HomeMy WebLinkAboutCC AG PKT 2011-08-08 #FAGENDA STAFF REPORT
DATE: August 8, 2011
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Linda Devine, City Clerk
SUBJECT: AGREEMENT FOR VIDEO STREAMING SOLUTION
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6173 approving the agreement for
video streaming services with JCG Technologies for three consecutive years.
BACKGROUND AND ANALYSIS:
The City Council has expressed an interest in streaming, or webcasting, the
City's public meetings on its website. Presently, City Council and Planning
Commission meetings are available for viewing through broadcasting on the
City's government access cable television channel, SBTV3. Currently, residents
utilizing satellite transmission or an antennae system are unable to watch public
meetings from their residence. By streaming the video online, any person with
internet access would be able to watch public meetings either live while the
meetings are in progress, or view it on demand at another time. The City will
continue to broadcast public meetings on SBTV3, as this request is not a
proposal to replace current methods of viewing public meetings.
Staff solicited quotes from three companies to provide Council with an estimate
for discussion during the budget study sessions held in April 2011. At the
conclusion of the budget study session, Council authorized the City Clerk's
department to proceed with the video streaming project and appropriated funds
accordingly. Staff issued a Request for Proposal (RFP) for video streaming
services to the three companies that initially provided estimates. Staff reviewed
proposals from the following companies: Granicus, JCG Technologies, and SIRE
Technologies.
Agenda Item F
Page 2
The following table is a summary of the bid proposals received:
" SIRE Technologies submitted an additional bid after the deadline to receive proposals. Their
follow -up proposal did not come in with the lowest quote, and has not been included in the table
summary.
Granicus, Inc is a corporation based out of San Francisco, California, whose
business provides public information through the internet. Founded in 1999, their
company provides comprehensive solutions for creating, managing, and
distributing live and on- demand streaming media content to support and enhance
public meeting communications for government. Their references included many
large and small entities within California, as well as out of state.
JCG Technologies (JCG) is located in Scottsdale, Arizona and is a premier
solutions provider specializing in providing integrated digital media solutions to
local, state, county, and federal government/education clients and other
organizations. They have designed hundreds of digital solutions for clients
throughout the western United States. JCG prides themselves in their
commitment to "providing price /performance leading, complete, integrated
solutions, not just products." All product solutions provided by JCG are installed
and supported by manufacturer trained and certified JCG technical personnel.
SIRE Technologies, Inc. is headquartered in Salt Lake City, Utah, and has been
in business since 1983. Their company develops, delivers, and supports its own
software modules called SIRE. Its solutions are currently installed in hundreds of
organizations across the United States and Canada. Their product suite is
designed specifically for government agencies.
After careful consideration, staff has selected the services of JGC Technologies
to provide a video streaming solution. Their budget - friendlier pricing makes web
casting an option for government entities of all sizes. Staff contacted several of
the references listed in the proposal to confirm their performance and
accountability. Based on a three -year projection of video streaming costs, JCG
Technologies will provide the most cost effective solution for the City.
Furthermore, their product seemed to be the most user - friendly solution and most
compatible with the City's current business processes.
Granicus
JCG Technologies
SIRE Technologies
FY 2011/12
18,370
13,468
24,800
FY 2012/13
9,840
5,988
8,100
FY 2012/14
9,840
5,988
8,100
3 -Year Totals
$38,050
$25,444
$41,000
" SIRE Technologies submitted an additional bid after the deadline to receive proposals. Their
follow -up proposal did not come in with the lowest quote, and has not been included in the table
summary.
Granicus, Inc is a corporation based out of San Francisco, California, whose
business provides public information through the internet. Founded in 1999, their
company provides comprehensive solutions for creating, managing, and
distributing live and on- demand streaming media content to support and enhance
public meeting communications for government. Their references included many
large and small entities within California, as well as out of state.
JCG Technologies (JCG) is located in Scottsdale, Arizona and is a premier
solutions provider specializing in providing integrated digital media solutions to
local, state, county, and federal government/education clients and other
organizations. They have designed hundreds of digital solutions for clients
throughout the western United States. JCG prides themselves in their
commitment to "providing price /performance leading, complete, integrated
solutions, not just products." All product solutions provided by JCG are installed
and supported by manufacturer trained and certified JCG technical personnel.
SIRE Technologies, Inc. is headquartered in Salt Lake City, Utah, and has been
in business since 1983. Their company develops, delivers, and supports its own
software modules called SIRE. Its solutions are currently installed in hundreds of
organizations across the United States and Canada. Their product suite is
designed specifically for government agencies.
After careful consideration, staff has selected the services of JGC Technologies
to provide a video streaming solution. Their budget - friendlier pricing makes web
casting an option for government entities of all sizes. Staff contacted several of
the references listed in the proposal to confirm their performance and
accountability. Based on a three -year projection of video streaming costs, JCG
Technologies will provide the most cost effective solution for the City.
Furthermore, their product seemed to be the most user - friendly solution and most
compatible with the City's current business processes.
Page 3
JCG Technologies' proposal includes, but is not limited to, the following:
1. Managed services continually monitoring, notifying, and resolving any malfunction
that appears on all software and hardware included in the system on a 24/7 basis;
2. Allows live broadcasting and on- demand playback of meetings through a URL or
similar link;
3. Retains recorded digital files for long -term record keeping with archived videos;
4. Links meeting documents such as minutes, reports, agenda items, etc. to audio
and video files with the ability to perform keyword search;
5. A program that can time stamp the video or audio records so that a user can go
from meeting minutes to video or from video to minutes;
6. Supplies in -house training;
7. Provides ongoing support;
8. The capability for future expansion; and
9. 24/7 data availability and management.
FINANCIAL IMPACT:
JCG Technologies' fees for services in the 2011/12 fiscal year amounts to
$13,468 including initial one -time purchases of necessary software and
hardware, as well as installation and training of the proposed solution.
Subsequent to the initial start-up costs, the company's proposed fees will be
$5,988 per year for fiscal years 2012/13 and 2013/14, totaling $25,444 over the
three fiscal years.
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 6173 approving the
agreement for video streaming services with JCG Technologies for three
consecutive years, and authorize the City Manager to execute the agreement.
SUBMITTED BY:
010 M 11 W,,E
NOTED AND APPROVED:
rr;l V •-
Prepared by: Anita Chapanond, Deputy City Clerk
Attachments:
A. Resolution No. 6173
B. Agreement for Web Video Streaming Services
C. JCG Technologies - Proposal
D. RFP - Video Streaming in Council Chambers
RESOLUTION NUMBER 6173
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING THE AGREEMENT BETWEEN THE CITY OF SEAL
BEACH AND JCG TECHNOLOGIES FOR VIDEO STREAMING
SERVICES
The Seal Beach City Council hereby resolves as follows:
SECTION 1. The City Council hereby approves JCG Technologies' fees for
services in the 2011 /12 fiscal year amounts to $13,468 which includes initial one-
time purchases of necessary software and hardware, as well as installation and
training of the proposed solution. Subsequent to the initial start-up costs, the
company's proposed fees will be $5,988 per year for fiscal years 2012/13 and
2013/14, totaling $25,444 over the three fiscal years.
SECTION 2. The City Council hereby authorizes the City Manager to execute
the software service maintenance agreement on behalf of the City.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 8th day of August , 2011 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6173 on file in
the office of the City Clerk, passed, approved, and adopted by the Seal Beach
City Council at a regular meeting held on the 8th day of August , 2011.
City Clerk
PROFESSIONAL SERVICES AGREEMENT
FOR VIDEO STREAMING OF MEETINGS
Between
City of Seal Beach
211 - 8th Street
Seal Beach, CA 90740
N
JCG Technologies
9941 E. Mission Lane
Scottsdale, AZ 85258
480 - 661 -5629
This Professional Service Agreement ( "the Agreement ") is made as of June 27, 2011
(the "Effective Date "), by and between JCG Technologies, an Arizona Corporation
( "Consultant "), and the City of Seal Beach ( "City "), a California charter city, (collectively,
"the Parties ").
RECITALS
A. Consultant is in the business of developing, licensing, and offering
for sale various streaming media solutions specializing in Internet broadcasting,
and related support services ( "Services ").
B. Consultant desires to provide such Services to the City.
B. Consultant represents that it is qualified and able to provide City
with such Services.
NOW THEREFORE, in consideration of the Parties' performance of the
promises, covenants, and conditions stated herein, the Parties hereto agree as
follows.
AGREEMENT
1.0 Scope of Services
1.1. Consultant shall provide those services ( "Services ") set forth in the
attached Exhibit A, which is hereby incorporated by this reference. To the extent
that there is any conflict between Exhibit A and this Agreement, this Agreement
shall control.
1.2. Consultant shall perform all Services under this Agreement in
accordance with the standard of care generally exercised by like, professionals
under similar circumstances and in a manner reasonably satisfactory to City.
1.3. In performing this Agreement, Consultant shall comply with all
applicable provisions of federal, state, and local law.
1.4. Consultant will not be compensated for any work performed not
specified in the Scope of Services unless the City authorizes such work in
advance and in writing. The City Manager may authorize payment for such work
up to a cumulative maximum of $10,000. Payment for additional work in excess
of $10,000 requires prior City Council authorization.
2.0 Term
This term of this Agreement shall commence as of the Effective Date and
shall continue for a term of 3 years unless previously terminated as provided by
this Agreement.
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3.0 Consultant's Compensation
City will pay Consultant in accordance with the price schedule C-4
attached as Exhibit B, but in no event will the City pay more than the total amount
of $13,468 for the initial 12 month period Consultant provides services; and
$5,988 for each subsequent 12 month period that Consultant provides services.
Any additional work authorized by the City pursuant to Section 1.4 will be
compensated in accordance with the fee schedule set forth in Exhibit C.
4.0 Method of Annual Payment
4.1. Within one month of the date Consultant provides video streaming
of a council meeting ( "activation date "), City shall pay Consultant $13,468 for all
services rendered during the 12 month period following the activation date.
Thereafter, on or before the first anniversary of the activation date, City shall pay
Consultant $5,988 for all services rendered for the 12 month period following the
anniversary of the activation date. Thereafter, on or before the second
anniversary of the activation date, City shall pay Consultant $5,988 for all
services rendered for the 12 month period following the second anniversary of
the activation date. City will not withhold any applicable federal or state payroll
and other required taxes, or other authorized deductions from payments made to
Consultant.
4.2. Upon 24 -hour notice from City, Consultant shall allow City or City's
agents or representatives to inspect at Consultant's offices during reasonable
business hours all records, invoices, time cards, cost control sheets and other
records maintained by Consultant in connection with this Agreement. City's
rights under this Section 4.2 shall survive for two years following the termination
of this Agreement.
5.0 Termination
5.1. This Agreement may be terminated by City, without cause, or by
Consultant based on reasonable cause, upon giving the other party written notice
thereof not less than 30 days prior to the date of termination.
5.2. This Agreement may be terminated by City upon 10 days' notice to
Consultant if Consultant fails to provide satisfactory evidence of renewal or
replacement of comprehensive general liability insurance as required by this
Agreement at least 20 days before the expiration date of the previous policy.
6.0 Software License
Consultant hereby grants to City a non - exclusive, non - transferable, limited
license to permit authorized users of City to access and use the service as set
forth on that certain license dated August _, 2011. A true and correct copy of
that license is attached hereto as Exhibit D. Consultant warrants that it has the
full power and authority to grant the license to City and that the license to and
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use by the City of the software will in no way constitute an infringement or other
violation of any copyright, trade secret, trademark, patent or other proprietary
right of any third party.
7.0 Party Representatives
7.1. The City Manager is the City's representative for purposes of this
Agreement.
7.2. Steve Schmenk is the Consultant's primary representative for
purposes of this Agreement.
8.0 Notices
8.1. All notices permitted or required under this Agreement shall be
deemed made when personally delivered or when mailed 48 hours after deposit
in the United States Mail, first class postage prepaid and addressed to the party
at the following addresses:
To City: City of Seal Beach
211 -8th Street
Seal Beach, California 90740
Attn: City Manager
To Consultant: JCG Technologies
9941 East Mission Lane
Scottsdale, Arizona 85258
Attn: Steve Schmenk, President
8.2. Actual notice shall be deemed adequate notice on the date actual
notice occurred, regardless of the method of service.
9.0 Independent Contractor
9.1. Consultant is an independent contractor and not an employee of
the City. All services provided pursuant to this Agreement shall be performed by
Consultant or under its supervision. Consultant will determine the means,
methods, and details of performing the services. Any additional personnel
performing services under this Agreement on behalf of Consultant shall also not
be employees of City and shall at all times be under Consultant's exclusive
direction and control. Consultant shall pay all wages, salaries, and other
amounts due such personnel in connection with their performance of services
under this Agreement and as required by law. Consultant shall be responsible
for all reports and obligations respecting such additional personnel, including, but
not limited to: social security taxes, income tax withholding, unemployment
insurance, disability insurance, and workers' compensation insurance.
