HomeMy WebLinkAbout10C - Webcasting & Webstreaming Services Contract
AGENDA ITEM:
DISCUSSION:
CONSIDER APPROVAL 0 RESOLUTION AUTHORIZING THE MAYOR
AND CITY MANAGER TO ENTER INTO A MODIFIED VERSION OF THE
CITY'S STANDARDIZED AGREEMENT WITH GRANICUS INC. FOR
WEBCASTING AND WEBSTREAMING SERVICES
Introduction
The purpose of this agenda item is to authorize the Mayor and City Manager to
enter into an agreement with Granicus so we can begin Webcasting and Video
on Demand service on our Website.
History
About 52% of households in Prior Lake have cable television. Only those
households can access programming which we provide through PL TV 15. By
contrast, 75% of Prior Lake households have high speed access to the Internet
(this does not include persons who can receive high speed access through their
employer). This is one of the highest percentages in Twin City area cities.
To improve availability of our cable television productions and our City Council
and advisory body meetings, the 2030 Strategic Plan Communication Vision
Element provides that the City should, "Webcast public meetings to tap new
markets."
In order to Webcast and offer Video on Demand, two things need to happen.
The City must index each agenda item so that users can locate the type of
meeting, date and agenda item.
Second, because of the specialized nature and computer demands needed to
provide Webcasting and Video on Demand, the City must purchase specialized
hardware and pay a monthly service fee.
Current Circumstances
Mike Peterson and I have been investigating Webcasting and Video on Demand
by testing services offered by other companies for other cities. There are two
providers offering their services in the Twin Cities area. The two companies are
Implex Unifying Technologies and Granicus Inc.
Both firms were asked for proposals. Implex was less expensive with the
software and hardware costs at $7,115, whereas Granicus is $9,227. However,
Granicus' monthly service cost is $650 per month, whereas Implex's monthly
service cost is $1,074.95. Yearly, this translates to $7,800 for Granicus and
$12,899.40 for Implex. These fees are for basic service. Both companies
provide service packages in addition to these, but they are beyond our initial
needs. The total three-year cost of the Granicus service is $31,327, whereas the
Implex cost is $45,775.30.
www.cityofpriorlake.com
Phone952.447.9800 / Fax 952.447.4245
Granicus has been providing such services since 1999. The hardware/software
purchased by the City includes Granicus MediaManager-Basic including
upgrades over the term of the contract, a Dell Poweredge Server computer and
peripheral equipment, one day of installation and one day of training. Granicus
provides 24/7 technical support and replacement of products purchased from
Granicus. From the date of contract execution to final operation requires about
four weeks. The first two-month service fee is waived ($1,300). For the
remainder of the 36-month contract, the City pays $650/month to receive the
service. The exhibits to the contract more thoroughly explain the service and
how it works. James Bonneville will be at the Council meeting to answer any
questions you may have.
ISSUES:
Webcasting and Video on Demand does represent a significant improvement to
the information services we provide to the public. More persons may access the
data and video programming since they only need high speed access to the
Internet. We are relying upon Granicus to provide this service because they
represent over 200 cities and have extensive experience. Their product appears
dependable. Because we are using their services, a large number of persons
can access the services concurrently. We will also archive our meetings and
video production with Granicus for a year.
There are issues to be considered:
. The Granicus software is proprietary. Accordingly, if we were to change
vendors sometime in the future it is likely that we would have to pay
additionally for new software and perhaps hardware as well.
. In the contract, Granicus provides for the storage of 12 months for all public
meetings and 50 hours or seven gigabytes of content (video productions) at
the media center. If the City were to store a greater amount, additional fees
would be charged.
. Granicus is developing new features. These new features, if desired by the
City, would be an additional cost.
. The service is transparent to the user which affords easy access. On the
other hand, if there are problems, the City will be blamed.
Councilmembers are invited to visit the Burnsville, Eagan, Edina, Savage or
Woodbury Websites to test the service. All are provided by Granicus. The
Granicus Website is quite complete as well.
FINANCIAL
IMPACT:
A total of $8,400 is in the 2007 Communications budget for this purpose.
