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Agenda Management and Live Streaming System - CivicPlus Response File
Powering and Empowering Government Agenda Management and Live Streaming System City of Diamond Bar, California PRESENTED BY: Bryan Mertz, Enterprise Account Manager August 2, 2024 civicplus.com Table of Contents 1.0 Cover Letter ....................................................................................................1 2.0 Project Team ...................................................................................................5 3.0 Application Software .....................................................................................9 4.0 Experience / References .............................................................................18 5.0 Methodology and Project Understanding ..................................................22 6.0 Implementation Plan ....................................................................................28 7.0 Cost Proposal ................................................................................................33 8.0 Insurance ......................................................................................................36 9.0 Standard Purchase and License Agreement .............................................39 10.0 Required Document and Appendices .......................................................48 1civicplus.com 1.0 Cover Letter civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888.228.2233 August 2, 2024 Alex Batres, Management Analyst City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765 Submmital via Planet Bids Portal RE: Agenda Management and Live Streaming System Dear Mr. Batres and Selection Committee: Saving time, effort, and delivering access to public meeting information is essential to run an efficient and transparent government. Every interaction between a member of your community and your local government is an opportunity to create a positive civic experience. At CivicPlus, LLC (CivicPlus), our mission is to help make local governments work better. To do that, we build technology solutions to empower you and your staff to create digital interactions that are personalized, frictionless, and expedited. CivicPlus Agenda and Meeting Management Select (Select), is a robust, flexible, and easy-to-use suite of cloud-based tools built specifically for local governments, like the City of Diamond Bar, to help you completely transform your agenda and meeting management process. By partnering with CivicPlus, you’ll be able to: • Work from anywhere with Select’s secure, cloud-based hosting and browser-based access • Reduce manual effort with time-saving features and fully integrated modules • Invest in a solution that is designed to grow with you as your processes and needs change • Leverage tools such as cross-departmental teams and flexible workflows to collaborate on agenda items • Tailor user access with custom permission settings • Ensure internal transparency and accountability using built-in audit trails, task tracking, and versioning • Build custom, ad hoc reports with your Select data • Effortlessly create and distribute meeting materials to residents, internal users, and elected officials Our Select solution innovators have the experience and expertise to help any administration, whether in a community of one thousand or one million, save time and money. It’s why we’ve hired former municipal clerks to help us build an agenda and meeting management solution that is designed exclusively for local governments and the needs of their clerks and departmental stakeholders. All conditions proposed are valid for ninety (90) calendar days. We are excited to assist you in expanding your existing partnership with CivicPlus and leveraging solutions we have already implemented. Sincerely, BRYAN MERTZ Enterprise Account Manager bryan.mertz@civicplus.com 785.565.5250 AMY VIKANDER Senior VP of Customer Success (authorized to bind CivicPlus) civicplus.com 3 Powering & Empowering Government We empower municipal leaders to transform interactions between residents and government into consistently positive experiences that elevate resident satisfaction, increase revenue, and streamline operations. Government leaders tell us that one of their most pressing needs is to improve how residents access and experience municipal services; however, they struggle with budget cutbacks and technology constraints. CivicPlus enables civic leaders to solve these problems, making consistently positive interactions between residents and government possible. CivicPlus is the only government technology company exclusively committed to powering and empowering governments to efficiently operate, serve, and govern using our innovative and integrated technology solutions built and supported by former municipal leaders and award-winning support teams. With it, municipalities increase revenue and operate more efficiently while fostering trust among residents. civicplus.com 4 Company Overview CivicPlus History CivicPlus began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their residents through their web environment. Over the years, CivicPlus has continued to implement new technologies and merge with industry forerunners to maintain the highest standards of excellence and efficiency for our customers. Our portfolio includes solutions for website design and hosting, parks and recreation management, emergency and mass communications, agenda and meeting management, 311 and CRM, process automation and digital services, codification, licensing and permits, web governance and ADA remediation, social media archiving, and FOIA management. Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a leader in government web technology. We are proud to have earned the trust of our over 10,000 customers and their 100,000+ administrative users. In addition, over 340 million residents engage with our solutions daily. Primary Office 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Toll Free: 888.228.2233 | Fax: 785.587.8951 civicplus.com EXPERIENCE 25+ Years 10,000+ Customers 850+ Employees RECOGNITION Inc. 5000 11-time Honoree GovTech 2024 Top 100 Company Stevie® Awards Multiple Global Awards for Service Excellence Contact Bryan Mertz Enterprise Account Manager bryan.mertz@civicplus.com 785.565.5250 5civicplus.com 2.0 Project Team civicplus.com 6 Key Project Team From project management to technical support, a team of accountable and knowledgeable Select experts will assist you at every step to ensure your project’s success and your complete satisfaction. We will assign your individual, dedicated implementation consultant before kickoff to work directly with you throughout the implementation process. Once your system configuration is complete, your implementation consultant will ensure that you and your staff are thoroughly trained on your Select solution. After go-live, your dedicated enterprise account manager and our award- winning Technical Support team will support your strategic goals long term. Senior Director of Customer Success Implementation Team Manager Implementation Consultant Technical Support Enterprise Account Manager Diamond Bar’s Project Team After Go Live civicplus.com CONFIDENTIAL | 7 Key Personnel Our expert team leaders will coordinate qualified specialists who will work directly with you throughout your project development and beyond. THERESA LINKLETTER Solutions Director of Select Theresa is responsible for driving the vision for the Agenda & Meeting Management products and ensuring that they continue to evolve to meet the needs of our customers. Her experience has provided valuable experience in delivering innovative customer-centric solutions that promotes the voice of local government administrators. Education – BBA; MBA Resume – Solutions Manager; Product Manager; Operations Director 15+ Years Experience – Product Management; Product Strategy; Operations AMANDA WRIGHT Implementation Team Director Amanda leads the project managers, implementation consultants, and analysts who make up your Agenda & Meeting Management Implementation Team. This team oversees the implementation of your software from contract signing through launch and ensures your experience with CivicPlus is positive and impactful. Education – BS Hospitality Management; Minor Business Administration; Minor Leadership Studies Resume – Program Manager; Brand Director; Event Producer 10+ Years Experience – Project Management; Process Optimization; Leadership civicplus.com CONFIDENTIAL | 8 JEREMY WILSON Senior Director of Customer Success Upon launch of your website to the public, Jeremy will assign a customer success manager to your account. Your dedicated customer success manager will partner with you to create an ongoing strategy to better engage your residents by utilizing the tools and products that CivicPlus has to offer. Education – BS Political Science Resume – Assistant Manager of Account Management; Solutions Specialist 5+ Years Experience – Customer Service; Leadership Sales; Team Building JIM FLYNN Director of Information Security Jim has been with CivicPlus since 2009 and uses his over 20 years of IT and security data management experience to manage the security and hosting reliability for our thousands of customers. Jim has been at the forefront of cybersecurity strategy and leadership, protecting local governments from the continually evolving cyber threats that exist today. Education – BA Computer Information Systems Resume – Chief Systems Architect; Information Technology Director; Software Engineer 20+ Years Experience – Cybersecurity; Network Infrastructure; System and Software Architecture Staff Replacement Your assigned project manager will be there to assist you throughout your implementation process and will be as readily available as possible. While vacations, sickness, and unplanned absences may occur, your project manager will communicate these absences as soon as possible. They will make arrangements to ensure you are always taken care of and that continuous assistance and communication is provided throughout the process. If a staff member can no longer perform work on your project, a new staff member will be assigned to you, and you will be notified by your project manager. No changes will occur to your original project timeline. For more information regarding our Project Team, please see the complete Company Profile Questionnaire provided as Appendix C. CivicPlus will perform all projects in-house and will not propose any subcontractors, as stated in Appendix B. 9civicplus.com 3.0 Application Software civicplus.com 10 Proposed Solution Requirements a. Describe the overall proposed technology solution. • The CivicPlus Agenda and Meeting Management Select streamlines your meeting documentation and follow- ups by allowing you to record live meeting actions and automatically include it in your minutes document. Keep pace with live discussions and document critical moments of engagement on our cloud-based platform. The Speaker Manager feature helps you add speakers and keep your meeting running efficiently. Please view page 11 for more information on the features and functionality of our solution. b. Describe unique aspects of the Proposer’s solution in the marketplace. For over 25 years, CivicPlus has focused on developing innovative software solutions specifically for local governments. Some of our unique aspects are: • Multi-Product Integration - By using the Integrated Website & Agenda and Meeting Management Search, your residents can search Web Central and Select simultaneously. Results are presented in a tabbed format so it’s transparent where the information is located. • Tech Support - When your staff has technical questions, our technical support engineers are ready to provide answers and ensure their confidence in using our system. When you choose CivicPlus, our knowledgeable staff is available from 8 a.m. to 6 p.m. (CST) to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day. • Community - CivicPlus users have their own social network, CivicPlus Connection. Connect with more than 12,000 customers to share ideas. • Future Developments - Our staff will stay by your side, rolling out new features, new applications, and new suggestions so you can better serve your community. • ADA Compliance - We are continuously working to making our solutions as compliant as possible with ADA compliance requirements. c. Describe components of the solution that are industry standards versus being proprietary to the Proposer. • CivicPlus is a private company, and our Select Agenda and Meeting Management solution is a proprietary system. Our services and the scope of the project referenced in the RFP is not only uniquely specialized but also self-contained. Please reach out with any questions you may have regarding this section. d. For third party products proposed that are integrated with the Proposer’s solution, provide the following for each product. i. Reason that this product is a third-party product versus being part of the Proposer’s solution. ii. Extent to which this third-party product is integrated with the Proposer’s solution. • Because all services required for a successful project are performed in-house, no aspect of the development or implementation of your project will be outsourced or subcontracted. civicplus.com 11 Proposed Solution Features Agenda and Meeting Management Select Solution CivicPlus’ Agenda and Meeting Management Select software is the fastest, most intuitive way to streamline the entire agenda management process — from creating agenda items to managing live meetings. It provides time- saving automation while allowing clerks to balance these conveniences with manual controls and overrides. Internal collaboration with Select is easy with customized workflows, version tracking, and built-in communication tools. Our innovators designed it to offer configuration flexibility so that the solution can be scaled from the simplest agenda process to the most complex. Built-in integrations and a suite of APIs make working with other internal applications easy. Agenda and Meeting Management Select’s user-defined roadmap ensures that the product will continue to grow and adapt as transparency requirements and compliance expectations change. Fully Integrated, Cloud-Based Software Suite • User-friendly, modern interface • Unlimited users • Unlimited storage • Highly configurable to your agenda and meeting management processes • Adaptable permission settings • Confidential attachments • Field-level versioning • Integrated code of ordinances • Built-in integrations with Dropbox, Microsoft’s One Drive, Google Drive, Laserfiche, Zoom, and API availability (additional fees may apply) • Single sign-on through the CivicPlus Platform • Secure Cloud-Based Hosting • Automatic Updates • Customer-Defined Roadmap • Enhanced Analytics for Data Visibility Part of the Integrated CivicPlus Platform Our powerful CivicPlus Platform is the foundation on which all our CivicPlus solutions are built, allowing them to work seamlessly and securely, leveraging existing data, and reducing information silos so your administrative staff can collaborate efficiently. Administrators can take advantage of authentication using our identity provider integrations to provide a single sign-on experience for internal users. The entire solution is cloud-based, eliminating the need for internal application management. Agenda and Meeting Management Select is hosted in Microsoft’s Azure cloud service, providing a stable multi-user environment while ensuring high availability and uptime. CivicPlus is also the only technology provider that offers an integration between our agenda & meetings software and an online code of ordinances—with Municode Codification. civicplus.com 12 Agenda Management FLEXIBLE, CUSTOMIZED TEMPLATES Standardized templates throughout the system provide consistency and clarity to agendas, packets, staff reports, and minutes. EFFICIENTLY MANAGE AGENDA PACKETS OF ANY SIZE The software compiles your items and all the legislation, memorandums, or supporting documentation into a bookmarked PDF packet quickly and easily, no matter the size of the packet. Create multiple packet versions instantly to include or exclude specific attachments for your different internal and external users. Last-minute changes to the agenda or packet can be made and published with minimal effort. Administrators choose what they publish to the public, internal users, and elected or appointed officials and when the information