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9.2. Consultant shall indemnify and hold harmless City and its elected
officials, officers, employees, servants, designated volunteers, and agents
serving as independent contractors in the role of City officials, from any and all
liability, damages, claims, costs and expenses of any nature to the extent arising
from Consultant's personnel practices. City shall have the right to offset against
the amount of any fees due to Consultant under this Agreement any amount due
to City from Consultant as a result of Consultant's failure to promptly pay to City
any reimbursement or indemnification arising under this Section.
10.0 Subcontractors
No portion of this Agreement shall be subcontracted without the prior
written approval of the City. Consultant is fully responsible to City for the
performance of any and all subcontractors.
11.0 Assignment
Consultant shall not assign or transfer any interest in this Agreement
whether by assignment or novation, without the prior written consent of City. Any
purported assignment without such consent shall be void and without effect.
12.0 Insurance
12.1. Consultant shall not commence work under this Agreement until it
has provided evidence satisfactory to the City that Consultant has secured all
insurance required under this Section. Consultant shall furnish City with original
certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements
for each insurance policy shall be signed by a person authorized by that insurer
to bind coverage on its behalf, and shall be on forms provided by the City if
requested. All certificates and endorsements shall be received and approved by
the City before work commences. The City reserves the right to require
complete, certified copies of all required insurance policies, at any time.
12.2. Consultant shall, at its expense, procure and maintain for the
duration of the Agreement, insurance against claims for injuries to persons or
damages to property that may arise from or in connection with the performance
of this Agreement. Insurance is to be placed with insurers with a current A.M.
Best's rating no less than A:VIII, licensed to do business in California, and
satisfactory to the City. Coverage shall be at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial
General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001,
code 1 (any auto); and, if required by the City, (3) Professional Liability.
Consultant shall maintain limits no less than: (1) General Liability: $2,000,000
per occurrence for bodily injury, personal injury and property damage and if
Commercial General Liability Insurance or other form with a general aggregate
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limit is used, either the general aggregate limit shall apply separately to this
Agreement/location or the general aggregate limit shall be twice the required
occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury
and property damage; and (3) Professional Liability: $1,000,000 per
claim /aggregate.
12.3. The insurance policies shall contain the following provisions, or
Consultant shall provide endorsements on forms supplied or approved by the
City to state: (1) coverage shall not be suspended, voided, reduced or canceled
except after 30 days prior written notice by certified mail, return receipt
requested, has been given to the City; (2) any failure to comply with reporting or
other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, (3) coverage shall
be primary insurance as respects the City, its directors, officials, officers,
employees, agents and volunteers, or if excess, shall stand in an unbroken chain
of coverage excess of the Consultant's scheduled underlying coverage and that
any insurance or self- insurance maintained by the City, its directors, officials,
officers, employees, agents and volunteers shall be excess of the Consultant's
insurance and shall not be called upon to contribute with it; (4) for general liability
insurance, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the services or
operations performed by or on behalf of the Consultant, including materials, parts
or equipment furnished in connection with such work; and (5) for automobile
liability, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased,
hired or borrowed by the Consultant or for which the Consultant is responsible.
12.4. All insurance required by this Section shall contain standard
separation of insureds provisions and shall not contain any special limitations on
the scope of protection afforded to the City, its directors, officials, officers,
employees, agents, and volunteers.
12.5. Any deductibles or self- insured retentions shall be declared to and
approved by the City. Consultant guarantees that, at the option of the City,
either: (1) the insurer shall reduce or eliminate such deductibles or self - insured
retentions as respects the City, its directors, officials, officers, employees,
agents, and volunteers; or (2) the Consultant shall procure a bond guaranteeing
payment of losses and related investigation costs, claims and administrative and
defense expenses.
13.0 Mutual Indemnification, Hold Harmless, and Duty to Defend
13.1 Consultant shall defend, indemnify, and hold the City, its officials,
officers, employees, volunteers and agents serving as independent contractors in
the role of city officials (collectively "Indemnitees" in this Section 13.1) free and
harmless from any and all claims, demands, causes of action, costs, expenses,
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liability, loss, damage or injury, in law or equity, to property or persons, including
wrongful death, in any manner arising out of or incident to any acts or omissions
of Consultant, its employees, or its agents in connection with the performance of
this Agreement, including without limitation the payment of all consequential
damages and attorneys' fees and other related costs and expenses, except for
such loss or damage arising from the sole negligence or willful misconduct of the
City. With respect to any and all such aforesaid suits, actions, or other legal
proceedings of every kind that may be brought or instituted against Indemnitees,
Consultant shall defend Indemnitees, at Consultant's own cost, expense, and
risk, and shall pay and satisfy any judgment, award, or decree that may be
rendered against Indemnitees. Consultant shall reimburse City and its directors,
officials, officers, employees, agents and /or volunteers, for any and all legal
expenses and costs incurred by each of them in connection therewith or in
enforcing the indemnity herein provided. Consultant's obligation to indemnify
shall not be restricted to insurance proceeds, if any, received by Consultant, the
City, its directors, officials, officers, employees, agents or volunteers. All duties
of Consultant under this Section shall survive termination of this Agreement.
13.2 City shall defend, indemnify, and hold the Consultant, its officers,
employees and agents (collectively "Indemnitees" in this section 13.2) free and
harmless from any and all claims, demands, causes of action, costs, expenses,
liability, loss, damage or injury, in law or equity, to property or persons, including
wrongful death, in any manner arising out of or incident to any acts or omissions
of City, its employees, or its agents in connection with the performance of this
Agreement, including without limitation the payment of all consequential
damages and attorneys' fees and other related costs and expenses, except for
such loss or damage arising from the sole negligence or willful misconduct of the
Consultant. With respect to any and all such aforesaid suits, actions, or other
legal proceedings of every kind that may be brought or instituted against
Indemnitees, City shall defend Indemnitees, at City's own cost, expense, and
risk, and shall pay and satisfy any judgment, award, or decree that may be
rendered against Indemnitees. City shall reimburse Consultant for any and all
legal expenses and costs incurred by Consultant in connection therewith or in
enforcing the indemnity herein provided. City's obligation to indemnify shall not
be restricted to insurance proceeds, if any, received by Consultant, the City, its
directors, officials, officers, employees, agents or volunteers. All duties of City
under this Section shall survive termination of this Agreement.
14.0 Equal Opportunity
Consultant affirmatively represents that it is an equal opportunity
employer. Consultant shall not discriminate against any subcontractor,
employee, or applicant for employment because of race, religion, color, national
origin, handicap, ancestry, sex, sexual orientation, or age. Such non-
discrimination includes, but is not limited to, all activities related to initial
employment, upgrading, demotion, transfer, recruitment or recruitment
advertising, layoff, or termination.
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15.0 Labor Certification
By its signature hereunder, Consultant
provisions of Section 3700 of the California
employer to be insured against liability for
undertake self- insurance in accordance with t
agrees to comply with such provisions before
the Services.
16.0 Entire Agreement
certifies that it is aware of the
Labor Code that require every
Workers' Compensation or to
he provisions of that Code, and
commencing the performance of
This Agreement contains the entire agreement of the parties with respect
to the subject matter hereof, and supersedes all prior negotiations,
understandings, or agreements. This Agreement may only be modified by a
writing signed by both parties.
17.0 Severability
The invalidity in whole or in part of any provisions of this Agreement shall
not void or affect the validity of the other provisions of this Agreement.
18.0 Governing Law
This Agreement shall be governed by and construed in accordance with
the laws of the State of California.
19.0 No Third Party Rights
No third party shall be deemed to have any rights hereunder against either
party as a result of this Agreement.
20.0 Waiver
No waiver of any default shall constitute a waiver of any other default or
breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a party shall give the other
party any contractual rights by custom, estoppel, or otherwise.
21.0 Prohibited Interests; Conflict of Interest
20.1. Consultant covenants that it presently has no interest and shall not
acquire any interest, direct or indirect, which may be affected by the Services, or
which would conflict in any manner with the performance of the Services.
Consultant further covenants that, in performance of this Agreement, no person
having any such interest shall be employed by it. Furthermore, Consultant shall
avoid the appearance of having any interest, which would conflict in any manner
with the performance of the Services. Consultant shall not accept any
employment or representation during the term of this Agreement which is or may
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likely make Consultant "financially interested" (as provided in California
Government Code § §1090 and 87100) in any decision made by City on any
matter in connection with which Consultant has been retained.
20.2. Consultant further warrants and maintains that it has not employed
or retained any person or entity, other than a bona fide employee working
exclusively for Consultant, to solicit or obtain this Agreement. Nor has
Consultant paid or agreed to pay any person or entity, other than a bona fide
employee working exclusively for Consultant, any fee, commission, gift,
percentage, or any other consideration contingent upon the execution of this
Agreement. Upon any breach or violation of this warranty, City shall have the
right, at its sole and absolute discretion, to terminate this Agreement without
further liability, or to deduct from any sums payable to Consultant hereunder the
full amount or value of any such fee, commission, percentage or gift.
20.3. Consultant warrants and maintains that it has no knowledge that
any officer or employee of City has any interest, whether contractual, non -
contractual, financial, proprietary, or otherwise, in this transaction or in the
business of Consultant, and that if any such interest comes to the knowledge of
Consultant at any time during the term of this Agreement, Consultant shall
immediately make a complete, written disclosure of such interest to City, even if
such interest would not be deemed a prohibited "conflict of interest" under
applicable laws as described in this subsection.
22.0 Attorneys' Fees
If either party commences an action against the other party, either legal,
administrative or otherwise, arising out of or in connection with this Agreement,
the prevailing party in such litigation shall be entitled to have and recover from
the losing party all of its attorneys' fees and other costs incurred in connection
therewith.
23.0 Exhibits
All exhibits referenced in this Agreement are hereby incorporated into the
Agreement as if set forth in full herein. In the event of any material discrepancy
between the terms of any exhibit so incorporated and the terms of this
Agreement, the terms of this Agreement shall control.
24.0 Corporate Authority
The person executing this Agreement on behalf of Consultant warrants
that he or she is duly authorized to execute this Agreement on behalf of said
Party and that by his or her execution, the Consultant is formally bound to the
provisions of this Agreement.
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Aug 03 11 10:46a Steve Schmenk
480 661 -7589 p.3
IN WITNESS WHEREOF, the Parties I ereto, through their respective
authorized representatives have executed this Agreement as of the date and
year first above written.
CITY OF SEAL BEACH
A Municipal Corporation
BY:
Jill R. Ingram, City Manager
J�G Technologies
c—�
Steve Schmenk, President
Attest
4"
Linda Devine, City Clerk
Approved as to Form
ma
Quinn M. Barrow, City Attorney
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0
09(09
TECHNOLOGIES
EXHIBIT "$"
SCHEDULE C-4 - PROPONENT'S FINANCIAL PROPOSAL
Indicate the Proponent's proposed fee, and the basis of calculation (use the spaces provided and/or attach
additional pages, if necessary) as follows (as applicable):
Pricing
LEI _t
SuiteOne Media Solution
Managed Services
Monthly Annual
Item Price Price
SuiteMew for On Demand Video /Audio Streaming $349 $4,188
SuiteCast for Live Video /Audio Streaming $150 $1,800
(1) Total Managed Services $499 $5,988**
"Managed Services Fee includes all software, support, hosting, and future upgrades
One Time Initial Cost Items
Hardware Components
Item
Price
Video Card $495
(2) Hardware Subtotal $495
Liberty Meeting Recorder Solution
Item Price
Liberty Meeting Recorder Solution Software
Includes:
Liberty Meeting Recorder Software — 2 Channel Version
Annual JCG Support Services Package —Year 1 $2,995
Liberty Player Software No Cost
09(6
TECHNOLOGIES
(3) Liberty Meeting Recorder Subtotal $2,995
Implementation Seebices
Item
Custom Design of Portal
Price
$1,995
On -site Training and Installation $1,995
(4) Implementation Subtotal $3,990
Price
(1) Total One Time Initial Costs $7,480
Price
(2) Total Price - (Includes First Year Managed
Services and One time Initial Costs $13,468
Price
(3) Total Price Second Year $5,988
Options
SulteOne Mediae SuiteAgenda) Solution
Managed Services
Item
Monthly Annual
Price Price
SuiteAgenda Agenda Mana ement $225 $2,700
(4) Annual Managed Services Subtotal $225 $2,700"
Item
Price
• SuiteAgenda Implementation Services — One -time Cost $1,000
9
TECHNOLOGIES
2
Price
(5) Total SuiteAgenda Price - (Includes First Year
Managed Services and One time Initial Cost $3,700
Price
(6) Total SuiteAgenda Price Second Year $2,700
Liberty Portable Recorder Kit
Item Price
Liberty Portable Recorder Kit
Includes:
1 Audio Mixer
2 Boundary Microphones
1 USB Interface Device
1 Rolling Soft -side Travel Case
1 Power Strip
(7) Optional Liberty Portable Recorder Kit $1,495
Sales tax may apply on certain hardware and software purchased depending on your organizations tax
status and applicable tax laws.
