HomeMy WebLinkAbout25A - AGMT - AGENDA WORKFLOW AND STREAMINGREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 19, 2017
TITLE:
APPROVE AN AGREEMENT WITH
GRANICUS, INC. FOR AUTOMATED
AGENDA WORKFLOW, WEB STREAMING
AND ARCHIVING SERVICES (STRATEGIC
PLAN NO. 5, 1)
RECOMMENDED ACTION:
CLERK OF COUNCIL USE ONLY:
/177ZeMA
❑ As Recommended
❑ As Amended
❑ Ordinance on 1'' Reading
❑ Ordinance on 20 Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Granicus Inc.
to continue providing web streaming, archiving services and for the implementation of automated
agenda workflow in an amount of $55,126.64 which include $19,200 in one-time cost for the first
year, second year in the amount of $38,441.50 and third year in the amount of $41,132.41 for a
total aggregate amount of $134,,700.55 and an option for two one-year renewals at a 7%
consumer price index increase, subject to non -substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
In July of 2013, the City entered into an agreement with Granicus, Inc. to web stream and archive
City Council meetings. Shortly after implementation, staff extended some of the features to allow
boards/commissions and council committees to upload their agendas and provide an audio
recording of their meeting on the same system, in one central location and will allow for continuity
of services to staff and the community. The Open Platform package, as referred to by Granicus,
is a cloud -based solution that manages and stores unlimited amount of public meeting video,
minutes and audio files. This service enhancement has allowed the City to further strengthen
City's efforts towards greater transparency, accountability, public information accessibility seven
days a week. Current features of the product include:
• Live and on -demand webcasting of public meetings, accessible via internet and mobile
devices.
Government Transparency Suite - achieve paperless agendas through a website with
complete searchable access to all public meeting information; also provides an iPad
application for Council members with the option for note -taking (also referred to as
iLegislate), links to materials and past meeting videos.
25A-1
Agreement with Granicus
December 19, 2017
Page 2 of 5
• Built-in reports and analytics on visitor trends.
• Ability to view meeting webcast on Android and IOS mobile devices.
• Viewers can jump to any topic on a video through index points.
• Quickly locate agenda material including minutes, ordinances and resolutions, or video
related to a specific topic, using search engine.
• Minutes – ability to quickly produce Action Minutes for City Council, Council Committee,
and all Boards and Commissions.
The contract with Granicus, Inc. will expire on December 31, 2017. The Clerk of the Council
Office released a Request for Proposal in September, 2017 and received six bids from the
following: Granicus, Provox, Swagit, Civic Plus, Accela, and Prime Gov. Staff reviewed the
proposals and based on relevant experience and pricing recommends that Granicus continue to
be the City's provider for said service.
In addition, staff is recommending the automated agenda management component, which has
one-time costs and annual service maintenance fees included in their proposal. The automated
agenda workflow, known as Legistar will allow staff to manage the entire legislative process from
start to finish; from drafting agenda reports, through assignment to various departments and/or
division, to final approval, all designed to reduce workloads and create a more efficient method
for managing decisions. The system will eliminate manual workflows; automate agenda item
approvals with electronic approval processes; simplify the agenda creation—automatically
compile files and supporting materials for upcoming meetings; organize, store and retrieve
electronic documents; and easily track legislation and generate historical reports for staff, citizens
and council.
Granicus also offers other features and products that will be evaluated in the near future as a
possible third phase. Below are those features as an advance of future considerations:
• VoteCast - modernizes the public meeting voting process by eliminating the tedium of
hand counting, paper voting and the use of outdated standalone systems.
• eComment - an easy way to add voices to the democratic process and makes
participation in public meetings more convenient with a web -based form tightly integrated
with your published agenda. Residents can review agenda item details, indicate their
position on an item and leave feedback, which elected officials can review in -meeting.
• Closed Captioning - synchronized to meeting webcasts and can be recorded in real-time
or added to an archived event. Closed caption text is searchable, giving audiences the
ability to search meeting records by the spoken word, further promoting access to the
public regarding the issues they care about most.
Also, Granicus, Inc. has offered a promotional opportunity on the purchase and installation of
Legistar if two or more Orange County cities approve a contract before the end of the year. The
City of Huntington Beach has already approved a contract and we are waiting to hear from other
surrounding cities. The discount would be reflected on the 2nd -year invoice. Promotional offer
includes: Reduce annual maintenance fee by nearly $1,000 for each city; $15K installation costs
25A-2
Agreement with Granicus
December 19, 2017
Page 3 of 5
per site if two sign up; $1 OK installation cost per site if three sign up; $5K installation cost per site
if four sign up; and Hosting a 2018 user group with training/collaboration in Orange County.