goes out. Automated email notifications can be enabled so all users, both internal and external, know when the meeting documents are published. CONVENIENT, ANYTIME AGENDA MODIFICATIONS Changes to the agenda can be made at any time by administrators without affecting global configurations or settings. Drag-and-drop reordering allows you to move items and automatically renumbers everything on the agenda. One- touch copy and move functions enable you to duplicate or move agenda items from meeting to meeting, eliminating the need for duplicate data entry. CREATE AGENDA ITEMS IN SECONDS An easy-to-use item entry allows staff members to enter agenda items, upload attachments, and send through the workflow with a few clicks. Configurable field types and our embedded text editor ensure that you are capturing all the information needed for Select to generate staff reports. Automated PDF file conversion and built-in integrations with Microsoft’s OneDrive and Google Drive simplify the inclusion of supporting documentation and attachments. AUTOMATE YOUR APPROVALS PROCESS The workflow engine streamlines the routing of your agenda items, automates notifications, and gives full transparency to collaborators as it passes through the approval process. As contributors change items, the system tracks revisions, keeping them visible within the item fields and on the item timeline. In-app messaging and task assignments keep everyone in the loop and agenda prep moving forward. CUSTOM TAGS TO GROUP LIKE AGENDA ITEMS Administrators can set up tags that can be used by staff when creating their agenda items for improved searching and reporting. Associate like content with pre-defined tags relevant to your community. civicplus.com 13 Meeting Management AUTOMATED MINUTES SETUP A fully integrated minutes module will automatically migrate all your agenda content. No manual pre-meeting minutes setup or agenda import is required. Move from the meeting agenda to the minutes module with a single click. KEEP UP WITH THE MEETING ACTION Meetings move fast. Agenda and Meeting Management Select’s cloud-based platform allows you to move quickly through your agenda items, recording official actions and discussion, without having to wait for the system to catch up. The clean, intuitive interface gives single-screen access to all your meeting controls. Additional fees apply. SPEAKER MANAGER Speakers can be added to the discussion at any time during the live meeting, while the built-in speaker timer helps keep meetings running efficiently. EASY, INTUITIVE MINUTES- TAKING While in your live meeting, use the Minutes module to capture critical meeting actions from a single screen with a clean and intuitive user interface. Take roll and manage attendance, record motions and votes, enter speaker information, and record comments or discussion to be brought into your minutes document. If using CivicPlus Media’s integrated video streaming and video-on-demand service, you can also create bookmarks for the accompanying video during the live meeting. Additional fees apply. CivicPlus Media: Live Streaming & On-Demand Video Increase resident engagement and participation by sharing high-definition live video feeds of your meetings directly from Agenda and Meeting Management Select and CivicPlus Media. Stream up to three concurrent live proceedings and seamlessly integrate all video content directly into your meeting agendas. Videos feature clear bookmarking and navigation so viewers can quickly find discussions of interest. Viewers can watch videos from any device with no software or application downloads necessary. Integrated closed captioning services are available at an additional cost. Additional fees may apply. civicplus.com 14 Board Portal FLEXIBLE ACCESS Your officials can choose how to access meeting content—helping them work better, faster. Efficiently deliver packets of any size by paper, email, Dropbox, OneDrive, Google Drive, or post to the Board Portal. It is optimized for all devices, including desktops, laptops, and tablets. No separate application required. A PERSONAL MEETING REPOSITORY Give officials a personal, secure location to review and take notes on all meeting content, including agendas, supporting documents, minutes, and media. FIND WHAT YOU NEED- FASTER Agenda and Meeting Management Select automatically indexes published meeting content with Board Portal search functionality, so it is easy for officials to find information quickly. Our full-text search tool empowers officials to locate past items, attachments, minutes, and agendas by searching a keyword, date range, and more. An item summary view allows officials to see the motions, votes, and any comment or discussion on the item that was recorded in the meeting minutes in an intuitive display, preventing a manual search through full minutes documents. Custom Identity Provider (IdP) Integration More often, local government IT teams are looking to implement single sign-on (SSO) functionality to simplify user access to all web and cloud-based applications without requiring individual authentication. CivicPlus’ Custom IdP Integration capabilities provide local governments with the following conveniences: • Faster and easier access to vital third-party solutions that integrate with your CivicPlus unified applications, such as CivicPlus’ Municipal Websites, Recreation Management, and Agenda and Meeting Management Select • Reduced password and account maintenance • The ability to log into your CivicPlus software accounts from any device with an Active Directory username and password • Auto-account generation • Group syncing • Customization of the design of your active directory login page We offer integration with Okta, Microsoft’s Entra ID (formerly Azure AD), and Microsoft’s Active Directory Federation Services (AD FS) versions 4.0 and 5.0. civicplus.com 15 Public Resident Portal CONTENT ACCESSIBILITY It’s not enough to be transparent by publishing your agendas and other meeting documents online. Your meeting content must be accessible to all members of the public. Closed captioning is also available with our CivicPlus Media service for live streaming and on-demand video. Additional fees apply for CivicPlus Media and closed captioning. CONTENT TRANSPARENCY Build public trust with access to fully searchable meeting content, including legislative decisions and public meeting videos. Meet municipal transparency requirements while keeping residents engaged and informed. Public Resident Portal • Resident portal to embed on any webpage gives access to all meeting content on a single page • PDF downloads of Agenda, Packet, Minutes, Notices, and Other pertinent meeting documents • HTML agenda view hyperlinks attachments within the meeting agenda for direct access to specific documents • Full-text search and filtering options • Email notifications • Social sharing • Side-by-side agenda and video display with optional CivicPlus Media live streaming and on- demand video service (additional fees apply) • Optional Motions and Vote minutes display updates the HTML agenda view to allow residents to quickly see the final disposition of agenda items without having to read full minutes documents • Mobile-responsive • Custom branding • Integrated live or on-demand video with bookmarks to easily jump to desired content (additional fees apply) • Optional public commenting forum • Easily jump to past, current, upcoming events with an embedded calendar and continuous scrolls civicplus.com 16 The Civic Experience Platform Developed specifically to enable municipalities to deliver consistently positive interactions across every department and every service, the Civic Experience Platform includes technology innovations that deliver frictionless, one-stop, and personalized resident interactions. Local governments that leverage our Civic Experience Platform also benefit from: • Single Sign-On (SSO) to all of your CivicPlus products supporting two-factor authentication and PCI Level password compatibility • A single dashboard and toolbar for administrative access to your CivicPlus software stack • Access to a continually growing and fully documented set of APIs to better connect your administration’s processes and applications • A centralized data store with robust data automation and integration capabilities CIVICPLUS PORTAL CivicPlus Portal empowers residents to be more engaged and informed about progress in your community. Portal streamlines the resident user experience as they interact with the CivicPlus products leveraged by you – driving revenue, trust, and satisfaction. With a single username and password, they can watch a public meeting recording, submit a public works request, pay a utility bill, or register for an upcoming event. The result is more engaged and informed voters and fewer phone calls, walk-ins, or emails to your department asking how to find documents or submit records requests. INTEGRATION HUB Integration Hub is a tool that can help you unify your disparate cloud-based solutions and your CivicPlus solutions, assemble powerful workflows, and set up complex automations—without the need for a developer. With Integration Hub’s easy-to-use drag-and-drop interface, non-technical users can build integrations for syncing content and data between CivicPlus solutions or with third parties (for an additional fee) saving your staff’s valuable time. The possibilities are endless with Integration Hub, but here are a few examples of integrations you can create with Select today: • Automatically add agenda or minute files to the Document Center to be displayed on a CivicPlus Municipal Websites Central (Web Central) after they are published in Select • Set-up a workflow to post in the Web Central News Flash once you’ve published your Select meeting documents Shorten your pre-meeting to-do list and send your meeting information instantly with a custom integration using the Integration Hub. INTEGRATED WEBSITE & AGENDA AND MEETING MANAGEMENT SEARCH As a current CivicPlus Web Central customer, your residents can search Web Central and Select simultaneously. Results are presented in a tabbed format, so it’s transparent where the information is located. civicplus.com 17 Integrated Code of Ordinances & Web As the only local government software provider with an integrated codification, agenda and meeting management, and municipal website solution offering, our suite allows for digital transformation of the entire legislative process - from the start of the agenda process to the final online publishing of the newly adopted legislation. If you are a customer of CivicPlus’ codification services, the cutting-edge integration between your meetings & agenda management and code of ordinances reduces the manual steps associated between your agenda management and codification processes. As an example, you can send ordinances directly to CivicPlus for codification by our team of legal editors. When pushed from Agenda and Meeting Management Select, this uncodified legislation will be visible on the landing page of our Online Code Hosting platform nearly instantaneously. You can also take this to the next level by integrating our Municipal Website solutions with our Online Code Hosting solution, allowing for one-stop search capabilities. With this integration, the public can instantly access your code, meetings, packets, and agendas in one simple search straight from your municipal website. EXAMPLES OF MEANINGFUL CIVIC EXPERIENCE INTEGRATIONS The following are examples of integrations between the CivicPlus Agenda and Meeting Management Select with other CivicPlus solutions and tools. If you have yet to experience all that CivicPlus can provide, please reach out for additional information and a quote. Municipal Websites Central (Web Central) • Set-up a workflow to post in Web Central’s News Flash once you’ve published your meeting documents. • Automatically add agenda or minute files to Web Central’s Document Center to be displayed on your website after they are published in Select. • Meeting information and dates are automatically integrated to the Web Central’s Calendar. • Meeting files are automatically included in the website’s search results. Codification • Send adopted ordinances to the Codification Legal Team in one click. • Send ordinances straight to your online code portal as “Adopted and Not Yet Codified”. • Instantly link your online code to the meeting content produced within Select. CivicPlus Media • Share high-definition, on-demand video or live video feeds of your meetings directly from Select and CivicPlus Media, seamlessly integrated with your meeting agendas and equipped with clear bookmarking and navigation. Integration Hub • Third-party integrations examples include integrations with Zoom, Webex, and GoToMeetings, and with Laserfiche, Google Drive, Dropbox, and other APIs. 18civicplus.com 4.0 Experience / References civicplus.com CONFIDENTIAL | 19 References FOREST GROVE, OREGON Stephanie Fleischer, Communications and Program Manager Address: PO Box 326 Forest Grove, Oregon 97116 Phone: 503.992.3298 Email: sfleischer@forestgrove-or.gov Project Name: Agenda and Meeting Management Select, Municipal Websites Central, Recreation Management Date of Completion: January 11, 2024 VALLEJO, CALIFORNIA Naveed Ashraf, Chief Innovation Officer Address: 555 Santa Clara St. Vallejo, California 94590 Phone: 707.648.4468 Email: naveed.ashraf@cityofvallejo.net Project Name: Agenda and Meeting Management Select, CivicPlus Media Enhancement, SeeClickFix 311 CRM, Online Code Hosting, NextRequest Date of Completion: January 29, 2020 UKIAH, CALIFORNIA Kristine Lawler, City Clerk Address: 300 Seminary Ave Ukiah, California 95482 Phone: 707.463.6217 Email: klawler@cityofukiah.com Project Name: Agenda and Meeting Management Select, CivicPlus Media Enhancement Date of Completion: January 29, 2020 civicplus.com 20 Additional Experience Examples Port Orange, FL Meeting Minutes Project The City of Port Orange, FL, maintains a population of over 57,000 residents. With a Clerk Department of four staff members, a City Council of four plus the mayor, 18 boards and committees, and over 1,000 meetings per year, the City of Port Orange has significant amounts of agendas, meeting minutes, and transparency documents to manage. The City needed an agenda and meeting management solution that could be easily adopted by staff, that would integrate with its existing systems, and that was affordable. To fulfill its needs, the City chose CivicPlus Agenda and Meeting Management. TIME BETTER SPENT SERVING THE PUBLIC RATHER THAN DOCUMENT MANAGEMENT After the successful migration to CivicPlus, all the City’s staff members quickly took to the new platform because the CivicPlus Agenda and Meeting Management system proved to be extremely easy to use, and the benefits were immediate and obvious. Robin Fenwick, City of Port Orange City Clerk, and her staff ended up saving eight-plus hours of labor per week and were able to facilitate documents being signed and meeting agendas being completed in a timelier fashion. Such efficiencies allowed the Port Orange Clerk’s Department to focus on better serving residents and other strategic initiatives. CivicPlus is the only government technology company providing the option to integrate your website with your agenda and meeting management software and online code hosting solution. The web integration connects website search results from both Agenda & Meetings and the Online Code of Ordinances. Before integrating with Municode Codification (also available through the CivicPlus Platform), Fenwick would have to remember to go back in and email new or amended ordinances to Municode via email. Now, when meetings are over, as she is creating meeting minutes, she can simply click on the attachments and click Send to Municode rather than having that process separated. “I like this integration because it has removed steps in my process as part of my day-to-day,” said Fenwick. “I don’t have to remember to do this as a separate task—and now myself, staff, the planning department, and the public can find the ordinances instantaneously as they get posted right on the homepage of our online code of ordinances, faster than before.” Challenge: The City needed an agenda and meeting management solution that could be easily adopted by staff, that would integrate with its existing systems, and that was affordable. Result: The City is saving eight hours of labor per week with its integrated CivicPlus solutions. civicplus.com 21 Franklin, TN New Robust Functionality The City of Franklin is a rapidly