HomeMy WebLinkAboutReso 2008-1310
RESOLUTION NO. 2008- ~
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING AN
AGREEMENT WITH GRANICUS FOR WEBCASTING,
ANNOTATED MINUTES, AND RELATED SERVICES, IN AN
AMOUNT NOT TO EXCEED NINETEEN THOUSAND THREE
HUNDRED NINETY-SEVEN DOLLARS AND FIFTY CENTS
($19,397.50), AND A MONTHLY MANAGED SERVICES FEE IN
THE AMOUNT OF NINE HUNDRED FIFTY-FOUR DOLLARS
($954.00), ATTACHED HERETO AS EXHIBIT "A";
AUTHORIZING THE MAYOR TO EXECUTE SAID
AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO
ALL THINGS NECESSARY TO EFFECTUATE THE TERMS OF
THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach is desirous of overhauling our paperless
agenda system and to provide more access to public records; and
WHEREAS, MCCi is a fully-customizable web-based agenda management package that
will enable us to produce professional hardcopy and/or electronic agendas that are easier to
access and navigate through; and
WHEREAS, the Granicus system works with the MCCi system and will enable us to
broadcast those agendas on the web, providing remote access to the full agenda packet to elected
officials, staff and the public, and to produce annotated minutes; and
WHEREAS, staff has recommended the Granicus system; and
WHEREAS, Granicus submitted a proposal to the City to provide these services for
webcasting, annotated minutes and related services, in an amount not to exceed Nineteen
Thousand Three Hundred Ninety-Seven Dollars and Fifty Cents ($] 9,397.50), and a monthly
managed services fee in the amount of Nine Hundred Fifty-Four Dollars ($954.00), attached
hereto as Exhibit "A".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The agreement with Granicus for webcasting, annotated
minutes and related services, in an amount not to exceed Nineteen Thousand Three Hundred
Ninety-Seven Dollars and Fifty Cents ($19,397.50), and a monthly managed services fee in the
amount of Nine Hundred Fifty-Four Dollars ($954.00), attached hereto as Exhibit "A", be, and
the same, is hereby approved.
Section 2. Authorization of Mayor. The Mayor IS hereby authorized to execute said
agreement.
R2008- Granicus A/-,'T11t For Webcasting AnJ AnnotateJ I\lins
Page 1 of 2
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Resolution.
Section 4.
Effective Date. This Resolution shall become effective upon adoption.
PASSED AND ADOPTED this 18th day of September 2008.
ATTEST:
~A~
Jane A. Hines, CMC, City Clerk
Moved by: C~~ SCHOLL
Seconded by: Vt ~ ((\~D ~ -r r+ ~<c. R.
Vote: S,O
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Scholl
V(Y es)
~(Yes)
viY es)
3(Yes)
~(Yes)
_(No)
_(No)
_(No)
_(No)
_(No)
R2008- Granicus J\/-,'T11t For Webcasting AnJ l\nnotateJ Mins
Page 2 of 2
GRANICUS, INC.
SERVICES AGREEMENT
THIS AGREEMENT, dated as of _,2008 is between GRANICUS, INC.,
a California Corporation and the City of Sunny Isles Beach (the "Client'").
A. Granicus, Inc. has developed a streaming media solution and Media Management
Software that specializes in Internet Broadcasting.
B. The Client desires to (i) purchase the Granicus Solution which will facilitate
streaming and distribution of live and archived video and audio content, (ii) engage Granicus, Inc.
to integrate its Media Management Software onto the Client's existing website, and (iii) contract
with Granicus, Inc. to administer the Streaming Solution through a Managed Services solution.
NOW, THEREFORE, in consideration of the foregoing and the mutual agreements,
covenants, representations and warranties herein contained, the parties hereto agree as follows:
I. GRANICUS SOLUTION; INSTALLATION; MAINTENANCE; PAYMENT.
1.1 Installation of Granic us Solution.
(a) Granicus, Inc. shall have the following obligations in connection with the
installation of the Granicus Solution:
(i) install, set-up and test the Granicus Solution, including. if
necessary, installing the computers, and loading any necessary software;
(ii) conduct one initial "train the trainer" training session, using a
combination of written procedures (in English) and hands-on training, on the use
of the Granicus Solution; and
(b) The Client shall have the following obligations Il1 connection with the
installation of the Granicus Solution:
(i) provide physical space at the site locations that is appropriate and
sufficient for the Granicus Solution, including a controlled access area for the
computers and associated hardware, equipment and accessories; and
(ii) Compensate all costs related to the installation and deployment of
the Granicus solution as described in Section 1.3.
(i i i)
Section 5.2.
Compensate all Managed Services payments as described 111
1.2 Maintenance of Equipment.
(a) For three (3) years after the Purchase Date, Granicus, Inc. shall repair or
replace any Dell or Tangent Equipment, provided directly from Granicus, Inc., that fails to
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function properly due to normal wear and tear, provided that any such failure is not
covered by insurance maintained by the Client. For one (I) year after the Purchase Date,
Granicus, Inc. shall repair or replace all other Equipment, provided directly from Granicus,
Inc., that fails to function properly due to normal wear and tear. provided that any such
failure is not covered by insurance maintained by the Client. Granicus, Inc. shall not be
responsible, however, for any such failure that is due to other causes, such as power surge,
fire, flood or other casualty, accident, vandalism, misuse or abuse, alteration of the
Equipment or failure of the Client to maintain a proper environment or otherwise properly
care for the Equipment.
(b) Granicus, Inc. has the technology in place to continually monitor all
equipment and should any malfunction appear Granicus, Inc. shall immediately notify the
Client. Granicus, Inc. shall respond to requests to repair or replace any non-functioning
Equipment, provided directly from Granicus, within twenty-four (24) hours from the time
that notice is received, and the Client shall grant Granicus, Inc. or its Representative's
access to the Equipment for this purpose at reasonable times. Granicus, Inc. will keep the
Client informed regarding the time frame and progress of the repairs or replacements.
(c) Granicus, Inc. shall offer continuous customer SUPP0l1 to the Client and
shall be dedicated to ensuring that the Client is completely satisfied with Granicus products
and services. Granicus staff shall be available to the Client twenty-four (24) hours a day,
three-hundred and sixty-five (365) days a year, via the customer support lines. All support
numbers are listed at the end of this Agreement.
I .3 Payment.
(a) Upon execution of this Agreement, Granicus shall invoice and the Client
agrees to pay fifty percent (50%) of the cost of Granicus Software and Professional
Services as outlined in the Proposal, attached hereto and incorporated herein as Exhibit A.
(b) Upon delivery of any purchased Equipment to Client, Granicus shall
invoice and the Client agrees to pay the cost of the Equipment (including shipping costs) in
full, as outlined in the Proposal.
(c) Upon the completion of Client Installation and Training, Granicus shall
invoice and the Client agrees to pay the remaining fifty percent (50%) of the cost of
Granicus Software and Professional Services as outlined in the Proposal.
(d) Monthly billing for Managed Services shall begin upon completion of the
initial Training or upon the commencement of Client use of the Granicus Solution, defined
as any public streaming, document posting, podcasting, or internal streaming that is not for
system testing or validation purposes, as agreed upon in the Proposal.
(e) Client agrees to pay all invoices from Granicus, Inc. within thil1y (30) days
of receipt of invoice. The City's performance and obligation to pay costs under this
Agreement is contingent upon an annual appropriation for its purposes by the City
Commission. If the City disputes any charges on the invoices, it may make payments of
the uncontested amount and withhold payment on the contest amounts unti I they are
resolved by agreement between the parties. Granicus, Inc. shall send all invoices to: City
of Sunny Isles Beach, Attn: Finance Department, 18070 Collins A venue, Sunny Isles
Beach, FL 33160.
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1.4 Total Cost. The total cost tor up-front software, professional services and hardware
shall not exceed nineteen thousand, three hundred, and ninety-seven dollars and fifty cents
($19,397.50) as outlined in the Proposal, attached hereto and incorporated herein as Exhibit A. The
total cost for monthly Managed Services Fees shall not exceed nine hundred and fifty-four dollars
and zero cents ($954.00) per month, as outlined in the Proposal. The Client is entitled to two (2)
months of free Managed Services Fees, a total value of one thousand, nine hundred and eight
dollars and zero cents ($1,908.00), by virtue of signing this Agreement before September 30,2008.
