HomeMy WebLinkAbout10/5/2005 - STAFF REPORTS (12) i0v(F A LM S..
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Cq</FOR��P CITY COUNCIL STAFF REPORT
DATE: OCTOBER 5, 2005 CONSENT CALENDAR
SUBJECT: AUTHORIZING THE PURCHASE OF EQUIPMENT AND RELATED
SERVICES FOR VIDEO STREAMING TO GRANICUS INC.
FROM: David H. Ready, City Manager
BY: Office of the City Clerk
SUMMARY
The City Council will consider awarding a sole source purchase for video streaming and
related services and equipment in an amount not to exceed $ 89,326.36.
RECOMMENDATION:
1. Approve Minute Order No. Waiving further competition and authorizing
the purchase of video streaming equipment and related services to Granicus Inc.
in the amount of $ 76,466.25.
2. Approve Minute Order No. Authorizing the purchase of two servers in the
amount of$7,960.44 to Dell Computers.
3. Approve Minute Order No. , Authorizing the installation of CAT5 and
touchscreen devices in Council Chamber in the amount of $ 4,899.67 to Sound
Image, Inc.
4. Authorize the City Manager to execute any necessary documents to effectuate
the purchases.
STAFF ANALYSIS:
Driven by limited resources and staff, municipal governments are continually searching
for cost-effective solutions to help them operate more efficiently and save money.
Item No. 2 , E,
City Council Staff Report
October 5, 2005 -- Page 2
Award Purchase Granicus, Inc.
Basically, streaming video is video on-demand at your fingertips. Many cities are
presenting and/or archiving their council meetings online using streaming video. It is a
convenient option for residents and the business community who have a desire to get
involved in local government and hear what their elected leaders are saying.
During the visioning sessions of 2004, the City Council identified communication with
residents and businesses as a priority. In keeping with the City Council's commitment
to openness and accessibility, adding streaming video to the City's website would be a
viable way of achieving our communication standards.
In 2003, the Palm Springs Citizen Survey conducted by National Research Center, Inc.
shows that 69% of those participants strongly support and/or support expanded website
offerings, enhanced news, and/or email subscription services to keep informed on
current events and happenings in the City.
The proposed system and solutions from Granicus, Inc. would be configured for Council
Chamber for use by the City Council and the Planning Commission. Meetings would
continue to be broadcast live on PSCTV Channel 17. Additionally, meetings would be
broadcast live on the City's website. This enables the business community and the
public without cable TV to view meetings live. Even seasonal residents will be able to
tune-in live to City Council meetings from their summer homes while enjoying a more
comfortable summer climate.
The streamed video would then be archived by Granicus, Inc. This on-demand feature
would allow users to view video at their leisure. Meeting audio and video would be
accessible on the City's website and would be indexed with multiple jump points. These
indexes allow users to jump directly to specific points within the audio/video archive.
The solution also allows for a keyword search based on all of the index points
associated with the complete library of video archives. Streamed video will remain
archived by Granicus for a period of one-year.
Staff plans to incorporate minutes and staff reports with the meeting index, which would
interface and allow users to simultaneously access archived video and documents
pertaining to specific agenda items. A user can jump to a specific agenda item and
view the associated attachments while watching the streaming video.
The City of Milpitas, in 2003, contacted and surveyed other jurisdictions that currently
stream meetings and found that approximately 85% of their usage occurred after the
scheduled meeting. Members of the public were viewing meetings or specific meeting
items after they occurred. This is a matter of convenience or a desire to review the
index meetings along with ancillary documents, such as staff reports and minutes.
City Council Staff Report
October 5, 2005 -- Page 3
Award Purchase Granicus, Inc.
Not only will the Granicus solution broadcast public meetings, the system can be used
by Public Information, PSCTV Operations and other departments to present video
content internally or externally over the web. The City will have the capability to convert
normal video into a digital image and deliver public education, public service
announcements (such as public service messages, public safety alerts and
neighborhood involvement issues) that could be made available to the public on-
demand 24 hours a day, seven days per week via the City's website.
In March, 2005 the City Council expressed interest in the purchase and the installation
of a voting system in Council Chamber. The proposed system includes the Granicus
MinutesMaker Module and Voting System Module.
The voting system provides for seven touchscreen devices installed at each station in
Council Chamber. Attendance, legislative motions, and votes will be recorded directly
from the Council into the meeting minutes.
When a motion is made it is recorded by the City Clerk and subsequently displayed to
each Councilmember. As the Mayor calls for the vote, Councilmembers are prompted
through a simple display to cast their vote on the current motion. The voting system
records and tallies the votes live, and will display the vote results to the touchscreens
and the large projector screen for public viewing, then insert the vote into the minutes.
Based on Robert's Rules of Order and standard parliamentary procedure, it allows the
system to easily record a variety of motion types including; amendments, substitute, and
free form motions.
Each attendance, roll call, motion, and/or vote will be automatically linked to the
audio/video recording. Staff will complete minutes with a minimal amount of annotation
work following the meeting.
Firewall protection will be used to ensure compliance with the Brown Act, so that
Councilmembers will be prohibited from communicating with each other and the public
vis-a-vis the touchscreen devices.
Granicus has developed its program specifically for local governments, and it is a
complete solution for internet broadcasting and archiving for local government. In the
future, should the City wish to automate agenda, legislative history, document
management functions; Granicus allows for the integration with other platforms.
