Title
a. Approve and authorize the Contracts/Purchasing Officer to execute an Agreement with Granicus, Inc. in the yearly amount of $55,607 for the period of July 1, 2014 through June 30, 2019 for a cumulative total of $278,033 for the provision of maintenance and support of the Granicus software which is part of a comprehensive services package to include storage and archiving, and audio/video streaming of Board of Supervisor's, Planning Commission, and LAFCO meetings which take place in Monterey County;
b. Accept the non-standard Agreement terms and conditions;
c. Authorize the Contracts/Purchasing Officer to sign two future amendments to this Agreement with the same Agreement terms; and
d. Authorize the Auditor-Controller to transfer funds from Fund 020-2883 PEG Funds upon request from the Information Technology Department as expended.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer to execute an Agreement with Granicus, Inc. in the yearly amount of $55,607 for the period of July 1, 2014 through June 30, 2019 for a cumulative total of $278,033 for the provision of maintenance and support of the Granicus software which is part of a comprehensive services package to include storage and archiving, and audio/video streaming of Board of Supervisor's, Planning Commission, and LAFCO meetings which take place in Monterey County;
b. Accept the non-standard Agreement terms and conditions;
c. Authorize the Contracts/Purchasing Officer to sign two future amendments to this Agreement with the same Agreement terms; and
d. Authorize the Auditor-Controller to transfer funds from Fund 020-2883 PEG Funds upon request from the Information Technology Department as expended.
SUMMARY/DISCUSSION:
Granicus, Inc. is a vendor that provides a software and hardware solution for the Clerk of the Board which streamlines the processes associated with setting up agendas, audio/video streaming of the public meetings held in the board chambers, archiving and storage of the content of the meetings to include documents shared during the meetings. In addition to these services, Granicus, Inc. also manages the Government Channel webpage. This webpage provides information to the public regarding the Government Channel program schedule as well as access to previous programming broadcast on the channel.
Risk Management has recommended that the vendor provide Professional Liability insurance in the amount of $1 million with $2 million in aggregate. In response to the County's insurance requirement, the vendor has provided $1 million with $1million in aggregate. All other insurance limits and indemnification requirements have been met.
It is recommended by the Director of Information Technology that the Board approve the insurance coverage and limits provided by this vendor as this agreement poses limited liability. The approval of this action will ensure that the managed services provided by Granicus, Inc. which includes software licensing, data hosting, storage, web page support and video/audio streaming services continue and the residents of the County of Monterey maintain accessibility to public meetings held in the board chambers.
OTHER AGENCY INVOLVEMENT:
The Agreement was not approved by County Counsel due to the presence of the following non-standard and unacceptable terms/conditions recommended by the vendor: vendor has limited or no liability for this as-is service, County has absolute duty to pay even if service issues, vendor retains sole ultimate control over content, and unilateral changes to product may result in rate changes at renewal. Risk Management has reviewed the original agreement and does not approve the Professional Liability insurance amount provided by the vendor. The Agreement is on file with the Clerk of the Board.
FINANCING:
The funds for the Agreement have been included in the FY 2014-15 Recommended Budget for the Information Technology Department, ITD 1930, Unit 8137, INF001. Transactions relating to each fiscal year will be included in each respective Recommended Budget.
Prepared by: Sarah House, Management Analyst, 755-5108
Approved by:
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Dianah Neff, Director of Information Technology
Dated: May 27, 2014
Attachments: Agreement