2. USE OF MEDIA MANAGEMENT SOFTWARE.
2.1 Use. Granicus, Inc. agrees to provide Client with a Revocable, non-transferable
and non-exclusive account to access the Media Management Software; and grants Client a
Revocable, non-sublicensable, non-transferable and non-exclusive right to use the Media
Management Software. The Media Management Software is proprietary to Granicus, Inc., and
protected by intellectual property laws and international intellectual property treaties. Client's
access to, and use of the Media Management Software is licensed and not sold. Client will be
responsible for any applicable costs and taxes associated with Client's use of the Services, or use of
the Services through Client's account.
3. CONTENT PROVIDED TO GRANICUS, INC.
3.1 Responsibility tor Content. The Client shall have sole control and responsibility
over the determination of which data and information shall be included in the Content that is to be
transmitted, including, if applicable, the determination of which cameras and microphones shall be
operational at any particular time and at any paJ1icular location. The Client shall not provide to
Granicus, Inc., or permit to be provided to Granicus, Inc., any Content that (a) infringes or violates
any third parties' Intellectual Property Rights, rights of publicity or rights of privacy, (b) contains
any defamatory material, or (c) violates any federal, state, local or foreign laws, regulations or
statutes.
4. OWNERSHIP; INTELLECTUAL PROPERTY RIGHTS & SECURITY.
4.1 Content Ownership. The Client shall own all right, title and interest in and to all
Content on a worldwide basis, including, without I imitation, all Intellectual Propel1y Rights
relating thereto, (i) with respect to Content captured by cameras or microphones at the venue, at the
time such Content is so captured and prior to the time it is transmitted to the computer at the venue
and (ii) with respect to all other Content, at the time such Content is transmitted or otherwise
provided to Granicus, Inc. pursuant to this Agreement. To the extent that any such Content is
protectable by copyright, such Content shall be deemed to be "works made for hire" under the
copyright laws of the United States.
4.2 Trademark Ownership and License.
(a) The Client shall retain all right, title and interest in and to its Trademarks,
including any goodwill associated therewith, subject to the limited license granted to
Granicus, Inc. pursuant to Section 4.2 hereof.
(b) Granicus, Inc. shall retain all right, title and interest in and to the Granicus,
Inc. Trademarks, including any goodwill associated therewith, subject to the limited
license granted to the Client pursuant to Section 4.2 hereof.
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(c) Each party grants to the other a non-exclusive, non-transferable (other than
as provided in Section 6.1 hereof), limited license to use the other pat1y's Trademarks as is
reasonably necessary to perform its obligations under this Agreement, provided that any
promotional materials containing the other par1y's trademarks shall be subject to the prior
written approval of such other pal1y, which approval shall not be unreasonably withheld.
(d) Neither par1y shall use the other party's Trademarks in a manner that
disparages the other par1y or its products or services, or p0l1rays the other party or its
products or services in a false, competitively adverse or poor light. Each party shall
comply with the other pal1y's requests as to the use of the other pal1y's Trademarks and
shall avoid any action that diminishes the value of such Trademarks.
4.3 Security of Data. Granicus, Inc. will take commercially reasonable efforts to
protect and control access to Client Content. However, Granicus, Inc. makes no guarantee and
assumes no liability for the security of any of Client Content or other data provided to Granicus,
Inc., including any of Client Content or data placed on any servers including "secure servers."
Client will be responsible for the creation and protection of username and password. In no event
shall Granicus, Inc. be liable for any direct, indirect or other damages arising out of any breach of
security or otherwise.
5. MANAGED SERVICES FEES
5.1 Payment of Maintenance Fees
(a)
Section 1.3.
Client agrees to pay Granicus the Managed Services Fees as outlined III
5.2 Cancellation of Managed Service Plan
(a) Cancellation of the Client's Managed Services will also result in the
immediate termination of the Client's Media Management Software license as described in
Section 2.1.
6. CONFIDENTIAL INFORMA TION & OWNERSHIP.
6.1 Disclosure. Except to the extent necessary as contemplated by this Agreement,
each party agrees not to disclose any Confidential Information to any person and agrees to use its
best efforts to prevent inadver1ent disclosure of any Confidential Information to any person.
Without limiting the generality of the preceding sentence, each party agrees to treat the
Confidential Information of the other party with at least the degrec of care that such par1y treats
similar information of its own. Each party may disclose such Confidential Information to a COU/1
or other governmental authority to the extent that such disclosurc is required by governmental
order or by law; provided that the receiving party shall (i) notify the disclosing party in writing of
such required disclosure as soon as reasonably possible prior to such disclosure, specifying in detail
the reasons why such disclosure is required, (ii) use its commercially reasonable efforts at its
expense to cause such disclosed Confidential Infon11ation to be treated by such governmental
authority as trade secrets and as confidential, and (i i i) use its commercially reasonable efforts at its
expense to obtain such other protective orders and protections with respect thereto as the disclosing
party may reasonably request.
6.2 Use. Each party agrees not to use any Confidential Information tor any purpose
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whatsoever except to the extent necessary as contemplated by this Agreement. Each pal1y agrees
not to disclose the Confidential Information to any of its Representatives except those who are
required to have the Confidential Information in connection with such purpose and then only if
such Representative is either subject to a written confidentiality agreement that would cover the
confidential treatment of the Confidential Information or otherwise subject to fiduciary obligations
of confidentiality that would cover the confidential treatment of the Confidential Information.
6.3 Termination of Confidentiality Obligations. The obligations of this Section 6 shall
terminate with respect to any particular portion of the Confidential Intonnation when receiving
party can prove by appropriate documentation that such Confidential Information (a) was
previously known to the receiving pal1y as shown by the receiving party's files at the time of
disclosure thereof. (b) was already in the public domain at the time of the disclosure thereof. or (c)
entered the public domain through no action of the receiving party subsequent to the time of the
disclosure thereof.
7. LIMITATION OF LIABILITY.
7.1 Limitation of Liability. IN NO EVENT SHALL EITHER PARTY BE LIABLE
FOR ANY SPECIAL, EXEMPLARY, PUNITIVE, INCIDENTAL OR CONSEQUENTIAL
DAMAGES OF ANY KIND (INCLUDING WITHOUT LIMITATION LOST PROFITS OR
LOST SAVINGS), WHETHER BASED IN CONTRACT, TORT OR OTHERWISE,
REGARDLESS OF WHETHER THAT PARTY HAS BEEN ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES. Granicus warrants that the software will perform as specified in this
Agreement. Granicus also warrants that it possesses the necessary intellectual rights to license to
license to the City the licensed software provided hereunder. For any claim relating to the non-
conformance or imperfection of any licensed software provided under this Agreement, Granicus
shall promptly correct the defect(s) within a reasonable time, i.e. no later thirty (30) days, so that it
conforms to the warranty set forth in this Agreement; or if Granicus is unable to correct the non-
conformity, then the City may recover its actual or compensatory damages up to the total fees paid
by City to Granicus. If Granicus fails to provide the softwarc as warranted in accordance with the
terms of this Agreement, the City may at its option terminate this Agreement with thirty (30) days
written notice as follows: (i) the termination notice shall provide a detailed description of any
warranty defects claimed; (ii) Granicus shall have thirty (30) days from receipt of said notice to
correct any warranty defects in order to satisfy the terms of this Agreement; (iii) at the end ofthil1y
(30) days, unless the termination has been revoked in writing by the City, the Agreement
terminates and the City shall be entitled to actual or compensatory damages up to the amounts paid
by City to Granicus.
8. TERM AND TERMINATION.
8.1 Term. The term of this Agreement shall commence on the date hereof and shall
continue in full force and effect for one (1) year after the date hereof. Th is Agreement may be
renewed at the option of the City for additional one (I) year periods. provided that neither party
notifies the other in writing at least thil1y (30) days prior to the optional renewal period that it does
not wish to renew this Agreement."
