HomeMy WebLinkAboutDiamond Bar PROVOX ProposalPage 1 of 55
PROVOX Systems, Inc.
8951 Synergy Drive, Ste. 223
McKinney, Texas 75070
(PH) 972-547-0504
(FX) 972-215-7656
www.provox-systems.com
sales@provox-systems.com
Tax-ID: 22-3964006
Go Green!
With our Paperless Agenda Management System
REQUEST FOR PROPOSAL
Agenda Management and Live Streaming System
4/29/2024
Prepared for: City of Diamond Bar
Alex Batres, Management Analyst
Prepared by: PROVOX Systems, Inc.
MarkusVogt, President
__________________________________
Markus Vogt, President
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Transmittal Letter
July 23, 2024
Submitter:
City of Diamond Bar PROVOX Systems, Inc.
Alex Batres Markus Vogt, President
Management Analyst 8951 Synergy Drive, Ste. 223
21810 Copley Drive McKinney, Texas 75070
Diamond Bad, CA 91765 (972) 547-0504 / (972) 215-7656 FAX
Dear Mr. Batres,
Dear Evaluation Team,
PROVOX Systems is pleased to provide the enclosed proposal for the installation and implementation of our
well-established and fully featured Paperless Agenda and Meeting Management Suite for the City of Diamond
Bar in response to the RFP for “Agenda Management and Live Streaming System”.
PROVOX has a long history (since 1991) of modern and paperless Agenda and Meeting Management applications
and has successfully installed the system in more than 950 locations worldwide.
PROVOX has experience with the replacement and data conversion of existing solutions and can provide the City
with a deep knowledge and an experience project team. PROVOX has replaced other applications (e.g., SIRE,
Granicus, NovusAgenda, IQM2, etc.) in the past several years in many projects in the USA and Canada.
PROVOX has lately replaced Granicus/NovusAgenda for instance in a project with the City of Garden Grove, CA
and IQM2 with Minneapolis Parks and Recreation Board.
PROVOX has developed the proposed solution fully in-house and has not outsourced any development or
support. PROVOX is the manufacturer and owner of the application for more than 30 years and was the first
company in 1991 which has presented a complete and comprehensive Agenda and Meeng Management in
the Government Market. The City will get a comprehensive and Out-of-the-Box Agenda and Meeting Manage-
ment, based on the latest Microsoft.NET Technology (4.X) and not an old Microsoft.NET 2.0 or other applica-
tion.
PROVOX offers a fully managed server/VM, which will combine the best advantages from a fully hosted (no
extra work for the IT Department) and an On-Site (24/7/365 full access to application, data and documents,
even if an Internet connection is not available, best performance, highest security and flexibility) installation.
As a long time, Microsoft Gold Certified Partner (since 1995) and member of several different Microsoft Projects
(e.g., CSP – Citizen Service Platform and “OurMunicipality”) we can show our clients the benefits of our partner-
ship with new innovations and standards in this market. High customer satisfaction and integration in future
developments is one of our primary goals.
With Agenda.NET™, the City of Diamond Bar will be equipped with the most customizable, flexible, and easy-to-
use Agenda and Meeting Management Suite worldwide. Based on and certified for Microsoft.NET, Agenda.NET™
is secure, easy to install and maintain, and individually customizable.
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The City of Diamond Bar will not only get an Agenda and Meeting Management, it will also get a fully featured
and innovative Agenda and Meeting Management Suite. This will give the City the ability to integrate our Audio-
and Video-Streaming, Electronic Voting, Mobile Devices (e.g., Apple iPad, iPhones, Android, Microsoft Surface,
Amazon Kindle, etc.), Document Management, and GIS in an Out-of-the-Box solution.
The City can use the proposed solution for the Board of Supervisors and other committees, commissions, and
boards, without an additional license fee.
With the experience gained over numerous similar projects and the knowledge in this market gathered over 30
years, we will manage and finish this great project to the complete satisfaction of the City of Diamond Bar in a
very short timeframe (the estimated project time is about six (6) weeks) This time frame will include installation,
configuration, project meetings, trainings, and several practice phases for the end users.
PROVOX will provide the City with on-site trainings and not with only web-based trainings as many other ven-
dors. This will guarantee better training results and a faster implementation. Users will be trained by using the
environment, data, templates, processes, and workflows from the City of Diamond Bar.
Based on our understanding of our customers' requirements and desired functionality, and the City Clerk expe-
rience we have, we included features and components to satisfy those needs. The features include the ability to
completely manage the entire legislative workflow process, manage the customers committees, boards, com-
missions, people and rooms, prepare and route agenda items in an electronic and flexible workflow, create
agendas and minutes via mouse click, manage the approval process electronically, and make legislative and
other important information available via the database-based Internet Information Portal. In a password pro-
tected area, authorized users will get additional information and can communicate with other members and
Staff.
PROVOX Systems, Inc. provides services out of its US Headquarter in McKinney, Texas. Markus Vogt will be the
Project Manager for this project. If there are any questions concerning this proposal, please feel free to contact
me at (972) 547-0504.
PROVOX will help the City of Diamond Bar to be one of the most innovative Municipalities in the USA and will
support them to grow with the application in the future.
Thank you for this opportunity to provide you with this proposal and I look forward to this successful project and
a long-time partnership with the City of Diamond Bar. PROVOX will accept the conditions of the RFP. The pro-
posal remains valid for 180 days.
Best regards,
Markus Vogt
President
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Table of Contents
Transmittal Letter .................................................................................................................................................... 2
Executive Summary ................................................................................................................................................. 6
PROVOX Highlights ................................................................................................................................................ 10
Company Background ........................................................................................................................................... 11
Partnerships and Alliances ................................................................................................................................ 12
Reference Form ..................................................................................................................................................... 14
Proposers Qualifications ....................................................................................................................................... 15
Proposed Staff Qualifications ................................................................................................................................ 17
Availability of Key Personnel ............................................................................................................................. 18
Scope of Work ....................................................................................................................................................... 19
Guiding Principles .............................................................................................................................................. 19
Functional Requirements .................................................................................................................................. 20
Data Migration .................................................................................................................................................. 20
Technical Requirements .................................................................................................................................... 20
Support Requirements ...................................................................................................................................... 21
Trainings Requirements .................................................................................................................................... 22
Implementation Plan ............................................................................................................................................. 23
Training.................................................................................................................................................................. 26
Project Schedule .................................................................................................................................................... 27
Services.............................................................................................................................................................. 27
Key Deliverables ................................................................................................................................................ 28
Hardware and Software Environment .......................................................................................................... 29
Service and Operational Support .......................................................................................................................... 30
Maintenance and Support Program ...................................................................................................................... 32
Service Levels .................................................................................................................................................... 32
Price Proposal ........................................................................................................................................................ 34
Proposed Solution ................................................................................................................................................. 36
General Description .......................................................................................................................................... 36
Audio- and Video-Streaming (Optional) ............................................................................................................ 45
Documentation ..................................................................................................................................................... 52
License Structure ................................................................................................................................................... 52
Meeting Live Streaming and Video Storage Solution or Interfaces ...................................................................... 53
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Value Added and Related Services ........................................................................................................................ 53
Emerging Technologies ......................................................................................................................................... 54
Requested Forms .................................................................................................................................................. 55
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Executive Summary
Contact: PROVOX Systems, Inc.
8951 Synergy Drive, Ste. 223
McKinney, Texas 75070
Point of Contact: Markus Vogt, President
972-547-0504
sales@provox-systems.com
The City of Diamond Bar is searching for a fully-developed, innovative, future-safe, and flexible Agenda and
Meeting Management Solution to replace the current (NovusAgenda) solution.
The new solution should offer a more user-friendly GUI, transparent workflows, and an intuitive Internet In-
formation Portal.
PROVOX is the developer of the proposed Agenda and Meeting Management Suite for more than 30 years and
has never been sold or outsourced any development. PROVOX has been continuously developed and updated the
proposed solution and will provide one (1) or two (2) updates per year. PROVOX will also provide the City with an
outstanding First-Level hotline, remote, and online support. One key factor for the outstanding support and easy
implementation is, that all (more than 950 customers) are using the same application. Customer specific
development is not required. This will minimize the implementation timeline, eliminate the implementation risk,
and will guarantee a quick and professional implementation and on-going technical and application support.
PROVOX offers a comprehensive Agenda and Meeting Management Suite, which is not only managing an
unlimited number of meeting bodies and members (incl. their memberships); it will also streamline the current
process to create and submit agenda items, agendas, minutes, and provide the City with an innovative and
flexible meeting management. This can include Audio- and Video-Streaming, Electronic Voting, Minutes creation,
and an Internet Information Portal as well.
The City of Diamond Bar has found the most flexible, fully featured market leader in Agenda and Meeting Man-
agement worldwide. The application is designed for all size of municipalities and will allow the City to manage
unlimited meeting bodies, users, meetings, and other content. The City can integrate all internal and external
meeting bodies, without any additional license fees. Unlimited users are also included in the proposed Municipal
License.
The City of Diamond Bar will receive an Out-of-the-Box and comprehensive Agenda and Meeting Management
Suite, which is designed to meet the City’s requirements, current needs and future wishes. The application has
been continuously in development since 1991 and has more than 950 customers worldwide. PROVOX is develop-
ing the proposed solution from the first day in-house and with its own and fully employed development team.
PROVOX has never been sold or restructured. This will guarantee the best customer support and future innovative
development for decades to come. The application is the most innovative, flexible, customizable, secure, and
easy-to-use application for Legislative Management and Agenda and Meeting Management on the market.
