8.A.
City Council Meeting - FINAL
- Meeting Date:
- 08/24/2021
- Co-Submitter:
- Stacy Saltzburg
Information
TITLE:
Ratification of City Staff's Approval of Contract: City Council Ratification of Deputy City Manager Shannon Anderson's August 4, 2021, approval of the Second Amendment to Agreement for Video Streaming Services with Swagit Productions, LLC.
STAFF RECOMMENDED ACTION:
Ratify staff's August 4, 2021, approval of the Second Amendment to Agreement for Video Services with Swagit Productions, LLC, and an installation charge for a total amount of $60,955 to provide streaming and closed captioning services and equipment.
Executive Summary:
Staff requests City Council ratification of Deputy City Manager Shannon Anderson's approval of the Second Amendment to Agreement for Video Streaming Services (Second Amendment) with Swagit Productions, LLC (Swagit) in the total amount of $60,955. While the City Council was on summer break, in preparation for the upcoming City Council session, on August 4, 2021, Deputy City Manager Shannon Anderson approved the Second Amendment with Swagit. The City Council's ratification will adopt a one-time charge for closed captioning equipment and software licensing in the amount of $19,195 as well as an annual streaming meeting services package (including closed captioning services), in the amount of $41,760 annually and a one time installation fee of $2,675.
Financial Impact:
There will be an annual charge in the amount of $41,760 (billed in monthly installments of $4,600), a one-time capital charge of $19,195 for equipment, licensing, and software associated with closed captioning capabilities and a one time installation fee of $2,675. This purchase was included in the FY2021-22 Budget in the amount of $73,000 in the General Fund; IT Division.
Policy Impact:
N/A
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
- Ensure city facilities, services, and programs are accessible for all residents
High Performing Governance
- Foster clear and consistent communication strategies and products.
- Encourage public trust through transparency, accessibility and use of the City’s public participation policy
Inclusive and Engaged Community
- Foster community pride and civic engagement- Foster clear and consistent communication strategies and products.
- Encourage public trust through transparency, accessibility and use of the City’s public participation policy
Inclusive and Engaged Community
- Ensure city facilities, services, and programs are accessible for all residents
Has There Been Previous Council Decision on This:
The City Council approved the recommended FY2021-22 Budget which included specific funds set aside for the purposes of adding closed captioning services to all for streaming City Council meetings.
Background and History:
The City Council approved the City Budget for FY2021-22 which included funds for adding closed captioning services to streaming City Council Meetings, effective July 1, 2021.
In an effort to keep the upgrade process moving, during City Council summer break, the Information Technology Division worked closely with the Purchasing Department, the City Attorney's Office, and the City Manager's Office to review the Second Amendment.
On August 4, 2021, Deputy City Manager Shannon Anderson approved the Second Amendment with the understanding that the Second Amendment would need City Council ratification upon their return from summer break. By receiving approval of the Second Amendment while the City Council was unavailable, Staff was able to continue the important work of supporting virtual meetings for upcoming City Council meetings.
Because the total amount of the Second Amendment is in excess of $50,000 dollars, Staff is seeking appropriate City Council ratification of the previously staff-approved contract.
The Procurement Section executed a Proprietary Source justification for the Second Amendment due to the ongoing relationship with Swagit and the need for continuity with the services and equipment already in place.
In an effort to keep the upgrade process moving, during City Council summer break, the Information Technology Division worked closely with the Purchasing Department, the City Attorney's Office, and the City Manager's Office to review the Second Amendment.
On August 4, 2021, Deputy City Manager Shannon Anderson approved the Second Amendment with the understanding that the Second Amendment would need City Council ratification upon their return from summer break. By receiving approval of the Second Amendment while the City Council was unavailable, Staff was able to continue the important work of supporting virtual meetings for upcoming City Council meetings.
Because the total amount of the Second Amendment is in excess of $50,000 dollars, Staff is seeking appropriate City Council ratification of the previously staff-approved contract.
The Procurement Section executed a Proprietary Source justification for the Second Amendment due to the ongoing relationship with Swagit and the need for continuity with the services and equipment already in place.
Community Involvement:
The City Council ratification of the Second Amendment will ensure that the City of Flagstaff can begin to offer closed captioning services for all City Council live-streaming meetings. This will allow those with hearing difficulties to participate in City Council meetings, remain informed, and better enable Council-to-public communication efforts, enhancing Flagstaff citizen's ability to interact with their local government.