8.2 Termination. This Agreement may be terminated, in whole or in part, pursuant to
the following terms and conditions:
(a) by mutual written consent of the parties hercto;
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(b) by either palty if there has been a material defau It or breach on the part of
the other party in any of its representations, warranties, covenants or obligations contained
in this Agreement and such default or breach is not cured within thil1y (30) days following
written notice from the non-breaching pal1y:
8.3 Obligations Upon Termination. Upon any termination of this Agreement. the
following shall apply:
(a) The parties shall remain responsible for any payments that have become
due and owing as of the effective date of termination.
(b) The provisions of Articles 6 and 7 hereof (together with all other
provisions that reasonably may be interpreted as surviving termination of this Agreement)
shall survive termination of this Agreement and continue in full force and effect.
9. MISCELLANEOUS.
9.1 Assignment: Successors and Assigns. Neither this Agreement nor any rights or
obligations herein may be assigned by either party, by operation of law or otherwise, without the
written consent of the other pal1y: provided, however, that, without the consent of the Client,
Granicus, Inc. may assign this Agreement in connection with a merger, consolidation, assignment,
sale or other disposition of substantially all of the assets or business relating to the portion of the
Granicus, Inc.'s operations that is the subject of this Agreement. This Agreement shall be binding
on and inure to the benefit of the pal1ies hereto and their heirs, legal representatives, successors and
permitted assigns.
9.2 Amendment and Waiver. This Agreement may be amended, modified, waived or
canceled only in writing signed by each of the parties hereto or, in the case of a waiver, by the
party waiving compliance. No failure or delay by either pal1y in exercising any right or remedy
under this Agreement shall waive any provision of this Agreement nor shall any single or partial
exercise by either party of any right or remedy under this Agreement preclude either of them from
otherwise or further exercising these rights or remed ies or any other rights or remed ies granted by
any law or any other document.
9.3 Governing Law. The laws or the State or Florida shall govern the validity,
construction, and performance of this Agreement, without regard to the conflict of laws provisions
of any jurisdictions.
9.4 Construction. Wherever possible, each provIsIon of this Agreement shall be
interpreted so that it is valid under applicable la~. If any provision of this Agreement is to any
extent invalid under applicable law in any jurisdiction, that provision shall still be effective to the
extent it remains valid. The remainder of this Agreement also shall continue to be valid, and the
entire Agreement shall continue to be valid in other jurisdictions.
9.5 Counterparts. This Agreement may be executed in two or more counterparts, each
of which shall constitute an original, but all of which, when taken together, shall constitute one and
the same instrument.
9.6 Entire Agreement. Th is Agreement supersedes all previous and contemporaneous
oral negotiations, commitments, writing, and understandings among the parties hereto concerning
the matters in this Agreement.
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9.7 Notices. All notices and other communications required or permitted under this
Agreement must be in writing and must be hand delivered or sent by registered first-class mail,
postage prepaid or by overnight courier service. Such notices or other communications shall be
effective upon receipt if hand delivered, and ten (10) business days after mailing (or, for overnight
courier, the number indicated in the mailing instructions) if sent, in the case of the Client, to the
address set f0l1h below and, in the case of Granicus, Inc., to its principal executive offices to the
attention of the Chief Executive Officer, or at such other address for a par1y as may be specified by
like notice.
9.8 Mediation and Arbitration. It is the intention of the parties that whenever possible,
if a dispute or controversy arises hereunder then such dispute or controversy shall be settled by
arbitration in accordance with the procedures, rules and regulations of the American Arbitration
Association. The decision rendered by the Arbitrator shall be final and binding upon the parties
and judgment upon the award rendered by the arbitrator may be entered in any court having
jurisdiction. Arbitration shall be held in Miami-Dade County, Florida. All costs of arbitration and
attorneys' fees incurred by the parties shall be paid by the non-prevailing party or, if neither party
prevails on the whole, each party shall be responsible for a portion of the costs of arbitration and
their respective attorneys' fees as may be determined by the court on confirmation.
9.9 Indemnitication. Granicus agrees to indemnify, defend and hold harmless the City,
its officials, employees and agents from and against any and all judgments, suits, costs, and
expenses resulting from any alleged infringement of any patent or copyright arising from the
I icensing of the software pursuant to th is Agreement.
10. DEFINITIONS.
In addition to the capitalized terms otherwise detined herein, the following additional
capitalized terms shall have the meanings set forth below, unless the context clearly otherwise
req UI res:
10.1 "Confidential Information" shall mean all business, technical and other
information (including without limitation, all product, services, financial, marketing, engineering,
research and development information, product specifications, technical data, data sheets,
programs, software, inventions, processes, know-how, chip designs, mask works, designs,
drawings and any other documentation), disclosed from time to time by the disclosing pal1y to the
receiving party, directly or indirectly in any manner whatsoever (including without limitation, in
writing, orally, electronically, in all types of disks, diskettes, computer memory or storage or other
media, or by drawings or inspection of physical items, and whether or not modified or merged into
other materials); provided, however, that the term "Confidential Information" shall not inclucle the
Content that is intended to be published on the Website.
10.2 "Content" shall mean any and all. documents, graphics, video, audio, images,
sounds and other content that is streamed or otherwise transmitted or provided by, or on behalf of,
the Client to Granicus, Inc.
10J "Granicus Solution" shall mean the product specified 111 Client's proposal
henceforth identified as Proposal hereto.
I 0.4 "Equipment" shall mean the hardware components of the Granicus Solution.
10.5 "Purchase Date" shall mean the date on which Granicus purchases Equipment
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from the manufacturer on behalf of the Client.
10.6 "The Proposal" shall mean the document which specifies the Products or Services
the Client chooses to utilize from Granicus, Inc, attached hereto and incorporated herein as Exhibit
A.
10.7 "Media Management Software" shall mean all software included with the Granicus
Solution including but not limited to the web application used to administer streaming media.
10.8 "Intellectual Propel1y Rights" shall mean all right. title and interest in and to any
and all intellectual property rights throughout the world, including, without limitation, any and all
patents, patent applications, copyrights, copyright appl ications, moral rights, trademarks, trade
secret rights, rights to know-how, inventions and algorithms, and any and all similar or equivalent
rights throughout the world.
10.9 "Representatives" shall mean the officers, directors, employees, agents, attorneys,
accountants, financial advisors and other representatives of a paJ1y.
10.10 "Trademarks" shall mean, with respect to each party to this Agreement, all
trademarks, trade names and logos of such party listed on Exhibit A attached hereto and any other
trademarks, trade names and logos that such pa/1y may specify in writing to the other party from
time to time.
10.11 "Managed Services" shall mean monthly fees paid to Granicus, Inc. by Client for
bandwidth usage associated with live and archived Internet streaming, data storage, and Granicus
Solution maintenance and monitoring.
10.12 "Revocable" shall mean that Client's right to use or access the media management
software shall be annulled because Client has either discontinued their use of a Granicus Managed
Services program, failed to pay any Granicus fees for more than thirty (30) days, or breached the
terms of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have entered into this Agreement effective as
of the day and year first above written:
WITNESSES:
~~ Ql\e,&L Rtu AHtV
Signature
GRANICUS, INC:
Sarah Hurwit
Thomas A.
Chief Executi
Print Name
Claudia Caipo
Print Name
ATTEST:
CITY OF SUNNY ISLES BEACH
Jane A. Hines, CMC, City Clerk
APPROVED AS TO FORM AND
LEGAL SUF ICIENCY
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Granicus, Inc. Support Information
Address:
Granicus, Inc.
568 Howard Street, Suite 300
San Francisco, CA 94105
Phone:
Direct (8:00am 10 6:00pm Pac(fic lime): 4 15-357-3618
Toll Free (8:00am 10 6:00pm Pacific lime): 877-889-5495
Technical Support: 415-655-2400
Emergency Support (available 24 hours, 7 days a week): 4 I 5-655-24 I 4
Fax: 415-618-0201
Web:
Site: www.granicus.com
Email: support@granicus.com
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EXHIBIT A
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( <<'" ~ :'-;~i:c.tJ~
, ,~~.