PROVOX has experience with the implementation of Agenda and Meeting Management solutions for similar and
much larger municipalities and will guarantee a fast implementation, seamless data and document conversion,
and professional on-site trainings for the City’s staff.
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PROVOX is offering the proposed solution on a fully-managed server, which will combine the best advantages
from hosted solutions (e.g., no effort from the IT Department) and on-site installations (e.g., 24/7/365 full access
to data and documents (even if a network connection is not available), best speed, individual updates, and more).
Large documents, attachments, and complete agenda packages (some of our customers have packages with over
4,000 pages) can be easily and quickly created and stored, because the City will not have any limitations based
on the transfer volume and the Internet speed in an on-site installation. Updates of information will be immedi-
ately possible, without any down- and uploads.
Agenda.NET™ is the most innovative and intuitive Agenda and Meeting Management worldwide and part of
Microsoft’s Citizen Service Platform.
All modules, functions, and features are in one application and not in different independent modules. Infor-
mation from agenda items and agendas are for instance available in the Agenda.NET™ Minutes Maker with-
out any export and import (like in many other Agenda Management Solutions).
The City will have the ability to use the application for all meeting bodies without any additional license fees. The
Departments will have the ability to add their agenda items directly into the application or submit them via the
Web Form for Agenda Item Creation, which is included in this proposal.
The City Clerk’s or City Manager’s Office will have the ability to create a public (without confidential information)
and a private agenda package and publish the information with a simple mouse click in the Internet Information
Portal.
Citizens and meeting body members will have the ability to download the packages with simple mouse clicks on
any mobile device (e.g., Apple iPad, iPhone, Android, Microsoft Surface, Windows 8 Tablet, and Amazon Kindle).
They can add notes or other annotations into their personal packages. These packages can be used at any time,
even if an Internet or network connection is not available.
The Board of Supervisors Members and other authorized users will have access to the private agenda packages
and other confidential information via a username and password protected private work area in the Internet
Information Portal. They will also see changes since their last visit in their personal Welcome Page.
Internet users can also create a personal package with only selected items, if they are not interested in all items
on the agenda.
Agenda.NET™ will create the agenda packages automatically on the server and in a PDF ISO-19005 format, which
is designed for long-term storage and usable for Americans with Disabilities as well.
All documents and data will be stored within the application (in the Microsoft SQL Server database). This will
eliminate numerous different versions of agenda items or other relevant information somewhere in the City’s
network or on local devices.
Authorized users will have the current information available at any time and accessible with simple mouse clicks.
They can see the status, workflow process, and all other relevant information at any time.
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Agenda.NET™ will help integrate existing templates and processes and streamline the whole process; from
agenda item submission to meeting minutes creation and web publishing. It will offer the City of Diamond Bar’s
Board Members a powerful and secure workspace and its citizens a transparent and easy-to-use Internet Infor-
mation Portal.
Agenda.NET™ has a complete integration of the existing Microsoft Office Suite, so users will find a familiar envi-
ronment and will have the ability to use all Microsoft Word functions and features (e.g., spell checker, track
changes, tables, fonts, etc.).
PROVOX will integrate the existing data and documents from the current environment into Agenda.NET™ and
guarantees a fast and secure implementation. Existing processes and workflows can be integrated, automated,
and streamlined. Agenda.NET™ will not only replace the existing solutions, it will offer the end-user a more user-
friendly, flexible, and intuitive working environment. It will also offer the Board of Supervisors Members, Board
and Committee Members, and the public a better and easier information portal.
Agenda.NET™ is an Out-of-the-Box application, which is easy to install, maintain, and is customizable (without
any development knowledge needed by the client). This will guarantee a fast Return on Investment and secure
the investment of the City of Diamond Bar for the next decades.
Agenda.NET™ has an open web service for Audio- and Video-Streaming and Document Management Solutions
or can be bundled with our own flexible solutions.
The application will send notifications via text messages
and e-mail (GroupWise, Outlook, Google Mail, or other
SMTP mail solutions).
Agenda.NET™ is developed in Microsoft.NET (C#) and
certified by Microsoft and VeriSign as a secure and flex-
ible solution. It is also part of the CSP-Project (Citizen
Service Platform) and “Our Municipalities”, both Mi-
crosoft projects.
PROVOX supports the Microsoft SQL Server databases (2008 - 2019). It is certified for the latest Microsoft Tech-
nologies and Operation Systems.
PROVOX can offer a bundle of Microsoft SQL Server and Agenda.NET™ as
well.
The flexible structure makes it easy to customize the application to meet
every customer’s expectation and fulfill their wishes.
PROVOX Systems is the market leader in modern Agenda and Meeting Man-
agement applications worldwide and has developed this kind of product for
over 30 years very successfully.
Agenda.NET™ contains: Powerful meeting management, a flexible workflow facility for reviewing and approving
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workflows, a database-based Internet and Intranet module, an automated update service for the Internet infor-
mation, a hands-free audio- and video-streaming, automated packet creation, and many more helpful features.
The PROVOX Agenda and Meeting Management Suite include:
• Municipal Data (City of Diamond Bar Contact Information, People, Organizations (Board of Supervisors,
Boards, Committees, Commissions, and Agencies), Rooms,
• Agenda Items and Agenda Management
• Minutes Maker
• Agenda/Report Creation Web Form
• Electronic Voting
• Audio- and Video-Streaming
• Notes Taker
• Database based Internet & Intranet Module
• Mobile Computing and Paperless Agenda Management via Apple iPad, iPhone, Android, Microsoft Sur-
face, Amazon Kindle, Windows Mobile, etc.
• Flexible and Electronic Workflows for reviewing, signature, approval, follow-up, and action workflows
• Localization Tool (easy customization of the Agenda.NET™ Layout)
• PV-Migration and Replication (automatic data upload into the Internet Module)
• Web services and standard interfaces for Document Management Solutions, Electronic Voting, Audio-
and Video-Streaming, Accounting Software, GIS, Microsoft Office, etc.
• Accounting Module
• Electronic Forum
• And more…
We license the product as a “Municipality License” with unlimited users. The license model enables you to expand
our software to other departments and users without additional cost.
With the development based on the Microsoft.NET Technology, the City of Diamond Bar has found the most
innovative and future-ready product.
It is well established in more than 950 Cities, Counties, Universities, and Organizations, ranging in size from 1 to
1,600 users.
Based on collaborative work with a City Clerk, an application was created that is designed specifically as a modern
Agenda and Meeting Management system in a modern and transparent Municipality.
Agenda.NET™ is usually integrated into an existing environment in less than four (4) hours. The City of Diamond
Bar will see the first results within a few hours after installation.
The current Agenda Process can be adapted in Agenda.NET™ in just a few hours. Processes will be controlled and
routed via the electronic workflow management and will guarantee a transparent and fast reviewing process.
Agendas, Meetings, Agenda Packages, and Meeting Minutes can be created within a few minutes.
Authorized users can publish selected information with a simple mouse click in the Internet/Intranet module.
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PROVOX Highlights
• 1st Agenda and Meeting Management Suite presented in 1991
• 1st Company that has developed Agenda and Meeting Management under Mi-
crosoft.NET (2000)
• 1st Internet Information Portal in 1994
• 1st Integration of an Item Tracker
• 1st Microsoft certified .NET application for Agenda and Meeting Management
• Microsoft Gold Certified and Development Partner
• In-house development of Agenda.NET for more than 30 years
• Never been sold or outsourced
• Specialist on Agenda and Meeting Management
• 26 full time employees for Agenda and Meeting Management
• US company (founded in the State of Delaware)
• 1st Out-of-the-Box Internet Information Portal
• 1st AODA compliant Internet Information Portal (since 2004)
• First-Level remote and hotline support (the City will reach an application expert
and NOT a Call Center with each call)
• 1 or 2 updates per year guaranteed
• Worldwide Market Leader in Agenda and Meeting Management with over 950
installations and the experience from more than 30 years
• Complete Integration of Microsoft Office (2007 – 2019 and 365)
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Company Background
PROVOX Systems, Inc. Markus Vogt, President
8951 Synergy Drive, Ste. 223 (972) 547-0504
McKinney, Texas 75070 (972) 215-7656 FAX
www.provox-systems.com
markus@provox-systems.com
PROVOX Systems, Inc. is a privately-owned McKinney, Texas based manufacturer and solution provider with
over 30 years of experience in Agenda and Meeting Management solutions for municipalities, organizations,
education and health.
City Clerks originally designed Agenda.NET™, with input from the public sector staff, to specifically address your
needs and requirements. Over the years, the application continued to add new features, evolve, and further
improve to always meet the needs of cities and counties and to address the information demands of the public
and an ever-changing technological environment.
PROVOX has been a Microsoft Certified Partner since 1995 and Gold Certified Partner since 2004. We have
signed a contract with Microsoft, to develop our software under the latest Microsoft Technology (Mi-
crosoft.NET). Agenda.NET™ has been certified for Microsoft.NET since 2001.
PROVOX Systems, Inc. is a US based company with Headquarters in McKinney, Texas. PROVOX has 22 employees
and the primary business focus is the development, implementation, training and support from the Agenda and
Meeting Management Suite Agenda.NET™ and the individual software development based on Microsoft.NET as
a Microsoft Gold Certified Partner.
PROVOX has customers in the range from 1 client up to 1,600 users (worldwide largest installation of an Agenda
Management application).
As a Microsoft Gold Certified Partner since 2000, PROVOX must prove each year a high customer satisfaction,
successful implemented projects and certified application. Agenda.NET™ is certified for Microsoft.NET, Windows
7 - 1, Microsoft Office 2010 – 2019 and 365, Microsoft SQL Server 2008 - 2019, and Windows Server 2008 – 2019
as well.
