Renew $39,441 Granicus live video streaming subscription

RESOLUTION NO. 2023- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT WITH GRANICUS, INC. FOR THE RENEWAL OF SUBSCRIPTION FEES FOR THE PROVISION OF LIVE VIDEO STREAMING SERVICES; PROVIDING FOR AN EFFECTIVE DATE.

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager to renew the existing agreement with Granicus, Inc. for the provision of live video streaming services, as outlined in the attached proposal dated October 31, 2022. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 8th day of June, 2022. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, CMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda DATE: January 4, 2023 TO: The Honorable Mayor and Members of the Village Council FROM: Priscilla Torres, CMC RE: Resolution for Renewal Agreement for Granicus ______________________________________________________________________ Attached for your consideration, please find proposal dated October 31, 2022, from Granicus for renewal of the subscription fees for the provision of live video streaming services. Granicus is the industry standard vendor for the streaming of video by municipal governments. I hereby respectfully recommend the Village Council adopt the attached resolution authorizing the Village Manager to execute an agreement for the renewal of subscription fees with Granicus in an annual amount not to exceed $39,441.48. 408 Saint Peter Street, Suite 600 THIS IS NOT AN INVOICE Order Form Saint Paul, MN 55102 Prepared for United States Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 1 of 7 Granicus Proposal for Pinecrest, FL ORDER DETAILS Prepared By: Korgbae Freeman Phone: Email: korgbae.freeman@granicus.com Order #: Q-239063 Prepared On: 10/31/2022 Expires On: 01/28/2023 Currency: USD Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Period of Performance: 01/29/2023 - 01/28/2024 ORDER TERMS Current Subscription End Date: Initial Order Term End Date: 01/28/2023 01/28/2026 Order Form Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 2 of 7 PRICING SUMMARY The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal. Renewing Subscription Fees Solution Billing Frequency Quantity/Unit Annual Fee Government Transparency Managed Services Hardware (GT) Monthly 1 Each $3,531.00 Legistar Monthly 1 Each $8,731.20 Granicus Remote Administration Monthly 1 Each $1,540.80 Government Transparency Suite Monthly 1 Each $10,182.12 Recurring Captioning Services Monthly 1 Hours $8,988.00 Open Platform Suite Monthly 1 Each $1,476.60 SUBTOTAL: $34,449.72 Order Form Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 3 of 7 FUTURE YEAR PRICING Period of Performance Solution(s) 01/29/2024 - 01/28/2025 01/29/2025 - 01/28/2026 Government Transparency Managed Services Hardware (GT) $3,778.17 $4,042.64 Legistar $9,342.38 $9,996.35 Granicus Remote Administration $1,648.66 $1,764.06 Government Transparency Suite $10,894.87 $11,657.51 Recurring Captioning Services $9,617.16 $10,290.36 Open Platform Suite $1,579.96 $1,690.56 SUBTOTAL: $36,861.20 $39,441.48 Order Form Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 4 of 7 PRODUCT DESCRIPTIONS Solution Description Government Transparency Managed Services Hardware (GT) The managed equipment solution offers an encoding appliance that is fully managed and maintained by Granicus. Legistar Legistar is a Software-as-a-Service (SaaS) solution that enables government organizations to automate the entire legislative process of the clerk’s office. Clerks can leverage Legistar to easily manage the entire legislative process from drafting files, through assignment to various departments, to final approval. Legistar includes: • Unlimited user accounts • Unlimited meeting bodies and meeting types • Unlimited data storage and retention • Up to one (1) Legistar database • Up to one (1) InSite web portal Government Transparency Suite Government Transparency are the live in-meeting functions. Streaming of an event, pushing of documents, and indexing of events. Recurring Captioning Services Live closed captioning. • All Meetings will incur one hour minimum. • Cancellations within 24 hrs. will be charged 1 hour minimum. • Caption reservations should be reserved two weeks in advance. Jobs with little notice may not be guaranteed coverage, 24 hours as an absolute minimum. • Real Time Captions are provided at an 98% accuracy readability rating • Recurring Caption hours not used in the period of performance will not carry over to the following year. Open Platform Suite Open Platform is access to MediaManager, upload of archives, ability to post agendas/documents, and index of archives. These are able to be published and accessible through a searchable viewpage. Order Form Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 5 of 7 THIRD PARTY DISCLAIMER Closed Captioning and Meeting Services: Client and Granicus may agree that a third party will provide closed captioning, transcription services, or other meeting services under this Agreement. In such case, Client expressly understands that the third party is an independent contractor and not an agent or employee of Granicus. Granicus is not liable for acts performed by such an independent third party. Order Form Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 6 of 7 TERMS & CONDITIONS • Link to Terms: https://granicus.com/legal/licensing • This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Pinecrest, FL to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. • Client will be invoiced for use of any product or service measured or capped by volume or amount of usage that exceeds the permitted amount set forth in this Quote at the same cost or rate set forth herein. • Notwithstanding anything to the contrary, Granicus reserves the right to adjust pricing at any renewal in which the volume has changed from the prior term without regard to the prior term's per-unit pricing. Order Form Pinecrest, FL Order #: Q-239063 Prepared: 10/31/2022 Page 7 of 7 BILLING INFORMATION Billing Contact: Purchase Order Required? [ ] - No [ ] - Yes Billing Address: PO Number: If PO required Billing Email: Billing Phone: If submitting a Purchase Order, please include the following language: The pricing, terms, and conditions of quote Q-239063 dated 10/31/2022 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. AGREEMENT AND ACCEPTANCE By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Pinecrest, FL Signature: \s1\ Name: \n1\ Title: \t1\ Date: \d1\