07-313 Resolution 07-313
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
GRANICUS, INC. FOR MEDIA WEB STREAMING OF PUBLIC CITY MEETINGS AND
OTHER CITY PROGRAMMING
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin, City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and
directed to execute an agreement on behalf of the City of Elgin with Granicus, Inc. for media web
streaming of public city meeting and other city programming hosting services, a copy of which is
attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: December 19, 2007
Adopted: December 19, 2007
Or$inibus Vote: Yeas: 7 Nays: 0
Attest:
s/plane Robertson
Dine Robertson, City Clerk
AGREEMENT
THIS AGREEMENT, made and entered into this 19`x' day of December, 2007 by and between
the C TY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
GRA ICUS, INC., a California corporation, authorized to do business in the State of California
(here nafter referred to as "VENDOR").
WH REAS, the CITY desires to engage the VENDOR to furnish certain professional services in
conn ction with the Web Streaming Video Software and Services.
AND
NOV, THEREFORE, it is hereby agreed by and between the CITY and the VENDOR that the
CIT does hereby retain the VENDOR for and in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in all consulting matters involved in the WEB STREAMING VIDEO SOFTWARE
AND SERVICES, subject to the following terms and conditions and stipulations, to-wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the MIS Director
of the CITY and the Cable Television Specialist, herein after referred to as the
"MANAGERS."
B. VENDOR shall provide to the CITY the services as set forth in the Scope of
Services is attached hereto as Attachment A, VENDOR's "Response to RFP 07-
104, Web Streaming Services Proposals for the City of Elgin, Illinois" dated
October 8, 2007. In the event of any conflict between the terms and provisions
of this Agreement and the terms and provisions of Attachment A, the terms and
provisions of this Agreement shall control.
II. PROGRESS REPORTS
A. A detailed schedule for the WEB STREAMING VIDEO SOFTWARE AND
SERVICES is included as Attachment A, attached hereto.
B. The Vendor shall submit to the MANAGERS a detailed schedule outlining the
steps to be taken during the WEB STREAMING VIDEO SOFTWARE AND
SERVICES process and dates of completion for each step.
III. WORK PRODUCTS
All work products prepared by the VENDOR pursuant hereto including, but not
limited to, reports, studies, and recommendations shall be the property of the CITY
and shall be delivered to the CITY upon request of the MANAGERS provided,
however, that the VENDOR may retain copies of such work products for its records.
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VENDOR shall provide CITY with a revocable, non-transferable and non-exclusive
account to access VENDOR's "Media Management Software" in conjunction with the
WEBSTREAMING VIDEO SOFTWARE AND SERVICES and shall grant CITY a
revocable, non-sublicensable, non-transferable and non-exclusive right to use
VENDOR's VENDOR's "Media Management Software" during the term of this
Agreement. The VENDOR's "Media Management Software" is proprietary to
VENDOR and protected by intellectual property laws and international property
treaties. It is understood and agreed to by the parties to this Agreement that the
CITY's access to and use of VENDOR's "Media Management Software" shall be
licensed and not sold.
The termination of this Agreement in accordance with Section VI of this Agreement
shall also result in the immediate termination of CITY's right to utilize VENDOR's
"Media Management Software."
IV. PAYMENTS TO THE VENDOR (Lump Sum Method)
The CITY shall reimburse the VENDOR for services under this Agreement in the
amount of SIXTEEN THOUSAND, EIGHT HUNDRED TWENTY-SEVEN AND
50/100 DOLLARS ($16,827.50) for VENDOR's one-time setup costs, plus twelve
(12) monthly payments of SEVEN HUNDRED SIXTY AND 00/100 DOLLARS
($760.00) for VENDOR's management services. CITY's total payment under this
Agreement shall not to exceed TWENTY-FIVE THOUSAND, NINE HUNDRED
FORTY-SEVEN AND 50/100 DOLLARS ($25,947.50) unless substantial
modifications to the WEB STREAMING VIDEO SOFTWARE AND SERVICES are
authorized in writing by the MANAGERS. VENDOR shall perform the services
pursuant to this Agreement according to the schedule included in Attachment A.
INVOICES
A The VENDOR shall submit invoices in a format approved by the CITY.
B. The VENDOR shall maintain records showing actual time devoted and cost
incurred. The VENDOR shall permit the authorized representative of the CITY
to inspect and audit all data and records of the VENDOR for work done under
this Agreement. The VENDOR shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
V . TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement
at any time upon fifteen (15) days prior written notice to the VENDOR. In the event
that this Agreement is so terminated, the VENDOR shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except
that reimbursement shall not exceed the task amounts set forth under Paragraph IV
above.
VII. TERM
This Agreement shall become effective as of the date the VENDOR is given a notice
to proceed and shall terminate upon CITY's twelfth monthly payment in the amount of
seven hundred sixty and 00/100 dollars ($760.00) to VENDOR for its management
services, unless terminated earlier for cause or pursuant to Article VI. A determination
of completion shall not constitute a waiver of any rights or claims which the CITY
may have or thereafter acquire with respect to any term or provision of the Agreement.