I JOIN THE FAMILY! I
Quick action saves you money.
-- ----- - - ,_._-
Mail, fax or email a signed service agreement or a purchase order by midnight,
September 30, 2008, and you can earn two entire months of free services +. For
the City of Sunny Isles Beach, this is a $1,890 savings.
Who Qualifies?
+ All public agencies that submit a signed contract or purchase order by midnight on
September 30, 2008 for any combination of Granicus solutions qualifies for their first
month of Granicus Managed Services free.
Be recognized as one of the first 500 jurisdictions in the nation to deploy
technology that saves money and makes the lives of constituents and public
meeting staff easier than you ever imagined possible.
One technology changes everything.
Granicus' 400 clients are members of a unique and innovative family of public agencies. They
are pioneers of government and champions of public access-governing bodies that are at the
forefront of using technology for unparalleled improvements to public administration and
government transparency. They reap truly massive financial, political and community rewards
for one simple thing: adopting Granicus solutions for government webcasting and public
meeting management.
Join these innovators before the end of June to be among the first 500 jurisdictions in the
nation to automate minutes annotation and public meeting management with solutions that
save unprecedented staff time and hard money. Be among the first to seamlessly integrate
streaming video and audio recordings of public meetings with the official minutes, agendas and
related documents-a single integrated public record that actively engages constituents,
expands public communication, and reaches more constituents than ever before.
Copyright ~ 2008, Gronicus, Inc. Gronicus, the GronlCus logo, MmutesMaker, StreamRepllcotor, MobileEncoder ond Outcost Encoder ore regIstered trademorks, ond
MedioMonoger. VoteCost. LiveMonoger, LinkedMinutes ond Integroted Public Record ore trademarks of Gronicus, Inc. in the United Stotes ond/or other countries.
.
granlcust
568 Howard Street, Ste 300
San Francisco, Califomla 94105
415357.3618 www.granicus.com
[ --~
. - .
NOTE: The following proposal is BUDGETARY. While this proposal will
provide you with our best possible estimate of what your solution will
look like, it is not considered complete until a network assessment has
been completed. Our goal here at Granicus is to make sure that every new
client has a successful deployment and to make sure that our products
exceed your expectations. We believe that spending the time to accurately
conduct an assessment of your network will help us meet our goals and
will ensure that you have the best experience possible.
City of Sunny Isles Beach
Priscilla Walker, Deputy City Clerk
8/14/2008
Via email
Dear Priscilla,
I hope this finds you well.
I enjoyed our meeting - and the opportunity to collaborate on a solution that will
help you improve public access and meeting efficiency for years to come,
I'd like to present you with a proposal. It's a proposal that will help make your
ideas a reality. It's a comprehensive proposal, tailored to your needs.
Call me at or write redas@granicus,com to move ahead with your Granicus
solution. I look forward to talking with you again.
Kind Regards,
Reda Soodi
Granicus, Inc.
10f23
.
granlcus~
Proposed Solution Pricing
Software Modules
Item
MediaManager Enterprise Access
MediaManager
MinutesMaker (1 Meeting Body)
Outcast Encoder Software (1 License)
Sales Tax
Software Subtotal
Professional Services
Item
Software Installation and Configuration
(1) - Document Template
On-Site Training (3 Days)
Phone/Web Training (2 Hours)
(2) - Player Templates
(2) - View Templates
Sales Tax
Professional Services Subtotal
568 Howard Street, Sle 300
San Francisco, California 94105
415357.3618 www.granlcus.com
Cost
$1,750.00
$3,500.00
$1,750.00
$350.00
0.00 %
$0.00
$7,350.00
Cost
$822.50
$525.00
$5,400.00
$300.00
$1,050.00
$1,050.00
0.00 %
$0.00
$9,147.50
Hardware Components* (May be provided by City)
Item
(1) - Outcast Encoder Server (AV rack mount with RAID)
(1) - Foot Pedal
(1) - Osprey 230 Video Capture Card
Sales Tax
CC.'[
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Cost
$2,275.00
$0.00
$450.00
0.00 %
$0.00
.
granlcus~
568 Howard Street, Ste 300
San Francisco, California 94105
4153573618 www.granicus.com
Hardware Components* (May be provided by City)
Item Cost
.--...-- -- -- ..--..- - -,.,
Hardware Subtotal $2,725.00
Shipping
$175.00
Total Sales Taxt
0.00 %
$0.00
Total Up-Front Software, Professional Services 8t
Hardware
$19,397.50
Total Monthly Managed Services:!:
$954.00
:!The Invoice for the first month's Managed Service Fees will be sent upon the execution of
the services agreement. Regularly scheduled invoicing for the Managed Service Fees will
begin upon the successful completion of client training. All invoices are due net 30. If you
would prefer to schedule your Managed Service Fees on a quarterly, bi-annual, or annual
basis, please contact your sales representative.
This Proposal was generated by Reda Soodi of Granicus, Inc. on 8/14/2008
and it expires on 2/14/2009.
*Price and hardware model are subject to change after 90 days without prior notice.
tAdditional sales tax may apply depending on your organization's tax status and the tax laws
unique to your state, county and/or municipality.
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Your Granicus Product
& Service Overview
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Granicus MediaManagerlM Software
Granicus MediaManager™ consists of a set of web-based software tools designed to
efficiently organize and manage your public meeting and non-meeting content.
These tools put the control of web publishing, public meeting workflow and system
reporting into the hands of non-technical users.
Public Site
Our solution includes several pages for your Internet users to access on-demand
media and live broadcasts. Users will use these pre-built pages to search out speCific
footage, and jump to specific events within your audio/video archive. The Granicus
solution also allows for a key word search based on all of the index points
associated with the complete library of video archives related to the City. This
functionality substantially increases the convenience of access to and use of
meeting archives. Around these core pages you can instantly control user access
using a registration and log in system. All publiC web pages are seamlessly
integrated Into your current website, so that the look and feel of your site remains
consistent.
Protected Administration Site
As a client of Granicus, you will have access to a web based administrative site that
will allow you to create and manage archives, schedule and index live events, link
documents and minutes of meeting to the video, view real time usage reporting,
and configure content distribution. You will also have access to a series of video
editing tools that can be used to enhance your on-demand content once it has been
broadcasted or encoded.
· Media Acquisition tools give you the ability to add audio and video content
to your content library from a variety of sources. Utilizing the Granicus
Outcast™ encoder, live events can be simultaneously broadcast and archived
to the library easily and directly through the live event manager. During a
broadcast you can add times stamped data, such as agenda item indices or
slides, allowing you to create rich multimedia presentations. You are also
given a simple media import tool that can be used to import any pre-encoded
content from your desktop into your archive listing. Finally, the Granicus
Outcast™ encoder, which is included with MediaManager™-Basic, can be used
to encode your analog video by replacing the liv~ signal with that of a
standard video playback device such as a standard VCR or DVD player. In this
scenario, the same capture tools for managing a live broadcast can be used to
make your valued offline content available online. Granicus also offers in
house from encoding from VHS or DVD as part of our professional services.
· Automatic Live Event Scheduler and Archive Publishing - Live events,
such as City Supervisors meetings, can be easily scheduled to be both
broadcast live and archive through the Granicus Live Event Manager. By
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utilizing this tool, the City will not require staff time or technical assistance to
start, stop or archive their live events. Archives are automatically transferred
from the Granicus OutCast™ encoder to the Granicus MediaCenter™ and
automatically published the web site of City. These features substantially
decrease the need for staff time to manage content creation and publishing to
the web site of City.
· Media Clip Administration provides clients the tools to create, edit, delete,
index, trim and merge digital video clips. Once the media is in the archive
library you can utilize indexing tools that allow you to set multiple "Jump To"
points into the video, providing your end user the ability to easily navigate
your streaming content. Various other editing and organizational tools allow
you to modify your archives and add to the searchable Meta data associated
with each archive.