Payment has been structured so we pay $7,000 in 2007 and $2,726.55 in 2008
for the hardware and software. Assuming four weeks start-up and two months of
complementary service, the City would pay $1,300 for two months of service in
2007. Funds for the remaining hardware and software costs and monthly service
costs are reflected in the 2008 budget.
ALTERNATIVES:
1. Adopt a resolution authorizing the Mayor and City Manager to enter into the
City's Standardized Agreement with Granicus for Webcasting and Video on
Demand for a 36-month period.
2. Take no action and direct that additional information be prepared.
RECOMMENDED Alternative #1.
MOTION:
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 07 -xxx
A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO A MODIFIED
VERSION OF THE CITY'S STANDARDIZED AGREEMENT WITH GRANICUS INC. FOR
WEBCASTING AND WEBSTREAMING SERVICES
Motion By:
Second By:
WHEREAS, The City's 2030 Vision and Strategic Plan contains a Vision Element focused upon
communication; and
WHEREAS, One of the two-year objectives of this Vision Element is to, "Webcast public meetings
to tap new markets;" and
WHEREAS, The City staff has solicited quotes from two vendors for Webcasting and Video on
Demand as follows:
Vendor Hardware/Software Monthly Service Total Contract
(36 months)
Implex $7,115.00 $1,074.95 $45,775.30
Granicus Inc $9,227.00 $650.00 $31,327.00
WHEREAS, After considering experience, service, support, features and cost, Granicus Inc. is the
lowest responsible vendor.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Granicus is hereby determined to be the lowest responsible bidder in the amount of $9,227 for
hardware and software, $650 service fee per month for a total 36-month cost of $31,327.
3. The Mayor and City Manager are hereby authorized to execute a modified version of the City's
standardized agreement to effectuate this resolution.
PASSED AND ADOPTED THIS 6th DAY OF AUGUST 2007.
YES
NO
Hauaen Hauaen
Erickson Erickson
Hedbera Hedbera
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
www..cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
STANDARD AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made on the 6th day of August, 2007, between the City of Prior Lake,
Minnesota (hereinafter "City"), whose business address is 4646 Dakota St. SE, Prior Lake, MN 55372-
1714, and Granicus, Inc., a California corporation (hereinafter "Consultant"), whose business address is
568 Howard Street, Suite 300, San Francisco, CA 94105.
PRELIMINARY STATEMENT
The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of
professional services for City projects. That policy requires that persons, firms or corporations providing
such services enter into written agreements with the City. The purpose of this agreement is to set forth
the terms and conditions for the provision of Webcasting and Webstreaming and archiving of City Council
and other public meetings and materials.
I. RECITALS
WHEREAS, the City's 2030 Vision and Strategic Plan places an emphasis on using technology to
facilitate communication with the public and residents; and
WHEREAS, the City Council believes that the ability of residents to observe their elected officials
in their official capacity as Counselors at City Council meetings provides residents with an opportunity to
be aware of projects, developments, issues, plans, problems, visions and values brought to decisions
made by City Council; and
WHEREAS, the City Council desires to make Council meetings easily and readily accessible to
observe even if a member of the public is not able to attend an actual City Council meeting; and
WHEREAS, the City Council desires to use webstreaming media technology to make City Council
meetings live over the Internet and archive meetings so they are searchable for viewing at any time; and
WHEREAS, Granicus, Inc. has the capability of providing webstream media services with a
streaming media solution to provide internal and external access to public meetings and the
dissemination of information to residents and the public through use of the Internet and the capacity to
archive the meetings and presentations in a searchable database available for observing at a viewer's
convenience.
NOW, THEREFORE, in consideration of the mutual promises, covenants and consideration
provided for herein, the parties agree as follows:
The City and Consultant agree as follows:
1. Recitals. The Recitals set forth above are incorporated herein and made part of this Agreement
as if fully set out herein.