"Managed Services are billed on an annual basis. Managed Services will not increase more than 5% per
year. The client can choose to lock in the Managed Services price by committing to a multiyear contract (3,
4, or 5 years).
Price does not include shipping and handling charges.
�111--
9 9 Q
TECHNOLOGIES
Pricing:
Proponents to also include the following:
1) a brief description of software modules available and associated start-up and yearly costs,
All start up costs are detailed above.
2) hardware requirements that the City should be aware of,
The only hardware requirements are detailed in the proposal and relate to the Liberty
Meeting Recorder solution.
3) costs for monthly, yearly, start up, storage & ongoing maintenance support, and
All costs are detailed in the above pricing.
4) prices for optional closed caption.
We do not offer an option for closed captioning.
Additional Expenses:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included
within the fee, other than the expenses listed in the Contract as disbursements. Details of disbursements
are to be shown in the chart above. Please indicate any expenses that would be payable in addition to the
proposed fee and proposed disbursements set out above:
No additional expenses are required
Thank you for providing JCG Technologies, Inc this opportunity to submit our proposed
solution.
We trust our experience, reputation, and resources; combined with the features of the
SuiteView webcasting solution, will prove to be the most cost effective and
advantageous solution for the City of Seal Beach.
Please do not hesitate to contact me if you have any question or require any additional
information.
We look forward to working with you and the City of Seal Beach.
Sincerely,
President
106
IECHN- MCG;ES
9941 East Mission Lane
Scottsdale, Arizona 85258
Phone
480 -661 -5629
Fax
480 661 -7589
Mobile
602 418 -5307
® EMail
srschmenk technolo ies.com
Web
www.*catechnolo.ies.com
Exhibit C
Fee Schedule
JCG Technologies, Inc
June 14, 2011
Fee Schedule
Programming
Product Management
$250 per hour
$125 per hour
Prices are valid through December 2011.
EXHIBIT D
LICENSE AGREEMENT
WHEREAS, JCG Technologies ( "Consultant ") and the City of Seal Beach ( "City ") have
entered into that certain agreement ( "Agreement ") dated August 8, 2011 for services
relating to video streaming of meetings; and
WHEREAS, that agreement references a separate license to the software provided
under that agreement.
NOW THEREFORE, the parties hereto agree as follows:
1. USE OF SUITEONE MEDIA SOFTWARE
1.1 Use Consultant shall provide the City with a revocable, non - transferable,
non - sublicensable and non - exclusive license to use the SuiteOne Media
software ( "Software ").
1.2 Warranty. Consultant warrants that it has or will acquire full title and
ownership of the Software, and /or that it has or will have the full power
and authority to grant the license to City at the time of delivery, and that
the license to use of the Software will in no way constitute an infringement
or other violation of any copyright, trade secret, trademark, patent or other
proprietary right of any third party.
1.3 Restrictions on Use City represents and warrants that City and its
Authorized Users will not (a) sell, lease, distribute, license or sublicense
the technology or Services; (b) modify, change, alter, translate, create
derivative works from, reverse engineer, disassemble or decompile the
technology or Services in any way for any reason; (c) provide, disclose,
divulge or make available to, or permit use of the technology or Services
by, any third party; (d) copy or reproduce all or any part of the technology
or Services (except as expressly provided for herein); (e) interfere, or
attempt to interfere, with the technology or Services in any way; (f)
introduce into or transmit through the technology or Services any virus,
worm, trap door, back door, timer, clock, counter or other limiting routine,
instruction or design; (g) remove, obscure or alter any copyright notice,
trademarks, logos or other proprietary rights notices affixed to or
contained within the technology or Services; or (h) engage in or allow any
action involving the technology or Services that is inconsistent with the
terms and conditions of this Agreement.
2. CONTENT PROVIDED TO CONSULTANT
2.1 Ownership of City's Content All data and databases owned by City prior
to the term of this License Agreement and all data, including but not
limited to all content generated by, on behalf of or at the request of City in
connection with the use of the Software (collectively, "City's Content ")
-1-
S7296- 0200 \1380670v4.doc
shall be and remain the sole property of City. Upon termination of this
Agreement, Consultant shall, at the request of City, return or destroy all of
City's Content in the possession of Consultant promptly following such
request. Consultant shall not use City's Content without the express
written consent of City.
(a) Responsibility for Content The City shall have sole control and
responsibility over the determination which data and information
shall be included in the Content that is to be transmitted to
SuiteOne. The City shall not provide to SuiteOne or allow to be
provided to SuiteOne any Content that (a) infringes or violates third
parties' Intellectual Property rights, rights of publicity or rights of
privacy, (b) contains any defamatory material, or (c) violates any
federal, state, local, or foreign laws, regulations, or statutes.
3. OWNERSHIP; INTELLECTUAL PROPERTY RIGHTS AND SECURITY
3.1 License Agreement is proprietary to Consultant and protected by
intellectual property laws and international intellectual property treaties.
City's access to, and use of, the Software is licensed and not sold. City is
responsible for any applicable costs and taxes associated with City's use
of the Software, or use of the Software through City's account. Neither
this License nor the Agreement transfers to City any ownership or
proprietary rights in the technology, and all right, title and interest in and to
the technology will remain solely with SuiteOne.
3.2 Trademark Ownership and License
(a) City Trademarks: City shall retain all right, title and interest in and
to City's trademarks, including any goodwill associated therewith,
subject to the limited license granted to Consultant herein.
(b) Consultant Trademarks: Consultant shall retain all right, title and
interest in and to the Consultant trademarks, including any goodwill
associated therewith, subject to the limited license granted to the
City herein.
(c) Each party grants to the other a non - exclusive, non - transferable,
limited license to use the other party's trademarks as is reasonably
necessary to perform its obligations under this License Agreement,
provided that any and all promotional materials containing the other
party's trademarks requires prior written approval of such other
party, which approval shall not be unreasonably withheld. For
purposes of this Agreement, neither party is an agent of the other
party, and neither party has any express or implied authority to act
on behalf of, or make any representations whatsoever on behalf of,
the other party.
-2-
-7296- 0200 \1380670v4.doc
(d) Neither party shall use the other party's Trademarks in a manner
that disparages the other party or its products or services, or
portrays the other party or its products or services in a false,
competitively adverse or poor light. Each party shall comply with
the other party's requests as to the use of the other party's
Trademarks and shall avoid any action that diminishes the value of
such Trademarks.
4. TERM, FEES AND MISCELLANEOUS PROVISIONS
4.1 The term of this License Agreement and any fees associated with the
rights conferred hereunder are established by the Agreement.
4.2 Software Upgrades Consultant provides the Software as a "Lifetime
License," and all software upgrades are included as part of City's License
to the Software and Managed Services program. This includes both the
rights to use the upgraded software and any services required as part of
the upgrade process.
4.3 Bandwidth and Storage Consultant will provide all of the bandwidth and
storage necessary for the City to utilize its solution. The Consultant's
program includes "Unlimited Bandwidth" for streaming the City's live and
on- demand content over the Internet.
4.4 Archiving Consultant provides 12 months of archiving for all public
meetings and 20 hours or three Giga bytes of storage for additional
content.
5. DISCLAIMER OF WARRANTY
5.1 Except as expressly provided in this License Agreement, neither party
makes any warranty in connection with the subject matter of this License
Agreement and hereby disclaims any and all implied warranties, including,
without limitation, all warranties regarding merchantability and fitness for a
particular purpose.
5.2 THE SERVICES ARE PROVIDED ON AN "AS IS" BASIS, AND CITY'S
USE OF THE SERVICES IS AT ITS OWN RISK. CONSULTANT DOES
NOT MAKE, AND HEREBY DISCLAIMS, ANY AND ALL OTHER
EXPRESS AND /OR IMPLIED WARRANTIES, INCLUDING, BUT NOT
LIMITED TO, WARRANTIES AND MERCHANTABILITY, FITNESS FOR
A PARTICULAR PURPOSE, AND ANY WARRANTIES ARISING FROM A
COURSE OF DEALING, USAGE OR TRADE PRACTICE.
CONSULTANT DOES NOT WARRANT THAT THE SERVICES WILL BE
UNINTERRUPTED OR ERROR -FREE.
-3-
S7296 -0200N I38067M.doc
Aug 03 11 10:46a Steve Schmenk
EXECUTED the 8th day of August 1--1 2011
CITY OF SEAL BEACH
A Municipal Corporation
BY:
Jill R. Ingram, City Manager
Attest:
Linda Devine, City Clerk
Approved as to Form
BY:
Quinn M. Barrow, City Attorney
480 661 -7589 p.5
JCGI Technologies
BY:
Steve Schmenk, President
-4-
S7296- 0200M 390670e4.doc
C-
0
z
O
s
996
TECHNOLOGIES
9941 E. Mission Lane, Scottsdale, AZ 85258
Phone: 480 661 -5629 Fax: 480 661 -7589
www jcgtechnologies.com
City of Seal Beach, CA
REQUEST FOR PROPOSALS
Video Streaming Meetings
in Council Chambers
VNSUITEONE
M E D I A
SuiteView
Meeting Web Casting Solution
Original
C.
996
TECHNOLOGIES
City of Seal Beach, CA
REQUEST FOR PROPOSALS
® Video Streaming Meetings
in Council Chambers
t SUITEONE
M E D 1 A
SuiteView Meeting Web
Casting Solution
Submitted: June 8, 2011
Schedule C
Schedule C -1
Schedule C -2
Schedule C -3
Schedule C -4
.®
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TECHNOLOGIES
6 SCHEDULE C — FORM OF PROPOSAL
RFP Project Title: Video Streaming for Meetings in Council Chambers
Legal Name of Proponent: JCG Technologies. Inc
Contact Person and Title: Steve Schmenk
Business Address: 9941 E Mission Lane, Scottsdale, Arizona 85258
. Telephone: 480661-,%29 Fax: 480 661 -7589
E -Mail Address: srschmenk Cxfticatechnologies.com
TO: CITY CLERK
Office of the City Clerk
City of Seal Beach
211 Eighth Street
Seal Beach, CA 90740
1.0 ItWe, the undersigned duly authorized representative of the Proponent, having received and
carefully reviewed all of the Proposal documents, including the RFP and any issued addenda posted on the
City Website, and having full knowledge of the Site, and having fully informed ourselves as to the intent,
difficulties, facilities and local conditions attendant to performing the Services, submit this Proposal in
response to the RFP.
2.0 I/We confirm that the following appendices are attached to and form a part of this Proposal:
Schedule C-1 — Statement of Departures;
Schedule C-2 — Proponent's Experience, Reputation and Resources;
Schedule C -3 — Proponent's Technical Proposal (Services); and
Schedule C-4 — Proponent's Financial Proposal.
3.0 IMe confirm that this proposal is accurate and true to best of my /our knowledge.
This Proposal is submitted this 08 day of June , 2011.
I/We have the authority to bind the Proponent
Steve Schmenk
(Name of Proponent)
(Signature of Authorized Signatory)
Steve Schmenk. President
Ask (Print Name and Position of Authorized
Signatory)
(Name of Proponent)
(Signature of Authorized Signatory)
(Print Name and Position of Authorized
Signatory)
P(C(00
TECHNOLOGIES
® SCHEDULE C -1- STATEMENT OF DEPARTURES
1. I/V1/e have reviewed the proposed Contract attached to the RFP as Schedule °B'. If requested by
the City, lAve would be prepared to enter into that Contract, amended by the following departures
(list, if any):
Section Departure / Altemative
No Amendments
2. The City of Seal Beach requires that the successful Proponent have the following in place before
commencing the Services:
a) Workers' Compensation coverage in good standing;
b) Insurance coverage for the amounts required in the proposed Contract as a minimum,
naming the City as additional insured;
c) City of Seal Beach business license
® As of the date of this Proposal, we advise that we have the ability to meet all of the above
requirements except as follows gist, if any):
Section Departure / Alternative
No Exceptions
3. I/V1/e offer the following alternates to improve the Services described in the RFP gist, if any):
Section Departure / Altemative
Section C-4 and attached specification sheet Optional SuiteOne Media SuiteAaenda
aanenda automation solution is Proposed (as an option).