· Meeting Agenda Parser allows the City to index its video archives based on
agenda item titles, by automatically pulling the agenda item titles and
descriptions from the agenda of the City and loading them into the Granicus
MediaManager™. These agenda item titles are than loaded into the live event
manager, which allows you to index your video in real time by simply clicking
on an agenda item title and pressing enter when the councilor board begins
discussing that issue. Other solutions, if they offer indexing, force you to
manually retype and load the text for each agenda item. The Agenda Parser
feature assures quality indexing and substantially decreases the staff time
need to create indices.
· Searchable Indexes - Audio and Video archives, which are viewable over
the Internet, can be easily indexed with multiple jump points through the
Granicus MediaManager™ software. These indexes allow users to jump
directly to the specific point In the audio/video archive of the City. The
Granicus solution also allows for a key word search based on all of the index
points associated with the complete library of video archives of the City. For
example a key word search on "Water" will return to the user a direct link to
all of the audiojvideo archives, which discuss water usage in the City. This
functionality substantially increases the convenience of access to meeting
archives.
· Searchable Closed Captioning - The Granicus solution supports the use of
closed captioning, and the association of the captioning with the streaming
media. Captions are viewable during live and archived streaming for full ADA
compliance. For archived meetings the captions can also be searched by key
words allowing the user to jump to the appropriate point in the video archive.
In addition captions can also be used to create a transcript for a particular
agenda item through the Granicus MediaManager™ Software.
· Document Management enables documents to be manually loaded and
linked to video archives and directly associated to the appropriate agenda
items, resulting in a searchable archive that includes both the audio/video
record of your meeting and the staff reports or other documents that were
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used during the meeting. Cross-linking documents and audio/video archives
provide the most comprehensive records archive system available. To improve
the efficiency of integrating and linking your meeting documents with your
meeting audio / video see the Document management Integration option
included with MinutesMaker™.
· CD Download with Indexing - Audio/Video Archives can be quickly
downloaded and burned to CD by any administrator of the Granicus solution.
The CD download also includes the agenda item indexing information so users
of the CD can still jump directly to the agenda items they are interested in.
This tool conveniently provides offline copies of your meetings for those
citizens without Internet access.
· Media Delivery subsystems, such as the Granicus StreamReplicator™ and
MediaVault™, maximize your existing infrastructure investment by allowing
you to deliver content using local storage and bandwidth when appropriate.
These systems function transparently as part of the Granicus solution, and
complement the robust delivery architecture at the Granicus MediaCenter™.
No special training is required to operate these devices as they function
autonomously and are controlled by Granicus MediaManager™ software.
· Summary Reports provide you with detailed usage reports concerning:
streaming requests, average user bandwidth, outbound bandwidth, content
popularity, and media storage usage.
· Complete Template Language - The Granicus MediaManager™ software
uses a tag-based template language to display all published content. This
allows you to finely control the look and feel of your video and video-related
pages, and does not restrict your layout like a header/footer based publishing
system would. These templates can be easily managed through our HTML
editor by your webmaster.
· Views System - The views system is the counterpart to the template
language. The Granicus MediaManager™ software allows you to publish video
archives and a list of upcoming live broadcast to the web by creating views. To
create a view you simply select the appropriate template and specific content
you would like to have published. For example, a City may want to publish all
of its City Council archives and the upcoming live broadcast of the City
Councfl meeting on one webpage. To do this simply select the City Council
archive folder and City Council event and then select the appropriate
template. This will generate an HTML webpage with the appropriate look and
feel and content. Link this page Into your existing website and your ready to
go.
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Granicus Managed Services
Granlcus has crafted the Managed Services program to compliment each individual
solution and ensure Its success, regardless of your network environment or
technical expertise. Implementing this program provides each client expert
attention and support. The Granicus Managed Services program is based on four
comprehensive components: storage and distribution management, proactive
systems management, continuous software upgrades and unlimited customer
advocacy .
Storage and Distribution Management:
Most organizations are drawn toward the public accessibility that streaming offers;
however, Granicus recognizes that many organizations are not in a position to
make the costly labor and network infrastructure changes necessary to provide this
service. Granicus resolves network concerns by hosting your data and software at
the Granicus MedlaCenter.
· Extensive Archive library. Your solution includes customized retention
schedules for each of your meeting bodies. Your solution also includes 200
hours of storage for non-meeting related content. Regardless of the number
of times each meeting body convenes, or how long they convene for, your
twelve months of meeting-related storage is guaranteed. The 200 hours
dedicated to non-meeting content generally accommodates a large number of
internal trainings, emergency preparedness and public service
announcements. Options to extend your archive library beyond the standard
package are also available
· Unlimited Bandwidth. Through the hosted model, Granicus offers every
client unlimited bandwidth. No matter how many simultaneous requests for
audio/video content Granicus fulfills, bandwidth expenses remain the same.
Unlimited bandwidth facilitates reliable, consistent streaming, even In
governments and public agencies with limited IT resources.
Proactive Systems Management:
Granicus goes above and beyond traditional support models by using systems
management software to constantly monitor every component of your solution. Our
systems management software sends us immediate notification to if an error occurs.
Our support professionals work diligently to troubleshoot and resolve these issues
remotely, so you are continually running with minimal downtime. While clients are
responsible for maintaining their own networks, operating systems, video signal and
client-procured hardware, our support team will notify and collaborate with proper
client personnel when malfunctions are affecting the Integrity of your Granicus
solution.
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Continuous Software Upgrades:
Granicus Managed Services ensures that your Granicus software is up-to-date with
the latest available security fixes, recommended updates and feature releases. Our
feature release process alerts clients when new software versions become available
and guarantees that each client experiences a successful update. Many of our new
features are in response to the needs expressed by our client family. As a result, we
offer a simple, online method of submitting feature requests through our Customer
Service Portal.
Unlimited Customer Support:
The foundation of our customer philosophy is demonstrated by our dedication to
immediate support and unlimited access to the Granicus Customer Advocacy Team.
Comprised of four specialty groups, this team ensures each client the highest level
of success with their Granicus solution. The team combines Outside and Inside
Advocates, who are expert trainers and client-relationship managers, with skilled
Technical Support Representatives and Web Designers, who go behind the scenes to
resolve outstanding issues. Personalized attention, incident response, and
on-demand solutions drive our Customer Advocacy philosophy, which Is committed
to maintaining the technical integrity of every Granicus solution throughout its
lifecycle.
· Personalized Attention. Granicus Customer Advocacy philosophy dictates
that each client is ensured an Outside Advocate as part of their Managed
Services. Outside Advocates not only prepare clients to go live with our
solution, they also proactively monitor their client's progress. This is
accomplished using a sophisticated customer success matrix that helps
Advocates determine if their client needs additional training and/or services.
As a client's main point of contact for the longevity of the relationship,
Advocates develop a unique understanding of the client's processes, technical
requirements and training needs. Advocates communicate this knowledge to
the rest of the team to ensure smooth and accurate resolutions that meet the
client's satisfaction.
· Rapid Incident Response: When issues arise, the Customer Advocacy team
is standing by ready to deliver proactive advisory and responsive services.
Outside Advocates, Inside Advocates and Technical Support Representatives
are all available by phone and email to provide technical and strategic
incident management during regular business hours: Sam-7pm PST. Granicus
Customer Advocacy provides complete support for incident diagnosis and
resolution. If a system problem involves complex support procedures, a Case
(or help ticket) is created and sent to our support professionals for
assessment. Throughout the resolution process, clients are updated with their
Case status to guarantee timely and effective progress. Our dedicated support
team devotes their complete attention and expertise to the Case until it is
resolved and closed. We also provide 24-hour emergency phone support to
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safeguard our clients from any irregularities during evening meetings.
· Customer Service Portal. Granicus Managed Services means a proprietary
knowledgebase is just a few mouse clicks away. The Customer Service Portal
(CSP) provides all clients with 24/7 access to on-demand support and
mentorship. The CSP allows users to access documentation, research solutions
to commonly encountered issues or post questions or comments in the User
Forum. Additionally, clients may report problems by logging into our secure
Portal and opening a Case online. Such Cases are instantaneously entered
into the Granicus support queue for quick and efficient problem isolation and
response by our Technical Support Representatives. Additionally, clients may
continue to expand their knowledge base by attending online classes offered
through Granicus UniversityTM. These free, online training sessions are held
weekly by our professional Advocates. Upon request, online classes may be
specially customized to fit your organization's needs. Furthermore, Granicus
offers an annual User Conference filled with innovative classes, collaborative
learning and one-on-one training assistance.
