GUILFORD COUNTY CONTRACT NO /06-289, AMENDMENT NO. 2

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1 GUILFORD COUNTY CONTRACT NO /06-289, AMENDMENT NO. 2 SECOND AMENDMENT TO THE GRANICUS SERVICES AGREEMENT BETWEEN GRANICUS, INC. AND GUILFORD COUNTY GUILFORD COUNTY CONTRACT No / This SECOND AMENDMENT AGREEMENT is hereby made and entered into this 4th day of October, 2012, by and between GUILFORD COUNTY ( Client ), and GRANICUS, INC. ( Granicus ), a California Corporation, and also collectively referred to as the Parties. WHEREAS, the Client and Granicus entered into an Agreement dated June 15, 2006, and further amended by an Amendatory Agreement dated June 15, 2010 (collectively the Agreement ); and 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 24/7 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 Open Platform, Government Transparency and Meeting Efficiency Suites, as detailed in the Proposal dated July 23, 2012, which is attached as Exhibit A and incorporated herein by reference. NOW, THEREFORE, in consideration of the premises, the parties intend that the Agreement be amended as follows: 1. Compensation shall be amended to include additional up-front costs of two thousand six hundred twenty-five dollars ($2,625.00) for the Granicus Encoding Appliance and related goods and services as detailed in Exhibit A, and one hundred dollars ($100.00) monthly costs for the Meeting Efficiency Suite services, also as detailed in the Granicus proposal dated July 23 rd, 2012 (Exhibit A). As amended, Client s Granicus solution shall now include additions to the Agreement as detailed in Exhibit A. 2. 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 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. 3. Except as amended by this Second Amendment, all other terms and conditions of the Agreement shall remain in full force and effect. 4. In the event of any inconsistency between the provisions of this Second 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 Second Amendment. B. Paragraphs set forth in the body of Agreement 1

2 GUILFORD COUNTY CONTRACT NO /06-289, AMENDMENT NO. 2 IN WITNESS WHEREOF, the parties have caused this Second Amendment to be executed by their duly authorized representatives, as of the day and year first above written. GUILFORD COUNTY, NC By: Brenda Jones Fox County Manager Date: GRANICUS, INC. By: Ed Roshitsh President Date: ATTEST: Clerk to Board (COUNTY SEAL) ATTEST: Corporate Secretary (CORPORATE SEAL) APPROVED AS TO CONTENT: Purchasing Director APPROVED AS TO CONTENT: Information Services Director This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Director 2

3 GUILFORD COUNTY CONTRACT NO /06-289, AMENDMENT NO. 2 EXHIBIT A PROPOSAL [The remainder of this page is left blank intentionally.] 3

4 Proposal for Guilford County, North Carolina Open Platform, Government Transparency, and Meeting Efficiency Solutions Proposal presented to: Effie Varitimidis Clerk Guilford County July 23 rd, 2012

5 Proposal Granicus Proposal to the County of Guilford July 23rd, 2012 Hello Effie, Thank you for your continued partnership with Granicus. We re excited to support your transparency and public meeting efficiency needs. It has been a pleasure to work with the County of Guilford over these past six years. 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, and detailed pricing. During our meeting we discovered that the Guilford County is looking to streamline their current meeting processes and move towards a paperless agenda. We also learned that lightening can have a negative effect on an Encoder. We recommend switching to a managed Encoder through Granicus, as well as taking advantage of our ilegislate application. Our open Platform and Government Transparency Suites upgrade encompass these products and will bring the County of Guilford up to our latest technology. We also discovered that Guilford County will be caught up on their Minutes production by the end of summer. Our Meeting Efficiency Suite will give a new look and feel to Minutes Maker and help ease the process of producing Minutes in the future. Granicus has over 35 years of government-focused experience which has allowed us to develop tools with government in mind and meet the market demand. We hope that you have found value in being a part of the Granicus client family. Thank you again! Shawn Shawn Carpenter Account Manager x Harrison Street, Suite 120, San Francisco, CA (415)

6 Proposal Budgetary Impact Item Upfront Monthly Suites Conversion Open Platform and Government Transparency Suite $ $ Managed (life time warranty) Granicus Encoding Appliance On-demand and live* streaming to mobile devices (H.264) ilegislate (paperless agenda app for the ipad) Advanced Search & Podcasting (MP3 and MP4) API/SDK accessibility Unlimited Storage for meetings and non-meeting content, and Indefinite Retention Meeting Efficiency Suite $0.00 $0.00 Live roll call, motions, votes, and notes recording Minutes template configuration, Workflow Review and Customization One Web Training Series TOTAL $ $ *Live streaming to mobile devices is in beta and will be released in Q All suites require the Granicus Open Platform All suites (except Meeting Efficiency add-ons) include hardware and software Sales tax may apply depending on your organization's tax status and the tax laws unique to your state, county and/or municipality This proposal expires on September 30, Harrison Street, Suite 120, San Francisco, CA (415)