•
99(6
TECHNOLOGIES
0 SCHEDULE C -2 - PROPONENT'S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach additional
pages, if necessary):
(i) Location of branches, background, stability, structure of the Proponent;
(II) Proponent's relevant experience and qualifications in delivering Services similar to those
required by the RFP;
(ili) Proponent's demonstrated ability to provide the Services;
(iV) Proponent's equipment servicing resources, capability and capacity, as relevant;
(V) Proponent's references (name and telephone number). The City's preference is to have a
minimum of three references; and
JCG Profile, Exile ence, and Resources
Thank you for providing JCG Technologies, Inc with this opportunity to submit our
SuiteOne Media SuiteView meeting webcasting solution in response to your Request for
Proposal.
JCG Technologies, Inc (JCG) provides cost effective software solutions to cities,
counties and other governmental organizations that want to automate their legislative
workflow and improve access to information; improving customer service while saving
time and money. JCG solutions include Digital Audio and Video Recording, Agenda
Automation, Public Records Request Management, Video /Audio Streaming Services,
and Audio/Video Systems.
JCG Technologies, Inc. is a non - public Arizona Chapter S Corporation. We take
tremendous pride in serving our installed base of more than 400 customers with over
700 solutions installed.
JCG has been a profitable concern from its inception and has enjoyed steady and
consistent growth. We are a recognized market leader, providing quality software
solutions for cities, counties, and federal accounts.
JCG Technologies, Inc. has never had a contract terminated for default, convenience,
non - performance, non - allocation of funds, or any other reason which termination
occurred before completion of all obligations under the contract provisions.
We continue to offer our clients price/performance leading software solutions.
0
9 9 Q
TECHNOLOGIES
El
Company Profile
Company Profile Summary Information:
Company Name:
JCG Technologies, Inc.
Business Type:
Arizona S- Corporation
Organization Date:
June 9, 2001
License Number.
07- 638589 -P
EIN Number:
86- 1035107
Department of Defense Registered Contractor
Company Address:
9941 East Mission Lane
Scottsdale, Arizona 85258 -5634
Phone:
(480) 661 -5629
Fax:
(480) 661 -7589
E -mail:
srschmenk@jcgtechnologies.com
Dunn & Bradstreet Number:
034397443
Bank of Record:
Merrill Lynch Business Account - Bank One
President:
Steven R Schmenk
Contact for Contract:
Steve Schmenk
JCG Technologies, Inc.
9941 East Mission Lane
®
Scottsdale, Arizona 85258 -5634
The name and form of our organization has not changed since it was first organized.
Corporate Structure
JCG Technologies, Inc is a non - public Chapter S Corporation.
We are familiar with council and legislative operations, and equipment configurations,
the historic and present day needs of city meetings, and the importance of providing an
easy to use and implement, cost effective solution. Our familiarity enables JCG to best
present a solution which meets and exceeds your requirements.
JCG has been a profitable concern from its inception and has enjoyed steady and
consistent growth. We are a recognized market leader in providing cost effective
software solutions.
Office Location
The JCG Technologies, Inc main office location will be responsible for performance
pursuant to the contract award. The office location is:
a 9 Q
TECHNOLOGIES
Y 3
El
Company Address:
Phone:
Fax:
E -mail:
Web Site:
9941 East Mission Lane
Scottsdale, Arizona 85258 -5634
(480) 661 -5629
(480) 661 -7589
srschmenk@jcgtechnologies.com
www.jcgtechnologies.com
Account representation will be handled out of our San Diego, CA area location.
JCG Technologies, Inc also has offices in the Dallas, Texas and Denver, Colorado
areas.
Bidder's Employee Relations to State
No party named in JCG Technologies, Inc's proposal response is or was an employee of
the State of California or the City of Seal Beach within the past twelve (12) months.
No employee of any agency of the State of California or the City of Seal Beach is
employed by JCG Technologies, Inc or is a subcontractor to JCG Technologies, Inc., as
of the due date for proposal submission.
Contract Performance
JCG Technologies, Inc. has not had a contract terminated for convenience, non-
performance, non - allocation of funds, or any other reason which termination occurred
before completion of all obligations under the initial contract provisions during the past
three (3) years. JCG has never had a contract terminated.
Summary of Bidder's Corporate Experience
Our solutions are installed in over 200 cities and counties throughout the western United
States.
No other provider comes close to matching JCG's experience designing, installing, and
supporting software based legislative solutions.
References
Town of Sahuarita
Vicky Miel, MMC, Town Clerk
520 - 822 -8801
vmiel@c7i.sahuarita.az.us
a Q
TECHNOLOGIES
El
Boulder County, CO
Jerremie Smith, Boulder County Commissioners' Office
303 - 441 -4564
JSMITH @co.boulder.co.us
Town of Windsor, CO
Patti Garcia, Town Clerk
(970) 674 -2404
pgarcia @windsorgov.com
Summary of Bidder's Proposed Personnel /Management Approach
JCG Technologies, Inc uses a team project approach to the management of its
SuiteOne Media SuiteView web casting solution design and deployment. For each
project a team consisting of a technical resource, project manager, and
finance /accounting resource is assigned.
For the City of Seal Beach Meeting Webcasting Project the following individuals will be
assigned to the team:
® Project Manager: Steve Schmenk
Steve Schmenk is President and founder of JCG Technologies Inc., an Arizona
based corporation. Prior to starting JCG Technologies, Mr. Schmenk was the Vice
President of Sales and Marketing for FTR, Ltd. FTR is an international company,
based in Australia, that provides service -based solutions for capturing, managing
and distributing the record of events for courtrooms, hearing rooms and their
customers. Mr. Schmenk was responsible for the successful launch of the FTR Gold
digital court audio recording product line.
Prior to joining FTR in March 1999, Mr. Schmenk spent 20 years with CalComp, a
Lockheed Martin Company. CalComp manufactured and marketed computer
graphics products to worldwide technical and professional business markets. Mr.
Schmenk held numerous positions of responsibility in sales, sales management,
marketing, and product management. He consistently exceeded revenue, profit, and
marketing objectives. He established a proven track record of building highly
effective, professional sales and marketing teams, managing product programs, and
establishing worldwide product sales channels.
Mr. Schmenk held positions in corporate marketing as Director of Marketing
Programs and Director of Worldwide Marketing Operations. He also managed the
marketing operations of a product division. He has proven experience in all aspects
of high technology product marketing.
® In 1988, Mr. Schmenk became Director of Product Management for a CalComp
division in Scottsdale, Arizona. He directed divisional product strategy and product
9 9 n
TECHNOLOGIES
support. His responsibilities included management of the Technical Support and
Product Management Groups, new product launches, long -term product planning
and market analysis. Mr. Schmenk spearheaded the division's move into new
markets, automated the Technical Support Group and introduced several new award
winning product lines. He holds two U.S. patents.
Mr. Schmenk is a 1978 graduate of the University of Michigan where he received his
Bachelors of Business Administration degree. Mr. Schmenk received his Masters of
Business Administration in 1981 from the University of Detroit. He was selected for
and attended the Lockheed Leadership Institute.
Mr. Schmenk will oversee all aspects of the acquisition, deployment, and support of
the proposed SuiteOne Media SuiteView meeting webcasting solution proposed. He
will be the primary corporate contact for the City of Seal Beach.
Technical Manager: Peter Chave
Peter Chave is the Customer Support Manager for JCG Technologies, Inc. Mr.
Chave spent 8+ years in computer support and training. His areas of expertise
include extensive knowledge of Microsoft Windows 2000, NT, Windows 95 and 98,
Windows ME, Office XP, 2000 Professional, and Office 97, and Adobe Photoshop
5 +. Mr. Chave's certifications include: Certified Internet Webmaster (CIW),
Associate (2001), Certified Novell Administrator (v4.11) and completion of all
required courses for Novell Engineer (v4.11).
Prior to working at JCG Technologies, Peter Chave held a number of positions
focused on customer technical support, technical analysis, training, custom
installations, software testing and engagement consulting with Perot Systems, FTR,
Ltd and Pinacor/Microage.
While at FTR, Ltd, Mr. Chave's duties included maintaining and updating the
FTR website ( www.ftEgoid.com) using HTML and CFML, creating test plans for
testing in -house proprietary software and third party software, providing on -going
technical support for over 40 resellers and 200 end -users and installing and training
users of the FTR Gold digital audio court recording system. Mr. Chave is an expert
in the installation, support, and training of software based recording and legislative
workflow software. He has direct experience installing hundreds of software based
legislative solutions in council chambers throughout the western United Sates.
Mr. Chave attended Pima Community College and has completed course work in
Business Administration at the University of Arizona.
Mr. Chave will be responsible for the deployment and support of the proposed
SuiteOne Media SuiteView meeting webcasting solution and for the training of City
personnel.
9 C Q
TECHNOLOGIES
0 Finance /Accounting Manager: Mary Jo Schmenk
Mary Jo Schmenk is Vice President of JCG Technologies, Inc. Mrs. Schmenk
overseas all Finance, Accounting, Operations and Personnel activities for the
company.
Mrs. Schmenk has over 10 years of accounting, finance, and operations experience.
Prior to joining JCG Technologies, Inc Mrs. Schmenk held various accounting
positions at the Automobile Club of Michigan from 1976 to 1981 working in Accounts
Receivable, Accounts Payable and Bank Account Reconciliation. Mrs. Schmenk
has set up accounting systems for various organizations and businesses. In 1994,
as Parish Administrator for St. Bemards' Catholic Church, she implemented the
Parish's entire Accounting System.
Mrs. Schmenk is a 1984 Graduate of Wright State University where she received her
Bachelors of Business Administration, majoring in both Accounting and Finance.
In addition to her Finance and Accounting responsibilities, as part of JCG
Technologies' City of Seal Beach Team, Mrs. Schmenk will be responsible for
ordering product, tracking invoices and deliveries and working with the City
Procurement Office to make sure all items are ordered and received in a timely
is manner to ensure customer satisfaction.
All team members are JCG Technologies, Inc employees.
This team has been responsible for hundreds of successful software solution
deployments in cities and counties throughout the western United States.
Proponents should provide the following information on the background and experience of all sub-
contractors proposed to undertake a portion of the Services (use the spaces provided and/or attach
additional pages, if necessary):
YEARS OF
DESCRIPTION OF SERVICES
SUB -CONTRACTORS
WORKING
TELEPHONE
NAME
WITH
NUMBER AND
CONTRACTOR
EMAIL
No Subcontractors will be used
996
TECHNOLOGIES
SCHEDULE C -3 - PROPONENT'S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and /or attach additional pages, if
necessary):
(i) a narrative that illustrates an understanding of the City's requirements and Services;
(ii) a description of the general approach and methodology that the Proponent would take in
performing the Services including specifications and requirements;
(Iii) a narrative that illustrates how the Proponent will complete the scope of Services, manage
the Services, and accomplish required objectives within the City's schedule; and
(iv) a description of the standards to be met by the Proponent in providing the Services.
SuiteOne Wedie Solutions Introduction
The SuiteOne Media webcasting platform provides a complete solution for public sector
organizations to stream public meetings and events via the Internet. With the SuiteOne
Media platform, governments deliver on the promise of transparency and accountability,
and citizen's benefit from a participatory process.
SuiteView is the foundation of the SuiteOne Media platform and is entirely web - based,
thereby eliminating the infrastructure and expertise required for a scalable video /audio
platform. The software offers a simple way to publish on- demand events, complete with
bookmarks that link the video /audio to the associated agendas, minutes, and
documents.
SuiteCast is the live streaming add -on for the SuiteView platform. You decide whether
to have an on- demand only video /audio library or both on- demand and live streaming.
We Deliver More than AudioMdeo
We deliver a simple, easy to use system
As the Clerk, Recorder, or Meeting Administrator, you have more than enough duties
and responsibilities each and every day. Becoming a webcasting expert shouldn't be
one of them. Likewise, you shouldn't have to devote significant time or completely
change your process to accommodate a webcasting solution. SuiteView will exceed staff
and constituent expectations; work within your process, and save a significant amount of
time.
0
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TECHNOLOGIES
We deliver the functionality you need
Why pay for features you'll never use or features that overlap and complicate your
current process? The SuiteView platform extends your current process and capabilities,
rather than complicating it. We deliver the functionality that is essential, with an easy to
use interface and publishing process.
Our integration with Microsoft Word® and Liberty Meeting RecorderTm provides a
complete solution for agendas, meeting management, and citizen access.
We deliver affordability
Every community, regardless of geographic location or population size, is dealing with
declining revenues, falling property values, and local business closures. At the same
time, the cost of technology has significantly decreased. Our philosophy is to pass our
technology savings on to our customers with the most affordable pricing
possible.
Our budget - friendly pricing makes webcasting an option for government entities of all
sizes. All communities can now actively engage citizens with a comprehensive
webcasting solution.
SuiteView for Liberty Overview
The SuiteView for Liberty system is completely web -based and easily imports, publishes,
and archives meetings and events content. The SuiteView publishing process is
accomplished in the matter of minutes with our seamless integration to Microsoft WordT"A
and Liberty Meeting RecorderTm.