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Granicus Professional Services
Granicus takes a proactive approach to every product implementation. Our
professionals lay a foundation for success by analyzing your business
requirements and developing a deployment plan that speaks to your unique
needs. The Professional Services model includes a dedicated team to manage each
step of the process, from design and configuration to testing and implementation.
Granicus exceeds traditional deployment services with personalized project
planning and staff transitioning plans. All components of our personalized service
model coalesce to smoothly integrate your Granicus solution into your current
network .environment and day-to-day operations.
Network Assessment. A solid network assessment is part of Granicus'
preemptive strategy to eliminate network susceptibilities before they affect your
streaming operations. Through testing and analysis, deployment engineers work
with appropriate personnel to design a solution that fulfills the unique
requirements of your network infrastructure. Completion of the network
assessment phase verifies that your existing infrastructure is properly configured
for a successful deployment.
System Deployment. Flexible deployment options empower organizations to
bring implementation goals into alignment with existing staff and budget
limitations. By adjusting roles and responsibilities, our three deployment options
meet a variety of needs without compromising quality. Every system deployment
includes installation, configuration and validation.
· Turnkey: Turnkey deployments are a popular choice for organizations that
require minimal integration complexity and the ease of a 'plug and play'
solution. Granicus Deployment Engineers acquire the necessary hardware,
configure software to your specific needs and complete installation before
shipping to appropriate personnel for quick and easy installation.
Website Integration. Customized website integration drives your global
audience to a user-friendly portal of on-demand content that is accessible from
your website. A dedicated Web Designer builds fully customized archive pages and
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player templates that replicate your website's current look and feel. An archive
page serves as the interface of your video library with a comprehensive list of live
and on-demand content. The player template dictates user experience when
viewing live or archived video content. Together, the archive page and player
template organize your content In a user-friendly fashion that will keep your
constituents coming back.
Training. Granicus Professional Services offers a training program that is
unparallel in quality. Our Customer Advocacy department exceeds premier
service organizations by extending a personalized Customer Advocate to
maximize the value of your newly installed and configured system. Through
pre-training consultations, your Customer Advocate defines your organization's
training needs and creates a transition plan that migrates staff members and
workflows into your Granicus environment. Advocates take a leading role in
project management by serving as the primary contact and working with our
Deployment Engineers and Web Designers to confirm system installation,
configuration and validation. Next, your Customer Advocate travels to your
location to educate individual staff members about their unique role in the
Granicus solution. User training is designed to offer comprehensive instruction
on how to utilize the Granicus system in the before, during and after-meeting
stages. From streaming a live event to capturing motions and votes, our skilled
Advocates provide hands-on instruction in the comfort of your meeting and
legislative environment.
Workflow Configuration. Every organization's live meeting process varies
slightly, from common phrases utilized to the amount of speaker time allotted.
These existing workflows dictate specialized MlnutesMaker and VotingSystem
configurations. Granicus engineers work closely with your staff to assess such
specifications and design a solution that seamlessly integrates your existing
public meeting and legislative operations.
Document Templates. Our MinutesMaker and VotingSystem solutions
produce agenda and minutes documents that resemble your print versions but
offer constituents much more in terms of functionality. Each agenda or minutes
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item is a live link that takes viewers directly to the relevant portion of the
audio/video. In order to ensure the visual integrity of your online documents, a
Granicus engineer assesses your current format and customizes an
HTML-enhanced document template that closely resembles the original.
Granicus Professional Services is dedicated to satisfaction by providing a
template that maintains the high formatting standards of your original
documents.
...
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Granicus MediaCenterlM
Comprised of two world-class data centers, the Granicus MediaCenter is at the core
of our hosted service model. MediaCenter servers store and distribute the
audio/video streaming files, applications and deployment services that complete
each Granicus solution. This design alleviates your organization of unwanted
network congestion while meeting and exceeding the highest industry standards
and compliance requirements with 24/7/365 power, cooling, connectivity and
security capabi Iities.
· Storage and Distribution. Granicus facilitates the creation of a robust
archive library without the costly purchase of memory. The large files
contained in your archive library, such as videos, agendas, minutes and
supporting legislative documents sit on our servers outside your network.
Staff and constituent requests for content are sent directly to our
MediaCenter. The MediaCenter fulfills all requests at optimum speeds through
our unlimited bandwidth model.
· Application Performance. At the heart of each Granicus solution is
MediaManager™, a web-based application that drives your live and
on-demand streaming and legislative operations from our MediaCenter. By
placing this critical application into the hands of our MediaCenter, it is secured
around the clock by onsite engineers who ensure optimum network and power
availability. MediaCenter houses a number of other integral applications, such
as Audio-Video Podcasting, RSS Feeds and our Video Search Engine.
· Deployment Services. Granicus MediaCenter facilitates the centralization of
our deployment process. As a result, we offer flexible options that minimize
the complications of Enterprise-wide software integrations. Beyond
deployment, the MediaCenter augments the effectiveness of your solution
with on-going updates and new versions.
· Data Redundancy and Security. In the event of a national disaster,
hardware malfunction, or application failure, Granicus MediaCenter delivers
business continuity by ensuring the availability of your day-to-day streaming
operations. The Granicus defense strategy mandates automatic data
replication between world-class data centers in San Francisco, CA and
Ashburn, VA. This collocation strategy ensures security while delivering
mission critical content to clients across the nation.
World-Class MediaCenter
· Hosted environment for consistent service
· 2 locations for optimum redundancy
· 24 hour engineers onsite
· Redundant Power capacity on an Independent Power Grid
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· Blometrically secured 24 hours a day, 7 days a week, 365 days a year
· Climate Controlled
· Superior, redundant bandwidth providers
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MinutesMaker™ Advantages
Working with government Clerks and Secretaries from across the country, Granicus
found many were frustrated by the time commitment needed to take detailed
minutes. Yet they were equally unsatisfied with the amount of information offered
to the public through action minutes. This long-standing dilemma is now
re-evaluated as technology advances are challenging the old assumption that you
can not get more with less. Instead of trying to reshape the old, the Granicus
MinutesMaker Module steps outside the box and introduces a new form of minutes:
LinkedMlnutes™-the most comprehensive minutes format in the government
sphere today.
Integrated Public Record
The MinutesMaker Module uses cutting-edge technology to deliver a complete,
integrated public record to your constituents. The Granicus vision for an integrated
public record dictates that all relevant meeting Information is conveniently
accessible online. The end result is a dynamic archive showcasing your agendas,
minutes, supporting documents, and audio/video recordings, all cross-linked and
keyword searchable.
linkedMinutes
LinkedMinutes takes a leading roll toward achieving this all encompassing archive.
This minutes format refers to an online document that is embedded with HTML links
to your audio/video recording. By simply clicking on an item, viewers are taken
directly to the relevant portion of the audio/video. This method makes obsolete the
time-consuming task of rewinding and fast-forwarding through VHS tapes in search
of just a few minutes of content. Furthermore, public availability of video,
integrated into your minutes, alleviates the necessity for clerks or secretaries to
take detailed written minutes. LinkedMinutes, which are action minutes in
combination with audio/video clips, meet and exceed the detail found in traditional
minutes formats. This is due to the fact that most clerks, elected officials and
residents feel that viewing the actual proceedings is more accurate and desirable,
both internally and externally, than reading a written interpretation.
Process Automation
MinutesMaker does much more for time and cost savings than merely changing the
need for a lengthy minutes format. The module is unique in its ability to automate
much of the annotation process. This simple-to-use software enables you to record
meeting attendance, motions, votes, speakers and discussion summaries in
real-time; plus, a number of unique, time-saving features have been worked into
the product at the request of clerks across the country. Thus, the entire public
record is easily created through a single workflow that streamlines the legislative
process.
