Title
Electronic Agenda Management System and Video Streaming Service Subscriptions Renewal - Requirements Contract - RFA 19-117 (Ordinance S-45480)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Granicus, Inc., to renew the subscriptions for the electronic agenda management system and video streaming service for the City Clerk and Information Technology Services departments in an aggregate amount not to exceed $395,000 over a five-year period, with an estimated annual expenditure of $78,900. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This contract will renew existing subscriptions for the electronic agenda management system and video streaming service currently used by City staff to initiate, review, approve, compile, publish, and disseminate City Council reports, meeting agendas, and minutes. The video streaming service is used by PHX11 and the Information Technology Services Department to manage the live stream broadcast video for PHX11 (including City Council meetings and all other types of streamed video content). These systems are critical to ensuring the public has access to information about matters being considered by the Council and to video record of the proceedings as well.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
The original contract with Granicus was awarded through a competitive Request for Proposals process. In accordance with Administrative Regulation 3.10, normal competition for this subscription renewal was waived as the result of a Determination Memo citing the existing investment in Granicus Legistar and related products which are currently used by more than 1,200 staff representing all departments and functions. Agenda processing will continue seamlessly and transparency will be enhanced as the City builds upon its experience with the products to continually improve efficiency and customer service.
Contract Term
The five-year contract term shall begin on or about April 3, 2019.
Financial Impact
The aggregate contract value shall not exceed $395,000 (including applicable taxes), with an estimated annual expenditure of $78,900. Funds are available in the City Clerk and Information Technology Services department's budgets.
Concurrence/Previous Council Action
On April 2, 2014, City Council awarded City Clerk Contract 138820 to Granicus, Inc. to provide the City Clerk Department with an electronic agenda management system.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the City Clerk and Information Technology Services departments.