2. Documents. This Agreement contains nine (9) lettered Exhibits, each of which is specifically
incorporated herein as if fully set forth and made part of this Agreement;
2.1 Granicus Managed Services. Granicus will produce the City with its basic "managed service
plan" to implement Webcasting/Webstreaming public City meetings and special City broadcasts
through the City's website. The Granicus Managed Service Plan will include:
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2.1.1 Continuous customer support seven (7) days per week, twenty-four (24) hours per day,
three hundred and sixty-five (365) days per year (24/7) of all software and hardware;
2.1.2 Continuous monitoring (24/7) of all software and hardware provided by Granicus and the
repair or replacement of any non-functioning hardware within twenty-four (24) hours for up
to three (3) years;
2.1.3 Software upgrades and a "Lifetime License" to use Granicus' MediaManager software.
3. Scope of Work. The Consultant agrees to provide the services described in its submittals to the
City titled as follows:
Bonneville Letter - Exhibit A
Granicus Managed Services - Exhibit B
Solution Pricing - Exhibit C
Payment Terms - Exhibit D
Project Implementation Timeline - Exhibit E
Professional Services Description - Exhibit F
Granicus MediaManager Software (Basic) - Exhibit G
Granicus MediaManager - Content Management and Delivery - Exhibit H
Granicus Outcast - Feature Rich Encoding - Exhibit I
3.1 Exhibits A-I are attached hereto and incorporated by reference as if fully set forth herein. The City
has assigned an Exhibit Letter for each document provided by Consultant. Collectively Exhibits B,
E. F. G. H and I describe the "Work" to be performed by Consultant
4. Time for Performance of Services. The Consultant shall perform the Work and provide the
Services described in Paragraph 3 within the timeline setout in Exhibit E, unless otherwise agreed
upon in writing.
5. Compensation for Services. City agrees to pay the Consultant $ 9,726.55 for the services as
described in Paragraph 3 and in Exhibits C and D and under the terms and conditions set out
therein. In addition the City will pay Consultant $650.00 per month for the term of the Agreement
as described in Exhibit D. The Consultant will provide City with the first two months of monthly
managed services at no fee.
A. Any changes in the scope of the work which may result in the compensation due the
Consultant shall require prior written approval by an authorized representative of the City
or by the City Council. The City will not pay additional compensation for services that do
not have prior written authorization.
B. Special Consultants may be utilized by the Consultant when required by the complex or
specialized nature of the Project and when authorized in writing by the City.
C. City agrees to pay Consultant for extra services by the Consultant or Special Consultants
when authorized in writing by the City.
6. The City agrees to provide the Consultant with the complete information concerning the Scope of
the Work and to perform the following services:
A. Access to the Area. Depending on the nature of the Work, Consultant may from time to
time require access to public and private lands or property. As may be necessary the City
shall obtain access to and make all provisions for the Consultant to enter upon public and
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private lands or property as required for the Consultant to perform such services
necessary to complete the Work.
B. Consideration of the Consultant's Work. The City shall give thorough consideration to all
reports, recommendations, estimates, and other documents presented by the Consultant,
and shall inform the Consultant of all decisions required of City within a reasonable time so
as not to delay the work of the Consultant.
C. Owner's Representative. Mike Peterson, Communications Coordinator, will act as the
City's representative with respect to the Work to be performed under this Agreement. He
shall have complete authority to transmit instructions, receive information, interpret, and
define the City's policy and decisions with respect to the services provided or materials,
equipment, elements and systems pertinent to the Work covered by this Agreement.
7. Method of Payment. The Consultant shall be paid pursuant to the terms and conditions set out
in Exhibits C and D. The monthly fee for Managed Services, other than the fee for the first two
months which the Consultant has waived, shall be submitted to the City on a monthly basis,
Itemized bills for other professional services, previously agreed to by the City in writing,
performed under Paragraph 5 of this Agreement shall be submitted on a monthly basis. Bills
submitted shall be paid in the same manner as other claims made to the City.
A. Abandoned or Suspended Work. If any work performed by the Consultant is abandoned
or suspended in whole or in part by the City, the Consultant shall be paid for any services
performed on account of it prior to receipt of written notice from the City of such
abandonment or suspension.
8. Project Manager and Staffing. The Consultant has designated James Bonnevilleto serve on the
Project. He shall be assisted by other staff members as necessary to facilitate the completion of
the Work in accordance with the terms and conditions set out in this Agreement. Consultant may
not remove or replace James Bonneville from the Project without the prior approval of the City.
