HomeMy WebLinkAboutPR 24591: GRANICUS CLOSED CAPTIONING u r 1 r t It u _
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: October 17, 2025
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Fay Young, Information Technology Director
RE: Proposed Resolution No. 24591 — Granicus Closed Captioning
Introduction:
This Agenda Item intends to seek the City Council's authorization for the City Manager to
purchase a closed captioning system and service from Granicus through the TIPS Contract
#220105.
Background:
The Americans with Disabilities Act(ADA) mandates that all public-facing entities, including
state and local governments provide closed captioning to ensure accessibility for people who
are deaf or hard of hearing.
Budget Impact:
Purchased and installation of the EASE captioning system is $22,192.78 and the captive
service is $6,948.00. The total cost for the system is $29,140.78. Funds available in account
307-09-023-8525-00-10-000-.
Recommendation:
It is recommended that City Council authorize the City Manager purchase a closed captioning
system and service from Granicus through the TIPS Contract#220105 for the amount of
$29,140.78
"Remember,we are here to serve the Citizens of Port Arthur"
P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. NO. 24591
FY 10/17/2025
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE A CLOSED
CAPTIONING SYSTEM AND 120 HOURS OF CAPTIVE SERVICE FROM GRANICUS
THROUGH THE TIPS CONTRACT#220105 IN THE AMOUNT OF $29,140.78.
FUNDING IS AVAILABLE IN CAPITAL IMPROVEMENT ACCOUNT 307-09-023-
8525-00-10-000-.
WHEREAS, the Americans with Disabilities Act(ADA) mandates that all public-
' facing entities, including state and local governments provide closed captioning to ensure
accessibility for people who are deaf or hard of hearing; and
WHEREAS, Granicus can provide the EASE captioning system in the amount of
$22,192.78 and one hundred twenty hours of captive services in the amount of$6,948.00 through
the Interlocal Purchasing System (TIPS) Contract#220105; and
WHEREAS, pursuant to Resolution No. 12-008, the City entered into an interlocal
agreement with Region VIII Education Service Center for participation in the Education Service
Center for participation in the Interlocal Purchasing System (TIPS) Cooperative Purchasing
Program; and
WHEREAS, Chapter 271 of the Local Government Code allows a city, by resolution of
its governing body,to participate in cooperative purchasing programs as an alternative to a formal
bid process; and
WHEREAS, Granicus agreement is attached as "Exhibit A".
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR, TEXAS:
Section 1. That, the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council hereby authorizes the City Manager to purchase the
EASE captioning system in the amount of$22,192.78 and 120 hours of captive services in the
amount of$6,948.00 from Granicus through the TIPS Contract#220105 in substantially the same
form as attached hereto as Exhibit "A". Funding is available in account 307-09-023-8525-00-10-
000-.
P.R. NO. 24591
FY 10/17/2025
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
READ, ADOPTED AND APPROVED this the day of November, A.D. 2025at a
regular meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
Mayor:
Councilmembers:
Noes:
Charlotte M. Moses, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO F •
Roxann Pais Cotroneo, City Attorney
APPRO imilkOR ADMINISTRATION:
Apar0000" if. _a it)Llittu
Ronald MT. k Clifton'Williams
City Man.: r Purchasing Manager
C),) (f, kyol
Fay Yon CGCIO, MP
Information Technology Director
P.R. NO. 24591
FY 10/17/2025
APPROVED AS TO AVAILABILITY OF FUNDS:
.4 )1,661
Lynda ':oswell, ISMA-CM, MA
Director of Finance
P.R. NO. 24591
FY 10/17/2025
Exhibit A
GGRAN ICUS
THIS IS NOT AN INVOICE Order Form
Prepared for
Port Arthur, TX
Granicus Proposal for Port Arthur, TXProcurement Vehicle: Direct
In Support of: Port Arthur, TX
ORDER DETAILS
Prepared By: Natascha Halley
Phone:
Email: natascha.halley@granicus.com
Order#: Q-398425
Prepared On: 16 Oct 2025
Expires On: 24 Nov 2025
ORDER TERMS
Currency: USD
Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of
performance.)
Period of Performance: The term of the Agreement will commence on the date this document is
signed and will continue for 12 months.
Order #: Q-398425
Prepared: 16 Oct 2025
Page 1 of 7
GRANICUS
Order Form
Port Arthur, TX
PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this
Proposal.