Designed for your process and Liberty Meeting RecorderTm
Create agenda Manage the Publisli the Citizens view
in Microsoft . iueeting in video in the the video and
Word'" Liberty Meeting SuiteView documents
Recorder'"" system online
..Z. a mum-MM/
Ell,
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TECHNOLOGIES
0
The public portal is a feature of the SuiteView platform that provides citizens with
immediate access to meeting and event content, agendas, and more. The public portal
has an intuitive, easy to use interface to ensure citizens can easily search, browse, and
view content. Citizens can even personalize the public portal with subscriptions using
keywords.
Custom Look and Feel
The SuiteView Public Portal is a seamless extension of your website. Our designers will
customize the SuiteView player and content pages to match your look and feel.
Therefore, it's a consistent experience for your citizens, and integrated with your
branding.
Advanced Keyword Searching and Filtering
SuiteView has the most advanced search capability utilizing a custom designed
proprietary search algorithm. This ensures the desired content is presented to your
citizens with a single search. The SuiteView keyword search even handles multi -word
searching without having to know any complicated query language or syntax.
Interactive Calendar for Upcoming and On- Demand Events
Citizens can quickly view events in the public portal using a list or a calendar view. The
interactive calendar will help citizens quickly find live webcasts that fit their schedule as
well as find on- demand webcasts they can view at their convenience.
Personalized Citizen Subscriptions
Citizens can choose the specific content they want to view and use keywords for specific
topics and areas of interest. SuiteView will automatically send citizens a personalized
email notifying them of any matching content.
In addition, the public portal is personalized for each citizen and automatically presents
the citizen any matching subscription content.
Intuitive Video Player with Bookmarks from Agendas and Meeting Documents
MA The SuiteView video player is designed for the non - technical user and bookmarks
created within the Liberty Meeting Recordeff" are automatically imported. Therefore, all
996
TECHNOLOGIES
it video content is cross - linked with the associated agendas, meeting minutes, and
supporting documents.
(The Administration 17. ortal it
The SuiteView Administration Portal contains all the tools for staff members to manage
the publishing, archiving, and reporting process for all meetings and events.
Video Upload and Bookmark Import for Liberty Meeting RecorderT"
The SuiteView platform is seamlessly integrated to the Liberty Meeting RecorderTm. All
meeting and event information is directly exported from Liberty Meeting RecorderT" right
into SuiteView. All data, video, and bookmarks are capture and indexed.
Integrated Microsoft WordT" Toolbar
The SuiteView MicrosoftT" Toolbar provides an easy publishing process that is
conducive with your current agenda and meeting process. From the toolbar, easily
schedule new events, create new events, upload content, and more.
Event Type Templates and Event Scheduler
Easily create event templates for recurring meetings saving significant time and effort.
SuiteView will automatically create the upcoming events using the configuration settings
defined for that event type.
SuiteView provides unlimited event types allowing for complete flexibility in scheduling
and configuration.
System Dashboard and Analytics
SuiteView analytics provides useful, accessible, and easy -to -read information to assist
clients in understanding the key metrics including: the number of views, number of
minutes watched, most watched videos, top keyword searches, most popular
subscription terms, and more.
El
9 Q
TECHNOLOGIES
Advanced Keyword Searching and Filtering
Yw 9 9
SuiteView has the most advanced search capability with a custom designed proprietary
search algorithm for both citizens and staff. This ensures the desired content is
presented the first time.
Furthermore, the SuiteView advanced search has filters to define search criteria for
more efficient and effective searches.
Agendas, Meeting Minutes and Supporting Documents Manager
SuiteView supports all document types, including Microsoft WordTM and Adobe PDFTM.
All documents are easily uploaded in SuiteView and available instantly on the public
portal.
Internal Video Player with Stats
SuiteCast is used to deliver meetings and events live over the Internet. The SuiteCast
player runs side -by -side with the Liberty Meeting RecorderTm allowing you to easily
manage the meeting and monitor the live stream with access to stats.
Managed Services Overview
Extensive Media Library and Bandwidth
The SuiteView platform delivers the storage and bandwidth necessary for a
comprehensive content library and high volume viewing of content. SuiteView include
200 hours of content storage for your meetings and events. In addition, customers
receive up to 100,000 video streaming minutes a month.
Future System Upgrades
The SuiteOne Media is built on the latest technologies and we proactively monitor
updates and releases to ensure our customers have the most stable, secure, and up-to-
date platform. Our approach to product development is a collaborative vision with our
clients. Clients may submit enhancement requests through our online Customer
Community.
All future upgrades are provided at no cost with the system.
9 9 Qo)
TECHNOLOGIES
.7
Customer Community and Support
We provide an Online Support Center for our customers as an interactive tool to find
information, view training videos, ask questions, and submit enhancement requests.
Technical Overview
Hardware Infrastructure
All SuiteOne Media systems reside upon state of the art servers. Each server has
redundant drives, redundant processors, and redundant power supplies. All routers,
firewalls, web servers, application servers, and database servers are backed up with
redundant stand -by servers ready to take over in real time.
Data Centers
All SuiteOne Media production equipment is located in multiple world -class network
operations data centers. All data centers have been specifically been built to safeguard
mission critical data and accommodate future growth and change. Data and content is
systematically backed up, via secure channels, to a separate storage areas to minimize
the impact of a catastrophic event.
System Availability
Each component of the SuiteOne Media architecture is completely redundant. We have
a web farm with a number of Windows 2008 IIS and Media servers, utilizing a complex
load balancing process. We have Microsoft SQL Servers that perform real time
replication, allowing mirrored servers to take over in the event of an outage.
Application Security
Each customer's system is built upon its own completely independent data storage
platform and application instance in the SuReOne Cloud. The system architecture is
tiered so that the application only accesses the business layer objects, which only
access their respective data access objects. The data access objects contain compiled
security tokens specific to each customer. No direct access from the application to the
database is possible, providing the highest level of application security.
D Qa
TECHNOLOGIES
9 Data Backups
Full nightly backups are performed and stored on a separate content network. Full
weekly backups are performed and moved separate storage areas via secure channels.
Network Recommendations
SuiteOne recommends customer can transmit continuous stream of 300kbps or more for
optimal performance.
JCG Liberty Meetings Recorder Solution
The JCG Liberty Meeting Recorder software records meeting audio/video to the PC's
hard drive. After a recording is complete, the file can be moved to the client's network, a
CD, a DVD, or any other PC- compatible storage media.
The JCG Liberty Digital Meeting Recorder software enables you to use a Microsofte
Word® based document (i.e. your agenda or minutes template) to take notes in
Microsoft® Word® during the meeting while digitally recording. Drop down lists are
provided to record roll calls, motions, and votes. All notes are automatically tied to the
audio /video. Following the meeting, you can review the audio/video with the click of a
mouse and quickly and easily complete the Minutes. Once approved, the Minutes (with
the associated digital audio/video) can be easily uploaded to the SuiteVew solution for
posting to your web site.
Installation and Training
Unless specifically noted above, the Client will be responsible for providing:
1. All computers and laptops. Prior to the hardware and software installation all
computers must be configured as per the product specifications.
2. All PC /LAN connections and cabling (if the audio/video is to be archived over the
network).
3. All cabling for connecting the system to any of the Customer's external
systems/devices (i.e. PA system for audio playback, other recording devices,
audio mixer, Video source, etc).
4. PC speakers, power supply and cables for PC sound card based playback.
5. All cabling to the recording PC location, including any cable pulls.
�1'
a C Q Gb
TECHNOLOGIES
AdIk Our installation personnel will load software and install any JCG supplied hardware onto
the client's computers that meet or exceed the specifications described in this proposal.
Please advise us of the model and configuration of the computers so that we can verify
suitability prior to delivery.
Installation is quoted on a per day basis. The quoted price assumes ready access to the
Client's facility. The Client may be responsible for additional installation charges if it
does not make the facility available to complete the installation in the time frame quoted,
does not provide equipment per the product specifications, and /or does not provide the
items (if applicable) noted above.
The Installation and Training price includes all travel expenses. Expedited installation
and training (scheduled within three weeks) may be subject to additional charges.
Operator training will be provided on the same day as the installation. For training to be
most affective it is preferable to have a maximum of 5 persons per session.
Computer Hardware & Software Minimum Requirements
This document details the MINIMUM specifications required for the JCG supplied
products. This information makes no allowance for other applications that may run on
the computer at the same time.
Adding memory and increasing the processor speed will signifi improve
performance, especially if the computer will be running other applications.
Liberty Meeting Recorder Software — Video Recorded in Council Room
• Windows PC with Core 2 Duo E8600 3.36Ghz processor
• 4GB ram or more
• 1 PCI Express slot for video card
• Microsoft® Windows XP Professional or later
• Microsoft® Word® 2003 or later
• Windows® compatible, full duplex stereo sound playback support
• 1 GB Network Card if Mirroring to network drive
• Available USB 2 Port
Required for Optional Hardware:
• USB port for compatible foot pedal to control audio playback
Liberty Meeting Recorder Software - Audio Recorded with Laptop
• Standard PC or Laptop with 2.0 GHz Processor
• 1 GB Memory (RAM)
• Microsoft® Windows® XP Professional or later
09(&
TECHNOLOGIES
• Windows® compatible, full duplex stereo sound playback support
• USB Port
256- color, 800 x 600 video display
• 50GB or more free hard drive capacity
• Microsoft® Word® 2003 or later
• JCG or High Criteria Approved Video encoder card (for video)
Required for Optional Hardware:
• USB port for compatible foot pedal to control audio playback
Digital Player Software
• A standard PC or laptop with the Windows 95 operating system or later, or
Windows 98 2 nd Edition or later, if a USB connected foot pedal is used.
• Windows® compatible, full duplex stereo sound playback support
• 256 - color, 800 x 600 video display
Required for Optional Hardware:
• USB port for compatible foot pedal to control audio playback
NOTE: As with any software, there are minimum hardware and software requirements,
which need to be in place prior to installing and using JCG supplied software. While the
attached list is minimum specification, it is important to be aware that using additional
programs in combination may require a higher specification.
JCG Support Services Package
The Liberty Meeting Recorder Support Service Package is an annual (1 year) package.
The JCG Support Services Package includes:
• Free software updates and upgrades
• Unlimited calls (operational and technical) from Sam to 5pm AZ MST,
excluding JCG holidays and weekends.
• Electronic logging of issues and questions (email & Web) 24 hours per day.
• On -line access to all released Technical Support memos.
• On -line access to product documentation.
• Software fixes via electronic download; physical media is extra cost.
All products must be registered with JCG to be eligible for support.
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9 C Qa
TECHNOLOGIES
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SCHEDULE C-4 - PROPONENT'S FINANCIAL PROPOSAL
Indicate the Proponents proposed fee, and the basis of calculation (use the spaces provided and/or attach
additional pages, if necessary) as follows (as applicable):
Pricing
SuiteOne Media Solution
Managed Services
Monthly Annual
Item Price Price
SuiteView for On Demand Video /Audio Streaming $349 $4,188
SuiteCast for Live Video /Audio Streaming $150 $1,800
(1) Total Managed Services $499 $5,98a
'Managed Services Fee includes all software, support, hosting, and future upgrades
One Time Initial Cost Items
Hardware Components
Item
Price
Video Card $495
(2) Hardware Subtotal $495
Libel fleeting Recorder Solution
Item
Liberty Meeting Recorder Solution Software
Includes:
Liberty Meeting Recorder Software — 2 Channel Version
Annual JCG Support Services Package —Year 1
Price
$2,995
0 Liberty Player Software No Cost
9 9 Q
TECHNOLOGIES
21S]
(3) Liberty Meeting Recorder Subtotal $2,995
Implementation Services
Item
Custom Design of Portal
Price
$1,995
On -site Training and Installation $1,995
(4) Implementation Subtotal $3,990
Price
(1) Total One Time Initial Co sts $ 7 , 480
Price
(2) Total Price - (Includes First Year Managed
Services and One time Initial Costs $13,468
Price
(3) Total Price Secon Year $5,988
Options
SuiteOne Media SuiteAgenda Solution
Managed Services
Item
Monthly Annual
Price Price
SuiteAgenda Agenda Management $225 $2,700
(4) Annual Managed Services Subtotal $225 $2,700**
Item
SuiteAgenda Implementation Services — One-time Cost
Price
$1,000
9 (C Qo)
TECHNOLOGIES
Price
(5) Total SuiteAgenda Price - (Includes First Year
Managed Services and One time Initial Cost $3,700
Price
(6) Total SuiteAgenda Price Second Year $2,700
Liberty Portable Recorder Iii$
Item Price
Liberty Portable Recorder Kit
Includes:
1 Audio Mixer
2 Boundary Microphones
1 USB Interface Device
1 Rolling Soft -side Travel Case
1 Power Strip
(7) Optional Liberty Portable Recorder Kit $1,495
Sales tax may apply on certain hardware and software purchased depending on your organizations tax
status and applicable tax laws.