growing historic community with equal parts Civil War significance and industrial innovation. For Angie Johnson, PHR, City of Franklin Deputy Assistant City Recorder, keeping the City of Franklin’s residents informed and engaged requires access to scalable solutions to expedite the creation and distribution of information. Unsatisfied with the City’s previous agenda and meeting management software, Johnson and the City’s stakeholders made the switch to the CivicPlus Agenda and Meeting Management Select solution and are looking ahead to more collaborative and accessible document management and information sharing. To begin the transition to an agenda and meeting management software that better fit the City’s needs, Johnson researched seven different products, comparing the functionality of each. One such solution provider was a familiar partner for Johnson. SERVICE IS AN IMPORTANT ASPECT FOR FRANKLIN A significant component of the software review and selection process that sold Johnson and her fellow stakeholders on their eventual adoption of CivicPlus’ Agenda and Meeting Management software was an on-site visit they made to CivicPlus’ headquarters in Manhattan, Kansas. “We wanted to experience CivicPlus’ culture and see what the company is like,” said Johnson. “Service is an important aspect for us. The culture of CivicPlus and its sense of community really impressed us. It’s important that we are able to trust that when we needed something, we can find a real person to help and that its people have a passion for what we do in municipal government. It is clear that CivicPlus cares about helping the City of Franklin meet our goal of excellence.” Today, Johnson is looking ahead to working with a genuine strategic partner and launching a robust solution configured to meet the City of Franklin’s needs. “We’re at the tail end of setting the solution up,” said Johnson. “It’s been a great process; very smooth. It’s been easy to communicate what we’re asking for with our implementation team. We explain what we’re trying to accomplish, and they help show us how to use the software to accomplish our goals. It’s been wonderful how flexible the product is and how we can tailor it to fit our current processes. With [CivicPlus], we don’t have to change everything we do. We can keep the core of our workflows the same for the most part.” “The things that frustrated us about our previous software are not going to exist anymore. We are no longer going to waste time dealing with the things that drove us crazy but will be able to focus on our real job of serving our community.” - Angie Johnson, City of Franklin Deputy Assistant City Recorder Challenge: The City was using an agenda and meeting management product that often had technical problems, and poor customer service support. Result: CivicPlus alleviated the daily frustrations the City was facing due to its previous inefficient software. 22civicplus.com 5.0 Methodology and Project Understanding civicplus.com 23 Approach and Methods TECHNICAL REQUIREMENTS Compatible with various productivity application software, supports a variety of web browsers, and provides a responsive design for mobile browsers Since Select is cloud-hosted the only requirement is that a user has a computer with internet access. Supported browsers on a PC are the latest versions of Edge, Firefox, and Chrome. Supported browsers on a Mac are the latest versions of Safari, Firefox, and Chrome. Select Agenda and Meeting Management solution recommends that users access the system for administrative functions via a web browser on a desktop or laptop computer for best performance. Elected and appointed officials (and staff members on an as-needed basis) have access to a specific board portal, which will allow them full-text search and document annotation/note-taking capability. Annotated packets can be downloaded and saved offline. This specific board portal is mobile responsive and can be accessed from a tablet or other mobile device. Select’s public portal is also mobile responsive and can be viewed from mobile devices. Agendas need to be accessible online for City and public use. The online agenda packets and attachments should be accessible and integrated with the City’s website, as well as integrated with a streaming media system for meetings to watch a meeting’s streaming video live while being able to view the meeting’s agenda and agenda item reports Select allows users with the appropriate permissions to publish the agenda, packet and minutes files to the public portal. Once published, citizens can elect to download the PDF versions of the documents, or view an interactive HTML version of the agenda with a side-by-side view of the meeting video, video bookmarks (if any), meeting materials as individual links to the documents, and motion and vote detail (if desired). The Proposer must display the capability of integrating with third party document management platforms. The City currently utilizes Laserfiche for this purpose Select has a direct integration with Laserfiche that allows customers to automatically send documents (agenda, packet, and/or minutes) into Laserfiche when they are published to Select’s public portal. This integration requires customers to use Laserfiche’s cloud hosting. The integration does not work with the on-prem hosting version of Laserfiche. civicplus.com 24 SUPPORT REQUIREMENTS System support by the vendor during the duration of the contracted term CivicPlus’ maintenance and support services are always included in our contracts as a part of the annual recurring services fee. We offer one level of system maintenance and award-winning support and support and maintenance for all of our customers. Our goal is to make your job easier and more efficient, so that you can in turn support your community members. Support for the system available online, by telephone, or email during normal business hours of 7:30 a.m. - 5:30 p.m. PST Monday through Friday, and until 10:00 p.m. PST on meeting days. Additionally, an alternative support method should be made available after regular business hours, should staff encounter any issues with the software, requiring staff to troubleshoot past normal business hours Weekday business hours for non-emergency support are from 8am - 6pm CST. Support can be reached via phone, email and live chat during these hours. CivicPlus also provides emergency support available 24/7/365. A web-based searchable help center for questions and articles that provide solutions All Select clients have access to self-serve training resources via a comprehensive, online Help Center with articles and walk-through tutorials and imbedded in-application guides. The Help Center is updated as new features or enhancements are released. Software updates for bug fixes and patches to keep the system current All software updates/maintenance is included in the maintenance/yearly cost for Select. Any additional major functionality such as the addition of a new service or module will not be included in the maintenance price. Send email notifications to System Administrators when there is a systemwide outage or issue that affects the performance of the system Notifications will be sent to clients within one hour of the incident with recurring updates until resolved. These can be either email notifications or updates to the status page. Support made available to any user of the system Select has two methods of self-serve technical support available to all users - a comprehensive, online Help Center with articles and walk-through tutorials and imbedded in-application guides. Additionally, users can contact Select technical support via phone, email, and live chat. The Select support team is available from 8 a.m. to 6 p.m. CST with emergency support available 24/7/365. civicplus.com 25 TRAINING REQUIREMENTS During implementation, and when the City determines the new system is substantially operational, training must be provided for City staff. System Administrators must be trained in all aspects of the system. Training should teach System Administrators how to troubleshoot the software and provide answers to specific needs or questions. System Administrators should also attend all training sessions to gain a deeper understanding of how all users will interact with the system Select will provide all training needed such as system administrator and end-user training which is included in your implementation package. Each Select implementation is different, but generally, system administrator training sessions are up to 4 hours in duration, clerk user training sessions are up to 2 hours in duration, and agenda drafter and approver training sessions are 1 hour in duration. Once the system installation is complete, or when determined by City to be substantially operational, end-users must be trained. The training should involve a hands-on approach and teach them how to utilize the new system. Your Select Implementation Consultant will follow your project from inception through go-live, so your Implementation Consultant will also be your trainer. We typically recommend no more than 20 users per session. All training sessions will be recorded and will be provided to you afterwards for your future training needs. Detailed documentation of all software installations, including operations and configurations and procedures to the City. Documentation should also include administrative documentation or manuals for system administrators and end- user documentation or manuals for system end-users Diamond Bar users will have access to self-serve training resources via a comprehensive, online Help Center with articles and walk-through tutorials and imbedded in-application guides. The Help Center is updated as new features or enhancements are released. Additionally, each Select customer is also assigned a dedicated Customer Success Manager who will provide you with continued service to ensure your long-term success and growth. civicplus.com 26 Standard users will need basic knowledge of using an internet browser to navigate a website. Administrators can function with basic knowledge of using an internet browser but will need moderate to advanced knowledge of the Diamond Bar’s agenda process. We estimate the total project to take 25-35 hours of effort from the Diamond Bar’s team over the duration of your implementation. CITY’S RESPONSIBILITIES PER PHASE The City’s Role & Responsibilities PHASE 1: INITIATE • Complete Implementation Questionnaire • Provide Word Versions of Agendas, Item Reports, & Minutes • Attend Kickoff Call • Attend Consulting Engagement • Review & Approve Project Timeline & Key Dates PHASE 2: ANALYZE • Provide List of Your Users & Board/Council Members • Provide Feedback on Any Needed Changes PHASE 3: OPTIMIZE • Attend Template Review Meeting • Provide Any Additional Feedback & Changes • Provide Completed Import Template • Approve Templates & Site Configuration PHASE 4: EDUCATE • Attend Admin Training (complete practice items) • Attend User Training (complete practice items) • Attend Minutes Training PHASE 5: LAUNCH • Publish Your New Solution! • Confirm Confidence of Live Product • Complete Post-Launch Satisfaction Survey PROSPECT PROJECT STAFFING Each implementation is unique; however, we recommend representatives from the clerk’s office at a minimum. Additional staff that are sometimes included are administrative staff, departmental users responsible for departments, and any users that will need to be trained on the system. PROJECT START AFTER CONTRACT SIGNING An implementation consultant will be assigned within 2-3 weeks from contract signing. civicplus.com 27 Datasets for Data Migration HISTORICAL FILE IMPORT As part of your implementation project, we will import up to 7,500 PDF, MP4, or MP3 documents to your new system. You and your residents will still have access to this historical information with increased functionality. Historic meeting documents imported into Select will be optimized for character recognition to improve complete text search, and accessibility for screen reading assistive devices. • The customer must provide the files to us in a single folder in any of PDF, MP4, or MP3 formats. • The customer must provide the files in a specific naming convention as directed by their implementation consultant/project manager. • The customer must upload the files to an FTP server that will be provided to them by their implementation consultant/project manager. This process includes indexing your imported agendas for keyword searching and retrieval. However, links and metadata associated with an agenda may not be maintained. As we will only be able to migrate PDF versions of your agenda, agenda packet, and minutes files, only links that are embedded within the PDFs themselves will come over. Please reach out if you have any questions regarding our migration process. Potential Concerns CivicPlus utilizes a variety of issue and risk management techniques to keep your project moving smoothly. These include detailing the scope of work, project timeline, and customer deadlines at kickoff with your project manager to ensure that expectations and goals are clearly defined and met. The problem/key challenges experienced most frequently during the website redesign, development, and implementation process are timeline adjustments. Modifications to a project timeline can occur for a number of reasons including, but not limited to, a change in the scope of work or failure to return necessary paperwork to the project manager. These challenges are overcome by communication with the customer and revision of the project schedule, so that it is agreeable for both parties. 28civicplus.com 6.0 Implementation Plan civicplus.com 29 Implementation Project Timeline Twenty to Twenty-Four Weeks While every implementation is unique, the following timeline can provide you with information about the different implementation stages and what you can expect at each stage. PHASE 1: INITIATE • Project Kickoff communication including timeline, deliverables, and an implementation questionnaire to capture details for your configuration PHASE 2: ANALYZE • Template Review meeting to review and discuss needs for Proposed Agenda Template • Obtain internal approvals on Proposed Agenda Template and send in final approval PHASE 3: DESIGN & CONFIGURE • Configuration of the received templates • Configuration of Additional Boards (up to 7 Boards) PHASE 4: OPTIMIZE • Virtual consulting session(s) to review current processes and documents and discuss desired goals, best practices, and configuration options • Premium configuration is completed and handed off for review, testing, and feedback • Configuration adjustments made per submitted feedback PHASE 5: EDUCATE • Live, virtual training sessions are conducted within configured site PHASE 6: LAUNCH • Launch civicplus.com 30 Premium Implementation Plan Implementation & Support Experience Designed for You Agenda and Meeting Management Select has the experience and expertise to help administrations of any size transform the entire meeting management process. We know implementation can’t be a one size fits all solution and offer flexible packages designed to meet your desired outcomes. Our Premium Implementation Package is the perfect fit for automating manual or inefficient agenda and meeting processes. It is designed for organizations with less than 50 internal users and a desire for a guided implementation experience. A dedicated and knowledgeable Implementation consultant will manage your project from end-to- end—consulting and collaborating with your team, configuring the system to automate your process, and delivering live virtual training to your user groups. Key project staff will have online access to the timeline and all expected checkpoints and deliverables for a fully transparent implementation. Beyond implementation, your users will feel empowered by our in-application support tools, a full online help center, as well as phone, email, and live chat support with members of the dedicated, award-winning Technical Support team. CONSULTING Up to Two Hours of Virtual Consultation During this consulting session, your implementation consultant will be reviewing your submitted project questionnaire with your key project staff. The implementation consultant will review your custom template designs and discuss the configurations that will be made to ensure your workflows match your current agenda and meeting processes. DESIGN We will design up to seven custom templates to ensure consistency in system-generated meeting documents: Agendas, Item/Staff Report, Minutes, Agenda Script. CONFIGURATION Our team will configure your solution with Premium customization options to map existing processes to our Agenda and Meeting Management Select solution. Additional custom configurations can be made by administrative users at any time using Help Center resources. TRAINING Up to Four Hours of Virtual Training Your implementation consultant will guide user groups through live, virtual training sessions using your custom configured Agenda and Meeting Management Select solution. We recommend no more than 20 users per session. Individual sessions are either 30 or 60 minutes in duration. civicplus.com 31 Continuing Services Technical Support & Services With technology, unlimited support is crucial. Our live technical support engineers based in North America are ready to answer your staff members’ questions and ensure their confidence. AWARD-WINNING Over the past six years, CivicPlus Technical Support has been recognized by the globally respected Stevie® Awards for Sales and Customer Service. CivicPlus has been honored with three Gold Stevie® Awards, six Silver Stevie® Awards, and eight Bronze Stevie® Awards in the categories of Front-Line Customer Service Team of the Year – Technology Industries, Customer Service Training or Coaching Program of the Year – Technology Industries, Customer Service Department of the Year – Computer Software – Up to 1,000 Employees and 100 or More Employees, Most Valuable Response by a Customer Service Team (COVID-19), Best Customer Satisfaction Strategy, Remote Customer Service Innovation of the Year, and Achievement in Customer Experience. The Stevie Awards are the world’s top honors for customer service, contact center, business development, and sales professionals. CIVICPLUS HELP CENTER CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated Knowledge Management Team to ensure we are providing the information and resources you need to optimize your solution. In addition, the Help Center provides our release notes to keep your staff informed of upcoming enhancements and maintenance. CONTINUING PARTNERSHIP We won’t disappear after your solution is launched. Your dedicated enterprise account manager will partner with you by providing information on best practices and how to utilize the tools of your new system to most effectively engage your residents. Support at a Glance • Technical support engineers available 8 a.m. – 6 p.m. (CST) Monday – Friday (excluding holidays) • Accessible via phone and email • 4-hour response during normal hours • 24/7 emergency technical support for named points of contact • Dedicated enterprise account manager • Online self-service help with the CivicPlus Help Center (civicplus.help) Maintenance • Regular review of site logs, error messages, servers, router activity, and the internet in general • Full backups performed daily • Regularly scheduled upgrades including fixes and other enhancements • Operating system patches • Testing and development civicplus.com 32 Hosting & Security Redundant power sources and internet access ensure consistent and stable connections. We invest over 1.0M annually to ensure we adapt to the ever-changing security landscape while providing maximum availability. CivicPlus’ extensive, industry-leading process and procedures for protecting and hosting your site are unparalleled. CLOUD-HOSTING WITH AZURE The infrastructure is fully hosted within the Azure Cloud environment using their Infrastructure as a Service (IaaS) model. Using a mix of Azure Virtual Machines and Storage Accounts, all processing and data storage is done within this environment. All users need is a web browser to access and utilize the application. Your system is monitored 24/7/365 with a 99.9% guaranteed up-time (excluding maintenance). Additional details regarding our hosting and security services can be provided upon request. DISASTER RECOVERY Agenda and Meeting Management Select utilizes Azure’s Site Recovery Services and Geographically Redundant Storage Accounts (GRS) to provide disaster recovery between Azure regions. All data is written to a GRS account, which creates copies of that data in data centers across multiple Azure regions, so access to the data is always available. Site Recovery Services allows us to quickly spin up and failover to clones of our Azure Virtual Machines. 33civicplus.com 7.0 Cost Proposal civicplus.com 34 Investment Proposal CivicPlus can appreciate the monetary constraints facing our governments each day. To help ease these concerns and assist with budgeting and planning, our proposed project and pricing are valid for 60 days from August 2, 2024. Features & Functionality • Unlimited Users • Unlimited Storage • Agenda Management o Unlimited Boards o Unlimited Templates o System-Generated Staff Reports • Minutes Management o Record Minutes Including Motions, Votes, Speakers, and Discussion • Analytics Module Access o Create and Save Custom Individual Views and Organizational Views o Export Views as .XLS and .CSV Files • Google Drive, OneDrive, and Dropbox Integrations • Board Portal • Public Resident Portal • Live Meeting Manager Premium Implementation • Typical Project Timeline – 20 to 24 Weeks • Creation of up to 7 Boards • Creation of Custom - Developed Templates (2 Agenda Templates, 1 Item Report Template, 1 Minutes Template, 1 Agenda Script Template) • Up to 2 Hours Virtual Consulting • Up to 4 Hours Virtual Training • Historical File Import - Up to 7,500 Files Annual Recurring Services • Hosting & Security • Custom Identity Provider (IdP) Integration • Software Maintenance Including Service Patches & System Enhancements • 24/7 Technical Support • Dedicated Enterprise Account Manager Diamond Bar’s Investment Fees One-Time Fees $9,900.00 Software Licensing/Subscription $12,953.00 Parts & Equipment Not Applicable Hardware Shipping & Handling Not Applicable Total Investment - Year 1 (includes one-time fees and Year 1 annual services) $22,853.00 Total Year 2 $13,600.65 Total Year 3 $14,280.68 Total Year 4 $14,994.72 Total Year 5 $15,744.45 *Total Years 2-5 pricing includes 5% annual uplift, continuing services, and technical support civicplus.com 35 CivicPlus Project Pricing & Invoicing CivicPlus has endeavored to meet Diamond Bar’s needs and expectations for your new CivicPlus Agenda and Meeting Management Select solution based on the information provided. The investment proposal included is subject to change should additional functionality, custom development, or project enhancements, outside of the included scope, be added before contract signing. CivicPlus prices on a per-project, all-inclusive basis. This type of pricing structure eliminates surprise costs, the uncertainty of paying by the hour, and is overall more cost-effective for our customers. It provides you with a price based on the products and features listed in this proposal that only varies if additional functionality of work, outside of the original project scope, is requested. We understand local governments must look beyond just functionality and that multiple factors come into play when determining which vendor can meet not only your functional needs but also your budgetary requirements. CIVICPLUS OFFERS: Standard Invoicing • 100% of Initial Term invoiced upon signature date • First-year Annual Services is included with your total Initial Term cost • Subsequent annual invoicing occurs on the anniversary of the contract signing date, and is subject to a 5% technology fee uplift each year starting in Year 2 of your contract Customized Billing/Invoicing • Other billing options can be discussed before contract signing and, if feasible, a plan developed that works for all parties • Not available with all CivicPlus products—please contact your enterprise account manager for more details Sales Tax • Project pricing does not have CA State Sales Tax included based on project scope changing. Sales tax may be applicable on a portion or all of the costs, subject to change once the invoice is created and individual items are included, adjusted, custom developed, or removed during the proposal period. We will work with you before contract signing to determine which of our billing processes will meet both your needs for budget planning and our accounting processes. 36civicplus.com 8.0 Insurance civicplus.com 37 A successful project begins with a contract that meets the needs of both parties. We have implemented projects for over 10,000 customers and look forward to negotiating contract terms with the City of Diamond Bar as well. Whether your contract or ours, CivicPlus respectfully requests to negotiate terms and discuss insurance requirements with you before agreeing to comply with the contract terms provided in the RFP. Our state requires the filing of all certificates of insurance and has very specific regulatory guidelines on certificate language. CivicPlus will insure your project through Great Northern Insurance Company and Federal Insurance Company, both with an AM Best rating of “A ++ Superior.” Our coverage is as follows: • General Liability: $2 million each occurrence; $2 million general aggregate • Cyber Liability: $3 million each occurrence • Auto: $1 million combined single limit • Workers Compensation and Employers Liability: $1 million each accident (CivicPlus is an employer in the State of Kansas and abides by those employment laws) CivicPlus maintains a high level of insurance coverage as a company policy. While coverages will not be increased at this time, our umbrella liability policy of 5 million ($5,000,000) will adequately cover excess amounts over our Employers Liability, Business Auto, and General Liability to protect your interests and investment with us. CivicPlus will provide notice to our customers as soon as possible if a cancellation notification, for any reason, is received from our insurance company. CivicPlus can provide the majority of the services and functionality addressed in the City’s Standard Purchase and License Agreement (Part VI) of your Request for Proposal document. Our exceptions are listed below on Pages 45-46 of this document under Section XI Subsection C Insurance. As the development of your site is a collaborative effort, we intend to discuss in detail the full scope of work, service guarantees, contracts, and insurance requirements requested to ensure that we fully understand your needs and expectations in order to provide you with the best possible experience. Insurance Exceptions civicplus.com 38 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBRWVDADDLINSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED?(Mandatory in NH) DESCRIPTION OF OPERATIONS belowIf yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIREDAUTOS ONLY 5/21/2024 Alliant Insurance Services,Inc.32 Old Slip 29th FlNewYorkNY10005 Kaitlyn Murphy Kaitlyn.Murphy@alliant.com National Fire Insurance Compan 20478 INSIPAR-02 Continental Insurance Company 35289CivicPlus,LLC and its direct and indirectsubsidiaries302S.4th Street Suite 500ManhattanKS66502 Endurance American Specialty I 41718 1710863250 A X 1,000,000 X 1,000,000 15,000 1,000,000 2,000,000 X X 7092029663 5/17/2024 5/17/2025 2,000,000 A 1,000,000 X X X 7092022602 5/17/2024 5/17/2025 B X X 5,000,00070920301205/17/2024 5/17/2025 5,000,000 X 10,000 BB X709203258070920310565/17/20245/17/2024 5/17/20255/17/2025 1,000,000 1,000,000 1,000,000 C Cyber/Tech E&O PRO30018745602 5/17/2024 5/17/2025 Limit $5,000,000 WC -7092032580 -CAWC-7092031056 -AOS Named Insured Schedule:CivicPlus,LLCSeeClickFix,LLCMunicode,LLCArchiveSocial,LLCNextRequest,LLC Evidence of Coverages 39civicplus.com 9.0 Standard Purchase and License Agreement civicplus.com 40 Proposal as Non-Binding Document A successful project begins with a contract that meets the needs of both parties. This proposal (including all supporting, technical, or specification documents required for submittal with the current RFP) is intended as a non- binding document, and the contents hereof may be superseded by an agreement for services. Its purpose is to provide information on a proposed project we believe will meet your needs based on the information available. If awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and insurance requirements as provided in the RFP before a final agreement is reached. Subject to the terms of the final controlling agreement, CivicPlus requires its standard Master Services and Solutions and Service Terms to be incorporated and linked in the final agreement. For reference, the CivicPlus standard Master Services and Solutions and Service Terms can be found online at civicplus.help/hc/en-us/sections/. We look forward to developing a mutually beneficial contract with the City of Diamond Bar. Included below are our proposed edits to the Standard Purchase and License Agreement terms and conditions included with the RFP. Consider these as our reservations thereto and a starting point for negotiations of a final agreement with the City of Diamond Bar. PART VI CITY’S STANDARD SOFTWARE PURCHASE AND LICENSE AGREEMENT SECTION I Escrow Agreement Strike entire paragraph. Material Error means any malfunction of the software or reproducible program error, as identified by CITY or VENDOR that halts or materially reduces the productivity of one or more users of the Software. This may be indicated by incorrect results in data, reports, or export to 3rd party systems. SECTION II ENGAGEMENT OF SOFTWARE AND SERVICES OF THE VENDOR 1. Engagement of VENDOR. The CITY hereby engages the VENDOR, and the VENDOR promises and agrees to furnish to the CITY, subject to the terms and conditions set forth in this Agreement, all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional software services necessary for the Project (the “Services”). The Agreement shall consist of this Agreement, any exhibits attached hereto, Vendor’s standard Master Services Agreement and applicable Solution and Services Terms, located at https://www.civicplus. help/hc/en-us/sections/10985404533271-Legal-Terms-and-Conditions-for-Services (“Vendor’s Binding Terms”) the CITY’s Request for Proposal dated , 2024, and the VENDOR’S Proposal, all of which are incorporated herein by reference. Each of these documents is an essential part of this Agreement and should be interpreted, when possible, to be complimentary and consistent. In the event of a conflict among the documents, the order of priority/precedence shall be as follows: (a) This Agreement; (b) the exhibits attached hereto; (c) the CITY’s Request for Proposal Vendor’s Binding Terms; and (d) VENDOR’S Proposal. The VENDOR agrees to perform the Services in accordance with all applicable local, state and federal laws, rules and regulations in effect at the time the Services are provided. civicplus.com 41 3. Software License. VENDOR warrants that it holds all right(s) to license this Software. VENDOR grants to CITY, subject to the terms and conditions of this Agreement, a non-exclusive, irrevocable, non- transferable license (the license) to access and use the Software in Executable form, as furnished by VENDOR. No license is granted to CITY for the human readable code of the Software (source code). This license shall apply to all versions and copies of the Software furnished to CITY pursuant to this Agreement. The Software may be used by the CITY for any CITY the intended purpose of Agenda and Meeting Management. SECTION III VENDOR RESPONSIBILITY VENDOR represents that it will furnish to the CITY complete, fully operational and integrated Licensed Application Software and other necessary related installations and services as required by this Agreement. Such Licensed Application Software and necessary related installations and services shall be free from programming errors materially detrimental to the operation of the system. VENDOR agrees to be the primary VENDOR for all Licensed Application Software licensed from VENDOR. VENDOR will acquire, deliver, install and certify the proper operation and integration of the Application Software and necessary related services. This includes, but is not limited to: 1. Acting as single point of contact for Licensed Application Software Installation and Third-Party Software integration, Training and Software support issues, for all activities within the scope of this Agreement. VENDOR is also responsible for the product design for the custom applications, development, data conversion, implementation and quality assurance. 7. Strike entire paragraph. 8. Change numbering to 7. 9. 8. VENDOR shall be responsible for all out-of-pocket expenses, including but not limited to travel expense and office supplies. 