City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council: (1) approve a budget amendment
appropriating $78,578 from the General Fund Reserve; and (2) approve a
Professional Services Agreement with Granicus, Inc. for a term of three years with
two one year optional extensions in an amount not-to-exceed $198,530 ($28,590 in
one time set-up costs, $29,988 annually for each year of the five year proposed
agreement - $149,940 in total, and $20,000 in data conversion/unforeseen
circumstances costs) for Granicus’ “Government Transparency Suite” to provide
web-based access to City Council, Commissions, Committees, and Board meeting
information.
A Budget Amendment requires a 4/5ths vote.
BACKGROUND:
Consistent with the City Council’s policy direction, Culver City is a model for
transparent and accessible local government. The City has been (and continues to
be) a leader in making information about the City and its government available to
the public. As part of this accessibility, the City provides access 24/7 to
Meeting Date: 09/08/14 Item Number: A-5
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - (1) Approval
of a Budget Amendment Appropriating $78,578 from the General Fund Reserve;
and (2) Approval of a Professional Services Agreement with Granicus, Inc. for a
Term of Three Years with Two One Year Optional Extensions in an Amount Not-to-
Exceed $198,530 for Granicus’ “Government Transparency Suite” to Provide Web-
Based Access to City Council, Commissions, Committees, and Board Meeting
Information.
Contact Person/Dept.:
Martin R. Cole, Assistant City
Manager/City Clerk
Michele Williams, CIO
Phone Number:
310-253-5851
310-253-6000
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Dates:
Public Notification: Meetings and Agendas – City Council (09/03/14).
Department Approval:
Martin R. Cole (09/03/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/03/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (09/03/14)
City Manager Approval:
John M. Nachbar (09/03/14) City of Culver City, California
Agenda Item Report
information related to the City Council (and the City’s Commissions, Committees,
and Board) via the City’s website. Such information includes agendas, staff
reports and attachments, meeting recordings, meeting summaries (“Meeting in a
Minute”) and approved meeting minutes. In addition to the currently scheduled
meeting, the “online archives” provide this data going back to 2005.
Since the early 2000s, the City has implemented a number of computer/web-based
applications to allow the public easier and more effective access to public
information. In approximately 2003, the City reviewed a number of options to
improve agenda process automation and agenda-related information access by the
public. That resulted in the City purchasing and implementing the SIRE agenda
management and document archival system (SIRE).
Approximately two years ago, SIRE announced it was being acquired by a larger
software company. While the announcement of the acquisition included the
assurance that the new company would continue to support SIRE, approximately
six months ago, the new company announced it would no longer be investing
resources in future updates to the software. Over the last decade, SIRE has
provided generally good service with respect to agenda packet preparation and
electronic document archival. However, the improvements in technology and
integration of services experienced over the past 10 years coupled with the
announcement that SIRE will discontinue development on the SIRE platform, have
led staff to begin considering replacement options.
During budget discussions held over the past few years, the City Council has
directed the City Manager to review ways to further improve the City’s
transparency in providing the public with even more efficient ways to access public
information. During Fiscal Year 2013/2014, the Finance Department implemented
an online financial information tool that provides real-time access to the City’s
budget and other financial data. With the goal of achieving similar results, staff has
been reviewing systems that would provide improved and coordinated access to
City Council meeting information.
In a continuation of an effort initiated approximately five years ago, staff has again
evaluated the “Government Transparency Suite” offered by Granicus. In 2009,
when staff first met with Granicus to review their products, the services offered
were of high quality. However, the costs to implement the solution coupled with
the very difficult financial environment being faced by the City, led staff to abandon
those efforts. Now, in light of the City Council’s full support of improving efficiency
and transparency and an improving financial environment, staff has again met with
Granicus to review their current products. Given their unique platform of integrated
modules, the current state of the City’s aging agenda management software
(SIRE), and the ongoing projects to upgrade the City’s website and improve the
audio/visual aspects of the City Council Chambers, staff presents this City of Culver City, California
Agenda Item Report
recommendation to approve a Professional Services Agreement with Granicus to
implement its integrated solution.
DISCUSSION:
Staff has evaluated the full “Government Transparency Suite” which is comprised
of seven components plus data conversion (a list of the components and
associated costs is available in Attachment 1). The functionality of each
component is described below:
Granicus Base Software: This is the base module. In order to implement any
part of the Granicus Solution, purchase of this module is required.
Boards and Commissions Application: Implementation of this module will
automate the City’s Boards and Commissions application and vacancy
monitoring process. The current manual process is very staff-time intensive.
Automation will improve efficiency and availability of vacancy and other
commission related information to the public. It includes the flexibility of each
legislative body having a customized application that can be completed and
submitted online.
Agenda Automation: This module will replace SIRE by providing a completely
integrated, work-flow based agenda processing system. The “agenda packet”
can then be accessed electronically via the agenda automation application
provided (no need to e-mail large agenda packets or download from the cloud).
The agenda packet created by this module is fully searchable, annotatable, and
accessible via computer or tablet device. If necessary, paper packets can still
be created.
Live Minutes Management: During the City Council meetings, in real time, this
module allows “indexing” of City Council actions. This process results in the
automated creation of a “Meeting in a Minute” like report accessible
immediately upon the adjournment of a meeting. Further, the “indexing” allows
integration of keyword searches in both the official minutes and the video/audio
recording of the meeting. This feature will make searching for particular topics
even more efficient for both the public and staff.