1 One-Time Fees
Bilng
Solution Frequency Quantity/Unit One-Time Fee
Advanced Caption Encoder/Decoder Up Front 1 Each $10,059.93
Captioning Software Only Upon Delivery 1 Each $2,918.29
EASETM H Streaming Appliance Up Front 1 Each $6,535.43
Onsite Install or Site Survey Upon Delivery 1 Each $1,583.51
EASETM or CaptionPrime Setup and
Deployment Upon Delivery 1 Each $1,095.62
SUBTOTAL: $22,192.78
w Subscription Fees
Solution Billing Quantity/Unit Annual Fee
Frequency
CaptionLive Basic (Automated)
Annual 120 Hours $6,948.00
SUBTOTAL: $6,948.00
Order #: Q-398425
Prepared: 16 Oct 2025
Page 2 of 7
GRAN ICUS
Order Form
Port Arthur, TX
PR(nilr-T mccr-p!c$TinNc
Solution Description
Advanced Caption Advanced Caption Encoder/Decoder for IP-based handoff to captioners:
Encoder/Decoder HD492 is a three gigabits level B, high definition, serial digital interface
closed caption encoder with audio and captions over IP. Synchronization
Includes a one year warranty of live captions and program video/audio with CCMatch technology. Unit
has an additional built-in SDI decoder output to show on-screen caption
burn-in. Simultaneous support for two languages.
Captioning Software Only Captioning Software Only (EASETM H or EASETM 2D Appliance Upgrade)
CaptionLive Basic (Automated) CaptionLive Basic-Automated Transcription Service in English with no text
cleanup, per hour Automated Live and on-demand captions with post
meeting transcript included
EASETM H Streaming Appliance Standard streaming encoder with EASETM software and optional analog
Includes three year warranty distribution: 1 U Configuration -SDI, HDMI, DVI, VGA, Component,
Composite, S-video Video, Osprey 827e Capture Card, Embedded SDI,
AES, SPDIF, HDMI, Balanced (mini XLR), Unbalanced Audio
Onsite Install or Site Survey Onsite Install or Site Survey, per day.
EASETM or CaptionPrime Setup Standard EASETM encoder setup and remote deployment
and Deployment
Order #: Q-398425
Prepared: 16 Oct 2025
Page 3 of 7
GRANICUS Order Form
Port Arthur,TX
TERMS & CONDITIONS
• This quote,and all products and services delivered hereunder are governed by the terms located at
https://granicus.com/legal/licensing, including any product-specific terms included therein (the "License
Agreement"). If your organization and Granicus has entered into a separate agreement or is utilizing a
contract vehicle for this transaction,the terms of the License Agreement are incorporated into such separate
agreement or contract vehicle by reference,with any directly conflicting terms and conditions being resolved
in favor of the separate agreement or contract vehicle to the extent applicable.
• If submitting a Purchase Order, please include the following language:The pricing,terms and conditions of
quote Q-398425 dated 16 Oct 2025 are incorporated into this Purchase Order by reference and shall take
precedence over any terms and conditions included in this Purchase Order.
• This quote is exclusive of applicable state,local, and federal taxes,which,if any,will be included in the invoice.
It is the responsibility of Port Arthur,TX to provide applicable exemption certificate(s).
• Any lapse in payment may result in suspension of service and will require the payment of a setup fee to
reinstate the subscription.
Data Co-op Commitment:The Subscriber agrees to the automatic or electronic submission of ALL events that meet
the criteria or include the information listed below. Event information submissions will be accepted through CRM
provider connections or through a data export/import process, every 30 days and monitored for compliance.
• Bookings-Meetings/events confirmed definite for the future, no minimum rooms on peak is imposed.
• Histories-Post event data on those bookings.
• Organizations,Meeting Profiles, Contacts-Add new or update existing organizations, meeting profiles and
contacts.
• Do Not Publish (DNP) -Is not tagged as DNP as requested by Organization or Contact.
Known Events:An event will only be considered "known" if it exists within at least two data sources and will not be
displayed or shared otherwise. (For example, an Annual Event that does not rotate, has never booked in another
destination,and where no other destination has booked it previously*would not*be considered a Known Event and
therefore would not be shared outside the system or displayed as an Opportunity to any other destination.)
