Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
RFP - City of Diamond Bar Agenda Management and Live Streaming System
Commercial – In Confidence Diamond Bar, CA Request for Proposals Agenda Management and Live Streaming System Desmond Davis Account Executive – Migrations 856-313-1224 Desmond.davis@granicus.com Granicus 1999 Broadway, Suite 3600 Denver, CO 80202 www.granicus.com Granicus Response August 2, 2024 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Cover Letter granicus.com | info@granicus.com 2 Contents 1. Cover Letter ....................................................................................................................... 3 Project Team ............................................................................................................................ 5 Organizational Chart ...................................................................................................................... 6 Key Project Team Members........................................................................................................... 7 2. Application Software ........................................................................................................ 9 Agenda Automation..................................................................................................................... 10 Meeting Management ................................................................................................................. 19 Video Streaming with Swagit ...................................................................................................... 23 Unparalleled Customer Support ................................................................................................. 27 Data Security and Storage .......................................................................................................... 29 Continuity and Disaster Recovery .............................................................................................. 31 Software Modifications ................................................................................................................. 33 Integrations ..................................................................................................................................... 33 Committee Management ........................................................................................................... 35 Community Engagement ............................................................................................................ 38 3. Proposer’s Experience/References ................................................................................42 Similar Projects ................................................................................................................................ 42 References ...................................................................................................................................... 42 Methodology/Project Understanding ...................................................................................45 Methods and Stages ..................................................................................................................... 45 Projected Timeline ......................................................................................................................... 45 Scope of Work ................................................................................................................................ 46 4. Implementation Plan .......................................................................................................51 Overview of Deliverables ............................................................................................................. 54 General Project Requirements.................................................................................................... 56 Project Teams ................................................................................................................................. 57 User Testing ...................................................................................................................................... 59 Training Plan .................................................................................................................................... 60 5. Cost Proposal ...................................................................................................................64 6. Purchase and License Agreement .................................................................................67 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Cover Letter granicus.com | info@granicus.com 3 1. Cover Letter Granicus 1999 Broadway, Suite 3600 Denver, CO 80202 August 2, 2024 City of Diamond Bar Attn: Alex Batres 218 10 Copley Drive Diamond Bar, CA 91765 Subject: RFP for Agenda Management and Live Streaming System – Granicus Response Dear Alex, Thank you for the opportunity to help the City of Diamond Bar transition from our legacy technology platforms – IQM2 and Civic Streaming – to our updated and expanding agenda and meeting management solution, and video streaming service: OneMeeting and Granicus Video. Based on our existing partnership with the city, the background information available, and our extensive experience delivering these services and software to hundreds of public sector organizations, we believe we are uniquely qualified to perform the work described. Few people outside of local government fully comprehend the essential role that a City Clerk and their team play in their communities, and how many critical functions they coordinate before, during, and after public meetings. At Granicus, our goal is to not only to make their job easier, but also to equip your organization for future growth. We are excited about the opportunity to continue to partner with Diamond Bar and confident that Granicus’ govMeetings OneMeeting and Granicus Video will be the best fit for your needs. At Granicus, our goal is to relieve the burden with modern technology solutions that allow you to focus on serving your community. We have been partnering with government organizations since 1999. We have used that experience to create multiple agendas and meeting management solutions, ensuring our clients can always find the perfect fit for their needs. Many cities, counties, and special districts, like Gilroy, CA who implemented our OneMeeting and Granicus Video solutions, have seen extraordinary improvements in performance, service, and citizen engagement including: • Industry-leading protection from malicious attacks and natural disasters. Granicus invests heavily in application and security infrastructure to ensure that information is accessible to you and your constituents need it. • Seamless, technology-led productivity. Our technology solutions can be critical components to making local government run smoothly by automating tedious manual work and facilitating efficient collaboration and accountability. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Cover Letter granicus.com | info@granicus.com 4 •Community-focused digital participation. Members of the public, now more than ever, are looking for ways to engage with the government online. Granicus’s agenda and meeting management solutions are purpose-built to ensure that you have a wide range of options to suit your community’s unique needs. •Good governance and informed policy decisions. From publishing meeting materials to live streaming public meetings to recruiting members to serve on public boards and commissions – our full scope of solutions are rooted in the principles of public transparency and engagement. In this response, we will detail why the OneMeeting & Granicus Video are the best fit for the City of Diamond Bar’s needs. Along with our amazing customer service, the City of Diamond Bar will also be provided with an ongoing learning resource with online training features. Granicus continues to provide support before, during, and after the implementation and will consistently deliver the best product for our customers. The proposal and the prices contained therein will remain firm for a period of one hundred eighty (180) days after receipt by Diamond Bar. Sincerely, ______________________________________ Brendan Stierman Manager, Contracts Granicus, LLC Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Project Team granicus.com | info@granicus.com 5 Project Team Granicus, LLC is headquartered in Denver, CO with our other main office located in Washington D.C. We currently employ over 1,500 people and provide services to multiple countries around the globe. Granicus is a privately held company, and we are continuously improving and expanding our products through customer feedback and industry analysis. We currently have over 6,000 public sector clients and maintain a high retention rate. Granicus has provided Software as a Service solutions to government agencies since our inception in 1999. Granicus continues to provide stellar services to public entities of all levels, sizes, and types with the acquisition of several other companies that have increased our capabilities and offerings over the years. We offer added functionality across content creation, communications, records management, and digital engagement services, meaning more is possible with a single vendor than ever before. Granicus currently supports our tailor-made SaaS solution sets: • Engagement Cloud: Foster public participation in government decision-making, including surveys, polls, forums, and managing community engagement projects via email, SMS, and social media. • Service Cloud: Streamline website content management, online forms, and user- friendly platforms to provide quality, sustainable, and cost- effective municipal services that foster and sustain positive government experiences for residents. • Government Experience Cloud: Easily manage all public records, record requests, meeting organization, and committee activities to increase response times, citizen participation, and overall accessibility. Granicus, LLC is a global leader in customer engagement and experience technology and services for the public sector. Granicus is a private company, and our financial position is not public information. Granicus is backed by Vista Equity Partners and Harvest Partners who together manage portfolio assets valued at upwards of $100 billion. Since its inception in 1999, Granicus has a proven track record that includes more than 20 years of experience delivering similar services to our 5,500+ government customers including: The State of Michigan, the City of Detroit, Wayne County, Macomb County and Oakland County. If there are any concerns regarding Granicus’s financial standing, please reach out to contracts@granicus.com. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Project Team granicus.com | info@granicus.com 6 Organizational Chart The success of a project is often heavily dependent on the strength, skills, and qualifications of the team. The Granicus team is comprised of experienced consultants skilled in implementation, design, and development, making a distinct Project Leadership Team and a Project Management Team. Together, both teams will work together to see the project to its successful conclusion, on schedule and within the proposed budget. Project Role Description Director of Implementation Oversees the total Project Implementation. Manager of Project Management Oversees the project team and ensure that the City’s goals and expectations are realized. Manager of Product Training Ensures the City has the resources and skills necessary to fully utilize the proposed solution. Project Manager Manages day-to-day operations of the project team. Implementation Consultants Provide in-depth knowledge about the solution and assist with problem-solving Diamond Bar can trust that the efforts of Granicus will benefit the project. The Granicus team will operate as a cohesive, blended team with clear roles and responsibilities. The organizational chart below details our proposed management and operations structure. Summaries of each team member’s experience and qualifications follow. Project Operations Project Managers Senior Leadership Team Project Leadership / Team Leads Victoria Lelchuk Manager of Project Management Brandon Weninger Manager of Product Training Aaron Levin Director of Implementation Implementation Consultants Project Leadership Product Trainers Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Project Team granicus.com | info@granicus.com 7 Key Project Team Members Granicus’ leadership has decades of experience in agenda management, and this is built into our company culture and procedures. Our staff leverages this experience as well as their own expertise to deliver projects in a highly professional and efficient manner. Please note that project team members are subject to change based on time and resource commitments. Any staffing changes will be confirmed prior to the start of the project. Aaron Levin – Director, Professional Services Aaron has been with Granicus since 2012. Currently he is responsible leading the Professional Services Teams involved in implementing our software. These teams include the Project Management Office, Technical Services, Data Migration, Meeting Services, and govMeetings Training Teams. Education BA, Psychology 20+ Years’ Experience Project Management Software Deployment People Management Resume Aaron Levin Brandon Weninger – Manager, Product Training Brandon has been with Granicus since January 2014. He is an ATD Certified Master Trainer responsible for leading a team of trainers who work with clients nationwide to help understand and design their workflow as well as prepare implementation and training plans. Brandon’s team provides support from kick off to go-live. Education BA, Communications ATD Master Trainer Certification 15+ Years’ Experience Learning and Development Adult Education People Management Resume Brandon Weninger Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Project Team granicus.com | info@granicus.com 8 Sunny Khetia – Manager, Technical Services Sunny has been with Granicus since 2015. Sunny leads our Technical Services team and provides a host of graphic design, front-end development, and product configuration services across all govMeetings solutions. Sunny’s team implements the public-facing aspects of your Granicus solutions. Education BS, Computer Science Modern Web Development Bootcamp 15+ Years’ Experience Web Development Customer Service People Management Resume Sunny Khetia Chris Maine – Manager, Meeting Services Chris has been with Granicus since 2008. Currently he is responsible leading the Meetings Services Team involved in providing Captioning and Support Services. This team manages contractors and vendors to deliver services to agencies large and small. Education BS, Business Administration PMP Certified Certified ScrumMaster 15+ Years’ Experience Project Management Vendor Management People Management Resume Chris Maine Keerthi Kanneganti – Manager, Technical Services Keerthi has been with Granicus since 2019. Keerthi leads our OneMeeting Technical Services team comprising of Design Services and Data Migrations teams and is responsible for providing front-end development, product configuration & maintenance services and historical migration services. Education MS, Computer Science 10+ Years’ Experience Web Development Software QA People Management Resume Keerthi Kanneganti Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 9 2. Application Software OneMeeting is an all-in-one, cloud-based agenda and meeting management platform designed to be flexible. We know a one-size-fits-all solution doesn’t fit all governments, so we’ve intentionally designed features and functions to meet a wide variety of needs. At the core of OneMeeting are powerful forms and workflow engines that are designed to be flexible enough to permit a wide range of uses and preferences. To maximize your use of the product, we don’t place limitations on the number of users you have, the number of meetings you create, or the number of documents or media you store. Save time and promote transparency by managing your entire public meeting process all from one single platform: Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 10 Agenda Automation Using OneMeeting, staff members are empowered to create, collaborate, and track the status of their agenda submissions. Custom-designed item submittal forms collect metadata and information about the item that can be used by the system to generate documents like staff reports and legislation. Custom-configured workflows define not just who needs to review the item and in what order but can also determine actions the system will take as the item progresses. Approvals can be conducted sequentially or in parallel and can include options like peer review for additional inter-departmental review. Administrators can review submissions, make updates, or view versions, and assign tasks. When it’s time to create and publish the meeting materials, clerks and agenda administrators can quickly and easily create and publish documents in a variety of formats that utilize custom-designed templates. Once published, specially designed portals allow the public and board members to access agendas, packets, and supporting documents. Board members can securely review, annotate, and make notes from any device via their dedicated web-based portal. Agenda Automation Features • Custom item submittal forms • Custom-configured workflows • Sequential or parallel approval system • Peer Review options • Create & Publish documents in multiple formats • Public Portal for access to agendas, packets, and supporting documents • Dedicated web-based portal for Board members • Role-based permissions • Email notifications • Task assignment and deadlines • Automatic OCR of attachments • Custom metadata collection and indexing for searchability • Digital signatures • Run standard reports and save/export Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 11 Managing the Agenda Process With OneMeeting, you can manage the entire agenda process--from submitting an agenda item for a meeting to ensuring that the item has all the necessary supporting materials to be heard. Agenda items can have pertinent item information tracked such as sponsor, background, speaker, recommendations, etc. All custom fields can be searched and tracked for reporting purposes. Agenda items can be moved or copied to another meeting with a full legislative history available. As items are moved, copied, or arranged within the meetings, the numbering and formatting of the item is automatically adjusted. This makes last-minute changes and item prioritization simple to handle. Agendas may be generated from draft formats of items or fully approved versions. Draft versions of an agenda with sections that have not yet been approved or reviewed are viewable at any point in time with the appropriate permissions. As part of Agenda Automation, OneMeeting includes customizable electronic forms and our Workflow module. Using this automation, the Client can add an agenda item and send it through an approval process. This automation provides an efficient and trackable way of making sure that an item is properly reviewed and ready to be presented at a meeting. Spell check is performed automatically by the browser of choice or Microsoft Word. There is no limit to the number of agenda templates that can be created in the solution. Multiple templates can even be created for individual meeting types. For example, there could be a regular meeting and a closed session meeting for the same body. The Client has complete control of the templates, and how they are formatted. Documents that are added to an item either directly or through workflow can be in any format and will have OCR performed on them so they can be searched easily. There is no limit to the number or type of documents that can be added to an item. They will also be converted to PDF. There are no proprietary file formats used in the solution. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 12 OneMeeting has an out of the box integration with Office 365/ Office 2016. This gives you full Word functionality and then the ability to pull everything from Word or Excel including track changes, tables, and images into OneMeeting. All changes to a file are automatically tracked and logged by the system. OneMeeting provides automatic versioning of items and the ability to see differences between versions. All prior versions are kept. When opened, the status of an agenda or item (draft, revision or approved/final) will display along with the version and full legislative audit history. Supporting documents may be linked to specific items in the agenda; these links will remain if the agenda is used to generate meeting minutes. Auto-generated minutes may be rearranged and formatted as necessary to reflect the actual order of the meeting. Agenda items may be searched by any indexed category including, but not limited to, date range, key words, title, content, or legislation number. OneMeeting features integrations with Google Translate and Office 365. The translation integration allows the [TYPE] to translate our HTML agenda into over 100 languages with a single click, drastically increasing access to agency information for more people. [TYPE] users can translate their individual submissions using OneMeeting’s Office translation tool into Spanish or other languages, so individual submissions can be available in multiple languages within the final agenda. Agenda Compilation and Publishing Once an agenda and all its supporting materials have been added to the system the Client can compile them into a packet with the click of a button. That packet as well as the agenda can be published to the Client website with another click of a button. The Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 13 format for the published agenda is configurable, including customizable, automatic numbering for each item and automatic insertion of blank PDF pages for printing, and includes all the industry-standard programs such as HTML, PDF, and Microsoft Word. Both the agenda and the packet are automatically collated for printing or publishing. Internal and external users can download, print, and export/share the agenda as a Summary Agenda (without the attachments) or as a complete packet (with attachments) from the web-based application. OneMeeting’s state-of-the-art agenda compiler automatically checks each item in the packet for errors. Should an item cause an error during compilation, the OneMeeting system will flag the item and notify the user. This makes fixing the error simple and effective, saving hours of time and effort that would otherwise be wasted by manually searching for problem. OneMeeting also supports unlimited meeting bodies, allowing each Board and Commission the unique permission levels to create and publish their own agendas and minutes. Publish dates can be controlled by each Board and Commission to meet State requirements. Automatic Electronic Signatures OneMeeting offers the same functionality that electronic signature solutions like Docusign provide without the need to manage and login into multiple solutions. The ability to electronically sign documents within the OneMeeting application is controlled by the workflow system. Users can designate the signature’s location and the required signee. Documents may be signed singly or in bulk. Moreover, controls within the workflow allow for iteration and finalization of the document before it reaches the signatory for final signature. This eliminates the need for multiple steps of finalizing a document within the document management system as well as needing another application for electronic signature. OneMeeting offers both functionality within the same process and in the same system. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 14 Key Module: Workflow The OneMeeting Workflow module allows for the automation of virtually any business process. This means that not only can it be used to track and manage the submission of agenda items, but it can also be configured to automate the processes surrounding meeting such as forward planning, scheduling, notifications, agenda review, agenda distribution, citizen input, meeting actions, and staff follow up after the meeting. Included Features: • Automatic initiation of workflow when an action request is submitted electronically • Automatic text replacement shortcuts such as financial formatting, committee/ councilor names, and title prefaces • Easy document routing for review and approval • Document versioning and track changes • Role-based permissions for editing and viewing privileges • Automatic notification via email or workflow queue • Parallel work process • Unlimited workflows can be created to automate any process • Reporting Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 15 • Real-time monitoring of flows to show where action requests are in the process • Deadlines can be set for tasks to be completed OneMeeting workflows and security levels are highly flexible and can assign tasks, priorities, and security at both the individual and group levels. Creating, tracking, and prioritizing an item for inclusion on the common agenda is simple and efficient when utilizing the workflow’s parallel work process and real-time status updates. Highly editable, custom workflows would also allow for easy maintenance of the list of pending agenda items to ensure nothing gets left out of the next meeting. The OneMeeting workflow system allows for easy, visual changes to business rules as needs grow and evolve. These changes can be made without impacting in-flight work. Peer Review adds an additional level of inter-departmental review prior to moving on to the next approver in order. Figure 1: Staff view of dashboard and task screen The OneMeeting Task screen allows staff members to see what tasks they’ve been assigned and the status of any documents they have submitted in the workflow. Shortcuts and sub-menus within the Task menu help streamline navigation and quick actions such as signatures or approvals. Public Transparency and Engagement OneMeeting’s public transparency and engagement features are designed to promote visibility into the legislative process. The public portal can be integrated directly with your website to provide a seamless look and feel or can be used as a standalone website. It is mobile responsive, accessible from any modern web browser, and designed to meet WCAG 2.1 AAA standards. Members of the public can view upcoming and past meeting information, search meeting content and view detailed information, including the legislative history of items. Optional community engagement features allow members of the public to submit comments in advance of the meeting or sign up to speak at the meeting from the portal. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 16 • Public Portal integration with website • Mobile-responsive • Accessible from any modern web browser • Meets WCAG 2.1 AAA standards • Public Comments function on individual agenda items • Speaker sign-up from the Public Portal Public Portal The Public Portal can be integrated directly within the Client’s website, providing a seamless look and feel. Constituents can search for and view meeting agendas, minutes, supporting materials, and video/audio. The portal also provides the ability for constituents to search the legislative history of an agenda item with a unique ID showing virtually all the information the system knows about a particular item. This includes the meeting history, voting records, speakers, and video specific to the item. All documents added to the system about the item are OCR'd for full text or highlighted search for additional information. An internal portal can also be used if the Client would like to publish specific information internally prior to it being made available to the public. Mobile Accessibility As a completely web-based solution, anyone with appropriate permissions can view and access the agendas, minutes, and supporting documents from any device that has a web browser. The solution has been designed with mobile-first technology so that the product displays and scales appropriately depending on the device the user is viewing it on. OneMeeting strives to be ADA and WCAG compliant. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 17 Network Bandwidth and System Requirements The entire application is web-based, so there are no minimum bandwidth requirements for web application usage. For video viewing, each user would use 5 Mbps as it’s a 720p stream. Bandwidth requirements per client are dependent on user usage. With mobile accessibility in mind, OneMeeting has been designed to run on any device that can support the latest web browsers including Chrome, Safari, Microsoft Edge, and more. Reporting Standard Reports The OneMeeting reporting engine allows users to configure reports on any data stored in the system. Users can create “views” using system tools then use those views to create their own report. Standard reports are also provided and include: • Committee Member Reports • Committee Vacancy Reports • Vote Records • Attendance Records • Audit report (login, adds, deletes, etc.) • Usage Reports (Items Submitted, Items Approved, Review Time) All reports can be exported to PDF. Users can filter and re-run standard reports or save them. Figure 2: Agenda Forecast report with applied filters Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 18 Custom Reporting The Committee Management module’s robust programming makes generating detailed reports quick and easy. The custom reports can be tailored to include specific information such as composition and demographics of the [TYPE]’s various boards and commissions, including information pertaining to their gender, race, veteran status, disability status, address, and district of residence while still differentiating between applicants and confirmed appointed persons. Future developments scheduled for mid-2024 include dedicated Demographic Infographics, making demographic information easily accessible through the dashboard environment. Data Migration Granicus has developed custom data migration tools to transfer the [TYPE]’s data into the OneMeeting system to ensure the [TYPE] keeps all its meeting information and videos. Granicus will work with the [TYPE] to establish the scope of migration which varies based on volume of data and current systems. The migration tool can access the data (read-only) to pull it from the current system and bring it into the OneMeeting system. We conduct each migration with three stages followed by a validation period. These stages of migration are meeting records, video uploads and metadata/attachments. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 19 Meeting Management OneMeeting’s meeting management features are purpose-built to allow you to run all aspects of your meeting with ease. Minutes-takers can record roll call, motions, votes, and actions live during the meeting. Browser-based display pages allow you to project information about the proceedings live in your meeting chambers or over your live stream. Speaker management is easy with live speaker list management and integrated timer functionality. Board members are able to use any web browser to access their meeting materials and follow along. Optional member voting functionality allows them to submit motions and cast votes through the same integrated portal. Meeting Management Features • Import agenda to auto- generate minutes template • Record roll call, motions, votes, and meeting actions in a single window • Accommodates on-the-fly adjustments including moving the order of items and uploading attachments • Supports various voting methods and configurations including block voting, weighted voting, and automated pass/fail calculation • Configurable vote terminology • Programmable word glossary and quick motions to speed up data entry • Meeting Viewer to display meeting information onscreen and in-house • Web-based access for board members’ meeting materials • Integrated video controls (Swagit or Granicus Video only) • Optional Electronic Member Voting OLATHE’S SUCCESS CAN ALSO BE MEASURED BY ITS ABILITY TO CONTINUE EVOLVING AND ADDING TO ITS EXPERIENCE, KNOWING EVERYTHING WILL WORK SEAMLESSLY TOGETHER BECAUSE WE HAVE AN INTERCONNECTED, PLATFORM SOLUTION.” - Scott Meyer, Digital Programs Manager, Olathe, KS Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 20 Meeting Interface During a meeting, all roll calls, motions, votes, minutes, notes, actions, and video streaming can be performed with ease. The OneMeeting real-time meeting management tools provide a single interface that allows all aspects of the meeting to be managed, often by a single user. This includes such actions as starting/ stopping the speaker timer, pausing or starting the video during recesses, and taking meeting minutes. OneMeeting can import the agenda into the minutes application to use as a minutes template. Real-time meeting management tools such as roll call, motions, votes, notes, and speaker names populate automatically as text in the minutes. Information about the current item, speakers, motions, and votes can be displayed in the meeting or online via the public portal in real time. The OneMeeting live meeting interface for Board members allows elected officials to see the current item with links to all supporting material. They can also request to speak, move or second a motion, and vote on items that are called for a vote. As OneMeeting is a web-based solution, Board members may access the interface from within the meeting or remotely. Citizens can also participate in conversations with other citizens and leave comments about the meeting as it progresses via the public portal. All the comments, conversations, and information about the meeting and specific agenda items can be archived and stored or made available to the public post meeting as part of the meeting page or legislative history if the Client chooses to do so. In addition, a Speaker Management system is built in that allows for speakers to sign up for a topic they want to address the board about. Once they begin speaking a user can start the timer, so they know when their time is up. Key Module: Meeting Viewer and Annotations The OneMeeting Meeting Viewer is provided with the solution. Meeting Viewer allows users to view different document types without having to have the native application on their device. It also allows users to annotate their copy of the agenda and supporting materials. Some of the annotations included are notes, highlighting, redaction, signatures, and more. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 21 When a user annotates their copy of the agenda, they will have their annotations on the agenda when they log in for the meeting. Because the OneMeeting solution is 100% web-based and has been designed with mobile-first technology, users can access the system from any device that has a web browser. Key Feature: Speaker Management A speaker management interface is included as part of Meeting Management and includes a timer that can be displayed in chambers. Members of the public that would like to speak about a particular item can either sign up online, and be automatically added to the system, or can be manually added by the clerk or other user that is managing the meeting in the system. How they are placed in the system is completely up to the Client. Once it is time for the speaker to begin talking, the clerk or other user can start the timer. Additional time can be added if needed. Member Voting (add-on) The Meeting Management interface known as Meeting Viewer also provides a means for the members to record their vote during a meeting and offers the ability to communicate the voting process of agenda items to the public. The Member Voting Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 22 add-on allows voting members and support personnel the opportunity to view the current item on the agenda and to electronically cast votes on motions. This electronic voting solution provides an automated and effective approach to recording the events of the meeting to make it easy for the supporting personnel to follow along and manage the meeting as it is in session. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 23 Video Streaming with Swagit Swagit provides a reliable, professional-looking, video experience with all the headaches off-loaded to video experts along with the best customer service in the industry. No more troubleshooting or panicking before or during meetings. The Swagit team will handle the pain points, leaving government staff to focus on the truly important work of creating policy and serving the public. The Extensible Automated Streaming Engine (EASE™) is a software framework consisting of foundation and extension modules that work together to automate many otherwise manually intensive tasks. This completely hands-off solution meets the current and future needs of the City without creating any additional work for your clerks or webmasters. Swagit Video Streaming Features • Requires almost no staff time or IT troubleshooting; all technical elements are outsourced and handled remotely. • Unsurpassed reliability and uptimes with industry-best customer service • Full-service or partially managed options • Integrations with Zoom, Teams, and YouTube for hybrid meetings • Playout system to integrate with cable or web channel (Playback365) • Live, remote voting available • Unlimited storage for meetings and specialty content • Ongoing software and hardware updates • Single point forwarding and a streaming VPN for added security • Emergency operations center for back-up of Swagit video headquarters Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 24 High Quality Post-Meeting Production Post-meeting production can be a significant time-suck for government staff, diverting valuable hours away from priority projects and onto administrative tasks. With Swagit as a video partner, most of that post-meeting to-do list is off-loaded to video professionals. Swagit offers professional editing and the industry’s best and most accurate live-person closed captioning, translation, and transcription services. Indexing and timestamping aligned with the agenda check off labor-intensive tasks that government staff no longer have to worry about. Using the City’s published meeting agendas as a guide, Swagit’s Managed Service Division (SMSD) indexes the meetings without any work from the City. SMSD will annotate your content by adding jump-to points with specific item headings, giving users the greatest flexibility to find the specific content they need. With these jump-to points, users can step through video by searching for or clicking specific items. If meeting packets or other related information is available online, our SMSD will link them directly to the video player for easy access. Swagit can deliver content in all major streaming video formats, including Flash, Windows Media, MP3/ MP4 audio, QuickTime, Real, and HTML5. With HTML5 streaming, Swagit provides content to mobile devices including iPhones, iPads, and Android devices. The default video definition is 1080p HD, but multi-bitrate streaming is also included for lower bandwidth accommodation. As a fully supported solution, Granicus provides our customers with all necessary upgrades, repairs, or replacements to ensure the system continues to work effectively. Client audio/video can be stored securely on the Swagit Content Network indefinitely. Fault tolerance and high availability is assured through replication of audio/video content to multiple, geographically redundant, Storage Area Networks (SAN). Our packages offer unlimited storage. Key Post-Meeting Production Features: • Requires almost no staff time or IT troubleshooting; all technical elements are outsourced and handled remotely • Professional post-meeting editing • Accurate indexing and timestamping aligned to agenda items • Industry -best, after-meeting, live -person closed -captioning available • Industry -best transcription and Spanish translation services available Reliable, Secure Meetings Swagit provides a reliable, professional-looking, video experience with all the headaches off-loaded to video experts along with the best customer service in the industry. No more troubleshooting or panicking before or during meetings. The Swagit team will handle the pain points, leaving government staff to focus on the truly important work of creating policy and serving the public. The Extensible Automated Streaming Engine (EASE™) is a software framework consisting of foundation and extension modules that work together to automate many otherwise manually intensive Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 25 tasks. This completely hands-off solution meets the current and future needs of the City without creating any additional work for your clerks or webmasters. The EASE™ streaming appliance records content according to your broadcast schedule and transfers the recorded audio/video to the Swagit Content Network via a secure Virtual Private Network (VPN) connection, making it available for live and/or on- demand streaming. The encoder and associated hardware works with all industry standard AV equipment so that the City will never need to worry about compatibility issues when upgrading the system. Swagit constantly monitors all aspects of the Swagit Content Network to ensure its health and availability. This monitoring extends to cover remote Swagit streaming appliances that are deployed on client premises. In the rare event of trouble , Swagit engineers are promptly notified and can dispatch a swift