VIII. NOTICE OF CLAIM
If the VENDOR wishes to make a claim for additional compensation as a result of
action taken by the CITY, the VENDOR shall give written notice of his claim within
15 days after occurrence of such action. No claim for additional compensation shall
be valid unless so made. Any changes in the VENDOR's fee shall be valid only to the
extent that such changes are included in writing signed by the CITY and the
VENDOR. Regardless of the decision of the MANAGERS relative to a claim
submitted by the VENDOR, all work required under this Agreement as determined by
the MANAGERS shall proceed without interruption.
IX} BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or
breach shall be deemed to constitute a default, and the other party has the right to seek
such administrative, contractual or legal remedies as may be suitable to the violation
or breach; and, in addition, if either party, by reason of any default, fails within fifteen
(15) days after notice thereof by the other party to comply with the conditions of the
Agreement, the other party may terminate this Agreement.
X INDEMNIFICATION
To the fullest extent permitted by law, VENDOR agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, agents, boards and
commissions from and against any and all claims, suits, judgments, costs, attorneys
fees, damages or other relief, including but not limited to workers compensation
claims, in any way resulting from or arising out of negligent actions or omissions of
the VENDOR in connection herewith, including negligence or omissions of
employees or agents of the VENDOR arising out of the performance of this
Agreement. In the event of any action against the CITY, its officers, employees,
agents, boards or commissions, covered by the foregoing duty to indemnify, defend
and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any completion, expiration
and/or termination of this Agreement.
X . NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged
personally or held contractually liable under any term or provision of this Agreement
or because of their execution, approval or attempted execution of this Agreement.
XII . INSURANCE
A. Comprehensive Liability. The VENDOR shall provide, pay for and maintain
in effect, during the term of this Agreement, a policy of comprehensive general
liability insurance with limits of at least $1,000,000 aggregate for bodily injury
and $1,000,000 aggregate for property damage.
The VENDOR shall deliver to the Purchasing Director a Certification of
Insurance naming the CITY as additional insured. The policy shall not be
modified or terminated without thirty (30) days prior written notice to the City.
The Certificate of Insurance which shall include Contractual obligation assumed
by the VENDOR under Article X entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other
insurance or self-insurance programs afforded to the CITY. There shall be no
endorsement or modification of this insurance to make it excess over other
available insurance, alternatively, if the insurance states that it is excess or
prorate, it shall be endorsed to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits
of not less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for
the general liability and auto exposures may be met with a combined single limit
of$1,000,000 per occurrence subject to a $1,000,000 aggregate.
D. Professional Liability. The VENDOR shall carry Vendors Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the MANAGERS as evidence of
insurance protection. The policy shall not be modified or terminated without
thirty (30) days prior written notice to the MANAGERS.
XI1�I. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there
shall be no discrimination against any employee or applicant for employment because
of sex, age, race, color, creed, national origin, marital status, of the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification, and this requirement shall apply to, but not be limited to, the following:
employment advertising, layoff or termination, rates of pay or other forms of
compensation and selection for training, including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of
any services or activities made possible by or resulting from this Agreement on the
grounds of sex, race, color, creed, national origin, age except minimum age and
retirement provisions, marital status or the presence of any sensory. mental or physical
handicap. Any violation of this provision shall be considered a violation of a material
provision of this Agreement and shall be grounds for cancellation, termination or
suspension, in whole or in part, of the Agreement by the CITY.
X4V. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the
successors and the assigns of the parties hereto; provided, however, that no assignment
shall be made without the prior written consent of the CITY.
XV. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms,
conditions and other provisions of this Agreement and the VENDOR shall remain
liable to the CITY with respect to each and every item, condition and other provision
hereof to the same extent that the VENDOR would have been obligated if it had done
the work itself and no assignment, delegation or subcontract had been made. Any
proposed subcontractor shall require the CITY's advanced written approval.
XVI. ; NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
XVIL SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or
other provision of this Agreement, or any portion thereof, shall be held to be void or
otherwise unenforceable, all other portions of this Agreement shall remain in full force
and effect.
XV>II. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter
of convenience and for reference and in no way are they intended to define, limit or
describe the scope of intent of any provision of this Agreement, nor shall they be
construed to affect in any manner the terms and provisions hereof or the interpretation
or construction thereof.
XI MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on
the subject matter hereof and may not be changed, modified, discharged or extended
except by written amendment duly executed by the parties. Each party agrees that no
representations or warranties shall be binding upon the other party unless expressed in
writing herein or in a duly executed amendment hereof, or change order as herein
provided.