Granicus has worked with local governments to produce a complete system that
archives and manages all aspects of public meeting records. All ancillary functions are
automatically synchronized and cross-linked allowing for intuitive web based search and
retrieval of information.
City Council Staff Report
October 5, 2005-- Page 4
Award Purchase Granicus, Inc.
Below is a partial list of Cities currently using Granicus, Inc. to provide webcast
solutions:
Apple Valley Gilroy Petaluma
Baldwin Park Hampton Sacramento
Bellevue Irvine San Diego
Berkeley Kirkland San Francisco
Brentwood Long Beach Santa Monica
Calabasas Manhattan Beach Stockton
Carson Milpitas Scottsdale
Cerritos Newport Beach Tallahassee
Chino Palmdale Torrance
El Segundo Pasadena Winslow
Staff contacted several cities currently using Granicus, Inc. All references indicated a
positive experience with Grancius and indicated the provider exceeded their
expectations with customer service, completed the installation on-time and within
budget.
An example of how the system operates can be seen at the website for the City of
Stockton at http://stocktongov.com/then click on City Council Meetings online.
After substantial research, including discussions with other cities that offer streaming
video, staff has concluded that Granicus, Inc. is the only firm that can offer Palm
Springs the precise product for which we are searching.
Granicus has developed its program specifically for local governments, with a focus on
City Council and City Clerk functions. Staff was unable to identify any other vendors
that can offer a product designed to meet the needs of meeting workflow, along with
integration of documents, capturing votes and the preparation of minutes.
Although staff does recognize that other vendors do provide video streaming services,
staff concluded that Granicus, Inc. was the only provider that offered video streaming
with a fully intergraded system including ancillary functions to provide an integrated
solution that fully meets the needs of the City of Palm Springs.
The following is a partial list of cities that purchased the Granicus system as sole source
vendor: Milpitas, Gilroy, Roseville, Irvine, San Carlos, Richmond, Pasadena,
Scottsdale, Newport, Santa Monica, Baldwin Park, Apple Valley, Petaluma, Los Angeles
Channel 36, Chino, Torrance, Newport Beach, Palmdale.
In addition, the City Council of City of Cathedral City moved forward and approved a
contract with Granicus, Inc. at their September 28, 2005 City Council meeting.
Coordination of our purchase and installation with that of Cathedral City could offer a
City Council Staff Report
October 5, 2005-- Page 5
Award Purchase Granicus, Inc.
potential reduction in training costs if both cities were successful in implementing the
solutions at the same time.
While initially researching streaming of meetings staff looked at streaming meetings
directly as opposed to using a service provider. Currently staff does not have the
resources to stream directly, and the City would need to acquire software, hardware,
editing equipment and additional bandwidth. Additionally, staff would be required to edit
and digitize each agenda item to allow "searchability." This approach would also affect
the efficiency of the City's network when there are multiple requests for on-demand
viewings of meetings.
l
1
FISCAL IMPACT: Finance Director Review:
Acquisition Cost of Project:
Granicus, Inc. $ 76,466.25
Dell Computers $ 7,960.44 (2 servers)
Sound Image $ 4,899.67 (installation of CAT5 and Touchscreens)
Total Amount of Project: $ 89,326.36
Acquisition Costs Source of Funds:
The majority of the acquisition costs are budgeted in Capital Improvements City Council
Chamber Technology Improvements (Fund 261 Capital Improvement Plan Item 14).
Staff is requesting the City Council direct the City Treasurer to allocate $24,000 for the
acquisition from Technology Fund Capital Improvements Unallocated Projects and
General Fund Capital Improvements Unallocated Projects. Such a transfer does not
require a budget adjustment.
$ 65,000 Fund 261 Capital Improvement Plan (Item 14)
$ 18,000 Technology Fund Capital Improvements Unallocated Projects
6,000 General Fund Capital Improvements Unallocated Projects
$ 89,400 Total
Managed Services:
Annual maintenance, software upgrades, technical support, customer service and
media storage costs in the amount $16,800 per year. Amount required for the balance
of fiscal year 2005-06 is $10,800. ($1,400 per month for the remaining seven months of
fiscal year 2005-06).
Managed Services Source of Funds:
$ 5,000 City Clerk Contract Services 1 00-1 1 50-43200
5,800 Technology Fund
$10,800 Total
City Council Staff Report
October 5, 2005-- Page 6
Award Purchase Granicus, Inc.
ALTERNATIVES:
The City Council could consider expanding video streaming capabilities to the Large
Conference Room at City Hall. However, the Large Conference Room capabilities
would include streaming only, not a voting system.
Total Amount to Grancius $77,372.25. (increased by $ 906.)
Total Amount to Dell $11,960.44 (increased by $4,000.)
At a later time the City could add a mobile encoder which would provide capabilities for
audio streaming from remote locations such as the Airport, Library, and for such uses
and the Council/Tribal meetings and other City related meetings.
M es Thompson, City Clerk David H. Ready, City May, F&r
Gttachments:
Minute Order Approving Granicus
Granicus, Inc. proposal for Council Chamber
Alternate Proposal including Large Conference Room
Minute Order Approving Dell
Dell, Inc. proposal for Servers
Minute Order Approving Sound Image
Sound Image proposal for installation of CATS/Touchscreens
MINUTE ORDER NO.
