HomeMy WebLinkAboutItem No. 11CITY Of
LAKE L ^ LSII`IOIZE
`u DREAM EXrREME-
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: GRANT YATES, CITY MANAGER
DATE: JANUARY 22, 2013
SUBJECT: PROPOSED UPGRADE TO THE GRANICUS SYSTEM TO
PROVIDE AGENDA MANAGEMENT SOFTWARE
TECHNOLOGY
Recommendation
Staff recommends that the City Council:
1. Waive the formal bidding process per Municipal Code Section 3.08.070(F)
2. Authorize the City Manager to sign and issue a purchase order for the amount of
$23,575 to Granicus Inc., for upgrading the Meeting Management System to
include Agenda Management Technology.
3. Authorize the City Manager to sign and issue a purchase order for the amount of
$20,292 ($1691 monthly) with Granicus, Inc. for managed hardware, and
licensing fees for Open Platform, Government Transparency, and Legislative
Management Suites.
Background
In 2008, the City contracted with Granicus for web streaming City Council, Planning
Commission, Public Safety Advisory Commission (PSAC), and Citizen Corps meetings.
The system for live web streaming and archiving video and /or audio recording of the
various meetings has been tremendously successful toward government transparency.
Over 9,000 people have viewed live and /or archived video and /or audio recordings, and
the system has logged over 88 concurrent viewers (number of users watching video at
the same time).
The current system is limited to streaming live and /or archived video and meeting
management. At the time the City implemented the system, agenda management was
not offered directly by Granicus, and to integrate another system or systems would have
been costly.
AGENDA ITEM NO. 11
Page 1 of 11
Purchase Of Granicus Agenda Management
January 22, 2013
Page 2 of 4
The City Clerk's Department performs time- consuming pre- meeting functions such as
drafting legislation, getting all staff reports and attachments approved, compiling
information from various departments, and creating an agenda which meets the Brown
Act mandates. The City Clerk is looking to reduce the pre - processing staff time and
increase legislative accuracy.
Discussion
In an effort to provide residents accessibility to local government, the City of Lake
Elsinore contracted with Granicus in 2008. Granicus provides live streaming video, on
demand webcasts of City Council, Planning Commission, PSAC, and Citizen Corps
meetings for viewing and /or listening anywhere Internet access is available.
At the present, the City pays a monthly fee of $911 to Granicus for their managed
services. This fee includes complete monitoring and maintenance of the City's on -site
hardware and 24/7 technical and user support. The managed service includes all
software upgrades, bandwidth and unlimited storage of City Council, Planning
Commission, PSAC, and Citizen Corps meetings. Granicus software provides for full
text keyword search functionality for the archived meeting agendas and minutes posted
to the City's website.
As part of the City's Customer Service initiative, staff reviewed competitive products for
this technology. While other vendors are capable of providing similar products, staff
believes that Granicus is the leader in the market with proven technologies. Further, the
City has had great success with Granicus over the past four years, and the addition of
these suites builds upon that foundation.
The proposed upgraded Granicus system as defined in the proposal (Exhibit A) would
provide the following:
Legislative Management Suite ($23,575 Up -Front Cost $780 Monthly Cost)
The Legislative Management Suite offers a complete and automated agenda workflow
solution which will replace the manual process. Agenda items can be created and
assigned to the appropriate agenda, making agenda creation seamless. Staff report
approvals are done electronically; approvers are notified when it is their turn to review
and the agenda item is created in one step with the data input from the staff report
originator. Once the agenda is generated, the minutes report is automatically created
with the same data. All attendance, actions, motions /seconds, votes and notes can be
captured for the public record. This suite also allows the City to track legislation from
inception through approvals and actions taken. The agenda interface on the City's
website receives an enhancement which . allows citizens to access all supporting
documents pertaining to the agenda item of interest. This enables efficient viewing of
Page 2 of 11
Purchase Of Granicus Agenda Management
January 22, 2013
Page 3 of 4
the agenda with the video and reduces the need of opening additional webpages for
supporting documentation.
iLegislate (No Cost)
Distribute and publish agenda and agenda packets to elected officials and staff on a
mobile device, make private notes on agenda items, bookmark and email agenda items
and supporting documents, and view archived video.
Implementation
The Legislative Management system is completely customized by Granicus for our
current legislative and approval process. It is estimated the implementation of
Legislative Management system to take four to five months to develop the specific
system to our requirements. Vendor training of the Legislative Management system will
consist of 3.5 days of onsite and 2 days of online training for the City Clerk's Office,
Information Technology Division, Department Heads, and all other City staff involved in
the agenda development /approval process. Full implementation of the agenda
management system is projected by the end of June, 2013. After the system is fully
installed, tested, and implemented for the City Council meetings and the legislative
process, staff will review and make further recommendations for expanding the system
and a subsequent roll out to the Planning Commission, PSAC, Oversight Board and
Citizen Corps meetings-
Fiscal Impac
The City contracts with Granicus for the current system in the amount of $10,932
annually. The yearly contract will increase by $9,360, for the new annual contractual
amount of $20,292.
The one -time and on -going costs to implement the upgrade are as follows:
$ 23,575 One -time start -up costs.
$ 20,292 Annual licensing, cloud data storage, and managed services.
The Granicus Legislative Management Suite was approved under the CIP budget for
Fiscal Year 2012 -2013. Sufficient Funds are available through the Public-Education-
Government (PEG) Franchise Fees Fund. The City receives PEG funds from Verizon, a
franchised cable television company operating in Lake Elsinore, which can be used for
Capital projects and support of the production of local PEG programming. The current
PEG balance is $140,788. The remaining balance after implementation of Granicus
Legislative Management system will be $96,921. The City receives $47,788 annually
through PEG Franchise Fees that will more than cover annual operating cost of
$20,292.
