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Executed Amendment 1 CMA Docusign City Manager Approval Transmittal Coversheet File Name Purchasing Contact Piggy Back Option Contract Expiration DocuSign Envelope ID: CF8B7C17-2764-4189-A349-26E84074D482 no 6639File n/a Amendment 1 Swagit Lori Hewell Revised 6/11 Request for City Manager Approval of Purchase DATE: Aug 5, 2019 Questions concerning this acquisition may be directed DEPARTMENT: Materials Management to Billy Matthews 349-7272. ACM: Sara Hensley SUBJECT (Required) Contract with Swagit Productions to produce 50 meetings per year for three years at a one-time cost of $38,730 for equipment and $10,800 for 36 months of services. BID/FILE INFORMATION (Required) PRIOR ACTION/VIEW (COUNCIL, BOARDS, COMMISSIONS) Over the last year, Council Members have inquired about recording of additional public meetings. In August 2018, City staff presented information about recording and televising public meetings to the Committee on Citizen Engagement. During the discussion, the Committee was interested in options to take an incremental step to record additional public meetings. Staff developed and presented information and options to supplement DTV staff to the Committee on Citizen Engagement on April 2, 2019. Staff presented the same information to City Council on April 23, 2019. It was Council's recommendation to move forward with staff's recommendation of outsourcing 50 meetings a year with the City’s current vendor, Swagit Productions. RECOMMENDATION During the discussion with Council on April 23, staff recommended an approach to supplement staff through an outsourced contract with the City’s current vendor, Swagit Productions, in the amount of $10,800 to record 50 public meetings per year. Staff informed Council that it was included as a budget supplemental for FY19-20. Council expressed interest in the recommendation and inquired if staff could begin sooner than October 1, 2019. DocuSign Envelope ID: CF8B7C17-2764-4189-A349-26E84074D482 Revised 6/11 BASIS FOR SELECTION There is not another vendor to outsource the “live” streaming and recording of public meetings and make them available for on-demand playback with our current technical infrastructure. Our options are to hire additional personnel and produce the meetings ourselves, or contract with Swagit Productions. Swagit is the only vendor that edits and processes public meetings without reaching out to a third party for service. With this option, there is no need to hire additional staff, or assign additional responsibilities, as the production for selected meetings is done remotely from Swagit’s facilities in Dallas. PRINCIPAL PLACE OF BUSINESS (Required) Swagit Productions 12801 North Central Expressway Suite 900 Dallas, Texas 75243 ESTIMATED SCHEDULE OF PROJECT October 1, 2019 CONTRACT ADMINISTRATOR Billy Matthews FISCAL INFORMATION (Required) The equipment, $38,730, is to be funded from the PEG Fund – 212002.6506 The services, $10,800, is to come from 104001.7879 Attachment 1: 1st Amendment Requested by: Billy Matthews Ext 7272 Respectfully submitted: Purchasing Manager Expenditure Approved: __________________________ City Manager or Designate __________________________ Date DocuSign Envelope ID: CF8B7C17-2764-4189-A349-26E84074D482 8/6/2019 1 THE STATE OF TEXAS § § COUNTY OF DENTON § FIRST AMENDMENT TO CONTRACT BY AND BETWEEN THE CITY OF DENTON, TEXAS AND SWAGIT PRODUCTIONS, LLC. 6639 THIS FIRST AMENDMENT TO CONTRACT 6639 (this “Amendment”) by and between the City of Denton, Texas (“City”) and Swagit Productions, LLC. (“Contractor”) to that certain contract executed on February 9, 2018, in the original not-to-exceed amount of $50,000 (the “Agreement”); for services related Video Streaming Services; WHEREAS, the City deems it necessary to further expand the services provided by Consultant to the City pursuant to the terms of the Agreement, and to provide an additional not-to-exceed amount $49,530 with this First Amendment for an aggregate not-to-exceed of $99,530. WHEREAS, the City deems it necessary to further expand the sole source goods/services provided by Consultant to the City; and NOW THEREFORE, the City and Consultant (hereafter collectively referred to as the “Parties”), in consideration of their mutual promises and covenants, as well as for other good and valuable considerations, do hereby AGREE to the following First Amendment, which amends the following terms and conditions of the said Agreement, to wit: 1. This Amendment modifies the Agreement to add goods and services described in Exhibit “A” of this Amendment, attached hereto and incorporated herein for all purposes, to provide an additional $49,530 for additional services and materials to be provided in accordance with the terms of the Agreement with a revised aggregate