WAIVING FURTHER COMPETITION AND
AUTHORIZING THE PURCHASE OF VIDEO
STREAMING EQUIPMENT AND RELATED
SERVICES TO GRANICUS INC. IN THE AMOUNT
OF $76,466.25.
I James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order, waiving further competition and authorizing the purchase of video
streaming equipment and related services to Granicus Inc., in the amount of
$76,466.25, was adopted by the City Council of the City of Palm Springs, California, in
a meeting thereof held on the 5ch day of October, 2005.
James Thompson, City Clerk
Granicus Media Manager
Hardware (Provided by City)
Single Processor Intel Xeon,3.0 GHz Processor
72GB Hard Drive
1 GB SDRAM 133 MHz,4x128MB DIMMs
Windows XP Professional
Configuration
Hardware(Provided by City) $0.00
ME
Software
Basic (one encoder/parser) $4,500.00
Meeting Manager $6,750.00
Enterprise $3,600.00
_Bundle Discount ($2,250.00)
sales Tax 7.75% $976 50
Subtotal $14,026.50
Granicus MediaVault
Hardware(Provided by City) $0.00
Dell Server-Power Edge 1850 Next Day Three Year Service
Single Processor Intel Xeon, 3.0 GHz Processor
72GB Hard Drive
'1 GB SDRAM 133 MHz, 4x128MB DIMMs
Windows 2003 Server
Configuration
Hardware (Provided by City) $0.00
Software $450.00
Software
MediaVault Software $5,400.00
Software License Bundle Discount ($2,250.00)
Sales Tax 7.75% $244 13
Subtotal $3,844.13
Granicus Stream Replicator
Hardware (Uses MediaVault Hardware) $0.00
Software
Stream Replicator Software $2 250 00
Sales Tax 7.75% $174.38
Subtotal $2,424.38
Granicus Voting System
Hardware
(7)- 15 inch Touch Screen (one for each member) $14,000.00
(7)-Touch Screen Mounting Brackets (one for each Screen) $1,200.00
(1) - Dell Server-Dimension 2400 Next Day Three Year Service $950.00
Single Processor Intel Pentium 4 Processor with HT Technology
80GB Hard Drive
1 GB SDRAM 333 MHz
Windows XP Professional
Configuration
Hardware $1,000.00
Software $1,950.00
Software
_Granicus Voting System Software (7 seats) $17,000.00
Sales Tax 7.75% $2,569.13
Subtotal $38,669.13
Professional Services &Other Hardware
Other Hardware
1) 1 by 4 Distribution Amp (Provided by City) $0.00
Cabling for Council Touch Screens and Projection (Provided by City) $0.00
Training
(4) Days Onsite $6,000.00
Encoder I MediaVault Remote Installation $800.00
Voting System Installation
Voting System Work Flow Analysis and Configuration $4,000.00
Web Site Integration $4,500.00
Sales Tax 7.75% $27.13
Subtotal $17,177.13
MINNINIMMMI
First Months Managed Services
Total Bundle Discount ($4,500.00)
Total Sales Tax 7.75% $3,991.25
Total $77,866.25
Total Monthly ` $11400.00 �
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Granicus Media Manager
Hardware (Provided by City)
(2)-Dell Server-Power Edge 750 Next Day Three Year Service $0.00
Single Processor Intel Xeon,3.0 GHz Processor
72GB Hard Drive
1 GB SDRAM 133 MHz,4x128MB DIMMs
Windows XP Professional
Configuration
Hardware(Provided by City) $0.00
Software $900.00
Software
Basic (one encoder/parser) $4,500.00
(Meeting Manager $6,750.00
Enterprise $3,600.00
(Bundle Discount ($2,250.00)
Sales Tax 7.75% $976.50
Subtotal $14,476.50
Granicus MediaVault
Hardware(Provided by City) $0.00
Dell Server-Power Edge 1850 Next Day Three Year Service
Single Processor Intel Xeon, 3.0 GHz Processor
72GB Hard Drive
'I GB SDRAM 133 MHz, 4x128MB DIMMs
Windows 2003 Server
Configuration
Hardware (Provided by City) $0.00
Software $450.00
Software
MediaVault Software $5,400.00
Software License Bundle Discount ($2,250.00)
Sales Tax 7.75% $244.13
Subtotal $3,844.13
Granicus Stream Replicator
Hardware (Uses MediaVault Hardware) $0.00
Software
Stream Replicator Software $2,250.00
Sales Tax 7.75% $174.38
Subtotal $2,424.38
Granicus Voting System
Hardware
(7)- 15 inch Touch Screen (one for each member) $14,000.00
(7) -Touch Screen Mounting Brackets (one for each Screen) $1,200.00
(1)- Dell Server-Dimension 2400 Next Day Three Year Service $950.00
Single Processor Intel Pentium 4 Processor with HT Technology
80GB Hard Drive
1 GB SDRAM 333 MHz
Windows XP Professional
Configuration
Hardware $1,000.00
Software $1,950.00
Software
_Granicus Voting System Software (7 seats) $17,000.00
Sales Tax 7.75% $2,569.13
Subtotal $38,669.13
Professional Services &Other Hardware
Other Hardware
(2) Osprey 230 Encoder Card $750.00
(1) 1 by 4 Distribution Amp (Provided by City) $0.00
Cabling for Council Touch Screens and Projection (Provided by City) $0.00
Training
(4) Days Onsite $6,000.00
Encoder/MediaVault Remote Installation $800.00
Voting System Installation
Voting System Work Flow Analysis and Configuration $4,000.00
Web Site Integration $4,500.00
Sales Tax 7.75% $58.13
Subtotal $17,608.13
Shipping $350
First Months Managed Services $1,400.