PROVOX Systems, Inc. has implemented Agenda.NET™ in several state and local government projects in the US
within a short time frame.
PROVOX is the manufacturer and owner of the source code from Agenda.NET™ and has developed this kind of
application for 30+ years.
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Partnerships and Alliances
PROVOX Systems has formed strategic partnerships with the following companies and organizations. Leverag-
ing our relationships with these leading resources will ensure that the end result of the project is very success-
ful.
• Microsoft
As a Microsoft Gold Certified Partner we are contractually committed to our customers using our prod-
ucts in conjunction with existing Microsoft products for optimal support. Furthermore, we are working
with them on technical development of various projects (for example the CSP project (Citizen Service
Platform) and the European “UnsereVerwaltung” project).
• DELL Computers
PROVOX is a certified DELL Partner and has integrated Agenda.NET™ in the ASAP Program. Municipali-
ties in up to 34 States can purchase Agenda.NET™ without a RFP/Bid process.
• SHI
SHI is one of the largest Microsoft VAR worldwide and Reseller of Agenda.NET. Municipalities in all
States of the USA can purchase the Agenda.NET™ application without an RFP or Bid process, depend-
ing on the existing State Contracts.
• Laserfiche
Laserfiche is a PROVOX Strategic Partner for the integration of their Document Management System
• M-Files
M-Files are one of the market leaders in innovative Document Management System. PROVOX is pre-
mium Partner and has implemented the solution in several Municipalities.
• Docubase Systems Inc.
Docubase is an international partner for Document Management Solution. The Us Headquarter is in
Tampa, Florida.
• TR Network Consulting
TR Network is our Florida partner for implementations and maintenance.
• IBT Corp.
IBT specializes in support for various Microsoft products and Agenda.NET™ for the US market.
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• IBM, Intel, Infoma, Disserto, PC-Ware, Healy Hudson, ekom21 and Fritz &Macziol
These great companies are all in the “UnsereVerwaltung” Project in Europe. PROVOX presented this
project on the WPC 2008 in Houston (Microsoft World Partner Conference) and it has been recognized
as one of the projects in the Best Network Projects for Microsoft Worldwide.
• Earth Channel, Georgia
Earth Channel is one of the leading providers of Audio- and Video-Streaming in the USA.
• Concero Tech, LLC – Dallas, Texas
Concero Tech is sales and marketing partner for the US.
• United Solutions, US
United Solutions is our hosting partner for Software as a Service and Cloud installations.
• Fleetwood, Inc.
Fleetwood is one of the newest PROVOX partners. They are one of the market leaders in Electronic
Voting and will provide this functionality in Agenda.NET.
• E-Computech, Caribbean
E-Computech is a successful Microsoft Gold Certified Partner in the Microsoft CSP Project and will sell
Agenda.NET™ for Latin America, the Caribbean, and South America.
• Infoges, Mexico
Infoges is one of our certified sales and support partner for Mexico and Latin America.
• LatUSA, Arizona
LatUSA is our strategic partner for the south part of the USA and Latin America.
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Reference Form
PROVOX has been continuously developed and updated the proposed solution for 30+ years and with the ex-
perience of several similar and larger projects.
All customers using the same application – customer specific development will not be required.
Name: Davidson County, NC
Contact: Debbie Harris, Clerk to the Board
Address: 913 Greensboro Street
Lexington, NC 27292
Phone: 336-242-2000
E-Mail: Debbie.Harris@DavidsonCityNC.gov
Implementation: 2013
Project Description: Complete installation of Agenda.NET incl. Minutes Maker, Electronic Voting,
Internet Information Portal, and Integration of Audio- and Video-Streaming
(YouTube)
Name: Yuba County, CA
Contact: Rachel Ferris, Clerk to the Board
Address: 915 8th Street
Marysville, CA 95901
Phone: 530-749-7510
E-Mail: rferris@CO.YUBA.CA.US
Implementation: 2014
Project Description: Complete installation of Agenda.NET incl. Audio Streaming
Name: Employee Retirement System of Texas
Contact: Kelly Davenport, Project Lead
Address: 200 E 18th Street, Austin, TX 78701
E-Mail: Kelley.Davenport@ers.texas.gov
Implementation: 01/2020
Project Description: Complete implementation of Agenda.NET and the MyVoting App
Name: City of Garden Grove, CA
Contact: Liz Vasquez, Deputy City Clerk
Address: 11222 Acacia Parkway, Garden Grove, CA 92840
E-Mail: lizv@ggcity.org
Implementation: 12/2023 – 03/2024
Project Description: Complete implementation of Agenda.NET and the MyVoting App
Replacement of NovusAgenda
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Proposers Qualifications
PROVOX has been continuously developed and updated the proposed solution for 30+ years and has experience
from more than 950 projects in any size.
PROVOX focus is provide each municipality with a flexible and easy-to-use application to manage the whole
legislative process, agenda item/staff report creation, and meeting process. We do not build websites or other
non-legislative products. Our background as formal City Clerks has helped us to understand your needs and
make you live easier.
Our development team can concentrate to make the proposed solution each day better and to provide our
customers with automations and enhancements. Our only goal is to provide each customer with the best pos-
sible solution, support and experience with our Agenda and Meeting Management Suite.
Here are some of the many ways we stand above the rest:
• Our Project Managers have the experience as City Clerks. They have learned in their City what it means
to prepare all meeting information on time. Last-minute or late changes are happening and need a quick
solution to get them on the next agenda. Markus Vogt, the founder and President of the Company has
managed a City Council with 35 Council members.
• We are building our software on the latest Microsoft Technologies to secure your investment.
• The integration of the existing Microsoft Office installations (Office 2010 – 2019 and 365) and document
templates makes it easy to create agenda items, agendas, and minutes.
• Agenda.NET™ has integrated an innovative, comprehensive, and easy-to-use electronic pre-meeting
and post-meeting workflow management. Workflow administrators have the ability to create workflow
templates within the application and without using external tools (e.g., Visio, SharePoint, etc.) or vendor
development.
• The integrated Minutes Module will make it easy to record meeting in real time or after the meeting
and to create minutes documents.
• The MyVoting App will provide elected and appointed officials with electronic voting for in-person, hy-
brid and virtual meetings.
• Agenda.NET™ offers the ability to create public, confidential and amended agenda packets within a few
minutes. The application will create a searchable and ADA compliant PDF document and integrate the
agenda, agenda items/staff reports, attachments, and a Table of Contents, with links to each item and
attachment.
• The application comes with a fully-developed and ADA compliant Internet Information Portal.
PROVOX will adapt the existing layout, so users will find a familiar layout and similar navigation. The
portal can be used in any standard browser, internet enabled device, and screen size.
• The outstanding MyVoting App will provide users with access to current and past meeting documents.
They can add annotations; print documents; search in current and past documents by full text; share
documents and notes; and more. The documents and personal notes are available, even an internet
connection is not available. The app is released for Android, Windows, Apple, and Chromebooks (with
the latest ChromeOS).
• The Butte County has the ability to manage and publish ordinances, resolutions, and contracts as well.
• The County can manage current and past memberships, open seats, and other relevant information in
the Committee and Membership module.
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PROVOX will assign a dedicated and professional project team for this project. The project members have the
experience from several similar and larger projects. The Project Manager is a formal City Clerk and has experi-
ence from more than 25 years in Agenda and Meeting Management.
We are providing a detailed project plan, flexible training options (hands-on onsite or online trainings), and an
outstanding support. We will make sure that your requirements will be adopted and will guarantee a seamless
implementation of the proposed solution.
Agenda.NET™ is a fully-developed, innovative, flexible, and intuitive Agenda and Meeting Management Suite.
All customers are using the same application; customer specific development is not required.
The County will receive the most robust solution on the market; a risk-free and fast implementation; outstand-
ing customer support from application experts; and the easy installation of future updates.
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Proposed Staff Qualifications
PROVOX will assign a dedicated project team for each project. The final team can be assigned as part of the
contract negotiation and after finalizing the project plan and timeline. Each of PROVOX’s team member will not
be assigned to more than 2 projects at the same time.
Key Personnel:
Markus Vogt – Project Manager
- Founder of PROVOX in 1991
- 1984 – 1991 – City Clerk
- Project Experience from 100+ Projects
Thomas Wolter – Senior Developer
- Development in C#, ASP.NET, and Java since 2001
- Product Lead for Agenda.NET since 2015
- Developer of the MyVoting App and the Internet Information Portal
Steven Bottyan – Trainer and Supporter
- 15 years with PROVOX
- Implemented Agenda.NET in more than 100 projects
- Former City Clerk
Kathy Vogt – International Marketing Director
- Internal Project Management for more than 100 projects
- Coordinator for all running projects
- City Clerk from 1988 – 2000
Gina-Marie Felka – Support Team Leader
- Support Manager and Project Coordinator
Project Manager
(Markus Vogt)
Trainer
(Steven Bottyan)
Supporter
(Gina-Marie Felka)
Administrative
(Kathy Vogt)
Development
Team
(Thomas Wolter)
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Availability of Key Personnel
PROVOX will assign a dedicated project team for this project. This will include a Project Manager, Supporter,
Trainer, Internal Project Manager and Developer.
The Project Manager and other key personnel will only manage 1 or 2 projects at the same time.
The final project team will be assigned as soon as the project plan has been created and dates and milestones
are confirmed.
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Scope of Work
Guiding Principles
• Simplicity - The system must be clear and easy to use for a wide array of City staff with varying degrees of
technological ability.