XX. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in
accordance with the laws of the State of Illinois. Venue for the resolution of any
disputes or the enforcement of any rights pursuant to this agreement shall be in the
Circuit Court of Kane County. Illinois.
I. NEWS RELEASES
The VENDOR may not issue any news releases without prior approval from the
MANAGERS, nor will the VENDOR make public proposals developed under this
Agreement without prior written approval from the MANAGERS prior to said
documentation becoming matters of public record.
X$II. COOPERATION WITH OTHER VENDORS
The VENDOR shall cooperate with any other Vendors in the CITY's employ or any
work associated with the WEBSTREAMING VIDEO SOFTWARE AND
SERVICES.
XXIII. INTERFERENCE WITH PUBLIC CONTRACTING
The VENDOR certifies hereby that it is not barred from bidding on this contract as a
result of a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute
ill
regarding bid rigging.
XIV. SEXUAL HARASSMENT
As a condition of this contract, the VENDOR shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights
Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies must be provided to the Department of Human Rights upon
request 775 ILCS 5/2-105.
X7,V. WRITTEN COMMUNICATIONS
All recommendations and other communications by the VENDOR to the
MANAGERS and to other participants which may affect cost or time of completion,
shall be made or confirmed in writing. The MANAGERS may also require other
recommendations and communications by the VENDOR be made or confirmed in
writing.
XXVI. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
VENDOR shall comply with all applicable Federal, State, City and other requirements
of law, including, but not limited to, any applicable requirements regarding prevailing
wages, minimum wage, workplace safety and legal status of employees. VENDOR
shall also at its expense secure all permits and licenses, pay all charges and fees and
give all notices necessary and incident to the due and lawful prosecution of the work,
and/or the products and/or services to be provided for in this AGREEMENT.
XXVII. NOTICES
All notices, reports and documents required under this Agreement shall be in writing
and shall be mailed by First Class Mail, postage prepaid, addressed as follows:
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II
. .
A. As to CITY:
Karla Persky
Cable Television Specialist
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to VENDOR:
Granicus, Inc.
Attention: Tom Spengler
568 Howard Street. Suite 300
San Francisco, CA 94105
IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed
this Agreement in triplicate as though each copy hereof was an original and that there are no
oth1r oral agreements that have not been reduced to writing in this statement.
For CITY:
Datd this fs`day of .c,,Q„w#.,r , 2007.
CITY OF ELGIN ATTEST:
`.
Y
B : �A -- ^- ,_- _ By: 5,
City Manager City' Clerk
L
(SEAL)
I
Fo VENDOR:
Dat d this 1 day of OQC4 2007.
GRNICUS, INC. ATTEST:
By: r�1d .d/ By:
Torn Spengler, Preside. Emery Jones, ecretary
II,
II
.L.c. City of Elgin Memorandum
`�o� ,•.� 'I III .
-44rEo '01'
DATE: 10 December 2007
TO: Daina DeNye, Assistant Purchasing Director
FROM: Richard G. Kozal, Assistant Corporation Counsel
SUBJECT: Professional Services Agreement for Web Streaming Services with Grani-
cus, Inc.
Attached is the final version of the professional services agreement with Granicus, Inc.
to provide Web streaming services for public hearings conducted by the city council
and other city boards and commissions.
Granicus has provided the city with two original, signed copies of that agreement for
presentation to the city council for final approval on 19 December 2007. Those original
documents are being retained by Mary Giffort for submittal to the city council.
A'so attached is the RFP Granicus submitted to the city along with its three-page "Pro-
pdsed Solution Pricing." Please create two copies of both the RFP and the "Proposed
Solution Pricing." After copying, please combine the two documents into one, single
document labeled as "Attachment A" for attachment to each singed professional serv-
ices agreement. (The "Proposed Solution Pricing" should be inserted after the RFP
when creating "Attachment A.")
After creating "Attachment A," please submit the two copies of that document to Mary
Giffort so that they can be attached to the two signed, duplicate original agreements
from Granicus she is preparing for submittal to the city council.
RGK
Attachment
RFP No. 07-104,Web Streaming Services-Due September 21,2007 at 11:00 am City of Elgin, 150 Dexter
Court, Elgin IL 60120-5555 Ph:(847)931-5604 Fx:(847)931-5689 Proposer Name:
CITY OF ELGIN REQUEST FOR PROPOSALS
INSTRUCTIONS TO VENDORS
The City of Elgin invites proposals on Web Streaming Services. This proposal process and award of the contract are made
in conformance with Elgin Municipal Code Title 5. The City of Elgin reserves the right to reject any or all proposals,or
any part thereof,or to accept any proposal or any part thereof,or to waive informalities in any proposal,if deemed to be in
the best interest of the City. PLEASE SUBMIT ONE ORIGINAL AND FIVE COPIES OF THE PROPOSAL to
City jof Elgin Purchasing Department,150 Dexter Court,Elgin,IL 60120-5555.