Total Bundle Discount ($4,500.00)
Total Sales Tax 7.75% $4,022.25
Total $78,772.25
Total Monthly $1,)400.00
MINUTE ORDER NO.
AUTHORIZING THE PURCHASE OF TWO
SERVERS IN THE AMOUNT OF $7,960.44 TO DELL
COMPUTERS.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order, authorizing the purchase of two servers in the amount of $7,960.44 to
Dell Computers, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 5th day of October, 2005.
James Thompson, City Clerk
Page I of 2
DELL QUOTATION
QUOTE #: 240080958
Customer#: 5039689
Contract #: 61140
CustomerAgreement #: 3-94-70-0012
Quote Date: 8/24/05
Date: 8124/05 11:29:20 AM Customer Name: CITY OF PALM SPRINGS
TOTAL QUOTE AMOUNT: $7,960.44
Product Subtotal: $7,387.84
Tax: $572.60
Shipping & Handling: $0.00
Shipping Method: Ground Total Number of System Groups: 1
GF2OUP: 1 OUAN`f'rrY: 2 SYSTEM PRICE: $3,693.92 GROUP TOTAL: .$7,387.84
Base Unit: 3.2GHzl1MB Cache,Xeon,800MHzFront Side Bus for PowerEdge 2850(221-5964) $1,218.62
Processor: Information,No Second Processor(311-1193)
Memory: 1GS DDR2 400MHz(2X512MB)Single Ranked DIMMs(311.3586) $244.30
Keyboard: No Keyboard Option(310-3281)
Monitor: No Monitor Option(820-0058)
Video Memory: Riser,ROMB,PCI-X,PE2850(320-3977)
Hard Drive: 73GB,U320,SCSI,I IN 10K,PE2850(341.1305) $275.65
Hard Drive Controller: Embedded RAID-PERC4 Embedded Integrated(341.1506) $209.30
Floppy Disk Drive: 1.44MB Floppy Drive(341-1308) $21.00
W2K3 Server Standard Edition,5 Client Access Licenses,English for PowerEdge(420-
Operating System: 4042) $559.30
Mouse: Mouse Option None(310-0024)
NIC: Dual On-Board NICS ONLY(430.8991)
CD-ROM or DVD-ROM Drive: 24X IDE CD-ROM(313-2700) $21.00
Sound Card: Bezel for PE2850(313.2693) $4.20
Speakers: 1x6 Hard Drive Backplane PE2850(311.4282) $139.30
Documentation Diskette: Electronic Documentation and OpenManage CD Kit,PE2850(310-5474)
Additional Storage Products: 73GB,U320,SCSI,11N 10K,PE2850(341.1305) $275.65
Feature MR5,ROMB RAID 5,Drives attached to PERC4ei,PE2850(341.1356)
Feature NO RAILS INCLUDED(310-6915)
Service: DECLINED CRITICAL BUSINESS CRITICAL SERVER OR STORAGE SUPPORT
PACKAGE-CALL YOUR DELLSALES REP IF UPGRADE NEED(960-1305)
Service: Type 1 Contract-Same Day 4-Hour 5x10 Parts and Labor On-Site Response Initial Year
(902-4390)
Service: Type 1 Contract-Same Day 4-Hour 5x10 Parts and Labor On-Site Response Two Years
(902.3042)
Installation: On-Site Installation Declined(900-9997)
Misc: Redundant Power Supply With Y-CORD and Straight Cords PE2850(310-5461) $174.30
73GB,U320,SCSI,I IN IOK,PE2850(341-1305) $275.65
73GB,U320,SCSI,1 IN 10K,PE2850(341-1305) $275.65
Online Featured Promotion(462-5260)
file://C:\Documents%20and%20Settings\JayT\Local%20Settings\Temporary%20Internet... 9/15/2005
Page 2 of 2
L I
E SALES REP: RYAN SPARKS PHONE: 1800-901-3355
Email Address: I Ryan_Sparks@Dell.com Phone Ext: 7282726
For your convenience,your sales representative, quote number and customer number have been
included to provide you with faster service when you are ready to place your order. Orders may be
faxed to the attention of your sales representative to 1-866-844-0532. You may also
place your order online at www.dell.com/quote
This quote is subject to the terms of the agreement signed by you and Dell, or absent such agreement,
is :subject to the applicable Dell terms and conditions agreement.
Prices and tax rates are valid in the U.S. only and are subject to change.
'Sales/use tax is a destination charge, i.e. based on the "ship to"address on your purchase order.
Please indicate your taxability status on your PO. If exempt,please fax exemption certificate to
Dell Tax Department at 888-863-8778, referencing your customer number.
If you have any questions regarding tax please call 866-433-9019. "`
All product and pricing information is based on latest information available. Subject to change without
notice or obligation.
LCD panels in Dell products contain mercury, please dispose properly.