response in accordance with support procedures. Swagit’s hardware and software are continually updated for optimal delivery to end -users using emerging technology. It evolves with your organization and continuously meets and exceeds the streaming media needs of government. Swagit offers ongoing software updates and feature enhancements to all services and products for the life of your managed services contract. Swagit’s hosted infrastructure supports the encoding appliance and offers unlimited bandwidth and storage and the highest security standards through a cloud-based platform. The Swagit video solution includes rigorously tested hardware devices to fit any budget and environment, and the system restricts unauthorized access through limiting the IP access and single point forwarding. All traffic from these single points is monitored from a state-of-the-art, in-house security and system administrator. The streaming channel also goes through a VPN as an extra security measure. Additionally, Swagit staffs an emergency operations center in Denton, TX that also boasts physical security in the form of badge-locked doors, internal CCTV system, and badge checks on top of electronic monitoring. This center mirrors the functions of Swagit’s headquarters, so we can continue to guarantee our clients’ broadcasts and operations are unaffected during a weather (or any other) emergency. Equipped with the same technology and a state-of-the-art security system, the Emergency Operations Center provides our clients with the reliability and peace of mind they have come to expect from Swagit. Key Meeting Features: • Requires almost no staff time or IT troubleshooting; all technical elements are outsourced and handled remotely. • Unsurpassed reliability and uptimes with industry-best customer service • Full-service or partially-managed options • Integrations with 20+ agenda management solutions, including Legistar, iCompass, AgendaQuick, BoardDocs, and Community by Diligent; Peak Agenda and OneMeeting coming soon! • Integrations with Zoom, Teams, and YouTube for hybrid meetings • Playout system to integrate with cable or web channel (Playback365) • Live, remote voting available • Unlimited storage for meetings and specialty content Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 26 • Ongoing software and hardware updates • Single-point forwarding and a streaming VPN for added security • Emergency operations center for back-up of Swagit video headquarters Better Engagement through Better Distribution More than two-thirds of U.S. constituents report that they would be more likely to engage with government if it were easier to do so, and 70% of clerks report lacking the adequate tools run public meetings with sufficient public participation. Swagit can rewrite that story and create the connections for meaningful engagement. This Granicus solution enables you to reach underserved and hard -to-reach constituents with virtual meetings, ADA accessibility, and closed captioning. By navigating through the video library, users can view a list of meetings chronologically. Once in a selected meeting, users can unleash the power of the index markers to search for specific points within individual audio/video clips. Once integrated into the linking structure of the clients’ web site, the customized video library becomes the portal through which users access audio/video content. As new content is added, it automatically becomes available in the client’s library without any work by the client’s webmaster. There is no limitation to the number of viewers or the number of copies that may be distributed. During the broadcast, users have basic control over their own view with the controls present in the embedded iFrame player. Users can pause, rewind, and fast-forward the video up to the current point in time of the recording. Full-screen and volume options are also present on the control bar. During on-demand playing, viewers can use our innovative and proprietary Sound Search™ feature to jump to search for a specific spoken word or phrase in the video. Sound Search™ results are displayed by the date plus a second mark and provide a direct “jump-to” link for each instance a searched word or phrase was spoken during meetings. When a search result is selected, the audio/video clip will begin playing several seconds prior to the search result, giving greater context to the result. Swagit also offers multiple state-of-the-art captioning services, both live and in post- production, including a speech-to-text document. Our captioning services boast an accuracy rate of over 90%. If the [TYPE] would like to limit access to the stream to specific viewers, the [TYPE] would need to set up a webpage that requires a username and password. The iFrame player for the video stream would then be embedded in the page and accessible only to those with the proper credentials. Swagit 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.d Engagement Features: • Video library with intuitive navigations and shortcuts for public visitors • User viewing controls, including pause, rewind, and fast-forward Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 27 • Streaming to social media platforms, including Facebook, YouTube, Instagram, X, and LinkedIn • Spoken word search to locate topics of interest in recordings (Sound Search™) • Zoom, Roku, Teams, and PEG channel integrations • Password protection for limiting streams to certain viewers • Video analytics Unparalleled Customer Support Granicus insists that customers always have access to staff and resources to ensure an outstanding customer experience. Our support team is staffed with the needs of local government in mind. Regular Support Services are provided between 8:00am-10:00pm Eastern Time, Monday through Friday. On-call and emergency support are provided outside of regular Support Service hours online and by phone. In addition to contacting the support team by phone and email, Granicus provides a searchable online knowledge base for all its clients as part of their services. The knowledge base is available on the same website as our support ticket management system, making the OneMeeting support portal a one-stop shop. The documentation provided includes product updates, technical assistance, tutorials, and more. The content is regularly updated and expanded, and each article contains links to related articles for increased navigation. Support requests may be submitted via: • Portal: support.granicus.com • Email: support@granicus.com • Phone: 1-800-314-0147 Staff will be available 24 hours a day, 365 days a year to address critical system issues. The helpdesk services can be contacted through e-mail, telephone, or our support portal. Normal or Low priority live requests will be handled during regular operating hours Monday – Friday, 8am – 10pm (EDT). Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 28 The following table details the support severity levels and targeted response times: Codes Example Resolution Level Agreement Level 1: Critical • System down • System up, but cannot be used, affecting operations Confirmation of Request Received 1 hour Communications 1 hour Expected time to begin solving the issue 2 hours Level 2: High • Specific system functionality not functioning as expected • System interface is not working • Security-related requests • Serious impact on customer operation Confirmation of Request Received 4 hours Communication 4 hours Expected time to begin solving the issue 8 hours Level 3: Normal • Change of passwords • Billing information request • Functional or technical consultations Confirmation of Request Received 1 business day Communication 1 business day Expected time to begin solving the issue 24 hours Level 4: Low • Suggestions and recommendations • Training requests Confirmation of Request Received 3 business days Communication 3 business days Expected time to begin solving the issue 48 hours Resolution time will be based on the service or support request and regular follow-ups will be communicated with the customer on final resolution. Granicus shall use commercially reasonable efforts to resolve errors affecting non-essential components of Granicus Solutions, or errors that can be reasonably circumvented but errors that require debugging of programming code may need to be corrected during the next regular update cycle. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 29 Criteria for Incident Escalation Our customer support department receives cases and routes them to our OneMeeting product support team. Requests are handled at different levels of escalation. • Level 1 – General Customer Support. In this level, we can solve or answer general questions regarding products such as frequently asked questions and common knowledge base support requests. If the issue cannot be resolved in the initial call, the incident is escalated to a Level 2 request. • Level 2 – Functional Specialist Support. More experienced resources that have been involved in product implementations and issue resolution will handle Level 2 requests. These requests are more complex in the areas of functionality or configuration. A Level 2 representative will be communicating with the customer via email and coordinating communications to resolve the issue. If the issues are technical, to the degree a Level 2 representative cannot solve the issue, then the case will be immediately escalated to a Level 3 resource to address the issue. • Level 3 – Technical or Advanced Support. This support is provided by technical personnel that handles requests that are not in the scope of Level 1 and Level 2 resources. Level 3 requires technical or software development experience for issue resolution. Level 3 resources will work with the Level 2 resource on resolving the issue. Communications should not be expected from a Level 3 resource unless necessary. The Level 2 resource will keep communications with the customer until the issue is resolved. High availability The City can have confidence in Granicus’s commitment to service availability through a 99% uptime per calendar quarter Service Level Agreement (SLA). In all previous months-long uptime tests, our system has averaged 99.95% uptime or higher. Notifications for Granicus Solutions of any system-wide outages will occur within one hour from the time the issues are first recognized by Granicus. Data Security and Storage No other meeting and agenda management software provider invests as heavily in infrastructure as Granicus, whether that investment is in our datacenters or in the platform engineers who ensure that they operate flawlessly. Granicus views NIST 800-53 as the gold standard for application and infrastructure security. Additionally, the core of our govMeetings platform is hosted in two geographically resilient datacenters, both of which are certified as Tier III by the Uptime Institute. Granicus understands the impact of disruption and takes the necessary steps, in our infrastructure design and scale, to ensure the availability of your applications when you need them. Data in those applications is encrypted at rest and in transit using FIPS 140-2 validated encryption methods. The remainder of the suite is hosted in Microsoft Azure and all backups (from every application) are replicated to Azure datacenters. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 30 Access OneMeeting has fine-grained role-based security and can support multiple user IDs with varying levels of access and security. The client can create as many user IDs as needed and apply varying permissions to each. Authentication is supported via password authentication as well as SSO. Permissions are applied at the user level and can be applied to meeting types, workflow tasks, or individual functions (operations) within the system. Security – Physical and in the Cloud Granicus prioritizes both client satisfaction and data security. Every new employee must sign a non-disclosure agreement and undergo both thorough background checks and rigorous training. When preparing an update, Granicus performs a robust set of security checks and testing via a static analysis solution before any new code can be merged into the main body of the program. When a security issue is discovered/reported average time to resolution is currently less than 30 days. For additional monitoring, all OneMeeting customers receive access to OneMeeting's customer portal where the health status of the applications is present, and all alerting is provided to customers who subscribe to notification. Notifications are sent automatically, and options are available for users to receive these via email and/or text. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 31 Data Storage Granicus provides unlimited data storage for its clients as part of our standard solution offerings. Clients will never have to worry about running out of storage space or needing to upgrade to a larger data storage package. Data Backup Process All data is backed up and stored in multiple locations in real-time. Databases have Point in Time Restore for up to 35 days. This means we can restore to any minute within the last 35 days. After that, restorations are saved weekly for up to 6 months. Individual files have Point in Time Restore up to 2 days and daily backups for 30 days afterwards. Figure 3: Azure Backup data flow Granicus hosts all data in Microsoft Azure, which is a Tier 4 data center, and all connectivity is automatically managed by the Azure infrastructure. Azure guarantees a permanent data failover. Extra data backups are available upon request. Clients may also export data to external devices for additional storage. Granicus follows the standard protocols for recovery stated by Azure. Granicus uses HTTP2 protocol, so all communication between the client and server is secure and encrypted. Our database, backups and other data at rest is stored on Azure resources that have automatic encryption on all the elements. Continuity and Disaster Recovery Restore Points and the Restoration Process All data is backed up and stored in multiple locations in real-time. Databases have Point in Time Restore for up to 35 days. This means we can restore to any minute within the last 35 days. After that, restorations are saved weekly for up to 6 months. Individual files have Point in Time Restore up to 2 days and daily backups for 30 days afterwards. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 32 Granicus hosts all data in Azure and all connectivity is managed by the Azure infrastructure automatically. Azure guarantees a permanent data failover and OneMeeting follows the standard protocols for recovery stated by Azure. There is no need to migrate service or data because the data is in multiple locations already, thereby minimizing any disruptions or inconveniences due to outages. Backup Redundancy and Availability OneMeeting is organized as a 3-layer module program with supporting microservices. Components are deployed to either a Windows-based Virtual Machine, with specifications determined by workload and re-evaluated regularly, or to a computational platform such as Azure Functions or Azure AppService. These provide models for autoscaling based on demand to ensure low response times. All application code is written in .NET Framework or .NET Core and deployed to the most recent available version of Microsoft Windows Server. OneMeeting data architecture focuses on attaining 4th normal form in database normalization and leverages foreign key and other database constraints to ensure consistency. Figure 4: Architecture diagram for securely managed web applications such as OneMeeting Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 33 Software Modifications Maintenance & Updates All maintenance and updates are included in the OneMeeting subscription service. Granicus provides an average of 12 releases per calendar year. Our software handles all upgrade related activities and requires no action from the customer. All updates are automated using Microsoft automation tools and are available immediately to all users upon refreshing the page. All release notes and update information is accessible and stored in our online knowledge base. If a patch is defined as a hot fix and has a heavy impact on customers, it will be released as soon as possible with little-to-no down time. Granicus uses an Agile project management approach to enhance and update our solutions on at least monthly, if not more often. We schedule maintenance windows to minimize any potential disruptions to our clients while providing them with best-in-class, innovative software solutions. If system maintenance will affect system uptime, the customer will be notified in advance (if planned) or regularly updated with the system status (if unplanned). Change Requests Client input is viewed as essential to our success at Granicus. We pride ourselves on taking all client input for future enhancements or solution improvements seriously and considerately. Feedback is always welcome, and clients are encouraged to participate in future user groups and focus groups to help continue to improve our products. System Documentation When releases and updates are made, all OneMeeting clients receive notification and supporting documentation via email. Users also have access to an online knowledge base full of helpful training videos, manuals, and articles. Documentation is revised and expanded weekly, and client usage is tracked to ensure that documentation updates prioritize frequently accessed topics and areas of great interest to our clients. The major documentation categories in the knowledgebase are: • Resolution Articles (for both Admin and general users; broken out by product type) • Product Guides and Administration (for both Admin and general users; broken out by product type) • How-To Articles (for general product troubleshooting and training) • Product Updates (for continued communication and training on product improvements) • Release Notes (for communication regarding product fixes and improvements) • System Requirements (for Admin and general users) Integrations Our solution is built on widely used and supported web applications. Technology, particularly video, has improved dramatically over the years. Our role isn’t to reinvent Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 34 the wheel but to adapt software to meet the specific needs of clerks. We provide out-of-the-box Laserfiche, Zoom, Swagit, Microsoft Office365 SSO, and Google SSO integrations to pair our best-in-class solutions with our clients’ existing systems. OneMeeting x Laserfiche Integration Granicus provides an out-of-the-box integration to match our best-in-class solutions with our clients’ preferred Laserfiche document management software. More than 20% of OneMeeting clients opt to use this integration in their solutions. This integration helps our customers manage their documents and link with their existing software solutions. The OneMeeting integration with Laserfiche provides two primary features: • Documents, and their related metadata, can be published to selected Laserfiche folders when pulled from OneMeeting • Laserfiche folders can be accessed to select files to upload when adding attachments to sections and items in OneMeeting Our solution removes the need for users to manually download files from one system to place them in the other. We save our users time and reduce the risk of errors due to manual work. And, the mapping of metadata when publishing documents from the OneMeeting system into Laserfiche provides even more time saving and error reduction, ensuring data is accurate and present in all files. OneMeeting x Swagit Integration OneMeeting also has an integration with our video streaming team, Swagit, which specializes in high-end streaming options. Their end-to-end platform integrates seamlessly into the OneMeeting Platform for a hassle-free end-user experience. Benefit from both sides of this dynamic partnership as we highlight the advantages of: • Hands-free video streaming • Multi-lingual agendas & video • Complete agenda item submissions, every time • Workflows that do the work for you Open API The OneMeeting Legislative Management Suite is driven by Restful Web Services. This allows virtually anyone (other software vendors, open data developers) the Client allows to consume the data available in the system. Access is controlled by the Client and the available “datasets” are published by the Client, just like publishing an agenda. Committee Management Features • Track appointments • Manage vacancies • Accept applications • Custom forms with configurable metadata fields • Dynamic routing • Collection of demographic information • Committee-specific meeting scheduling and notifications • View information about Committee members Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 35 Committee Management OneMeeting offers integrated committee management features that allow users to keep