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Home My WebLink AboutResponse - Cloud Driven SolutionsCloud Driven Solutions 6109 Walla Ave Fort Worth,TX 76133 (817)586-9580 https://www.agendalink.app July 22,2024 To the City of Diamond Bar, Cloud Driven Solutions,Inc.is responding to the bid request for an Agenda /Meeting Management System and Live Streaming.Our platform was built from the ground up through collaboration and inspirations from cities across the United States.We strive to provide the best features on the market while keeping a core focus on user experience and adaptability. The City of Diamond Bar is currently getting a new CableCast Video Server installed as part of your council chamber upgrades.This equipment/platform allows for management of PEG channel,live streaming,and vod.Our agenda platform is the only provider that directly integrates with this service providing a seamless flow of data and integrations.Citizens/Staff can access the videos along with a fully interactive agenda directly through our platform. We are also the only platform that can be directly integrated with audio/video technology in your council chamber providing a true end to end solution the likes of which no one else can offer you. Then comes what the company was built on and that’s service and support.For too long cities have been dealing with poor support and service provided by the large companies on the market.We encourage open communication lines with our customers not only whenever assistance is needed but also to come to us with ideas which we take seriously.We like to think of our ever growing customer base as a community full of opportunities. Thank You, AJ Thompson Co-Founder/CEO Project Team You will be working directly with AJ Thompson for onboarding and training.With over 20 years experience in software building,project management,process improvement, and Audio/Video design,installation,and programming he is truly a great asset to your success. AJ Thompson Co-Founder/CEO ajthompson@mydrivensolutions.com After these phases he will continue to support you as well as you utilizing our support portal for any ongoing questions and needs.Here you can submit support tickets, feature requests,etc with super fast response times. What is AgendaLink? AgendaLink is an Agenda/Meeting Management software platform built from the ground up through discussion with cities,counties,and special districts across the country.The main goal is to provide a software platform that adapts to each client's unique needs while providing a seamless easy user experience. Our software is built and maintained by us.Nothing has been outsourced,purchased, or acquired.Thus giving you the best experience and knowledge from our team because well ….We built it. With our fast and modern architecture we can deliver new features and capabilities weekly to our users.In fact,we encourage open communication.Who better to provide us with what they want or would like to see then our user base and then see it come to fruition (and fast). Being the most adept software on the market,it can truly be used in the fashion you need vs you trying to force the way you work into the only way a software platform functions.We can help guide you through getting things designed and configured for the best experience. Our platform covers all avenues of what you need along with the key aspect of you having the ability to tweak,adjust,and do things on your own within the software.In other words,we give you the power to do what you need /want. We often get asked for an apples to apples comparison of features to match other providers.But it doesn’t really do our software justice.That’s like looking at two restaurants and saying they both have the same food while in reality the experiences between the 2 are quite different. Instead here are some key points 1.You have the power to adjust templates,agenda cover sheets,staff reports,etc at any point with dynamic rich text right within the app (like using word).Truly giving you the power to have the look and feel exactly as you wish without trying to jump through hoops. 2.Customizations are galore.Turn on/off built in fields,change app wording, custom fields,design tweaks to our digital signage capabilities,etc. 3.Dynamic Processes a..Our process builder is dynamic and adjustable at any time.We worked closely with our clients to build out something that just plain works and does what you need. b.Not only can you have different types of flows,but can have specific rules per meeting type. c.Not to mention admins can create items on behalf of other users and trigger that item to follow the approval process based on the user they are creating it as. 4.Public Portal. a.Our public portal gives you the ability to provide your citizens with rich interactive agendas.(No downloading pdfs or having a bunch of open tabs here).Quickly access the information you need. b.Our simple search also provides a super fast effective way to find the information you are looking for including able to see original staff report, attachments,and minutes info on a specific topic just by searching c.Live Streaming /VOD is also integrated with our public portal.With our direct integration with CableCast see your public portal instantly change to provide citizens with a link to watch the live stream along with the full interactive agenda.For prior meetings they can click the video icon for that meeting or go to our section that shows all available meeting videos. Either way it’s super fast and easy to watch what they want along with the fully interactive agenda. 5.Running Live Meetings a.Easily run live meetings in your council chamber or anywhere else via our built-in real time functionality. b.Each member has access to the fully digital agenda giving them the ability to navigate and look at all information while always knowing what topic you are currently discussing. c.Digitally record motions in real-time while showing motion info to the public via displays in your room and broadcast. d.Board members can easily submit their own votes with results shown in the same manner as motions.Results are also shown after the vote has ended and not during the votes to prevent showing flip/flop votes. e.Design the look and feel of this feed to match city branding f.Use our digital nameplate capabilities to never have to make or change nameplates again.They automatically update based on what meeting you are currently running g.And we don’t stop there.Not only do we give you all the meeting management controls you need,but we extend the functionality to the AV equipment.Control Microphones,Displays,Video Sources,Broadcast Cameras,etc all seamlessly without ever touching an AV control interface or feeling like you need a degree in audio video equipment to work things. We remove all the complexities and put it behind the scenes to do what you want when you want it,just by running your meeting like you normally would. 