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HomeMy Public PortalAbout2015 Granicus Presentation.pdf®GRANICUS Key Biscayne, FL - Granicus Video (720p streaming) and Peak Agenda Management PRESENTED BY: Casey Creech, Granicus PRESENTED TO: Key Biscayne DELIVERED ON: November 10, 2015 EXPIRES ON: December 18, 2015 COPYRIGHT 2014 GRANICUS, INC. ®GRANICUS Managed Services Granicus provides a comprehensive Managed Services package with every solution to ensure long-lasting success with our technologies while maximizing your solution's performance. Our fully managed and hosted infrastructure offers unlimited bandwidth, storage and the highest security standards of your data through a cloud -based platform. Our remote, proactive systems monitoring guarantees faster response time, predicts problems before they arise, and helps reduce the cost of IT support and maintenance. The Granicus team works around -the -clock to ensure your applications are protected and operating smoothly. You also receive continual access to advanced learning tools and the hands-on support, knowledge, and expertise of our skilled Support Engineers and Customer Advocacy professionals. www.granicus.com 20'15 Granicus, Inc. 70717111 Street, Suit 4000, Denver, CO 80202 Q GRANICUS Pricing Breakdown for your Solution Hardware Name Qty Unit (Upfront) Total (Upfront) Granicus 5D1 Encoding Appliance Hardware - (GT) Shipping- Large Item Total Hardware Upfront: 1.0 Unit(s) 1.0 $3,500.00 $125.00 $3,500.00 $125.00 $3,625.00 Software as a Service Name Qty Unit (Monthly) Total (Monthly) Open Platform Government Transparency Suite Upgrade to SDI 720p Streaming Peak Agenda Management Software Granicus Encoding Appliance Software - (GT) 1.0 Suite 1.0 Suite 1.0 1.0 Package $0.00 $300.00 $75.00 $400.00 1.0 Package $100.00 Total Software Monthly Cost: $0.00 $300.00 $75.00 $400.00 $100.00 $875.00 Professional Services Name Qty Unit (Upfront) Total (Upfront) Encoding Appliance Hardware Configuration - (GT) Total Services Upfront: 1.0 Service(s) $875.00 Total Upfront Cost: Total Monthly Cost: $875.00 $875.00 $4,500.00 $875.00 www.gran lcu5.corn 2015 Gr nlcus, Inc. 707 17th Street. Suite 4000. Denver. CO 80202 ®GRANICUS Granicus® Open Platform The GranicusOR Open Platform is the cloud -based foundation for all Granicus applications. It allows government organizations to manage and store an unlimited amount government public meeting data. It is the core of our content management, administration and distribution tools and includes free access to our APIs and SDKs, helping you seamlessly connect your Granicus solution Lo systems in place. The Granicus Platform includes the ability to upload and publish content including videos and documents. li k it r h llwwyu granicus carr115olutions/G,ranicus-Open- Platform.aspxi for more information on the Granicus Open Platform. • Unlimited content storage and distribution • Open architecture and SDK • Archived video editing and indexing • Citizen web portal • Live and on -demand streaming to mobile devices • Created pdper less agenda environment with iLegislate® for the iPad l ti www.granicus.com 2015 Granicus, Inc. 707 17th Street, Sulte 4000. Denver, CO 80202 ® GRANICUS Government Transparency CCcoLln tonility and LLi Id pd L)IIc tiro t t Transparency around public meetings is more important than ever. Citizens want to learn about policy decisions that affect their lives and see how their tax dollars are being spent. But, the burden and expense of managing this information is time consuming for government employees and can be cumber- some for citizens to find at complex government websites. What if you could automate this process and make it incredi- bly convenient for everyone? The Government Transparency Suite helps agencies give access to ail public meetings and important records online and creates an unprecedented level of openness. Leverag- ing a powerful media management solution, organizations <:7-u-, easily publish content on their viebsite, link related doc- urnentft. r,nd provide keyword searching For citizens. Using reports en visitor.l:rend::s, ec e 'cies can quickly gauge interest: in the most 'important issues. Manage and broadcast government media online • Give citizens convenient access to live and Archived streaming through your Website • Reduce public inquiries with searchable. self-service access online • import agendas and index video live to eliminate hems of work • Menage and distribute unlimited meetings and events —alt completely automated Reach a broader audience - Integrate ceased c.iprrtons with video • L.it'lderSttild and measure public participation with in..d;_rpth video analytics 5- G www granicus.com 600 Harrison Street, Suite 120, San Francisco. CA 94107 Q GRANICUS GOVERNMENT TRANSPARENCY Features for Staff Liv'. Event Streaming Encoding Appliance intelligent Media Routing Proactive Systems Monitoring Import & Paise Agendas L.hik Relevant Documents Index Video Live Create Text -Transcripts Repnric R Analylics • Paperiess Agenda for the Pad Benefits to Citizens Closed Captioning Advanced) Search Downio&iable Media I, 4 Conveniently deliver media online and increase transparency Increase convenience with ao time, from wan°y..;vhere Citizens and staff can wcttci live streaming broadcasts or play archived videos through your website, Viewers can quickly jump to any topic through index points to review only the information that is important to them. Maximize public access with a searchable integrated public record Empower citizens to flnd what they need through a searchable public record on your website. All meeting audio, video, min- utes, and agendas are tightly integrated together. Citizens can subscribe to your agenda or a particular search to get rent -time notifications when new content is available. Ensure ADA compliance ^,+path a closed cis rtiontn j integration Easily stream meetings with