not-to-exceed total of $99,530. The Parties hereto agree, that except as specifically provided for by this Amendment, that all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations of the Parties, set forth in the Agreement remain in full force and effect. IN WITNESS WHEREOF, the City and the Consultant, have each executed this Amendment, by and through their respective duly authorized representatives and officers on this date_______________________________________. DocuSign Envelope ID: CF8B7C17-2764-4189-A349-26E84074D482 8/6/2019 2 “CONSULTANT” SWAGIT PRODUCTIONS, LLC. By: _____________________________ AUTHORIZED SIGNATURE, TITLE “CITY” CITY OF DENTON, TEXAS A Texas Municipal Corporation By: _____________________________ TODD HILEMAN CITY MANAGER THIS AGREEMENT HAS BEEN BOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. _______________ ________________ SIGNATURE PRINTED NAME __________________________________ TITLE __________________________________ DEPARTMENT DocuSign Envelope ID: CF8B7C17-2764-4189-A349-26E84074D482 President Director of Public Affairs/IGR Public Affairs Sarah Kuechler P.O. Box 251002, Plano, TX 75025-1002 • Fax 214-750-9513 • corporate@swagit.com Make checks payable to Swagit Productions, LLC SWAGIT QUOTE TO: City of Denton Billy Matthews (billy.matthews@cityofdenton.com) Created Date: 6/25/2019 Valid for 60 days COST FY 2019 Item & Description Quantity Rate Total Cost Avior™ HD Broadcast System w/CG (3 HD PTZ cams) 1 $ 29,860.00 $ 29,860.00 EASE™ Encoding Appliance 1 $ 3,290.00 $ 3,290.00 On Site Installation, Configuration, Deployment & Testing 1 $ 5,100.00 $ 5,100.00 AVIOR™ Hands-Free Service – 50 • Up to 50 remotely switched meetings per year 36 $ 300.00 $ 10,800.00 Social Media eXstream (Included with AVIOR Purchase) • Facebook and/or You Tube Live Streaming Support 36 FREE $ 0.00 Remote Network Setup and Configuration 1 $ 480.00 $ 480.00 Total Cost: $ 49,530.00 Swagit is the sole source provider of Swagit’s Extensible Automated Streaming Engine (EASE™) software framework. The EASE™ application is manufactured, leased and distributed by Swagit alone. SIGNATURE & DATE _______________________________________________________ CONTACT NAME & NUMBER ________________________________________________ Exhibit A DocuSign Envelope ID: CF8B7C17-2764-4189-A349-26E84074D482 Certificate Of Completion Envelope Id: CF8B7C1727644189A34926E84074D482 Status: Completed Subject: ****City Manager Approval ******Docusign Item 6639 Amendment 1 Swagit Source Envelope: Document Pages: 6 Signatures: 5 Envelope Originator: Certificate Pages: 5 Initials: 0 Lori Hewell AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) 901B Texas Street Denton, TX 76209 lori.hewell@cityofdenton.com IP Address: 129.120.6.150 Record Tracking Status: Original 8/5/2019 5:12:46 PM Holder: Lori Hewell lori.hewell@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 129.120.6.150 Sent: 8/5/2019 5:22:00 PM Viewed: 8/5/2019 5:22:09 PM Signed: 8/5/2019 5:23:51 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 129.120.6.150 Sent: 8/5/2019 5:23:54 PM Viewed: 8/5/2019 5:24:15 PM Signed: 8/5/2019 5:24:22 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Bryan Halley bhalley@swagit.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 97.105.181.178 Sent: 8/5/2019 5:24:23 PM Viewed: 8/6/2019 2:41:14 PM Signed: 8/6/2019 2:44:58 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Sarah Kuechler sarah.kuechler@cityofdenton.com Director of Public Affairs/IGR Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 129.120.6.150 Sent: 8/6/2019 2:45:01 PM Viewed: 8/6/2019 4:59:41 PM Signed: 8/6/2019 5:00:15 PM Electronic Record and Signature Disclosure: Accepted: 8/6/2019 4:59:41 PM ID: 0e254374-92c3-4ca6-be55-08476d790cbf Signer Events Signature Timestamp Todd Hileman todd.hileman@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 129.120.6.150 Sent: 8/6/2019 5:00:17 PM Viewed: 8/6/2019 5:12:16 PM Signed: 8/6/2019 5:12:24 PM Electronic Record and Signature Disclosure: Accepted: 7/25/2017 11:02:14 AM ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21 In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Cheyenne Defee cheyenne.defee@cityofdenton.com Contract Administrator City of Denton Security Level: Email, Account Authentication (None) Sent: 8/5/2019 5:23:53 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign billy matthews billy.matthews@cityofdenton.com Security Level: Email, Account Authentication (None) Sent: 8/6/2019 5:12:26 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 8/6/2019 5:12:26 PM Certified Delivered Security Checked 8/6/2019 5:12:26 PM Signing Complete Security Checked 8/6/2019 5:12:26 PM Completed Security Checked 8/6/2019 5:12:26 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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