SDI Encoding Appliance: This equipment is required to allow Granicus to host
live web broadcasts and provide integrated audio/video archival of past
meetings.
Webcasting Solution: This service will replace the in-house hosting and
archival of meeting recordings and will broaden the ability of the public to City of Culver City, California
Agenda Item Report
access live and archived meeting recordings to include tablets and smart
phones.
Add-On Voting: This module will replace the current ten year old voting system
(which has surpassed its useful life and is no longer supported by the
manufacturer). Voting will be done using tablet devices in a manner similar to
the system in use today. However, this module will work seamlessly with the
other modules in the Granicus system to allow for an integrated record of the
City Council’s actions.
Data Conversion (and Unforeseen Circumstances): As the Granicus system is
implemented, data from the other systems (including SIRE) will be converted
for inclusion in the Granicus system. Staff recommends allocating sufficient
funds for 100 hours of data conversion and other unforeseen circumstances.
Staff analyzed the possibility of implementing less than the full system. However,
given the need to replace the SIRE system and the desire to further improve
transparency and provide a fully-integrated system, staff recommends
implementation of the full suite. Further, Granicus’ quoted prices include a
discount for full suite implementation. For these reasons, staff recommends
implementing the full suite.
Other Cities’ Experiences
Locally, the cities of Beverly Hills, Santa Monica, and West Hollywood have all
implemented the full suite. Staff has been in contact with our counterparts in these
cities (including our City Manager), all of whom report high levels of satisfaction
with Granicus’ products.
Next Steps
Should the City Council approve the recommended actions, staff will work with
Granicus to implement the new system. It is expected system implementation will
take a number of months and involve training of staff and members of the City
Council and the City’s commissions, committees, and board. The workflow
process will necessitate a change in procedure related to staff report creation,
approval, and adherence to deadlines. The current goal is to have the system up
and running no later than July 1, 2015 (but, earlier implementation is possible
given earlier than planned achievement of interim milestones).
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The complete costs for the full five year agreement (three year base term plus two
one year extensions subject to the approval of the City Manager) are $198,530
($28,590 in one time set-up costs, $29,988 annually for each year of the five year
proposed agreement - $149,940 in total, and $20,000 in data
conversion/unforeseen circumstances costs). It is recommended the City Council
approve a budget amendment appropriating $78,578 from the General Fund
Reserve to cover the Fiscal Year 2014/2015 costs in account 10124100.600200
(Information Technology Department – R&M Equipment). Subsequent annual
costs will be included in future budgets.
Via the cost allocation plan, over time, the City’s departments and enterprise funds
will be charged their proportionate share of these costs. Also, as the
implementation of the Granicus system moves forward and older systems (like
SIRE) are retired, the City will realize some savings. Such savings are estimated
to be approximately $10,000 per fiscal year.
ATTACHMENTS:
List of Components and Associated Costs
MOTION:
That the City Council:
(1) Approve a budget amendment appropriating $78,578 from the General
Fund Reserve to account 10124100.600200; and,
(2) Approve a Professional Services Agreement with Granicus, Inc. for a term
of three years with two one year optional extensions in an amount not-to-
exceed $198,530 ($28,590 in one time set-up costs, $29,988 annually for
each year of the five year proposed contract - $149,940 in total, and
$20,000 in data conversion costs) for Granicus’ “Government Transparency
Suite” to provide web-based access to City Council meeting information;
and,
(3) Authorize the City Attorney to review/prepare the necessary documents;
and,
(4) Authorize the City Manager to execute such documents on behalf of the
City.
MEETING DATE: September 8, 2014
AGENDA ITEM: CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE
REQUIREMENT - (1) Approval of a Budget Amendment
Appropriating $78,578 from the General Fund Reserve;
and (2) Approval of a Professional Services Agreement
with Granicus, Inc. for a Term of Three Years with Two
One Year Optional Extensions in an Amount Not-to-
Exceed $198,530 for Granicus’ “Government
Transparency Suite” to Provide Web-Based Access to City
Council, Commissions, Committees, and Board Meeting
Information.
ATTACHMENTS
Pages
1. List of Components and Associated Costs 1
WWW.GRANICUS.COM ? 600 HARRISON STREET, SUITE 120, SAN FRANCISCO, CA 94107 ? (415) 357-3618
Item: FULL SOLUTION Units Upfront Monthly Extended
Upfront
Bundled
Discount
Extended
Monthly
Bundled
Discount
GRANICUS BASE SOFTWARE: Open Platform Suite 1 $0.00 $189.00 $0.00 $189.00
BOARDS AND COMMISSIONS APP 1 $0.00 $700.00 $0.00 $500.00
AGENDA AUTOMATION: Legislative Management Suite*
includes ilegislate
1 $24,200.00 $780.00 $18,050.00 $680.00
LIVE MINUTES MANAGEMENT: Meeting Efficiency Suite 1 $3,350.00 $500.00 $3,350.00 $400.00
SDI Encoding Appliance and Shipping: IS REQUIRED FOR LIVE
MINUTES AND WEBCASTING:
1 $4,500.00 $100.00 $4,500.00 $100.00
WEBCASTING SOLUTION: Government Transparency Suite 1 $0.00 $500.00 $0.00 $330.00
ADD ON VOTING: iPad Voting and Public Display Software 1 $2,690.00 $750.00 $2,690.00 $300.00
TOTAL $34,740.00 $3,519.00 $28,590.00 $2,499.00