HomeMy WebLinkAbout4.7 First Amendment to Granicus, LLC Service AgreementSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.7
DATE:October 19, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:First Amendment to Granicus, LLC Service AgreementPrepared by:Marsha Moore, MMC, City Clerk
EXECUTIVE SUMMARY:The City Council will consider amending the Granicus Service Agreement to add one-time fees for Closed Captioning Services and new subscription fees for Recurring Captioning Services and approve future amendments to the Granicus Service Agreement in excess of $45,000 as long as the City continues to utilize Granicus, LLC.
STAFF RECOMMENDATION:Adopt the Resolution Approving the First Amendment to the Granicus, LLC Service Agreement and Approving Future Services Provided by Granicus, LLC.
FINANCIAL IMPACT:The one-time fees for closed captioning services of archived 2020 and 2021 City Council and Planning Commission meetings is $20,010 and the recurring captioning services prorated at 40 hours for the rest of this Fiscal Year is $5,740. The one-time fees and Fiscal Year 2021-22 recurring service will be covered by the Information Technology Fund budget and reflected in a budget change as part of the mid-year financial review. Future yearly recurring captioning services for 48 hours will be $6,888 and will be incorporated into future budget adoption processes.
DESCRIPTION:
In August 2020, the City entered into an agreement with Granicus, LLC to upgrade the agenda
management system and live and archived streaming and recording of the City Council and Planning
Commission meetings. City Council meetings are currently streamed via the TV30 website and the City’s website. Inaddition, recordings of the City Council and Planning Commission meetings are published to the City’s website after the meeting. To improve accessibility to the videos, Staff is recommending
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adding closed captioning to the live-streamed City Council meetings, recorded Planning Commission meetings, and the 2020 and 2021 archived City Council and Planning Commission meetings. Granicus provides closed captioning with 98% accuracy of readability and it allows the public to search agenda materials by spoken word. Closed captioning is an important piece providing transparency and accessibility to the City’s meetings and enhances the online interaction for the public.City Council videosAt this time, TV30 has added closed captioning to their television broadcast, and they are in the process of implementing closed captioning on their web stream. The City will test an option to push the live stream from TV30 to the live stream on the City’s website. Until this option is available and tested, Staff recommends using Granicus for live real-time closed captioning through the City’s website. Planning Commission videosPlanning Commission meetings are recorded by TV30, then archived in Granicus and posted to the City’s website. Staff is recommending using Granicus and adding an annual subscription fee for recurring captioning. Archived City Council and Planning Commission videosStaff is recommending providing closed captioning on the 2020 and 2021 archived City Council and Planning Commission meetings. This will be a one-time fee to Granicus.
STRATEGIC PLAN INITIATIVE:Strategy 4: Become a 24/7 City Hall to Enhance Resident and Business EngagementObjective C: Enhance citizen online interaction via reporting of issues and transparent data.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The City Council Agenda was posted.
ATTACHMENTS:1) Resolution Approving the First Amendment to the Granicus, LLC Service Agreement and Approving Future Services Provided by Granicus, LLC2) Exhibit A to the Resolution - First Amendment to the Granicus Service Agreement between Granicus, LLC and Dublin, CA3) Granicus Service Agreement between Granicus, LLC and Dublin
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 2
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE FIRST AMENDMENT TO THE GRANICUS, LLC SERVICE AGREEMENT
AND APPROVING FUTURE SERVICES PROVIDED BY GRANICUS, LLC
WHEREAS,the City utlizes Peak Agenda Management, LiveManager, and
MediaManager provided by Granicus, LLC to assist in the agenda process and streaming and
recording of certain City Council and commission and committee meetings; and
WHEREAS,Granicus has the ability to provide closed captioning services typed by a live
person in real time for streaming and archived meetings; and
WHEREAS,Sections 2.36.050(A) and (B) of the Dublin Municipal Code allow for
exceptions to the typical public bidding process when a purchase involves goods of a technical
nature, where it would be difficult for a vendor to bid on a standard set of specifications, provided
that the city Council shall award purchases in excess of $45,000; and
WHEREAS,Granicus is the City’s current vendor for internet streaming and archiving of
City Council meetings and archiving of Planning Commission meetings for public viewing on the
City’s website; and
WHEREAS,the City is interested in providing closed captioning on archived videos of
City Council and Planning Commission meetings for 2020 and 2021 and moving forward; and
WHEREAS,the cost of closed captioning, when added to the annual subscription fee
paid to Granicus for Fiscal Year 2021-22 puts the total amount paid to Granicus over $45,000
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin herby
approves the First Amendment to the Granicus, LLC Service Agreement and authorizes the City
Manager, as Purchasing Agent, to add closed captioning to the live streamed and archived
meetings of the City Council and Planning Commission as described to the City Council on
October 19, 2021 and attached hereto as Exhibit A;and future additions to Granicus in excess
of $45,000, subject to available budget appropriated and as long as the City continues to utilize
Granicus.
