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Home My WebLink AboutC2011-493 - 12/13/2011 - ApprovedFIRST AMENDMENT TO THE GRANICUS SERVICES AGREEMENT BETWEEN GRANICUS, INC. AND THE CITY OF CORPUS CHRISTI, TEXAS This First Amendment to the Granicus, Inc. Services Agreement dated February 1, 2011 (hereinafter referred to as "Agreement ") is made and entered into by and between Granicus, Inc., a California Corporation (hereinafter referred to as "Granicus "), and the City of Corpus Christi, TX (hereinafter referred to as "Client "), with reference to the following: WHEREAS, Granicus, a California -based company, provides a full - service solution that includes hardware, software, automated indexing capabilities, voting systems, website page design and integration with Council Agendas, a meeting minutes module, on -site user training and 2417 technical support that meet Client needs as well as the integration services that are required for timely implementation; and WHEREAS, Granicus represents that it has the qualities, expertise, skills, and abilities to perform such work; and WHEREAS, in addition to Client's existing Granicus solution, Client wishes to transition to Granicus Legislative Management Suite as detailed in the Proposal dated November 2, 2011, which is attached as Exhibit A and incorporated herein by reference; and NOW, THEREFORE, in consideration of the premises, the parties intend that the Agreement be amended as follows: 1. Granicus shall provide the Legislative Management Suite and Project Management and Deployment services as described in the attached proposal which is attached as Exhibit A and incorporated herein by reference. 2. Clients who enter into an amendment agreement with Granicus prior to December 31, 2011 are eligible for a one -time promotion. As part of this promotion, the Client will receive Monthly Managed Services at no cost to Client until July 1, 2012. Discounted billing for Monthly Managed Services will start after deployment has been completed. Up -front costs are not affected by this promotion. Monthly Managed service fees on Client's current services are not affected by this promotion. 3. As detailed in Exhibit A, compensation shall be amended to include additional costs of twenty - five thousand two hundred dollars ($25,200.00) up -front for the Project Management and Deployment services, and one thousand five hundred fifty dollars ($1,550.00) per month after July 1, 2012. Additionally, as detailed in Exhibit A, reasonable travel expenses not to exceed $3,700 may be invoiced to Client. Granicus shall not submit invoice for the Project Management and Deployment Services until the services have been completed. Clients are responsible to pay their Monthly Managed Service fees in full starting July 1, 2012; however, billing for the July monthly managed service fee shall be prorated beginning August 1 2012 through July 31, 2013. Client's Granicus solution shall now include additions to the Agreement as detailed in Exhibit A. 4. Client has the right to keep any purchased hardware, provided that Client removes and/or uninstalls any Granicus Software on such hardware. However, if Client has received hardware as part of a Granicus Open Platform Suite solution ( "Open Platform Hardware "), Client understands that upon termination of this Agreement, Client shall immediately return the Open Platform Hardware to Granicus, Inc. The Open 2011 -493 M2011 -294 12/13/11 Granicus, Inc. 1NbE-AvED Platform Hardware must be returned within fifteen (15) days of termination, and must be in substantially the same condition as when originally shipped, subject only to normal wear and tear. 5. The parties will develop an implementation schedule to provide a completion date within 90 days of the date of last signature on this First Amendment. 6. The term of this First Amendment shall run concurrently with the term as outlined in Section 8.1 of the Services Agreement. 7. Except as amended by this First Amendment, all other terms and conditions of the Agreement shall remain in full force and effect. 8. In the event of any inconsistency between the provisions of this First Amendment, and the original Agreement, the inconsistency shall be resolved by giving precedence to the documents in the following order: A. Paragraphs set forth in the body of the First Amendment. B. Paragraphs set forth in the body of Agreement IN WITNESS WHEREOF, the parties have caused this First Amendment to be executed by their duly authorized representatives, CITY OF CORPUS CBEPJSSTI,, TX 1 By: Date: fa I Ca , l GRANICUS, INC. By: Ed Roshitsh President Date: It -ZV Z,- la-1 `(� Apprmad as to form —-- Lisa Agouiia Assistant City Attorney For City Attorney 4 A€ THUNUka, Sy C -6*1L - -_ r 2 � 31 " EXHIBIT A PROPOSAL [The remainder of this page is left blank intentionally.] ran�cus. [onnecting gnV�r3lfn�i t Proposal presented to: Annie Leal €t Rebecca Huerta City of Corpus Christi, TX 11 -02 -2011 gr can ctn�cu nt Proposal Granicus Proposal to the City of Corpus Christi, TX Dear Annie & Rebecca, Thank you for considering Granicus, we're excited to support your public meeting workflow needs. It has been a pleasure to work with the City of Corpus Christi over the past few months. We look forward to continuing our rewarding, long -term relationship with you. On the following few pages, you will find a breakdown of the needs that we have uncovered, our proposed solution, some of our key differentiators, detailed pricing, and a checklist that outlines our next steps. Primary Business Issue During our meeting