10. Strike entire paragraph. 11. 9. VENDOR is responsible for providing Integration Software for the CITY, as listed in the SOW. 12. Strike entire paragraph. 13.10. VENDOR has represented to CITY that other certain key personnel will perform and coordinate the Services under this Agreement and acknowledges that the CITY’s award of this Agreement was in significant part based upon the qualifications of these key personnel. Should one or more key personnel become unavailable, VENDOR may substitute other personnel of at least equal competence upon prior written approval of CITY. Any personnel who fail or refuse to perform the Services in a manner acceptable to the CITY, or who are reasonably determined by the CITY to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the VENDOR at the request of the CITY. civicplus.com 42 SECTION V MODIFICATION OF SCOPE (Change Orders) If a Change Order request is made by CITY, VENDOR shall provide a written response to each change or modification requested and will provide a written quote within ten (10) working days following receipt by the VENDOR of the CITY’s request, including schedule impacts. If VENDOR makes a change order request, CITY shall within ten (10) working days provide a written response to each VENDOR change or modification requested, including whether CITY will accept, reject or propose a modification to VENDOR’S request. If CITY fails to provide a response with said period, the Change Order request shall be deemed denied. SECTION VI INSTALLATION A) INSTALLATION AND DELIVERY Strike entire paragraph and replace with: Delivery of the Licensed Application Software and test data shall be complete when all Licensed Application Software as listed in Attachment “X” is live for testing purposes. B) ACCEPTANCE TESTING Once the hardware and Application/Utility Software has been delivered, installed, and configured is live, and VENDOR has converted any CITY data and trained the designated CITY resources to operate the basic components of the Licensed Application Software, the Acceptance Testing Period can begin. During the Acceptance Testing Period, CITY will test all delivered software by executing any or all of the features as required by the Contract, Attachments, Proposals and change orders to ensure that all the Licensed Application Software is fully functional. VENDOR agrees to provide their standard testing scripts & test cases to assist CITY in the validation & testing of workflows and processes. During this time, which will be identified in the mutually agreed upon project schedule, VENDOR will provide regular access to a qualified technician via telephone. This technician will have full access rights to the CITY’s [name of solution] server via the CITY’S VPN from [name of VENDOR] to connect to the CITY to assist CITY in the testing of these applications. C) FUNCTIONAL PERFORMANCE Strike this entire section. E) TRAINING VENDOR shall provide all training directly to the various user-groups for the Application Software at CITY’s facilities. Additional training at CITY’s request will be available at VENDOR’S then current rates (for similar agencies and similar services). Trainers shall be experienced and knowledgeable in the specific VENDOR Application Software they are teaching and familiar with the procedures in similar VENDOR environments to the CITY. Furthermore, VENDOR shall provide a comprehensive course outline for each training session at least three weeks prior to the start of each session and will include the specific area that will be covered, who should attend, and expected outcomes. In addition, CITY may request modifications or enhancements to the specific course outlines up to two weeks prior to the start of a session pursuant to the related Business Process tasks associated with the Application Software using the Change Order process described in Section V of this agreement. VENDOR will make reasonable effort to accommodate such changes. VENDOR will provide necessary training materials civicplus.com 43 and have session outlines and agendas for all training sessions provided to CITY at least five days in advance of the scheduled sessions. CITY may request a replacement trainer if, in the opinion of CITY there is evidence that the trainer initially scheduled has been ineffective in conducting specific training sessions. If VENDOR has been notified that a particular training session was ineffective because of the qualifications or techniques of the trainer and uses the same trainer in a subsequent session, which also turns out to be ineffective, CITY will be entitled to withhold payment for the a subsequent session until a makeup session with a qualified trainer can be completed. F) COMPLIANCE WITH PROJECT SCHEDULE CITY and VENDOR recognize that time is of the essence under this Agreement and that compliance with the Project Schedule (Attachment “X”) is a material part of this Agreement. If either Party believes the other Party’s deficient performance under this Agreement is causing a delay in Project Schedule, the Parties Project Managers shall meet as soon as practical and attempt to resolve the deficient performance. If the Project Managers are unable to resolve, the performance deficiencies shall be set forth in a written notice from the performing Party to the deficient performing Party, identifying the schedule issues with specificity. The Party receiving such notice shall respond thereto within 10 working days, including any proposed recovery schedule in Microsoft Project schedule format. If the Party’s response does not resolve the schedule dispute, the issue shall be referred to the City Manager and VENDOR CEO SENIOR VP for review and consultation. If the City Manager/CEO SNR VP consultation does not produce resolution the Parties would then proceed to the mediation dispute resolution provision as provided in Section XIII (C), of this Agreement. Notwithstanding the foregoing, Vendor will not be liable or responsible for any delay in the time or completion of the Services due to the action or inaction of the City. SECTION VII SOFTWARE MAINTENANCE A) SCOPE OF SOFTWARE MAINTENANCE SERVICES VENDOR shall support, maintain, and upgrade CITY’s Licensed Application Software, so that it will operate in conformity with the terms of this Agreement, and will at the option of the CITY be kept at the then most current version of the software, for as long as the Annual Software Maintenance agreement is in effect. VENDOR shall use commercially reasonable efforts to correct Material Errors or malfunctions after notification by CITY. in the event the VENDOR is unable to correct a material error due to differences in the environmental variables of the CITY or VENDOR, the VENDOR may provide software to capture events and issues within in the context of those environmental variables, however use or non- use of such a solution does not relieve the VENDOR of their obligation to use commercially reasonable efforts to correct Material Errors. VENDOR shall supply technical bulletins, updated user guides and other Licensed Materials as they are released by VENDOR, and supply CITY with Updates to the Licensed Application Software within one week of general release. VENDOR shall render support and services during the Hours (7:30AM to 5:30PM PST/PDT, Monday through Friday, excluding federal holidays and the day following Thanksgiving) for the following: 1. - 5. Strike entire sections and all subsections 6. 1. Maintenance Modifications - When any non-critical errors in the Licensed Application Software are civicplus.com 44 identified by CITY or other licensed user of VENDOR’S Licensed Application Software, VENDOR will make commercially reasonable modifications or revisions to the Licensed Application Software or Licensed Documentation that correct these errors and distribute thoroughly tested patches, updates, or new versions of the Licensed Application Software along with detailed instructions as to how to apply the modifications to the installed version of the Licensed Application Software. 7. Change numbering to 2. B) ON-GOING SUPPORT FOR LICENSED APPLICATION SOFTWARE VENDOR shall provide continuing on-going support services necessary to repair Application Software systematic program bugs or identified logic and operational problems in line with its standard sprint and release process. and shall use best efforts to keep the Licensed Application Software compatible with then-current supported versions of all (third party operating systems, database engines, and utilities) software implemented in this project. VENDOR shall maintain, and provide to CITY upon request, a listing of all supported versions of all third- party applications, and future technology road- maps, including but not necessarily limited to operating systems, database engines and utilities, related to the Licensed Application Software. C) SYSTEM SUPPORT SERVICES Strike entire section. D) APPLICATION SUPPORT FOR THIRD PARTY INTEGRATION Strike entire section. E) ACCESS TO PROGRAM SOURCE CODE Strike entire section. F) SUSPENSION OR TERMINATION OF ANNUAL SOFTWARE MAINTENANCE (ASM) AGREEMENT Strike entire section. SECTION VII Strike entire section. SECTION X WARRANTY OF PERFORMANCE E) TERMINATION 1. VENDOR Either Party (the “Terminating Party”) shall have the right to terminate this Agreement for any material breach of CITY’s the other Party’s (the “Defaulting Party”) obligations under this Agreement. As a prerequisite to termination, the Terminating Party VENDOR shall provide the Defaulting Party CITY a 30-day written notice to the City Project Manager, which notice shall be specific as to the Defaulting Party’s CITY’s alleged material breach(s) and what steps are required to be taken by the Defaulting Party’s CITY to cure the material breach. If CITY the Defaulting Party cures said material breach within 30 days of CITY’s the Defaulting Party’s receipt of such notice, the Terminating Party VENDOR’s may not terminate this Agreement for the alleged material breach which has been cured. If the Terminating Party VENDOR determines the material breach(s) set forth in the notice are not cured within 30 days of CITY’s the Defaulting Party’s receipt of the notice, the Terminating Party VENDOR shall provide the Defaulting Party CITY with a final written notice providing the Defaulting Party CITY an additional 10 civicplus.com 45 days to cure. If not cured within 10 days of the Defaulting Party’s CITY’s receipt of the final notice, the Terminating Party VENDOR may terminate the Agreement, subject to the dispute resolution provision of this Agreement. In the event VENDOR brings suit for breach of this Agreement, its sole remedy shall be recovery of all charges due and payable for work performed to the date of termination. VENDOR Neither Party shall not be entitled to recover lost profits, consequential damages, punitive damages, or other special damages. Not later than the 10th day following the giving of the final notice by VENDOR, VENDOR shall assemble the completed work product to date and work in progress, and put same in order for proper filing and closing, and deliver said product to CITY. 2. Strike entire paragraph and replace with: CITY shall have the right to terminate this Agreement with or without cause upon thirty sixty days written notice. Due to the electronic nature of the Services, in no event, other than material breach of this Agreement by Vendor, shall a refund be granted, in whole or in part, for any reason or no reason whatsoever, including but not limited to City’s cancellation of the Services prior the end of the Term, City’s failure to utilize the Services, or Vendor’s failure to meet any service level agreement set forth herein, unless such failure is intentional or malicious. 3. Strike entire paragraph. F) SUCCESSOR VENDOR COOPERATION & ASSISTANCE Upon termination of this Agreement, or notification of termination of this Agreement, should the CITY desire to thereafter obtain the services or similar services provided for under this Agreement or services added to the system subsequent to this Agreement from another service agency or computer system, or to provide such in-house capabilities, VENDOR agrees to cooperate and provide the necessary support and assistance at the sole cost and expense of the City in developing a VENDOR migration plan, acceptable to the CITY. VENDOR agrees to use its best commercially reasonable efforts to cooperate with and assist any successor VENDOR or agency in the event that the CITY, at the termination of this Agreement, selects another VENDOR to provide the services covered by this Agreement or to purchase other in-house equipment. SECTION XI LIABILITY, INDEMNIFICATION AND DEFAULT A) LIABILITY, INDEMNIFICATION VENDOR shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers (“Indemnitees”) from and against all third party liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with: 2. Strike entire paragraph and replace with: Any and all claims arising solely out of VENDOR’s grossly negligent actions or omissions during the performance of work hereunder. C) INSURANCE 3. Strike entire paragraph. 4. Change numbering to 3. civicplus.com 46 5. Change numbering to 4. 6. Change numbering to 5. 7. Change numbering to 6. 8. Strike entire paragraph. 9. Strike entire paragraph. SECTION XII GENERAL PROVISIONS E) ENTIRE AGREEMENT This Agreement, including the Vendor Binding Terms referenced and incorporated herein, constitutes the entire understanding of the parties with respect to the matter contained herein. There are no promises, covenants or undertakings other than those expressly set forth herein. PART VII CITY’S STANDARD SAAS TERMS AND CONDITIONS 2. Data Ownership: The City will own all right, title and interest in its data that is related to the services provided by this agreement. The service provider shall not access City user accounts or City data, except (1) in the course of data center operations, (2) in response to service or technical issues or security incident, whether suspected or occurred, (3) as required by the express terms of this contract, or (4) at the City’s written request. 3. Data Protection: c. It is the responsibility of the City to purchase appropriate software modules and manage its data solicitation to ensure aAll personal data shall be encrypted at rest and in transit with controlled access. Unless otherwise stipulated, the service provider is responsible for encryption of the personal data. Any stipulation of responsibilities will identify specific roles and responsibilities and shall be included in the service level agreement (SLA), or otherwise made a part of this agreement. d. Unless otherwise stipulated, If the appropriate software modules are purchased by the City, the service provider shall encrypt all non- public data at rest and in transit. The City shall identify data it deems as non-public data to the service provider. The level of protection and encryption for all non- public data shall be identified and made a part of this agreement. 6. Breach Responsibilities: c. Unless otherwise stipulated, if a data breach is a direct result of the service provider’s breach of its contract obligation to encrypt personal data or otherwise prevent its release, as evidenced by the scope of services purchased by the City, the service provider shall bear the costs associated with (1) the investigation and resolution of the data breach; (2) notifications to individuals, regulators or others required by state law; (3) a credit monitoring service required by state (or federal) law; (4) a website or a toll-free number and call center for affected individuals required by state law – all not to exceed the average per record per person cost calculated for data breaches in the United States in the most recent Cost of Data Breach Study: Global Analysis published by the Ponemon Institute at the time of the data breach; and (5) complete all corrective actions as reasonably determined by service provider based on root cause; all [(1) through (5)] subject to this agreement’s limitation of liability. civicplus.com 47 8. Termination and Suspension of Service: a. In the event of a termination of the agreement, the service provider shall implement an orderly return of City data in a CSV or another mutually agreeable format at a time agreed to by the parties and the subsequent secure disposal of City data . b. a. During any period of service suspension, etc... c. b. In the event of termination of any services or agreement in entirety, etc... d. c. The City shall be entitled to any post-termination assistance , etc... e. d. The service provider shall securely dispose of all requested data in all of its forms, etc... 10. Strike entire paragraph. 