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Council Agenda - City of BurbankTuesday, January 16, 2007Agenda Item - 7 |
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Council Agenda - City of BurbankTuesday, January 16, 2007Agenda Item - 7 |
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| DATE: | January 16, 2007 |
| TO: | Mary J. Alvord, City Manager |
| FROM: |
Jennifer Wyatt, Information Technology Director Margarita Campos, City Clerk |
| SUBJECT: |
AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH GRANICUS, INC. FOR THE ELECTRONIC ARCHIVAL AND PLAYBACK OF CITY COUNCIL MEETINGS AND AMEND THE BUDGET FOR FISCAL YEAR 2006-07 |
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PURPOSE
To adopt a resolution authorizing the City to enter into a Professional Services Agreement with Granicus, Inc for the purchase and implementation of Granicus Media Manager and to amend the budget for fiscal year 2006-07.
BACKGROUND
At the Council meeting of November 14, 2006, staff presented a report on the Granicus Media Manager software solution that provides the ability to access, archive, keyword search, index, and integrate documents into our web casts. Council directed staff to return with a detail cost analysis and appropriation request for the purpose of moving forward with implementation of this technology.
ANALYSIS
As previously discussed, Granicus Media Manager is the leading product in this area and is currently in place in nearly 100 cities. This system is a great use of technology and would offer increased access to information for citizens, city officials, staff and organizations doing business with the City. The cities using Media Manager have noted that their web traffic and use of video streaming has increased significantly as a result of adding archiving with �jump to� capability. Citizens that don�t have time to attend meetings or watch meeting playbacks would easily be able to view their items of interest on their own time schedule.
The Granicus solution also provides flexibility as our needs change. We can extend our video retention schedule at any time, burn the archive to CD ROM and store on-site for historical reference and the presentation will remain the same, i.e., Windows Media Player, indexed by agenda item and linked with the documents.
FISCAL IMPACT
The initial total cost of the project is $41,216.00 which includes all one-time costs of hardware, software, training, installation and web integration services software. It also includes six months of managed services. The breakdown of expenditures is as follows:
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One Time |
Ongoing |
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Software (Basic and Minutes Maker) |
$17,591.00 |
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Hardware |
$ 4,500.00* |
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Training (3 days on-site) |
$ 4,800.00 |
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Installation |
$ 325.00 |
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Web Integration Services |
$ 6,500.00 |
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Project Sub Total |
$33,715.63 |
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Managed Services (prorated for 6 months)** |
$7,500.00 |
$1,250 per month for the first year; increasing $600 annually thereafter |
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Grand Total |
$41,216.00 |
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*This figure includes required hardware that will be purchased by the City.
**Prorated for six months; annual managed services will be incorporated into the annual budget process at $15,000 for the first year; this figure increases $600 annually beginning year two for each year of online storage up to 5 years. Managed services include complete monitoring and lifetime maintenance of the on-site hardware and 24/7 technical and user support.
As this project was not budgeted, staff requests an appropriation of $41,216.00 from account number 001-ND000-30004 unappropriated General Fund balance, to account number 001-CM02A-70011-0000-17442 (Granicus Media Manager Project). The annual managed services expense will be requested as an exception through the yearly budget process.
RECOMMENDATION
Staff recommends that Council adopt a resolution authorizing the City to enter into a Professional Services Agreement with Granicus, Inc. for the purchase and implementation of Granicus Media Manager and Managed Services and amending the fiscal year 2006-07 budget.