PASSED, APPROVED AND ADOPTED this 19th day of October 2021, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
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Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
ATTEST:
_________________________________
City Clerk
100
408 Saint Peter Street, Suite 600 Amendment
Saint Paul, MN 55102 Prepared for
United States Dublin CA
Order #: Q-151511
Prepared: 09/29/2021
Page 1 of 4
First Amendment to the Granicus Service Agreement between Granicus, LLC
and Dublin 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 Dublin CA (hereinafter referred to as "Client"), with reference to the following:
WHEREAS, the Client and Granicus entered into an Agreement effective 08/28/2020 (the "Agreement"); and
WHEREAS, in addition to Client's existing solution, Client wishes to add certain products and services as detailed in Q-
151511, which is attached as Exhibit A and incorporated herein by reference; 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. Except as amended by this First Amendment, all other terms and conditions of the Agreement shall remain in
full force and effect.
3. 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.
Dublin CA Granicus
Signature:Signature:
Name:Name:
Title:Title:
Date:Date:
Attachment 2
Exhibit A to the Resolution
101
408 Saint Peter Street, Suite 600 THIS IS NOT AN INVOICE Exhibit A
Saint Paul, MN 55102 Prepared for
United States Dublin CA
Order #: Q-151511
Prepared: 09/29/2021
Page 2 of 4
Exhibit A
ORDER DETAILS
Prepared By:Chloe Scheer
Phone:
Email:chloe.scheer@granicus.com
Order #:Q-151511
Prepared On:09/29/2021
Expires On:10/31/2021
Currency:USD
Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of
performance.)
ORDER TERMS
102
Exhibit A
Dublin CA
Order #: Q-151511
Prepared: 09/29/2021
Page 3 of 4
PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this
Proposal.
One-Time Fees
Solution Billing
Frequency Quantity/Unit One-Time Fee
Closed Captioning Services - Real Time
(Hour)Up Front 138 Hours $20,010.00
SUBTOTAL:$20,010.00
New Subscription Fees
Solution Billing
Frequency Quantity/Unit Annual Fee
Recurring Captioning Services Annual 40 Hours
$5,740.00
SUBTOTAL:$5,740.00
•Additional 5HFXUULQJ&DSWLRQLQJ6HUYLFHVvolume purchased will cover the period of 07/01/2021 - 06/30/2022
*On 7/1/2022, Recurring Captioning Services will renew at a quantity of 48 hours for a cost of $6,888.00.
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Exhibit A
Dublin CA
Order #: Q-151511
Prepared: 09/29/2021
Page 4 of 4
PRODUCT DESCRIPTIONS
Solution Description
Recurring Captioning Services Live closed captioning.
• All Meetings will incur one hour minimum.
• Cancellations within 24 hrs. will be charged 1 hour minimum.
• Caption reservations should be reserved two weeks in advance. Jobs
with little notice may not be guaranteed coverage, 24 hours as an
absolute minimum.
• Real Time Captions are provided at an 98% accuracy readability rating
• Recurring Caption hours not used in the period of performance will not
carry over to the following year.
Closed Captioning Services -
Real Time (Hour)
Remote Real-Time Closed Captioning.
THIRD PARTY DISCLAIMER
Closed Captioning and Meeting Services:Client and Granicus may agree that a third party will provide closed
captioning, transcription services, or other meeting services under this Agreement. In such case, Client
expressly understands that the third party is an independent contractor and not an agent or employee of
Granicus. Granicus is not liable for acts performed by such an independent third party.
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