9. License. Granicus owns the copyright to the Mobile Encoder. Granicus agrees to provide the City
with a revocable, non-transferable and non-exclusive account to access Mobile Encoder. The
City acknowledges Granicus software is proprietary to Granicus, Inc., and protected by intellectual
property laws and intellectual property treaties.
10. Standard of Care. All Work performed pursuant to this Agreement shall be in accordance with
the standard of care in Scott County, Minnesota for professional services of the like kind.
11. Audit Disclosure. The Consultant shall allow the City or its duly authorized agents reasonable
access to such of the Consultant's books and records as are pertinent to all services provided
under this Agreement. Any reports, information, data, etc. given to, or prepared or assembled by,
the Consultant under this Agreement which the City requests to be kept confidential shall not be
made available to any individual or organization without the City's prior written approval. All
finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs,
and reports prepared by the Consultant shall become the property of the City upon termination of
this Agreement, but Consultant may retain copies of such documents as records of the services
provided.
12. Term. The term of this Agreement shall be from August 6, 2007, through September 30, 2010,
the date of signature by the parties notwithstanding. This Agreement may be extended upon the
written mutual consent of the parties for up to an additional five (5) year upon the terms and
conditions as herein stated.
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13. Termination. This Agreement may be terminated by either party by seven (7) days' written notice
delivered to the other party at the address written above. Upon termination under this provision if
there is no fault of the Consultant, the Consultant shall be paid for services rendered and
reimbursable expenses until the effective date of termination. If however, the City terminates the
Agreement because of the Consultant has failed to perform in accordance with this Agreement,
no further payment shall be made to the Consultant, and the City may retain another consultant
to undertake or complete the work identified in Paragraph 3. If as a result, the City incurs total
costs for the Work (including payments to both the present Consultant and a future consultant)
which exceed a maximum Agreement amount specified under Paragraph 5 and more fully
described in Exhibit C, then the Consultant shall be responsible for the difference between the
cost actually incurred and the Agreement amount. The City's cost to complete the Work may
include the cost to procure hardware and software, installation, training, software updates,
replacement of defective hardware or software, and the monthly service fee for the balance of
months remaining in the term of this Agreement.
14. Subcontractor. The Consultant shall not enter into subcontracts for services provided under this
Agreement except as noted in the Scope of Work, without the express written consent of the City.
The Consultant shall pay any subcontractor involved in the performance of this Agreement within
the ten (10) days of the Consultant's receipt of payment by the City for undisputed services
provided by the subcontractor. If the Consultant fails within that time to pay the subcontractor any
undisputed amount for which the Consultant has received payment by the City, the Consultant
shall pay interest to the subcontractor on the unpaid amount at the rate of 1.5 percent per month
or any part of a month. The minimum monthly interest penalty payment for an unpaid balance of
$100 or more is $10. For an unpaid balance of less than $100, the Consultant shall pay the actual
interest penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect
interest penalties from the Consultant shall be awarded its costs and disbursements, including
attorney's fees, incurred in bringing the action.
15. Independent Consultant. At all times and for all purposes herein, the Consultant is an
independent contractor and not an employee of the City. No statement herein shall be construed
so as to find the Consultant an employee of the City.
16. Non-Discrimination. During the performance of this Agreement, the Consultant shall not
discriminate against any employee or applicants for employment because of race, color, creed,
religion, national origin, sex, marital status, status with regard to public assistance, disability, or
age. The Consultant shall post in places available to employees and applicants for employment,
notices setting forth the provision of this non-discrimination clause and stating that all qualified
applicants will receive consideration for employment. The Consultant shall incorporate the
foregoing requirements of this paragraph in all of its subcontracts for program work, and will
require all of its subcontractors for such work to incorporate such requirements in all subcontracts
for program work.
17. Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without
the written consent of the other party.
18. Services Not Provided For. No claim for services furnished by the Consultant not specifically
provided for herein shall be honored by the City.
19. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any
reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not
affect the remaining provisions of this Agreement.
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20. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement
supersedes all oral agreements and negotiations between the parties relating to the subject
matter hereof as well as any previous agreements presently in effect between the parties relating
to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions
of this Agreement shall be valid only when expressed in writing and duly signed by the parties,
unless otherwise provided herein.