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The Mi nutesMaker Workflow
Pre-Meeting Action: Maximizing Efficiency
· Load Agenda. Before your live meeting, avoid any necessity for re-typing
your agenda items by uploading your meeting agenda into the Granicus
system. Later, use these agenda items to embed time-stamps in the digital
recording. For clients with an existing Agenda Management system, Granicus
may seamlessly integrate with such software to import your agenda
automatically
· Preload Motions. For agenda items that call for motions and votes during
the meeting, the Granicus system allows you to pre-load motions, saving you
time during your live meeting.
· Preload Attendees. Load attendees for indefinite storage and quick selection
to assemble motions, votes, and roll call. Meeting attendee settings may be
adjusted as your meeting members alter with elections.
· Preload Speakers. Associate speakers to specific agenda items before the
meeting.
· Publish Agenda. Before the meeting, publish your agenda to your website
with a click of a button. As part of Granicus Professional Services, we create a
template that allows your HTML agenda to either closely or exactly match
your existing agenda format. Supporting documents, such as agenda packets,
may be linked into the published agenda, offering comprehensive availability
of your meeting documents over the web.
· Schedule live Webcast. Schedule your meeting to automatically broadcast
live over your website.
Live-Meeting Action: Building Minutes
Every action of your meeting is recorded with a few clicks of a mouse. This natural
process of building your minutes will automatically embed your video stream with
time-stamps and result in the LinkedMinutes format.
· Roll Call. Quickly mark meeting attendees as Present, Absent, or Excused.
For quick minutes creation, roll call settings may be configured to default as
absent or present. Furthermore, attendance may be changed while the
meeting is in session; a member's departure and arrival will appear in your
LinkedMinutes in accordance with your current minutes format.
· Record Agenda Items. As the meeting progresses, record agenda items as
they are discussed by activating the items you imported during your
pre-meeting process. Recording the item can be accomplished by simply
highlighting and pressing return or by dragging and' dropping the item to its
appropriate location. This drag and drop feature may also be used to adjust
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the order in which the meeting items are discussed
· Speaker Management. In addition to pre-loading speakers, you may add
and call individuals to speak on any item during the meeting. Activate the
speaker timer by clicking on a button or manually entering the desired
amount of time. Speaker timer buttons may be configured to suit your
existing meeting process.
· Record Motions 8; Votes. A few keystrokes in MinutesMaker generate the
complete motion and vote text traditionally found in your minutes document.
Our highly configurable software gUides users through the motion and vote
process by prompting the user to select a Mover, Seconder, and Action from
pre-loaded drop-down menus. For unanimous yea votes, one button
completes the process and even remembers to note which members are
absent. Depending on your configuration choices, the text represented in your
minutes document is automatically retrieved from your current agenda item
or suggested action from staff. The result is a complete text record of the item
that is automatically indexed against the audio/video recording.
· Quick Notes. Use the Quick Note panel to add notes to selected agenda
items and automatically index them against the digital recording. A feature
called Text Expansion makes the note-taking process even quicker. This
useful feature allows the user to build a library of shortcuts that expand on
command. The user can create abbreviations for commonly typed names or
phrases and expand them into form with just two easy keystrokes.
· Spell Check. Notes are automatically spell-checked. Misspelled words are
quickly identified with a red underline and corrected by right-clicking and
selecting from alternate spelling suggestions.
· Manage Video Stream. Regardless of when the meeting is scheduled to start
and stop, you may start, stop, and pause your video stream on the fly. The
pause feature prevents unsolicited recordings that occur during long breaks or
closed sessions
· Toggle between Meetings. Occasionally, a clerk or secretary must switch
back and forth between separate meetings. MinutesMaker functionality
supports this process by allowing you to toggle between meetings with
separate agendas on your command. Furthermore, this process will
seamlessly create two separate audio/video archives.
Post-Meeting
· Publish AudioNideo Archive. Your video recording may be automatically
published to your webslte after your meeting. A manual option that requires
approval before publishing is also available. This on-demand archive is now
indexed against the agenda, linked to associated documents, searchable by
keyword and available to staff and residents on-demand.
· Modify Minutes. Granicus provides clerks and secretaries with a
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user-friendly interface and associated management tools designed specifically
to finalize their records before publishing to the web. Within this interface,
specific portions of video may be quickly accessed to review and easily modify
notes, votes, items and time-stamps to ensure an accurate public record.
· Publish LinkedMinuteslM. Easily publish meeting minutes with a click of the
mouse within seconds of approval through our post-meeting interface.
LinkedMinutes have become the premier choice for recording meeting actions.
Replacing traditional minutes methods with an audio/video record eliminates
the possibility of transcription error and drastically reduces call-in requests for
information from both staff and residents.
Complementary Products
· Mobile Encoder (Video or Audio)
· Agenda Management Integration
· Granicus VotingSystem
. Foot Pedal
. MediaVault
· Speaker Timer
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Granicus OutcastlM Encoder - Feature Rich
Encoding
The Granicus Outcast encoder coupled with the Granicus MediaManager™ Software
makes live streaming and archiving a simple and hands off process. Most encoders
simply convert an audio video signal into a digital format that can be used for
streaming; the Granicus Outcast™ does much more. Using the Granicus OutcastTM
with your Granicus solution allows for live indexing, synchronized captioning and
automatic archiving and file transfer to distribution servers. Your Outcast encoder is
also monitored and maintained by Granicus as a part of your monthly managed
services.
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How it Works
The Granicus Outcast Encoder has a video capture card (Osprey 230 by Viewcast)
placed into the PCI slot of on the Outcast encoder server. It is important to get a
clean video and/or audio signal to the Osprey card. The Osprey comes with an
"octopus" cable that accepts the following physical connections:
Video:Composite (BNC), S-Video
Audio: Balanced stereo (2 x XLR), Unbalanced stereo (2 x RCA)
While broadcasting a live event, the on-site Granlcus Outcast™ Encoder receives
your AV signal and converts it from analogue to digital. Next, it converts the signal
to the Windows Media format (multiple bit rates are supported). While streaming
live, the outcast encoder also writes a copy of the Windows Media file to the
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encoder server's the hard drive. During the encoding process, the ender is
responsible for adding the index points and closed captioning meta data to the live
event and archive file. When the event is over, the encoder will then automatically
transfer the archive file to the hosted and client side distribution servers. When the
file transfer is complete, MediaManager will automatically publish links to the
integrated public record.
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Granicus Audio & Video Podcasting Service
Podcasting is a great new way of automatically distributing audio and video content
through the Internet. Granlcus is offering podcasting because it Improves public
access and government transparency beyond the abilities of a streaming-only
solution. Podcasting allows users to collect programs and play them through a
portable device, whenever and wherever it is convenient. Furthermore, by offering
a podcast feed, your residents and staff no longer have to visit the website of
theCity to see if new content is available. In addition, they can now review this
content when they are off-line
How it Works
When Granicus Podcasting Service is enabled, a series of podcasting servers
activate and begin transcoding your archived streaming content from Windows
Media to MP3 audio and MP4 video formats. MP3/MP4 is used because it plays on
both iPods and other brands of portable players, reaching the widest possible
audience. Once the files are converted into MP3/MP4, they are stored on special
podcastlng servers located within the Granicus MediaCenter™. As with your
streaming content, you are allowed unlimited bandwidth
Users of the system can access content in a number of ways. The first method is to
simply download the MP3/MP4 files via links such as the below Granicus public page
example.
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MP3 MPEG4 Video
fAay 16 2007 04 hr 32 mln Agenda 1.~ll1utes
Podcast RSS
Imp3 IArltW".,EI
The subscribe model of podcasting is a version of push technology.
Unlike streaming, which requires the end user to retrieve content
from your website, podcasting allows the subscriber to select among
available feed channels.
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City of Cupertino: City Podc:aat
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Finally, podcasts can be registered with the iTunes
music store, giving your podcasts a much wider
audience by exposing it to millions of iTunes users.
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Granicus Audio & Video Podcasting Also Includes Following
Functionality:
. Windows Media Video RSS
220f23
granicus.
