SR-04-28-2015-3DID
Mm City Council Report
City of
Santa moniea°
City Council Regular Meeting: April 28, 2015
Agenda Item: �®
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Professional Services Agreement for Managed Video Service for the City's
Websites
Recommended Action
Staff recommends that the City Council:
1. Award RFP# 22 to Granicus, Inc., a California -based company to provide
managed video service for the City's websites;
2. Authorize the City Manager to negotiate and execute a professional service
agreement with Granicus, Inc, in an amount not to exceed $17,786.40 for one
year, with four - additional one -year renewal option(s) in the amount of
$71,145.60, on the same terms and conditions for a total amount not to exceed
$88,932 over a five -year period, with future year funding contingent on Council
budget approval.
Executive Summary
The City posts video and audio recordings of City Council and other public meetings as
well as CityTV programming on the City website. The City currently uses Granicus, Inc.
to provide managed video services to support the hosting, management, and archiving
of this content. The current agreement with Granicus, Inc. expires on June 1, 2015.
Staff recommends that Granicus, Inc. continue to provide managed video service for the
City's websites at an annual cost of $17,786.40, for a total amount not to exceed
$88,932 over five years.
Background
The Information Systems Department manages the City's public websites, a proven
means of effectively providing information to the community. Included on the City's
websites are video and audio archives of many of the City's public meetings, including
City Council meetings, various boards and commission meetings, as well as CityTV
programming. The City has traditionally contracted with an outside vendor to provide
streaming and recorded audio and video services via the Internet. The decision to use
1 of 4
contractual services rests in the high cost of storage and bandwidth associated with
online audio and video services and the technical difficulty of indexing archived video.
On June 1, 2010, the City entered into a one -year Professional Services Agreement
with Granicus, Inc. to provide managed video service. On October 17, 2011, the City
entered into a first modification of the agreement to include video streaming formatted to
be compatible with selected mobile devices, and to extend the term of the agreement by
two years through FY 2012 -13. On May 28, 2013, Council authorized a second
modification of the agreement, extending the term for an additional two years.
Prior to Granicus, Inc., 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, Inc. provided a cost - effective way to provide live- streaming and
archival video feeds of these meetings, which the City makes available via its website.
The current agreement with Granicus, Inc. expires on June 1, 2015. Staff recommends
Granicus, Inc. to continue to provide managed video services for the City's websites.
Discussion
The City intends to continue offering the same or similar streaming video service to the
public. This includes live broadcasts of selected public meetings, audio and video
archives of a larger number of public meetings with video archives indexed to meeting
agendas. The video service also supports a set of web based templates used to offer
video on the CityTV and the general city websites. All audio and video must be useable
on common mobile platforms.
Vendor /Consultant Selection
In February 2015, the City issued a Request for Proposals (RFP) for Managed Video
Service. The RFP was posted on the City's on -line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. 878 vendors were notified, 37 vendors downloaded the
2 of 4
RFP, and 4 firms responded. The respondents were Granicus, Inc., Accela, Inc.,
Swagit Productions, LLC, and Becki True Consulting, LLC. Responses to the RFP were
reviewed by a selection panel of staff from the Information Systems Department,
Records and Election Services, and the City Manager's Office.
Evaluation was based on the following selection criteria: experience, references, project
team, cost, quality of work/technical capability, and overall responsiveness to RFP.
Staff recommends Granicus, Inc. as the best qualified bidder to provide managed video
services for the City's websites. Granicus was selected based on their experience
providing video streaming services, references, pricing, and because their proposal was
the only one that met all the criteria set forth in the bid specifications. Granicus, Inc.
provides streaming services for over one thousand government agencies, including City
of Los Angeles, Long Beach, West Hollywood, Beverly Hills, and Malibu. Granicus, Inc.
will provide managed video services at an annual cost of $17,786.40, for a total amount
not to exceed $88,932 over five years.
3 of 4
Financial Impacts and Budget Actions
The agreement to be awarded to Granicus, Inc. is for an amount not to exceed
$88,932.00. Funds for FY 2014 -15 are available in the Information Systems Department
and City Manager budgets. The agreement will be charged annually as follows:
01247.579260 $16,500.00
012072.544010 $ 1,286.40
TOTAL $17,786.40
Future year funding is contingent on Council budget approval.
Prepared By: Keith Kurtz, Internet Systems Analyst
Approved Forwarded to Council
Jory Wolf, Chief Information OffioUl3 /2015
Attachments:
A. May 28, 2013 Staff Report - Item 3C
Elaine M Polachek, Interim City MM*06r15
4of4
Reference:
Agreement No. 10052
(CCS)