21. Compliance with Laws and Regulations. In providing services hereunder, the Consultant shall
abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to
be provided. The Consultant and City, together with their respective agents and employees, agree
to abide by the provisions of the Minnesota Data Practices Act, Minnesota Statutes Section 13, as
amended, and Minnesota Rules promulgated pursuant to Chapter 13. Any violation of statutes,
ordinances, rules and regulations pertaining to the services to be provided shall constitute a
material breach of this Agreement and entitle the City to immediately terminate this Agreement.
22. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not
affect, in any respect, the validity of the remainder of this Agreement.
23. Indemnification. Consultant agrees to defend, indemnify and hold the City, its officers, and
employees harmless from any liability, claims, damages, costs, judgments, or expenses, including
reasonable attorney's fees, resulting directly or indirectly from a negligent act or omission
(including without limitation professional errors or omissions) of the Consultant, its agents,
employees, or subcontractors in the performance of the services provided by this Agreement and
against all losses by reason of the failure of said Consultant fully to perform, in any respect, all
obligations under this Agreement.
24. Insurance.
A. General Liabilitv. During the term of this Agreement, Consultant shall maintain a general
liability insurance policy with limits of at least $600,000 for each person, and each
occurrence, for both personal injury and property damage. This policy shall name the City
as an additional insured for the services provided under this Agreement and shall provide
that the Consultant's coverage shall be the primary coverage in the event of a loss. The
policy shall also insure the indemnification obligation contained in Paragraph No. 21. A
certificate of insurance on the City's approved form which verifies the existence of this
insurance coverage must be provided to the City before work under this Agreement is
begun.
B. Worker's Compensation. The Consultant shall secure and maintain such insurance as will
protect Consultant from claims under the Worker's Compensation Acts and from claims
for bodily injury, death, or property damage which may arise from the performance of
Consultant's services under this Agreement.
C. Professional Liabilitv Insurance. The Consultant agrees to provide to the City a certificate
evidencing that they have in effect, with an insurance company in good standing and
authorized to do business in Minnesota, a professional liability insurance policy. Said
policy shall insure payment of damage for legal liability arising out of the performance of
professional services for the City, in the insured's capacity as the Consultant, if such legal
liability is caused by an error, omission, or negligent act of the insured or any person or
organization for whom the insured is legally liable. Said policy shall provide an aggregate
limit of $1 ,000,000.
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25. Records Access. The Consultant shall provide the City access to any books, documents,
papers, and records which are directly pertinent to the specific contract, for the purpose of making
audit, examination, excerpts, and transcriptions, for three years after final payments and all other
pending matters related to this contract are closed.
26. Ownership of Documents. All plans, diagrams, analyses, reports and information generated in
connection with the performance of the Agreement ("Information") shall become the property of
the City. The City may use the Information for its purposes and the Contractor also may use the
Information for its purposes. Reuse of the Information for the purposes of the project
contemplated by this Agreement ("Project") does not relieve any liability on the part of the
Contractor, but any reuse of the Information by the City or the Contractor beyond the scope of the
Project is without liability to the other, and the party reusing the Information agrees to defend and
indemnify the other from any claims or liability resulting therefrom.
27. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota.
Executed as of the day and year first written above.
Reviewed for form:
CITY OF PRIOR LAKE
City Attorney
Mayor
City Manager
GRANICUS, INC.
By:
Its:
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4/27/2007
To: The City of Prior Lake
Michael Peterson
Communications
Via em ail
Michael,
Granicus looks forward to developing a successful long-term relationship with The City of Prior
Lake. By selecting Granicus as your streaming media solution provider, you will greatly improve
external and internal access to your public meetings. These meetings will be available live over
the Internet, and as searchable archives that can be used for efficient long-term record keeping.
Streaming with Granicus improves public access beyond what can be provided through cable
broadcast. The availability of searchable archives allows a section of any meeting to be retrieved
at anytime using a simple keyword search. In addition, documents like staff reports, agenda's,
and minutes can be synchronized and linked to your audio and video archive all of which will be
available through the City's web site.
While public meeting broadcasts are a compelling and popular use of your Granicus solution, your
system can be used by all City departments to present video content internally or externally over
the web. Other cities use the Granicus solution to deliver public education content, public service
announcements, and video on demand training.