6.CableCast Integration:You are currently getting this product installed at the city. Our platform is the only provider on the market with a direct integration.This integration means chapter titling and indexing are seamless by linking meeting’s in our software to videos on their system.Once linked our platform knows and enables access to the videos instantly through our public portal.It’s as simple as that. We could go on and on about all the ways we push the envelope to deliver a platform that feels like it was built specifically for you,but in reality,seeing is believing. REFERENCES 1.City of Buena Park,CA a.6650 Beach Blvd,Buena Park,CA 90621,United States b.Adria Jimenez c.Director of Government and Community Relations and City Clerk d.(714)562-3750 e.ajimenez@buenapark.com f.June 2023 2.City of Brea,CA a.1 Civic Center Cir,Brea,CA 92821,United States b.Lillian Harris-Neal c.City Clerk d.(714)990-7757 e.lillianhn@ci.brea.ca.us f.September 2023 3.City of Loma Linda,CA a.25541 Barton Road,Loma LInda,CA,92354 b.Lynette Arreola c.City Clerk d.909-799-2819 e.larreola@lomalinda-ca.gov f.September 2023 4.City of Saginaw,TX a.333 West McLeroy Blvd.Saginaw,TX 76179 b.Janice England c.City Secretary d.817-230-0327 e.jengland@saginawtx.org f.April 2023 EXPERIENCE CDS staff has a unique background in both software services and audio video technology integrations.With over two decades of experience in both,we can handle aspects of all needs for this project in a way no others can. Section 5 Methodoloy Functional Requirements AgendaLink is the most adaptable,customizable agenda platform on the market.We built the software from the ground up through discussions with city,county,and special district staff across the United States to deliver a software solution that feels like it was built specifically for you. We also continue to work closely with our clients to expand on and deliver new features in a quick and timely manner Data Migration When migrating data we don’t just simply create new meetings in our software and upload a packet pdf.Each item is put into the software as if it was created within our platform,thus providing all the same benefits as new agenda items going forward Technical Requirements We excel in hitting technical requirements for cities in addition to providing capabilities that no one else can offer with the likes of integrating with audio-video equipment,and video providers. Training Requirements We work closely with your team providing engaging (ask anyone)training sessions that are recorded and provided to you for reference.You can also schedule additional trainings whenever you wish using the link we provide you. Section 6 Implementation Upon acceptance we follow this onboarding plan.Average time is 4-6 weeks from start to full utilization. We first ask you to provide the following information which we will utilize to initial configure options,custom fields within the software so you have a good starting point. 1.List of users the city would like as initial admins 2.Agenda Example 3.Staff Report example 4.Minutes example 5.Documentation of current approval process (if you have them) 5.Logo you would like to use We will use these examples to begin laying things out in the software so staff has a starting point.Onboarding typically consists of 2 one hour training sessions where we review overall usage and how to do customizations.(We also will have some guidance ready ahead of time based on the examples and will show examples of how other cities do things as well) Staff training is typically scheduled after the onboarding.You are free to forward the invite to as many staff members as you wish (we are used to having 60-70 people in training).Before the first staff training is also when we would typically provide a mass import of users if you wish. We just ask for a csv file of name,title,email,and user rights level Trainings are usually split into 4 different types 1 -Training of staff who schedule meetings,work on staff reports,and publish 2 -Training with staff whose sole responsibility is to create their staff reports for a meeting 3 -Running a live meeting 4 -Generating /Approving Minutes All training is recorded and provided to you afterwards Page 1 of 2 Cloud Driven Solutions, Inc 6109 Walla Av e F ort W orth, T X 76133 US +1 8175869580 s ales @c louddriv ens olut ions .c om ww w .c louddriv ens olut ions .c om Es t imat e ADDRESS Alex Batres City of Diamond Bar 21810 Copley Driv e Diamond Bar, CA 91765 ESTIMATE 1159 DATE 07/30/2024 EXPIRATION DATE 09/01/2024 DESCRIPTION QTY RATE AMOUNT AgendaLink Yearly Fees AgendaLink Horizon 1yr License 1 year license for AgendaLink Horizon. Horizon is the modern cloud based meeting/agenda management platform with features such as processes, tasks, live meeting management, sharing, public portal, citizen engagement, and more. 5 1,958.80 9,794.00 AgendaLink Advanced Support Advanced Support Services which include: 24/7 availability via phone, email, text, and chat ; 1 hours response times ; 6 hours of virtual training 5 5,040.00 25,200.00 Subtotal: 34,994.00 One-Time Fees AgendaLink Horizon Onboarding One time platform setup fee and client training.1 2,000.00 2,000.00 Custom Commissioning Data Migration for one year of City Council, Planning Commission, Traffic and Transportation Commission, and Parks and Recreation Commission agendas, agenda packets, public comments 1 10,000.00 10,000.00 Subtotal: 12,000.00 AV Integrations AgendaLink Edge Controller Edge Controller Appliance that bridges software to control local Audio/Video devices. 1 1,200.00 1,200.00 Subtotal: 1,200.00 OnSite Assistance / Training On-Site Services On-Site meeting support to provide assistance if needed for staff members as they run their first meeting. ** Must be scheduled with a lead time of 3 weeks ** 1 1,000.00 1,000.00 Page 2 of 2 Subtotal: 1,000.00 ** Please Be Aware there are no additional costs for integrating with your new CableCast Video Server that is for PEG Channel, Live Streaming, and Video On Demand ** TOTAL $49,194.00 Acc epted By Acc epted Date Section 8 Insurance We hereby state that we meet the insurance requirements as put forward in the RFP and can provide the official documents upon acceptance. AJ Thompson CEO Cloud Driven Solutions,Inc Section 9 CITY’S STANDARD PURCHASE AND LICENSE AGREEMENT We hereby state that we agree to the City’s Standard Purchase and License Agreement terms. AJ Thompson CEO Cloud Driven Solutions,Inc