Breakdown of first year implementation fees, as follow, with a 7% consumer price index increase
every year thereafter:
Product
Quantity
Metrics
Fees
Legislative
Management Services Package Standard
1 Each
$0.00
Le
istar Administration Training Online
4 hours
$900.00
Le
istar Needs Analysis and Configuration Services
3 Hours
$4,800.00
Le
istar Project Management and Deployment Services
4.5 Hours
$8,100.00
Le
istar Training - OnSite Per Day
3 (Days)
$5,400.00
Total One -Time Fees
$19,200.00
Annual Service Fee:
Product
Quantity Metrics
Annual Costs
Le istar Automated Agenda System)
Per Year
$14,000.00
Webcasting & Archiving
Per Year
$11,111.64
Minute Maker
Per Year
$10,815.00
Annual Service Fee
$2,500
$35,926.64
STRATEGIC PLAN
Approval of this agreement allows us to meet Goal #5. Community Health, Livability,
Engagement & Sustainability, Priority #1, Establish a comprehensive community engagement
initiative to expand access to information and create opportunities for stakeholders to play an
active role in discussing public policy and setting priorities.
FISCAL IMPACT
Funds available for the webcasting and minutes component of the system in the Clerk of the
Council Office budget and the balance equally charged to each City Department for a total first
year cost of $55,126.64. Funding for future years will be budgeted and available.
Department
Account
CY 2018
CY 2019
CY 2020
City Attorney's Office
01108032-62300
$3,320
$2,500
$2,500
City Manager's Office
01105015-62300
$3,320
$2,500
$2,500
Clerk of the Council Office
01107031-62300
$21,926.64
$13,441.50
16,132.41
25A-3
Agreement with Granicus
December 19, 2017
Page 4 of 5
Department
Account
CY 2018
CY 2019
CY 2020
Community Development
01118810-62300 and
67018843-62300-
14810008001-3090
$3,320
$2,500
$2,500
Finance and Management
Services
01110110-62300
$3,320
$2,500
$2,500
Information and Technology
Services
10920145-62300
$3,320
$2,500
$2,500
Parks, Recreation and
Community Services
01113200-62300 /
90201201102-3000
$3,320
$2,500
$2,500
Personnel Services
01109050-62300
$3,320
$2,500
$2,500
Planning and Building
01116500-62300
01116510-62300
$2,000
$1,320
$2,500
$2,500
Police Department
01114400-62300
$3,320
$2,500
$2,500
Public Works
10117601-62300
$3,320
$2,500
$2,500
$55,126.64
$38,441.50
$41,132.41
a2�20�
Maria D. Huizar
Clerk of the Council
Robert Cortez
Deputy City Man
City Manager's Office
red Mousavipour
Executive Director
Public Works Agency
Candida Neal
Acting Executive Director
Planning and Building Agency
APPROVED AS TO FUNDS AND ACCOUNT:
A X -��
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
Sonia Carvalho
City Attorney
City Attorney's Office
Ed-Raya�—
Executive Director
Personnel Services Agency
Rert Z`u 8ch ie e
Interim Executiv rector
Community Development Agency
25A-4
Agreement with Granicus
December 19, 2017
Page 5 of 5
Gerardo Mouet
Dave-vdl tin, Acting Police Chief. Executive Director
Police Department Parks, Recreating and Community Services Agency
44 kly
Jaq# Ciulla
Chjbf Information Officer
Infbrmiation Technology
Exhibits: 1. Agreement
2. Request for Proposal
25A-5
25A-6
CONSULTANT AGREEMENT
CITY OF SANTA ANA
THIS AGREEMENT is made and entered into this 19�h day of December, 2017 by and
between Granicus, Inc., ("Consultant"), and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of California
("City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of
web -based public agency agenda management software including agenda posting, workflow,
archives, and video streaming.
B. The City Issued and Request for Proposals for these services in September 2017 and six
companies responded. City staff reviewed all six proposals and Consultant's proposal was
selected.
C. Consultant represents that Consultant is able and willing to provide such services to the
City.
D. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this Agreement
will be performed in compliance with such standards as may reasonably be expected from a
professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject
to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant submitted its proposal in response to City's request for proposal for services
in September 2017. Consultant's proposal was selected from six proposals submitted.
Consultant shall perform during the term of this Agreement, the tasks and obligations including
all labor, materials, tools, equipment, and incidental customary work required to fully and
adequately complete the services described in the scope of services portion of the City's Request
for Proposal which is attached hereto as though fully set forth herein and labeled as Exhibit A
and Contractor's proposal labeled as Exhibit B attached hereto.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services
for City, the rates and charges Identified in Contractor's proposal labeled as Exhibit B
and attached hereto. For each one year term of the agreement, the compensation
for the agreement shall not exceed the following:
Exhibit 1
25A-7
Term
Not to Exceed Amount
1/1/18-12/31/18
$35;926.64
1/1/19-12/31/19
$38,441.50
1/1/20-12/31/20
$41,132.41
1/1/21-12/31/21(optional term)
$44,011.68
1/1/22-12/31/22 (option term)
$47,092.50
Total not to exceed amount for Agreement if
all options are exercised:
$206,604.73
Consultant has offered a promotional opportunity on the purchase and Installation of
Legistar, its software -as -a service solution, if two or more Orange County cities approve a
contract before the end of the year. The City of Huntington Beach has already approved
a contract and City is waiting to hear from other surrounding cities, on same. Thediscount
would be reflected on the 2nd -year invoice. Promotional offer includes: Reduce annual
maintenance fee by nearly $1000 for each city; $15K Installation costs per site if 2 sign up;
$10K installation cost per site if 3 sign up; $5K installation cost per site if 4 sign up; and
Hosting a 2018 user group with training/collaboration in Orange County.
c. Payment by City shall be made within 45 days (forty-five) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth in
the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on January 1, 2018 for a three year term with the option
for the City to grant up to two one-year renewals, exercisable by a writing by the City Manager
and the City Attorney, unless terminated earlier in accordance with Section 16, below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the
services being performed are part of an applicable "public works" or "maintenance" project, as
defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant
agrees to fully comply with such Prevailing Wage Laws, Consultant shall defend, indemnify and
hold the City, its elected officials, officers, employees and agents free and harmless from any
claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage
Laws.
25A-8
S. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer-employee relationship, a joint venture relationship,
or to allow the City to exercise discretion or control over the professional manner in which
Consultant performs the services which are the subject matter of this Agreement; however, the
services to be provided by Consultantshall be provided in a manner consistentwith all applicable
standards and regulations governing such services. Consultant shall pay all salaries and wages,
employer's social security taxes, unemployment insurance and similar taxes relating to
employees and shall be responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works
of authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared
or caused to be prepared by Consultant under this Agreement ("Documents & Data") except as
specifically noted in this section. Consultant shall require all subcontractors to agree in writing
that City is granted a non-exclusive and perpetual license for any Documents & Data the
subcontractor prepares under this Agreement. Consultant represents and warrants that
Consultant has the legal right to license any and all Documents & Data. Consultant makes no
such representation and warranty in regard to Documents & Data which were provided to
Consultant by the City. City shall not be limited in any way in its use of the Documents and Data
at anytime, provided that any such use not within the purposes intended bythis Agreement shall
be at City's sole risk.
Consultant hereby grants and Customer herby accepts, solely for its internal use, a
worldwide, revocable, non-exclusive, non-transferrable right to use the Granicus Products and
Services to the extent allowed in the relevant Order, SOW or Exhibit.
City shall not:
1. Access or use any portion of Granicus Products and Services, except as expressly
allowed by this Agreement or each Order, SOW or Exhibit placed hereunder;
2. Disassemble, decompile, or otherwise reverse engineer all or any portion of the
Granicus Products and Services;
3. Use the Granicus Products and Services for any unlawful purposes;
4. Export or allow access to the Granicus Products and Services in violation of U.S. laws or
regulations;
5. Except as expressly permitted in this Agreement, subcontract, disclose, rent, or lease
the Granicus Products and Services, or any portion thereof, for third party use; or
6. Modify, adapt, or use the Granicus Products and Services to develop any software
application intended for resale which uses the Granicus Products and Services in whole or in part.