The Granicus solution delivers the functionality desired by The City of Prior Lake, and does it in a
way that minimizes the overall cost. Our proposed solution integrates with your current
infrastructure and audio video equipment instead of replacing or duplicating it. Additionally, the
storage and distribution of your streaming content is offloaded to the Granicus Media Center
eliminating your need to invest in additional dedicated bandwidth and servers, which are necessary
to support streaming. By automating processes that would normally be done manually the Granicus
MediaManagerlM software also minimizes the impact streaming has on staff time, and eliminates the
need for the IT staff to be on hand during meetings. Agenda items can be indexed in real time,
and archives are automatically published to the City's web site minimizing the involvement of your
Webmaster. Because meeting archives are readily available on the Internet, the need for the
clerk's office to retrieve and prepare meeting records will also diminish over time.
At Granicus, we recognize that a great product is only part of what keeps our clients satisfied. For
that reason, Granicus provides 24/7 technical support and onsite user training. We also take full
responsibility for maintaining and monitoring the technology that powers your solution, so that you
can avoid the cost of developing a team of streaming experts. When you need us we will be there
to help.
If you have any questions about our services or this proposal please do not hesitate to contact me.
Most Sincerely,
James Bonneville
Midwestern Regional Director
Granicus, Inc.
Granicus Managed Services
All managed services plans are billed on a monthly basis, and require the first month be paid during
the initial setup of your Granicus solution. All plans include full Managed Services, complete
monitoring and maintenance of your on-site hardware and 24/7 technical and user support for your
complete solution. Managed Services also includes all software upgrades and bug fixes for all of
the City's Granicus software components. The goal of our Managed Services program is to help
the City realize the highest level of value and satisfaction from Granicus solution, without incurring
additional or unexpected costs. Granicus Managed Services include the following:
Technical and User Support
Granicus offers continuous customer support and is dedicated to ensuring that the City is
completely satisfied with Granicus products and services. Granicus staff is available to the City
24hrs a day, 365 days a year, via the contact info below.
Direct (8:00am to 6:00pm Pacific time): 415-357-3618
Toll Free (8:00am to 6:00pm Pacific time): 877-889-5495
Site: www.granicus.com
Email: support@granicus.com
Monitorin$l
As part of the City's Managed Services Granicus will continually monitor, on a 24/7 basis, all the
software and hardware included in your solution. Should any malfunction appear, Granicus will
immediately notify the City and proceed to resolve the issue. Granicus is committed to repair or
replace any non-functioning hardware, provided directly from Granicus, within 24 hours for up to 31
years.
Software Up$lrades
Granicus provides its software as a "Lifetime License", and all software upgrades are included as
part of your Managed Services program. This includes both the rights to use the upgraded
software and any services required as part of the upgrade process.
Bandwidth and Stora$le
Through Granicus Managed Services we will provide all of the bandwidth and storage necessary to
utilize your solution. The Granicus Managed Services plan includes "Unlimited Bandwidth" for
streaming the City's live and on-demand content over the Internet through the Granicus Media
CenterlM.
The Granicus Managed Services base plan also includes 12 months of archiving for all public I
meetings and 50 hours or 7 Gigabytes of storage for additional content at the Granicus Media,
CenterlM.
Proposed Solution Pricing
Your Granicus solution was designed based on The City's specific streaming needs. Our pricing
reflects our commitment to supply our customers with the highest value and utmost quality. Your
solution consists of the components detailed below.