"Managed Services are billed on an annual basis. Managed Services will not increase more than 5% per
year. The client can choose to lock in the Managed Services price by committing to a multiyear contract (3,
4, or 5 years).
Price does not include shipping and handling charges.
L
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TECHNOLOGIES
Pncina:
Proponents to also include the following:
1) a brief description of software modules available and associated start-up and yearly costs,
All start up costs are detailed above.
2) hardware requirements that the City should be aware of,
The only hardware requirements are detailed in the proposal and relate to the Liberty
Meeting Recorder solution.
3) costs for monthly, yearly, start up, storage & ongoing maintenance support, and
All costs are detailed in the above pricing.
4) prices for optional closed caption.
We do not offer an option for closed captioning.
Additional Expenses:
The proposed Contract attached as Schedule "W to the RFP provides that expenses are to be included
within the fee, other than the expenses listed in the Contract as disbursements. Details of disbursements
are to be shown in the chart above. Please indicate any expenses that would be payable in addition to the
proposed fee and proposed disbursements set out above:
No additional expenses are required
Thank you for providing JCG Technologies, Inc this opportunity to submit our proposed
solution.
We trust our experience, reputation, and resources; combined with the features of the
SuiteView webcasting solution, will prove to be the most cost effective and
advantageous solution for the City of Seal Beach.
Please do not hesitate to contact me if you have any question or require any additional
information.
We look forward to working with you and the City of Seal Beach.
Sincerely,
President
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1ECHN010G;ES
9941 East Mission Lane
Scottsdale, Arizona 85258
Phone 480 -661 -5629
Fax 480 661 -7589
Mobile 602 418 -5307
EMail srschmenk(&- icgtechnolo4ies.com
Web www.icgtechnologies.com
U U I "''�°� E O I� (1 E Main Number: noMe ia.co
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M E D I r4 contact@suiteonemedia.com
Video On- Demand and Live Streaming for Local Government
About SuiteView
SuiteOne Media's webcasting platform provides a complete
solution for local governments to stream public meetings and
events via the Internet.
SuiteView is the foundation of the SuiteOne Media platform
and is entirely web - based, eliminating the infrastructure and
expertise required for a scalable video platform. The
software offers a simple way to publish on- demand events,
complete with bookmarks that link the video to the
associated minutes and documents.
SuiteCast is the live streaming add -on for the SuiteView
platform. You decide whether to have an on- demand only
video library or both on- demand and live streaming.
W Deliver More Than Video
We deliver a simple, easy to
use system.
® We deliver the functionality
you need.
® We deliver affordability.
Designed for Your Process
1. Video and Audio is 2. Media Files in LMR 3. The files are optimized
recorded are uploaded or and indexed for live
in Liberty Meeting streamed to SuiteOne's and on -demand
Recorder (LMR) Data Centers playback
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SuiteView Features
c Integrated Microsoft WordTM
Toolbar
c Advanced Keyword Searching
and Filtering
• Internal Video Player with Stats
• Personalized Citizen
Subscriptions
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c Video Upload and Bookmark
Import for Liberty Meeting
Recorderlm
n Event Type Templates and Event
Scheduler
n Custom Look and Feel
o System Dashboard and Analytics
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Supporting Documents Manager
m Interactive Calendar for
Upcoming and On- Demand
Events
s Intuitive Video Player with
Bookmarks from Minutes and
Meeting Documents
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go 4) Video On-Demand and Live Streaming for Local Government
Technical Overview
Hardware Infrastructure
All SuiteOne Media systems reside on state of the art servers. Each server has redundant drives,
redundant processors, and redundant power supplies. All routers, firewalls, web servers, application
servers, and database servers are backed up with redundant stand -by servers ready to take over in real
time.
Data Centers
All SuiteOne Media production equipment is located in multiple world -class network operations data
centers. All data centers are specifically built to safeguard mission critical data and accommodate future
growth and change. Data and content is systematically backed up, via secure channels, to a separate
storage areas to minimize the impact of a catastrophic event.
System Availability
40 Each component of the SuiteOne Media architecture is completely redundant We have a web farm with a
number of Windows 2008 IIS and Media servers, utilizing a complex load balancing process. We have
Microsoft SQL Servers that perform real time replication, allowing mirrored servers to take over in the
event of an outage.
Application Security
Each customer's system is built on its own completely independent data storage platform and application
instance in the SuiteOne Cloud. The system architecture is tiered so that the application only accesses the
business layer objects, which only access their respective data access objects. The data access objects
contain compiled security tokens specific to each customer. No direct access from the application to the
database is possible, providing the highest level of application security.
Data Backups
Full nightly backups are performed and stored on a separate content network. Full weekly backups are
performed and moved to separate storage areas via secure channels.
Network Recommendations
SuiteOne recommends customer can transmit continuous stream of 300kbps or more for optimal
performance.
0 0 SuileOne Media 2010
su ITEON E
M E D I A
480 -661 -5629
www.jcgtochnologies.com
inio@jcgtechnologies.com
Simplifying Agenda Automation and Meeting Management
About SuiteAgenda
SuiteAgenda offers a new approach to Agenda and
Meeting Management. No complicated software, no
large up -front costs and endless training sessions. No
more wondering whether the staff understands or can
even use the system.
Agenda Automation is not just about paperless copies,
but improving the entire meeting process by saving
time, reducing costs and making everyone's job easier.
SuiteAgenda makes this happen with the most budget -
friendly pricing available.
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A New Approach to Agenda Management
No Complicated Agenda Management Software
raps
:® All-in -One System
luJ Simple to Use
Complete Solution
One system for Agenda and Meeting
Management. You can even add digital
recording, live video streaming and video on-
demand for a total meeting solution.
One Click Agendas
SuiteAgenda makes it easy for staff to submit
agenda items from a single page. Agendas and
packets are generated with a single click.
�, Integrated Process Best Pricing
Single, Easy Process No Large Upfront Fees. No License Fees.
SuiteAgenda handles the entire meeting Our pricing starts at hundreds of dollars a
process from building the agenda to month based on population. All support and
publishing all meeting content to your all future upgrades are included.
website.
SuiteAgenda is in the Cloud
No Servers. No Licenses. No Problems.
The SuiteAgenda Cloud puts everything in one place for immediate access. No
servers, software licenses, or complicated setup for IT All you need is a standard
web browser and all information is available real time.
C3. Agenda Automation is not only possible, it's easy and affordable.
0 0 SuiteOne Media, Inc. 2010 -2011
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SUITEONE www.jcgtechnologies.com
M E D I A infoiVicgtechnologies.com
Agenda Management Made Easy
SunteAgenda Key Features
Unlimited, Unlimited, Unlimited
Unlimited meetings, unlimited agenda types, unlimited
users, unlimited agenda templates and unlimited item
reports.
Microsoft Word Integration
Meeting Management is easy and viable using the
SuiteAgenda Word Toolbar.
Versioning
SuiteAgenda has field level versioning providing the
ability to track changes, facilitating staff collaboration.
Progress Bars
At a glance quickly view the approval progress for all
items on an agenda.
Agenda Mapping
Easily drop and drag items from one agenda to another.
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d All Support Included
V All Future Upgrades
V Hosted in the Cloud
V Analytics and Reporting
Agenda Management
W Unlimited Agenda Types
V Unlimited Agenda Templates
V Unlimited Item Reports
V One Click Agendas
V Easy Agenda Item Submission
V Agenda Mapping
V Automated Approvals
V Track Changes
V Unlimited Attachments
d Fiscal Impact Tracking
V Custom Fields
Meeting Management
d Unlimited Meetings
V MS Word Minutes Builder
V Roll Calls
V Motions
d Votes
V Speaker Management
V QuickNotes
Audio and Video
* Live Streaming
* Video and Audio On- Demand
* Digital Recording
* Optional for an additional fee
0 SuiteOne Media, Inc. 2010 -2011
REQUEST FOR PROPOSALS
Video Streaming Meetings
in Council Chambers
REQUEST FOR PROPOSALS
I. INTRODUCTION
The City of Seal Beach is soliciting written proposals from qualified firms for the
acquisition, installation, training and support of a streaming video solution for meetings
held in the Council Chambers.
The City has determined that video streaming is necessary to meet the City's needs for
improving government transparency and accessibility of legislative actions. The City will
also continue to broadcast public meetings on SBTV3. The users of the system will
include various stakeholders such as staff administering the program, and members of
the public accessing the online audio and video.
This request for proposal does not obligate the City of Seal Beach to purchase or
contract for a video streaming solution and /or related services either now or in the future.
1.1 Purpose
The purpose of this RFP is to select a service provider (or service providers) to
perform the services ( "Services ") described in Schedule A.
1.2 Definitions - In this RFP the following definitions shall apply:
"City" means the City of Seal Beach;
"City Representative" has the meaning set out in section 2.4;
"City Website" means www.sealbeachca.gov;
"Closing Time" has the meaning set out in section 2.1;
"Contract" means a formal written contract between the City and a Preferred
Vendor to undertake the Services, the preferred form of which is attached as
Schedule B;
"Evaluation Team" means the team appointed by the City;
"Preferred Proponent(s)" means the Proponent(s) selected by the Evaluation
Team to enter into negotiations for a Contract;
"Proponent" means an entity that submits a Proposal;
"Proposal" means a proposal submitted in response to this RFP;
"RFP" means this Request for Proposals;
"Services" has the meaning set out in Schedule A;
"Site" means the place or places where the Services are to be performed; and
"Statement of Departures" means Schedule C -1 to the form of Proposal
attached as Schedule C.
2.
2.1
INSTRUCTIONS TO PROPONENTS
Closing Time and Address For Proposal Delivery
Proposals must be received:
by the office of:
Linda Devine, City Clerk
Office of the City Clerk
at Address: City of Seal Beach
211 Eighth Street
Seal Beach, CA 90740
on or before the following date and time (the "Closing Time "):
Time: 5:00 p.m.
Date: June 3, 2011
2.2
2.3
2.4
Submissions by fax or email will not be accepted.
Number of Copies
Proponents should submit the original plus 2 hard copies (3 in total) of their
Proposals. The original Proposal should be unbound.
Late Proposals
Proposals received after the Closing Time will not be accepted or considered.
Delays caused by any delivery, courier or mail service(s) will not be grounds for
an extension of the Closing Time.
Inquiries
All inquiries related to this RFP should be directed in writing to the person named
below (the "City Representative "). Information obtained from any person or
source other than the City Representative may not be relied upon.
Contact: Linda Devine, City Clerk
Address: City of Seal Beach
Office of the City Clerk
211 Eighth Street
Seal Beach, CA 90740
Phone: 562 - 431 -2527
Fax: 562 - 493 -9857
Email: Idevine @sealbeachca.gov
Inquiries should be made no later than 7 days before Closing Time. The City
reserves the right not to respond to inquiries made within 7 days of the Closing
Time. Inquiries and responses will be recorded and may be distributed to all
Proponents at the discretion of the City.
Proponents finding discrepancies or omissions in the Contract or RFP, or having
doubts as to the meaning or intent of any provision, should immediately notify the
City Representative. If the City determines that an amendment is required to this
RFP, the City Representative will issue an addendum. No oral conversation will
affect or modify the terms of this RFP or may be relied upon by any Proponent.
2.5 Examination of Contract Documents and Site
Proponents will be deemed to have carefully examined the RFP, including all
attached Schedules, the Contract and the Site (as applicable) prior to preparing
and submitting a Proposal with respect to any and all facts which may influence a
Proposal.
2.6 Opening of Proposals
The City intends to open Proposals in private but reserves the right to open
Proposals in public at its sole discretion.
2.7 Status Inquiries
All inquiries related to the status of this RFP, including whether or not a Contract
has been awarded, should be directed to the City Representative.
3. PROPOSAL SUBMISSION FORM AND CONTENTS
3.1 Package
Proposals should be in a sealed package, marked on the outside with the
Proponent's name and title of the Project.
3.2 Form of Proposal
Proponents should complete the form of Proposal attached as Schedule C,
including Schedules C -1 to C -4.
3.3 Signature
The legal name of the person or firm submitting the Proposal should be inserted
in Schedule C. The Proposal should be signed by a person authorized to sign on
behalf of the Proponent.
4. EVALUATION AND SELECTION
4.1 Evaluation Team
The evaluation of Proposals will be undertaken on behalf of the City by the
Evaluation Team. The Evaluation Team may consult with others including City
staff members, third party consultants and references, as the Evaluation Team
may in its discretion decide is required. The Evaluation Team will give a written
recommendation for the selection of a Preferred Proponent or Preferred
Proponents to the City.