Agenda.NET™ is a Microsoft certified .NET application, which will use the existing Microsoft Office installa-
tions (2010 – 2021 and 365) and document templates for document creation, editing and submission. The
application GUI is similar to Windows and will provide users with all necessarily functions and features for
their daily work. Not necessary modules and functions will be hidden. Field descriptions in the application
can be changed to match existing forms and templates.
• Accessibility - The system must allow access via Apple and Android products, smartphone, tablet, or desktop
computer. Users must be able to upload, edit, and view agenda materials on these devices from anywhere
without any limitations due to compatibility issues. The public facing information must comply with the ac-
cessibility standards required under the Americans with Disabilities Act and the regulations promulgated by
the U.S. Department of Justice.
The Internet Information Portal is fully-developed and can be used with any standard browser, internet ena-
bled device and screen size. It is optimized for ADA compliance as well.
The MyVoting App is released for Android, Apple and Windows.
• Compatibility - The system must be able to integrate with the City’s technology and network infrastructure.
Agenda.NET™ is a Microsoft certified .NET application, which can be easily integrated into existing environ-
ments. All data and documents will be stored and secured in a Microsoft SQL Server database; only author-
ized users will have access by using the application.
The application can be provided as a on-premise installation or as a fully managed server. The fully managed
server is a pre-configured server/VM that will be integrated into the existing network. PROVOX will maintain
and monitor the server and services. Updates and maintenance will be scheduled on the City’s own schedule
(usually outside the office hours). Client desktops will only get one time an icon to access the application.
The Internet Information Portal and audio and video streaming will be hosted from PROVOX or the streaming
provider.
• Transparency - The system must ensure that the published agenda packet and meeting live stream video is
easily accessible on the City's website to promote government transparency.
The application comes with a fully-developed, accessible, and easy-to-use Internet Information Portal.
PROVOX will adapt the existing web layout, so users will find a familiar layout and similar navigation.
The City can automatically publish meeting calendars, agendas, agenda packets, minutes, agenda items,
supporting documents, voting records, live and on-demand audio and video streaming, and much more.
Page 20 of 55
Functional Requirements
Please see attached spreadsheet
Data Migration
PROVOX has experience with the replacement of IQM2, NovusAgenda, escribe, Sire/Hyland and other solution.
Existing documents can be converted into a searchable and ADA compliant PDF and integrated into the full text
search archive. It will be possible to recreate past meeting calendars and other relevant information as well.
PROVOX has converted in other projects up to 25 years of historical documents.
Technical Requirements
• Compatible with various productivity application software, supports a variety of web browsers, and provides
a responsive design for mobile browsers.
The Internet Information Portal can be used with any standard browser, internet enabled device, and screen
size (full responsive design).
The MyVoting App is released for Android, Apple and Windows devices/tablets.
• 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.
Agendas, agenda packets, minutes, agenda items, supporting materials, meeting calendars, voting records,
and much more will be accessible in the fully-developed Internet Information Portal. This will include live and
on-demand audio and video streaming, meeting body information, elected/appointed officials with their in-
formation, and more.
• The Proposer must display the capability of integrating with third party document management platforms.
The City currently utilizes Laserfiche for this purpose.
PROVOX offers a standard web service for the integration with any document management system. Users
can export documents and meta data for the integration into an existing solution.
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Support Requirements
• System support by the vendor during the duration of the contracted term.
PROVOX has been the source code owner of the proposed solution for more than 30 years and provides its
customer with outstanding technical and application support with its own and fully-employed support team.
This will guarantee a seamless know how transfer and quick solutions for any questions and issues.
• 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.
The City will reach an application expert with each email, call, or online ticket. The regular office hours for
hotline/remote support are from Monday – Friday between 7:00 am and 8:00 pm CST.
• A web-based searchable help center for questions and articles that provide solutions.
The City will get access to the online Help and Support System from PROVOX.
• Software updates for bug fixes and patches to keep the system current.
PROVOX has been continuously developed and updated the proposed solution for the past 30+ years and will
provide its customers with one (1) or two (2) updates per year. Updates can be first installed in a test/training
environment before roll-out in productions. Updates will be installed on the City’s own schedule.
• Send email notifications to System Administrators when there is a systemwide outage or issue that affects
the performance of the system.
The proposed concept (on-premise or fully managed server/VM) will provide the City with the best possible
security and accessibility. Updates and maintenance tasks can be done on the City’s own schedule
The City will not experience issues with lost or slow internet connections, unscheduled updates, too many
users in the application or large documents.
The proposed concept will provide the City with the best possible security and performance at any time.
• Support made available to any user of the system
This can be discussed as part of the contract negotiation.
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Trainings Requirements
• During implementation, and when the City determines the new system is substantially operational, train-
ing must be provided for City staff.
PROVOX will provide the City with all necessary training and support. Training can be provided as online or
onsite hands-on training session. Each training will be customized for the City’s needs, processes and work-
flows.
• System Administrators must be trained in all aspects of the system. Training should teach System Adminis-
trators how to troubleshoot the software and provide answers to specific needs or questions. System Ad-
ministrators should also attend all training sessions to gain a deeper understanding of how all users will
interact with the system.
This will be part of the customer specific training schedule and content.
• 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.
Compliant
• Detailed documentation of all software installations, including operations and configurations and proce-
dures to the City. Documentation should also include administrative documentation or manuals for system
administrators and end-user documentation or manuals for system end-users.
PROVOX will provide the City with all necessary and existing documentations. This will include a user man-
ual in Word format.
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Implementation Plan
PROVOX will create an individual project plan for the project. The project plan will include all necessary tasks,
dates, milestones and responsibilities.
Below is an example implementation plan and timeline:
Dates Activity Description Teams
Project
Start
(PS)
Contract Signing • Signing of final contract PROVOX Sales
Customer Purchasing
PS + 1 Kick-Off Call
(30 – 45 Minutes)
• Introduction of the Project Team
• Review purchased modules
• Confirm Goals & Risks
• Finalize Project Plan and Schedule
PROVOX Project Team
Customer Project Team
PS + 2 Document Templates • Customer send PROVOX existing
document templates for agendas,
agenda items/staff reports, and
minutes
Customer Project Team
PS + 3 Template Review • PROVOX will create the document
templates
• Estimated effort = 2 days
PROVOX Support Team
PS + 3 VM/Server prepara-
tion
• Preparation of a VM or Server for
the installation
• Estimated effort = 2 days
PROVOX and Customer IT
Team
PS + 6 Software Installation • Installation and configuration of
Agenda.NET
• Installation of the Internet Infor-
mation Portal on one of
PROVOX’s Web Server
• Estimated effort = 4 hrs.
PROVOX Support Team
PS + 7 1st Application Ad-
ministrator Training
• Foundation Data
• System Management
• Municipal Data
• Estimated effort = 2 - 3 hours
ACTIONS AFTER TRAINING
• Application Administrators will
check the existing data
• Adding additional information
from Application Administrators
PROVOX Trainer & Cus-
tomer Application Admin-
istrators
PS + 7 Document Conver-
sion
• Conversion and Integration of any
existing documents (agendas,
agenda packets, and minutes)
from previous solution or before
PROVOX Support Team
Page 24 of 55
in the Full Text Search Archive
from Agenda.NET
• Estimated Effort = 4 – 5 days for
each 1,000 documents
PS + 10 2nd Application Ad-
ministrator Training
• Agenda Item / Staff Report crea-
tion and submission
• Basic Workflow Management
• Search and edit of information
• Estimated effort = 2 - 3 hours
ACTIONS AFTER TRAINING
• Practice with the application
PROVOX Trainer & Cus-
tomer Application Admin-
istrators
PS + 14 3rd Application Ad-
ministrator Training
• Agenda preparation
• Agenda packets
• Minutes creation
• Internet publishing
• Estimated effort = 2 - 3 hours
ACTIONS AFTER TRAINING
• Practice with the application
PROVOX Trainer & Cus-
tomer Application Admin-
istrators
PS + 17 Application Adminis-
trator Workshop
• Review and finalize any label and
template changes
• Finalize the Internet Information
Portal
• Preparation for End-User Training
• Estimated effort = 3 - 4 hours
ACTIONS AFTER TRAINING
• Practice with the application
• PROVOX to finalize any changes in
templates, Internet Information
Portal, and Label changes
PROVOX Trainer & Cus-
tomer Application Admin-
istrators
PROVOX Support Team
PS + 19 Workflow and Secu-
rity Templates
• Setup any workflow or security
templates in Agenda.NET
PROVOX Support Team &
Customer Application Ad-
ministrators
PS + 22 End-User Training • Agenda Item/Staff report crea-
tion, editing and submission
• Pre- and Post-Meeting Workflow
Management
• Search Functionalities and other
Features
Estimated effort = 2 – 3 hours per
group
ACTIONS AFTER TRAINING
• Practice with the application
PROVOX Trainer and Cus-
tomer End-Users
PS + 30 Database Cleaning • Cleaning of the training database
Estimated effort = 2 hours
PROVOX Support Team
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PS + 30 Conversion of the re-
maining documents
• Conversion of the remaining doc-
uments from the previous solu-
tion
Estimated Effort = 1 day
PROVOX Support Team
PS + 32 GoLive Support • GoLive Support PROVOX Support Team
PS + 33 Final Meeting • Final Project Meeting
• Move the customer to the regular
support
PROVOX Project Team
Customer Project Team
Additional Project Meetings will be required by the size of this project. Additional trainings can be integrated
into the contract and project plan as well.
Page 26 of 55
Training
Each training is specific to the customer, structures, workflows and users.
PROVOX will create an individual training schedule and content for the project. All trainings will be provided as
hands-on onsite or online trainings.
