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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garret, Chief Enterprise Strategy Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
TITLE:
title
Change Order: Closed Captioning Services for UTA Board Meetings (Carahsoft Technology Corporation/Granicus)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve the award and authorize the Executive Director to execute change order #2 and associated disbursements of $54,390 to Granicus for Closed Captioning Services.
BACKGROUND:
UTA has been streaming Board Meetings since 2017. On September 2, 2020 the Board of Trustees approved (under a Utah State Master Contract), a contract with Granicus/Legistar to transform and improve our customer experience by moving UTA’s live-streamed meetings to Granicus’ online streaming platform. Legistar is a Software as a Service (SaaS) solution that enables government organizations to automate their legislative process.
As of April 2021, Board Meetings, Audit Committee Meetings, Advisory Council Meetings, etc. have been available through UTA’s online Legistar Portal. This is an improved customer experience as it allows the user to easily identify the meeting they may want to view, provides meeting details such as the agenda packet, the minutes of the meeting, as well as live or recorded session of the meeting.
DISCUSSION:
The purpose of this modification number 2 is to amend the current contract with Granicus to include 125 hours per year of closed captioning services to UTA’s live-streamed meetings to better align with UTA’s strong commitment to providing access to all people. The closed captioning component of services from Granicus will run through the remaining 3 years of the existing Granicus contract. Pricing for closed captioning under this contract includes 125 hours of service per year at $145.04 per hour, totaling $18,130 per year. Hours not used in a year do not roll into the next year.
Granicus’ closed captioning is:
• ADA compliant and can be recorded in real time or added to an archived video.
• Meets the federal government’s 508 standards that applies to federal agencies.
• Live closed captioning is done in real time with 98% understandability.
• Granicus videos are stored on a government secured AWS (Amazon Web Services) data center that only hosts government videos.
The process is simple:
1. Caption reservations are to be requested by UTA two weeks in advance
2. A representative for Granicus remotes into the meeting and provides real time captioning with 98% understandability.
3. The meeting is then reviewed for errors so the recorded video that is then archived is even more accurate.
CONTRACT SUMMARY:
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Contractor Name: |
Carahsoft Technology Corporation/Granicus |
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Contract Number: |
20-03326-2 |
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Base Contract Effective Dates: |
October 2020 - September 2025 |
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Extended Contract Dates: |
Modification Period of Performance: Oct. 2022-Sept 2025 |
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Existing Contract Value: |
$236,004 |
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Amendment Amount: |
$54,390 |
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New/Total Contract Value: |
$290,394 |
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Procurement Method: |
State of Utah NASPO Contract AR2472 |
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Budget Authority: |
Approved IT Operating Budget |
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ALTERNATIVES:
Utilize a different closed captioning service or do not provide closed captioning services. After researching alternative services, Granicus closed captioning was found to be the most compatible with our current live-streaming system and provides a greater degree of accuracy for our customers.
FISCAL IMPACT:
Pricing will be $145.04 hour for 125 hours a year for an annual cost of $18,130, which is included in the IT operating budget for 2022 and going forward.
ATTACHMENTS:
Contract Modification