Granicus MediaManager
MediaManager Software
Basic
Sales Tax
Subtotal
6.5%
$3,500.00
$227.50
$3,727.50
Granicus OutCast Encoder
Hardware (Can be provided by Client)
(1) - Dell PowerEdge Server 1850 Next Day Three Year Service
Intel Xeon Processor - 3.0GHz/2MB Cache, 800MHz
Onboard SATA, 160GB, Serial ATA, 7.2K RPM, Hard Drive
Riser 1x64-bit/133 PCI-X slot and 1 PCI Express x8 Slot
1GB DDR2, 533MHz, 2x512MB Single Ranked DIMMs
Windows Server 2003 Web Edition
Rack Chassis w /Versa rail
(1) - Osprey 230 Encoder Card
Configuration
Hardware
Software
$1,520.00
$350.00
Sales Tax
Subtotal
6.5%
$157.50
$350.00
$121.55
$2,499.05
Professional Services 8: Other Hardware
Training
(1) - Days Onsite
Installation
(1) - Day Turnkey
Web Site Integration
$1,600.00
Sales Tax
Subtotal
6.5%
$350.00
$1,400.00
$0.00
$3,350.00
Total Sales Tax
6.5%
$150.00
$349.05
$9,726.55
Shipping
Total
Total Monthly Managed Services
$650.00
With this proposal, the first two months of monthly managed services are free
In addition, of the upfront payment $7,000.00 will be paid for by the City of Prior Lake in the 2007
budget, while 2,726.55 will be purchased as part of the 2008 budget cycle in January.
Payment Terms:
Invoices for up-front software, equipment and services will be sent upon completion of
deployment. The payment term for the up-front invoice is net 30.
Invoices for the monthly managed services will be sent upon the completion of on-site training and
client validation. The payment terms for the monthly managed services are net 30.
Project Implementation Timeline
Granicus is pleased to begin a promising and successful relationship with The City of Prior Lake. To
begin the process, we have outlined a timeline to ensure the efficient and organized
implementation of your Granicus solution. Granicus guarantees a 3D-day implementation period,
which begins the day the service contract and initial fees are received.
Project Task Date
Client delivers signed proposal and service contract to Pre Kick-Off
Granicus
Full purchase order is issued by the Client Pre Kick-Off
Project Kick-Off Week 1
Installation project plan completed by Granicus Et Client Week 1
Hardware built, configured and tested Week 2
Granicus in conjunction with the Client's Webmaster will Week 2
complete the website Integration
All Onsite Installations Completed Week 3
Training Completed Week 4
Client completes two-day solution testing and final Week 4
implementation sign off
Go-Live: Client releases remaining project funds to Week 4
Granicus
Unless otherwise stated in a program announcement or solicitation, this signed and accepted
proposal must be received by 2/28/2007.
Sign to accept proposal.
Return to representative or:
Granicus, Inc.
568 Howard St.
Suite 300
San Francisco, CA 94105
The City of Prior Lake
Granicus, Inc.
Client Signature:
Signature:
Date:
Date:
Professional Services Description
Confiquration:
Configuration of Granicus hardware includes the assembly of all server and encoder components.
Base operating systems are installed on Granicus or client supplied hardware. The hardware and
software is optimized for streaming media applications. Granicus software is then installed and
initial configuration and testing is performed.
Web Site Inteqration:
Web site integration includes incorporating the public components of the Granicus Media
ManagementlM software into the client's website, matching the look and feel, and integrating the
navigation. This service also includes the custom design of a client specific pop-up video player, or
skin, and a custom agenda parser to increase indexing quality and efficiency. In addition, our
MinutesMaker feature can be customized to provide automatic generation of cross-linked meeting
minutes to meet your specific needs.
Turnkev Installation tt Traininq:
Turnkey installation of hardware at client's location includes configuration of: analog audio and
video feeds to the encoder, Internet and LAN connectivity, configuration of firewalls and proxies,
all hardware with power and backup power supplies, and final system configuration with the
Granicus Media Center. Once the system is up and running Granicus' engineers finish the setup by
tuning the audio and video remotely. A training session concludes the onsite visit.
Once the system is installed, our engineers will remotely monitor your equipment to assure that it
is continually operating to original specifications.
Granicus MediaManagerlM Software
Granicus MediaManagerlM consists of proprietary web-based software tools designed to efficiently
organize and manage your streaming content. These tools put the control of broadcast activity,
user account management, live event management, and usage reporting in your hands.
The software has been broken up into four segments to meet the unique needs for a variety of
local government agencies. These three components are: 1) Media ManagerlM - Basic, 2)
MediaManagerlM - Enterprise, and 3) MediaManagerlM, - MinutesMaker. Each of these components
are described in detail below. MediaManagerlM - Basic is the foundation technology of every
solution and is required before adding the Enterprise or MinutesMaker software modules.