11. Change numbering to 10. 12. Change numbering to 11. 13. Change numbering to 12. 14. Change numbering to 13. 15. Change numbering to 14. 16. Change numbering to 15. 17. Change numbering to 16. 18. Strike entire paragraph. 19. Strike entire paragraph. 20. Change numbering to 17. 21. Change numbering to 18. 22. Strike entire paragraph. 23. Change numbering to 19. 24. Change numbering to 20. 25. Strike entire paragraph. 48civicplus.com 10.0 Required Document and Appendices civicplus.com 49 Item Role Based Security and Admin Control Features Version Vendor Response Vendor Comments 1 Role-based access control with permissions based on user roles. FP Select user permissions are extremely robust and configurable. Permissions in Select are called Security Profiles and can be applied across a group of users or can be specific to individual users. Permissions are layered with meetings access rights, meaning a user can have a higher level of authority in one meeting type and a standard permission set in another. This is useful for administrators of smaller boards and commissions, for example, where they would need administrator-level permissions to create and modify agendas for that meeting type, but for the main governing body would be classified as standard users who only have permissions to submit agenda items. 2 Creation of unlimited users and system administrators to access the system.FP Diamond Bar can have an unlimited number of users and administrative users in the system. 3 Access limited to a department-or division-level (e.g., a staff member in Public Works can only view agenda items related to Public Works until the agenda is finalized). NA Within Select, you can access viewing rights based off meeting type. For example, a staff member in Public Works only has access to a specific meeting type they are assigned to and is not able to see items on any other agenda related to other meeting types they do not have access to. 4 Specified users able to create agendas, while others only be able to submit agenda items. FP Select user permissions are extremely robust and configurable. Permissions in Select are called Security Profiles and can be applied across a group of users or can be specific to individual users. Permissions are layered with meetings access rights, meaning a user can have a higher level of authority in one meeting type and a standard permission set in another. This is useful for administrators of smaller boards and commissions, for example, where they would need administrator-level permissions to create and modify agendas for that meeting type, but for the main governing body would be classified as standard users who only have permissions to submit agenda items. 5 Allow only system administrators to add/update/delete users. FP A user with specified Site Settings would be able to make changes to any user and their permission settings. These users can add new users, mark old users inactive, modify individual permission settings, modify global security profiles, etc. APPENDIX A - Agenda Management and Live Streaming Software Functional Requirements Appendix A civicplus.com 50 Item Agenda Template Features Version Vendor Response Vendor Comments 6 Create, edit, and manage agendas for various meeting types (e.g., City Council, Commissions, Committees, etc.). FP Select's implementation includes the full configuration of the system including separate templates for both agendas and a separate template for staff reports. In your Select package you will receive 2 agenda templates, 1 item report template, and 1 minutes template. These templates can be replicated across multiple meeting types. Any user with appropriate permissions can edit templates on their and create new templates if desired. 7 Customizable agenda templates for legislative bodies (e.g., City Council, Commissions, Committees, etc.) and different meeting types (e.g., regular, special, study session, closed session, joint meeting, etc.) without vendor support.FP Any user with appropriate permissions can edit templates on their own and create new templates if desired. 8 Define unique and standard agenda templates for each meeting type to ensure consistent formatting and structure, but can still be updated as needed. FP Select's implementation includes the full configuration of the system, including the development of 2 agenda templates, 1 item report template, and 1 minutes template. These templates can be replicated across multiple meeting types and can be changed/updated as needed by any user with the correct user permissions to do so. 9 Allow users to clone an item from a previous agenda to a new agenda. FP Select allows items to be copied from one agenda to another using our copy feature. At the time the copy is requested, the user can specify what information relative to the item is copied. The copy can be edited/modified if necessary. 10 Confirms that all agenda items are ‘Approved’ before compiling the agenda. FP There are several ways within Select to see the status of agenda items. The progress tracker tracks the completion percentage of the approval process. This is viewable in the agenda outline and MyClerk dashboard views. Authorized users can click on the progress tracker to view more information on who has approved it, when, and who remains to approve it. Additionally, a report can be viewed in Analytics showing this information. 11 Notify the agenda administrator of which items need to be reviewed/approved before compiling agenda. FP There are several ways within Select to see the status of agenda items. The progress tracker tracks the completion percentage of the approval process. This is viewable in the agenda outline and MyClerk dashboard views. Authorized users can click on the progress tracker to view more information on who has approved it, when, and who remains to approve it. Additionally, a report can be viewed in Analytics showing this information. 12 Assign item numbers to agenda items based on placement.FP Each agenda item can be given a number on the agenda template based on placement. civicplus.com 51 13 Categorize agenda items by topic, department, or priority. FP To assist with the organization and delineation of responsibilities related to agenda content, every item can be assigned an Item Category. This category can be purely informational, simply describing the type of items, or used to trigger functionality, such as automatic approval routing. Item Agenda Item Template Features Version Vendor Response Vendor Comments 14 Create, edit, and manage agenda items for various meeting types (e.g., City Council, Commissions, Committees, etc.).FP Select can support an unlimited number of meeting bodies. 15 Allow users to submit agenda items for review and inclusion.FP Select allows for item creators to select the meeting agenda / date they want their item presented and submit that item to go through the dedicated approval workflow. 16 Real-time editing, commenting, and collaborative note- taking among users with version control. FP Select is designed to allow multiple users to collaborate on agenda items using tools like comment tracking, versioning, and task assignment. As changes are made to an item via the item fields (that feed into the staff report), revisions are tracked within the system. At any time, revisions can be reviewed by other approvers or the creator. Users with appropriate permissions can also revert a field to a prior version and lock the field to prevent further changes. Within the item timeline, users can see the full history of activity on the item and add comments using the in- application messaging feature. The messages can either be sent to individuals or to a preset "team" collaborating on the item. Within the item timeline, there is also the ability to add tasks for the item and include due dates for task completion. 17 Advanced search functionality with filters for quick retrieval of documents and past agenda items. FP Select performs an optical character recognition (OCR) process on all files uploaded into the system and indexes the results for full text search functionality. Internal search offers keyword and tag searching capabilities including searching agendas, attachments and minutes. Results can be filtered by time frame, meeting body, file type, and more. The public portal also offers keyword search and filtering options and will be conducted over any published documents (agendas, packets, minutes) published to the public portal. 18 Customizable agenda item templates for legislative bodies (e.g., City Council, Commissions, Committees, etc.) and unique agenda item templates for different meeting types (e.g., regular, special, study session, closed session, joint meeting, etc.) without vendor support. FP Select's implementation includes the full configuration of the system including separate templates for both agendas and a separate template for staff reports. In your Select package you will receive 2 agenda templates, 1 item report template, and 1 minutes template. These templates can be replicated across multiple meeting types. Any user with appropriate permissions can edit templates on their and create new templates if desired. civicplus.com 52 19 Separate sections within agenda item reports with the ability to include prepopulated text into specified sections to ensure format consistency and standardized report writing. FP Select will configure your system to include up to 10 customizable text fields that feed into your item report. Staff will be asked to enter their data into each field and can use features like text snippet functionality to standardize wording, an embedded table builder to organize data within a field and can see all of the versions that exist for each field. Any revisions or changes made during the workflow and approval process will automatically be incorporated. The item report will then be automatically generated into the item report template to be included in the agenda packet. 20 Capture initials of staff listed on the 'From:' line of an agenda item report. CO There is currently no way to apply initials automatically on the "from" line of an agenda item report. However, we could utilize the image library, so staff initials can be uploaded in advance, and then selected quickly in the text editor. This would allow the initials that they chose to go on the "from" line. This image library is available to all staff members, and they would need to choose their correct initial image when selecting. 21 Capture signature of staff who prepared, reviewed, and approved a report, and include the signatures at the bottom of the agenda item report. CO At this time, Select allows for signature images to be included in item reports. This allows the approver to select whether they want to include the signature or not at the time the approval is made. If Diamond Bar would also like the signature of the individual who prepared the item to also be included, we could include them in that approval workflow as the first person in line as the "creator". This would cause them to submit the item for approval, mark it as "approved" on their behalf before sending it to the next person in line. When they marked "approve" to send it forward, that could include their signature on the agenda item report. 22 Automatically update the applicable sections on the agenda when it is changed in the agenda item report. FP When an update is made to a text field (e.g. title/recommendation) that is included on the item report those changes will automatically update the locations where that information is on the agenda. 23 Word processing and editing capabilities that provide functionality without affecting agenda item report template and format (e.g., uploading and/or building tables, graphs, photos, copying and pasting from other documents/software, such as word processors and spreadsheets, changing fonts, highlighting text, etc.).FP Select utilizes in-application text fields as our drafting editor. All of the in-application text fields within Select contain a WYSIWYG editor with formatting and editing options. Documents produced by Select are created in PDF and Word format, so they can be exported and edited in Word if necessary. 24 Ability to print the report as a PDF for reviewing the agenda item report as it will appear on the agenda.FP Select will allow you to preview and print the item report in a PDF format. civicplus.com 53 25 Upload different types of supplemental attachments to agenda item reports (e.g., TIFF, JPEG, Mpeg, GIF, Doc, PDF, PNG, PPT, XLS, etc.) with unlimited file size, OCR documents to allow the search of text within documents, and version control. FP Select allows for an unlimited number of attachments. Select supports a variety of common file formats including Microsoft Office files, PDF, image files, and more. Proprietary files such as ArcGIS or CAD files should be converted to a PDF or other common file format before uploading. If uploading in a PDF file, each individual PDF attachment can be up to 300 MB. If uploading anything other than a PDF attachment, each individual can be up to 25 MB. 26 Classify specific supplemental attachments as 'Confidential' within system and not include them in final agenda. FP Select allows for confidential, or "internal only", attachments. When uploading an attachment, users simply select the confidentiality level. Then when the packets are generated a user will select which attachments should be included in said packet, so you can easily create a confidential and non- confidential packet. 27 Automatically convert supplemental attachments to PDF for printing and distribution.FP Select will automatically create a single cohesive packet with numbered agenda items and PDF bookmarks navigating to items and their attachments. 28 Reorder attachments within respective agenda item report via a drag and drop option.FP Select allows users to edit the order of the attachments via drag and drop. 29 Clone previously approved agenda item reports to use for future agendas. FP Select allows items to be copied from one agenda to another using our copy feature. At the time copy is requested, the user can specify what information relative to the item is copied. The copy can be edited/modified as well if necessary. 30 Assign unique identification number to agenda item reports. FP Each agenda item is assigned a unique Item Number. Item Workflow System Features Version Vendor Response Vendor Comments 31 Create custom review and approval workflows based on departments, user role, and agenda item report template. FP Select's approval workflows are flexible and can incorporate a variety of criteria. The approvals can route to specified department approvers or designated individual approvers and can vary by meeting type, department it is coming from and/or the type of item being created. 32 Redirect workflow to another user when user is out of the office or would like another user to review an agenda item report.FP Select allows users to set backup approvers who can approve items on an all-time basis or for specified times. 33 Add or remove users in the workflow, regardless of the workflow status.FP Workflows may be modified at any time by an authorized user. 34 Create ad-hoc workflows regardless of agenda item report type. FP Select's approval workflows are flexible and can incorporate a variety of criteria. The approvals can route to specified department approvers or designated individual approvers and can vary by meeting type, department its coming from, and/or the type of item being created. These preset workflows may be modified at any time by an Administrator or user with permission to modify workflows either on the global level or on a one-time basis. civicplus.com 54 35 Modify, approve, and monitor progress and history of agenda item reports in real time. FP Within Select, as changes are made to an item via the item field (that feed into the item report), revisions are tracked within the system. At any time, revisions can be reviewed by approvers or the creator. Revisions will show added text in green and removed text as crossed out in red. Users with appropriate permissions can also revert a field to a prior version and lock the field to prevent further changes. Within the item timeline, users can see the full history of activity. There are several ways within Select to see the status of agenda items. Item status can easily be seen via the progress tracker, which tracks the completion percentage of the approval process. This is viewable in the outline and MyClerk dashboard views. Authorized users can click on the progress tracker to view more information on who has approved it, when and who remains to approve it. Additionally, a report can be viewed in Analytics showing this information. 