Prior to proposal opening, a Vendor may correct, modify or withdraw its proposal by making the request in writing prior
to the time and date for the proposal opening. All corrections and modifications must be delivered to the Purchasing
Deportment in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction to
the original proposal submitted,and identifying the proposal by name,number and opening date.
Propbsal awards made by the City Council of the City of Elgin may be corrected or amended in the sole discretion of the
City Council prior to the city's execution and delivery of a signed agreement to a Vendor.
Proposals must be signed by an authorized official of the contractor's organization,and the name of the official and his
title typed below the signature. Proposals must be sealed in an envelope clearly marked with proposal name and due
date written thereon. Faxed proposals will not be accepted.No proposal may be withdrawn after the scheduled closing
time for receipt of proposals for 90 days. Award shall be made within 90 days unless award date is extended.
Pure ases made by the City of Elgin are exempt from the payment of federal excise tax and State of Illinois sales tax
and my such taxes must not be included in the proposal prices. Unless otherwise indicated in the Request for Proposal,
deli teries are FOB Elgin,Illinois.
In the case of a conflict between unit price and extended price,unit price shall take precedence. If goods are not delivered
or services are not performed within the time frame specified in the Request for Proposal(or where no time is specified,
wit*a reasonable time frame)the City of Elgin reserves the right to cancel the order or any part thereof.
Proposals will be considered on goods complying substantially with specifications provided each deviation or alternative
is identified and described in an attachment to the proposal. The City of Elgin reserves the right to determine whether
such deviations or alternatives are acceptable. Brand names that may be mentioned in specifications as used only as a
reference to the type and quality of goods desired unless otherwise indicated.
Thelselected Vendor(s) must comply with all laws, rules and regulations pertaining to public contracts as adopted by
the State of Illinois and the City of Elgin,including but not limited to the payment of prevailing wages.
PROPOSAL SUBMISSION
REQUIREMENTS
Proposals must contain:
1 ; A signed Tax/Collusion/Debarment Affidavit
2 A signed Agreement. If awarded a contract,a fully executed copy will be sent to you.
3 1 A completed Bidder's Employee Utilization Form(if you employ 5 or more persons).
4 A signed Sexual Harassment Form.
5 Any other information or materials required in the specifications.
Bid announcements can be found on the City of Elgin Home Page
http://www.cityofelgin.org and www.demandstar.com
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. .
Request for Proposals :
Web Streaming Video Software and Services
Dated: August 31, 2007
Re$ponses Due: September 21, 2007
Request for Proposal
Web Streaming Video Software and Services
SCOPE OF SERVICES
The City of Elgin desires to offer live Web streaming of its City Council, Planning and
DeI'Ielopment Commission and other meetings. This software and services will offer searchable
video archive allowing users to select the specific agenda item or city message of interest to them
using simple keyword searches. Further, the City seeks the ability to playback and archive
additional programming for easy recall and replay.
Currently the City of Elgin is accepting proposals from qualified suppliers of Web streaming
so ware, installation, hosting and related services for purposes of live streaming, indexing and
ar iving of City Council, Planning and Development Commission and other meetings on the
Int met.
It s the City's intent, subject to City Council agreement, to enter into a multi year contract.
Dollars allocated for this project are from 2007, so the selected vendor must have the ability to
deliver within the calendar year with the exception of any maintenance costs. The City does not
gurantee selection of any vendor and reserves its right to reject all offers. Further, the City may
or pray not accept the lowest price quotation and reserves the right to select the proposal which
bet meets its needs and selection criteria.
BACKGROUND
C ently all city council meetings and Planning and Development Commission meetings are
vi4eotaped for later replay on government channel 17 on Comcast Cable and W.O.W (Wide
Oren West) in Elgin, Illinois.
GOALS
BrOadly stated, the City of Elgin wishes to acquire a comprehensive, scalable, and flexible digital
vi4eo streaming and indexing solution for the live play, and later easy recall of video content by
reidents and staff. The City desires a system that:
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1. Must not interfere with existing critical bandwidth needs for emergency communications
and daily operations
Is simple and easy to use.
3. Works well with the City's existing public Web site and its internal Intranet.
4. Will integrate well with existing meeting support processes and requires no additional
FTEs to manage.
PR1OPOSAL REQUIRMENTS:
The following specifications outline Elgin's requirements for the proposed service. Vendors
may propose methods which meet the spirit but fall outside the specific requirements, however
all such exceptions should be specifically noted and explained, and vendors should know the
proposal which most closely aligns with Elgin's stated requirements will be recommended for
selek:tion.
All requirements listed below must be addressed.
Does the vendor and its ro osed solution ...
p P
Requirements Yes No
1. Provide the ability for viewers to jump directly to the given
agenda item they are interested in.
2. Have the ability to be implemented in 60 days.
3. Have experience implementing Web streaming solutions for
governmental agencies. Provide specific examples.