MediaManallerlM Basic
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 City's complete library of video archives. 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. The MediaManager - Basic software license allows for one
custom build archiving listing page, and one video skin. By adding MediaManagerlM - Enterprise you
will the ability to create and customize an unlimited number of public pages by utilizing our
templates and views tools. See MediaManagerlM - Enterprise for more information.
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 broad casted 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 OutcastlM 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 OutcastlM
encoder, which is included with MediaManagerlM - Basic, can be used to encode your analog
video by replacing the live 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 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 OutCastlM encoder to the Granicus
MediaCenterlM and automatically published the City's web site. These features
substantially decrease the need for staff time to manage content creation and publishing to
the City's web site.
. Media CUp 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 City's
agenda and loading them into the Granicus MediaManagerlM. 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 council or 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 MediaManagerlM software.
These indexes allow users to jump directly to the specific point in the City's audio/video
archive. The Granicus solution also allows for a key word search based on all of the index
points associated with the City's complete library of video archives. For example a key
word search on "Water" will return to the user a direct link to all of the audio/video
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 MediaManagerlM 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 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
MinutesLinkerlM.
. 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 StreamReplicatorlM and MediaVaultlM,
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 MediaCenterlM. No special training is required to operate these devices as they
function autonomously and are controlled by Granicus MediaManagerlM software.
. Summary Reports provide you with detailed usage reports concerning: streaming requests,
average user bandwidth, outbound bandwidth, content popularity, and media storage
usage.
Granicus MediaCenterlM - Content Management and Delivery
To deliver reliable, high-quality audio and video content over the Internet you must have a secure
and scalable distribution facility able to support hundreds or thousands of concurrent users; with
this as our goal we created the Granicus MediaCenterlM. The Granicus MediaCenterlM enables us to
store and distribute your content over the Internet to ensure your audience consistently receives a
high quality stream.
How it Works
The Granicus MediaCenterlM is the core of all Granicus Internet broadcast solutions. This secure
and reliable facility stores and distributes rich-media events to the public over the Internet. Live
streams are encoded at your location and one stream is sent to our streaming servers at the
Granicus MediaCenterlM. Archive files can also be uploaded directly to our servers. Your streaming
content will be available through your web site, but the Granicus MediaCenterlM handles all
requests for both live and archived streams. The only streaming that will travel over your network
is the one stream per source, you are sending to the Granicus MediaCenterlM.
The Granicus MediaCenterlM is well equipped to handle all of your streaming needs. It has direct
redundant Internet connectivity at optical wavelength speeds to a variety of major Internet
backbone providers, including Qwest Communications, SBClPacific Bell and others.
In addition to providing standard Internet Data Center power facilities the Granicus MediaCenterlM
has the significant added benefit of being a Designated Block 50 facility, allowing the facility to be
exempt from rolling blackouts.
MediaCenterlM Features:
. Flexible Storage Programs
. Flexible Distribution Programs
. 24/7 System Support
. Redundant Storage
. Redundant Network Connections
Granicus OutcastlM Encoder - Feature Rich Encoding
The Granicus Outcast encoder coupled with the Granicus MediaManagerlM 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 OutcastlM does much
more. Using the Granicus OutcastlM with your Granicus solution allows for live event scheduling,
automatic web publishing, live indexing, slides, closed captioning, and automatic archiving and file
transfer to distribution servers
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How it Works
The OutcastlM Encoder integrates with the web-based Granicus MediaManagerlM software and
transfers live broadcasts to the Granicus MediaCenterlM in real time. The Granicus MediaCenterlM
then duplicates and distributes your high quality audio and video content to the audience
requesting the content.
While broadcasting a live event, the on-site Granicus OutcastlM Encoder can also archive your
broadcasts for on-demand viewing later. Once your broadcast is complete, the encoded event is
automatically transferred to the Granicus MediaCenterlM where our suite of streaming media tools
is accessible for editing, management and publishing functions.
OutcastlM Encoder Features:
. Live & Scheduled Broadcast Control
. Automatic Archiving
. Multiple Bit Rate Support
. Automated Broadcast and Archive Publishing
. Live event management: Indexing, Slides, and Closed Caption