scrolling closed captions. Quickly access and publish a full transcript and even search for any word spoken on video. Review and annotate papeirteso 'meeting mate ials oe the aP:aci Staff and elected member can review agendas and support- ing documents, as well as bookmark and take notes on items, through a native iPad application, 6 Gwww granicus.com 2014 Poo 600 Harrison Street, Suite 120. San Francisco. CA 94107 ® GRANICUS GOVERNMENT TRANSPARENCY RM�YUIntl v ., °O,+1?' rich n'rediri and critical dOcUrtlen;6S tru'ougb your Wet;aite rend 'not ll a devices OVERVIEW 12,155 growth In audience engagement. Award-winning,proven streaming solution for local, state, and federal agencies t. nparalleied streaming peeforrraa_aoce And •relk b:itiity Reduce the burden on IT staff by leveraging a world -class hosted infrastructure and an on -site media server, backed by a comprehensive maintenance program, Unlimited bandwidth, unlimited storage, and intelligent routing Store files redundantly and intelligently route media to avoid network congestion. Our proven streaming solution ensures quality, speed and reliability. Get permanent storage, back- ups, systems monitoring, and dedicated support. Sa.rriphh'fy'media management through automation Schedule events to broadcast Ihve or record from any video source including cable, camera. VHS, or DVD. Archived files automatically transfer to internal and external distribution networks and are instantly published to the web. -of t wine by irriRrlr'tin+: a9ervd s & indexing in fi'e k"trira import agendas and index video live during the meeting. After the meeting, produce a public record vvil:h the agenda linked to the video. 'lt oden'ot ai,id 'i''aevirersbie with in-depth roe'2o-ks ,and :r oerMng Check out the public engagement level, mobile usage, page visits, visitor location, originating links, and more, instantly on the video analytics page. 7 Gwww granicus.com 600 Harrison Street, Suite 120, San Fiancisco, CA 94107 O GRANICUS Granicus Encoding Appliance The Granicus Encoding Appliance is designed and built for our platform and streaming protocols to provide government organizations with superior live and on -demand webcasting performance. The hardware is pre -configured and delivered ready to stream. Simply connect power, network and an audio/video source. Full appliance control is available through a web browser or locally installed client application. • Provides live and on -demand streaming online and via mobile devices • Remote systems monitoring and Granicus maintenance updates • Up to 2TB of local storage (approximately 2,000 hours of archive content) • Facilitates internal streaming across your local area network (LAN) - up to 50 concurrent viewers • Supports extraction and display of embedded closed captions to help maintain ADA compliancy • Faster archive upload times, less video buffering • H.264 video codec encoding • HTML5 and Flash compatible streaming delivery Granicus' hosted infrastructure supports the encoding appliance and offers unlimited bandwidth, storage and the highest security standards through a cloud -based platform. Our remote, proactive system monitoring guarantees faster response time, predicts problems before they arise, and helps reduce the cost of IT support and maintenance. The Granicus team works around -the -clock to ensure your applications are protected and operating smoothly. This ensures long-lasting success with our technologies while maximizing your solution's performance. G www,grinicus.com 2015 Gr.+arras, l i- 707 17th Street, Suite 4000, Deriver, CO 80202 Q GRANICUS PEAK AGENDA MANAGEMENT New from Granicus! Visit www.Granicus.com/PeakDemo to learn more about the the fastest, most supported, most usable agenda management software in the industry. I Ij The challenges ofthe agenda management process for municipal clerks are well-known and well -documented: highly manual, paper -dependent processes with little automation, with many inputs and approvers that create bottlenecks and information inconsistencies. For years, Granicus has delivered the leading agenda management solution to government with software that solves real problems, and now, we've raised the bar even further. Introducing Peak Agenda Management - the fastest, most supported, most usable browser -based agenda management software in the industry, from the company that has set the pace. Peak Foundations EASY In dissecting the complexity of the agenda preparation process, we didn't want to just layer technology on top of the issues and call it good. Ease - of -use and intuitiveness of the Peak application will allow clerks to quickly get up to speed but also ramp up new staff and drafters with ease FAST Above all else, an agenda management application should drastically reduce the time spent managing agenda preparation. That's why features like autopopulation of fields and drag -and -drop editing were included, so agendas can be created faster and clerks can free up time MOST -SUPPORTED We understand a phone call to support isn't always possible, like in the middle of a council meeting. To create a support experience unlike any other software solution our clients have experienced, we built in Peak an in -app live chat feature for real-time answers to real -world issues We wanted something easy but efficient for both the Council and Staff to use as effectively as possible. We found that with this program. 7 Daralyn Spivey, Village Clerk, Village of Bald Head Island, iN.C- 9 - G www.granicus.com 0/ i7rr, _;��F,��:, 5�,ne 4000...n --i i ,( BEST -IN -CLASS USABILITY meln tlryW.ewM a Your Current Items 12 a. 3 4 kit F1,15 ME., RFC F141- ,^!FMS zfl i �.k fJ $T NN Wn NSW Midi V.11.1 • • ,M,•M,y[{./yI IEaNrtYMEWED MEMO. Ina w.aso•I..i. cm Come: Li.Ww.l+511. MS C cox.. el W..¢ •pw.r, <..±+f1Ew+w.• • O.c* •q•n, M•..1Cn Fe.SO.1VMM. MVerO M NN vv...em ve.. Jm nE.ilyymae ., n.