Below is an example training schedule:
Session Length Description
Systems Management I
(System Administrators, Clerks
Office)
2 hours This session will cover the general setup and configura-
tion of the application. It will include permissions, docu-
ment templates, foundation and municipal data.
Practice Phase 1 week Attendees will have the ability to practice with the appli-
cation
System Management II
(System Administrators, Clerks
Office)
3 hours This session will cover agenda item creation, editing, and
submission. It will include the setup of any pre-meeting
or post-meeting workflow processes.
Practice Phase 1 week Attendees will have the ability to practice with the appli-
cation
System Management III
(System Administrators, Clerks
Office)
3 hours This session will cover the creation and editing of agen-
das, agenda packets and other relevant meeting infor-
mation.
Attendees will learn how to use the Minutes Module
during and after meetings.
Practice Phase 1 week Attendees will have the ability to practice with the appli-
cation
System Management Workshop 2 hours Any open questions, document template changes, or
workflow templates
End-User Training 2 – 3 hours This session will cover the creation and submission of
agenda items. Users will learn to assign and approve
workflows and how to search for information.
Practice Phase 1 week Attendees will have the ability to practice with the appli-
cation
Document Template Workshop 1 hour This session will cover how to create and edit document
templates
MyVoting App Training for staff
and elected/appointed officials
1 hour This session will cover the use of the MyVoting App and
the Internet Information Portal
TBD TBD Additional webinars or meetings (e.g., on a weekly basis)
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Project Schedule
PROVOX will create an individual Project Plan for this project. The estimated time frame (from contract signing
until Go Live) is between four (4) and six (6) weeks.
The proposed solution is not requiring any customer specific development. The City will receive an Out-of-the-
Box solution, which can be installed and configured in one (1) day.
PROVOX is offering on-site trainings and implementation services or web-based trainings as other vendors.
Project Meetings
PROVOX will integrate regular project meetings in the project plan as part of the implementation.
PROVOX will also create an Action Item list and will update this with the City’s Project Team on a weekly basis.
Additional project meetings after the implementation phase can be integrated into the contract and project
plan as well.
The City will have a designated Project Manager and Project Team, which will be responsible for the whole
project.
Environment Overview
PROVOX will implement the proposed solution in the existing environment of the City of Diamond Bar. Existing
structures and processes can be easily integrated. The application can be used for unlimited departments, us-
ers, workflows, meeting bodies, and data. The City can also start with some key committees (e.g., Board of Su-
pervisors, Planning Committee, etc.) and add more meeting bodies over the time and without any additional
license fees.
Selection Limitations
PROVOX will agree to the City’s terms & conditions regarding the access to the City’s network, software, hard-
ware, and data.
Services
PROVOX will provide the City of Diamond Bar with all necessary and optional services for the successful imple-
mentation of Agenda.NET™.
The City of Diamond Bar will get a First-Class and First-Level Support during and after the process.
PROVOX will create a specific project and implementation plan with the Project Team of the City of Diamond
Bar.
We will integrate different Project Meetings and Milestones into the Project Plan. We will control and report on
the success and the work process on a weekly basis with reports, Action Item Lists, and personal meetings.
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PROVOX will install and configure the application with the City of Diamond Bar IT Department and Project Team.
After that we will train the PowerUsers (Users which will manage the application in the future; add and manage
Municipal Data, and define Word Templates and Security Settings).
The dedicated PROVOX Project Manager will manage the whole project and is the one point of contact for the
City of Diamond Bar.
Recommended Services:
• Definition of the Project Plan
• Q&A Session before the Kick-Off
• Kick-Off Meeting
• Installation and Configuration
• PowerUser Training
• End-User Training
• Project Meetings
• Word Template Creation
• Internet Layout Adaption
• Database Cleaning after the Test Phase
• Workshop
Optional Services:
• Train-the-Trainer Session
• Data integration
• Existing Documents and Legacy Data conversation and integration
• Workflow creation
Key Deliverables
PROVOX will provide the City with the following:
• Agenda.NET™ complete Agenda and Management Suite
• Internet Information Portal
• Document Templates (Agenda item, agenda, minutes, background, recommendation)
• Pre-configured Microsoft SQL Server database backup
• Hosting services for the Internet Information Portal
• Fully Managed Server (optional)
• Audio and Video Streaming Encoder (optional)
• Agenda.NET user manual
• Example cheat sheets
• Project Plan in MS Project 2016
• Open Web Services as described
• Best practices from other projects
• Training schedule and content
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Hardware and Software Environment
Agenda.NET™ is a Microsoft certified .NET application. It will store all data and documents in an existing Mi-
crosoft SQL Server (SQL Server 2008 – 2019) database. The application is released for Windows Server 2008 –
2019.
Client computers will only get an icon to access the application. An installation of Agenda.NET™ on the client
will not be required.
The application will use the existing Microsoft Office installations (Office 2010 – 2019 and 365) and document
templates for document creation and editing.
Clients will communicate with the server via ports 8484 – 8788, 1433, and 80. External users will only access
the replicated internet database and not the production system.
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Service and Operational Support
PROVOX will create a customized project plan for the City of Diamond Bar’s needs and requirements.
PROVOX Systems has been the developer of the Agenda and Meeting Management Suite for more than 30
years and has project experiences from more than 950 projects worldwide. The City of Diamond Bar will get all
services and support from the PROVOX US Headquarters in McKinney, Texas.
The services break down into the following project phases:
• Planning Phase
o Product Presentation (Live presentation of Agenda.NET™ with data and document tem-
plates from the City of Diamond Bar)
o Final Proposal Acceptance
o Project Plan Creation
o Assign Project Team
o Agenda.NET™ presentation for stakeholders, Board of Supervisors Members, and Project
Team
o Q & A Session
o Final Project Plan acceptance
• Implementation Phase
o Installation of Agenda.NET™ on an existing or new server
o Configuration and definition on initial security settings
o Integration of existing Word Document Templates
o Conversion and implementation of existing documents and legacy data (agenda items, agen-
das, and meeting minutes from the past years
o Video-Encoder installation and configuration
o Player Layout adaption
• Training Phase
o 1st PowerUser Training (PowerUser are the user, which are managing the basic information
(e.g., People, Organizations (Board of Supervisors, Boards, Committees, Commissions, and
Agencies) and the whole legislative process)
o Data integration phase
o Practice Phase for PowerUsers
o 2nd PowerUser Training
o Definition of the training content for the end user
o Practice Phase
o End user training – Agenda Creators/Report Reviewers (0.5 days for each group)
o Practice Phase for end user
o Workshop and Q&A session
o Database cleaning after test phase
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• Layout Phase
o Internet Layout adaption (PROVOX will adapt the existing layout from the City of Diamond
Bar into the Agenda.NET™ Internet Module)
o Internet Module installation
o Final layout for the Word Templates (for agenda items, agendas, meeting minutes, Final
Board Orders, Backgrounds, Recommendations, Labels, Participant Lists, etc.)
• GO Live!
o Final Project Presentation from the Project Team and PROVOX
o Final Project Meeting
o Presentation for Board and other Organizations
o GO Live!
o Follow up project meeting (3 or 4 weeks after GO Live!)
• Optional Services
o Integration of existing data (PROVOX will integrate the existing Organizations (Board of Su-
pervisors, boards, committees, commissions, and agencies), People, Foundation Data, and
other base data)
o Interface configuration
o Web based follow up trainings (Train on the job, update trainings, etc.)
o Customizations
All project phases have integrated different on-site project meetings.
All trainings will be held as on-site trainings in the offices of the City of Diamond Bar. The training content will
be defined with the Project Team and will include the data, document templates, workflows, and structures
from the City of Diamond Bar.
The City of Diamond Bar will have one point of contact during the entire project and after the project for ongoing
support, update and upgrade services. The City of Diamond Bar will have direct access to all application and
technical services and will get first-level support.
PROVOX will build a long-term partnership with the City of Diamond Bar and will support them on the way to
going paperless and become one of the most innovative entities in the USA.
Most of PROVOX’s customers have been in a successful partnership with the company for decades.
The Agenda and Meeting Management Suite “Agenda.NET” will automate the current City of Diamond Bar Board
agenda preparation process and can be adapted to other legislative bodies as well.
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Maintenance and Support Program
PROVOX will provide the City with a First-Level Maintenance Agreement that will include hotline and remote
support, free updates and access to PROVOX’s Online Help and Support System.
The City can submit issues via phone, e-mail and the Online Help and Support System. Each request will get a
ticket number and can be tracked within the online system.
PROVOX is the developer for the proposed solution and will provide all technical and application support with
its own and fully employed team. It will not use any global Call Center as many other vendors. The City will
reach an application expert with each call and e-mail.
PROVOX has been continuously developed and updated the proposed solution in-house. All over 950 custom-
ers are using the same application without any customer specific development. This will make the support
much more effective and will guarantee future updates without any additional development or manpower.
PROVOX will provide one (1) or two (2) updates per year. Updates will be installed from PROVOX as a remote
service. A typical update will be finished in less than one (1) hour and will be performed only on the server.
PROVOX has a development plan for the next five (5) years.
Service Levels
PROVOX will respond to the City of Diamond Bar requests for software support services regarding the licensed
software in accordance with the procedures identified below. In each case, City of Diamond Bar may describe
and submit the problem by telephone, facsimile or electronic mail.
Incident Severity
Response
Time
Resolution
Time Escalation Procedure
High Impact – software
unusable 1 hour
Final
Resolution
within:
4 hours
A ticket will be created from our support staff or from
the designated City of Diamond Bar users in our
Freshdesk support system.
