Title
RESOLUTION NO. 2017-046 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE FORMAL BID REQUIREMENT, APPROVING AN AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND GRANICUS, INC. TO PROVIDE STREAMING VIDEO AND AGENDA MANAGEMENT SOFTWARE SERVICES, AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE THE AGREEMENT AND ANY AMENDMENTS TO THE AGREEMENT NOT TO EXCEED A TOTAL OF $150,250
Body
RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
Body
SUMMARY
Granicus provides streaming video services for City Council and other public meetings, as well as agenda management software. The City of Chula Vista wishes to renew the existing contract for services with Granicus, Inc. for up to 36 months, and may desire to implement additional services that Granicus offers in the future.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Body
Environmental Determination
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is required.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
The City of Chula Vista currently utilizes video streaming and agenda management software from Granicus, Inc. The City has utilized Granicus services since 2005, and the video streaming and software tools are a key component to the City’s commitment to transparency and communicating with the public.
The video streaming services broadcast each City Council meeting live over the internet, as well as archiving the videos for access to the public via the City’s website, www.chulavistaca.gov <http://www.chulavistaca.gov>.
The agenda management tool was implemented in 2014 to allow the City Clerk and City staff to create, track, approve and electronically distribute City Council agendas, staff reports, information items and a variety of other electronic documents. In addition to streamlining processes related to agenda publication, the Granicus service provides the public with user-friendly links to agendas, minutes, staff reports and related documents, bookmarked meeting video, and reports.
Staff has researched other similar products and recommends continuing with Granicus due to a variety of factors, including overall satisfaction with the products it has provided and the complexity, cost, and staff time that would be required to implement an alternative product.
Agenda management and streaming video technologies are proprietary in nature. The ability to provide service of and support for the technologies currently in place is exclusive to Granicus, Inc. Therefore, staff request the City Council waive the formal bid process and enter into a renewal agreement with Granicus.
The proposed renewal is for a total of 12 months, with two additional 12-month extensions if exercised, for a potential total of 36 months.
Staff from the City Clerk and Information Technology Services Departments are currently researching additional modules to add enhanced government software components provided by Granicus. Staff proposes that the City Council authorize the City Manager, or his designee, to execute any amendments to the agreement not exceeding a total of $50,000 over the base contract amount.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This contract for service will positively affect the goal of Operational Excellence as it provides improved delivery of service, reduced staff time on manual procedures, and improved government transparency.
CURRENT YEAR FISCAL IMPACT
There is no new impact to the General Fund as the contract amount of $2,650 per month is already included in the FY 2017 budget.
ONGOING FISCAL IMPACT
This contract is for a total of 36 months, should both 12-month extensions be optioned by the City of Chula Vista. The contracted price is $2,650 per month. There is a 5% maximum price escalator built into the contract for service. The total contract amount could reach $100,250 over the 36-month period assuming a 5% increase each year during the life of the contract.
These costs do not include potential module additions as described in the “Discussion” portion of this report. Staff is seeking the City Council’s approval to authorize the City Manager, or his designee, to execute amendments to the agreement not exceeding a total of $50,000 over the base contract amount.
There is no impact to the General Fund as these costs are funded via the Public Education and Government (PEG) Fund.
ATTACHMENTS
Attachment 1 - Contract with Granicus, Inc.
Staff Contacts: Edward Chew, Director of ITS and Kerry Bigelow, Asst. City Clerk