—"_—wnrr�•_ mow, cowl, . uo..r. +.Nl.. 2015 1 41:14 ,-.....1 w..nl Awn. wcog^—""'d°—"^— DASHBOARD Quickly accessinformation tailored to your responsibilities and view latest comments via the timeline on agenda information ▪ '? AUGUST 2014 • c-, e....•.wnM • .^ti.n,lsrp Min .•.M M. lea un OM EMI= taaai •M MEM • c..fw.Mr.• MIEN MEETINGS: Easily view scheduled agendas, progress of those agendas and dive into details of any meeting — all from a user-friendly calendar view AUTOMATED WORKFLOWS DRAFT crndr; IL 11 urllal•somgo ,••••.Mtn• l Li AGENDA ITEM CREATION AND WORKFLOW: Easily create agenda items and route through sequential or concurrent approval phases S P••11•d'1'• THE FINAL PRODUCT: Publish your agenda when its ready. noting that it will match your look and layout • Dratt agenda items using configuraahle templates in one system • Submit agenda items electronically for review • Review and collaborate on agenda items APPROVE • Use sequential or concurrent approval phases SCHEDULE PUBLISH „Je.,tau icons are al 11-nrn,lt,cally L7 CI on •eo nrl ;l o., i . ., I 5!_Ic;ro'/ai • Easily editt.add',remove agenda items at any time • One -click publishing or agenda packets to web aortal and iLegislai.::: • Automatic publishing of agenda items and attachments PRICE CONSCIOUS Nlo'Upfront Cost Pricing Based on Your Size E fic�cot Deployments Quick ROI -10- wwwlc ranicus.com • 70717th Street, Suite 4000, Denver, CO 80202 Q GRANICUS iLegislate° The leading tablet application for paperless agendas on iPad and Android Granicus' tablet agenda application, legislate-, enables governments to review meeting agendas, supporting documents, and archived videos over iPad': or Android tablet. Proven to save staff hours in their pre -meeting workflow while improving efficiencies. government agencies no longer need to spend thousands of dollars annually printing, copying, and binding meeting materials, not to mention the staff costs for collecting, organizing, and distributing these materials, Eliminate these time and material costs by introducing a completely paperless environment for agendas. iLegislate seamlessly connects all agenda data to the tablet, automatically updating it with the latest information when online, and available for review when offline. Elected members and staff can review agendas and PDE attachments, and bookmark items of interest, while offline. All these changes are automatically hacked i_ip to the Granicus cloud when an Internet connection is established, Convenient access to meeting agendas and supporting documents • Reduce paper consumption and move to a paperless environment • Review agendas and attachments amine and on -the -go Easily take notes and email agenda items • Review Indexed, archived meeting videos Public opinion placed at elected officials' fingertips Gwww granlcus Cori, 2014 Gra,ir' 600 Harrison Street, Suite 120, San Francisco, CA 94107 ® GRANICUS iLegislate ' Benefits & Functionality Review meeting agendas with supporting documents Easily review upcoming and previous meeting agendas through a tablet. Read agenda item details, including the suggested action, by simply clicking on the item within the agenda. Download the agenda and review the complete packet without an internet connection. la OCommon Council 3 I:II!IOI EE Of 111, RANKS AND nECn03l10N 0001001110E I n.11lII0natec¢I Inar•.oenb II 101.3,00nr.;0031 cn 0 11001ee0leenny 101531 ES 00 I Hi0U5W1Hlt1 V 0110 000110,0 D OCN[IOr.S00101 000 000 0 III . u ukJ. u.,..,, .•gb11e S 991;II11ESOs 1❑E UpUUE&O00N'nEE a AtInUIL.S G. rllc cll,NE-ccenmfTtE 1 11,3W 111 nines!rpm Aria 11201/1meeuny GGN50LiOn1E D 0101t00 HENS ROENELU N 0HUI11H!IOES U LAC050, Ant/9931100000110 COMMUNISM :0.NS 1000 C/1H CD 10 130/211 S0i Aims. :co I.S2 Upelalar s'ua<ntsc 41,0.In',,:are laded I, 0000 the r cerbbcane of 0000010 en of Ina repo 1s b,e 1,e.eta, ser rice Louise Iesu:;,9:n nap'raoon al nn :,on. coal Upelab..212011,. 1.1 .7 IA.14 lank 10. In 00301110000:10 U-N4Crn0RN 1 110.'01 P nt501 UTI00S30,000111E000 A,000H0011030000000300204;_1.11 E500 41.1119/ rf1011 0 11911,1 0'1101!05 S AU10UN11 Stream indexed archived videos Using H.264 technology, watch archived videos within the iLegislate application. Simply click on the videos tab and choose from the same list of archived videos available through your website including meetings, Public Service Announcements, events and more. Archived videos are indexed, making it easy to jump directly to items of interest. 31 2090 scilyttAbbytt City Council Public Hearing on 201409-13 9130 AM -. n newt, ccos,i 0,I Er icon 1310; f CS11'1 a JID Uevelopnlenl Spec nl U,, pc+111.! ._91 t 49 IO tie,. and tons dos, unof a r0Nuest lo: an e9ena0lau to p01Do,o:y app•cvrl _ 0!112000,.caned GC'!l'Vll 01fre 0o 0;n:n aiM S., April 000 ` and NA. V StAnenson A, nn to al_. _ Ail by'A.nY Cat, _ _ . 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II'.11...pw.,.4.1.1,14/0.}.44 M. 41, 4031* M* ANA :aaa4' 044.. 4.. n, /08111w1 AMA 10. Awn LIN.r 11+..... Iw1A. dl 991.*.4*a4. — • .III 9hMpg11H S.t_ Earn al Y n. 1.0,w U'01=0,=.e1.1►. M a 10LL•=_+-�dI SM .buta stau.dYYee..Aw ... SU it -12- Gwww granicus.com 130 Hai rIson '31 3 ' n IllC i20, San rrrancosco, CA 94107 ® GRANICUS iLegislate' Put public opinion at elected officials' fingertips More than digital agendas, the integration with the Citizen Participation Suite provides easy access to ideas coming from the community, as well as feedback from the public on specific agenda items. Make community leaders more effective by placing public support percentages and community comments on agenda items, maps of community idea contributors, civic participant demographics, community improvement ideas, and more at their fingertips. Jack Melnlcofi up + This is greet Thanks City Manager and Mall Take notes, annotate, and bookmark specific agenda items* When reviewing an agenda item's details, users can add personal notes to an item or bookmark it for future review. Users can take typed notes, or mark up agendas and supporting documents with highlighting, drawing, and underlining tools. We've even made note and bookmark review easier by allowing users to see all notes or all bookmarked items at once. * Available only on the iPad (lent Delalls CIP Bld Pkg.11001 C LTAPIe1 I eooxmmlm i rages lirr WnMe or draw with maw Mg. ( ✓ Thom ..., ,.. FORM 00E002 ACTION AGENDA ITEM BOARD AO. I: I NG Oelaber 21.1014 IMO AUTHORIZATION TO NEGOTIATE ANO ENTER INTO CONTRACT W ITII .1 GENERAL CONTRACTOR FOR 011E 1011 CA PITAI IMPROVEMENT PRIR:RAM BID PACRAOR $1101 DIMS,. 