4.2 Evaluation Criteria
The Evaluation Team will compare and evaluate all Proposals to determine the
Proponent's strength and ability to provide the Services in order to determine the
Proposal which is most advantageous to the City, using the following criteria:
(a) Experience, Reputation and Resources
The Evaluation Team will consider the Proponent's responses to items (i)
to (v) in C -2 of Schedule C.
(b) Technical
The Evaluation Team will consider the Proponent's responses to items (i)
to (vii) in C -3 of Schedule C.
(c) Financial
The Evaluation Team will consider the Proponent's response to C -4 of
Schedule C.
(d) Statement of Departures
The Evaluation Team will consider the Proponent's response to C -1 of
Schedule C.
The Evaluation Team will not be limited to the criteria referred to above, and the
Evaluation Team may consider other criteria that the team identifies as relevant
during the evaluation process. The Evaluation Team may apply the evaluation
criteria on a comparative basis, evaluating the Proposals by comparing one
Proponent's Proposal to another Proponent's Proposal. All criteria considered
will be applied evenly and fairly to all Proposals.
4.3 Litigation
In addition to any other provision of this RFP, the City may, in its absolute
discretion, reject a Proposal if the Proponent, or any officer or director of the
Proponent submitting the Proposal, is or has been engaged directly or indirectly
in a legal action against the City, its elected or appointed officers, representatives
or employees in relation to any matter.
In determining whether or not to reject a Proposal under this section, the City will
consider whether the litigation is likely to affect the Proponent's ability to work
with the City, its consultants and representatives and whether the City's
experience with the Proponent indicates that there is a risk the City will incur
increased staff and legal costs in the administration of the Contract if it is
awarded to the Proponent.
4.4 Interviews
The Evaluation Team may, at its discretion, invite some or all of the Proponents
to appear before the Evaluation Team to provide clarifications of their Proposals.
In such event, the Evaluation Team will be entitled to consider the answers
received in evaluating Proposals.
4.5 Negotiation of Contract and Award
If the City selects a Preferred Proponent, then it may:
(a) enter into a Contract with the Preferred Proponent(s); or
(b) enter into discussions with the Preferred Proponent(s) to clarify any
outstanding issues and attempt to finalize the terms of the Contract(s),
including financial terms. If discussions are successful, the City and the
Preferred Proponent(s) will finalize the Contract(s); or
(c) if at any time the City reasonably forms the opinion that a mutually
acceptable agreement is not likely to be reached within a reasonable
time, give the Preferred Proponent(s) written notice to terminate
discussions, in which event the City may then either open discussions
with another Proponent or terminate this RFP and retain or obtain the
Services in some other manner.
5. GENERAL CONDITIONS
5.1 No City Obligation
This RFP is not a tender and does not commit the City in any way to select a
Preferred Proponent, or to proceed to negotiations for a Contract, or to award
any Contract, and the City reserves the complete right to at any time reject all
Proposals, and to terminate this RFP process.
5.2 Proponent's Expenses
Proponents are solely responsible for their own expenses in preparing, and
submitting Proposals, and for any meetings, negotiations or discussions with the
City or its representatives and consultants, relating to or arising from this RFP.
The City and its representatives, agents, consultants and advisors will not be
liable to any Proponent for any claims, whether for costs, expenses, losses or
damages, or loss of anticipated profits, or for any other matter whatsoever,
incurred by the Proponent in preparing and submitting a Proposal, or
participating in negotiations for a Contract, or other activity related to or arising
out of this RFP.
5.3 No Contract
By submitting a Proposal and participating in the process as outlined in this RFP,
Proponents expressly agree that no contract of any kind is formed under, or
arises from, this RFP, prior to the signing of a formal written Contract.
5.4 Conflict of Interest
A Proponent shall disclose in its Proposal any actual or potential conflicts of
interest and existing business relationships it may have with the City, its elected
or appointed officials or employees. The City may rely on such disclosure.
5.5 Solicitation of Council Members and City Staff
Proponents and their agents will not contact any member of the City Council or
City staff with respect to this RFP, other than the City Representative named in
section 2.6, at any time prior to the award of a contract or the cancellation of this
RFP.
5.6 Confidentiality
All submissions become the property of the City and will not be returned to the
Proponent. All submissions will be held in confidence by the City unless
otherwise required by law. Proponents should be aware the City is a "public
body" defined by and subject to the Public Records Act of the State of California.
6. SYSTEM ENVIRONMENT
6.1 Server Infrastructure
The Server Infrastructure consists of a mix of x86 /64bit- architecture servers
running Microsoft Windows Server 2003/2008 operating systems in a VMware
ESX 4.1 virtual server and SAN -based storage environment. Most applications
utilize the Microsoft SQL Server DBMS. Backups are performed with Symantec
Backup Exec for Windows using the D2D2T method.
6.2 Network Infrastructure
Fully port- switched 1 Gbit/second backbone
100 Mbit/second to desktops
VLAN segmentation
o Internet connection via 6Mbps down and 1 Mbps up speeds
6.3 Typical Desktop Computer
Intel Core 2 Duo CPU 2.8 GHz.
2GBRAM
40 GB HD
CD /DVD -ROM
o Microsoft Windows XP Professional Version 2002 Service Pack 3
Microsoft Office Professional 2003
• Microsoft Internet Explorer 8
a AVG Managed Anti -virus
Typical Printer: HP LaserJet 4000 Series / Ricoh SPC 420DN
6.4 Web Server
O City main website hosted off site
® 2 x Windows Server 2008 64bit web server's onsite for applications web
access. Applications are CLASS and Laserfiche 8.
• Additional Web Servers can be added to our VMware environment and are
scalable to desired performance
SCHEDULE A — SERVICES
The City of Seal Beach seeks a consultant to design, implement and maintain a complete
comprehensive, scalable, flexible and operational solution for the video streaming of
meetings held in the Council Chambers.
The City requires a vendor hosted solution that includes the following features:
A system that is compatible with the cameras currently operating in the Council
Chambers;
2. Managed services continually monitoring, notifying, and resolving any malfunction
that appears on all software and hardware included in the system on a 24/7 basis;
3. Allows live broadcasting and on- demand playback of meetings either through a
URL or similar link;
4. Retains recorded digital files for long -term record keeping with archived videos;
5. Links meeting documents such as minutes, reports, agenda items, etc. to audio
and video files with the ability to perform keyword search;
6. Organizes multimedia content into easily accessible and sortable segments — e.g.
tagging of different topics, etc;
7. A program that can time stamp the video or audio records so that a user can go
from meeting minutes to video or from video to minutes;
8. Allows real time and archived indexing of agenda items, live and archived rewind;
9. Allows for closed captioning (optional);
10. Prefer unlimited bandwidth to serve unlimited number of viewers without impacting
quality of video;
11. Recommendations on the need for a dedicated line to transmit from City Hall to
hosted provider;
12. Supplies in -house training;
13. Provides ongoing support;
14. The capability for future expansion; and
15. 24/7 data availability and management.
Schedule B — CONTRACT SAMPLE
PROFESSIONAL SERVICES AGREEMENT
Between
City of Seal Beach
211 Eighth Street
Seal Beach, CA 90740
[Consultant's Name]
[Consultant's Address]
[Consultant's Phone Number]
This Professional Service Agreement ( "the Agreement ") is made as of
2011 (the "Effective Date "), by and between
( "Consultant "), a , and the City of Seal Beach ( "City "), a
California charter city, (collectively, "the Parties ").
RECITALS
A. City desires certain professional services.
B. Consultant represents that it is qualified and able to provide City
with such services.
NOW THEREFORE, in consideration of the Parties' performance of the
promises, covenants, and conditions stated herein, the Parties hereto agree as
follows.
AGREEMENT
1.0 Scope of Services
1.1 Consultant shall provide those services ( "Services ") set forth in the
attached Exhibit A, which is hereby incorporated by this reference. To the extent
that there is any conflict between Exhibit A and this Agreement, this Agreement
shall control.
1.2 Consultant shall perform all Services under this Agreement in
accordance with the standard of care generally exercised by like professionals
under similar circumstances and in a manner reasonably satisfactory to City.
1.3 In performing this Agreement, Consultant shall comply with all
applicable provisions of federal, state, and local law.
1.4 Consultant will not be compensated for any work performed not
specified in the Scope of Services unless the City authorizes such work in
advance and in writing. The City Manager may authorize payment for such work
up to a cumulative maximum of $10,000. Payment for additional work in excess
of $10,000 requires prior City Council authorization.
2.0 Term
2.1 This term of this Agreement shall commence as of the Effective
Date and shall continue for a term of years unless previously terminated as
provided by this Agreement.
3.0 Consultant's Compensation
3.1 City will pay Consultant in accordance with the hourly rates shown
on the fee schedule set forth in Exhibit _ for Services but in no event will the
City pay more than $ . Any additional work authorized by the City
pursuant to Section 1.4 will be compensated in accordance with the fee schedule
set forth in Exhibit
4.0 Method of Payment
4.1 Consultant shall submit to City monthly invoices for all services
rendered pursuant to this Agreement. Such invoices shall be submitted within 15
days of the end of the month during which the services were rendered and shall
describe in detail the services rendered during the period, the days worked,
number of hours worked, the hourly rates charged, and the services performed
for each day in the period. City will pay Consultant within 30 days of receiving
Consultant's invoice. City will not withhold any applicable federal or state payroll
and other required taxes, or other authorized deductions from payments made to
Consultant.
4.2 Upon 24 -hour notice from City, Consultant shall allow City or City's
agents or representatives to inspect at Consultant's offices during reasonable
business hours all records, invoices, time cards, cost control sheets and other
records maintained by Consultant in connection with this Agreement. City's
rights under this Section 4.2 shall survive for two years following the termination
of this Agreement.
5.0 Termination
5.1 This Agreement may be terminated by City, without cause, or by
Consultant based on reasonable cause, upon giving the other party written notice
thereof not less than 30 days prior to the date of termination.
5.2 This Agreement may be terminated by City upon 10 days' notice to
Consultant if Consultant fails to provide satisfactory evidence of renewal or
replacement of comprehensive general liability insurance as required by this
Agreement at least 20 days before the expiration date of the previous policy.
6.0 Party Representatives
6.1 The City Manager is the City's representative for purposes of this
Agreement.
6.2
is the Consultant's
primary
representative for purposes of this Agreement.
7.0 Notices
7.1 All notices permitted or required under this Agreement shall be
deemed made when personally delivered or when mailed 48 hours after deposit
in the United States Mail, first class postage prepaid and addressed to the party
at the following addresses:
To City: City of Seal Beach
211 Eighth Street
Seal Beach, California 90740
Attn: City Manager
To Consultant:
Attn:
7.2 Actual notice shall be deemed adequate notice on the date actual
notice occurred, regardless of the method of service.
8.0 Independent Contractor
8.1 Consultant is an independent contractor and not an employee of
the City. All services provided pursuant to this Agreement shall be performed by
Consultant or under its supervision. Consultant will determine the means,
methods, and details of performing the services. Any additional personnel
performing services under this Agreement on behalf of Consultant shall also not
be employees of City and shall at all time be under Consultant's exclusive
direction and control. Consultant shall pay all wages, salaries, and other
amounts due such personnel in connection with their performance of services
under this Agreement and as required by law. Consultant shall be responsible
for all reports and obligations respecting such additional personnel, including, but
not limited to: social security taxes, income tax withholding, unemployment
insurance, disability insurance, and workers' compensation insurance.
8.2 Consultant shall indemnify and hold harmless City and its elected
officials, officers, employees, servants, designated volunteers, and agents
serving as independent contractors in the role of City officials, from any and all
liability, damages, claims, costs and expenses of any nature to the extent arising
from Consultant's personnel practices. City shall have the right to offset against
the amount of any fees due to Consultant under this Agreement any amount due
to City from Consultant as a result of Consultant's failure to promptly pay to City
any reimbursement or indemnification arising under this Section.
9.0 Subcontractors
9.1 No portion of this Agreement shall be subcontracted without the
prior written approval of the City. Consultant is fully responsible to City for the
performance of any and all subcontractors.
10.0 Assignment
10.1 Consultant shall not assign or transfer any interest in this
Agreement whether by assignment or novation, without the prior written consent
of City. Any purported assignment without such consent shall be void and
without effect.
11.0 Insurance
11.1 Consultant shall not commence work under this Agreement until it
has provided evidence satisfactory to the City that Consultant has secured all
insurance required under this Section. Consultant shall furnish City with original
certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements
for each insurance policy shall be signed by a person authorized by that insurer
to bind coverage on its behalf, and shall be on forms provided by the City if
requested. All certificates and endorsements shall be received and approved by
the City before work commences. The City reserves the right to require
complete, certified copies of all required insurance policies, at any time.
11.2 Consultant shall, at its expense, procure and maintain for the
duration of the Agreement, insurance against claims for injuries to persons or
damages to property that may arise from or in connection with the performance
of this Agreement. Insurance is to be placed with insurers with a current A.M.