25A-9
7. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as
described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall Include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resultingfrom any act
or occurrence arising out of Consultant's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
with respectto insurance or self-insurance programs maintained bythe City; and (c)
contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the provisions of Section
3700 of the Labor Code, Consultant, if Consultant has any employees, is required to
be insured against liability for worker's compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Consultant agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i. Consultant shall maintain all insurance required above in full force and effect
for the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved by the City.
iii. Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
25A-10
(30) days prior written notice to the City.
iv. Consultant shall supply City with a fully executed additional insured
endorsement.
f. If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Consultant's rightto be paid for its time and materials expended priorto notification
of termination. Consultant waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
8. LIMITATION OF LIABILITY
a. EXCLUSION OF CONSEQUENTIONAL AND RELATED DAMAGES.
UNDER NO CIRCUMSTANCES SHALL CONSULTANT BE LIABLE FOR ANY SPECIAL,
INDIRECT, PUNITVE, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER AN
ACTION IS IN CONTRACT OR TORT AND REGARDLESS OF THE THEORY OF LIABILITY,
EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
FURTHER, CONSULTANTSHALL NOT BE LIABLE FOR: (A) ERROR OR INTERRUPTION
OF USE OR FOR LOSS OR INACCURACY OR CORRUPTION OF CUSTOMER DATA; (B)
COST OF PROCUREMENT OF SUBSTITUTE GOODS, SERVICES OR TECHNOLOGY; (C)
LOSS OF BUSINESS; (D) DAMAGES ARISING OUT OF ACCESS TO OR INABILITY TO
ACCESS THE SERVICES, SOFTWARE, CONTENT, OR RELATED TECHNICAL SUPPORT;
OR (E) FOR ANY MATTER BEYOND GRANICUS' REASONABLE CONTROL, EVEN IF
CONSULTANT HAS BEEN ADVISED OF THE POSSIBILITY OF ANY OF THE FOREGOING
LOSSES OR DAMAGES.
b. LIMITATION OF LIABILITY.
IN NO INSTANCE SHALL EITHER PARTY'S LIABILITY TO THE OTHER PARTY FOR
DIRECT DAMAGES UNDER THIS AGREEMENT (WHETHER IN CONTRACT OR TORT
OR OTHERWISE) EXCEED THE FEES PAID BY CITY FOR THE CONSULTANT'S
PRODUCTS AND SERVICES DURING THE SIX (6) MONTHS IMMEDIATELY
PRECEEDING THE DATE THE DAMAGED PARTY NOTIFIES THE OTHER PARTY IN
WRITING OF THE CLAIM FOR DIRECT DAMAGES.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work
product or documents provided by Consultant to the City pursuant to this Agreement.
25A-11
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the Cityfor a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of
all work, data, documents, proceedings, and activities related to this Agreement for a period of
three (3) years from the date of final payment to Consultant under this Agreement.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees
that it shall not use or disclose such information except in the performance of this Agreement,
and further agrees to exercise the same degree of care it uses to protect its own information of
like importance, but in no event less than reasonable care. "Confidential Information" shall
include all nonpublic information. Confidential information includes not only written
information, but also information transferred orally, visually, electronically, or by other means.
Confidential information disclosed to either party by any subsidiary and/or agent of the other
party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall
not apply to any information that (a) has been disclosed in publicly available sources; (b) is,
through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful
possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (e) is Independently developed by the Consultant without
reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
a. In General. Consultant understands that its professional responsibility Is solely to
City. Consultant represents and warrants that it presently has no interest, and will
not acquire any direct or indirect interest, that would conflict with its performance
of this agreement. Consultant shall not employ or subcontract with a person having
such an interest in the performance of this agreement.
b. Subsequent Conflict of Interest. Consultant agrees that if an actual or potential
conflict of Interest on the part of Consultant is discovered after award, the
Consultant will make a full disclosure in writing to the City. This disclosure shall
include a description of actions, which the Consultant has taken or proposes to take,
after consultation with the City to avoid, mitigate, or neutralize the actual or
potential conflict. Within 45 days, the Consultant shall have taken all necessary steps
to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City.
25A-12
C. Interests of City Officers and Staff. No officer, member or employee of City and no
member of the City Council shall have any pecuniary interest, direct or indirect, in
this agreement or the proceeds thereof. Neither Consultant nor any member of any
Consultant's family shall serve on any City board or committee or hold any such
position which either by rule, practice or action nominates, recommends, or
supervises Consultant's performance of the Scope of Work or authorizes funding to
Consultant.
13. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities. Consultant affirms that it is an equal opportunity employer
and shall comply with all applicable federal, state and local laws and regulations.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties.
