Request for City Manager Approval 2019-325-MG MIAMI B EACH REQUEST FOR CITY MANAGER
PROCUREMENT DEPARTMENT APPROVAL 2019-325-MG
• Requested Action
Pi.. back A.•royal Award of ITQ
Contract Execution Re. - f• . r- T-r. :- -w-1
Chan•e Order A..royal XXX Other:Waiver of Quote Re.uirement
Re.uest a.'royal to issue a Purchase Order to Granicus for the Cit 's Novus A.enda s stem.
Why is requested action necessary?
On March 5,2014,the Mayor and City Commission adopted Resolution No.2014-28509,authorizing the Mayor and City Clerk to execute
an agreement with Innobar, LLC d/b/a Novusolutions for an electronic agenda system(the"Agreement")pursuant to RFP 2014-001.The
Agreement included the implementation, training and annual license for the Novus electronic agenda system that would allow the
Administration to process agenda items, archived past agenda meetings and legal minutes with video stream. The Agreement had an
initial term of three(3)years with two(2) annual renewal options. The Agreement's last renewal option is set to expired on October 13,
2019. On July 18, 2018, Inobbar LLC consolidated its operations into Granicus LLC ("Granicus") after Granicus acquired Inobbar on
August 9, 2017. On September 14, 2018,the City Manager approved the assignment of the Agreement from Innobar to Granicus.
The City Clerk's Office determined that it is in the City's best interest to continue using the Novus agenda system.Switching to a different
agenda system will result in additional implementation cost and training. In anticipation of the expiration of the Agreement,the City Clerk's
Office negotiated a quote which established fixed pricing for the next three (3) years for the same annual licenses included in the
Agreement. The annual cost for the first year is $23,411.67, the second and third year are $34,040.00 each; which is lower than the
current annual cost in the Agreement of$34,055.
Therefore, based on the justification stated herein, and pursuant to 16.02 Section (2)(b) and•2-395 of the City Code, this item seeks
approval of the City Manager to issue annual Purchase Orders to Granicus for the Novus agenda system, in the not to exceed amounts
established in Sec 2-366 of the City's Code of Ordinances.
Previous Action(s)
N/A
Authority
Sec. 2-395.-Open market procedures.All purchasing of supplies and contractual services of a total estimated value not exceeding the
amount established in this article for formal bids may be made in the open market without newspaper advertisement and without observing
the procedure prescribed by this article for formal purchasing or sales= 'rocedures. (1) Minimum number of quotes. All open market
procedures or sales shall,whenever possible, be based on at least three competitive bids and shall be awarded to the lowest responsible
bidder in accordance with the standards set forth in this article or to the highest responsible bidder in case of a sale:
16.02 Section(2)(b)—In rare cases when three quotes cannot be obtained(e.g. standardization or waiver of quote),the approval of the
Cit Manager shall be re.uired.
Fiscal Impact
Not to exceed 100K
Term
N/A •
Attachments
A••endix A—Quote from Granicus.
Approval
Dept. Pr• urement: ACM(s): jlp:_
—'t' -9110Date: Date: .'-
MEIAGI
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.�;�. GRAN ICUS
Granicus Proposal for Miami Beach FL
Granicus Contact
Name:John Watkins
Phone:(323)909-5189
Email:john.watkins@granicus.com
Proposal Details
Quote Number:Q-65113
Prepared On:7/10/2019
Valid Through:2/29/2020
Pricing
Payment Terms:Net 30(Payments for subscriptions are due at the beginning of the period of performance.)
Currency:USD
Period of Performance:3/1/2020-2/28/2021
Contract End Date:2/28/2023
Annual Fees for Renewing Subscriptions.
I '. W - x,r t 'nom r . - a
Billing ti
▪ Solution .rk ' ',1‘1,:,..'`c' = �� Quantity/Unit Annual.,Fee
4. ,` w•,,., , `X,.1 , , n .iFre.uency` t't'` n`xi .,. _r .e a
NovusAGENDA i Annual 1 Each G $8,500.001
SUBTOTAL:; $8,500.00
Annual Fees for New Subscriptions
F Periodiof [ B ll ng� : 'Quante y/Unit xIT Annual Fee Prorated es
.- Solution �a V r�
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r. ., .Y4 ▪ k k'Perfsormance n` .Frequency,„ �.g ,*; f :p ''''; .'" r`_ "' , ` s"- :+
NovusAGENDA-Video 4/1/2020 to
Annual ; 1 Each i $25,540.001 $23,411.67
;Streaming ! 2/28/2021 . • i :
SUBTOTAL $25,540.00 $23,411.67a
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info@granicus.com 1 granicus.com GR A N I CU S
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GRAN ICUS
Remaining Period(s)
Solution(s) 3/)/2021 2/281,20222 3 ,r 3/1/2022 2/28%2023
NovusAGENDA - $8,500.00i $8,500.00
NovusAGENDA-Video Streaming $25,540.00 $25,540.00;
I
SUBTOTAL $34,040.00, $34,040.001
info@granicus.com 1 granicus.com GR A N I CU S
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GRANICUS
Product Descriptions
[Name iDescription
NovusAGENDA NovusAGENDA Software License
NovusAGENDA-Video 'Video streaming management services for NovusAGENDA including:-Indexing capabilities
Streaming directly within NovusAGENDA Minutes-Publicly available agenda fully indexed to meeting video.
Publicly available agenda items fully indexed to meeting video-Up to 80 meetings per year- I
Free upgrades-Unlimited support _I
info@granicus.com I granicus.com GR A N I CU S
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GRAN ICUS
Terms and Conditions
• This quote is exclusive of applicable state,local,and federal taxes,which,if any,will be included in the invoice.It
is the responsibility of Miami Beach FL to provide applicable exemption certificate(s).
• Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate
the subscription.
• If submitting a Purchase Order,please include the following language:All pricing,terms and conditions of quote
Q-65113 dated 7/10/2019 are incorporated into this Purchase Order by reference.
info@granicus.com I granicus.com GRANICUS
•
GR-AN�ICUS r. ri`• .
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NovusAG EN; A
End to end meeting management - simplified
With NovusAGENDA, staff can spend less time all motions or agenda items are simple to document
and effort compiling and distributing meeting so that comprehensive minutes are published
information, including agenda packets, minutes quicker with far less effort.
and meeting actions.
Add high quality video streaming to reach an
Easily draft agendas and attach associated even broader audience. Videos are automatically
documents through NovusAGENDA's intuitive timestamped as staff members click through
web portal. Meeting materials can be accessed meeting items to capture minutes and track voting
on any device, from viewing and editing agenda . results so that meeting recordings are indexed by
items as they pass through the review and approval topic and therefore easily navigated.
processes, to annotating finalized agenda packets, NovusAGENDA automates publishing agenda
reducing paper shuffling and bottlenecks from an .
w packets, meeting information and videos on an
otherwise time-consuming process.
organization's existing website to create and
During meetings, motions with firsts, seconds and maintain a complete and accessible public record
votes are easily captured and recorded with the with full keyword searching to quickly access the
click of a mouse, and detailed discussion notes on content they care about.
e
Paperless agenda I I Configurable Customizable review and �� agenda,templates approval
collaboration workflows
•
•
°" Access via web °°A Simplified minutes PDF Publish agenda
browser —G' creation &vote = packets to HTML
tracking or PDF
For more info visit granicus.com/novusagenda or email us at info@granicus.com G R A N I CU S