with staff members from various departments at City of Corpus Christi the primary business issues we discovered was, • Too much staff time spent assembling agendas for City Council meetings. • High costs associated with paper -based manual approval routing processes. Key Challenges • A typical process for an agenda submittal is extremely manual with forms walked manually from one department to another for approvals. • All agenda submittals are printed for review before approvals before being added to the agenda for an upcoming meeting. • 40 agenda packets are printed per meeting using an enormous amount of paper and staff resources per City Council meeting. It was mentioned in the meeting that the current process for assembling agendas at Corpus Christi is quite outdated and needs to be modernized. Ideal Solution Components Some ideal solution components as discussed during the meeting included, • An electronic process with ability for staff members to track at all points of time where agenda submittals are in the approval process. • Ability for approvers to provide feedback on agenda submittals • Easy process for assembling the final agenda and giving decision makers an easy way to access the finalized agenda online. 2 � ra n�cu AN N Proposal connect €ng government Impact of Success Some ways to measure the success of such a software system implementation at City of Corpus Christi include, • Staff time saved to secure agenda submittal approvals and assemble agendas for City Council meetings • Cost savings from reduced paper consumption for public meetings • Increased transparency and improved service provided to citizens of Corpus Christi. As an illustration of the success that other cities have had from implementing a Granicus Agenda Management Solution, I have included links to a few case studies that show savings achieved by, 1. Cif &_Borough of Sitka, AK 2. City of Milwaukee, WI 3. City of Long Beach, CA Plan Finally, we had discussed that City plans to move forward with implementing a solution before the end of 2011 to take advantage of the current end of year promotion by Granicus. The end of year promotion waives the Monthly Maintenance Costs associated with Granicus Agenda Management Software until July 1 2012. The City can potentially save up to $6000 by taking advantage of the promotion. Please find below a detailed proposal for the solution that the City of Corpus Christi has chosen. The proposal and pricing includes all training, software, hardware, 24/7/365 support, professional services, installation and implementation. Over 900 jurisdictions have selected Granicus as a partner to help them build trust with citizens, reduce staff time spent on processing meetings, and engage citizens in productive new ways. We hope that you have found tremendous value in being a part of the Granicus client family. Most Sincerely, Ram Annasami Account Manager Granicus, Inc. 3 . 9ran�cus connecting government Budgetary I mpact Your Granicus solution was based on City of Corpus Christi's specific government transparency and public meeting efficiency needs. Our pricing reflects our commitment to supply customers with the highest value and quality software and support. Solution pricing is detailed below. Granicus Agenda Management Software Product Name Quantity Legislative Manageinent:Suite '[New. - l Leg�star} Project Management and 7 Deployment Services (LM) Training Days, Onsite,(L.1Vl) 7 $1,600.00' Estimated Travel Expenses" (not included in total cost Totals 9= $x1 200A $060G $3700.00 $0.00 $Z5,200.0 $1550.00 • Sales tax may apply depending on your organization's tax status and the tax laws unique to your state, county and /or municipality. • City of Corpus Christi has an existing contract with Granicus for webcasting and recording minutes of City Council meetings. The Monthly Maintenance Cost on the current contract is $2,550.00. All Monthly Maintenance costs denoted in this proposal are in addition to the $2,550.00. s "Travel expenses are capped at a maximum of $3700. Billable travel expenses include transportation (such as air travel and auto rentals) and lodging expenses. Your Granicus solution requires on -site deployment. You will receive an itemized invoice for all travel expenses within 30 days of the completion of the onsite visit. The total above represents the maximum possible cost to you and is provided as a budgetary estimate only. This proposal expires on 12/31/2011 4 ranicus. Proposal connecting gov&]Irne t Free Monthly Services on Product Suites until July 1, 2012 This offer is only valid with the purchase of these products: Government Transparency Suite, Meeting Efficiency Suite, Legislative Management Suite, Citizen Participation Suite, Training Management Suite, Performance Accelerator, and the Mobile Encoder. New Business and Upgrades are eligible for this one -time promotion. This promotion does not alter or delay the date on which your upfront payments will be due as defined in the Granicus Service Agreement. Offer valid until 12/31/2011. As part of this promotion, the Client will receive Monthly Managed Services at no cost to Client until July 1, 2012. Discounted billing for Monthly Managed Services will start after deployment has been completed. Clients are responsible to pay their Monthly Managed Service fees in full starting July 1, 2012, billing for this period starts on April 15, 2012. Up -front costs are not affected by this promotion. Monthly Managed service fees on existing products are not affected by this promotion. For sales including managed hardware, deployment. will not begin unless a signed contract has been received. This offer is valid only with the purchase of these products: Open Platform, Government Transparency Suite, Meeting Efficiency Suite, Legislative Management Suite, Citizen Participation Suite, the Training Management Suite, the Performance Accelerator, and the Mobile Encoder. 