· Windows Media Video Download Link
23of23
Oranicus Registered Trademarks @
granicus'
Oranicus logo as a mark
Oranicus@
MediaVault@
Mobile Encoder@
Outcast Encoder@
StreamReplicatoriJ<)
Oranicus Trademark Names ™
Integrated Public Record H.
Intelligent Routing ™
LinkedMinutes HI
LiveManager™
MediaCenter HI
. TM
MedlaManager
MeetingMember™
MeetingServer ™
Simulcast Encoder™
TM
V oteCast
V oteCast ™ Classic
TM
Vote Cast Touch
Client Trademarks
EXHIBIT B
12
Version 3.9.8
TO:
VIA:
FROM:
DATE:
RE:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
City Commission
Norman S. Edelcup, Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry Goodman, Commissioner
George "Bud" Scholl, Commissioner
(305) 947-0606 City Hall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5 1 07 Fax
A. John Szerlag, City Manager
Hans Ottino!, City Allorney
Jane A. Hines, CMC City Clerk
MEMORANDUM
The Honorable City Commission
A. John Szerlag, City Manager
Jane A. Hines, City Clerk
Priscilla Walker, CMC, Deputy City Clerk/Office Manager
September 18, 2008
Approval of Agreement with MCCI for Automated Agenda System and Related
Support Services and an Agreement with Granicus for Document/Webhosting,
MinutesMaker, and Related Support Services
RECOMMENDATION:
It is recommended that the City Commission adopt the attached resolutions approving an agreement
with MCCI for an Automated Agenda System and related support services and an agreement with
Granicus for Webhosting, MinutesMaker, and related support services.
REASONS:
One of the goals and objectives listed for the Office of the City Clerk in the current fiscal year is to
overhaul our paperless agenda system and to provide more access to public records. Currently, we
manually produce the agenda and then provide a hard or PDF (scanned) copies. The scanned
version is not ideal as it is one huge document that takes too long to open and is hard to navigate
through. As such, we have looked at several systems that will allow us to automate the creation,
approval, management, and publishing of the agenda, minutes, and meeting video. What we have
found is that our goal entails agenda management; document/webhosting; and automated annotated
minutes.
Staff reviewed several systems from the top providers in the industry and after due consideration and
in consultation with our IT Director (Edel Fonseca), we recommend the MCCi automated agenda
system and the webhosting/annotated minutes services of Granicus.
Funding available: l)W'\ kr
Finance Department
Agenda Item No,: __\ a D
Commission Meeting Date: '1-[ ~ - 0 'R
Cover Memo Mcci And Granicus Automated Agenda & Hosting Services
The MCCi system is a fully-customizable web-based agenda management package that will enable
us to produce professional hardcopy and/or electronic agendas that are easier to access and navigate
through. MCCi has submitted a proposal in the amount of Twenty-Two Thousand One Hundred
Twenty Dollars ($22,120.00).
The Granicus system enables us to broadcast full agenda packets over the web, providing remote
access to elected officials, staff, and the public. The MinutesMaker module enables the City Clerk to
record motions, votes, roll call, and speaker notes electronically, so that every agenda item is
automatically linked in the audio/video recording of the meeting. Granicus has submitted a proposal
in the amount of Nineteen Thousand Three Hundred Ninety-Seven and Fifty Cents ($19,397.50) for
the system and related services.
ADDITIONAL INFORMATION:
Additionally, the MCCi agreement carries an annual software support fee in the amount of One
Thousand Six Hundred Thirty Dollars ($1,630.00). The Granicus agreement carries a monthly
managed services fee in the amount of Nine Hundred Fifty Four Dollars ($954.00), with two month
free services for purchase orders received before September 30,2008.
Further, MCCi anticipates parallel testing of the new and old system one hundred ten (110) days after
receipt of a purchase order, which in our case means that testing should begin with the February 2009
Commission meeting.
On a related note, Granicus IS one of the largest providers of webcasting services for local
governments.
Funds will be transferred from various line items within the Office afthe City Clerk and will
thereafter be available in Account No. 10-516-5511 for this purchase.
MCCi and Granicus will give a short presentation of the desired products.
Cover Memo MCCi and Granicus Automated Agenda & Hosting Services
Fernando Amuchastegui
City of Sunny Isles Beach
18070 Collins Ave
Sunny Isles Beach, FL 33160
September 12, 2008
Dear Fernando,
Thank you for all your help with the services agreement. Please find enclosed
two copies of the agreement signed by our CEO, Tom Spengler. Please send me
a signed copy by fax or emaH and return a hard copy to:
Granicus, Inc.
Attn: Sarah Hurwit
568 Howard Street, Suite 300
San Francisco, CA 94105
It has been a pleasure to work with you and we look forward to working with
the City of Sunny Isles Beach. Please let me know if there is anything else I can
do to help.
Best,
.&\al1J
~~
Sarah Hurwit
Corp. Chief of Staff
REG.' ~"'''':\
~- f
f ;.
.
Enclosures
(' r-p .,
,-it J
2008
CITY OF S: ifl! ;
OFFICE OF THf :.,;
City Commission
Norman S. Edelcup
Mayor
Lewis J. Thaler
Vice Mayor
Roslyn Brezin
Commissioner
Gerry Goodman
Commissioner
George "Bud" Scholl
Commissioner
A. John Szerlag
City Manager
Hans Ottinot
City Attorney
Jane A. Hines
City Clerk
September 26, 2008
Sarah Hurwit
Granicus, Inc.
568 Howard Street, Suite 300
San Francisco, CA 94105
Re:
Approval of Document Hosting and Annotated Minutes Services
Agreement
Dear Ms. Hurwit:
At its regular meeting of September 18, 2008, the City Commission adopted
Resolution No. 2008-1310, which approved the above-referenced agreement
between Granicus and the City of Sunny Isles Beach. Attached is a copy of the
approving resolution and an original agreement for your files.
On a relaled note, I want to personally thank Mr. Reda Sodi for all of his help
during this initial stage. Reda was always available to address any
questions/concerns that we may have had in a professional, non-intimidating
manner.
Thank you.
Priscill: W~ker, c~
Deputy City Clerk
Enclosures
cc: Edel Fonseca, Information Technology Director
Granicus - Webcasting and Minutes Agrmt Trans Ltr
gr~nicus
Invoice
Dafe
^"' N
9/22/2008
Granicus, Inc.
Please Send Your Payments to:
Granicus, Inc.
POBox 49335
San Jose, CA 95161-9335
415-357 -3618
IQyoice ''W
9091
'"
City of Sunny Isles Beach
Attn: Priscilla Walker
18070 Collins Avenue
Sunny Isles Beach FL 33160
United States
City of Sunny Isles Beach
Attn: Priscilla Walker
18070 Collins Avenue
Sunny Isles Beach FL 33160
United States
Terms
Project
Net 30
Ra.,te 'Amou
MediaManager 1,750.00 1,750.00
Enterprise
1 MediaManager MediaManager 3,500.00 3,500.00
Basic
1 MinutesMaker MinutesMaker (1 Meeting Body) 1,750.00 1,750.00
1 OutCast Outcast Encoder Software (1 License) 350.00 350.00
Encoder
*Professional Services*
1 Configuration Software Installation and Configuration 822.50 822.50
1 Document Document Template 525.00 525.00
Templates
3 On-Site On-Site Training (3 Days) 1,800.00 5,400.00
Training
2 Phone/Web Phone/Web Training (2 Hours) 150.00 300.00
Training (Hour)
1 Player Player Template Design 1,050.00 1,050.00
Template
Design
1 View Template View Template Design 1,050.00 1,050.00
Design
*Hardware*
1 Encoder Server Outcast Encoder Server (AV rack mount with RAID) 2,275.00 2/275.00
Rack RAID
1 Foot Pedal Foot Pedal 0.00 0.00
1 Osprey 230 Osprey 230 Video Capture Card 450.00 450.00
1 Shipping Equipment Shipping 175.00 175.00
Please Note our New Billing Address:
19,397.50
0.00
19,397.50
$19,397.50
Granicus, Inc.
po Box 49335
San Jose, CA 95161-9335
"A house divided against itself cannot stand."