Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH GRANICUS, INC. FOR PROFESSIONAL SERVICES PERTAINING TO AGENDA MANAGEMENT AND STREAMING MEDIA SOFTWARE SOLUTIONS FOR PUBLIC MEETINGS AND RELATED EQUIPMENT AND SUPPORT; AND DECLARING AN EMERGENCY.
Brief Description: This Resolution authorizes a new ongoing professional services agreement with Granicus, Inc., the City’s current provider of agenda management and streaming media services. Additionally, it will authorize replacement of encoder equipment at Town Hall, which has failed and is necessary for streaming video services.
Body
Legislative History
Resolution No. 12-33, authorizing the City Manager to enter into an Agreement with Granicus, Inc. for the enhancement of existing services for an automated workflow system; passed February 15, 2012.
Ordinance No. 13-114, amending Codified Ordinances Sections 220.03(d) and 220.031(a) of Chapter 220, “Council,” to provide that meeting minutes shall consist of both a written summary and an audio/video recording; passed October 2, 2013.
Ordinance No. 14-52, enacting new Codified Ordinances Section 252.04 to provide that meeting minutes for the City’s Architectural & Historic Board of Review, Board of Zoning & Building Appeals and Planning Commission shall consist of both a written summary and an audio/video recording; passed May 7, 2014.
Purpose & Explanation
Since 1998, Hudson Community Television has aired recordings of public meetings on HCTV. Beginning in 2010, the City utilized Granicus, Inc., to provide streaming and archived videos online.
In 2012, City Council authorized an expansion of services with Granicus to implement an automated workflow system, agenda management, and enhanced recording services. This software was expanded in 2015 for use with the Planning Commission, Architectural & Historic Board of Review, Board of Zoning & Building Appeals, Park Board, and Charter Review Commission, and in 2018 for the Environmental Awareness Committee.
Granicus software and services are also used to record Hudson Board of Education meetings, and the Hudson City School District is invoiced separately for associated fees, based upon the City’s agreement.
Agendas, minutes and video recordings are vital public records, and the solution provided by Granicus, Inc. has served the City effectively. In 2017, staff reviewed options for agenda management and streaming services. Staff recommends that City Council authorize a new agreement with Granicus for ongoing professional services relating to the existing agenda management and streaming media software solutions for public meetings and related equipment and support services in order to continue providing the high-quality public access to agendas, minutes, supplemental documentation, and videos of public meetings that the community has come to expect and rely on for transparency.
Annual professional services costs will continue to be authorized through appropriations by City Council. In addition, the encoder equipment at the Town Hall location is failing and needs to be replaced at a cost of $4,500.00.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
Competitively bid and advertised for two consecutive weeks; bid tab attached: [Yes/No/NA])
Joint or Cooperative Purchase Program
X Professional Services
Other [provide explanation]
Fiscal Impact
X Currently Budgeted: $25,212.00 (current annual fees + equipment)
Professional Services: current annual fees $20,712.00, funded by Information Services.
Replacement Encoder Equipment for Town Hall: $4,500.00, funded by City Council, Community Development, and Public Works Departments.
Proposed Agreement includes annual increases of up to 5%, to be appropriated by Council.
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes, staff recommends this Resolution be effective immediately to ensure continued and uninterrupted provision of necessary City services.
No
Recommendation
Suggested Action
Staff recommends passage of this Resolution, authorizing an agreement with Granicus, Inc. for ongoing agenda management and streaming media solutions and related equipment and professional services.
Submitted by,
Jane Howington, City Manager
Paul Leedham, IT Director
Dan Gerbracht, HCTV Operations Manager
Elizabeth Slagle, Clerk of Council