The ticket will get the highest priority and will be auto-
matically moved forward to a support team member.
The support team member will try to reproduce the issue
and will get in contact with the City of Diamond Bar con-
tact.
The supporter will start a remote session on the NDUS
server, if the issue can’t be resolved via email or phone.
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Medium Impact – soft-
ware useable with se-
verely restricted func-
tionality or performance
4 hours
Final
Resolution
within:
8 hours
(1 business
day)
A ticket will be created from our support staff or from
the designated City of Diamond Bar users in our
Freshdesk support system.
The ticket will be automatically moved to the responsible
supporter. The supporter will try to recreate the issue
and will get in contact with the City of Diamond Bar con-
tact within a business day.
The supporter will start a remote session on the City of
Diamond Bar server, if the issue can’t be resolved via
email or phone.
Low Impact – software
useable with minor im-
pact on
functionality or perfor-
mance
8 hours
Final
Resolution
within:
40 hours
(1 business
week)
Same procedures as before. These issues are usually mi-
nor errors. The supporter will check if the issue is related
to Agenda.NET or other software/configurations (e.g.,
Word, Windows, etc.).
The supporter will get in contact (via Freshdesk) with the
City of Diamond Bar contact to provide an update.
The supporter will provide the City of Diamond Bar with
a solution or a workaround in 5 business days.
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Price Proposal
System/Service Cost
License Fee / Subscription
Software / License
- Agenda.NET Municipal License
• Unlimited number of users, meetings, meeting bodies, elected officials, and
data
• All current available modules (Agenda Management, Agenda Items, Minutes
Maker, Electronic Pre-Meeting and Post-Meeting Workflow Management,
Item Tracker, Meeting Body Management, Elected Officials Management Incl.
History)
• Internet Information Portal
• Microsoft Office Integration (2010 – 2019 and 365)
• Open Web Service for DMS/EDMS Integration
$24,500.00/year
Implementation and set-up cost
Project Preparation
- Project Plan Creation
- Project Scheduling
Incl.
Installation
- Remote installation and configuration on a VM (provided by the City) or the Fully
Managed Server provided by PROVOX
- Installation of a test/training environment (remotely)
$600.00
Document Template Creation
- Conversion and Integration of existing document templates for agenda items,
agendas, and minutes
$900.00
Basic Data Integration
- Integration of the current elected/appointed officials, meeting bodies (City Board,
Boards, Committees, Commission, etc.) and other Foundation Data
$900.00
Basic Security Configuration
- Integration with an existing Active Directory
- Configuration of a basic security structure
$600.00
TOTAL Implementation $3,000.00
Itemized Customization
Internet Layout Adaption for the Internet Information Portal Incl.
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Trainings & Project Meetings
Application Administrator Training
- 3 days in total (online and hands-on)
$3,600.00
End-User Training (6 groups = approx. 100 users) $3,600.00
Travel Costs After effort
Total Training $7,200.00
Cost to add additional users
Unlimited User License Incl.
First Class Maintenance
Technical and Application Support
- Hotline and Remote Support
- Free Updates
- Access to the Online Help and Support System
Incl.
TOTAL FIRST YEAR $34,700.00
Renewal Expense per Year for Years 2 - 5
System/Service Cost in $
Software / License $24,500.00/year
Maintenance/Upgrades Incl.
OPTIONAL SERVICES
System/Service Cost in $
Hosting of the Internet Information Portal $795.00/year
Meeting App for (12 Users) incl. Maintenance $1,295.00/year
Document conversion of existing Documents for the past 10 years (agendas, agenda
items, agenda packets, and minutes)
- Check each document for searchability
- Converting the documents in an ADA compliant PDF format (PDF/A-1)
- Upload them into the Full Text Search Archive of Agenda.NET
- Final Check
$3,750.00
Fully Managed Server / Hybrid Solution
- Dell Server Rack
- Windows Server 2019
- Microsoft SQL Server Express 2019
- Remote maintenance and monitoring from PROVOX
$175.00/month
Video Streaming
- YouTube Web Service incl. Time Stamping
$1,295.00/year
ALTERNATVE Video Streaming
- HD Encoder included
- 1,500 hours of video
- Hosting and Streaming Services included
On Request
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Proposed Solution
PROVOX has developing and continuously improving the Agenda and Meeting Management Suite since 1991.
Agenda.NET™ is a fully featured, the most flexible, easy-to-use, secured, and customizable application in the
whole market of agenda and meeting management solutions. The customer base from cities with a population
from 5,000 to over 1 million shows the flexibility of the application.
General Description
Agenda.NET™ has Windows conform icons, menus, and structures. It has integrated dynamic menus for each
user, depending on the security settings in the background.
Users will be supported with well-arranged forms and customizable fields. Online-Help and numerous tool-tips
will help users do their daily work. The estimated training for end-users is between two (2) and four (4) hours.
Agenda Items
Departments and other entities can create, edit, and manage their agenda items in Agenda.NET™ and integrate
them into an electronic, template based, and/or individual workflow for the reviewing and approval processes.
Inexperienced users will be supported with an agenda
item and meeting management wizard, with colored
tabs and required fields. Status information will be
provided directly in the main screen or in other im-
portant areas of the application.
Workflows (reviewing, approval, and action work-
flows) can be individually designed by authorized us-
ers and be integrated into required processes.
Agenda.NET™ offers the users three kinds of work-
flows (priority based, sequential and broadcast) and
the ability to manage numerous individual workflow
templates. Workflows can be equipped with a timeout
for single users and/or groups. Users will have the
ability to integrate an ad-hoc workflow in an active
process if necessary.
Involved users and groups will get a message about
pending actions via the internal messaging system
and/or Microsoft Outlook Mail.
Users will have the ability to create a meeting workflow to an agenda item. They can select a specific meeting
from the meeting calendar, define a first meeting date (for long range items), and/or use a dynamic sequence
Page 37 of 55
for each committee. Agenda.NET™ will post the agenda items after publishing them automatically on the defined
committee meetings.
Agenda.NET™ can manage numerous attachments of any format and size to an agenda item and/or a meeting.
Users will have the ability to browse for new attachments and integrate them with a simple mouse click.
Agenda.NET™ will have the ability to integrate URL’s and live links to GIS applications. With this integration,
Board members, members and, if desired, the public will have the ability to scroll within and zoom into attach-
ments to an agenda item and/or meeting.
Recommendations and background information will be added, edited and formatted in the existing Microsoft
Word application. Users can integrate text, graphics, tables, and format the text.
Agenda.NET™ will merge the complete agenda items depending on the existing word templates.
A complete “Approval Management Console” will help the key persons to track the process in a reviewing and/or
an approval/action process. They can for example search for all open activities for a specific meeting, single
agenda item and/or selected department.
Agenda Process
The agenda process will be supported per-
fectly by Agenda.NET.
Authorized users can add and manage meet-
ings in a monthly meeting calendar. They can
prepare a complete meeting calendar for the
whole year, for a few months and/or add in-
dividual meetings.
Agenda.NET™ will also support assembly
meetings with two or more committees.
Agenda.NET™ will suggest a meeting room
and a meeting start time depending on the
default settings for the selected commit-
tee.
Users will have the opportunity to change
the recommended dates, times, and
rooms.
Involved Departments can be reminded of
pending actions with the internal messaging system.
Authorized users can create a draft agenda with a single mouse click. Depending on the default definitions,
Agenda.NET™ will integrate committee specific headers and standard topics on the agenda.
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Agenda.NET™ will search for all unfinished and published agenda items for the selected committee, depending
of the definition in the item’s workflow. It will post the items based on their settings under the different headers
of the agenda.
Users can re-order, add, and remove items on the agenda. They can build numerous sub-items with a simple
mouse click as well.
Users will have the ability to open the agenda item document and the attachments directly in the agenda screen.
When a user removes an agenda item, Agenda.NET™ will post this item in a dynamic workflow automatically on
the following agenda for this committee. Users can add new items on the drafted agenda, without deleting the
original agenda.
Ad-Hoc Agenda Items and Placeholders
Users will have the ability to integrate ad-hoc agenda items and/or placeholders on the agenda.
At any time, authorized users can convert a placeholder into an original agenda item with a simple mouse click.
Agenda.NET™ will integrate the existing description, the meeting workflow and other important information
into the agenda item. Users can add additional information and will be routed automatically back into the agenda
after saving.
Last minute or late items can be integrated into an existing agenda at any time. Authorized users can add them
on any place of the agenda, without deleting the original agenda. The actual agenda with the new items and
supporting materials will be automatically updated in the Internet/Intranet Module. Last minute or late items
can be distinguished by a red border in the Internet Module.
Users will have the ability to print an agenda
and/or a public notice at any time. These docu-
ments will be merged in Microsoft Word de-
pending on the customizable Word templates.
Meetings and Agendas will be uploaded into the
Internet and/or intranet module with one
mouse click.
Participant Lists and Guests
Users will have the ability to create a participant
list depending on the defined members and
other attendees for the selected committee.
They can add numerous guests to the partici-
pant list, print labels, participant lists, and will
see if there are any planning conflicts with other meetings.
They can add and remove attendees and send an electronic invitation and/or agenda packet via E -Mail and/or
Text Messages.
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Agenda.NET™ will support a mixed environment of paperless (electronic agenda packets) and hardcopies for
other receptions.
Members, the public, and other authorized users can add specific or a complete list of all meetings into their
personal Outlook calendar. They can create a complete or private agenda packet in the Internet module; de-
pending on their user rights.
Meetings
Agenda.NET™ has the ability to manage unlimited meetings and their referenced information.
Users will have the ability to use the meeting module before, during, and after a meeting with few restrictions.