36 Edit system workflows configurations without vendor support.FP Authorized users can edit the workflow to add new approvers in, delete approvers out, or reorder them. 37 Ability for system administrators to see the status of agenda items moving through the workflow and be able to extract a report regarding the status of agenda items to provide to the City Manager. FP There are several ways within Select to see the status of agenda items. Item status can easily be seen via the progress tracker, which tracks the completion percentage of the approval process. This is viewable in the agenda outline and MyClerk dashboard views. Additionally, a report can be viewed in Analytics showing this information. 38 Ability for system administrators to bypass workflows completely to finalize agenda items.FP An administrator will have the ability to generate and publish an agenda packet with bypass as needed. 39 Reject agenda items and redirect to a specific user within the workflow for further review without restarting the workflow.FP Select's workflows allow for items to be approved, denied, returned to the item creator, or returned to a previous approver without restarting the workflow to the beginning. 40 Make comments on user's review before user approves the agenda item report and forwarding to the next user in the workflow for review.FP There is an option to use the in-application messaging to send an email notification to specified users about the item. 41 Keep a log of changes and identify user edits (version control) to the agenda item report. FP As changes are made to an item via the item fields (that feed into the staff report), revisions are tracked within the system. At any time, revisions can be reviewed by other approvers or the creator. Users with appropriate permissions can also revert a field to a prior version and lock the field to prevent further changes. Within the item timeline, users can see the full history of activity on the item and add comments using the in- application messaging feature. The messages can either be sent to individuals or to a preset "team" collaborating on the item. Within the item timeline, there is also the ability to add tasks for the item and include due dates for task completion. civicplus.com 55 Item Email Notification Features Version Version Version 42 Send email notifications with customizable messages, related to agendas and agenda item reports. FP Users are able to add comments using the in-application messaging feature. The messages can either be sent to individuals or to a preset "team" collaborating on the item. Any user tagged in a message can receive an email notification for the message. Additionally, there are email notifications that are sent to approvers when an item is ready for their approval. In addition, you can also notify the approver "on deck" letting them know they are up next, as well as an agenda item past due notification. Furthermore, if an item is returned back to the item creator or a previous approver for edit/correction, those individuals will receive a notification. 43 Send email notifications for agenda item reports that need review or have been rejected for further review. FP Email notifications are sent to approvers when an item in the queue is ready for their approval. In addition, you can also notify the approver "on deck" letting them know they are up next as well as an agenda item past due approval notification. Furthermore, if an item is returned back to the item creator or a previous approver for edit/correction, those individuals will receive a notification/message. 44 Send email reminders when an agenda item report is in the queue of a user for more than two (2) business days.FP An email notification can be sent to an approver if an item is sitting in their queue for a customizable time setting. Item Agenda and Document Item Search Features Version Version Version 45 Search capabilities to allow users to search for any item within the system. FP Select performs an optical character recognition (OCR) process on all files uploaded into the system and indexes the results for full text search functionality. Internal search offers keyword and tag searching capabilities including searching agendas, attachments and minutes. Results can be filtered by time frame, meeting body, file type, and more. The public portal also offers keyword search and filtering options and will be conducted over any published documents (agendas, packets, minutes) published to the public portal. 46 Draft items owned by certain departments does not show up in the search for view by other departments or users.NA Other departments will be able to view the item if they have access to the specific meeting type that that item is on. 47 Finalized items and/or respective department draft items displayed when searched by respective department users.FP Any user that has access to the specific meeting type that item is on will be able to view and search that item. 48 All finalized and department draft items displayed when searched by system administrators.FP Any user that has access to the specific meeting type that item is on will be able to view and search that item. civicplus.com 56 Item Agenda Packet Compilation Features Version Version Version 49 Ability for system administrators or agenda administrators to compile and publish agenda packets quickly. FP Select will automatically merge all items on the agenda into a final agenda packet; this will include all reports and attachments. The solution also allows users with the appropriate permissions to publish the agenda, packet, and minutes files to the public portal. Users can also publish agenda, packets, and minutes files to the designated board portal for elected and appointed officials. Select also allows users with the appropriate permissions to email meeting materials directly from the backend of Select. 50 Create a consolidated agenda packet in a PDF format with no file size limit and with PDF bookmarks to navigate each agenda item and its corresponding attachments.FP Select will automatically create a single cohesive packet with numbered agenda items and PDF bookmarks navigating to items and their attachments. 51 Agenda packet has the same look and feel as the PDF file when printed for distribution.FP Select will automatically create a single cohesive PDF packet that is printable with the same look and feel. 52 Generate an online version of the agenda on the public- facing portal that provides links to each agenda item and corresponding agenda item attachments.FP When published to the public portal, residents can see an HTML view of the agenda with clickable links to jump directly where any agenda item/attachment is located. 53 Add page numbers to the agenda packet, with the page number shown consistently in the combined PDF agenda packet and linked-document version of the agenda packet.FP Select will create a PDF packet that will automatically add page numbers and bookmarks. Also, when published out to the public portal there will be an HTML version of the agenda that links out each agenda item attachment. 54 Review a draft version of the agenda and rearrange items within the agenda via a drag and drop option before final publishing, and automatically update pages numbers, layout, etc. in alignment with any changes to agenda packet before publishing.FP When an administrator (or any user with appropriate permissions) rearranges items, the numbering on the agenda will automatically be updated to reflect the move. 55 Ability for republishing of agenda without having to redo previous edits if there are additional changes to the agenda after publishing.FP Select allows a clerk or agenda administrator to generate as many agenda versions as necessary. The clerk or agenda administrator have control over what is published or displayed to the public and when. Item Enforcing Deadlines Features Version Vendor Response Vendor Comments 56 Ability for system administrators to add a cutoff date/time to lock an agenda to prohibit users from adding new agenda item reports.FP Select allows agenda administrators to set, for each meeting, a cutoff date and time. Once the cutoff time has passed, only users with the permission to add agenda items after the cutoff can add additional items to the agenda. 57 Ability for system administrators to override cutoff date/time and push agenda items through. FP Administrators of the system have the ability to override cutoff date/time to allow items to be put on the agenda. civicplus.com 57 Item Public-Facing Repository Features Version Vendor Response Vendor Comments 58 Provides a public-facing repository with similar look and feel to the City's website that maintains all agendas, minutes, public comments, staff reports, supplemental videos, etc. to ensure compliance with the California Brown Act. FP Select allows users with the appropriate permissions to publish agenda, packet, and minutes files to the public portal. Once published, citizens can elect to download PDF versions of the documents or view an interactive HTML version of the agenda with a side-by-side view of the meeting video, video bookmarks (if any), meeting materials as individual links to the documents, and motion and vote detail (if desired). Select offers a Public Comment feature on the public portal that allows citizens to submit an online form containing their public comment to a single pre-specified internal email address. Once enabled, the public comment form is visible on all meeting types. The email that your internal user will receive will specify which meeting the comment is being submitted for along with the text of the comment. You can opt to require a name, or the user can submit anonymously. Administrators with access to Site Settings can easily enable or disable the feature. 59 Ability for full-text search of all items, within public-facing repository with the ability to narrow down by date range and/or meeting groups.FP The public portal offers keyword search and filtering options and will be conducted over any published documents (agendas, packets, minutes) published to the public portal. 60 Ability to list each City Council, Commission, Committee, etc. and its respective members and their current elected and/or appointed term, with the ability to add a picture/headshot for each member within public-facing repository. FP Our Board Application solution, powered by CivicPlus Process Automation solution, gives you the ability to create pages for your specific boards to include the related information mentioned. Once these pages are created, they can be embedded onto any page of your website. This has been included as an optional enhancement in this RFP, if wishing to add on, additional costs will apply. 61 Capability for the public to easily subscribe to receive agenda notification emails, including the link to the agenda.FP Select has email subscription options available for the public to receive notification emails when something has been published to view. The email notifications are customizable. 62 Ability for system administrators to download reports detailing the number of subscribers or any other analytics information. FP At this current time, the only 'report' that can be pulled is an export of subscribers. That page will show you the total number of subscribers, each individual subscriber info, and how many lists they are on. Clicking into each individual subscription list will tell you how many subscribers there are for that specific list. The notification dashboard will show the total number of emails sent, with a graph over time. We are marking this as fully provided. However, we would need more information regarding specific requirements that pertain to you before full agreement. 63 Embedded Google translate widget on public-facing repository to allow the public to translate agenda and agenda items to different languages.NA Select does not have an embedded Google translate widget at this time due to Google's decision to deprecate the widget. civicplus.com 58 Item Live and On Demand Video and Audio Streaming Version Vendor Response Vendor Comments 64 Capability to live stream meetings to the public via the software interface and/or public-facing repository.FP Select's CivicPlus Media service provides live streaming and video-on-demand capability. 65 Record meetings for later playback and archiving under respective meeting date for on-demand viewing with navigation controls at any time via the software interface and/or the public-facing repository. FP Select's CivicPlus Media service provides live streaming and video-on-demand capability. We do offer integrated video bookmarking. The bookmarks can be created live during the meeting or can be added manually after. The bookmarks are able to be per item, making it easy for your constituents to jump to the specific item they are looking for. You are able to use the video progress bar at the bottom of the video player to jump ahead in the meeting or move backwards, additionally a rewind 10 seconds button is available. 66 Stream meetings live and publish videos in multiple media types for viewing on various device type and software (e.g., Windows, Apple, tablets, mobile devices, etc.)FP Select's public portal media player allows videos to be viewed from any device. 67 Stream to multiple platforms simultaneously (e.g., YouTube, Facebook, City's website, etc.).FP CivicPlus Media can work with YouTube, Facebook, and Diamond Bar's website. If desired to send elsewhere, that will need to be done on the Diamond Bar's end. 68 Download videos from software to post on YouTube.FP Once the livestream is completed, all videos will be available to download. 69 Unlimited storage for playback videos within software and/or public-facing repository.FP Select's video streaming module, CivicPlus Media, provides unlimited storage. 70 Adjustable video quality settings to accommodate different internet speeds and device capabilities.Estimated 2025 NA Transcoding is currently on the CivicPlus roadmap and will be an upcoming feature that is planned to release early 2025 pending final development and testing. 71 Provide closed captioning and Americans with Disabilities Act requirements for live streams to ensure accessibility. FP Select offers three closed captioning service offerings- live closed captioning via machine, on-demand closed captioning via machine, and on-demand closed captioning via machine with human verification. The process for the on- demand captions is once your meeting has completed, Select can automatically route the video file for captioning, or a user can manually request captioning. Once the captioning process is complete, the caption file is automatically uploaded into Select, no further intervention is required from your users. These services are priced on a per-minute basis. Select also accepts closed captioning files manually uploaded as .SRT or WebVTT formats. If captions are uploaded, there are no per-minute charges that apply. 72 Ability to add live annotations or highlights during the stream for emphasis.NA CivicPlus Media does not currently have these features. civicplus.com 59 73 Synchronize live streams with agenda items, allowing viewers to follow along with the meeting agenda. FP CivicPlus Media offers integrated video bookmarking. The bookmarks can be created live during the meeting or can be added manually after the meeting. The bookmarks are able to be per item making it easy for your constituents to jump to the specific item they are looking for when viewing the OnDemand video. 74 Analytics on viewership, engagement, and feedback from live streams. NA Within Selects Analytics module, total view for media views is a data field to choose to include in a report but that would include all views, including internal. At this time, engagement and feedback reports from livestreams is not available. 