Baldwin County, Alabama
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File #: 19-2240    Version: 1
Agenda section: Consent Status: Passed
File created: 10/9/2019 Meeting type: Baldwin County Commission Regular
On agenda: 10/15/2019 Final action: 10/15/2019
Agenda item title: *Renewal of Granicus Subscriptions for Agenda Management Software
Attachments: 1. Granicus Renewal Contract - Oct. 31, 2019-Oct. 30, 2022 (Ref #Q-78081) 20191015, 2. Master_Subscription_Agreement Terms 20191015, 3. *BA7 - Replacement Attachment - Exhibit A - Master Subscription Agreement (REVISIONS BY COUNTY ATTORNEY)

Meeting Type:   BCC Regular Meeting

Meeting Date:  10/15/2019

Item Status:   New

From: Wayne Dyess, County Administrator; Brian Peacock, CIS Director

Submitted by:  Anu Gary, Administrative Services Manager; Tim Doerr, CIS Systems Engineer

______________________________________________________________________

 

ITEM TITLE

Title

*Renewal of Granicus Subscriptions for Agenda Management Software

Body

 

STAFF RECOMMENDATION

Recommendation

Accept the Granicus Proposal and approve the renewal of the annual Granicus fees and subscriptions for the County’s agenda management software, effective October 31, 2019 for a period of three (3) years, ending October 30, 2022.  The annual fees and subscriptions for the first year will be in the total amount of $42,000, with a 2.5% uplift in cost in year two, and 5.0% uplift in year three.

End

 

BACKGROUND INFORMATION

 

Previous Commission action/date:  N/A

 

Background:  Annual Fees for Renewing Subscriptions for Fiscal Year 2019-2020:

 

Government Transparency Suite                                                                Annual                      1 Each                      $11,556.00

Granicus Encoding Appliance Software (GT)                      Annual                      1 Each                      $1,056.00

Legistar                                                                                                                               Annual                      1 Each                      $16,272.00

Meeting Efficiency Suite                                                                                     Annual                      1 Each                      $10,716.00

Upgrade to SDI 720p Streaming                                                                Annual                      1 Each                      $2,400.00

Open Platform Suite                                                                                     Annual                      1 Each                      $0.00

SUBTOTAL: $42,000.00

 

Fiscal Year 2020-2021:  $43,050.00 (2.5% uplift in cost in year two of contract)

Fiscal Year 2021-2022:  $45,202.50 (5.0% uplift in cost in year three of contract)

 

Explanation of fees/subscriptions listed above:

 

Government Transparency are the live in-meeting functions, streaming of an event, pushing of documents, indexing of event, and creation of minutes.

 

Granicus Encoding Appliance Software (GT) This includes the LiveManager Software solution where webcasts are started/stopped, agendas amended and indexed, votes and attendance recorded, and minutes created.

 

 

Legistar is a Software-as-a-Service (SaaS) solution that enables government organizations to automate the entire Legislative process of the clerk’s office. By leveraging Legistar, the client will be able to easily manage the entire legislative process from drafting files, through assignment to various departments, to final approval.

 

Meeting Efficiency is a hybrid Software-as-a-Service (SaaS) and Hardware-as-a-Service (HaaS) solution that enables government organizations to simplify the in-meeting management and post-meeting minutes creation processes of the clerk’s office. By leveraging this solution, the client will be able to streamline meeting data capture and minutes production, reducing staff efforts and decreasing time to get minutes published. During a meeting, record roll calls, motions, votes, notes, and speakers, all indexed with video. Use the index points to quickly edit minutes, templates to format in Microsoft Word or HTML, and publish online.

 

Upgrade to SDI 720p Streaming (requires Digital encoder and HD feed)

 

Open Platform is access to MediaManager, upload of archives, ability to post agendas/

documents, and index of archives. These are able to be published and accessible through a searchable viewpage.

 

 

FINANCIAL IMPACT

 

Total cost of recommendation:  $42,000 in Fiscal Year 2019-2020

 

Budget line item(s) to be used:  51125.5150.01

 

If this is not a budgeted expenditure, does the recommendation create a need for funding?  N/A

 

 

LEGAL IMPACT

 

Is legal review necessary for this staff recommendation and related documents? 

Yes.

 

Reviewed/approved by:  David Conner, County Attorney.

 

Additional comments:  N/A

 

 

ADVERTISING REQUIREMENTS

 

Is advertising required for this recommendation?  N/A

 

If the proof of publication affidavit is not attached, list the reason: N/A

 

 

FOLLOW UP IMPLEMENTATION

 

For time-sensitive follow up, select deadline date for follow up:  Time-sensitive, renewal deadline is October 31, 2019 for continued service.

 

Individual(s) responsible for follow up:  Administration - Prepare a requisition and get PO# from Purchasing.  Follow up with Vendor for payment. 

 

Action required (list contact persons/addresses if documents are to be mailed or emailed):  N/A

 

Additional instructions/notes:  N/A