Authorized users can seal the agenda after the final signature, and can unseal it when necessary.
After an agenda is sealed, users will have the abil-
ity to create a “minutes” agenda with a single
mouse click. Agenda.NET™ will duplicate the
original agenda and store it in the “minutes”
screen. From here, authorized users will have the
ability to re-order, add and remove agenda
items. They can build sub-items and change the
status from “public” to a closed session item.
Users will get detailed information during a live
meeting. They will have the opportunity to open
the agenda item and/or the attachment, without
any changes in the working area. They can add
header and footer text to each item.
They can add comments and other important in-
formation to each item. Staff, Board of Supervi-
sors Members, and the attendees can follow up with the agenda live in the meeting.
Agenda.NET™ will support global and member voting.
Users will have the ability to create their “minutes” document and “minutes” excerpts with a single mouse click,
depending on the customized Word templates.
“Minutes” excerpts can be sent via E-Mail to the different departments.
Agenda.NET™ has the ability to manage two minutes documents; one public and one private document. Both
documents can be uploaded with different user rights into the Internet module.
Users can create the “minutes” document before the meeting and only add changes during the meeting.
Agenda.NET™ will upload new or modified information after it has been published by an authorized user. De-
pending on the defined security settings, users will have the access to selected information via web module.
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Electronic Voting
The
Agenda and Meeting Management Suite has integrations with electronic voting devices. PROVOX has developed
an open web service for the integration with different electronic devices. PROVOX offer customizable wireless
voting devices (manufactured in the United States of America).
These devices have six (6) customizable buttons. Customers can define these buttons generally or for each meet-
ing different. They can define user functions for each button (e.g. 1 = Yes, 2 = No, 3 = Absent, 4 = Right to speak,
5 = Motion, 6 = Second).
The Meeting Clerk or meeting moderator can start, stop, re-start, skip items, and store the result via the
Agenda.NET™ user interface. Agenda.NET™ has integrated a timer and different graphics as well.
Electronic Workflow Management
The City of Diamond Bar will have the ability to create numerous own pre-meeting (reviewing and approval) and
post-meeting (follow-up and action) workflows and workflow templates. These templates can be easily created
within the application and without any vendor development or external tools (e.g. Visio, Visual Basic, or other).
Users can select one of the existing templates, and add or remove reviewers or group of reviewers/roles in this
workflow. They can also create individual workflows for specific items.
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Each workflow can have numerous reviewers or roles. A combination of both kinds of reviewers is possible in
one workflow as well.
Each workflow task can have a deadline, personal notes and other important information.
Agenda.NET™ will send notification via e-mail and the internal messaging system during the workflow process.
Reviewers will have all important information regarding the workflow process available on a fingertip. They can
add their responses in the designated fields and/or use the Microsoft Track Changes function within the docu-
ments (based on their security settings). They can also reject, accept, or re-route the workflow process at any
time.
All information and responses will be stored with the item in the Agenda.NET™ database and can be reviewed
at any time.
Audio-/Video-Streaming Integration
Agenda.NET™ has the ability to inte-
grate different Audio-/Video-Stream-
ing solutions or be bundled with
PROVOX’s solution.
PROVOX has developed open web
services for the integration of existing
solutions. The web services will ex-
port the necessary information and
import the links back into the applica-
tion after the meeting has finished.
The City of Diamond Bar will also have
the ability to upload existing audio
and video files and index them during
or after the meeting with simple
mouse clicks within Agenda.NET™.
Users will have the ability to see selected items and/or the whole meeting in the Internet Information Portal of
Agenda.NET™.
The video and audio information will be available in the Agenda.NET™ Meeting Minutes Maker module as well.
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Meeting App – the Legislative Meeting App
Meeting App is the innovative Legislative Meeting App
for Board of Supervisors Members, Commissioners,
Staff Members and the General Public to go Paperless
with Agenda.NET™.
The app can be used on Apple (iOS) and Android de-
vices. Users can get the information fast, easy and pa-
perless.
The app will automatically update all meeting infor-
mation and download the latest agenda packages and
other meeting documents with each login.
Users will have all future and past meeting available in
the app.
They can easily add annotations (e.g. ink annotations,
notes, drawings, etc.) and search in all documents via
full text. Hits will be automatically displayed and high-
lighted on the screen.
The users can easily navigate by using the Table of Con-
tents (with links to each item and attachment) for each
meeting.
Annotations that were made on an agenda item in one
meeting will be carried forward to other meetings, if
the item will be posted again on a later meeting.
Documents can be easily printed, emailed and stored
in other cloud or local location if desired. They can also
be saved in other formats.
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Integration to DMS
Agenda.NET™ has the ability to integrate different Document Management applications. A Document Manage-
ment System is not required for the use of the complete Agenda and Meeting Management Suite.
Users can export items with a simple mouse click. Agenda.NET™ will store the items with the necessary metadata
via web service in a folder structure. The DMS application will control this folder and import the documents in
their own database.
Users will have the ability to search in both applications.
Internet Information Portal
Agenda.NET™ integrated a unique, fully featured, secure, and “database” based Internet Information Portal.
The existing layout of the City’s webpage can be adapted in a few hours. With a simple link on the current web
pages, users will be routed in the Agenda.NET™ Internet Information Portal.
Users will enter a dynamic menu, depending on their security settings in Agenda.NET.
After it is published, new and changed data will be uploaded into the internet module. Agenda.NET™ will auto-
matically convert Word documents into a PDF ISO-19005 (PDF/A) format, which is designed for long term storage
and usable for users with disabilities.
Board of Supervisors Members and other members will have a private and password protected workspace. They
need to log in with their own user name and password to get private (closed session items) and public infor-
mation. They will see their last meetings, upcoming meetings, and the changes since their last visit in a personal
welcome page.
The public and other users will get information about the Board of Supervisors Members and committee mem-
bers, committee details, a dynamic meeting calendar, meeting and agenda item search, Ordinances and Resolu-
tion, and municipal data.
They can also subscribe to RSS Feeds, so they will get a notification every time when information has been
changed or new information were posted.
They can also download complete agenda packages, create individual packages with selected items, open the
audio- and video-files to each agenda item, get a complete Legislative History to each item, search in documents
via full text, and much more.
Agenda.NET™ will not only post agendas and meeting information on a web page, it will create a unique and
user-friendly Information Portal for the City’s meeting body members and the general public.
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Other Application Features
Agenda.NET™ has many more features and functionalities integrated. The City of Diamond Bar can start small
and add more and more features over time.
Some of the other features are:
• Motion Items
• Electronic Forum
• Regulations and Ordinances
• Web Form for the Agenda Item Creation
• Legislative Agenda Item History
• Item Tracker
• Accounting Module
• And much more
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Audio- and Video-Streaming (Optional)
PROVOX provides the City of Diamond Bar with different options for Audio- and Video-Streaming. The City can
select one of the following options, but will have the ability to switch to another option at any time:
• Live Streaming only
• Self-indexing in Agenda.NET with Live Streaming
• Integration of own audio- and video-recording and self-indexing in Agenda.NET
• Broadcasting
• Close Captioning
• Audio only
• Integration of external and not meeting related content
Some of these options can also combine with each other.
Presentation
Once integrated into the linking structure of the existing website, the customized video library becomes the
portal through which users access your audio/video content. As new content is added, it automatically becomes
available in the City’s library without any work by the webmaster.
By navigating through the video library, users can view a list of meetings chronologically or unleash the power
of the jump-to markers to search for specific points within individual audio/video clips. When it comes time to
view these clips they are presented in a similarly customized player, presenting a consistent look to all aspects
of the City of Diamond Bar website.
Video Podcasting, as offered by PROVOX, is a great way to extend accessibility and adoption of your audio/video
content. Building on the popularity of Apple’s iPod video player, Podcasting technology allows users to subscribe
to automatically published content feeds. New content becomes immediately available in their audio/video li-
brary and is subsequently synched to their portable devices the next time they are connected.
Delivery
In order to deliver on-demand content to end users in a format that is native to their computer’s operating
system, PROVOX can deliver content in all major streaming video formats
Our local points of presence ensure your audio/video content is delivered to your citizens and staff in the most
efficient manner, minimizing buffering time and providing optimal viewing quality.
Monitoring and Statistics
PROVOX is constantly monitoring all aspects of the PROVOX Content Network to ensure its health and availabil-
ity. This monitoring extends to cover remote PROVOX Encoders deployed on client premises. In the rare event
of trouble our engineers are promptly notified so that they may dispatch a swift response in accordance with
our support procedures.
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PROVOX collates log files from our streaming servers monthly and processes them with the industry recognized
Google Analytics. Google Analytics generates reports ranging from high-level, executive overviews to in depth
quality of service statistics. These reports help to highlight growth trends and identify popular content.
Support
PROVOX offers continual software updates and feature enhancements to our services and products for the life
of your managed services contract.