1115-0311) 06000R0002: Me poems ofwhenidog el reloaded a Re.r 2 fo0Cnmpelilive Sealal Proposals 211-021 for Newmann.. of thelell CM NW Pnduge .001by ben completed Ill'_ WL includes the fal0.nieg noddle 'I IA MAD Bog.Hlpmma,%Imo, BannuMesuAdIew. ITA N I15 Image C. I Arm II.merend.'sdsvl Ramvat0NAddition ICAa141 braNktlled, all kmPeCI, %e..l-RvnevbNAddidon II..A. ifhiJl i`ttvrsaehozNenn nrceis nn derail. N leairwN Au wdoldrnew sal mean an T.a..1 ny f A'16, Proposals excised: 1 DUN Fires: Compliant pspadc 1 The leaf:mion and lalnu'on Cummitte members have enmplele4 their 'twined., of the popoeel, and love eollectivd, nmLd the Program according to the oonng of Ihc,, pmpoxN ulili.ine Pe published e,aluniee salmi. IM Pmweamml Rand Memo containing detailed informed. is athelved la this ,5dne hem foe the mnndeeion of IM Ilea, ITe lief of top mewl Col... follow. I Reeder Gomel Coaencer; Ti, 1 Sleets D I women, I. line Capital Mpmvemrnl Program (CIP) leeks authorization km the hoard b pored with mil negCufmm With the got value Comma . Mould the gm ranked C,,clar dMioe or otherwise fill in cam into an egreemmL Ih, CIP dull formally em negotiations and groom, into negotiations with the rut waked Contrtlm. Instil an apemen is waded or the Cede., will lc eb0 -13- G www,granicus.com 1 ll4 '.. � lit(: 120, �r'Ir r ii lf.i �r� 94107 ® GRANICUS iLegislate FEATURE LIST Review complete paperless agenda packets Take notes on agenda items and supporting documents Bookmark items of interest View archived meeting videos specific to agenda items Review agendas for various meeting bodies Automatically backup data to the cloud Supports the Granicus API Integrates with 3rd party agenda management systems Integrates with the Citizen Participation Suite iPAD ONLY FEATURES Email agenda items with annotations Review and annotate agendas offline Save, delete, and annotate previous agendas DEPENDENCIES Free to any Granicus Platform and Suite users Apple iPad or iPad Mini (any generation) Android Device (Version 4.3 and greater) G � 11 '',.i; —11( 5. 1, 600 Harrison Street, Suite 120, San Francisco, CA 94107 www.gronicus.corn ® GRANICUS Optimized Streaming Platform Granicus° SDI Encoding Appliance Hardware as a Service for Government Wehcasting The Granicus SDI Encoding Appliance supports Granicus' current and future software platforms and encoding formats. It has been rigorously tested and certified to work with Granicus technology. Device pre - configurations allow customers to get up and running quickly while maintaining the highest level of service at a low monthly cost. The Granicus Customer Care team leverages a suite of tools that allow us to proactively monitor, maintain and support the appliance. Full patch management of Granicus software and the operating system eliminates any maintenance burden placed on government IT staff, including contacting multiple vendors for support. As a fully -managed solution, Granicus will provide customers with all necessary upgrades, repairs or replacements to ensure that the appliance works effectively on the Granicus platform. To help maintain ADA compliance, the Granicus SDI Encoding Appliance supports extraction and display of embedded closed captions. The Granicus SDI Encoding Appliance is designed and built for our platform and streaming protocols to provide government organizations with a complete streaming solution. Each pre -configured appliance is delivered ready to stream. Simply connect power, network and an audio/video source. Full appliance control is available through a web browser or locally installed client application. This appliance is included with the Government Transparency Suite and can be added to the Granicus Open Platform. G www.granicus.com 70717111 Street, Suite. 4000. !Denver, CO :3(-)2() O GRANICUS Granicus SDI Encoding Appliance Local distribution & storage The SDI Encoding Appliance can be configured to support local live and on - demand streaming for up to 50 concurrent users. Pot organizations that require enterprlse,class distribution. Granicus' Performance Accelerator distributes hundreds of simultaneous local streams with minimal network impact. Each device is equipped with 2 TBs of local storage, or roughly 4.000 hours at standard bit rates. Granicus provides unlimited cloud content storage and retention. The Granicus SDI Encoding Appliance is lightweight and small enough to fit in any server rack. Encoder noise has been addressed as well. With a sound output less than 65db, the Granicus SDI Encoding Appliance Is considerably quieter than standard off the shelf encoding hardware, Front View Rear View • ■f. ►.fr. f.....