Please contact Dell Financial Services'Asset Recovery Services group for EPA compliant disposal
options at US_Dell_ARS_Requests@dell.com. Minimum quantities may apply.
Shipments to California: For certain products, a State Environmental Fee Of Up to $10 per item may be
applied to your invoice as early as Jan 1, 2005. Prices in your cart do not reflect this fee. More Info: or
refer to URL www.dell.com/environmentalfee
file;://C:\Docmi-ients%20and%20S ettings\JayT\Local%20Settings\Temporary%20Intemet... 9/15/2005
MINUTE ORDER NO.
AUTHORIZING THE INSTALLATION OF CAT5 AND
TOUCHSCREEN DEVICES IN COUNCIL CHAMBER
TO SOUND IMAGE, INC., IN THE AMOUNT OF
$4,899.67.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order, authorizing the purchase of CAT5 and touchscreen devices in Council
Chamber to Sound Image, Inc., in the amount of $4,899.67, was adopted by the City
Council of the City of Palm Springs, California, in a meeting thereof held on the 5ch day
of October, 2005.
James Thompson, City Clerk
0509CPS(Computer Video Network Installation).xls 'I
Southern California
SOUND
Base Bid: Video System IMAGE N..
Job Name: City of Palm Springs Date: 09/14/05
3200 Tahquitz Cyn.Wy.
Palm Springs,Ca.92262
All: Jay Thompson Quoted by: SO
Tel#: Sale by: DP
Fax#:
E-mail: invu4Aci.oalm-spi inas.ca.us Version: 1.0
Quote#: 0509CPS VIDEO SYSTEM
Quantity Manufacturer Model Description Kq NOW Sell Price Sell Ext.
Video System
7 Sound Image Single CATS Network plates S 17.50 $ 122.50
7 Belden CAT 5 Cat 5 Patch Cables 6.50 45.50
2 Belden 1583A CATS Enhanced cable 95.00 190.00
1 Extron VGA 2x1 2 x 1 VGA switch 200.00 200.00
1 Extron P2 DA2 Plus VGA DA 155.00 155.00
NON-TAXABLE ITEMS
+ SI Engineering Design and Consultation
+ Si Engineering AutoCAD Drafting and Engineering
+ SI Operations Project Management
+ SI Engineering Final lest and balance
+ SI Operations Operational system training:
+ Si Operations Project Administration
TOTALS
Equipment Total: $ 713.00
Consumable Installation Supplies: 195.00
Tax: 7037
Freight: 71.30
System Programming: -
Field Ihstallation Labor: 3,040.00
Shop Labor: 150.00
Project Administration: 120.00
Travel and Accommodation: 540.00
Licenses and fees:
Grand Total: $ 4,899.67
Southern California Sound Image Phone(760)737-3900
2415 W.Vineyard Ave.Escondido, CA 92029 Fax(760)737.3929
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Granicus, Inc.
An End-to-end solution for creating, managing, and
distributing lave and archived streaming media for
local government.
Granicus improves local government's external and internal access to public meetings,training,
cable content, plus much more.Your streaming media files are made available live over the
Internet, and as searchable archives that can be used for efficient long-term record keeping.
Streaming with Granicus improves public access beyond the limitations of your cable broad-
cast.The availability of searchable archives allows not only any meeting, but also any section
of a meeting to be retrieved at anytime using a simple keyword search. In addition, documents
like; staff reports,agenda's, and minutes can be synchronized and linked to your audio/video
archive,all of which will be available through the City's or County's web site.
r Live Streaming 24/7
P~ Scheduled archiving of meetings and programming
The Numbers Speak Out Automatic publishing of streaming to the Web
85% of requests are for archived streaming
media using indexing or search. Requests are r" Automated indexing of meetings by agenda'item
averaging z,000/month. w Web based search of audio/video �ecordsb 'keyword
—City of Cerritos, Population 55,000 Y` Yw
40% compounded increase in Internet access
Link documents to audio/video rebor'd by age'nda,item
purchases for the next four years. 0- Provides internal and hosted distribution of streaming content
—Forbes.com
User/Group access control and administration
Integrated minutes annotation tool for the Clerk's Office
Integrates well with your existing enterprise architecture
In today's saturated environment of information delivery, utilizing cable broadcast alone to
distribute your audio/.video content is not enough.As competition from satellite television and
dish providers eats<into to the local cable market,cities and counties are slowly loosing their
ability to engage their citizens and other stakeholders:However,with the increasing number of
households utilizing Internet'access Public Information Officers can recapture their citiienns and,
stakeholders outside of the city or county limits.
Realizing the Benefit
From the Clerk's office to the IT department, agencies
save time and money through Cranicus` solutions for
local government.
Our end-to-end solution provides substantial savings for your entire staff,expands access to
public meetings,and creates new possibilities in delivering audio/video content for internal
training and public education.