track of appointments, manage vacancies, and accept applications to various boards, commissions, and committees. The configurable forms and workflow engines allow for custom applications and dynamic routing. Custom metadata fields allow for the collection of any information needed about an applicant – from demographic information to qualifications. Easily log information such as required training and store associated documents. Boards and Commissions OneMeeting has integrated the management of boards and commissions as an enhancement to our solution. Viewing, editing, and adding committees, boards, members, or positions, has never been easier. In one succinct view, a user can take care of all committee tasks efficiently and effectively. They can quickly create initial and subsequent terms, and even split terms if a seat becomes vacant mid-term. Figure 5: Sample Committee Member profile Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 36 Figure 6: Main page for City Council board Citizens can easily apply for vacant positions through fully customizable online forms. The application will be efficiently routed through the designated approval process using the workflows from the agenda automation. Once an applicant is selected, acceptance or rejection letters can be sent to multiple or individual applicants through the Committee Management’s notification system. Customers can create meetings customized to a committee's schedule, including the ability to specify the exact cadence, time, and location of meetings. Once the meeting is scheduled, the OneMeeting Committee Management will keep committee members regularly informed about their upcoming meetings. Committee members have access to their schedule and meeting materials on their mobile device so that they are always informed wherever they go. Figure 7: View of all meetings vs council-specific meetings Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 37 Integrating Committee Management as an enhancement of our already responsive software allows an unlimited number of meeting types to be created for each committee. Each meeting type can have a variety of templates (agenda, minutes, action summary, confidential, etc.) that allows for maximum flexibility without duplicating data entry or administrative efforts. Additional benefits of the Committee Management module include: • Get an instant view of board position statuses, and upcoming vacancies with an intuitive dashboard. • Narrow in on qualified candidates with automated position requirement filters. • Instantly generate reports on candidates, vacancies, boards, appointments and more. • Customize and automate board-related emails to eliminate manual email communications and complete required documentation faster. • Automatically update your boards and commissions public-facing web page in real-time - without using IT personnel or resources. Simplify the board management process • Display and promote vacancies on your existing website in real time. • Accept applications online with the ability to attach all required documentation. • Allow applicants to save applications and complete them in multiple sessions. • Easily process, share, and manage applications. Make applying easy, fill seats faster • Move board records online for secure, accessible storage–applications, reports, and documents. • Custom reports and letters are available at an additional charge. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 38 Community Engagement Improving community engagement options is core to the Granicus mission. We believe technology can improve communications between elected officials and their local community. OneMeeting’s public engagement features are an indispensable part of the online and hybrid public meeting process. This module allows management of requests to speak, speaker sign-up lists, and online comments about specific agenda items. Easily facilitate sign-in and speaker-to-committee interaction during hybrid meetings with the in-person kiosk function. All information is synced within the solution for easy minute-taking and notes. Community Engagement Features • In-person or remote speaker sign-up sheets • Manage both online and in- person speakers • No more bad handwriting • Gather demographic information about speakers • Customizable timer for speakers • Online comments for individual agenda items • Information syncs to clerk view for easy minute-taking “WE ARE MORE EFFECTIVE BECAUSE OF GRANICUS, AND WE MEET THE NEEDS OF THE PUBLIC IN A MORE DYNAMIC WAY THAN WE WERE DOING BEFORE." -LaTonda Simmons, City Clerk for Oakland, CA Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 39 Community Comment The Community Engagement module creates a public portal for citizens to comment on individual agenda items. The comments are text-based and a character limit can be established to replicate the time limit used for public speakers when meetings are in person. All comments will be aggregated into a simple report and provided to elected officials. Comments are not publicly viable until they are published by the agency during or after the meeting. Figure 8: Public Comment module external user views Features include: • Online commentary on individual agenda items. Citizens may comment on their topic of choice instead of on the meeting as a whole or in a corner of a chatroom. This also provides organization of comments after the meeting. • Curated comments. Some comments will not be considered appropriate for the meeting due to society’s standards of decorum and/ or civility. Online comments are directed to the clerk’s view and will not be available to view until they are published during or after the meeting. • Automated security features keep out bots and spammers so that meetings are not derailed. The OneMeeting system checks to ensure that each comment is not auto- populated and protects from DDOS attacks. • Rich Text Format for easy reading. Other solutions only feature basic text input, which may hinder overall legibility or minimize written emphasis. Character limits may also be imposed to regulate comment length. • Reporting functionality. All comments can be compiled into a report that may be included in the meeting minutes or to elected officials during the meeting. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 40 Community Request-to-Speak The Request to Speak functionality allows community members to sign up to request to speak for any agenda item. The software will manage the sign-up and provide an ordered list of public speakers that can be called on during the meeting. Figure 9: Public view for Speaker sign-up Features include: • Online or in-meeting • Configurable cutoff time • Meeting Room Kiosk display • Sync to Clerk minutes • Gather Contact info • No more bad handwriting Kiosk View The Kiosk View functionality is a tablet-based kiosk view, which allows community members to sign up to speak quickly and easily in meetings. This is especially useful for hybrid meetings where speakers may be attending both in-person and remotely. A timer may be displayed on the kiosk for the current speaker to view or to notify the next speaker about the remaining time. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Application Software granicus.com | info@granicus.com 41 Video Streaming - Swagit Live Closed Captioning Granicus can help the [TYPE] meet your accessibility obligations with captioning for live streaming and broadcast events. Whether for your one-off events or longer-term fixed placements, our Swagit team can provide hands-free support with compliant turnkey live video services. Swagit can provide real-time captioning for live programming, as well as sync those captions for on-demand usage after the event has come to its completion. Captioning through Swagit can be distributed to both TV and the Web simultaneously, if needed. FEATURES • Meets FCC mandated ADA requirements for closed captioning • Hands-free captioning service • Live and/or on-demand • Multiple captioning options • Visible on mobile devices • Captioning for TV broadcast • Captioning of archival video • Dedicated staff to exceed expectations Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Proposer’s Experience/References granicus.com | info@granicus.com 42 3. Proposer’s Experience/References Similar Projects Over 150 of our clients currently enjoy the benefits of the OneMeeting solution. OneMeeting implementations within the last 5 years include, but are not limited to: • Moorpark, CA • Gilroy, CA • Lake Forest, CA • Longmont, CO • San Antonio, TX • West Jordan, UT • Ventura County, CA • Orange County, CA • Omnitrans of San Bernardino County, CA • Los Angeles Department of Water and Power (LAWDP) References San Bruno, CA Description San Bruno uses many of OneMeeting’s solutions for its legislative management needs including Agenda Automation, Granicus Video, Committee Management, and Meeting Management (including Voting). Address 567 El Camino Real, San Bruno, California 94066 Contact Lupita Huerta- City Clerk Phone (650) 616-7061 Email lhuerta@sanbruno.ca.gov Go-Live Date November 2021 San Mateo, CA Description San Mateo uses many of OneMeeting’s solutions for its legislative management needs including Agenda Automation, Granicus Video with Closed Captioning, Committee Manager, Member Voting, and Meeting Management. Address 330 West 20th Avenue, San Mateo, CA 94403 Contact Patrice Olds- City Clerk Phone (650) 522-7040 Email polds@cityofsanmateo.org Go-Live Date March 2018 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Proposer’s Experience/References granicus.com | info@granicus.com 43 West Jordan, UT Description West Jordan uses many of OneMeeting’s solutions for its legislative management needs including Agenda Automation with a Laserfiche integration, Meeting Management, and Granicus Video. Address 8000 Redwood Rd., West Jordan, UT 84088-4604 Contact Alan Anderson, Council Director Phone 801 -569 -5028 Email alan.anderson@westjordan.utah.gov Go-Live Date July 2022 Gilroy, CA Description Gilroy uses many of OneMeeting’s solutions for its legislative management needs: Agenda Automation, Granicus Video, Committee Management, and Meeting Management (including Voting). Address 7351 Rosanna St, Gilroy, CA 95020 Contact Thai Pham, City Clerk Phone (408) 846-0204 Email thai.pham@cityofgilroy.org Go-Live Date October 2022 Thousand Oaks, CA Description Thousand Oaks uses many of OneMeeting’s solutions for its legislative management needs including: Agenda Automation with a Laserfiche integration, Granicus Video with Closed Captioning, Committee Management, Member Voting, and Meeting Management Address 2100 Thousand Oaks Blvd, Thousand Oaks, CA 91362 Contact Cynthia Rodriguez, City Clerk Phone (805) 449-2100 Email crodriguez@toaks.org Go-Live Date April 2022 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Proposer’s Experience/References granicus.com | info@granicus.com 44 City of Lake Forest, CA Description Lake Forest uses many of OneMeeting’s solutions for its legislative management needs: Agenda Automation, Granicus Video, Committee Management, and Meeting Management (including Voting). Address 100 Civic Center Dr., Lake Forest, CA 92630 Contact Jennifer Weiss, Assistant City Clerk Phone 1 (949) 461-3423 Email jweiss@lakeforestca.gov Go-Live Date March 2020 Rancho Cucamonga, CA Description The City of Rancho Cucamonga was in the process of implementing the Novus Agenda system when Novus was suddenly purchased by a competitor. During the company’s transition, the City noticed a significant decline in customer service and decided to issue an RFP for a replacement. After careful consideration, the City selected OneMeeting to implement Agenda Automation. Address 10500 Civic Center Drive, Rancho Cucamonga, CA 91730-3801 Contact Patricia Bravo-Valdez, Assistant City Clerk Phone (909) 477-2700 x2009 Email patricia.bravo-valdez@cityofrc.us Go-Live Date May 2021 Victorville, CA Description The City of Victorville uses many of OneMeeting’s solutions for its legislative management needs, including Agenda Automation, Meeting Management (including Voting), Granicus Video, and Committee Management. Address 14343 Civic Drive, Victorville, California 92392 Contact Charlene Robinson, City Clerk Phone 760 -955 -5026 Email crobinson@victorvilleca.gov Go-Live Date August 2020 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Methodology/Project Understanding granicus.com | info@granicus.com 45 Methodology/Project Understanding At Granicus, we take pride in fully understanding your project before it begins. Before project initiation, we will provide the City of Diamond Bar with a project plan and, if requested, a Scope of Work (“SOW”) document to support a clear understanding of the project. Although Granicus makes every attempt to provide accurate estimates, it is possible that additional Client requirements or details can emerge. If new requirements are discovered or additional products and/or services are required, it may change the estimated cost and timeline provided. Methods and Stages Granicus uses a consultative approach to implementation, and our implementation methodology framework includes planning and discovery, implementation, and project closure. The discovery period includes comprehensive review and analyses of the Client’s business processes for agenda and management. Additional discovery sessions will be held with subject matter experts to map and document workflows, forms, and documents to drive a successful Configuration period and lead into Training, Go Live, and Transition to the Support team for on-going, long-term support. Risk Management A tollgate (health check) review is conducted at the end of each phase of implementation to ensure that activities, milestones, and deliverables are provided per [CITYNAME]’s quality standards, and that any risks and issues are proactively addressed moving into the next phase. Project Tracking Our implementation team utilizes a project management tool called Wrike. A specific account can be created for Diamond Bar’s team if the City would like to collaborate with our team in Wrike. Projected Timeline The estimated project timeline is 24 weeks. The projected timeline can be impacted by changes to the project scope and based on commitments to the general project requirements. The Granicus Project Manager will work with the Client team during the Planning and Discovery Phase to identify implementation priorities and may shift the timeline and the timeline duration based on those priorities. The project will consist of four distinct stages: Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Methodology/Project Understanding granicus.com | info@granicus.com 46 Scope of Work Functional Requirements The Functional Requirements Questionnaire has been completed and attached as Appendix A. Data Migration In addition to an Agenda Management and Live Streaming System, the selected Proposer will be expected to perform migration of existing agenda documents and videos into the new system. The City needs to migrate and archive one (1) year of City Council, Planning Commission, Traffic and Transportation Commission, and Parks and Recreation Commission agendas, agenda packets, public comments, and videos on the public-facing repository. All contents are currently on the City’s public-facing repository that is hosted by Granicus. Any data migrations run by Granicus will incur a cost. Granicus does have a Data Migration group that can assist with migrating data from any system into OneMeeting. Prices range varies by the number of years you want to migrate into OneMeeting. Technical Requirements The Agenda Management and Live Streaming System must address or achieve the following technical specifications: • Compatible with various productivity application software, supports a variety of web browsers, and provides a responsive design for mobile browsers. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Methodology/Project Understanding granicus.com | info@granicus.com 47 OneMeeting is a SaaS solution and available through various browsers and mobile devices. • Agendas need to be accessible online for City and public use. The online agenda packets and attachments should be accessible and integrated with the City’s website, as well as integrated with a streaming media system for meetings to watch a meeting's streaming video live while being able to view the meeting's agenda and agenda item reports. OneMeeting's one-click-publish compiles, auto-paginates, and hyperlinks attachments into a finalized HTML agenda, as well as a printable PDF packet. This action will notify anyone on the email list that the agenda has been published. Internal and external users can download, print and export/share the agenda as a Summary Agenda (without the attachments) or as a complete packet (with attachments) from the web-based application. External users would access the packet through the Public Portal located in the client's website. (Please see information below about the Public Portal.) • The Proposer must display the capability of integrating with third party document management platforms. The City currently utilizes Laserfiche for this purpose. OneMeeting has an out-of-the-box integration with Laserfiche. Documents can be published to selected Laserfiche folders when published from OneMeeting. Laserfiche folders can be accessed to select files to upload when adding attachments to sections and items in OneMeeting. Support Requirements The Proposer of the Agenda Management and Live Streaming System must provide the following support specifications: • System support by the vendor during the duration of the contracted term. Vendor will supply continuing support for the life of the contract pursuant to the terms in the contract. • 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. Our Service Level Agreement is attached to this proposal. • A web-based searchable help center for questions and articles that provide solutions. All Granicus solutions have online support articles through support.granicus.com • Software updates for bug fixes and patches to keep the system current. All upgrades, support, and maintenance of OneMeeting’s support is included in the annual fee. All updates and bug fixes to the OneMeeting software will be provided to the client under the current fee structure. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Methodology/Project Understanding granicus.com | info@granicus.com 48 • Send email notifications to System Administrators when there is a systemwide outage or issue that affects the performance of the system. Please see the SLA, attached. Clients can also follow status.granicus.com for information on updates and service disruptions. • Support made available to any user of the system. Access to support is available to all users of the system. Training Requirements The Agenda Management and Live Streaming System Proposer must provide the following training specifications: • During implementation, and when the City determines the new system is substantially operational, training must be provided for City staff. • System Administrators must be trained in all aspects of the system. Training should teach System Administrators how to troubleshoot the software and provide answers to specific needs or questions. System Administrators should also attend all training sessions to gain a deeper understanding of how all users will interact with the system. • 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. • Detailed documentation of all software installations, including operations and configurations and procedures to the City. Documentation should also include administrative documentation or manuals for system administrators and end-user documentation or manuals for system end-users. OneMeeting’s implementation includes comprehensive training courses and written documentation that will allow City users to learn at their own pace. Our software is not only easy to install, but easy to use as well. As a result, training requirements are much less intrusive and time-consuming when compared to other systems. All remote trainings are recorded and provided to the client at no additional fee. This allows users to review the material at their own pace and on their own time. To ensure the proper training of OneMeeting users and administrators, we recommend adherence to the following guidelines: - We recommend that at least two individuals be trained as these Administrators should be prepared to attend all training sessions to gain a deep understanding of all users will be interacting with the OneMeeting system. - We recommend not more than two people per workstation during training classes to ensure adequate levels of hands-on experience for each participant. System Administration Training We recommend that at least two individuals be trained on system administration. One would be the primary System Administrator and the other would be the secondary or Backup System Administrator. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Methodology/Project Understanding granicus.com | info@granicus.com 49 Training really starts during the installation process. Granicus project team members frequently discuss and include system administrators, so they become familiar with all aspects of the system. Then, several days of formal training take place. The training will train participants on troubleshooting the software and provide answers for specific needs or questions. User Training User training takes place after installation is complete. This is important because trainings utilize the newly installed system. Users can immediately begin using the software upon completion of the end-user training. Instructional Methods Training is entirely hands-on and designed to appeal to different user types, learners, and skill levels. Our basic training model consists of these four parts: - Explain: The instructor offers students an explanation of the concept and its possible applications. - Demonstrate: The instructor shows students exactly how to perform the operation or how the concept works. - Practice: The students practice the concept using the software. - Evaluate: The instructor and students review the concept and practice performance. This gives students a chance to ask questions and give input Ongoing Training Opportunities There are multiple training options available after the initial implementation of your solution has completed. They include onsite training (when permitted), online “webinar” training, training videos, and written documentation. Clients also have access to our searchable online knowledge base, which is constantly updated and expanded and includes how-to videos, helpful articles, release notes, and much more. Recommended Offering for Diamond Bar As part of system set-up, Granicus offers live training sessions through Zoom. The OneMeeting training package includes up to 15 hours of live training. Our recommended training schedule is a total of 12.5 hours over a four-day period and is organized to train three user groups: System Admins, Clerks/Staff and Council Members. We also include an additional 2.5 hours that can be used for any additional training needs as determined by the project team. Training hours are valid during the training stage of implementation and expire two weeks after your first live meeting with OneMeeting. This training package is included in the OneMeeting system set-up fee. In addition to live training, the Client will also have 24/7 access to PDF and video resources in our support knowledge base. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Methodology/Project Understanding granicus.com | info@granicus.com 50 Live Training Notes - Trainings are delivered virtually through Zoom and range between 60-120 minutes per session. - Trainings are recorded for future reference and links to recordings will be provided. - We recommend users be logged into their OneMeeting accounts to follow along with trainings. - We recommend System Admins attend all trainings. - The training schedule outlined below is flexible and can be revised if that is determined to be desirable and/or necessary by the project managers for DART and Granicus. Training Requirements by Audience - System Admins: 12.5 hours of training sessions. We recommend Admins attend all sessions. - Clerks/Staff: 8 hours of training sessions. - Council/Committee Members: One 60-minute training session. Members need their tablet or laptop devices typically used for voting and viewing in documents with them at these trainings. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 51 4. Implementation Plan There are four phases of implementation, and each phase contains several stages or parts. Phase 1: Kickoff & Discovery/ Project Startup Phase Pre-implementation Call The Pre-Implementation Call is an important preliminary meeting that occurs during the sales process. It is designed so that Granicus Implementation Services can meet with clients to discuss the implementation and related topics. Topics • Introductions • Confirm the features and functionalities match expectations • High level overview of the implementation process and timelines • Provide this Statement of Work • Provide the client with the OneMeeting questionnaire. This is extremely important to be complete and accurate. This questionnaire will reduce the number of hours required during the configuration stage of this project for Granicus and the client. This will be sent to you via a zipped file or other method. You are welcome to ask questions when reviewing and completing these. The questionnaire is organized into folders by product. If the client purchases only agenda automation, the items in the General Folder and the Agenda Automation Folder are required to be completed. If the client buys all modules and a data migration, then all items in all folders are required to be completed. The questionnaire should be completed before, during or immediately after the project Kick Off Call. • Implementation Consultant and Design Services reviews current and or expected output (agenda, minutes, etc.) to confirm there are no system limitations. If there are limitations, explain what we can do. • Project Coordinator to discuss any items related to hardware (if included in the deal) Project Kickoff The purpose of the kickoff call is to formally start the project. The Granicus Project Manager schedules the kickoff call. It is important that the Opportunity Owner, all assigned members on the Granicus project team and the client project team are present for the Kickoff Call. • Introductions: Project Owner will start the call by introducing all meeting attendees. • Project and Solution Overview: Review the products included in the project and an overview of the deployment process. • Hardware Implementation Process: If an encoder or other hardware is included in the solution, provide a brief overview of the hardware shipment, configuration process, and then schedule a meeting for the hardware implementation call. It is Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 52 the client’s responsibility to physically install and connect the hardware, and they need to complete this step prior to the hardware implementation call. Therefore, make sure the call is scheduled out far enough to give the client adequate time to receive and properly install the hardware. • OneMeeting Configuration Process: Implementation Consultant will provide a brief overview of the OneMeeting Configuration process and training process, and then will re-introduce the implementation consultant so they can talk about the process in more detail and schedule time with the client as necessary. • Training Process Review and Scheduling: The Product Trainer to review the training process. The trainer will then discuss the training process and schedule the training sessions on the call. • Scheduling dates: Schedule dates collaboratively. This will inform our project plan. • Post Kick Off Call: - Recap Email: A recap email of the kickoff call should be sent and include the project plan in two business days or less. - Calendar invites for scheduled activities: Each member of the Granicus Project Team should send out calendar invites for scheduled activities. Please invite others on the Granicus project team as optional. Phase 2: Configuration & Testing Phase During this stage, your OneMeeting team will work on setting up your system based on your OneMeeting Questionnaire. We will likely meet weekly or twice a month to ask questions and provide updates. We will also conduct walk-throughs and get your approval of the system for each major configuration step. There is a final system review at the end of configuration that will be led by Granicus. Testing and Acceptance This system is a web-based system (there is hardware used for streaming video). The system works “out of the box” but most clients will require configuration. Testing is encouraged to make sure that the configurations are accurate. System acceptance will be required before proceeding to the next phase. Data Migration Many of our customers want to have their existing meeting data migrated into OneMeeting. If we are doing a data migration, we will want to begin work on it shortly after the project is kicked off to ensure that it is complete after you go live. Before we begin the data migration process, we ask clients to review current data, and purge any data that they don’t want to bring into the OneMeeting. The table below contains general guidelines of the activities and time frames for migrating data. Your actual plan may vary. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 53 Activity Description Estimated Duration Recommended Attendees Data Migration Discussion. How many meetings and documents do we have, what is this going to look like in OneMeeting, and timing. 60 minutes Clerks/Staff, System Admins Move sample set of data Granicus will move a sample set of data. 1 – 2 Weeks Granicus Client review of sample data Client to review and approve the sample set of data migrated. 1 Week Clerks/Staff, System Admins Move all data Granicus will move all data into the production environment once customer approves the sample migrated data. 1 – 6 Months Granicus Client review of all data Client to review and approve all data migrated into the production environment 2 Weeks Clerks/Staff, System Admins Client Signoff Client signoff on the data migration being complete. 10 minutes Clerks/Staff, System Admins Phase 3: Training Phase The training that we conduct is tailored to your organization. We use the train the trainer approach where we train select people in the organization. The team that is trained will assist in training other members or other groups as necessary. Additional training may be purchased if you desire to have us train others outside of the initial group or for a longer period than the included training time. As part of system set-up, OneMeeting offers live training sessions through Zoom or Teams. The full training package includes up to 13 hours of live training and is organized to train three user groups: System Admins, Clerks/Staff and Council Members. We include 2 hours that can be used for any additional training needs as determined by the project team. Training hours are valid during the training stage of implementation and expire two weeks after your first live meeting with OneMeeting. Please see our Training Plan starting on page [###] for more details. Phase 4: Go-Live Phase Go Live: When training is complete and you have conducted a mock meeting, you will be ready to go live with OneMeeting. At least one member of the OneMeeting implementation team will attend your first meeting conducted in OneMeeting so that you have the support you need if you have questions or run into an exception that we didn’t discuss during the implementation. Transition to Support and Customer Success After you have gone live on your OneMeeting Solutions and we know that you are comfortable using your new system, our Project Manager will schedule a Transition to Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 54 Support and Customer Success call. This call will include a member of the Support team and a member of the Customer Success team and will provide you with information on how best to report tickets, what to expect from Support, who to contact for what type of question and what your escalation path is should you need to escalate. Please note that you should not contact the Support Team or submit tickets until this call has occurred. Overview of Deliverables Deliverable Category Deliverable Name Granicus Client Kickoff & Discovery Project Management (Weeks 0-8) Kick-Off Meeting Granicus will host a kick-off meeting with the project participants to review scope of work, timeline, methodology and next steps. Responsible Responsible Project Management Plan Granicus will invite the [TYPE]'s contacts to the project management tool used for the project management plan. Responsible Contribute, Approval Project Schedule The project schedule will be set and provided upon vendor contract dates and full scope of the project upon contract signature. *The project plan can shift if new scope or needs are identified. Responsible Contribute, Approval Weekly Status Meeting Notes As part of the ongoing project, the Granicus team schedules weekly recurring check-ins. These check- ins start after discovery sessions are completed. Weekly status meetings are used to cover progress, outstanding items, and upcoming items. Responsible Responsible, Approval Monthly Progress Report or Meeting Monthly progress will be incorporated in the weekly meetings. Meetings at the end/beginning of each month can be used to review progress and upcoming plans for the previous/upcoming month. Responsible Contribute, Approval Design (Weeks 2-8) Granicus will conduct discovery sessions and working sessions with the [TYPE] to complete Infrastructure Design Responsible Approval User Interface Design Responsible Contribute, Approval Data Migration Design Responsible Contribute, Approval Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 55 Deliverable Category Deliverable Name Granicus Client Full Functionality & Workflow Design Responsible Contribute, Approval Preliminary Design Review Meeting Responsible Responsible, Contribute, Approval Software Installation & Configuration Testing (Weeks 14-16) Granicus will work with the [TYPE] to develop a full test plan, complete end-to-end testing, and to develop test cases. Test Management Plan Responsible Contribute, Approval Functional and Non- Functional Testing Responsible Contribute, Approval Test Cases Responsible Contribute, Approval End-to-End Testing Responsible Contribute, Approval User Acceptance Testing Responsible Contribute, Approval Performance Test Report Responsible Approval Data Conversion/ Migration (Weeks 12-16) Granicus will work with the [TYPE] to develop a migration plan and will provide a report of successfully migrated meetings. Conversion/Migration Plan Responsible Contribute, Approval Data Conversion Report Responsible Approval Document Migration Report Responsible Approval Training (Weeks 14-18) Granicus will work with the [TYPE] to develop a training plan, facilitate application administration training, and provide the [TYPE] existing resources and guides for end users/ administrators. Training Plan Responsible Contribute, Approval Instructional Design Plan Responsible Contribute, Approval End User Training Responsible Responsible, Approval End User Manuals Responsible Responsible Application Administration Training Responsible Responsible Approval System & Application Administrator Manuals Responsible Responsible Implementation (Weeks 8-14) The implementation plan will exist within the project planned. The [TYPE] project members will have access to the plan. Existing product guides and resources will be available to the [TYPE]. Project Implementation Plan Responsible Contribute, Approval “Run Book” or Knowledge Transfer User Manual Responsible Responsible Post Implementation Report Responsible Approval Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 56 Deliverable Category Deliverable Name Granicus Client Stabilization Maintenance/Ongoing Support (Weeks 18-24) Service level agreements are provided in the contract, which can be obtained at any time. Operations and Maintenance (O&M) Plan Responsible Approval Service Level Agreements (Primary and Third -Party applications) Responsible Contribute, Approval Help Desk Reports This is a call scheduled with the Granicus project team, support team and the [TYPE]'s main contacts. The call review resources provided to the [TYPE] around severity levels, logging tickets, the help center and introduction to the support team. Responsible Contribute, Approval Project Close-Out (Week 24+) Transition Plan Granicus will provide a high-level summary report of the implementation project. Responsible Contribute, Approval Final Project Report Responsible Approval General Project Requirements The following are the general project requirements based upon the processes described above for this OneMeeting implementation. Customer agrees to: • Commit a Project lead and relevant Subject Matter Experts, as needed for successful project delivery. • Lead development or procedural discussions, produce end-user training documentation, and conduct end-user training sessions, as needed. • Provide technical resources required for video streaming • Provide technical resources required for add-in installation on client workstations and is responsible for end-user support. • Complete Training assigned • Complete User Acceptance Testing • Provide feedback and sign off all phases of the project • Ensure local infrastructure complies with published minimum requirements. • Provide resources required to use remote sharing software for meetings such as GoToMeeting or Microsoft Teams Granicus agrees to: • Commit a project lead and other subject matter experts, as needed for successful project delivery • Implementation tasks are estimates until the completion of the Gap analysis. After completion of the Gap analysis, Granicus and Customer will review the Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 57 Implementation project requirements, including but not limited to Future State process designs, work effort estimates, timelines, and software, and execute a Change Order Authorization as appropriate. • Testing and Deployment of Software Upgrades and Patches • Review and Demonstration of the entire solution in OneMeeting as a refresher of system features and including the approval process. Granicus will perform a gap analysis with Customer at each step to clarify and confirm the agenda management processes and Granicus best practices and functionality. If the customer requests changes to the standard offering, those requests will likely impact the work effort estimated, resulting in further analysis and discussions and possibly a Change Order and/or additional software development. Granicus will be responsible for the following project management tasks: • Project Tracking • Weekly Status Calls • Regular remote share working sessions • Issue resolution portal for tracking issues identified as issues, defects, feature requests, and bugs. • Review and configuration of user and role permissions within the OneMeeting Solution • Granicus will perform testing of the software functionality and provide support during customer user acceptance testing before production. • Training will be provided to those individuals identified as testers for successful User Acceptance Testing Project Teams Granicus Team Granicus’s Project Team includes a dedicated Project Manager, Implementation Consultant, and Technical Lead. Throughout the project, our team’s goal is to ensure a successful, on-time Go Live of the OneMeeting system and long-term successful use. Our team brings industry best practices and product expertise to all sessions to ensure we are meeting your needs and working to simplify and improve processes, workflows, committee management, and meeting management. The Granicus Project Manager will be responsible for leading the project to drive dates, deliverables, and completion of the project. The Granicus team will partner with the assigned Client Project Manager during the entire project cycle to ensure transparency, accountability, and successful completion of the project. • Project Manager (PM): Your OneMeeting Project Manager will be responsible for leading the project to drive dates, deliverables, and completion of the project. The OneMeeting Project Manager will partner with your project lead project manager during the entire project cycle to ensure transparency, accountability, and successful implementation. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 58 • Implementation Consultant (IC): Your Implementation Consultant is responsible for reviewing your OneMeeting Questionnaire and scheduled discussions to learn and configure your OneMeeting system appropriately. Your IC will also conduct an end- to-end review of your configuration when it is complete and assist during your first live meeting. • Trainer: Your Trainer is responsible for all product training. Your trainer will attend the configuration review session so they can familiarize themselves with your specific configuration. • Design Services Developer (DS): Your Design Services Developer will also review the OneMeeting Questionnaire and uses their technical skills to create your workflows and documents. • Data Migration Engineer: If we are migrating data from another system into OneMeeting, you will be assigned a Data Migration Engineer who will work with the Implementation Team to understand requirements and complete the data migration. Client Team It is important for you to create a solid project team for a successful OneMeeting implementation and wide adoption of the solution. Below are the recommended project team roles with an estimated weekly time commitment. In many organizations an individual may take on multiple or all roles. • Executive Sponsor/Project Champion: The Executive Sponsor will ensure that the project’s goals are aligned with their organization’s overall strategy. The Executive Sponsor will use their position and authority to remove impediments, make quick and effective decisions and influence cross-functional executive buy-in on the project. The Executive Sponsor’s responsibilities will also include, but not be limited to: - Gathering support, communicating goals, and overcoming resistance from senior executives - Providing ongoing direction to the project team during a project’s lifecycle - Estimated weekly time commitment: 1-2 hours • Project Manager: The Project Manager will manage your team’s completion of project tasks and secures acceptance and approval of deliverables from your stakeholders. The Project Manager is responsible for communication, including status reporting, risk management, escalation of issues, and, in general, making sure the project is delivered on schedule and within scope. The Project Manager may have signature authority for the acceptance of deliverables by Client. The Project Manager’s responsibilities will also include, but not be limited to: - Collaboration with OneMeeting resources on the project schedule deliverables - Coordination with key stakeholders, representatives, and decision makers for project management, testing, training, obstacle removal - Facilitation of timely decision-making and resolution of issues - Estimated weekly time commitment: 5 hours Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 59 • System Administrator: The System Administrator should be a person who is closely involved with the legislative process: from the approval process of legislation to the creation of minutes. This person should be fairly computer-savvy. The System Administrator is responsible for maintaining the administration tab, managing the configuration of the system, user management, etc. in OneMeeting. The System Administrator’s responsibilities will also include, but not be limited to: - Collaboration with Granicus resources on the project schedule deliverables - Serving as internal resource to OneMeeting users - Coordination with key stakeholders, representatives, and decision makers - Estimated weekly time commitment: 3-4 hours • Backup System Administrator: This Backup System Administrator will serve as support to the OneMeeting Admin and preferably has a solid understanding of the legislative process of your organization—from the approval process of legislation to the creation of minutes—as well as a good level of technological skill. - Estimated weekly time commitment: 3-4 hours • IT Lead: The IT Lead works closely with the Project Manager to ensure that OneMeeting is deployed properly and helps solve IT issues that might arise. This individual may also need to help ensure that the Public Portal components of OneMeeting are embedded properly on your website. - Estimated weekly time commitment: 3-4 hours. • Subject Matter Experts: It is important that Subject Matter Experts—such as the Clerk, department management and staff, and the [TYPE] Manager—are an integral part of the Project Team to consult on the legislative process of the Council, from the approval process of legislation to the creation of minutes. These people may also be responsible for indexing the recording during the meeting if video/audio recording is involved. - Estimated weekly time commitment: 1-2 hours User Testing OneMeeting’s implementation includes walk-throughs and approvals of the system by the Client for each milestone ("User Acceptance Testing"). Thorough testing is required throughout the project plan prior to designated walk-throughs and approvals (“Sign- Off”). Prior to training and overall project completion, end-to-end walkthroughs of the system and approval is required during the Implementation Stage. Testing starts with Granicus’s comprehensive testing of each area throughout the configuration. Once testing passes Granicus’s standards, the Client and Granicus will walk-though the area. After the walk-through, the Client's user groups will spend time— as a group and as individuals—continuing to test all areas of the project prior to moving to the next project milestone. Issues reported are tracked and organized on a templated test case system to ensure transparency and real-time access to updates and improvements. Issues reported will be fixed and feature requests will be documented prior to sign-off. Prior to Training, extensive end-to-end testing will be completed by the Granicus team. We will assign the Client project team members with user acceptance testing for final Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 60 sign-off and further familiarity with the OneMeeting solution. Training materials are available at this stage to enhance the user testing experience prior to final walk- through and sign-off. Training Plan OneMeeting’s implementation includes comprehensive training courses and written documentation that will allow the [TYPE]’s users to learn at their own pace. Our software is not only easy to install, but easy to use as well. As a result, training requirements are much less intrusive and time-consuming when compared to other systems. As part of system set-up, OneMeeting offers live training sessions through Zoom or Teams. The full training package includes up to 13 hours of live training and is organized to train three user groups: System Admins, Clerks/Staff and Council Members. All remote trainings are recorded and provided to the client at no additional fee. This allows users to review the material at their own pace and in their own time. On-site training may be provided at additional cost. To ensure the proper training of OneMeeting users and administrators, we recommend adherence to the following guidelines: • We recommend that at least two individuals be trained as Administrators. These Administrators should be prepared to attend all training sessions to gain a deep understanding of all users who will be interacting with the OneMeeting system. • We recommend not more than two people per workstation during training classes to ensure adequate levels of hands-on experience for each participant. System Administration Training We recommend that at least two individuals be trained in system administration. One would be the primary System Administrator and the other would be the secondary or Backup System Administrator. Training really starts during the installation process. Granicus project team members frequently discuss and include system administrators, so they become familiar with all aspects of the system. Then, several days of formal training take place. The training will train participants in troubleshooting the software and provide answers for specific needs or questions. User Training User training takes place after installation is complete. This is important because trainings utilize the newly installed system. Users can immediately begin using the software upon completion of the end-user training. Instructional Methods Training is entirely hands-on and designed to appeal to different user types, learners, and skill levels. Our basic training model consists of these four parts: • Explain: The instructor offers students an explanation of the concept and its possible applications. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 61 • Demonstrate: The instructor shows students exactly how to perform the operation or how the concept works. • Practice: The students practice the concept using the software. • Evaluate: The instructor and students review the concept and practice performance. This gives students a chance to ask questions and give input Ongoing Training Opportunities There are multiple training options available after the initial implementation of your solution has been completed. They include onsite training (when permitted), online “webinar” training, training videos, and written documentation. Clients also have access to our searchable online knowledge base, which is constantly updated and expanded and includes how-to guides, helpful articles, release notes, and much more. Recommended Offering for [CITYNAME] As part of the system set -up, Granicus offers live training sessions through Zoom. The OneMeeting training package includes up to 15 hours of live training. Our recommended training schedule is a total of 12.5 hours over a four-day period and is organized to train three user groups: System Admins, Clerks/Staff and Council Members. We also include an additional 2.5 hours that can be used for any additional training needs as determined by the project team. Training hours are valid during the training stage of implementation and expire two weeks after your first live meeting with OneMeeting. The table in this document summarizes the recommended training schedule including audiences, length, and descriptions for each session. This training package is included in the OneMeeting system set -up fee. In addition to live training, the Client will also have 24/7 access to PDF and other resources in our support knowledgebase. Live Training Notes • Trainings are delivered virtually through Zoom and range between 60-120 minutes per session. • Trainings are recorded for future reference and links to recordings will be provided. • We recommend users be logged into their OneMeeting accounts to follow along with trainings. • We recommend System Admins attend all trainings. • The training schedule outlined below is flexible and can be revised if that is determined to be desirable and/or necessary by the project managers for Client and Granicus. Training Requirements by Audience • System Admins: 12.5 hours of training sessions. We recommend Admins attend all sessions. • Clerks/Staff: 8 hours of training sessions. Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 62 • Council/Committee Members: One 60-minute training session. Members need their tablet or laptop devices typically used for voting and viewing documents with them at these trainings. Training Session Breakdown Training Session Training Session Description Estimated Duration Recommended Attendees OneMeeting Overview During this session we will give an overview of OneMeeting so that you have a better understanding of the purpose of the information we have obtained/collected during Discovery phases of the implementation. 30 minutes Clerks/Staff, System Admins System Management This is a session for OneMeeting Admins only. This training will dive into the Admin area in OneMeeting and cover “maintenance” or “system upkeep” responsibilities like updating positions, user access, meeting roles, etc. 90 minutes System Admins Pre-Meeting: Preparing an Agenda for Items This session will cover all areas of building an agenda before a meeting. We’ll start with submitting an agenda item through a form and continue through managing tasks and moving items through the workflow to ultimately create the agenda. 90 minutes Clerks & Agenda Coordinators, System Admins Pre-Meeting: Submitting Items and Managing Task Lists This session will cover all areas of building an agenda before a meeting. We’ll start with submitting an agenda item through a form and continue through managing tasks and moving items through the workflow to ultimately create the agenda. 90 minutes Clerks/Staff, System Admins Live Meeting: Finalizing the Agenda, Conducting a Meeting & Post - Meeting Processes This session will cover all areas of finalizing and compiling agendas for the public before a meeting. We’ll also dive into a live meeting, covering your steps right before “go-live” and during the meeting actions. Lastly, we will review post- meeting clean up, time stamping videos and compiling Minutes and Packets to publish publicly. 120 minutes Clerks/Staff, System Admins Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Implementation Plan granicus.com | info@granicus.com 63 Training Session Training Session Description Estimated Duration Recommended Attendees Mock Live Meeting This will be a practice walkthrough of a live meeting. This is an interactive session mimicking the behaviors and actions of a meeting where you and your team will activate items, do roll call, add minutes and motions, etc. while your Implementation Consultant observes and assists. The session will also include a Q&A session. 120 minutes Clerks/Staff, System Admins Council/Committee Member Training #1 During this session we will show council and committee members how to use the OneMeeting system for their meeting participation. We’ll cover viewing agenda details along with voting. Voting devices are required for this session for each member. 60 minutes Council Members Group 1, System Admins Live Meeting: Finalizing the Agenda, Conducting a Meeting & Post - Meeting Processes This session will cover all areas of finalizing and compiling agendas for the public before a meeting. We’ll also dive into a live meeting, covering your steps right before “go-live” and during the meeting actions. Lastly, we will review post- meeting clean up, time stamping videos and compiling Minutes and Packets to publish publicly. 120 minutes Clerks/Staff, System Admins Optional Council/Committee Member Training #2 During this session we will show council and committee members how to use the OneMeeting system for their meeting participation. We’ll cover viewing agenda details along with voting. Voting devices are required for this session for each member. 60 minutes Council Members Group 2, System Admins TBD This is a 4-hour bucket of optional training sessions to be used at the discretion of the project team. 240 minutes TBD Committee Manager During this session we will go over multiple processes involved in managing positions in Committees, including new member and applicants dashboard, workflow application process, and several configurable and exportable reporting options. 90 minutes System Admins, Staff Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Cost Proposal granicus.com | info@granicus.com 64 5. Cost Proposal Our pricing philosophy is always to be fair and transparent, and work in a partnership to ensure a high return on investment from our services for our clients. As requested, the fees associated with the proposed solution are included below. Please note that we have formatted this information to fit into the requested outline. It includes everything we recommend for the currently proposed Scope of Work. We are also open to adjusting the Scope to fit within an established budget. Annual Fees Annual Fees Agenda Automation Includes setup for 2 workflows, 1 post workflow, 2 forms and up to 4 meeting types $ 11,964.60 Meeting Management Includes setup for 2 workflows, 1 post workflow $ 8,974.61 LaserFiche Integration Laserfiche Integration: Integration with Laserfiche on-premises version ONLY. Cloud is not supported. $1,424.65 Committee Management Includes setup for up to 2 Unique Applications/Forms $ 9,212.09 Social Media Xtreme-Plus Stream live events to social media platforms via existing Swagit EASE system. To Facebook Live, YouTube live, Instagram, Twitter, LinkedIn $3,949.33 Communication Cloud The Cloud is a Software-as-a-Service (SaaS) solution that enables government organizations to connect with more people. By leveraging the Cloud, the client will be able to utilize several different outreach mediums, including email, SMS/text messages, RSS feeds, and social media integration to connect with its target audiences $7,314.01 Closed-Captioning Automated Transcription/Captioning Service in English with No cleanup (captioning appliance (s) required) $4,571.40 Granicus Video Stream public meetings in HD, Granicus staff to live index items and record meetings for Diamond Bar, Ut ilize Artificial Intelligence for Closed Captioning and capture speech-to-text Transcriptions, and provide archive videos for on-demand viewing. $ 17,048.92 $64,459.84 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Cost Proposal granicus.com | info@granicus.com 65 One-Time Costs Professional Services Includes setup, configuration, and training for OneMeeting and Granicus Video services $42,041.30 Ease H Streaming Appliance - Standard streaming encoder with EASE™ software and optional analog distribution: 1U Configuration - SDI, HDMI, DVI, VGA, Component, Composite, S-video Video, Osprey 827e Capture Card, Embedded SDI, AES, SPDIF, HDMI, Balanced (mini XLR), Unbalanced Audio $ 6,879.40 EASE™ or Caption Prime Setup and Deployment - $1,356.80 Captioning Software Captioning software to be installed on an EASE H or 2D model to enable captioning abilities. $3,413.20 Standard Caption Encoder/Decoder Standard Caption Encoder/Decoder for IP-based handoff to cloud captioning (537): The standard caption encoder/decoder for broadcasters requiring basic caption insertion features. The unit offers automatic speech recognition captioning, supports a serial port or TCP/IP connection, and can also be equipped with an optional telco modem. Real-time automated transcription with appropriate service plan. $6,667.40 IQM2 Data Migration (Up to 10 years) Granicus will migrate 10 years’ worth of meeting data from IQM2 or Novus into OneMeeting. This meeting data will be added into OneMeeting and available in the public portal. The Data migrated into OneMeeting can be seen but clients will not be able to access and or copy an individual file. We will be migrating over PDFs of agenda, minutes, and corresponding videos if available. Please request the Scope of Work for more details. $12,000 OneMeeting Committee Management Data Migration & Data Upload Migrates Committee Terms and Positions into OneMeeting. The Granicus implementation team will provide a spreadsheet to you so that you can provide data in a pre-defined format. $13,924 Cloud Online Training Online training around Communications Cloud features and applying to client use cases. $530 Cloud Setup & Configuration PM/Implementation time required to get a client fully up and running on a new instance of Communications Cloud. $2,925.60 $89,737.70 Subtotal $ 89,737.70 Total First Year Cost $ 154,197.54 Subsequent Years: Annual Fee +7% annual increase Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Cost Proposal granicus.com | info@granicus.com 66 Costs By Year Year 1 (Annual Fee + One-Time Costs) $154,737.70 Year 2 (Annual Fee + annual increase) $68,978.32 Year 3 (Annual Fee + annual increase) $73,806.80 Year 4 (Annual Fee + annual increase) $78,972.48 Year 5 (Annual Fee + annual increase) $84,500.55 Total $461,177.02 Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D City of Diamond Bar, CA Agenda Management and Live Streaming System Purchase and License Agreement granicus.com | info@granicus.com 67 6. Purchase and License Agreement Docusign Envelope ID: 6DF3F7AD-C15A-45A1-B518-E3BF25A6235D granicus.com | info@granicus.com 8/2/2024 Alex Batres City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765 Subject: Agenda Management and Live Streaming System RFP Dear Diamond Bar, Thank you for providing us with the opportunity to respond to the Agenda Management and Live Streaming System RFP. Granicus’s proposal is submitted based upon a good faith negotiation of mutually agreeable terms and conditions upon award of the Agenda Management and Live Streaming System RFP. The attached Master Subscription Agreement contains the necessary provisions covering the products and services that comprise Granicus’s proposal, and it is offered for consideration to be the basis for such good faith negotiations. If there is an existing contract between the parties, Granicus is willing to consider utilizing such contract upon award. Additionally, attached is Granicus’s evidence of insurance. Granicus is willing to negotiate any agreeable modifications to the Master Subscription Agreement. We look forward to engaging with you and negotiating the terms and conditions that will form the basis of our future relationship. Sincerely, Attachments: Exhibit A (Master Subscription Agreement); Exhibit B (Evidence of Insurance). Version October 2022 Exhibit A Master Subscription Agreement US/Canada This Master Subscription Agreement (“Agreement”) is effective as of the date last signed below (“Effective Date”) between Client (“Client”) and Granicus, LLC, a Minnesota Limited Liability Company for those Clients residing in the US, and Granicus Canada Holdings, U.L.C., an unlimited liability corporation for those Clients residing in Canada (“Granicus”). 