•••■ •I1I • 111 111114 Il IblHllli ••• •••• rnrrt111N111M.1111twrr_r III r° •�'_ ! a a Wet Hardware Specifications Dimensions • 'tt.0 rack morantabha chassis Weight • 35 'b5 Irll, trwrl Sinrlsnp Watts 40 120 96 Power Amps 0776, 09fis t)/5 kVA 0.04 0.120 0.096 BTU/hr +36 408 326 Connectivity • 3.,t ,"terlirt x , ,3an Storage Hardware Warranty • ;ranitus :ustomerrlrettme Cmaneie4 hardware;: Optional • ,,zu Components Management • . *h., . f IC :u-rur.';•, • 4000 haw at standard hit rates • •-,ertr :or+ve lfrsn 4It ' -,PI •?,note TT,anagemero, monitoring -uicrorr,; : rC1 i rlIrI -16- G www.granicus.com © 2015 Granicus, Inc 70717th Street, Suite 4000, Denver, CO 80202 ® GRANICUS Granicus SDI Encoding Appliance Adobe Flash Player H.264 MPEG-4/AVC AudioNideo Specifications DIGITAL ENCODING APPLIANCE Video Audio . Embedded audio on channel l,2,3 or 4 Streaming Specifications Live Streaming Encoding Formats Local Distribution • staltc public IP address • Inbound oUIU Over 1 CP Port BOBO (prat changed u(ran ,equest) • 550 Xbp. tip:are-ern • • in 7lewers • idlr.rrygdlt Windows Media r iS1I ell �ttr) • H1.7.5A for ', ,•.::, F'exh Player •1-1.264 iro '.1-11\1 1,105 and rAndrlod devices) • Lt,re and on -demand idlrectty from Granicus ncading l.FFllerce) n+t rinelm •_.nairrent streams Additional charges may apply Higher 'citrates available, requires additional bandwidth -17- G www.granicus.com 2015 Granicus. Inc. 707 17th Street, Suite 4000, Denver, CO 80202 Q GRANICUS ®GRANICUS Key Biscayne Scope of Work Proposal Peak Agenda Management DOCUMENT VERSION 1.1 (CONFIDENTIAL) - Set upon publish - TABLE OF CONTENTS 1. PURPOSE AND USAGE 3 2. ASSUMPTIONS 3 2.1 Global Assumptions 3 2.2 Project Management Assumptions 3 2.3 Staffing Assumptions 3 2.4 Scope and Cost Assumptions 5 3. BUSINESS OBJECTIVES 5 4. PROJECT PHASES S 5. SCOPE OF WORK 6 5.1 In Scope 6 5.2 Out of Scope 7 6. PROJECT DELIVERABLES 8 6,1 Description of Deliverables 8 7. PROJECT DELIVERABLES REVIEW AND APPROVAL 8 8. PAYMENT SCHEDULE 9 9. GENERAL PROJECT TIMELINE, ASSOCIATED TASKS, AND PAYMENT MILESTONES 10 G www.granicus.com 2015 Granicus, Inc. /07 17th St!eet, Suite 4000, Denver, CO:30202 Q GRANICUS 1. PURPOSE AND USAGE Key Biscayne has selected Granicus, Inc.'s ("Granicus") Peak Agenda Management application to automate and streamline the agenda management process. The purpose of this document is to define the goals, scope, specific deliverables, and timelines associated with the delivery of the SaaS application software and implementation services by Granicus. The content of this document is subject to review by both Granicus and the Client. After this Scope of Work has been mutually reviewed and agreed to by both Granicus and the Client, it will be attached to a Services Agreement ("Agreement") and delivered to the Client for final review and execution. Once executed by both Granicus and the Client, the Granicus deployment team will contact the Client project team to discuss project logistics and potential start dates and timelines. Once a project start date has been determined, resources will be assigned and scheduled to begin the delivery of the services described in this proposal. 2. ASSUMPTIONS This proposal is based upon the below assumptions being true and accurate. If for some reason these assumptions prove false, it may result in a scope change and an impact on the proposed project cost and timeline for delivery. The assumptions and time estimates are based on similar projects and on the Client's known requirements. The time estimates are for initial pricing and project planning, as this is a fixed fee proposal and services to complete the deliverables as defined are included. 2.1 Global Assumptions 1. All future meetings, agendas, and agenda items will be managed in the Peak Agenda Management application. 2. All public- and internal -facing facets of the system can be accessed through a Web browser such as Internet Explorer (version 9 and above), Chrome, Safari, or FireFox. 2.2 Project Management Assumptions 1. Project initiation will occur upon signature of the services agreement by both parties. Ali dates in this Scope of Work are subject to a mutually agreed upon schedule after execution of the services agreement. 2. Granicus will provide regular status reports to the Client Project Manager. G www.granicus.com 2.015 707 17th Street, Suite 4000, Denver, CO 80202 Q GRANICUS 2.3 Staffing Assumptions Below is an outline of the key project team members for a successful Peak Agenda Management implementation. The goal is for the Client to build a successful project team and for all involved to understand the project plan and scope so realistic expectations are set from the start. Prior to any training, Granicus will work with Client staff to create and deliver user profiles, user groups, and training documentation to ensure that the training instruction is as effective as possible for each role. Key Granicus Team Members 1 Granicus has assigned a Project Manager for this effort. The escalation process in the event of the Project Manager's inability to respond to Client needs will be to escalate directly to Granicus' Director of Operations (please send an email to implementationPgranicus.com fmallto:imnlementation@grannlc is.cam?subject=Client%a2OEscalationl to contact the Director of Operations.) 2. Granicus will assign the following team to the Client implementation. The Granicus Project Manager must communicate any change in the membership of this team to the Client in advance. 1. Designer 2. Product Trainer The Granicus Project Manager and the Client's Project Manager will facilitate and coordinate all activities and communications between the Granicus team and the Client team. Granicus representatives may contact Client participants directly regarding project issues, as warranted and approved by the Project Managers. Key Client Team Members It is important for the Client to create a solid project team for a successful Peak Agenda Management implementation. Below are the recommended project team members: Project Manager: The Project Managershould he someone who manages the Client team's performance of project tasks and secures acceptance and approval of deliverables from the Client stakeholders. The Project Manager is responsible for communication, including status reporting, risk management, escalation of issues, and, in general, making sure the project is delivered on schedule and within scope. The Project Manager's responsibilities will also include, but not be limited to: 1. Collaboration