Improve Communications and Save Money
► Make meetings available live over the Internet for citizens and
all government departments
► Create searchable digital archives,saving research/access time
► Workflow automation through software, saves staff time
► Synchronize and link documents to the audio and video record
► Include staff reports,agendas, minutes,and more
► Publish to public or internal web sites
Expand Government Media Delivery
► Deliver public education content
► Public service announcements
► Training video,on-demand
Simple Technology Solution
► Easy to integrate into existing infrastructures
► Out-of-the-box software for ease of use
► Centralized or shared infrastructure
► Decentralized content management tools
► Maximize cost savings through automation and flexibility
► Intelligent routing to maximize bandwidth utility
► XML based integrations
Supporting Success, creating man-hours
► 24/7 technical support
► 24/7 system monitoring
► Onsite user training
Opportunity with, Functionality
A streaming media solution, which offers government agencies
substantial and immediate returns on their investment, as well as
improving communications on all levels.
Web Access, Quick Searches
Granicus greatly improves external and internal access to your public By automating the process that would normally be done manually,the
meetings.Our end-to-end solution makes meetings available live over Granicus MediaManagerTm software minimizes the impact streaming
the Internet, and then saves them as searchable archives that can be has on your staffs time, and eliminates the need for the IT staff to be
used for efficient long-term record keeping.Streaming with Granicus an hand during meetings.Agenda items can be indexed in real-time,
improves public access beyond what can he provided through cable and archives are automatically published to the City's/County's web
broadcast.The availability of a searchable audio/video archive allows site minimizing the involvement of your Webmaster.Because meeting
users to select any meeting, at anytime, using a simple keyword archives are readily available on the Internet,the need for the clerk's
search. In addition,documents such as staff reports,agenda's,and office to retrieve and prepare meeting records will also diminish
minutes can be synchronized and linked to your audio and video over time.
archives, available through the public or internal web site.
At Granicus,we recognize that a great product is only part of what
Deliver More, Add Benefits keeps our clients satisfied.24/7 technical support,onsite user train-
Granicus'systems added benefits improve internal knowledge ing, and an end-to-end solution consolidate responsibility for the
transfer and access of media for your staff and agency departments. solution's success in one organization,thus ensuring a high level of
And improves public relationships,while ensuring a high level of satisfaction.
satisfaction and maximizing the return on investment.Other agencies
use the Granicus solution to deliver public education content, public Opportunity with Punctionality
service announcements,and video on demand training. A streaming media solution,which offers government agencies sub-
stantial and immediate returns on their investment,as well as
Staff Time, Media Automation improving communications on all levels.
The Granicus solution delivers usefulness for your agency and does
it in a way that minimizes your overall cost.Our solution integrates
easily with your current infrastructure and audio/video equipment
instead of replacing or duplicating it.Additionally,the storage and
distribution of your streaming content is off loadad to the Granicus
MediaCenterTm eliminating your need to invest in additional dedicated
bandwidth and servers,which are necessary to support streaming.
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Customers Speakout
City of Berkeley
"Our implementation with Granicus is much more cost-effective and comprehensive than
in-house alternatives."
—Weldon Rucker,City Manager,City of Berkeley,
"We have saved staff time and improved customer service during a time of fiscal constraint by
giving website visitors 24x7 access to information.This is a great example of how technology
should be used to increase civic participation and make local government more effective."
—Donna LaSala, E-Government Manager,City of Berkeley
City of El Segundo
"This solution is working out great.Viewers can jump to a particular item immediately without
having to wade through the entire meeting. Indexing with a keyword search turns streaming
into a powerful and convenient information source."
"in addition,the Granicus solution includes features specifically designed with cities and coun-
ties in mind,such as closed-captioning support, and web applications that are American
Disabilities Act(ADA)compliant.The Granicus Enterprise solution also supports one of the
newer California mandates:Assembly Bill 1962 (AB 1962):the updated public records law,
which requires archival of electronic records for the same duration as other public records."
"We know that by partnering with Granicus,our streaming media solution will keep pace with
the needs of our staff,our elected officials and the public."
—Mayor Mike Gordon,City of El Segundo
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City of Cerritos
"Some of the other streaming media solutions we reviewed were three times more expensive
than Granicus, and didn't even offer the indexed video feature we wanted. Based on the time _
saved on information management alone,the Granicus solution will pay for itself in very short
time."
—Mayor Gloria A.Kappe,City of Cerritos
County of Ventura
"By streaming with Granicus vs.cable broadcast,we have saved in the area of$300k-$400k,
and it's more convenient for our constituents."
"Because the Granicus solution automatically records and digitally archives the Board of
Supervisors meetings,Ventura County may soon eliminate the use of their current tape record-
ing system used to archive meetings."
—Supervisor Frank Shillo,County of Ventura
"By having our meetings archived and searchable on the Internet,staff and citizens can
retrieve the meeting records they need on their own.Helping to reduce the workload on the
clerk's office by up to 25%."
—Johnny Johnston, County CEO,County of Ventura
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Granicus MinutesMakerTM
Optimizing the Clerk's Legislative Workflow
A quantum leap in rninutes Using technology to simplify and
modernize the Clerk's Minutes process.
annotation. MinutesMaker ► Integrates with existing agenda management systems and/or MS Word.
surpasses MS Word as the ► The final minutes format is better or the same as your current document.
personal computer ► Granicus' User Interface (Up provides a more efficient workflow than MS Word.
► Save time and work less. Many of the functions associated with minutes
surpassed the typewriter generation are automated, such as roll call and vote recording.
► Quickly review and edit your minutes document by jumping to indexed points
within the video file. No more searching through hours of audio/video tape.
► Publish your minutes and the video of public meetings with a mouse click.