4. Provide the capability of a 100%hosted solution for distribution
and storage.
5a. Provide a 24x7x365 operation.
b. Provide redundant network connections and servers to minimize
downtime.
c. Provide Web-viewing page customized to City's look and feel
6. Support a minimum of 1,000 concurrent users for live and
archived streams.
7. Have the ability to preface or tag any video segment with a
specified city message or promo.
8. j Provide archived streaming of all broadcast meetings
a. Keywords are searchable on agenda items or transcript of text
b. A searchable index that can be created
c. Meetings that are archived on a remote, vendor-managed server
9. Provide or support closed captioning.
10. Support automatic Web publishing and archiving.
11. Enable reports and statistics on viewership of Internet and intranet
content.
12, Display available City (video) messages that can be viewed.
13, Have professional liability insurance
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PROPOSAL CONTENT
All submitted proposals should address the following:
1. The legal name of your firm including street address, telephone number, Tax
ID #, and state of incorporation or registration.
2. A brief history and overview of your firm including length of time doing
business and past experience demonstrating your organization's qualifications
to provide the requested services
3. A description of the proposed solution including major features or functions
which may tend to differentiate your offerings from those of competitors.
4. A description of the proposed project timeline and the major steps in the
implementation process
5. A minimum of five references (including name and phone number) of similar
entities that have purchased similar services. City and governmental
references preferred.
6. If not a public company, two years of financial information, profitability and
net worth.
7. A specific description of the project team members, their technical
qualifications/expertise, their titles and functional roles, and percentage of
time to be spent on the Elgin project. Attach an organizational chart to
display reporting relationships and identify to which problem resolution
complaints should be addressed.
8. Specifically call out whether any subcontractors are involved and in what
capacity.
9. Identify all initial and ongoing costs including hardware, software,
maintenance, training, etc and any hosting, maintenance, storage, recovery or
archive fees.
10. Identify the cost per hour for assistance beyond scope contemplated in
proposal.
11. Include the typical file storage size of 30 minute, one hour, two hour, up to
four hour meetings. Describe how long archived material is retained and
options for the City to retain beyond typical retention limits.
12. Describe 24/7 support and monitoring activities and any pricing for different
levels of service
13. Describe any recommended or scheduled maintenance activity and its impact
on uptime. Indicate average percentage uptime at other installations.
14. Describe the encoding process including staff vs. vendor responsibilities and
the ability for staff to perform live event scheduling, live indexing and
automatic web publishing.
15. Describe how quickly after live streaming the archived content is available
and how the searchable index is created and whether that process is dynamic
or not.
16. Describe whether the recommended solution includes different levels for staff
access (read-only, write, system admin)
17. Describe the level and nature of any proposed staff training necessary to
operate the proposed solution
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18. Explain any potential firewall or other security/access issues and assumptions
in your proposal.
19. Explain how system interfaces or is compatible with the Elgin's Network
infrastructure.
20. Clearly identify on a separate line item any bid alternates including additional
or upgrade capabilities, the option to transfer any archive recordings older
than one year back to the City for use on a City-managed server.
21. Describe how quickly the proposed solution, if accepted, can be operational
for Elgin.
22. Any other relevant information that supports the submitted proposal.
SELECTION CRITERIA (in no particular order)
D. Organization's ability and capacity to meet all Request for Proposal conditions and
expectations as solely determined by the City's selection committee.
D. The ease of the proposed solution and best fit with the City of Elgin's operations
D. Value and price for services offered
D Ability to complete the job in the time allotted
!D Evidence of prior satisfactory conclusion of similar work in similar circumstances,
including references
➢ Stated and demonstrated understanding of the scope of work being sought
➢ Stated and demonstrated understanding of technology backbone issues, industry trends
and capabilities and how they relate to business and economic development
SELECTION PROCESS
• A cross-departmental staff team of reviewers will rate the proposals
• Because purchases of this nature involve the public expenditure of funds, the City
Council makes the final determination of whether to authorize and expend funds
already budgeted for this project
• While reserving the right to reject all proposals, the City anticipates an award on
or before October 24, 2007.
TENTATIVE DEADLINES & SCHEDULE OF EVENTS SUMMARY
➢ Legal Notice published regarding RFP August 31, 2007
➢ Request For Proposals sent out August 31, 2007
➢ Pre-proposal questions due from vendors September 12, 2007
D Answers to questions distributed September 14, 2007
➢ Proposals due to the City of Elgin September 21, 2007
➢ Probable interview dates, if necessary September 28, 2007
➢ Anticipated approval by City Council October 24, 2007
NOTE: If a vendor does not notify the City of its intent to respond and provide an e-mail address
for contact, it will not receive answers to all questions received from proposers. This does not
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preclude vendors from still responding by the RFP due date; however, they will not have the
benefit of the provided answers.