In the event of a conflict between the terms of this Agreement and any attachments hereto, the
terms of this Agreement shall prevail. This Agreement may not be modified except by written
instrument signed by the City and by an authorized representative of Consultant. The parties
agree that any terms or conditions of any purchase order or other instrument that are
inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate
Consultant or the City. Each party to this Agreement acknowledges that no representations,
inducements, promises or agreements, orally or otherwise, have been made by any party, or
anyone acting on behalf of any party, which Is not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the
prior written consent of the City and any such assignment, transfer, delegation or subcontract
without the City's prior written consent shall be considered null and void. Nothing in this
Agreement shall be construed to limit the City's ability to have any of the services which are the
subject to this Agreement performed by City personnel or by other consultants retained by City.
16. TERMINATION
After the initial one (1) year period, either party may terminate this Agreement upon
thirty (90) days written notice to the other party. In such event, Consultant shall be entitled to
receive and the City shall pay Consultant compensation for all services performed by Consultant
priorto receipt of such notice of termination, subject to the following conditions -
25A -1 3
onditions:
25A-13
a. As a condition of such payment, the City Clerk may require Consultant to deliver to
the City all work product(s) completed as of such date, and in such case such work
product shall he the property of the City unless prohibited by law, and Consultant
consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right,
or remedy shall be deemed a waiverof any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may
be brought or arise out of, in connection with or by reason of this Agreement.
19. PROFESSIONAL LICENSES
Consultant shall, throughoutthe term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Consultant shall notify the City
immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals,
waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any Injuries or damages to City In the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
25A-14
21. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person or
mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic
communication in the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copy to:
Sonia R. Carvalho
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6515
To Consultant:
Mark Hynes, Chief Executive Officer
Granicus, Inc.
Washington DC Office
1152 15th Street, NW, Suite 800
Washington, D.C. 20005
Fax: 202 407-7501
www.granicus.com
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited In the United States mail, duly registered or certified, with postage prepaid, and
addressed asset forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by
the transmitting facsimile machine, addressed as set forth above. For purposes of calculating
these time frames, weekends, federal, state, County or City holidays shall be excluded.
25A-15
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: `.} 0,Wl'a,
Laura Rossini,
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL:
MARIA D. HUIZAR
Clerk of the Council
CITY OF SANTA ANA
Raul Godinez, II
City Manager
CONSULTANT:
/'
0--
Mark Hya CEO
Tax IDH /-/Yy/0138
25A-16
EXH I BIT A
SCOPE OF SERVICES
25A-17
Appendix
ATTACHMENT 1: SCOPE OF WORK
Introduction and Background:
The City of Santa Ana is seeking responses to this RFP from qualified vendors to provide Geographic
Information System (GIS) Data and Services as described below in three separate Proposal Options.
Vendors may choose to propose on as many of the Proposal Options as their firm is capable of
delivering. The City will evaluate each Proposal Option separately and choose the vendor or vendors
that provide the most quality and value to the City.
Example:
Vendor X chooses to submit a response for Proposal Option 1.
Vendor Y chooses to submit a response for Proposal Options 1 and 2.
• The City evaluates the submitted proposals. The City may choose to select:
o Vendor X for Proposal Option 1.
o Vendor Y for Proposal Option 2.
Each vendor must submit a fee proposal for each Proposal Option separately. If a vendor does not
submit separate sealed fee proposal for each Proposal Option, the proposal maybe considered non-
responsive and it may not be accepted.
Each vendor maysubmit a combined fee proposal for all submitted Proposal Options if they
believe a cost savings can be achieved by providing all of the services for all submitted Proposal
Options.
Example:
Vendor Z chooses to submit a response for Proposal Options 1 and 2.
o Vendor Z must submit:
• A sealed fee proposal for Option 1.
• A sealed fee proposal for Option 2.
o Vendor Z may submit:
A sealed fee proposal for Option 1, and 2 with one combined cost.
The City also desires to enter into a contract with the selected vendor(s) for an initial term of three (3)
years with the option for one, two-year extension. This contract will allow the City to purchase
additional data and services from the vendor(s) as needed.
City of Santa Ana RFP 17-107
Page 12
25A-18
INTRODUCTION AND BACKGROUND:
The City of Santa Ana is located 20 miles south of Los Angeles. Santa Ana is an attractive community that
is known for its unique businesses and strong community ties. The City of Santa Ana was Incorporated in
1869 and operates as a Charter City with a seven (7) member Council and Council/Manager form of
government.