with Granicus resources on the project schedule deliverables; 2. Coordination with key stakeholders, representatives, and decision makers; 3. Facilitation of timely decision -making and resolution of issues; and 4. Coordination of Client resources for decision -making, project management, testing, training, etc. 2. Client Solution Administrator: The Client Solution Administrator should be a person who has good overall knowledge of the Client's agenda workflow process. This is often the Clerk or Deputy Clerk. This person should consider him or herself computer savvy and ideally have a good working knowledge of any existing elements of a Granicus solution. The Client Solution Administrator's responsibilities will also include, but not be limited to: 1. Collaboration with Granicus resources on the project schedule deliverables; and 2. Coordination with key stakeholders, representatives, and decision makers. G www.granicus.com 2015 Granicus, Inc. 707 17th street. Suite 4000, Denver. CO 80202 ®GRANICUS 3. IT Lead: The IT Lead works closely with the Project Manager to ensure that Peak Agenda Management is deployed properly and helps solve IT issues that might arise. 2.4 Scope and Cost Assumptions 1, Both Granicus and the Client will follow a change order process for handling any work that is not defined in this Scope of Work. The change order process is jointly managed by the Project Managers. All changes must be documented in a change log, and approved by both parties prior to work being undertaken. 2. Requested Client changes to the deliverable template may increase project costs or introduce timeline delays. 3. BUSINESS OBJECTIVES The business objectives to be achieved by this project are as follows: 1. Digitally create and manage agenda items. 2. Provide electronic workflow for agenda item approval. 3. Enable collaboration on agenda items to improve efficiency. 4. Schedule and maintain meetings for the primary meeting bodies. 5. Automate the agenda creation process. G. Easily create and distribute paperless agenda packets to mobile and web. 7. Generate a searchable repository of agendas and agenda items. 4. PROJECT PHASES Project deliverables are defined according to the project phase. The project will be broken into the following primary phases: 1. Pre -Deployment Activity: Granicus works with the Client to gather general technical information and analyzes existing technology set-up to ensure that the proposed project meets all requirements necessary to delivering a successful Peak implementation. 2, Deployment Phase and Project Kick-off: Granicus will deliver a project timeline that clearly outlines deployment milestones and assigned roles. 1, Key project stakeholders from the Client side will be required to attend this call. 2. Project timeline will be delivered (within 48 hours). 3. Final Validation/Technical Delivery: This milestone is the final point of sign -off for any last-minute changes or approval by multiple stakeholders that the project requires. By this stage, the solution will be fully operational, 4. Training: Granicus will provide three 90 -minute, instructor -led, online training classes. Two of these classes will take place prior to the first live meeting, and the third class will be scheduled for after the first live meeting. 5. Live Operations Begin/Scope of Work Completed: In this final stage of the implementation, the Client will begin using Peak in production mode. Information on how to access Granicus support documents and staff will be provided. G www.granicus.com 2015 707 17th Street, Suite 4000. Dery ei. CO 80202 Q GRANICUS 5. SCOPE OF WORK 5.1 In Scope 1. Deployment of Peak Agenda to the Clients Granicus platform. 2. Initial configuration for one meeting body and one agenda template and ongoing support of the Peak Agenda Management solution for the meeting bodies that the Client will choose to maintain in Peak. 3. Automation of the following business processes to support a streamlined workflow, with modifications to achieve the best practices as necessary: 1. Agenda Item Creation: Creating and managing agenda items and supporting attachments 2. Agenda Item Review and Approval: Routing agenda items through sequential or concurrent approval phases 3. Meeting Scheduling: Scheduling one time or recurring meetings. 4. Agenda Management: Creating draft and final agendas made up of approved agenda items 5. Publishing and Distribution: Publishing agenda and agenda packets to iLegislate and the web. 4. Selection of one agenda report template to be used for all meeting bodies. 5. A 60 -minute pre -training setup call with the Project Manager that will be used to setup and configure administration with the Client. 6. Two 90 -minute, instructor -led training sessions for stakeholders: technical and business. 7. A 90 -minute, post -go -live review call (after the first or second meeting cycle) with the Granicus Trainer for any follow up questions or training refreshers that are needed since going live. 8. Unlimited, on -demand, online video training for all users. 9. Access to Granicus University webinars and materials. 10. Access to and delivery of reference and support materials and documentation. 1 1. Issue support for user acceptance testing. 12. Go -live support. 5.2 Out of Scope This section captures the most common out -of -scope scenarios that Granicus encounters during the lifecycle of any given project. This list is not comprehensive and any work not clearly defined in the project scope above may be considered out -of -scope at Granicus' sole discretion. Granicus remains dedicated to Client success and satisfaction with their Granicus solution and welcomes discussions with the Client on how best to achieve any out -of -scope requests. Granicus will not engage in any out -of -scope work without prior written approval from the Client. 