5 @9ranicus. goyemmernt Plan for Success Final Presentation to City Manager November 17 Annie /Ram Proposal Review November 17 Annie /City Manager /Ram Technical Solution Review TBD TBD Project Timeline Review TBD TBD Funding /Procurement Process Review TBD TBD Project Approved TBD TBD Signed Contract Received TBD TBD Project Kick Off Call TBD TBD Software Installed and Configured TBD TBD Solution Deployment Validated TBD TBD Training Completed TBD TBD Internal Go -Live TBD TBD System Accepted TBD TBD Go Live to the Public —Project Successful! TBD TBD 09raniqu.s. Proposal Proposed Sotution Legislative t• The Legislative Management Suite offers a complete and automated agenda workflow solution. Create agenda items and assign them to the appropriate agenda, making agenda creation .seamless. Item approvals are done automatically — approvers are notified when it's their turn to review. Once the agenda is generated, a minutes report is automatically created with the same data. All attendance, actions, movers /seconders, votes and notes can be captured for the public record. This Suite also allows you to track legislation from inception through approvals and actions taken. Click here for more information on the Legislative Management Suite. • Agenda item drafting • Electronic approval process • Agenda packet generation and publication • Meeting minutes • Track and search legislative data 7 r 9rancus. connecting g.overrinient Granicus Differentiators • World's most experienced provider of government transparency, citizen participation, meeting efficiency, legislative management, and training management solutions with: • Over 900 clients in all 50 states, at every level of government • Over 31 million government webcasts viewed • More than 265,350 government meetings online • First fully integrated legislative workflow management system for local government • Open API architecture and SDK allow for seamless integrations with systems already in place • Certified integrations provide flexibility and choice of agenda workflow solutions • Only government webcasting service to provide encoding, minutes annotation, transcription, and closed captioning services • Truly unlimited storage and distribution for all meeting bodies and non - meeting content • Indefinite retention schedules for all archived meeting and non - meeting content • Only provider of both government webcasting and citizen participation services • Only provider of both government webcasting and training management services 8 i�' E R i Professional Services a 1 e Hosted Web Based Application • Activation of a hosted media and content management application. Workflow Assessment o ' -.. A . Careful workflow review and software ' configuration. Workflow Implementation ` "' "' :::g Hands-on guidance and support to ensure i smooth and successful user adoption. Onsite Training and Meeting Support Z.Oay] " "t'[ On- premise support and mentorship to guide j i sys Adimn j `; users during a live meeting. I Self Paced Online On- demand online training courses accessible j anytime, anywhere. 3 Instructor -led Online Training series ! 5 Day;, five online training led by a training professional Combo w/ ? in a classroom environment. :. Onsite Onsite Training and Meeting Support S 'J]ay Intensive hands -on training at the clients' [.:.,Combo w / >.. location to address unique user needs. ; � Online.... j Standard Website Integration Standard media player and media portal embedded into customer's branded website. Legislative Portal Website Integration Standard portal for legislative information that matches the look and feel of customer's branded E website. Standard Reports Standardized report templates for agendas and minutes. Granicus Differentiators • World's most experienced provider of government transparency, citizen participation, meeting efficiency, legislative management, and training management solutions with: • Over 900 clients in all 50 states, at every level of government • Over 31 million government webcasts viewed • More than 265,350 government meetings online • First fully integrated legislative workflow management system for local government • Open API architecture and SDK allow for seamless integrations with systems already in place • Certified integrations provide flexibility and choice of agenda workflow solutions • Only government webcasting service to provide encoding, minutes annotation, transcription, and closed captioning services • Truly unlimited storage and distribution for all meeting bodies and non - meeting content • Indefinite retention schedules for all archived meeting and non - meeting content • Only provider of both government webcasting and citizen participation services • Only provider of both government webcasting and training management services 8 i�' 9ranicus. Proposal connecting government • Access a library of peer - created government media content from over 900 Granicus users a 24/7/355 customer service and support • 97% customer satisfaction rating, 99% client retention rating • Ranked 185 on Deloitte 500 fastest growing companies Ranked 419 on Inc 500 fastest growing companies • Client Success stones are available here: http:ziwww.granicus.com/Clients/Case-Studies.aspx