All roposals must be received by 11:00 AM on Friday, September 21, 2007. The eligible vendor
must provide five hard copies of the proposed response and 1 CD ROM containing all
documents in a sealed envelope or box. The pricing portion of the proposal shall be placed in
a separate envelope from the technical portion of the proposal. Incomplete responses will not
be considered for the final award.
Mark all proposals RFP 07-104 Web Streaming Proposals and send to:
Daina DeNye
Assistant Purchasing Director
City of Elgin
150 Dexter Ct.
Elgin, IL 60120
Questions and intent to respond to: denye_d @cityofelgin.org
Updated 8/29/07
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<ci° ` /� City of Elgin
Mayor
Ed Schock
�A°RarE„F�� Council Members
Juan Figueroa
Robert Gilliam
David J. Kaptain
Michael Powers
F.John Steffen
John Walters
City Manager
Olufemi Folarin
TO: Interested Bidders
FROM: City of Elgin
RE: Addendum # 1 to City of Elgin RFP #07-104, Web Streaming Services
DATE: September 17, 2007
The following amends the above referenced Proposal.
1) The bid opening has been moved to September 28, 2007 at 11:00 am. The questions
that were submitted will be answered on September 20, 2007 via addendum#2.
END OF ADDENDUM #1
150,Dexter Court • Elgin, IL 60120-5555 • Phone 847/931-6100• Fax 847/931-5610 •TDD 847/931-5616
www.cityofelgin.org
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..........
City of Elgin Mayor
gr:r t
Ed Schock
- 4
(RarEDvO• Council Members
Juan Figueroa
Robert Gilliam
David J. Kaptain
Michael Powers
F.John Steffen
TO: Interested Bidders John Walters
City Manager
FROM: City of Elgin Olufemi Folarin
RE: Addendum # 2 to City of Elgin RFP #07-104, Web Streaming Services
DATE: September 21, 2007
The following amends the above referenced Proposal.
1) The bid opening has been moved to October 5, 2007 at 11:00 am. The questions that
were submitted will be answered on September 28, 2007 via addendum #3.
END OF ADDENDUM #2
150 Dexter Court • Elgin, IL 60120-5555 • Phone 847/931-6100 • Fax 847/931-5610 •TDD 847/931-5616
www.cityofelgin.org
® Printed on recycled paper
> F
� � City of Elgin
ti
Mayor
n ►! -s Ed Schock
9AOR4TEDF0ryO'
Council Members
Juan Figueroa
Robert Gilliam
David J. Kaptain
Michael Powers
TO: Interested Bidders F.John Steffen
John Walters
FROM: City of Elgin
City Manager
Olufemi Folarin
RE: Addendum # 3 to City of Elgin RFP #07-104, Web Streaming Services
DATE: October 1, 2007
The following amends the above referenced Proposal.
1) What Document Management Systems does the City use if at all?
A. Advanced Processing & Imaging Optiview
2) Does the City have an existing Agenda/Minutes/Meeting Management Solution in
place or currently seeking this type of solution?
A. No
3) How many meetings do you plan to post on the web site per month or year?
A: There will be at least 4 meetings a month, with the possibility of additional
programming for on demand viewing
4) How long do the meetings usually last in average amount of hours.
A. Meetings can last from a half hour up to 4 hours. On average council meeting last 1-2
hours. Planning Commission Meetings are more unpredictable and often lengthy.
5) Do you require multiple formats to be available on the website? i.e. Quicktime,
Real Player etc.
A. Yes
6) Is close captioning required or desired for live streaming.
A. We do not have an immediate intention to provide close captioning, however would
like the ability to provide it.
7) If Agenda/Minutes Software is desired, currently or in the future, Would you like
to details of this solution and with pricing options?
A. No
8) Does the City have a preference for In House or Hosted solutions? Subscription vs
purchase?
A. Hosted. Subscription.
150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6100• Fax 847/931-5610 •TDD 847/931-5616
www.cityofelgin.org
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1
Has the city seen any demo's of this type of solution in the past year and if so, with
Whom?
A. Yes. Anyone who would like to present us with a demo of their product may do so.
t0) Is this type of solution a new solution, replacing system?
A. New solution
1) Is the city currently providing this solution by their own means?
A. No
12) Is the vendor able to speak with members of the IT Staff to learn more about the
architecture and interfacing concerns?
A. The selected vendor will have every opportunity to speak with the IT Staff.
3) How many meetings does the City have per month?
A. About 4 a month.
4) Can we add the following statement to the contract as an amendment (Exhibit A) or
to the contract itself.
A. Any modifications to the contract will be reviewed by City Of Elgin Legal
Department and agreed upon by both parties.
15) Can I receive a one copy of a Planning Commission and City Council agenda?
A. Yes. Agendas of meetings can be found on our city website, www.cityofelgin.org
1 6) Do you anticipate webcasting your station 24x7?