► Provides citizens and staff access to media-rich public records. Decrease the
number of requests the Clerk receives for access to pubic information.
Granicus provides software, designed for local governments,to deliver public
service announcements, educational content, and video training through the
Internet, live or on-demand.Webcasts are stored in a web-based archive and are
searchable, by keyword for anyone to access, from anywhere, 24 hours a day.
Granicus' MediaManagerTM solution provides on-demand presentations with the
tools to put the control of broadcast activity, user account management, live event
management, and usage reporting in your hands.
Automated roll call
and vote recording
On-the-Fly
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Ciranicus Managed Services
Full Coverage, The goal of Granicus' Managed Services program is to help local government
No Dedug .title achieve the highest value and satisfaction from our solutions, without incurring addi-
tional or unexpected costs. Managed Services includes all software upgrades and
bug fixes for all of the City's Granicus software components.All plans include com-
► 24/7 Technical support plete monitoring and maintenance of your on-site hardware and 24/7 technical and
user support for your complete solution.All managed service plans are billed on a
► 24/7 System monitoring monthly basis, and require the first month be paid during the initial setup
► Unlimited bandwidth Technical and User Support
Granicus offers continuous customer support and is dedicated to ensuring that the
► Archiving for at least one year C ty/County is completely satisfied with Granicus products and services Granicus
staff is available to the agency 24hrs a day, 365 days a year.
► Lifetime software license
Contact Information
Direct(B:OOam to 6:OOpm Pacific time) 415-357-3618
Toll Free (8:OOam to 6:OOpm Pacific time): 877-889-5495
On-call Technical Support(available 24 hours, 7 days a week): 415-637-0520
Site: wwwgranicus.com
Email: support@granicus.com
Monitoring
As part of the plan Granicus will continually monitor, on a 24/7 basis, all the soft-
ware and hardware included In your solution. Should any malfunction appear,
Granicus will immediately notify the agency and proceed to resolve the issue.
Granicus is committed to repair or replace any non-functioning hardware, provided
by Granicus, within 24 hours for up to 3 years
Software Upgrades
Granicus provides its software as a "Lifetime License';and all software upgrades
are included as part of your Managed Services program.This includes both the
- rights to use the upgraded software and any services required as part of the
upgrade process.
Bandwidth and Storage
Through Granicus Managed Services we will provide all of the bandwidth and stor-
age necessary to utilize your solution. The Granicus Managed Services plan
Includes "Unlimited Bandwidth" for streaming the City's live and on-demand con-
tent over the Internet through the Granicus Media Centerrm.
The Granicus Managed Services plan also includes 12 months of archiving for all
public meetings and 20 hours or 3 Gigs bytes of storage for additional content at
gIi^anicusm the Granicus Media CenterTm. Additional storage beyond the 3 Gigabytes can be
purchased at 5 cents per megabyte per month.
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Improve Public Access for Citizens Over the past 5 ears,Granmus has worked with City and County Clerks across
p - _ P P Y
Reduce Budget Expenditures the country,to understand the finer points of their legislative processes.We
- have also identified the strengths and weaknesses in the current minutes anno-
: - Benefit from Action Minutes, tation process.We found that most Clerks where searching for a cost effective
Save Time and Money way to record meeting minutes and improve the overall legislative process.
�- - Linked Minutes with detailed
'-' To begin our analysis we identified the three forms of meeting minutes.Then
transcript,and accompanying
documents we reviewed and documented the time and costs associated with each farm.
.. We quickly realized that Cities and Counties wanted to include the maximum
I Recuperate Your Investment by the amount of information in their minutes,while decreasing the amount of time
- First Year and money spent annotating lengthy summaries.Councils and Boards were
Simplify Department tasks;save typically requesting greater detail in the minutes,while clerks were constantly
time to focus on priority issues trying to decrease the level of detail,to combat budget constraints.Currently
the following three minutes formats are used by Municipalities.
Three forms of minutes:
- Detailed Minutes—a complete and detailed transcript
of each speaker's comments
Summary Minutes—using keywords or a phase of
` - each speaker's comments
Action Minutes—a simple annotation of the action taken
- ----'�WMA1.:b,l` .`s; during the meeting
Finding a Balance Between
Detailed Minutes and Staff Time
Each of these forms has their strengths and weaknesses.Detailed minutes
provide a comprehensive meeting transcript,but take several days to record,
edit,and finalize Action Minutes decrease the staff time required when
editing and recording,but lacks in the details and intent.While,summary min-
utes are a compromise between the two—shorter recording and editing time,
but still lack details.Can't we do better?