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Purchase Of Granicus Agenda Management
January 22, 2013
Page 4 of 4
Wavier of Competitive Bidding Procedures
Pursuant to Section 3.08.070(F) of the Municipal Code, the City Council has the
discretion to waive the competitive bidding requirement that would otherwise be utilized
for this purchase. The system benefits outlined above and the fact that these products
are available only from Granicus, staff recommends that the City Council waive the
competitive bidding pursuant to Municipal Code Section 3.08.070(F) and allow the City
Manager to contract directly with Granicus as outlined in this agenda report.
Prepared by: Toby Soto, Information Technology Supervisor
Virginia Bloom, City Clerk �(I
Approved by: Grant Yates
City Manager
Attachment: Exhibit A — Granicus Proposal for the City of Lake Elsinore
Page 4 of 11
: z granicus.
Government Transparency and Legislative Management Suite
Proposal presented to
Toby S oto CITY OF
Information IechnologySupervisor
C n ar Lake
J a n uary isr,�r` LAKE LSII`�O
auary "1013
F �„ DREAM EXTREME
Page 5 of I 1
granicuso
Dear Toby,
It has been a p.lcasure to work with the Lake Elsinore over the years. The City is one of our "legacy
clients" who has been with us sirxr> the early years of Granicus. We. look forward to continuing our
rewarding, long -term relationship with you. On Ito following few pages, you will find a breakdown of
the needs that have been uncovered, our proposed solution, detailed pricing, some of our key
differentiators, and a checklist that outlines our next steps.
Primary Initiatives
During our consersationS and assessment of City of Lake Elsinore's prirrrary I')USMCe S challenges, We
discovered the following initiatives:
a An efficient and accurate agenda process that makes the most of the City'.=, resources
* Current agenda process is a manual process
Ideal Solution Components
0 Ability to continue to create staff report within Microsoft Word.
Powerful integration with Laserfiche document management system
Ability for decision makers to provide feedback through the system on agenda submittals.
Flexible solution that will allow the City Clerk and City management to decide which items can
be added on to the agenda if they are late submittals.
Ability for the drafter to track at all times the status of their agenda submitt °al Where and who
is reviewing the agenda submittal.
Provide the City Cle lk the ability to easily captures agenda titles and recommendations, and
assign agenda items to different sections of the agenda.
One integrated solution that will allow the City Clerk to manage, pre -, live and post meeting
processes smoothly.
Impact of Success
We. discussed how the Lake Elsinore would measure and determine success with proposed Granicus
solutions. The following were items that you wanted to achieve:
Staff time saved to secure agenda submittal approvals and assemble agendas and agenda
packets for City Council and .1.2 additional packets to deparn-nenial staff
Staff time saved on records requests (Freedom of Inlormation Act) through Insite webpage
Allow agenda process to run efficiently I egardless of location
Cost savings frorn reduced paper consumption for public meetings
Increased transparency and improved service provided to constituents.
2
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Plan
k
We will be developing a plan for going live will) the new solution over the next few weeks once the
funding source for this project has been identified.
Also, below you will find a de'uiiled proposal for the. solution that the Lake Lkinore has chosen, The
proposal and pricing incluo<<s all training, software, hardware, 24/7/365 support, professional services,
insi:allation and implementation.
Our next steps are to review this proposal and 4 appropriate, present the proposal to the Executive
team and finalize go live dates. I look forward to working with you over the next few weeks to start
work on the Agenda Management project.
Over IMO jurisdictions have selected Gramtu> as a partner to help them build trust with citizens,
reduce staff time spent on processing meetings, and engage citizens in productive new ways. We hope
that you have found tremendous value: in being a part of the Granicus client family.
Since
Drew Baiter
Account. Manager
Granicus, Inc.
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granicus.
The Legislative M anagemcnt Suite offers a complete and au[ornated agenda workflow solution Create
agenda items and assign t.heur to the appropriate agenda, making agenda creation searless. Itern
approvals are done automatically — approvers are notified when it's their turn to review. Seamlessly
connect agenda data to the Wad to review agendas and supOlydocuments, take notes and more
through the iLegislate application. Capture all meeting actions after the meeting into the public record.
Plus, you can organize and store electronic documents of any file format in one repository. All
documents are automatically tagged and indexed, making search and retrieval easy. This Suite also
allows you to track legislation from inception through approvals and actions taken. Click here for more
information on the 1-ejgislative Management Suite.
Agenda item drafting
Electronic approval process
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Agenda packet generation and publication
Organize store and retrieve documents
COitiYlu0U5 legislative WOr<flow
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Traci < and search legislative data
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s World's most experienced provider of government transparency, citizen participation, meeting
efficiency, legislative management, and training management solutions with:
o Over 900 clients in all 50 states, at every level of government
Over :31 million government webcasts viewed
More than 265,350 government meetings online
® First fully integrated legislative workflow management system for local government
Open API at and SDK allow for seamless integrations with systems already in place
Certified integrations provide flexibility and choice of agenda workflow solutions
Only government webcasting service to provide encoding, minutes annotation, transcription,
and closed captioning services
Truly unlimited storage and distribution for all meeting bodies and non - meeting content
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granicus.
Indefinite retention schedules for all archived meeting and non meeting content
Only provider of both government welxasting and citizen participation services
Only provider of both government webcasting and training management services
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24 /7/365 customer service and supp0i7
* 97% customer satisfaction rating, 99% client retention rating
Ranked 185 on Deloitte 500 fastest growing companies
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* Client Success stories are available here: hurl;(jwww ; granicus.coIIJCliee is / Case - Studi 5 as x
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