Compliance: Lack of submissions, unauthorized sharing, or non-compliance will result in the suspension of system
access until compliance is resumed.
• Terms &Conditions of TIPS Contract# 220105 are incorporated herein by reference.
• It is the customers responsibility to communicate any changes or provide updated schedules.Any meeting
convened outside of the established meeting schedule shall require a minimum of forty-eight (48) hours' prior
written notice to all relevant parties.The presence of a director at such meetings is not guaranteed.All such
meetings will be shot in wide-screen format.
Order #: Q-398425
Prepared: 16 Oct 2025
Page 4 of 7
GR a N i cv s Order Form
Port Arthur,TX
SWAGIT Product Specific Terms
In addition to the terms and conditions of your agreement with Granicus,your use of the Swagit product offerings
(including hardware,software and services)will be governed by the additional terms set forth below. Any conflict
between the terms of your agreement with Granicus and these product-specific terms will be resolved in favor of these
terms solely as it relates to the Swagit Product.
1. AVIOR Broadcaster Hardware.
a. Fifty percent (50%) of the total fees due for the hardware,pre-installation services and set up and
deployment services will be invoiced upon contract signature. The remaining fifty percent(50%)
balance of the hardware fees and fees due for pre-installation and set up and deployment services will
be invoiced upon completion of installation of the hardware at Client's designated location.
b. Cancellation of any order for Avior Broadcaster hardware will result in Client's obligation to pay Granicus
twenty percent (20%) of the total fees due for the hardware as a restocking fee,and Client is responsible
for all costs associated with the return of the hardware to Granicus in resale condition.
c. Fees for Swagit Subscription Services related to Avior Broadcaster equipment will be invoiced upon
contract signature. The initial subscription term will be prorated to reflect a 10 month subscription period
to account for installation time.The full twelve (12) month renewal term will commence on the
anniversary of the contract execution date and will be billed at the full twelve-month rate plus annual
increase.
2. EASE Encoder Hardware.
a. 100%of EASE encoder hardware fees and fees for installation and configuration will be invoiced upon
contract signature. EASE encoders are not eligible for return or refunds.
b. Fees for Swagit Subscription Services related to EASE encoders will be invoiced upon contract signature
and will be prorated to reflect an initial eleven month term. The subsequent full twelve (12) month
renewal term will commence on the anniversary of the contract execution date and will be billed at the
full twelve month rate plus any annual increase.
3. Warranty. All equipment is provided to Client with the manufacturer's warranty associated with such equipment.
Granicus disclaims all warranties,express or implied associated with the equipment, including any implied
warranties of merchantability and fitness for a particular purpose. Granicus will provide Client with all
documentation associated with the manufacturer's warranty upon request.
Order #: Q-398425
Prepared: 16 Oct 2025
Page 5 of 7
RANicus Order Form
Port Arthur,TX
4. Camera and Broadcast Operations. Granicus may need to operate the camera and broadcast system
remotely.Such remote operation requires access via inbound TCP port 2001,outbound TCP ports 21,80,443,
1935,5721,and outbound UDP ports 53, 123.The Client will need to supply Granicus with access to such TCP and
UDP ports with respect to the Client's Internet connection.Granicus will not be responsible for remote camera
operations should Client fail to give Granicus such access,or if Client's Internet connection is interrupted.
Additionally,in the event the Granicus needs to operate such system manually, the Client will provide access to
the equipment at the Site designated by the Client in the Scope of Work.
Order#: Q-398425
Prepared: 16 Oct 2025
Page 6 of 7
GRANICUS
Order Form
Port Arthur, TX
BILLING INFORMATION
Billing Contact: Purchase Order [ ] - No
Required? [_ ] -Yes I
Billing Address: PO Number:
If PO required
Billing Email: Billing Phone:
9
If submitting a Purchase Order, please include the following language:
The pricing, terms, and conditions of quote Q-398425 dated 16 Oct 2025 are incorporated into this Purchase
Order by reference and shall take precedence over any terms and conditions included in this Purchase Order.
AGREEMENT AND ACCEPTANCE
By signing this document, the undersigned certifies they have authority to enter the agreement. The
undersigned also understands the services and terms.
Port Arthur, TX
Signature:
Name:
Title:
Date:
Order #: Q-398425
Prepared: 16 Oct 2025
Page 7 of 7