient funds are included in the Information Technology and Management Services Fiscal Year 2023-2024 budget and will be provided in future budgets.
BACKGROUND:
Government Meeting Management (GovMeetings Platform)
Granicus has been providing meeting streaming services for the City of Manhattan Beach since 2005. The additional agreement signed on January 20, 2012, expanded the government meeting management services to include vote cast, agenda management, and citizen participation modules. The City signed a new one-year contract with Granicuse in 2018, providing hardware, software, media streaming, automated indexing capabilities, voting systems, agenda management, citizen participation, meeting minutes, agendas webpage integration on the City’s website, and related support services.
Website/Intranet Management (GovAccess Platform)
From 2008 through 2018, Vision Technology Solutions (DBA Vision Internet) provided the City website and intranet content management systems, including design, development, maintenance, and website hosting services. In February 2018, Granicus acquired Vision Technology Solutions, LLC (Vision), and became the single provider of the website/intranet and meeting management services. With the Granicus incorporation of Vision Technology Solution, LLC, the website/intranet services were appended to the meeting management services of the existing Granicus agreement in the next Amendment No. 2 approved at the December 17, 2019, Council meeting.
After the expiration of Amendment No. 2 at the end of 2020, the government meeting and website/intranet subscription services were extended by another two years with Amendment No. 3. In December 2022, Amendment No. 4 was approved for another year of Granicus services that is set to expire on December 31, 2023.
DISCUSSION:
Amendment No. 5 includes extending the term by three years, updating the contract compensation amount by $566,707 per the new duration, and modifying the scope of services accounting for the present City's needs. The proposed document also lists the project implementations (additional services) started under the current Amendment No. 4 that are still in progress to continue under the new term. The new three-term of the currently provided government meeting (GovMeetings) and website/intranet (GovAccess) subscription services is for the amount of $559,207 and includes an increase of 5% for each year of the amendment term. The amount also contains an additional 110 hours of closed captioning for a total of 200 hours for City Council and Planning Commission Meetings. The proposed amendment also includes other services related to enhancements in the civic engagement/communication and government transparency space for an estimated cost of $7,500.
Existing Services
1. GovAccess (Website/Intranet)
GovAccess platform provides the website and intranet services. The City website www.manhattanbeach.gov is the official site for City information and services available to the public. The intranet provides internally shared information and resources to the City staff. The subscription contains:
• Hosting, maintenance, and licensing, including ongoing software updates and technical support for www.manhattanbeach.gov <http://www.manhattanbeach.gov> and intranet;
• GovDelivery Advanced Package (www.manhattanbeach.gov <http://www.manhattanbeach.gov>) for management and government outreach campaigns via various communication channels providing increased government visibility and constituents’ participation;
• Developer Toolkit to create a new digital experience across any device utilizing tools such as Microsite Builder and Design Studio;
• Annual health check and recommendations for website optimization;
• Disaster recovery with 90-minute failover and 15-minute data replication;
2. GovMeetings (Government Meetings)
The GovMeetings is a complex platform encompassing meeting and agenda management solutions including meeting video streaming and on-demand access. The three-year subscription incorporates the closed captioning services for a total of 200 hours, an increase of 110 hours ($140,444) from the currently provided 90 hours. It includes the following:
• Government Transparency to provide live in-meeting functions i.e. meeting streaming, pushing agenda documentation, and meeting indexing;
• Meeting Efficiency to streamline meeting data capture and minutes production and posting by recording roll calls, motions, votes, notes, and speakers, all indexed with video;
• Legistar to automate the legislative process for the City Clerk from drafting staff reports, assembling and posting the agenda packet, and publishing the minutes;
• Open Platform to supply functions related to uploading/indexing archives and posting agendas and documents;
• Citizen Participation to involve the community in the legislative process and collect civic input via the online tools SpeakUp and eComment;
• LiveManager Software (Encoding Appliance Software) to facilitate the live meeting management, including starting the live stream, indexing agenda/agenda items, recording votes and attendance, and creating minutes;
• Serial Digital Interface (SDI) 720p Streaming protocol to transmit the audio and video broadcast signals commonly used in professional video setup;
• Closed Captions for live meetings and transcription for archival purposes;
Existing Services Annual Subscription Breakdown
o Year 1 - $177,385
o Year 2 - $186,255 (5% increase)
o Year 3 - $195,567 (5% increase)
Existing Services Cost: $559,207
Other Services
In addition to the current services, the proposed contract document includes supplemental services that are to be initiated at the City’s discretion during the lifetime of the amendment. These services include GovMeetings changes related to the implementation of single sign-on for the agenda management system for a $2,500 one-time charge. It also includes optional professional services to be used on an as-needed basis for GovAccess and/or GovMeetings platform ad-hoc changes. The optional services are for $5,000 and are to be billed per actual services rendered. The services under this section are:
• Meeting System Changes / Legistar Agenda Management System - Implementation services for Legistar Single Sign-on (Pass-through Authentication) $2,500 (one-time charge)
• Optional Ad-Hoc Granicus Professional Services / City website www.manhattanbeach.gov or GovMeeting platforms - it may include small changes related to branding, homepage wireframe/design and interior pages layout, Legistar configuration, Media Manager, etc. $5,000 (one-time charge)
Other Services Cost: $7,500
At present, Staff is proposing a three-year amendment to ease the administrative burden of yearly contract extensions. In addition, the 3-year commitment provides a 5% increase cap on the annual terms providing for a better controlled budgeting for the services.
In conclusion, Staff recommends that the City Council adopt Resolution No. 23-0157 approving Amendment No. 5 for a three-year extension of the agreement with Granicus for civic engagement services for a not-to-exceed amount of $566,707.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity may have a significant effect on the environment; therefore, pursuant to Section 15061 (b)(3) of the State CEQA Guidelines, the activity is not subject to CEQA; thus no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1.Resolution No. 23-0157
2.Amendment No. 5 - Granicus
3.Agreement - Granicus (2018)