1. Definitions. For the purpose of this Agreement, the following terms have the corresponding definitions: “Content” means any material or data: (i) displayed or published on Client’s website; (ii) provided by Client to Granicus to perform the Services; or (iii) uploaded into Products. “Products” means the online or cloud subscription services, on premise software, and embedded software licensed to Client, and hardware components purchased by Client under this Agreement; “IP Rights” means all current and future worldwide statutory or other proprietary rights, whether registered or unregistered, including but not limited to, moral rights, copyright, trademarks, rights in designs, patents, rights in computer software data base rights, rights in know how, mask work, trade secrets, inventions, domain or company names and any application for the foregoing, including registration rights. “Order” means a binding proposal, written order, or purchasing document setting forth the Products made available to Client pursuant to this Agreement; “Services” means the consulting, integration, installation, and/or implementation services to be performed by Granicus as described in the SOW; “SOW” means a statement of work agreed to by the parties that references this Agreement and describes the Services and Deliverables provided as part of a Services engagement pursuant to the Services provisions set forth in this Agreement; and 2.Intellectual Property Ownership and Use Rights. a)Intellectual Property Ownership. Granicus and its licensors own all IP Rights in the Products. Client and its authorized users have no right, title or interest in the Products other than the license rights expressly granted herein. All rights not expressly granted in the Products are reserved by Granicus or its licensors. b)License to Products. Granicus hereby grants Client a non-exclusive, non-transferable license to access and use the Products identified in the Order during the Term set forth therein. In addition to the terms of this Agreement and the Order, product-specific license terms applicable to certain of the Products can be found at www.Granicus.com/legal/licensing and are hereby incorporated into this Agreement by reference. Granicus reserves all right, title and interest in and to all Granicus Products, including all rights not expressly granted to Client under this Agreement. 2 of 11 c)Third Party Contractors. Client may permit its third-party contractors to access and use the Products solely on behalf of and for the benefit of Client, so long as: (i) such contractor agrees to comply with this Agreement as if it were Client; (ii) Client remains responsible for each contractor's compliance with this Agreement and any breach thereof; and (iii) all volume or transaction-based use of the Products includes use by contractors. All rights granted to any contractor terminate immediately upon conclusion of the Services rendered to Client that give rise to such right. Upon termination of such rights, contractor will immediately cease all use of the Products and uninstall and destroy all confidential or proprietary Granicus information in its possession. Client will certify compliance with this section in writing upon Granicus’ request. d)Data Sources. Client may only upload data related to individuals that originates with or is owned by Client. Client shall not upload data purchased from third parties without Granicus’ prior written consent and list cleansing Services provided by Granicus for an additional fee. Granicus will not sell, use, or disclose any personal information provided by Client for any purpose other than performing Services subject to this Agreement. e)Content. Client can only use Products to share Content that is created by or owned by Client and/or Content for affiliated organizations, provided that use by Client for affiliated organizations is in support only, and not as a primary communication vehicle for such organizations that do not have their own license to the Products. Granicus is not responsible for any Content used, uploaded or migrated by Client or any third party. f)Advertising. Client shall not use Products to promote products or services available for sale through Client or any third party without Granicus’ prior written consent. g)Restrictions. Client shall not: (i)Use or permit any end user to use the Products to store or display adult content, promote illegal or immoral activities, send or store infringing, obscene, threatening or unlawful or tortious material or disrupt others use of the Products, network services or network equipment, including unsolicited advertising or chain letters, propagation of computer worms and viruses, or use of the Products to make unauthorized entry into any other device accessible via the network or Products; (ii)Use the Products as a door or signpost to another server; (iii)Disassemble, decompile, reverse engineer or make derivative works of the Products; (iv)Rent, lease, lend, or host the Products to or for any third party, or disclose the Products to any third party except as otherwise permitted in this Agreement or an Order or SOW; (v)Use the Products in violation of any applicable law, rule, or regulation, including violation of laws regarding the processing, use, or disclosure of personal information, or violation of any United States export control or regulation, United States embargo, or denied or sanctioned parties prohibitions; or (vi)Modify, adapt, or use the Products to develop any software application intended for resale which uses or competes with the Products in whole or in part. 3 of 11 3.Term; Termination. a)Agreement Term. This Agreement begins on the Effective Date and remains in effect for the period set out in the Order (“Initial Term”). Thereafter, this Agreement will continue in effect until all Orders or SOWs have expired or been terminated. b)Order Term. Each Order will be effective on the date set out therein and will remain in effect during the Initial Term identified in such Order. Each Order will automatically renew for twelve (12) month terms (each, a “Renewal Term”) unless either party gives the other party notice of non-renewal at least sixty (60) days prior to the end of the applicable Term of the Order. The Initial Term and all Renewal Terms are collectively, the “Term”. c)SOW Term. Each SOW will begin on the effective date of the SOW and will remain in effect until the Services are completed, this Agreement is terminated, or the termination date set out in the SOW (the “Termination Date”), whichever is later. If no specific Termination Date is designated in the SOW, Client may terminate the SOW upon thirty (30) days written notice to Granicus. d)Termination for Default. Either party may terminate this Agreement or any Order or SOW by written notice if the other party commits a material breach of this Agreement or the applicable Order or SOW and fails to cure such breach within thirty (30) days after receipt of such notice, or an additional period of time as agreed to by the parties. e)Effect of Termination. Upon expiration or termination of an Order or SOW for any reason: (i) Client’s right to access and use the Products will immediately cease (except for perpetual licenses granted under an Order, which will continue to be governed by this Agreement for the duration of the license); (ii) Client will promptly remit any fees due to Granicus under all Orders and SOWs; (iii) Granicus will promptly cease performance of any Services; and (iv) the parties will return or destroy any Confidential Information of the other party in its possession, and certify upon request to the other party of compliance with the foregoing. Client will have thirty (30) days from the expiration date of a subscription to extract or download any Content stored in the Products. Granicus has no obligation to retain any Content after such thirty (30)-day period nor is Granicus responsible for extracting the data on Client’s behalf absent separate written agreement and the payment of additional fees. f)Survival. Sections 4 (Fees, Payment), 9 (Confidentiality), 10 (Indemnification), 11 (Limitation of Liability), 13 (Governing Law) and any other clause that by its nature is intended to survive will survive termination of this Agreement indefinitely or to the extent set out therein. 4.Fees; Payment. a)Fees. Client will pay all fees, costs and other amounts as specified in each Order or SOW. Annual fees are due upfront at the beginning of each annual term. Services fees and one-time fees are due according to the billing frequency specified in each Order or SOW. Granicus may suspend Client’s access to any Products if there is a lapse in payment not remedied promptly upon notice to Client. A lapse in the 4 of 11 Term of each Order or SOW will require the payment of a setup fee to reinstate the subscription. All fees are exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is Client’s responsibility to provide applicable exemption certificate(s). b)Payment. Client will remit payment of the fees due within thirty (30) days of receipt of an accurate invoice from Granicus or its authorized reseller, or if Client is subject to different payment terms imposed by applicable regulation, such required payment duration. Any disputed amounts will be identified in writing to Granicus within the payment period or be deemed accurate and payable. With respect to any amount due to Granicus which is not paid within thirty (30) days of an undisputed invoice, Granicus may apply interest at the rate of one and half percent (1.5%) per month, or such lesser amount required by law, assessed from the due date through the date of payment. Client acknowledges and agrees that orders placed by Client for Products and Services will be non-cancellable and the fees paid are non- refundable unless otherwise expressly stated in the Agreement. c)Purchase Orders. Upon request, Granicus will reference a purchase order number on its invoices if Client provides the corresponding purchase order information to Granicus prior to generating the invoice. Client agrees that a failure to provide Granicus with purchase order information will not relieve Client of its obligations to provide payment in accordance with this section. d)Price Changes. Subject to any price schedule or pre-negotiated fees to which this Agreement or an Order may be subject, Granicus will provide notice of any price changes at least ninety (90) days prior to the end of the current Term, which will become effective as of the next Renewal Term. Renewals at the same volume amount will not increase more than ten percent (10%) over the prior year’s fees. Purchases of additional Products will be at Granicus’ then-current price and licenses, subject to volume or transaction metrics, and will be reviewed annually prior to commencement of the Renewal Term, with fees adjusted to cover increases in Client’s use. e)Cooperative Purchasing. To the extent permitted by law the terms of this Agreement may be extended for use by other municipalities, school districts and governmental agencies. Orders and SOWs entered into by such third parties are independent agreements between the third party and Granicus and do not affect this Agreement or any Order or SOW between Granicus and Client. 5.Client Responsibilities. a)Content. Client will be solely responsible for the Content submitted to the Products and will comply with all laws, rules and regulations relating to the use, disclosure and transmission of such Content, including providing such to Granicus. Client represents and warrants it has the legal right to provide the Content to Granicus and that such use or disclosure does not violate the intellectual property, privacy or other legal rights of any third party. Client grants Granicus a limited, non-exclusive right during the Term to access and use the Content to provide the Products and Services. Content does not include user feedback related to the Products or Services, which Granicus is free to use without any further permission or consideration to Client. In addition, Content does not include data generated by use of the Products, including system data and data derived from Content in an aggregated and anonymized form, which may be used by Granicus for any and all business purposes including diagnostics and system and product improvements. b)Data Backup and Protection. Client will maintain a back-up of any data or data files provided to Granicus. For certain Products, Granicus offers functionality that requires subscribers to enable password 5 of 11 protection of subscriber profiles and associated data. Client assumes all responsibility for implementing and enforcing this security functionality in its sole discretion. c)Passwords. Sign-on credentials used to access the Products are non-transferable. Client is responsible for keeping all passwords secure and for all use of the Products through Client’s sign in credentials. d)Cooperation. Client will provide any assistance reasonably required by Granicus to perform the Services, including timely review of plans and schedules for the Services and reasonable access to Client’s offices for Services performed onsite. e)Third-Party Technology. Client will be responsible for securing all licenses for third party technology necessary for Granicus to perform the Services (including the right for Granicus to use such technology) and will be responsible for the performance of any third-party providing goods or services to Client related to the Services, including such third party’s cooperation with Granicus. 6.Support. Basic support and maintenance services provided to Client for Products (“Support”) is included in the fees paid for the Granicus Product subscription or maintenance during the Term and will be provided in accordance with the Service Level Agreement set forth at www.granicus.com/legal/licensing. Granicus may update its Support obligations under this Agreement, so long as the level of Support agreed to by the parties is not materially diminished due to such modification. 7.Representations; Warranties; Disclaimers. a)Representations. Each Party represents that it has validly entered into this Agreement and has the legal power to do so. b)Warranties: (i)Each party warrants that it has the rights necessary to grant to the other party the licenses granted in this Agreement. (ii)Granicus warrants that it will perform its obligations in a professional and workmanlike manner in accordance with industry standards. (iii)Client’s sole and exclusive remedy and Granicus ’ sole obligation for breach of the warranties in this Section are as follows: (i) for a breach of the warranty in Section 7.b.(i), the indemnity in Section 10 of this Agreement; and (ii) for a breach of the warranty in Section 7.b.(ii) reperformance of the non-conforming Services, provided that Client notifies Granicus of a non-conformity in this Section during the thirty (30) day period following Granicus’ completion of the applicable Services. c)Disclaimers. EXCEPT AS EXPRESSLY STATED IN THIS THIS SECTION, THE PRODUCTS AND SERVICES ARE PROVIDED “AS IS” AND GRANICUS DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, NON- INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE. GRANICUS DOES NOT WARRANT THAT 6 of 11 PRODUCTS OR SERVICES WILL MEET CLIENT’S REQUIREMENTS OR THAT THE OPERATION THEREOF WILL BE UNINTERRUPTED OR ERROR FREE. 8.Services. a)Granicus will perform Services in accordance with this Agreement and the SOW. Granicus is not obligated to provide any Services unless set out in the SOW. Unless otherwise set out in the SOW or as agreed to by the parties the Services will be performed remotely. Any estimates provided in the SOW, including expected hours to complete the Services and any timeline provided by Granicus, are based on known functional requirements and technical environments as of the effective date of the SOW. Changes or delays in the work schedule originating with Client are subject to the project change procedure and may result in an increase in fees. b)Granicus grants Client a non-exclusive, non-transferable, royalty-free, perpetual license to use the Deliverables on behalf of and for the benefit of Client independently and with the Products. Granicus retains all right, title and interest to the Deliverables except for those rights expressly granted to Client and reserves all rights not otherwise expressly granted herein. Deliverables and Services are deemed accepted upon delivery unless otherwise set forth in a SOW. “Deliverable(s)” means any computer software, written documentation, reports or materials developed by Granicus specifically for Client pursuant to a SOW; c)Any modifications to the Services must be in writing and signed by authorized representatives of each party. Granicus personnel performing Services at Client’s offices will comply with Client’s policies and procedures in effect at such location. d)If agreed to by the Parties in the SOW, Client will also pay for all reasonable travel-related and out-of-pocket expenses incurred by Granicus in the performance of the Services in accordance with Client’s travel and expense policy which will be provided to Granicus in writing (or Granicus’ policy if none is provided by Client) and which will be billed monthly and due thirty (30) days following date of invoice. 9.Confidentiality. During performance of the Services, each party may receive Confidential Information of the other party. a)“Confidential Information” means all confidential and/or trade secret information of either party (“Disclosing Party”), including but not limited to: (i) Granicus’ Products; (ii) non-public information if it is clearly and conspicuously marked as “confidential” or with a similar designation at the time of disclosure; (iii)non-public information of the Disclosing Party if it is identified as confidential and/or proprietary before, during, or promptly after presentation or communication; and (iv) any information that should be reasonably understood to be confidential or proprietary given the nature of the information and the context in which disclosed, in each case that is disclosed to the other party (“Receiving Party”) or to which the Receiving Party gains access in connection with performance of the Services. b)Subject to freedom of information, government transparency, or similar applicable law, each Receiving Party will receive and hold any Confidential Information in strict confidence and will: (i) protect and safeguard the Confidential Information against unauthorized use, publication or disclosure; (ii) not reveal, report, publish, disclose, transfer, copy or otherwise use any Confidential Information except as specifically authorized by the Disclosing Party; (iii) not use any Confidential Information for any purpose other than in performance of this Agreement; (iv) restrict access to Confidential Information to those of 7 of 11 its advisors, officers, directors, employees, agents, consultants, contractors and lobbyists who have a need to know, who have been advised of the confidential nature thereof, and who are under express written obligations of confidentiality or under obligations of confidentiality imposed by law or rule; and (v) exercise at least the same standard of care and security to protect the confidentiality of the Confidential Information received by it as it protects its own confidential information, but no less than a reasonable degree of care. c)If a Receiving Party is requested or required in a judicial, administrative, or governmental proceeding to disclose any Confidential Information, it will notify the Disclosing Party as promptly as practicable so that the Disclosing Party may seek an appropriate protective order or waiver for that instance, unless such notification is prohibited by law or judicial order. d)The foregoing obligations do not apply to information that: (i) is already public or becomes available to the public through no breach of this section; (ii) was in the Receiving Party’s lawful possession before receipt from the Disclosing Party; (iii) is lawfully received independently from a third party who is not bound by a confidentiality obligation; or (iv) is independently developed by or on behalf of the Receiving Party without use of any Confidential Information. e)Upon written request of the Disclosing Party, the Receiving Party agrees to promptly return or destroy all Confidential Information in its possession, and certify its destruction in writing, provided that the Receiving Party may retain a copy of the returned or destroyed items for archival purposes in accordance with its records retention policies and subject to this section. f)Disclosing Party may be irreparably damaged if the obligations under this section are not enforced and as such may not have an adequate remedy in the event of a breach by Receiving Party of its obligations hereunder. The parties agree, therefore, that Disclosing Party is entitled to seek, in addition to other available remedies, an injunction restraining any actual, threatened or further breaches of the Receiving Party’s obligations under this section or any other appropriate equitable order or decree. 