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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, IT Operations Director
DATE: September 17, 2019
SUBJECT:
Authorizing the purchase of a 3 year subscription for Legislative Management Suite from Granicus, Inc., Hurst, Texas in the amount of 31,959.09 plus a 5% increase each additional year for a total of $100,751.03, a 3 year subscription for streaming in the amount of $9,300.00 plus a 7% increase each additional year for a total amount of $29,898.57, and a one-time purchase of 3 brand new encoders in the amount of $18,100.00. Total amount in year one estimated at $59,359.09, total amount in year two estimated at $43,508.04 and total amount in year three estimated at $45,882.77.
PURPOSE:
Granicus has provided services for the City of Aurora since 2013. The product Legistar streamlines agenda management and provides webcasting functions. It has ensured public meetings have ran smoothly, increased internal efficiency, and documented decisions proficiently and made policymaking open and available.
BACKGROUND:
Granicus assisted in making the City's legislative process more automated and eliminated the need to have a manual workflow in place. This renewal will include the LiveManager Software solution. This is currently used by the Aldermen Clerks and the City Clerk's office to run all the City's legislative meetings. They utilize the software to take minutes, manage web recordings and to record votes and attendance. The renewal also includes Legistar which is the Software-as-a-Service (SaaS) solution that enables the City of Aurora to automate the entire Legislative process. The Open Platform Suite is used to upload and index archives and allows the ability to post agendas/documents. These are currently published on a searchable viewpage and is accessible on the City's website. Media Manager, which is included, allows the agendas to easily be pushed out to the city personnel's mobile devices to maintain a paperless process.
This renewal is expanding on the HD video streaming for an enhanced viewing experience, further enable accessibility and ensure ADA compliance by adding closed captioning services. The city's Public Information Office can monitor and analyze public interest through visitor and
viewership reports, which break down visitor statistics, including most-popular content, number
of views, length of time on site, and more to better understand the viewing audience. One quote is for the replacement of the 3 Granicus encoders and HD streaming. The other quote includes a Performance Accelerator (PA) in addition to the encoders and HD. Because of the size of our municipality and the amount of bandwidth used for HD, we may need the Performance Accelerator. The Performance Accelerator eliminates the bandwidth impact our local viewers would have when accessing the video stream. A Tech Validation call with Granicus' products team will help determine if the PA is necessary. If it is determined that the software is not needed, then the overall amount requested will reduce $10,034.70.
DISCUSSION:
Purchase for the encoders for a total amount of $13,500.00 will be paid out of the Information Technology hardware account number 101-1380-419.64-11 with a balance of $57,417.08. Purchase for the software for a total amount of $41,259.09 will be paid out of the Information Technology software account number 101-1380-419.64-10 with a balance of $158,454.57.
IMPACT STATEMENT:
Not renewing by the renew date will cause Granicus Legistar to no longer work, and our streamlined process can be hugely impacted.
RECOMMENDATIONS:
Authorize the purchase of the encoders, the 3 year subscription for Legislative Management Suite and the 3 year subscription for streaming from Granicus, Inc, Hurst, Texas, for an estimated total amount of $148,748.90
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the purchase of a 3 year subscription for Legislative Management Suite from Granicus, Inc., Hurst, Texas in the amount of 31,959.09 plus a 5% increase each additional year for a total of $100,751.03, a 3 year subscription for streaming in the amount of $9,300.00 plus a 7% increase each additional year for a total amount of $29,898.57, and a one-time purchase of 3 brand new encoders in the amount of $18,100.00. Total amount in year one estimated at $59,359.09, total amount in year two estimated at $43,508.04 and total amount in year three estimated at $45,882.77.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Granicus has provided services for the City of Aurora since 2013; and
WHEREAS, all of the Granicus products has streamlined the agenda management and provided webcasting functions; and
WHEREAS, Granicus has ensured that public meetings have ran smoothly; and
WHEREAS, this renewal is expanding on the HD video streaming for an enhanced viewing experience, further enable accessibility and ensure ADA compliance by adding closed captioning services; and
WHEREAS, purchase amounts for the encoders for a total amount of $13,500.00 will be paid out of the Information Technology hardware account number 101-1380-419.64-11 with a balance of $57,417.08. Purchase for the software for a total amount of $41,259.09 will be paid out of the Information Technology software account number 101-1380-419.64-10 with a balance of $158,454.57.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to authorize the purchase of the encoders, the 3 year subscription for Legislative Management Suite and the 3 year subscription for streaming from Granicus, Inc, Hurst, Texas, for an estimated total amount of $148,748.90.