75 Redundancy measures to ensure continuous streaming in case of technical issues. TP CivicPlus requires a hardware or software encoder that is capable of generating an authenticated Real-Time Messaging Protocol "RTMP" stream for video services. If you use multiple video sources, the encoder needs to support this functionality, or a video scaler will also need to be used in the hardware chain. We also recommend that the encoder be capable of creating a local recording of the video as a backup in case there are network interruptions. CivicPlus team members will provide customers with the configuration settings necessary for their encoder, as well as Internet Protocol (IP) and port information for their firewall. We will test to ensure an accurate setup has been completed and verify stream quality. However, we cannot troubleshoot error messages displayed by the encoder or video equipment. Those errors should be reported to your Information Technology department, local Audio-Visual (AV) provider, or hardware manufacturer. For anything outside of equipment technological issues, you can contact the Select Technical Support team via phone, chat, or email during regular support hours. 24/7 emergency support is available 24/7/365. 76 Access control to restrict or allow specific viewers based on predefined criteria.NA We are not able to restrict specific viewers. 77 Automated notifications to subscribers or stakeholders when a live stream is about to start.NA There are currently no automated notifications sent to subscriber/stakeholders when a live stream is about to start. 78 Intuitive interface for managing live streams, including starting, stopping, and monitoring stream health. FP CivicPlus Media is able to be controlled on the back end of Select where you can start, stop, and pause livestreams. Additionally, users are able to preview the meeting to see what is being streamed out live. 79 Bandwidth available for streaming to scale to a minimum of 100 concurrent connections with 200MB download speeds for meetings. FP This is fully provided in our solution. 80 Seamless integration with social media platforms for wider dissemination of live streams.FP CivicPlus Media integrates with YouTube and Facebook for social media platforms. Facebook periodically needs re- authentication, which our support team can assist with. civicplus.com 60 81 Interactive timelines/"jump to points link" in recorded videos to jump to specific agenda items or speakers. FP CivicPlus Media offers integrated video bookmarking. The bookmarks can be created live during the meeting or can be added manually after the meeting. The bookmarks are able to be per item making it easy for your constituents to jump to the specific item they are looking for. 82 Detailed analytics to understand engagement levels and viewer demographics. NA Within Selects Analytics module, total view for media views is a data field to choose from to include in a report but that would include all views, including internal. We do not provide a view for demographics at this time. 83 Scalability to support a large number of concurrent viewers with load balancing features to ensure smooth streaming.FP This is fully provided in our solution. Item Miscellaneous Features Version Version Version 84 Ensure compliance with WCAG and other accessibility standards. FP Select strives to assist Diamond Bar with meeting accessibility requirements in several ways. First, during the implementation and training period, your Select implementation consultant will review your existing documentation, including your agenda and minutes templates and make recommendations for more compliant output where possible. Second, CivicPlus offers accessibility training that could be added on to your project. During this training, staff will be taught best practices for creating compliant content using accessibility tools in programs like Microsoft Word and Adobe. Third, Select's public portal was built to be accessible and offers plain text versions of the posted documents. Finally, Select's CivicPlus Media integrated video service offers closed captioning options for both live meetings and on-demand videos. Ultimately, staff members are free to upload or create documents that may not be fully accessible, so no solution is ever going to be able to guarantee complete ADA compliance. 85 Mobile-friendly interface or dedicated apps for accessing and managing agendas on the go, and personal note taking. FP Select Agenda and Meeting Management solution recommends that users access the system for administrative functions via a web browser on a desktop or laptop computer for best performance. Elected and appointed officials (and staff members on an as-needed basis) have access to a specific board portal, which will allow them full-text search and document annotation/note-taking capability. Annotated packets can be downloaded and saved offline. This specific board portal is mobile responsive and can be accessed from a tablet or other mobile device. Select Agenda and Meeting Management solution’s public portal is also mobile responsive and can be viewed from mobile devices. civicplus.com 61 86 Integration with Laserfiche. FP Select has a direct integration with Laserfiche that allows customers to automatically send documents (agenda, packet, and/or minutes) into Laserfiche when they are published to Select's public portal. These documents would be sent over in PDF format and would stay OCR'd after delivery. This integration requires customers to use Laserfiche's cloud hosting. The integration does not work with the on-prem hosting version of Laserfiche. 87 Integration with GoToWebinar to allow meeting attendees to observe the meeting from home.NA CivicPlus Media does not have an integration with GoToWebinar. 88 Tools for gathering public feedback on agenda items through surveys, comment sections, or forums. NA Select offers a Public Comment feature that allows citizens to submit an online form containing their public comment to a single pre-specified internal email address. Once enabled, the public comment form is visible on all meeting types. The email that your internal user will receive will specify which meeting the comment is being submitted for along with the text of the comment. You can opt to require a name, or the user can submit anonymously. Administrators with access to Site Settings can easily enable or disable the feature. 89 Detailed logs of all user activities and changes for accountability and auditing. FP Select maintains audit trails visible to all users within the system that cannot be overridden or modified at all from within the software. Select also maintains certain audit information at the database level which can be provided upon request. We believe we can accommodate this request. However, we will need more information regarding specific requirements that pertain to you before full agreement. 90 Customizable reports and dashboards with key performance indicators (KPIs) and data insights. FP Select's Analytics module provides full ad hoc reporting capability for data in the solution. Users can choose a series of prebuilt reports or customize and save reports at the individual or organization level. Data fields can be added or removed from reports, and filters can be applied to each data field within the report. All reports can be exported as .csv or .xlsx files. Common reports are voting history, items by department, workflow reports, etc. While the solution does offer reporting capabilities, we will need more information regarding specific requirements that pertain to you before full agreement. civicplus.com 62 91 Comprehensive training resources, user guides, and customer support. FP Select will provide end-user training. Your Select Implementation Consultant will follow your project from inception through go-live, so your Implementation Consultant will also be your trainer. We typically recommend no more than 20 users per session. All virtual sessions will be recorded, and you will be provided with those recordings for future training needs. Additionally, all Select clients have access to self-serve training resources via a comprehensive, online Help Center with articles and walk-through tutorials and imbedded in-application guides. Furthermore, you will have your Enterprise Account Manager who will provide you with continued service to ensure your long-term success and growth. Lastly, users can contact Select technical support via phone, email, and live chat. The Select support team is available from 8 a.m. to 6 p.m. CST with emergency support available 24/7/365. 92 Compliance with legal and regulatory requirements for document archiving and retrieval. FP The solution does offer unlimited storage for your meeting materials and is made available for download if needed. Select does not currently offer any retention schedules. Data deletion is done by end users and is controlled by permission settings. We believe that we can accommodate most legal and regulatory requirements for document archiving and retrieval. However, we will need more information regarding specific requirements that pertain to you before full agreement. 93 Scalable architecture to accommodate growing data volumes. FP This is fully provided in our solution. 94 Analytics on agenda items added by user groups and/or departments, and number of agenda item types (e.g., consent calender, city council consideration, public hearing, etc.)FP Select's Analytics module gives the ability for users to pull reports on agenda items, who created the item, what department it's coming from, and the item category. All reports built in Analytics can export to CSV or XLSX file. 95 System includes standard reports used to track and manage key data. FP Select's Analytics module provides full ad hoc reporting capability. Users can choose to use a series of prebuilt reports or can customize and save reports at the individual or organization level. Data fields can be added or removed to reports and filters can be applied to each data field within the report. All reports can be exported as .csv or .xlsx files. Additional information on what kind of reports and key data is trying to be obtained is needed before being able to provide a complete answer. 96 System includes reporting tool to generate custom reports, if needed. FP Select's Analytics module provides full ad hoc reporting capability. Users can choose to use a series of prebuilt reports or can customize and save reports at the individual or organization level. Data fields can be added or removed to reports and filters can be applied to each data field within the report. All reports can be exported as .csv or .xlsx files. civicplus.com 63 97 Detailed system documentation is included to guide users through the workflow processes.FP All Select clients have access to self-serve training resources via a comprehensive, online Help Center with articles and walk-through tutorials and imbedded in-application guides. 98 Minimum download speeds of 200 mb/s for agenda packets, reports and corresponding attachments.FP All files, including video, are stored in a client specific container inside an Azure Blob Storage Account. Azure blob allows up to 60 MB/s, which translates to 480 mb/s. Item Meeting Minutes Features Version Vendor Response Vendor Comments 99 Collect actions, motions, and votes during City Council, Commissions, Committee meetings and create meeting minutes. FP Select will automatically migrate all your agenda content to the Minutes module. Within the Minutes module, you are able to utilize pre-formatted text snippets to save time formatting recommendations/recommended motions. In regard to minutes, Councilmembers would be able to take their own votes remotely if they are using the board portal with our electronic voting capabilities. This would be triggered whenever the person running the meeting/recording the minutes hits "start vote", automatically a vote box would appear in the board portal allowing councilmembers to submit their votes. As soon as they save their votes the minutes taker would see the results. If not utilizing electronic voting, the minutes taker can manually record the vote results. After motions/votes are captured, the minutes taker can use the preformatted snippets to insert the names, vote results, and other information into the text field. 100 Record motions and logs mover and seconder of agenda items.FP In Select's integrated Minutes Module, the clerk or minutes taker will have the ability to take and record motions, who made the motion, and who made the second on items. 101 Record votes on consent calendar and individual agenda items. FP In Select's integrated Minutes Module, the clerk or minutes taker will have the ability to take and record votes on individual items. Votes are also able to be applied to a section like consent. You also have the ability to copy motion/vote details to multiple items if desired. 102 Create default meeting minute templates with default text for minutes, motions, and voting for 'Action-Only' meeting minutes.FP Select will automatically migrate all your agenda content to the Minutes module. Within the Minutes module, you are able to utilize pre-formatted text snippets to save time formatting your minutes with things like motion and vote results. 103 Create a staff attendee list for each meeting type, with the ability to track name and title of staff attending in person or telephonically. FP Select's integrated minutes functionality brings over agenda content automatically and allows for the reuse of data elements, such as a board member, within the system to speed up the minutes-taking process. Other examples of common data are the meeting date, name of an item, or even real-time data like the roll call from the meeting or a vote count, can be configured into a "minutes snippet" and dropped into the minutes. If wanting to track if that person is attending in person or telephonically, that will need to be manually updated. 104 Approval workflows for agenda minutes.FP A user can download minutes from the solution and upload as attachments to the next meeting date to be approved. civicplus.com 64 APPENDIX B – SUB-CONSULTANTS Each Proposer must complete this form for all proposed subcontractors. If no subcontractors are proposed, this form does not have to be completed, but Proposer must attach an Appendix B page indicating that no subcontractors will be used. Because all services required for a successful project are performed in-house, no aspect of the development or implementation of your CivicPlus project will be outsourced or subcontracted. Appendix B civicplus.com 65 APPENDIX C – COMPANY PROFILE QUESTIONNAIRE Each vendor shall complete the “Appendix C - Company Profile Questionnaire” template. If multiple firms or sub-contractors are being proposed, please complete a questionnaire for each firm / sub-contractor company as well. Question Answer Organization name and corporate location. Role in proposed project (solution provider, system integrator, subcontractor, etc.) What is your organization’s primary business? Please list all the major products / solutions provided by your company. Is your organization a subsidiary to a larger parent company? If so, whom? and for how long? If your response to the above question is yes, then how long has your parent company been providing similar software solutions? How long does your parent company plans to support the software being proposed and if your parent company guarantees the supporting and maintaining of the proposed software solution? Length of time your organization (not parent) has been in business providing this software solution? Organization Ownership / Legal Form (For Corporation – State of Incorporation) Office locations U.S. CivicPlus,LLC,a Kansas limited liability company 302 S.4th Street,Suite 500,Manhattan,KS 66502 Solution provider and Primary contractor. CivicPlus’focus has been,and will always be,to help local governments work better.CivicPlus works to empower the public sector to accomplish impactful initiatives using innovative solutions. Municipal Websites,Recreation Management,Mass Notification,SeeClickFix 311 CRM, Community Development,Process Automation and Digital Services,Municode Codification, Agenda and Meeting Management,and Social Media Archiving CP Patti,LLC,a Delaware limited liability company,is our holding/parent company since 2019. CP Patti has never provided software solutions,they are a holding company. CivicPlus is the owner of the proprietary intellectual property. CivicPlus was originally incorporated as ICON Enterprises, Inc.,a Kansas corporation (d/b/a CivicPlus),in June of 1998.In January 2019,CivicPlus was legally converted to CivicPlus,LLC,a Kansas limited liability company. CP Patti,LLC is the majority owner of CivicPlus,LLC. 302 S.4th Street,Suite 500,Manhattan,KS 66502 Appendix C civicplus.com 66 Number of installations for proposed version U.S. Worldwide 824 N/A