SR-05-28-2013-3CCity of City Council Report
Santa Monica
City Council Meeting: May 28, 2013
Agenda Item: 3C
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Modify a Professional Services Agreement for Managed Video Service for
the City Website
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to Professional Services Agreement No. 2140 in the
amount of $35,573 with Granicus, Inc., a California -based corporation, to provide
managed video service for the City's websites. This will result in a five -year amended
agreement with a new total amount not to exceed $102,897, with future funding
contingent on Council budget approval.
Executive Summary
The City makes video and audio recordings of many of its public meetings, including
City Council meetings and CityTV programming, available via the City website. The
City uses Granicus, Inc. to provide managed video services to support the hosting,
management, and archiving of this content. Granicus is the leading service provider of
streaming video service for local governments in the United States, providing streaming
services for over one thousand government agencies. Staff recommends modifying the
existing professional services agreement with Granicus through FY 2014/15 at a cost of
$35,573, for a new total amount not to exceed $102,899 over five years.
Background
The Information Systems Department manages the City's public websites, which have
consistently proven to be one of the most effective means of providing information to the
community. Included in the City's websites are video and audio archives of many of the
City's public meetings, including City Council meetings, and CityTV programming. To
provide live and archived video and audio streams and downloads of public meetings,
CityTV programming, and other video content that the City wishes to .provide on the
World Wide Web, staff contracts with a managed video services firm.
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Prior to engaging Granicus, City Council, Planning Commission, and Rent Control
Board meeting videos were streamed live on the World Wide Web, but were not
archived due to the technical difficulty and cost associated with storing and indexing the
video recordings. Granicus provided a cost - effective way to provide live- streaming and
archival video feeds of these meetings, which the City makes available via its website.
On June 1, 2010, following a competitive proposal process, the City approved
Professional Services Agreement (PSA) No. 2140 with Granicus in the amount of
$24,554 to provide managed video service for the City website for one year. On October
17, 2011, the City extended this agreement by two years through FY 2012/13,
increasing the not -to- exceed amount to $67,326. As part of this amendment, the City
also added services to include video streaming formatted to be compatible with many
mobile devices. Staff is bringing this item before Council at this time because this
agreement will surpass the $70,000 threshold for professional services requiring
Council approval.
Discussion
Granicus is the leading provider of streaming video service for local governments in the
United States, providing streaming services for over one thousand government
agencies. Local Granicus clients include the cities of Los Angeles, Long Beach, West
Hollywood, Beverly Hills, and Malibu.
Vendor Selection
In May 2010, the City published a Request for Proposals for Managed Video Service.
The RFP was posted on the City's on -line bidding site and distributed to 18 firms. Two
bids were received and publicly opened on May 24, 2010. Bids were evaluated on
price, vendor qualifications and experience, and compliance with City specifications.
Granicus was the lowest bidder and best met the City's specifications. Based on these
criteria, Granicus was selected as the best bidder to provide managed video services
for the City's websites.
Staff recommends a second modification at an annual cost of $17,786 or $35,573 over
two years, for a new total not -to- exceed amount of $102,899, to continue providing
managed video service through May 31, 2015
Financial Impacts & Budget Actions
The agreement modification to be awarded to Granicus, Inc. is $35,573, for an
amended agreement total not to exceed $102,899. Funds for FY 2012 -13 are available
in the Information Systems and City Manager's Office budget. Contract costs for FY
2012 -13 will be charged to accounts 01247.579260 ($16,500) and 01207.544012
($1,286). Funds for FY 2013 -15 have been included in the FY 2013 -15 Proposed
Budget, pending Council approval. Budget authority for subsequent years will be
requested in each budget cycle for Council approval. Future funding is contingent upon
Council approval and budget adoption.
Prepared by: Keith Kurtz, Internet Systems Analyst
Approved: Forwarded to Council:
Jo olf Rod Gould
C i Inf rmation Officer City Manager
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Reference Agreement No.
9741 (CCS)