7 Proposal The Granicus Open Platform allows you to stream an unlimited number of meetings and events online and over mobile devices play video in H.264* and Silverlight. Publish all of your content online with indefinite retention schedules. Granicus Encoding Appliance gives you unlimited bandwidth and storage as well as local live and on-demand streaming for up to 50 concurrent viewers. Finally, leverage an open architecture and connect in-house or third-party solutions to Granicus. Click here for more information on the Granicus Open Platform. Stream unlimited meeting bodies and events Indefinite retention schedules Intelligent media routing Open architecture and SDK * Available for on-demand playback only Government Transparency Suite The Government Transparency Suite gives your citizens greater access to public meetings and records online. Take the next step towards greater transparency and link related documents to your video, offer your full agenda packet, and provide advanced searching of archives. This Suite also allows you to seamlessly connect agenda data to the ipad to review agendas and support documents, take notes and more through the ilegislate application. Reach a broader audience with podcasting - download media in MP3 and MP4 formats and view video offline. Granicus reporting tools give you a detailed analysis of visitor statistics to help you better understand viewership trends. Click here for more information on the Government Transparency Suite. Publish agenda packets with video Link relevant materials Build reports and analytics Index videos live Offer downloadable formats (MP3 & MP4) Harrison Street, Suite 120, San Francisco, CA (415)

8 Proposal Meeting Efficiency Suite The Meeting Efficiency Suite is a live meeting workflow solution that combines minutes with a meeting s recording. Capture and publish minutes, saving staff time and cutting administrative costs. Record roll-call, agenda items, speakers, motions, votes, and notes through a simple interface. After the meeting, finalize minutes quickly and easily in Microsoft Word. With VoteLog, allow the public to track legislation, ordinances and even voting member records through your website. This Suite also allows you to seamlessly integrate with agenda solutions already in place. Click here for more information on the Meeting Efficiency Suite. Meeting preparation tools Live minutes automation Quick notes and text expansion Minutes editing and publishing Generate linked minutes Harrison Street, Suite 120, San Francisco, CA (415)

9 Open Platform Government Transparency Citizen Participation Meeting Efficiency Legislative Management Proposal Professional Services Managed Deployment Encoding Appliance One-time installation of an on-premise unified encoding and storage appliance. Hosted Web-Based Application Activation of a hosted media and content management application. Agenda Parser Meeting Software Public Display Touch-screens Workflow Assessment & Configuration Workflow Assessment Workflow Implementation Onsite Training and Meeting Support ½ Day/ 1 MB* 2 Day/ Sys Admin Installation of the agenda parser to read and parse documents automatically. Local installation of software in meeting chambers to boost minutes efficiency. Application installation to live broadcast text displays of meeting actions in-person, online, or over TV. Local installation of touch-screen monitors and applications in meeting chambers. Careful workflow review and software configuration. Hands-on guidance and support to ensure smooth and successful user adoption. On-premise support and mentorship to guide users during a live meeting. Product Training Self-Paced Online On-demand online training courses accessible anytime, anywhere. Instructor-led Online Training Series Onsite Training and Meeting Support Web Integration & Design Standard Website Integration Customized Website Integration Legislative Portal Website Integration Document Assessment Customized Agenda Template Customized Minutes Template Standard Reports Public Display Template 6 hrs/ 8 Users 12 hrs/ 1 MB 1.5 Day/ 1 MB* 5 Day Combo w/ Onsite 5 Day Combo w/ Online Live online training led by a training professional in a classroom environment. Intensive hands-on training at the clients location to address unique user needs. Standard media player and media portal embedded into customer s branded website. Custom design and integration of a media player and media portal to match the look and feel of the customer s branded website. Standard portal for legislative information that matches the look and feel of customer s branded website. Analysis of current document layouts to ensure content importing and management is successful. Development of an HTML agenda template to support indexing, search, and electronic comments. Development of a minutes template in HTML or Microsoft Word to support video links. Standardized report templates for agendas and minutes. Configuration including graphics, colors, fonts, and standard text elements Harrison Street, Suite 120, San Francisco, CA (415)

10 Proposal Granicus Differentiators World s most experienced provider of government transparency, citizen participation, meeting efficiency, and legislative management solutions with: o Over 900 clients in all 50 states, at every level of government o Over 31 million government webcasts viewed o 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 Exclusive provider of a native ipad application that allows users to review agendas and supporting materials, bookmark and take notes on items, as well as stream archived videos 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 engagement services 24/7/365 customer service and support 97% customer satisfaction rating, 98.5% client retention rating One of the 100 companies that matter most in online video by Streaming Media magazine Ranked 185 on Deloitte 500 fastest growing companies Ranked 419 on Inc 500 fastest growing companies Client Success stories are available here: Harrison Street, Suite 120, San Francisco, CA (415)