A. Not immediately, but there is a possibility of that in the future.
1 7) If yes to the previous question, then is there any time that you could not guarantee us
4 320 K upstream from the onsite encoder to our hosted infrastructure?
A. The city's control of bandwidth ends at our firewall. We can not guarantee internet
bandwidth beyond that point.
8) If no, is there any time during the moments that we will be broadcasting live (e.g
uring a meeting) that you can not guarantee us a 320 k upstream/
. The city's control of bandwidth ends at our firewall. We can not guarantee internet
i bandwidth beyond that point.
1 9) What is the maximum number of simultaneous live streams that you anticipate from
tour on-net users?
Unknown
20) How much bandwidth is available for streaming during the moment when you would
anticipate the maximum number of live streams?
A. We have a Tl line to the internet. This is constantly in use for e-mail, web servers,
iveb surfing, available bandwidth varies 300k should be available at any given time.
1I
•
21) What is the maximum number of simultaneous on demand streams that you anticipate
the maximum number of on- demand streams?
l nknown
22) What is the distance between your AV source and the on-site encoder?
A. We do not currently have an on-site encoder.
23) What remote access applications do you prefer we use to gain access to your onsite
equipment?
A. Webex
24) Can you assign a Routable Public IP address to the on-site encoder?
A. No
25) Will you be placing your encoder in a DMZ?
A. No
6) What kind of Antivirus software is on the indexing computer?
A. We do not currently have an indexing computer.
27) Is your content filter configured to block WMA or WMV?
A. Yes
28) Do you have Cisco Enterprise Security Agent?
A. Yes
29) What version of Windows Media Player is installed on your user's workstations?
A. Version 10 or 11
$0) Are the meetings already being video-recorded or do you need that piece too?
A. Meetings are already being video recorded and re-broadcast on our government access
j hannel.
$1) Can you describe how many meeting groups you have?
A. We currently have two different groups we record, City Council and the Planning
Commission.
132) How many of the meeting groups are recording the audio and/or video of the
Meeting?
A. Both audio and video are recorded for the 2 groups specified in the previous answer.
33) How long on average do these meetings last?
A. Meetings can last from a half hour up to 4 hours. On average council meeting last 1-2
hours. Planning Commission Meetings are more unpredictable and often lengthy.
34) How many times do they meet monthly or annually?
A. Each group meets twice a month.
35) How many meetings need to be posted or viewable on the web?
A. All City Council Meetings and all Planning Commission Meetings. In addition we
would like to post other programming that is created.
36) How long do you want them to viewable on the web for the public?
4. 6 months
37)Does the City of Elgin have a preferred technology platform for this project such as
ASP.Net, Java, PHP etc?
A. No
38)What is the preferred level of data center(Tier 1, Tier 2 etc.) for the software hosting?
A. None at this time
j9)Does the City of Elgin currently have a hosting provider for other services and if so,
do they prefer that we work with them?
A. No
40)How many/Which browser types need to be supported?
A. All major browsers should be supported — (such as, but not limited to: Internet
Explorer, FireFox, Safari, Opera, Netscape)
41)How many different display options need to be supported? Examples include Flash,
Windows Media, Quicktime, MPEG and RealMedia.
A. Flash, Windows Media, Quicktime, MPEG
42)What format(s) are the videos currently being stored in, and is it intended to stay with
these formats going forward, or will this change?
A. Current videos on our website are only short commercial pieces which are Flash files.
43)Do stored video files need to be converted to the format(s) that will be displayed?
A. Yes
{I4)Does the City of Elgin currently have licenses for videofile conversion utilities? If so,
which ones?
A. No
415)Does the City of Elgin intend to offer these streaming videos in handheld device or
mobile format?
A. Not at this time.
46) Regarding requirement #7 "Have the ability to preface or tag any video segment with
a specified city message or promo," is another video or a text based message what is
being required?
A. Text based message capabilities are desired.
47) Regarding requirement #8 "Provide archived streaming of all broadcast meetings,"
how far back does the City wish to go?
A. 6 months
48) Regarding requirement #9 "Provide or support closed captioning," does the City
intend to provide transcripts? Many of the software tools used for this require them.
A. We do not have an immediate intention to provide close captioning, however would
like the ability to provide it.
49) Can some elaboration be offered for requirement #10 "Support automatic Web
publish and archiving?"
A. A software program solution that requires minimal extra work to publish and archive a
Media file.
$0) The bid opening date has been changed to October 8, 2007 at 11 am.
END OF ADDENDUM #3
. c, 0 granicuS t g" � fi� ' 3e
Proposed Solution Pricing
Your Granicus solution was designed based on The City's specific streaming needs. Our pricing
reflects our commitment to supply our customers with the highest value and utmost quality.
Your solution consists of the components detailed below.