10.Indemnification. a)Granicus will defend, indemnify and hold Client harmless from and against all losses, liabilities, damages and expenses including reasonable attorney fees (collectively, “Losses”) arising from any claim or suit by an unaffiliated third party that the Products or Deliverables, as delivered to Client and when used in accordance with this Agreement and the applicable Order or SOW, infringes a valid U.S. copyright or U.S. patent issued as of the date of the applicable Order or SOW (a “Claim”). b)To the extent permitted by applicable law, Granicus will have control of the defense and reserves the right to settle any Claim. Client must notify Granicus promptly of any Claim and provide reasonable cooperation to Granicus, upon Granicus’ request and at Granicus’ cost, to defend such Claim. Granicus will not agree to any settlement which requires acknowledgment of fault or an incurred liability on the part of an indemnified party not otherwise covered by this indemnification without indemnified party’s prior consent. Client may elect to participate in the defense of any claim with counsel of its choosing at its own expense. c)If the Products or Deliverables are subject to a claim of infringement or misappropriation, or if Granicus reasonably believes the Products or Deliverables may be subject to such a Claim, Granicus 8 of 11 reserves the right, in its sole discretion, to: (i) replace the affected Products or Deliverable with non- infringing functional equivalents; (ii) modify the affected Products or Deliverable to render it non- infringing; or (iii) terminate this Agreement or the applicable Order or SOW with respect to the affected Granicus Product or Deliverable and refund to Client any prepaid fees for the then-remaining portion of the Order or SOW Term. d)Granicus will have no obligation to indemnify, defend, or hold Client harmless from any Claim to the extent it is based upon: (i) a modification to the Granicus Product or Deliverable by anyone other than Granicus; (ii) a modification made by Granicus pursuant to Client’s required instructions or specifications or in reliance on materials or information provided by Client; (iii) combination with the Products or Deliverable with non-Granicus software or data; or (iv) Client’s (or any authorized user of Client) use of any Products or Deliverables other than in accordance with this Agreement. e)This section sets forth Client’s sole and exclusive remedy, and Granicus’ entire liability, for any Claim that the Products, Deliverables or any other materials provided by Granicus violate or infringe upon the rights of any third party. 11.Limitation of Liability. a)EXCEPT FOR LIABILITY THAT CANNOT BE LIMITED OR EXCLUDED UNDER APPLICABLE LAW, UNDER NO CIRCUMSTANCES WILL EITHER PARTY BE LIABLE FOR ANY: (I) SPECIAL, INDIRECT, PUNITIVE, INCIDENTAL, OR CONSEQUENTIAL DAMAGES; OR (II) LOSS OR DAMAGE TO DATA, LOST PROFITS, SALES, BUSINESS, GOODWILL OR ANTICIPATED SAVINGS, WHETHER AN ACTION IS IN CONTRACT OR TORT (INCLUDING NEGLIGENCE) AND REGARDLESS OF THE THEORY OF LIABILITY, EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. b)IN NO EVENT, EXCEPT FOR CLIENT’S OBLIGATIONS TO PAY AMOUNTS DUE UNDER THE ORDER OR SOW, OR GRANICUS’ INDEMNIFICATION OBLIGATIONS SET FORTH IN SECTION 10 (INDEMNIFICATION), WILL EITHER PARTY’S MAXIMUM AGGREGATE LIABILITY FOR ALL CLAIMS ARISING IN CONNECTION WITH THIS AGREEMENT (IN TORT (INCLUDING NEGLIGENCE), CONTRACT OR OTHERWISE) EXCEED THE AMOUNT OF FEES PAID BY CLIENT TO GRANICUS IN THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE DATE THE DAMAGED PARTY NOTIFIES THE OTHER PARTY IN WRITING OF THE CLAIM. HOWEVER, IF CLIENT HAS PAID NO FEES UNDER THE TERMS OF AN ORDER IN THE TWELVE (12) MONTH PERIOD PRECEDING THE DATE OF THE INCIDENT GIVING RISE TO THE CLAIM, THE AGGREGATE LIABILITY OF GRANICUS TO CUSTOMER FOR SUCH CLAIM SHALL NOT EXCEED FIVE THOUSDAND DOLLARS ($5,000). 12.General. a)Force Majeure. With the exception of payment obligations, any delay in the performance by either party of its obligations hereunder will be excused when such delay in performance is due to any cause or event of any nature whatsoever beyond the reasonable control of such Party, including, without limitation, any act of God; any fire, flood, or weather condition; any computer virus, worm, denial of service attack; any earthquake; any act of a public enemy, war, insurrection, riot, explosion or strike; provided, that written notice thereof must be given by such Party to the other Party within twenty (20) days after occurrence of such cause or event. b)Independent Contractor. Each party is an independent contractor and employees of each party are not considered to be employees of the other party. No agency, partnership, joint venture or other 9 of 11 joint relationship is created by this Agreement. The parties shall not make any commitments binding on the other or make any representation that they are acting for, or on behalf of, the other. Each party assumes full responsibility for the actions of its personnel while performing the Services and such party will be solely responsible for the supervision, daily direction, control of its personnel, and for the payment of all of their compensation and any taxes related thereto. c)Publicity. Neither party will use the name of the other party in publicity releases or similar activity without the consent of the other party, except Granicus may include Client’s name and logo in client lists and similar communications. d)Waiver. No waiver of any breach of any provision of this Agreement or the SOW by either party or the failure of either party to insist on the exact performance of any provision of this Agreement or the SOW will constitute a waiver of any prior, concurrent or subsequent breach of performance of the same or any other provisions hereof, and no waiver will be effective unless made in writing. e)Notices. Other than routine administrative communications, which may be exchanged by the Parties via email or other means, all notices, consents, and approvals hereunder will be in writing and will be deemed to have been given upon: (i) personal delivery; (ii) the day of receipt, as shown in the applicable carrier’s systems, if sent via FedEx, UPS, DHL, or other nationally recognized express carrier; (iii) the third business day after sending by U.S. Postal Service, First Class, postage prepaid, return receipt requested; or (iv) sending by email, with confirmed receipt from the receiving party. Either Party may provide the other with notice of a change in mailing or email address in which case the mailing or email address, as applicable, for that Party will be deemed to have been amended. The mailing and email addresses of the Parties are as follows: Granicus Client Contracts ATTN: 408 St. Peter Street, Suite 600 Saint Paul, MN 55102 Address: (651)757-4154 Phone: contracts@granicus.com Email: f)Severability. If any provision of this Agreement, Order, or SOW, or portion thereof, is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, such provision will be severed and the remaining provisions of the Agreement, Order or SOW will remain in full force and effect. g)Assignment. Neither Party may assign, delegate, or otherwise transfer this Agreement or any of its rights or obligations hereunder without the prior written consent of the other Party (such consent not to be unreasonably withheld); provided that either Party may assign this Agreement with reasonable notice to the other party to an affiliate or to a successor in interest resulting from acquisition of all, or substantially all, of the assigning party’s business by means of merger, stock or asset purchase, or otherwise. Any assignment or attempted assignment in violation of this Agreement will be null and void. h)Amendment. This Agreement may not be amended or modified except by a written instrument signed by authorized representatives of both Parties. 10 of 11 i)Applicable Law. Each party will, at all times, exercise its rights and perform its obligations under this Agreement in compliance with all applicable law, rules, and regulations. j)Headings. The various section headings of this Agreement are inserted only for convenience of reference and are not intended, nor will they be construed to modify, define, limit, or expand the intent of the Parties. k)No Third-Party Beneficiaries. This Agreement is binding upon and insures solely to the benefit of the Parties hereto and their respective permitted successors and assigns; there are no third-party beneficiaries to this Agreement. 13.Governing Law. If Client is a public entity (a state or any agency or authority thereof, or county, city or town, public educational institution or other entity that serves a public purpose), this Agreement will be governed by and construed in accordance with the laws of the state in which the public entity is located, with venue being a court of competent jurisdiction within such state. If Client is the Federal government of the United States or any branch or agency thereof, this Agreement will be governed by the laws of the United States with venue being any Federal district court of competent jurisdiction. If Client is a private or commercial entity, this Agreement will be governed by the laws of the state of New York, without reference to the state’s conflict of law principles, with exclusive jurisdiction of the state and federal courts located in the borough of Manhattan, New York, New York. If Client is located in Canada, this Agreement will be governed by the laws of the Province of Ontario with suit brought only in the General Division of the Ontario Court of Justice. No applicable principals of conflicts of laws, imputed terms of the Uniform Commercial Code, or the United Nations Convention on contracts for the international sale of goods will apply to this Agreement. 14.Entire Agreement. This Agreement and Orders and SOWs governed by this Agreement constitutes the entire agreement between Granicus and Client, and supersedes all prior agreements, requests for proposals or pricing and the corresponding responses, understandings, representations or correspondence relevant to the subject matter hereof. Perpetual licenses granted to Client under prior agreements remain in full force and effect. Inconsistencies between documents will be resolved in the following order: (I) this Agreement; (ii) Orders and SOWs; (iii) all other purchase documents executed by the parties (except for any pre-printed or standard terms contained on purchase orders which shall have no force or effect); (iv) Granicus’ response to Client’s RFI, RFP, RFQ; and (v) Client’s RFI, RFP, RFQ. If Client issues a purchase order, Granicus hereby rejects any additional or conflicting terms appearing on the purchase order or any other ordering materials submitted by Client. Client has not been induced to enter into this Agreement or the SOW by any representations or promises not specifically stated herein. 11 of 11 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their respective duly- authorized representatives on the Effective Date set forth below. Granicus Client By: By: (Authorized Signature) (Authorized Signature) Name: Name: (Print or Type Name of Signatory) (Print or Type Name of Signatory) Title: Title: Date: Date: ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD DATE (MM/DD/YYYY) PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGG $JECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $$ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE Lockton Insurance Brokers, LLC CA License #OF15767 Three Embarcadero Center, Suite 600 San Francisco CA 94111 (415) 568-4000 Granicus, LLC 408 Saint Peter Street Suite 600 Saint Paul MN 55102 GRAIN01 Riverport Insurance Company 36684 Berkley National Insurance Company 38911 --- SEE ATTACHMENT --- X X 1,000,000 1,000,000 15,000 1,000,000 2,000,000 2,000,000 X X X X Comp $100 DedX Coll $1,000 Ded 1,000,000 XXXXXXX XXXXXXX XXXXXXX XXXXXXX XXXXXXX XXXXXXX XXXXXXX N X 1,000,000 1,000,000 1,000,000 See attachment See attachment A TCP 7024348-10 10/20/2023 10/20/2024 A TCP 7024348-10 10/20/2023 10/20/2024 B See attachment 12/15/2023 10/20/2024 C TWC 7024349-10 10/20/2023 10/20/2024 NOT APPLICABLE 10/20/2024 1421590 N N N N N 12/15/2023 N N 20132303 20132303 XXXXXXX Evidence of Coverage THIS CERTIFICATE SUPERSEDES ALL PREVIOUSLY ISSUED CERTIFICATES FOR THIS HOLDER, APPLICABLE TO THE CARRIERS LISTED AND THE POLICY TERM(S) REFERENCED. RE: Evidence of Insurance Coverage X X See Attachments EXHIBIT B: To whom it may concern: In our continuing effort to provide timely certificate delivery, Lockton Companies is transitioning to paperless delivery of Certificates of Insurance. To ensure electronic delivery for future renewals of this certificate, we need your email address. Please contact us via one of the methods below, referencing Certificate ID 20132303. Email: PacificeDelivery@lockton.com Phone: (213) 689-2300 If you received this certificate through an internet link where the current certificate is viewable, we have your email and no further action is needed. In the event your mailing address has changed, will change in the future, or you no longer require this certificate, please let us know using one of the methods above. The above inbox is for automating electronic delivery of certificates only. Please do NOT send future certificate requests to this inbox. Thank you for your cooperation and willingness in reducing our environmental footprint. Lockton Insurance Brokers, LLC – Pacific Series Lockton Insurance Brokers, LLC License #0F15767 777 S Figueroa Street, 52nd Fl / Los Angeles, CA 90017-5524 213-689-0065 / FAX: 213-689-0550 lockton.com Attachment Code: D568356 Master ID: 1421590, Certificate ID: 20132303 Wildebeest Topco, LLC Excess Policy’s Renewal Information Primary Insurer: ACE American Insurance Company Type of Insurance: Technology E&O / Cyber Liability Policy Number: F16817867 002 Policy Eff Date: 12/15/2023 Policy Exp Date: 10/20/2024 Limit: $5,000,000 Retention: $250,000 2nd Insurer: Fortegra Specialty Insurance Company Type of Insurance: Excess Technology E&O / Cyber Liability Policy Number: C-4LPX-250837-CEPMM-2023 Policy Eff Date: 12/15/2023 Policy Exp Date: 10/20/2024 Limit: $5M excess of $5M 3rd Insurer: Canopius US Insurance Type of Insurance: Excess Technology E&O / Cyber Liability Policy Number: CYT27220120-01 Policy Eff Date: 12/15/2023 Policy Exp Date: 10/20/2024 Limit: $5M excess of $10M Attachment Code: D611143 Master ID: 1421590, Certificate ID: 20132303 granicus.com | info@granicus.com page 1 Exhibit C: Help Desk Services and Availability Granicus will provide complete help desk support for administrators and customers of the Granicus Solutions. Regular support will be available during regular business hours, Monday-Friday; via email or toll-free telephone. CUSTOMER SUPPORT CONTACT Hours: 8:00 am – 10:00 pm ET (9:30 am – 5:00 pm Europe) Emergency Support is available 24/7 Please submit support requests via: •Portal: support.granicus.com •Email: support@granicus.com •Phone: 1-800-314-0147 USA, 0800 032 7764 Europe Please submit govDelivery Communications Cloud subscriber support only requests to: •Portal: subscriberhelp.granicus.com •Email: subscriberhelp@granicus.com •Phone: 1-800-439-1420 USA, 0808 234 7450 Europe COMMUNICATION SERVICE LEVEL AGREEMENT Granicus response to support and service requests will be based on four (4) Severity Levels: Severity Level Description Examples Initial Customer Response Time Level 1 Emergency. Incident represents a total outage; the product is unavailable or not accessible for use •govDelivery’s admin.govdelivery.com is down or all sending is significantly delayed •govMeetings web server is running but the application is non-functional or SQL-server errors that are not related to hardware •govAccess website is unreachable by public users Within one (1) hour of notification by the customer of occurrence Level 2 Severely Impaired. Incident occurs when a major feature of the product is not working and there is no workaround available, or the workaround is not acceptable and impacts the primary usability of the product •govDelivery PageWatch sending is delayed by more than 20-30 minutes, or sudden and significant deliverability issues or intermittent errors or low performance issues for some or many customers •Site operational but govMeetings modular functionality is non-operational •govAccess error, where there is no means of circumvention, that renders an essential component of the content management tool non-functioning that did not occur at the time of the website launch and usually requires debugging of programming code Within four (4) hours of notification by the customer of occurrence granicus.com | info@granicus.com page 2 Level 3 Impaired. Incident occurs when a primary feature of the product is not working as expected and an acceptable workaround is available – does not impact the basic usability of the product •govDelivery system not connecting to social media, single customer app/feature help, or database requests •govMeetings system files won’t upload, or text not rendering •govAccess website works but there are problems with presentation Within one (1) business day of notification by the customer of occurrence Level 4 Low Impact. Incident that has a limited business impact and requests can be scheduled. •Programmatic change to back-end or front- end to improve efficiency •Distribution of all patches and upgrades Within three (3) business days of notification of customer of occurrence Resolution time will be based on the service or support request and regular follow -ups will be communicated with the customer on final resolution. Granicus shall use commercially reasonable efforts to resolve errors affecting non-essential components of Granicus Solutions, or errors that can be reasonably circumvented but errors that require debugging of programming code may need to be corrected dur ing the next regular update cycle. AVAILABILITY Availability is defined as the ability of users to access the Granicus Solutions services via the internet. Granicus represents an up-time guarantee of 99% per calendar quarter for its hosted services. Notifications for Granicus Solutions of any system-wide outages will occur within one hour from the time the issues are first recognized by Granicus. Downtime is defined as any time that the Granicus Solutions services are unavailable. A Site Outage is defined as continuous Downtime, as determined through URL monitoring (HTTP). Downtime reporting is limited to a Site Outage. Site Outage monitoring is conducted by Granicus utilizing industry-standard monitoring tools. Reports of Site Outages will be provided on an as-requested basis up to once per calendar quarter. A Site Outage does not include Downtime that falls into one or several of the exclusions below: •Scheduled or routine maintenance •Caused by force majeure (which shall include any circumstances beyond Granicus’s reasonable control, including but not limited to, acts of God, labor strikes and other labor disturbances, po wer surges or failures) •The first four (4) Site Outages in any given quarter that are corrected within fifteen (15) minutes of their start •The first five (5) minutes of any Site Outage is a grace period and will not be considered Downtime under any circumstances o Example: a Site Outage of fourteen (14) minutes in duration that is one of the first four (4) such outages in a given quarter would not result in any Downtime, while a Site Outage of sixteen (16) minutes would result in eleven (11) minutes of Downtime. After four (4) Site Outages of between five (5) and fifteen (15) minutes in a quarter, all Site Outage time over five (5) minutes for any one instance will count as Downtime. granicus.com | info@granicus.com page 3 •For govAccess, Granicus is not responsible for errors associated with denial of service attacks, distributed denial of service attacks, or customer DNS SCHEDULED MAINTENANCE govDelivery. Scheduled maintenance typically occurs every thirty (30) days with average Downtime required being less than thirty (30) minutes. Planned or routine maintenance is limited to two (2) hours per week. Total scheduled Downtime for the year will not typically exceed twenty (20) hours. govMeetings. Scheduled maintenance will take place between 11:00 pm – 4:00 am ET on Fridays. Granicus, will provide the customer with at least two (2) days’ notice for any scheduled maintenance. All system maintenance will be performed during these times, except for emergency maintenance. In the case that emergency maintenance is required, the customer wi ll be provided as much advance notice as possible. Granicus will clearly post that the site is down for maintenance and the expected duration of the maintenance. govAccess. Scheduled maintenance will take place between 1:00 am – 4:00 am ET every Monday. govService. Planned or routine maintenance is limited to two (2) hours and typically occurs every two (2) weeks. All Solutions. Notifications and additional scheduled maintenance will be posted on status.granicusops.com. Email notifications for these products can be subscribed to from that page.