1. Data conversion, porting of data, and migration of historical data into the Peak Agenda Management solution. 2. A data conversion/migration is defined as a service whereby the Client requests Granicus to move, convert, upload, or otherwise "make available" any data not originally generated by Peak to be available in Peak or other Granicus solution. 3. Any potential data migrations are considered out -of -scope and require additional assessment, as well as a separate project scope. 4. Data migrations and conversions are billed by a combination of flat fees as well as the current professional services rate of two hundred dollars ($200) per hour. G www.granictis,corn 2015 Granicus, Inc. 707 17th suite 4000, Denver. CO g0202 Q GRANICUS 5. Product changes or enhancements. 6. If the Client wishes to make a feature or product change request, it may do so at anytime through its Granicus Account Manager, Granicus Client Care, or its Granicus Project Manager. Granicus, at its sole discretion, will then choose whether or not to implement any given product request. 7. Any accepted feature request will be implemented within a manner, timeline, and fashion that are purely at Granicus' discretion. 8, Any product change or enhancement not listed in this document is considered out -of -scope. 6. PROJECT DELIVERABLES 6.1 Description of Deliverables 6.1.1. The Granicus Peak Agenda Management module offers a complete solution for managing the agenda workflow process within different meeting bodies. This solution includes an easy -to -use application for creating and managing meetings and agenda items. It provides a citizen -facing portal for publishing agenda and agenda packets. The Peak Agenda Management module provides the following functionalities: • Meeting scheduling • Agenda item creation using an agenda template (four agenda templates available) • Sequential or concurrent agenda item approval workflow • Agenda item collaboration • Real-time, dynamic agenda building • Agenda report document generation • Dashboard for quick access to important data • Paperless agenda packet publishing and distribution • Publishing portal built into existing website • Easy -to -use administration module to configure and maintain system information 7. PROJECT DELIVERABLES REVIEW AND APPROVAL All deliverables must be signed off on per the project plan by the Client Solution Administrator or the Client Project Manager before they will be considered complete and final. Sign -off is defined as the delivery of written or electronic approval and acceptance of the deliverables. The Client Solution Administrator or Client Project Manager will manage the internal testing and review process to ensure completion with the internal project team. 8. PAYMENT SCHEDULE Client acknowledges that the services estimated are based solely on the information provided to Granicus and referenced in the above project areas. Professional Service fees include setup, configuration, and training. Recurring Managed Service fees include regular upgrades and ongoing maintenance. Payment is to be made based upon Milestone Events as detailed in Section 9. G ..,,.,,Anov.0 Id mc us.com 2015 Granicus, Inc. 707 17th Street, Suite 4000, Denver. CO 80202 Q GRANICUS 9. GENERAL PROJECT TIMELINE, ASSOCIATED TASKS, AND PAYMENT MILESTONES The milestones, tasks, and time estimates below are based on projects similar to the Client's known requirements. The time estimates are for initial pricing and project planning only. Payment milestones are based on prior communication and agreement with the Client. Milestone (in bold) Resource(s) Description Duration or Task Name Pre -Deployment Tasks completed before official project initiation to ensure 1 Client, Granicus 6 days Activity Phase smooth and successful project deployment. Solution Validation 2 Client, Granicus Call The Solution Validation Call is the opportunity to discuss the Client's current workflow process and existing technology set- up, as well as to ensure that the proposed plan meets all requirements necessary to deliver a successful Granicus solution. At a minimum, the Client PM, Client Solution Administrator, and Client IT Lead should participate in the call. 1 day Service Agreement Joint execution of service agreement by legal representatives 3 Client, Granicus 1 day Executed is required before the project can proceed. The majority of software installation and configuration occurs 4 Deployment Phase Client, Granicus during the Deployment Phase. (Time estimate based on Granicus' and Client's availability.) Schedule Project Granicus will reach out to Client PM to schedule the Project 5 Granicus Kickoff Call Kickoff Call (see below). 30 days .25 days Email Kickoff Call Granicus will email the Client Project Manager the Kickoff Call 6 Agenda and related Granicus agenda and all related documentation in preparation for the 1 day material Kickoff Call. G www.granicus.cam 2015 Granicus, Inc. 70717th Si yet, Sui e. 4000. Denver. CO $0202 O GRANICUS The primary goal of the Kickoff Call is to bring all project stakeholders together and establish the timeline for all related project milestones. In addition, it is the official transition from the Sales team to the Implementation team. Granicus will lead the call after the proper introductions have occurred. All project stakeholders should participate in the Kickoff Call. For the Peak Agenda Management solution in particular, the focus will be on how the solution will be used and implemented. The outline below covers a high-level overview for the call, Granicus will provide a complete agenda for the Kickoff Call in advance. 7 Project Kickoff Call Client, Granicus I. Client and Granicus Team Introductions II. Review solution details I I I. Identify/solidify Client resources IV. Present outline of project plan, both milestones and tasks V. Set appropriate dates for project plan with all stakeholders for all relevant project milestones VI. Explain and review all information required to complete initial configuration of Peak Agenda Management solution. 1 day Complete System Granicus will conduct complete system testing to confirm all 8 Granicus 1 day Validation systems are working as expected. Complete Technical 9 Client, Granicus Delivery 10 Billing Milestone 1 Client, Granicus 11 Training Client, Granicus Granicus and Client will meet to review and approve the technical deployment to ensure that all technical scope deliverables have been successfully completed and delivered, including: Commencement of monthly managed service fees begins, prorated from the date of Technical Delivery. Three 90 -minute, instructor -led, online training classes. Two of these classes will take place prior to the first live meeting, and the third class will be scheduled for after the first live meeting 1 day Ongoing 2-5 days G www.gralnicus.com 2015 707 17th Street, Suite 4000, Denver, CO 80202 Q GRANICUS Final Solution 12 Client, Granicus Acceptance Meeting The purpose of this meeting is to review the entire project scope and deliverables and ensure complete Client satisfaction. 1 day Live Operations This is the official go -live date when the Client will be using the 13 Begin/Scope of Client Peak Agenda Management solution internally as well as the 0 days Work Completed system's public -Facing components. Professional Services In order to ensure a successful implementation and user experience, Granicus provides professional services with each solution. Below is a list of the requisite professional services for your solution. Open Platform Deployment Design Services Self -Paced eLearning The Media Manager site will be enabled and all initial configuration done, readying it for use. All standard templates will be adjusted to meet look, feel, and functionality needs. Access to an online training course library, providing a self -paced learning environment with unlimited uses will be provided. Government Transparency Suite Agenda Template Player Template View Page Template Agenda Parser Configuration Live Manager Installation Encoding Appliance Installation Web Training Series A template for agenda data presentation will be adjusted to utilize best practices and automated workflow for your solution. A template for the video player will be adjusted to optimize meeting presentation and information. A template for the view page will be adjusted to integrate the look and feel of your existing website. The agenda parser will be set up to import necessary data elements from agendas for system use. The Live Manager will be remotely enabled and all initial configuration done, readying it for use. The Encoding Appliance will be shipped and remotely configured. Primary users will be provided live web -based training by a Granicus certified trainer. There are three training sessions: basic pre -meeting & meeting, basic post -meeting, and a go -live refresher immediately prior to launch, G www.grnnicus.com 2015 Gramici,as, Inc. 707 17th Street, Suite 4000, Denver, CO 80202 ®GRANICUS Gv vvw_granicus.corrl 2015 Granicus. Inc. 707 17th Streeq. Suite 4000, Cer,vefi, CO 80202 Q GRANICUS Granicus Differentiators World's most experienced provider of government transparency, citizen participation, meeting efficiency, and legislative management solutions with: • Over 1,000 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 • Exclusive provider of the legislate iPad application that allows users to review agendas and supporting materials, bookmark and take notes on items, stream archived videos, and review community feedback • 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: http://www.granicus,com/customers/case-studies/ G Iwww.granicus.com 2015 Gmnicus. Inc. 707 17th Street„ Suite 4000, Denver, CO 80202 ®GRANICUS Proposal Terms and Conditions • Sales tax may apply depending on your organization's tax status and the tax laws unique to your state, county and/or municipality • Fifty percent (50%) of all up -front fees for all products are due upon Granicus' receipt of an executed agreement or purchase order, as appropriate. The remaining fifty percent (50%) of up -front fees for each product are due upon delivery of that product. Annual billing for Managed Services for associated products shall begin upon completion of delivery as defined below. Client will be invoiced from the completion of delivery through the end of the one-year anniversary. Thereafter, Client will be billed annually in advance. Client agrees to pay all invoices from Granicus within thirty (30) days of receipt of invoice. Client acknowledges that products may be delivered and fully operational separate from the other purchased products. For Granicus Hardware, delivery is complete once the Client receives Hardware components with the configured Granicus Software. For Granicus Software, delivery is complete once the Software is installed, configured, tested and deemed by Granicus to be ready for Client's use, irrespective of any training services provided to Client by Granicus. Granicus oftentimes sells multiple software suites in one transaction. For Clients that have purchased multiple suites, Granicus reserves the right to start invoicing on a per suite basis when considered delivered. For existing clients, the costs associated with this proposal or purchase order are in addition to client's existing services. • If Client's solution requires any onsite training, Client agrees to pay travel expenses for Granicus employees (including but not limited to airfare, lodging, meals) not to exceed two thousand dollars ($2,000.00) per trip. Signature Presented to: Key Biscayne Accepted by: PrirTFecl Name Gv' .'W.9re9niCU5_COni 2015 Grnnrcus, IrlE. 707 17th Street. Suite 4000, Dnver. CO $020'2 O GRANICUS Signed Name fir/Ca , 'laPla Title Date G www.nrnnicus_com • 2015 Gr8nicus. Inc. 707 17th Street, Suite 000Q, D nvNr, CO 80202