Software Modules
MediaManager Basic $5,850.00
Outcast Encoder(1 License ) $585.00
Software Subtotal $6,435.00
Professional Services
Software Installation and Configuration $1,592.50
On-Site Training (1 Day ) $2,000.00
a Phone/Web Training (2 Hours ) $300.00
(2) - Document Templates $1,950.00
(1) - Player Template $975.00
(1) - View Template $975.00
Professional Services Subtotal $7,792.50
Hardware Components (May be provided by City)
(1) - Outcast Encoder Server(standard rack mount with
RAID) $2,100.00
(1) - Osprey 230 Video Capture Card $350.00
Hardware Subtotal $2,450.00
Shipping $150.00
Total Up-Front Software, Professional Services &
Hardware $16,827.50
Total Monthly Managed Services $760.00
. ,t ®
granicus ..:7 4 4
Proposed Solution Pricing
Your Granicus solution was designed based on The City's specific streaming needs. Our pricing
reflects our commitment to supply our customers with the highest value and utmost quality.
Your solution consists of the components detailed below.
Software Modules
MediaManager Basic $5,850.00
Outcast Encoder(1 License ) $585.00
Software Subtotal $6,435.00
Professional Services
Software Installation and Configuration $1,592.50
On-Site Training (1 Day ) $2,000.00
'Phone/Web Training (2 Hours) $300.00
(2) - Document Templates $1,950.00
(1) - Player Template $975.00
(1) - View Template $975.00
Professional Services Subtotal $7,792.50
Hardware Components (May be provided by City)
(1) - Outcast Encoder Server(standard rack mount with
RAID) $2,100.00
(1) - Osprey 230 Video Capture Card $350.00
Hardware Subtotal $2,450.00
Shipping $150.00
Total Up-Front Software, Professional Services &
Hardware $16,827.50
Total Monthly Managed Services $760.00
■ _ .% li .:=u.9 �I - . '.i, ,(,i a ,, ni,.i-k, i! 4-;1 , a4 _, '-,, , , a .. , ,1,..
1
Al, .
DATE: November 30, 2007 '
TO: Mayor and Members of the City Council
FROM Olufemi Folarin, City Manager (-7
ic,trt r.`n'7<r
Susan Olafson,Public Information Officer
Karla Persky, Cable Production Specialist
SUBJECT: Media Web Streaming of Public City Meetings and Other City Programming.
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider a contract with Granicus, Inc. for webstream hosting services.
RECOMMENDATION
It is recommended that the City Council approve the contract with Granicus, Inc. for $16,827.50
with a monthly management charge of$760.00 for a total of$25, 947.50.
BACKGROUND
Web streaming is a rapidly growing forum to relay audio and video messages and programming
on the internet. Through web streaming, the City of Elgin can provide residents and web visitors
with an additional way to view City Council meetings, Planning & Development meetings and
City programming from the City of Elgin website. This on-demand video can be available l for
viewing one to three hours after a meeting is completed.
A request for proposal was sent out on August 31, 2007. The City was specifically interested in
providing a seamless visual presentation matching the city's website to allow viewers the ab�lity
to access meetings or programs in their entirety or to access a specific agenda topic within,the
meeting. The vendor is expected to provide 100% of the hosting services.
Four companies responded to the Request for Proposal. They each proposed the following:
Vendor One-Time Setup Cost Monthly Fee Total Cost
Granicus, Inc. $16,827.50 $760.00 $25,947.50'
IQM2-Intelligent $20,000.00 $750.00 $29,000
Meeting Management
Mike Pollock $1000.00 $600 $8,200
International, Inc.
Swagit Productions, $7,852.00-9,102.00 $3,054.00-3,989.00 $44,506-$56,70
LLC
Media Web Streaming of Public City Meetings and Other Programming
November 30, 2007
Page 2
Of the four respondents, Granicus, Inc. was selected for several reasons. After viewing some test
web sites, the visual seamlessness from the City's website to Granicus' website is unnoticeable.
The ability for users to access a specific topic without viewing an entire meeting is easy and
effective. A meeting also would be uploaded onto the City's website within one to three hours
after a meeting completion, where other firms would take 24 hours or more. Additionally,
Granicus will host and support efforts to stream other City-produced video for no additional co$t.
While Mike Pollack International Inc. was the lowest bid in the process, the time in which they
would upload a meeting is between 24 and 72 hours. Today, the expectation for access is more
immediate than that. Additionally, the visual seamlessness between websites was lacking and
the company would not host or support efforts to stream other City-produced video without
charging per show.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The contract for Granicus, Inc., including the monthly management fee, totals $25,947.50.
Sufficient funds ($110,000) have been allocated in the 2008 budget and are available in the
General Fund, Professional Services account 010-0302-711.30-99.
LEGAL IMPACT
The agreement has been reviewed by the City of Elgin's Legal Department.
ALTERNATIVES
1. The City Council may choose to enter into contract with Granicus, Inc.
2. The City Council may choose not to enter into contract with Granicus, Inc.
Respectfully submitted for Council consideration.
KP/SO