Best's rating no less than A:VIII, licensed to do business in California, and
satisfactory to the City. Coverage shall be at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial
General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code
1 (any auto); and, if required by the City, (3) Professional Liability. Consultant
shall maintain limits no less than: (1) General Liability: $2,000,000 per
occurrence for bodily injury, personal injury and property damage and if
Commercial General Liability Insurance or other form with a general aggregate
limit is used, either the general aggregate limit shall apply separately to this
Agreement/location or the general aggregate limit shall be twice the required
occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury
and property damage; and (3) Professional Liability: $1,000,000 per
claim /aggregate.
11.3 The insurance policies shall contain the following provisions, or
Consultant shall provide endorsements on forms supplied or approved by the
City to state: (1) coverage shall not be suspended, voided, reduced or cancelled
except after 30 days prior written notice by certified mail, return receipt
requested, has been given to the City; (2) any failure to comply with reporting or
other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, (3) coverage shall
be primary insurance as respects the City, its directors, officials, officers,
employees, agents and volunteers, or if excess, shall stand in an unbroken chain
of coverage excess of the Consultant's scheduled underlying coverage and that
any insurance or self- insurance maintained by the City, its directors, officials,
officers, employees, agents and volunteers shall be excess of the Consultant's
insurance and shall not be called upon to contribute with it; (4) for general liability
insurance, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the services or
operations performed by or on behalf of the Consultant, including materials, parts
or equipment furnished in connection with such work; and (5) for automobile
liability, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased,
hired or borrowed by the Consultant or for which the Consultant is responsible.
11.4 All insurance required by this Section shall contain standard
separation of insureds provisions and shall not contain any special limitations on
the scope of protection afforded to the City, its directors, officials, officers,
employees, agents, and volunteers.
11.5 Any deductibles or self- insured retentions shall be declared to and
approved by the City. Consultant guarantees that, at the option of the City,
either: (1) the insurer shall reduce or eliminate such deductibles or self- insured
retentions as respects the City, its directors, officials, officers, employees,
agents, and volunteers; or (2) the Consultant shall procure a bond guaranteeing
payment of losses and related investigation costs, claims and administrative and
defense expenses.
12.0 Indemnification, Hold Harmless, and Duty to Defend
12.1 Consultant shall defend, indemnify, and hold the City, its officials,
officers, employees, volunteers and agents serving as independent contractors in
the role of city officials (collectively "Indemnitees ") free and harmless from any
and all claims, demands, causes of action, costs, expenses, liability, loss,
damage or injury, in law or equity, to property or persons, including wrongful
death, in any manner arising out of or incident to any acts or omissions of
Consultant, its employees, or its agents in connection with the performance of
this Agreement, including without limitation the payment of all consequential
damages and attorneys' fees and other related costs and expenses, except for
such loss or damage arising from the sole negligence or willful misconduct of the
City. With respect to any and all such aforesaid suits, actions, or other legal
proceedings of every kind that may be brought or instituted against Indemnitees,
Consultant shall defend Indemnitees, at Consultant's own cost, expense, and
risk, and shall pay and satisfy any judgment, award, or decree that may be
rendered against Indemnitees. Consultant shall reimburse City and its directors,
officials, officers, employees, agents and /or volunteers, for any and all legal
expenses and costs incurred by each of them in connection therewith or in
enforcing the indemnity herein provided. Consultant's obligation to indemnify
shall not be restricted to insurance proceeds, if any, received by Consultant, the
City, its directors, officials, officers, employees, agents or volunteers. All duties
of Consultant under this Section shall survive termination of this Agreement.
13.0 Equal Opportunity
13.1 Consultant affirmatively represents that it is an equal opportunity
employer. Consultant shall not discriminate against any subcontractor,
employee, or applicant for employment because of race, religion, color, national
origin, handicap, ancestry, sex, sexual orientation, or age. Such non-
discrimination includes, but is not limited to, all activities related to initial
employment, upgrading, demotion, transfer, recruitment or recruitment
advertising, layoff, or termination.
14.0 Labor Certification
14.1 By its signature hereunder, Consultant certifies that it is aware of
the provisions of Section 3700 of the California Labor Code that require every
employer to be insured against liability for Workers' Compensation or to
undertake self- insurance in accordance with the provisions of that Code, and
agrees to comply with such provisions before commencing the performance of
the Services.
15.0 Entire Agreement
15.1 This Agreement contains the entire agreement of the parties with
respect to the subject matter hereof, and supersedes all prior negotiations,
understandings, or agreements. This Agreement may only be modified by a
writing signed by both parties.
16.0 Severability
16.1 The invalidity in whole or in part of any provisions of this Agreement
shall not void or affect the validity of the other provisions of this Agreement.
17.0 Governing Law
17.1 This Agreement shall be governed by and construed in accordance
with the laws of the State of California.
18.0 No Third Party Rights
18.1 No third party shall be deemed to have any rights hereunder
against either party as a result of this Agreement.
19.0 Waiver
19.1 No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No
waiver, benefit, privilege, or service voluntarily given or performed by a party
shall give the other party any contractual rights by custom, estoppel, or
otherwise.
20.0 Prohibited Interests; Conflict of Interest
20.1. Consultant covenants that it presently has no interest and shall not
acquire any interest, direct or indirect, which may be affected by the Services, or
which would conflict in any manner with the performance of the Services.
Consultant further covenants that, in performance of this Agreement, no person
having any such interest shall be employed by it. Furthermore, Consultant shall
avoid the appearance of having any interest, which would conflict in any manner
with the performance of the Services. Consultant shall not accept any
employment or representation during the term of this Agreement which is or may
likely make Consultant "financially interested" (as provided in California
Government Code § §1090 and 87100) in any decision made by City on any
matter in connection with which Consultant has been retained.
20.2. Consultant further warrants and maintains that it has not employed
or retained any person or entity, other than a bona fide employee working
exclusively for Consultant, to solicit or obtain this Agreement. Nor has
Consultant paid or agreed to pay any person or entity, other than a bona fide
employee working exclusively for Consultant, any fee, commission, gift,
percentage, or any other consideration contingent upon the execution of this
Agreement. Upon any breach or violation of this warranty, City shall have the
right, at its sole and absolute discretion, to terminate this Agreement without
further liability, or to deduct from any sums payable to Consultant hereunder the
full amount or value of any such fee, commission, percentage or gift.
20.3. Consultant warrants and maintains that it has no knowledge that
any officer or employee of City has any interest, whether contractual, non -
contractual, financial, proprietary, or otherwise, in this transaction or in the
business of Consultant, and that if any such interest comes to the knowledge of
Consultant at any time during the term of this Agreement, Consultant shall
immediately make a complete, written disclosure of such interest to City, even if
such interest would not be deemed a prohibited "conflict of interest" under
applicable laws as described in this subsection.
21.0 Attorneys' Fees
21.1 If either party commences an action against the other party, either
legal, administrative or otherwise, arising out of or in connection with this
Agreement, the prevailing party in such litigation shall be entitled to have and
recover from the losing party all of its attorneys' fees and other costs incurred in
connection therewith.
22.0 Exhibits
22.1 All exhibits referenced in this Agreement are hereby incorporated
into the Agreement as if set forth in full herein. In the event of any material
discrepancy between the terms of any exhibit so incorporated and the terms of
this Agreement, the terms of this Agreement shall control.
23.0 Corporate Authority
23.1 The person executing this Agreement on behalf of Consultant
warrants that he or she is duly authorized to execute this Agreement on behalf of
said Party and that by his or her execution, the Consultant is formally bound to
the provisions of this Agreement.
IN WITNESS WHEREOF, the Parties hereto, through their respective
authorized representatives have executed this Agreement as of the date and
year first above written.
CITY OF SEAL BEACH CONSULTANT
Jill R. Ingram, City Manager
Attest:
IN
By:
Name:
Its:
By:
Linda Devine, City Clerk
Approved as to Form:
Name:
Its:
Quinn Barrow, City Attorney
SCHEDULE C - FORM OF PROPOSAL
RFP Project Title: Video Streaming for Meetings in Council Chambers
Legal Name of Proponent:
Contact Person and
Business Address:
Telephone:
E -Mail Address:
TO: CITY CLERK
Office of the City Clerk
City of Seal Beach
211 Eighth Street
Seal Beach, CA 90740
1.0 I/We, the undersigned duly authorized representative of the Proponent, having received and
carefully reviewed all of the Proposal documents, including the RFP and any issued addenda posted on the
City Website, and having full knowledge of the Site, and having fully informed ourselves as to the intent,
difficulties, facilities and local conditions attendant to performing the Services, submit this Proposal in
response to the RFP.
2.0 [/We confirm that the following appendices are attached to and form a part of this Proposal:
Schedule C -1 — Statement of Departures;
Schedule C -2 — Proponent's Experience, Reputation and Resources;
Schedule C -3 — Proponent's Technical Proposal (Services); and
Schedule C-4 — Proponent's Financial Proposal.
3.0 I/We confirm that this proposal is accurate and true to best of my /our knowledge.
This Proposal is submitted this day of ' 2011.
I/We have the authority to bind the Proponent.
(Name of Proponent) (Name of Proponent)
(Signature of Authorized Signatory) (Signature of Authorized Signatory)
(Print Name and Position of Authorized
Signatory)
(Print Name and Position of Authorized
Signatory)
SCHEDULE C -1 - STATEMENT OF DEPARTURES
1. INVe have reviewed the proposed Contract attached to the RFP as Schedule "B ". If requested by
the City, I/we would be prepared to enter into that Contract, amended by the following departures
(list, if any):
Section Departure / Alternative
2. The City of Seal Beach requires that the successful Proponent have the following in place before
commencing the Services:
a) Workers' Compensation coverage in good standing;
b) Insurance coverage for the amounts required in the proposed Contract as a minimum,
naming the City as additional insured;
C) City of Seal Beach business license
As of the date of this Proposal, we advise that we have the ability to meet all of the above
requirements except as follows (list, if any):
Section Departure / Alternative
3. Me offer the following alternates to improve the Services described in the RFP (list, if any):
Section Departure / Alternative
SCHEDULE C -2 - PROPONENT'S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and /or attach additional
pages, if necessary):
(i) Location of branches, background, stability, structure of the Proponent;
(ii) Proponent's relevant experience and qualifications in delivering Services similar to those
required by the RFP;
(iii) Proponent's demonstrated ability to provide the Services;
(iv) Proponent's equipment servicing resources, capability and capacity, as relevant;
(v) Proponent's references (name and telephone number). The City's preference is to have a
minimum of three references; and
Proponents should provide information on the background and experience of all key personnel proposed to
undertake the Services (use the spaces provided and /or attach additional pages, if necessary):
Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
Dates:
Project Name:
Responsibility:
Dates:
Project Name:
Responsibility:
Proponents should provide the following information on the background and experience of all sub-
contractors proposed to undertake a portion of the Services (use the spaces provided and /or attach
additional pages, if necessary):
YEARS OF
DESCRIPTION OF SERVICES SUB - CONTRACTORS WORKING TELEPHONE
NAME WITH NUMBER AND
CONTRACTOR EMAIL
SCHEDULE C -3 - PROPONENT'S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and /or attach additional pages, if
necessary):
(i) a narrative that illustrates an understanding of the City's requirements and Services;
(ii) a description of the general approach and methodology that the Proponent would take in
performing the Services including specifications and requirements;
(iii) a narrative that illustrates how the Proponent will complete the scope of Services, manage
the Services, and accomplish required objectives within the City's schedule; and
(iv) a description of the standards to be met by the Proponent in providing the Services.
SCHEDULE C -4 - PROPONENT'S FINANCIAL PROPOSAL
Indicate the Proponent's proposed fee, and the basis of calculation (use the spaces provided and /or attach
additional pages, if necessary) as follows (as applicable):
(i) initial start up costs;
(iii) monthly fee;
(iv) hourly rates for all team members if payment is to be made on an hourly basis;
(iii) lump sum fee;
(iv) available discounts for multi -year contracts (3 years).
Schedule of Rates:
Item
No.
Description
Estimated
Quantity
of Hours
Hour
Rate y
Total Price
Labor:
Materials:
Disbursements:
Subtotal:
TOTAL PROPOSAL PRICE
(excluding taxes):
Pricing:
Proponents to also include the following:
1) a brief description of software modules available and associated start-up and yearly costs,
2) hardware requirements that the City should be aware of,
3) costs for monthly, yearly, start up, storage & ongoing maintenance support, and
4) prices for optional closed caption.
Additional Expenses:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included
within the fee, other than the expenses listed in the Contract as disbursements. Details of disbursements
are to be shown in the chart above. Please indicate any expenses that would be payable in addition to the
proposed fee and proposed disbursements set out above: