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HomeMy WebLinkAboutGranicus - 2003 Proposal LetterApril 11, 2003 To: City of Gilroy Joe Klein 7351 Rosanna Street Gilroy, CA 95020 Joe Klein, Granicus looks forward to developing a successful long -term relationship with the City of Gilroy. By selecting Granicus as your streaming media solution provider, you will greatly improve external and internal access to your public meetings. These meetings will be available live over the Internet, and as searchable archives that can be used for efficient long -term record keeping. Streaming with Granicus improves public access beyond what can be provided through cable broadcast. The availability of searchable archives allows a section of any meeting to be retrieved at anytime using a simple keyword search. In addition, documents like staff reports, agenda's, and minutes can be synchronized and linked to your audio and video archive all of which will be available through the City's web site. The Granicus solution delivers the functionality desired by the City of Gilroy, and does it in a way that minimizes the overall cost. Our proposed solution integrates with your current infrastructure and audio video equipment instead of replacing or duplicating it. Additionally, the storage and distribution of your streaming content is offloaded to the Granicus Media Center eliminating your need to invest in additional dedicated bandwidth and servers, which are necessary to support streaming. By automating processes that would normally be done manually the Granicus Media.NlanagerTm software also minimizes the impact streaming has on staff time, and eliminates the need for the IT staff to be on hand during meetings. Agenda items can be indexed in real time, and archives are automatically published to the City's web site minimizing the involvement of your Webmaster. Because meeting archives are readily available on the Internet, the need for the clerk's office to retrieve and prepare meeting records will also diminish over time. At Granicus, we recognize that a great product is only part of what keeps our clients satisfied. For that reason, Granicus provides 24/7 technical support and onsite user training. We also take full responsibility for maintaining and monitoring the technology that powers your solution, so that you can avoid the cost of developing a team of streaming experts. When you need us we will be there to help. If you have any questions about our services or this proposal please do not hesitate to contact me. Most Sincerely, Tom Spengler Chairman and Chief Executive Officer Granicus, Inc. Proposed Solution Pricing Your Granicus IlveTm solution was designed based on the City of Gilroy'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. Please note that computer hardware can be supplied by the City's preferred vendor, but must be shipped directly to Granicus for configuration. In the event that computer hardware is supplied by the City of Gilroy, Granicus is not responsible for the maintenance of the hardware. Granicus Outcast Hardware $2,861.00 Dell Server -Power Edge 1550 Next Day Three Year Service Single Processor Intel Pentium III, 125 GHz Processor 435 GB Hard Drive 512 MB SDRAM 133 MHz, 4x128MB DIMMs Windows 2000 Server Osprey 220 Encoder Card Configuration $972.20 Media Management Software $9,000.00 Subtotal Sales Tax 8.25% $978.53 Subtotal $13,811.73 Professional Services & Other Hardware Web Application Integration $4,000.00 On Site Installation & Training $1,900.00 Subtotal Sales Tax 8.25% $0.00 Subtotal $5,900.00 13 Months Managed Services $9,750.00 Shipping $300.00 Total Sales Tax Total Monthly Managed Service 8.25% $978.53 $29,761.73 $750.00 Managed Services and Bandwidth - Monthly Pricing All managed services plans are billed on a monthly basis, and require the first and last months fees be paid during the initial setup of your Granicus solution. All plans include full managed services, complete monitoring and maintenance of your on -site hardware and 24/7 technical and user support. Pricing includes a $500 per month fee for those services. The Managed Services pricing below incorporates the $500 per month charge for those services described above as well as usage fees for bandwidth and storage. Associate Plan: $2,000 per month • Usage rate of $12.50 per Gigabyte transferred. — equal to — • 112,062 —100K- minutes a month -- and -- • 12 Months of archiving for reoccurring meetings • 2,000 megabytes of additional storage. Expansion Plan $1,000 per month • Usage rate of $15.00 per Gigabyte transferred. — equal to — • 46,692 —100K- minutes a month -- and -- • 9 Months of archiving for reoccurring meetings 1,000 megabytes of additional storage. Starter Plan• $750 per month 0 Usage rate of $17.50 per Gigabyte transferred. — equal to — • 20,003 —100K- minutes a month -- and -- • 6 Months of archiving for reoccurring meetings • 500 megabytes of additional storage. Through Granicus Managed Services we will provide all of the bandwidth and storage necessary to utilize your solution. Usage fees for managed services are associated with pre - purchased bandwidth at rates listed above. This bandwidth is used for both archived and live streaming. Additional storage can be purchased at 5 cents per megabyte per month any additional bandwidth will be billed at the same usage rate per Gigabyte transferred asyour selected plan. Based on the population of the City of Gilroy and the number of hits per month your web site receives, we recommend initial managed services commence under the Starter Plan. Note: The City of Gilroy can switch to an alternate managed service plan at the beginning of any month. Project Implementation Timeline Granicus is pleased to begin a promising and successful relationship with the City of Gilroy. To begin the process, we have outlined a timeline to ensure the efficient and organized implementation of your Granicus solution. Granicus guarantees a 30 -day implementation period which beings the day the service contract and initial fees are received. 1. The City of Gilroy delivers signed proposal and service contract to Granicus 2. Initial fees received by Granicus and full purchase order issued by the City of Gilroy. 3. On site installation project plan completed by Granicus & the City of Gilroy. 4. Granicus IdveTm& Granicus EnterpriseTm hardware built, configured and tested by Granicus engineers 5. Granicus in conjunction with the City Webmaster will complete the City of Gilroy's website Integration 6. Granicus completes on site installation and training of the City of Gilroy's employees. 7. The City of Gilroy completes two-day solution testing and final implementation sign off. 8. The City of Gilroy releases remaining project funds to Granicus. Unless otherwise stated in a program announcement or solicitation, this signed and accepted proposal must be received by June 1, 2003. Sign to Accept proposal. Return to representative or: The City of Gilroy Client Signature: I Date: Granicus, Inc. Suite 500 589 Howard St. San Francisco, CA 94105 Granicus, Inc.', Signature: X Date: 6 D Professional Services Description Configuration: Configuration of Granicus hardware includes the assembly of all server and encoder components. Base operating systems are installed on Granicus or client supplied hardware. The hardware and software is optimized for streaming media applications. Granicus software is then installed and initial configuration and testing is performed. Web Site Integration. Web site integration includes incorporating the public components of the Granicus Media Managemenfrm software into the clients website, matching the look and feel, and integrating the navigation. This ser6ce also includes the custom design of a client specific pop -up video player, or skin, and a custom agenda parser to increase indexing quality and efficiency. In addition, our MinutesMaker feature can be customized to provide automatic generation of cross - linked meeting minutes to meet your specific needs. Onsite Installation &Training. Onsite installation of hardware at client's location includes configuration o£ analog audio and video feeds to the encoder, Internet and LAN connectivity, configuration of firewalls and proxies, all hardware with power and backup power supplies, and final system configuration with the Granicus Media Center. Once the system is up and running Granicus' engineers finish the setup by tuning the audio and video remotely. A training session concludes the onsite visit. Once the system is installed, our engineers will remotely monitor your equipment to assure that it is continually operating to original specifications. Granicus MediaManageirm consists of proprietary web -based software tools designed to efficiently organize and manage your streaming content. These tools put the control of broadcast activity, user account management, live event management, and usage reporting in your hands. The software can be broken up into two segments. The first is the public access pages which will be customized to match the look and feel of your current website. The second is the protected administrative applications, which you will utilize to manage your content. Public Site: Our solution includes several pages for your Internet users to access on -demand media and live broadcasts. Users will use these pre -built pages to search out specific footage, and jump to specific events within your audio /video archive. The Granicus solution also allows for a key word search based on all of the index points associated with the City's complete library of video archives. For example a key word search on "Water" will return to the user a direct link to all of the audio /video archives that discuss water usage in the City. This functionality substantially increases the convenience of access to meeting archives. Around these core pages you can instantly control user access using a registration and log in system. All public web pages are seamlessly integrated into your current website, so that the look and feel of your site remains consistent. Protected Administration Site: As a client of Granicus, you will have access to a protected administrative site that will allow you to create and manage archives, schedule and index live events, link documents and minutes of meeting to the video, view real time usage reporting, and configure content distribution. You will also have access to a series of video editing tools that can be used to enhance your on- demand content once its been broadcasted or encoded. Media Acgrusidon tools give you the ability to add audio and video content to your content library from a variety of sources. Utilizing the Granicus Outcast, -live events can be simultaneously broadcast and archived to the library- easily and directly through the live event manager. During a broadcast you can add synchronized events, such as indices or slides, allowing you to create rich multimedia presentations. You are also given a simple media import tool that can be used to import any pre- encoded content from your desktop into your archive listing. Finally, the Granicus Outcasfrm encoder, which is included in your Granicus LiveTM System, can be used to encode your analog video by replacing the live signal with that of a standard video playback device such as a standard VCR or DVD player. In this scenario, the same capture tools for managing a live broadcast can be used to make your valued offline content available online. Granicus also offers in house encoding as part of our professional services. • Media GYp Administration provides clients the tools to create, edit, delete, index, trim and merge digital video clips. Once the media is in the archive library you can utilize indexing tools that allow you to set multiple entry points into the video, allowing your end user the ability to easily navigate your streaming content. Various other editing and organizational tools allow you to modify the your archives and add to the searchable Meta data associated with each archive. • Meeting Agenda Parser allows the City to index its video archives based on agenda item titles, by automatically pulling the agenda item titles and descriptions from the City's agenda and loading them into the Granicus MediaManageirm. Other solutions, if they offer indexing, force you to manually retype and load the text for each agenda item. The Agenda Parser feature assures quality indexing and substantially decreases the staff time need to create indices. • Document Management enables documents to be linked to video archives and directly associated to the appropriate agenda items, resulting in a searchable archive that includes both the audio /video record of your meeting and the staff reports or other documents that were used during the meeting. Cross - linking documents and audio /video archives provide the most comprehensive records archive system available. • Note Taker capability allows summary or verbatim notes to be integrated into your video while an event is in progress or after the fact. These notes can be used for internal record keeping or published to your website as meeting minutes using our unique MinutesMaker feature. MinutesMaker can combine summary and verbatim notes with comments, documents, and agenda items to create a single source to access all information about a specific meeting. Generated minutes pages take document management and indexing to the next level, allowing users to jump directly to view documents, or go directly to agenda items, specific votes, presentations, motions or announcements within each agenda item. • User /Group Adrrdnistradon provides clients with the tools to set login and registration requirements and create new user accounts. Tools are also provided to manage and utilize the account information for registered users and export valid e -mail addresses into a quick mailing list. Most importantly, the group management tools allow you to categorize your media library, automatically limiting a users access to those clips that you specifically made available to them. By creating group administrators who control certain clips and managing users accounts, you can distribute the responsibility of managing your media library. • Media Delivery subsystems, such as the Granicus Stream Replicator and MediaVaulfrm, maximize your existing infrastructure investment by allowing you to deliver content using local storage and bandwidth when appropriate. These systems function transparently as part of the Granicus solution, and complement the robust delivery architecture at the Granicus MediaCenterTm. No special training is required to operate these devices as they function autonomously and are controlled by Granicus Media-ManagerT"' • Summary Reports provide you with detailed usage reports concerning. streaming requests, average user bandwidth, outbound bandwidth, content popularity, and media storage usage. Granicus MediaCenterTM - Content Management and Delivery To deliver reliable, high- quality audio and video content over the Internet you must have a secure and scalable distribution facility able to support hundreds or thousands of concurrent users; with this as our goal we created the Granicus MediaCenterTm. The Granicus MediaCenteirm enables us to store and distribute your content over the Internet to ensure your audience consistently receives a high quality stream. How it Works The Granicus MediaCenterTm is the core of all Granicus Internet broadcast solutions. This secure and reliable facility stores and distributes rich -media events to the public over the Internet. Live streams are encoded at your location and one stream is sent to our streaming servers at the Granicus MediaCentei"rm Archive files can also be uploaded directly to our servers. Your streaming content will be available through your web site, but the Granicus MediaCenterTm handles all requests for both live and archived streams. The only streaming that will travel over your network is the one stream per source, you are sending to the Granicus MediaCenterTm The Granicus MediaCenter" m is well equipped to handle all of your streaming needs. It has direct redundant Internet connectivity at optical wavelength speeds to a variety of major Internet backbone providers, including Qwest Communications, SBC /Pacific Bell and others. In addition to providing standard Internet Data Center power facilities the Granicus MediaCenterrm has the significant added benefit of being a Designated Block 50 facility. Allowing the facility to be exempt from rolling blackouts. MediaCenteirm Features: • Flexible Storage Programs Flexible Distribution Programs • 24/7 System Support • Redundant Storage • Redundant Network Connections Granicus OutcastIrl Encoder - Feature Rich Encoding The Granicus Outcast encoder coupled with the Granicus MediaManagerT"I Software makes live streaming and archiving a simple and hands off process. Most encoders simply convert an audio video signal into a digital format that can be used for streaming the Granicus OutcastTm does much more. Using the Granicus Outcastrm with your Granicus solution allows for live event scheduling, automatic web publishing, live indexing, slides, closed captioning, and automatic archiving and file transfer to distribution servers How it Works The Outcastrm Encoder integrates with the web -based Granicus MediaManagerTm software and transfers live broadcasts to the Granicus MediaCenterTM in real time. The Granicus MediaCenterTM then duplicates and distributes your high quality audio and video content to the audience requesting the content. While broadcasting a live event, the on -site Granicus OutcastTm Encoder can also archive your broadcasts for on- demand viewing later. Once your broadcast is complete, the encoded event is automatically transferred to the Granicus MediaCenterTM where our suite of streaming media tools are accessible for editing, management and publishing functions. Outcasfrm Encoder Features: • Live & Scheduled Broadcast Control • Automatic Archiving • Multiple Bit Rate Support • Automated Broadcast and Archive Publishing • Live event management: Indexing, Slides, and Closed Caption