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Benefiting from the Action Minutes Format Granicus has created a suite of tools that further automate minutes annotation
to Save Time and Money and the legislative process,while meeting the public access requirements for
Working with Gayle Peterson,City Clerk of the City of Petaluma,we determined these records.Unlike other minutes annotation and digital recording solutions,
the time and costs to prepare each form of minutes.Gayle was feeling the the Granicus system integrates with the rest of your legislative processes,sav-
City's budget constraints and wanted to demonstrate how she could save time ing you from duplicating tasks that are completed as part of the agenda cre-
and money,if only she could find a new minutes format that satisfied the ation and document storage processes.In addition,all of your public meeting
councils need for information and saved time.She figured that council meet- records are automatically published to your website as one integrated and
ings averaged about 6-hours per meeting,and they held three meetings per searchable presentation for your constituents and staff to view
month.So if a City Clerk earned$36.00 per hour she could detail the costs to
the city. How MinutesMaker works to Create Linked Minutes
-____..._....-......._. Using the Grantees MinutesMaker software during a meeting,the clerk can
Cost far Total capture motions,votes,and discussion summaries live as they occur.After the
Minutes Type Time Spent 3 Meetings Annual
per Month Costs meeting,they can simply click on any annotation to play back the audio or
. _. instead of manually fast-forward-
Detailed 12-25 hr/meeting $432-$900 $5,184-$10,800 video portion forthat section of the meeting, 9
Summary 2 luc meeting $72 $864 ing and rewinding a cassette tape.Clerks quickly update minutes text as they
Action 1 hr/meeting $36 $432 listen to or watch the meeting's recording.Once the Linked Minutes have been
— -- .---- -— -- - -- --------- ----------------- finalized,they are automatically published to the web.Now the minutes
The cost savings was nice.However,the council members where skeptical include HTML links that allow users to jump right to the audio or video record
that action minutes could provide the detailed transcript that was required for each section of your meeting.By having the audio or video of your meeting
for public records readily available on the web,you will see a decrease in the number of requests
for tape duplication and phone calls seeking information about the meeting.
Making Action Minutes Informative and Departmental Financial Impact of the Granicus Solution
Detailed by Using Linked Minutes We did a Return-On-Investment(ROD study with Christine Boland,Clerk to the
Working with the Granicus MinutesMakerT"tool,Gayle adopted a new form of City of San Carlos.Christine has been using Granicus MinutesMaker and the
minutes called"Linked Minutes'.Linked Minutes allows cities and counties to Linked Minutes format for a number of years now.What we found out is the
publish action minutes with links to the audio/video summaries,which are City of San Carlos has been able to achieve an annual cost savings of over
automatically inserted into the minutes document.The audio/video links provide $15,000 per year.And achieve a 90%reduction in the staff's time when
a full transcript of what was said at the meeting as a replacement to clerk's recording and editing the meeting minutes.The department staff has seen
annotation of those discussions.This new process not only saves time in the additional savings in tape duplication and fulfilling staff and citizen requests
Clerk's office,but also provides greater public access to an integrated public for meeting records.Furthermore,department staff do not need to be present
record. during an entire meeting anymore,waiting for their turn to report to the coun-
cil.They can now watch the meeting while at their desk,until a few minutes
Integrated Pubic Record Includes: before their agenda item comes before council.The following tables show the
Agendas breakdown by area of savings and the annual R01.
Minutes
Staff Reports/Supporting Material
Indexed AudioNdeo of Meetings
28 2nd Street Ste 400, San Fiancisco Califeinla 94105 419 522,5216 www gianicus,com
granicus
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Recuperate Your Initial Investment Linked Minutes ROI
Cost and Gain a Permanent Cost Savings Granicus MinutesMaker
Based on these figures you quickly see how San Carlos and other municipalities Average Annotation Hours Spent per Meeting 10
have quickly recuperated the initial costs invested in the Granicus solution.With Number of Meetings per Month 2
an addled bonus,department staff are able to simplify many tasks—saving Staff Time Expenses $60/hr
valuable time to focus on priority issues within the municipality. Staff Time Saved Switching to Linked Minutes 90%
Total Savings per Month $1,080
The Granicus solution also provides a better public access point for citizens. Total Savings per Year $12,960
Citizens gain full access to public meetings,documents and audio/video on the
City's or County's web site.They can view meetings on-demand,with a robust
search capability.Search results generate descriptions,like a"Google"search Departmental Impact ROI
page.Each result has a brief description with links that open the meeting's Granicus MediaManager
video and accompanying minutes at that precise point within the meeting. Staff Time Waiting for Meeting
Average No.of Staff Present to Speak with Council 3
Using Linked Minutes that are linked to the video provides a comprehensive and Average No.of Hours Not Necessary to be Present 1
detailed transcript for constituents.Council and staff find the"Jump to"points Average Staff Time Expense $100/hr
within the player a quick means to navigate through a meeting.And having all _ Staff Time Savings_per Month $3.0.0
the documents in the video player,means you don't have to search another web
page This is a real convenience and time saver for citizens and staff. Meeting Record Requests
Number of Requests per Month(Staff and Citizens) 20
Improving public access is at the top of all municipal managers'agendas.Now Average Time Spent per Request 15 min
cities and counties can take pro-active measures to meet these needs and save Staff_Time Expenses $50/hr
in the long run. Request Savings per Month $250
,.9 p,, ,,q 4 Duplication
An caddeal bonus, depart Eie,91 sLClT Tapes Duplicated per Month 2
Staff Time Spent Duplicating One Tape 0 5 hours
are aDle to simplify many iasks, Staff Expense per Hour $60/hr
_H_ardware_CostsperTape _ ______ _ $_10.00__
tiQ 1OC= Duplication Savings per Month $80
SaVinp valuable lime lI.IS CAI ----- ---- -
Total Savings per Month $630
_ _ __Total Savings per Year $7,560
PI�ICGIty Issues Gombme Savings per Year $20,520
28 2nd Street. Ste 400, San Fiancisce. CaIitoinia 94105 d15,522 5 2 1 G www.grauicus r.em