PRIMARY FEATURES / MODULES LIST
Foundation Data
• Accounts
• Address Types
• Agenda Item Types
• Ballot Codes
• Banks
• Boroughs/Districts
• Cost Center
• Cost Objects
• Counties
• Departments
• Gifts
• Impersonal Accounts
• Initiators
• Inventory
• Marital Status
• Meeting Free Periods
• Meeting Term/Numeration
• Nationality
• Organizational Function
o Committees
o Commissions
o Boards
o Participant List
o Other
o And more…
• Organizations
o Committees
o Commissions
o Boards
o Participant List
o Other
o Free customizable other
• Product Numbers
• Reviewers
• Salutation
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• Telecommunications
• Transport
• Workflow Abbreviation
Municipal Data
Political Parties
o Name, Address, Chairperson
o Logo/Picture and Comment
o Additional Comments
o Status
o Members
o Personal Substitutes
o Substitutes
City of Diamond Bar Data
o Name
o Address
o State
o Population
o Telecommunication Data (unlimited)
Committees/Boards/Commissions
o Name, Description, Address
o Contact information
o Chairperson
o Regular Meeting Date and Time
o Regular Meeting Room
o Account for Compensation
o Internet enable check box
o Activation/Inactivation
o Number of members and additional members
o Logo/Picture
o Comment
o Remarks
o Standard Document Templates
o Default Headers
o Standard Topics
o Status
o Members
o Substitutes
o Personal Substitutes
o Civil Servants
o Type of Committee
o Address Labels
o Reports
People
o Check box active/inactive
o Check box Elected
o Check box System user
o Function
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o Salutation, First Name, Last Name, Title
o Nationality
o Primary Address
o Username, Password
People (cont.)
o Check boxes for Agenda.NET™ enabled, Internet publishing and Internet enable
o Picture
o Digital Signature
o Numerous Telecommunication Data with Internet publishing check box
o Messaging Information
o Send Function for Text and/or E-Mail Messages
o Personal Data
▪ Date of Birth
▪ Wedding Date
▪ Partner Details
▪ Comment
▪ Deceased with date
o Post Addresses (unlimited)
o Bank (for Accounting Module)
o Employment Information
o Awards and Honors
o Additional Declarations
o Complete Membership History (incl. actual and past member ships, election terms, function, etc.)
o Address lists
o Birthday Lists
o Labels
o Personal Datasheet
o And much more
Press Details
• Name, Address, Contacts, Telecommunication Data
Rooms
• Room Number, Description, Address
• Number of Seats for Audience and Committee
• Telecommunication Data
• Inventory
Agenda Management
• Agenda Items
• Numerous Versions of an Agenda Item
• Search functionality
• Colored Agenda Item Assistant
• Required Fields
• Item Status (e.g. In Preparation, Under Review, etc.)
• Creation and Modification Date
• Name of Creator and Modifier
• Item Number
• Item Type
• Subject
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• Description
• Surveyor
• Initiator
• Department
• Additional Persons/Departments
• Public/Private Check Box
• Reviewer List
• Responsibilities
• Decision and Reference Number
• Check Boxes (with extra security) for:
o Publishing
o Header sealed
o Item sealed
o Search enables
o Internet enables
• Committee Workflows
• Budget information
• Attachments
• Involved Departments
• Security
• Reviewing Workflows
• Approval Workflows
• Recommendation Document
• Background Document
• Agenda Item Document
• Reviewing History
• Clone Function
• Reports
Motion Items
• Same Functionality as Agenda Items
• Converting Function for the conversation to an Agenda Item
Meetings
• Clearly arranged Meeting Calendar with symbols for each meeting
• Holidays and meeting free periods
• Meeting definition via mouse click
• Single Meetings
• Assembly Meetings
• Meeting Room and Time
• Initial user rights
• Background check for blocked meeting rooms in Agenda.NET
Agenda
• Agenda creation with one mouse click
• Automated integration of committee specific standard topics
• Committee specific Headers and Titles
• Different colors for public and closed sessions
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• Reordering and creating of numerous Sub-Items via icon
• Automated numbering after each process
• Subject and description of each Item
• Add and remove from items via mouse click
• Item document can be directly opened in the window
• Attachments can be directly opened
• Header and Footer text to each item
• Comments on each Item
• Items can be marked as public or private
• Agenda Document creation with a single mouse click
• Public Notice creation with a single mouse click
• And more…
Participant List
• Creation of a standard Participant List via mouse click
• Guest and other persons can be individually integrated
• Staff and other persons can be individually integrated
• Address Labels and Participant List generation
• Planning Conflicts
• Electronically invitation via E-Mail and/or Text messages
• Private and Public Agenda Packets creation via mouse click
• Comments, Time and other information pro Attendee
Minutes
• Minutes module can be used directly in the meeting
• Separate Agenda (the initial Agenda will be automated copied from the Agenda area)
• Global and private voting
• Additional voting information
• The Item and Attachments can be directly opened in the form, without closing the module
• Header- and Footer-Text to each item
• Comment Field (Word Text)
• Directly access to the recommendation and background information from the Agenda Item
• Minutes excerpts will be generated automatically
• Electronic delivery from Minutes Excerpts
• One or optional two Minutes Documents
• Approval processes
• And much more
Resolution Management
• Management Console for the control of reviewing and approval processes
• Search by Department, Committee, Meeting, Person and Action
• Printable reports
Search
• Full-text retrieval in:
o Agenda items
o Agendas
o Invitations
o Attachments
o Minutes
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o Resolutions and Ordinances
o Archive (Legacy Data)
• Combination of:
o And/or
o Time Frame
o Committee/Organization
o Different Search Areas
Regulations
• Integration of Ordinances, Resolutions and Regulations with search functionality and internet publishing
EGSK (E-Government Starter Kit)
• Motion Items via Internet
Accounting Module
• Management of monthly and/or meeting based compensations
Security
• Customizable Security Definition
Settings
• Customizable Settings
Document Templates
Internet Module
• Database based internet/intranet module
• Easy adaptation of the existing web pages
• Automatically migration and replication of new and modified data
• Conversation from Microsoft SQL to MySQL
• Login and password secured area for Board of Supervisors Members and other members
• Personal welcome page with next meetings, last meetings and changes since the last login
• Municipal Data
• Committees with detail information
• Board of Supervisors Members and other members with customizable data
• Meeting calendar with a monthly and a yearly view
• Single meeting view
• Direct access to the agenda items, attachments, reviewing history and a summary
• Direct access to all documents in an original or PDF-Format
• Meeting and Agenda Item search
• Full-text retrieval in agenda items, agendas, invitations, public notices, minutes and attachments
• Publishing and full-text retrieval in Ordinances and Regulations
• Electronic Forum
• Scalable Text
• High or low contrast
• And much more
General
• Search capabilities in nearly each form
• Online-Help
• Automated backup from records
• Records can be opened with a simple double click
• Open records will be displayed with a red background for other users
• Users will have the ability to work in different areas at the same time
• Versioning by Agenda Items
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• Mixed Environment of different Office versions
• Dynamic menus depending on the security settings
• Internal messaging system for individual messages
• Integration of E-Mail and Text Message functionalities
• Standard formatting from text based on the document templates
• Nearly all features can be used in the integrated Microsoft Word Documents
• Automated database backups
• Automated PDF conversion on the server
• Integration of the Active Directory
• Single Sign-On
• Security settings will be automated uploaded into the internet module
Localization Tool
• System Administrator can customize Text, Labels, Buttons, and Messages with the Localization Tool
• Changes will be converted in new Updates
• Individual customization
Support
• Unlimited Hotline E-Mail and Phone support
• Unlimited Remote Support
• Unlimited Updates
• Access to User Conferences
And much more…
This list makes no claim of totality; it is only a small portion of the many features in our application and the
services for you
Documentation
PROVOX will provide the City with a complete user manual in Word format. The manual can be reproduced for
internal use.
PROVOX can provide example cheat sheets (from similar projects) and release letters for each new build as well.
License Structure
PROVOX offers the City of Diamond Bar a Municipal License, with an unlimited number of users, meetings,
meeting bodies, elected/appointed officials, and data.
The License will include an annual subscription fee with software maintenance included.
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Meeting Live Streaming and Video Storage Solution or Interfaces
PROVOX offers the following options for Audio and Video Streaming:
• Standard interface for YouTube and Vimeo Integration
• Integration of existing solutions
• Our Audio and Video Streaming Solution (live and on-demand)
Our solution will include the encoder, hosting, and streaming service for live and on-demand audio and video
streaming.
Recordings can be indexed (time stamped) during and after meetings. It will also be possible to trim the videos.
External videos can be uploaded into the player portal as well.
The videos can be used in standard browser and devices.
PROVOX offers SD and HD encoder. Existing cameras can be easily connected.
Our solution will guarantee a minimum of 5,000 simultaneous streams. The encoder will be continuously moni-
tored and maintained and automatically replaced if we find an issue.
Existing Granicus videos can be converted and integrated into the player archive, so the City will not lose any
content.
Value Added and Related Services
PROVOX offers a fully-developed, innovative, comprehensive, and secure Agenda and Meeting Management,
that is currently installed in more than 950 projects.
PROVOX has been continuously developed and updated the proposed solution, and will provide its customers
with one (1) or two (2) updates per year.
PROVOX is spending around about 60% of the maintenance fees in continuously development of the application.
A major redevelopment has been finished in 2019. PROVOX has invested in this redevelopment to make the
application future save for the next 10+ years and to stay ahead of its competitors.
PROVOX will be responsible for:
• Installation and Configuration
• Project Management
• Technical and Application Support
• Training
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• Document Template Creation
• Conversion and integration of existing document
• GoLive Support
PROVOX will assign a project team, which will include a project manager, supporter, administrative contact, and
internal project manager. Each member has the experience of numerous similar and larger projects.
Emerging Technologies
PROVOX has been continuously developed and updated the proposed solution for the past 29+ years and will
provide the City with one (1) or two (2) updates per year.
PROVOX has an internal development plan for the next 5 years.
Agenda.NET™ was completely redeveloped between 2018 and 2020 to make it future ready for the next 10+
years and to integrate the latest Microsoft technologies. PROVOX has also integrated a lot of customers’ feed-
back and improvements in the new release.
PROVOX has provided the new development (upgrade) to its customers free of charges.
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Requested Forms