Currently, the City does not have an agenda management system. Staff members may submit reports
and attachments for upcoming meetings to be reviewed and approved using standard email system.
Following review and approval, the Clerk of the Council staff uploads the approved reports onto Access
database that is used as workflow system. When the agenda packet is complete, it is manually added to
the City of Santa Ana's Electronic Document Management System (EDMS), Laserfiche.
After agenda packets are created, they are manually uploaded into Granicus. Granicus provides video
streaming services of City Council Meetings and audio recordings for all board/commission meetings in
addition to council committee meetings. Meetings may be viewed/heard live or on the City's website.
During City Council meetings, Clerk of the Council staff performs time stamping.
The packets for City Council and all other legislative meetings may be accessed using Granicus. Meetings
are all paperless: Council Members and board/commission members may access the packet during
meetings using this !Legislate or by accessing from the City's website. Notes taken on a personal device
in the iLegislate app can be accessed using another device by logging into one's account.
SCOPE OF WORK:
The following scope describes the City's ideal automated agenda workflow and video streaming/archiving
solution. Proposals may:
1. Combine automated agenda workflow and video streaming and archiving;
2. Be limited to automated agenda workflow; or
3. Be limited video streaming and archiving.
If the proposal includes both automated agenda workflow and video streaming and archiving, each
component must be capable of being purchased and implemented independent of the other component.
Proposal pricing should indicate total pricing for each individual component. Proposals that offer
discounted pricing for purchasing both automated workflow and video streaming services shall be
indicated in the cost proposal.
A. Automated Agenda Workflow
The ideal automated agenda workflow program should have the following features and functionality:
1. Customizable Workflow—the system allows the workflow to be customized as needed
City of Santa Ana RFP 17-107
Page 13
25A-19
and allow for different workflows to be used for different departments or meeting
types.
2. Email Notifications — send email notifications when an item has been approved,
rejected, needs furtherwork, orwhen a reviewer has an item to approve. The system
should also include an option to send reviewers and submitters reminders when they
have outstanding items to do.
3. Web Access—the program should be accessible via the web, so that users may submit,
review, and approve/deny items from the web. Web access should be compatible
with common browsers, such as Internet Explorer, Firefox, Chrome, and Safari.
4. File Upload Options — the program should allow users to upload different file types,
including Word documents, PDF, Excel, and image files.
5. Preparing & Editing Agenda Staff Reports — the program will allow users to prepare
reports outside of the program, using programs such as Microsoft Word, then allow
users to upload reports in Word or PDF file format. The program will also allow
reviewers to make edits to reports. If reports are submitted as Word documents, the
reviewer should have the ability to download the report, make changes, and upload
the edited document.
6. Reviewer Options — reviewers in the workflow should have the option to provide
comments and feedback to submitters as well make changes to reports or
attachments. Item History — the system should document the progress of an item as
it moves through the workflow, including when an item was submitted, reviewed,
rejected, approved, and any comments provided by reviewers.
7. Export to Single PDF Document —the program should export the agenda packet into a
single PDF document.
8. Agenda in Word Format — the program should allow the agenda for a meeting to be
exported to Word document.
9. Templates —the program should include the option to create a template for agendas.
The program should allow the City Clerk to easily modify existing templates or create
new templates as needed. The option to integrate templates for staff reports will be
considered favorably.
10. Agenda Reporting—the program should have the ability to generate reports of agenda
items by Council meeting dates. For example, a future Council item report that
shows upcoming meeting dates and the items tentatively planned for those dates.
11. Export to Laserfiche — the program should be able to easily integrate with the
Laserfiche enterprise content management system. The proposer is responsible for
verifying Laserfiche licensing and functionality.
City of Santa Ana RFP 17-107
Page 14
25A-20
B. Video Streaming & Archiving
The ideal program should have the following features and functionality:
Live & On Demand — the program should allow videos to be available for live
meetings and on demand from a desktop or mobile device. The program should
automatically compensate video quality according to the bandwidth of the receiving
device to ensure stable viewing. Additionally, viewers should be able to view meeting
videos from common browsers, such as Internet Explorer, Firefox, Chrome, and
Safari.
2. Agenda Packet — the corresponding agenda packet should be viewable while
watching meeting videos. The program should provide full text search of all agenda
packet materials.
3. Indexing — the program should allow videos to be indexed while the meeting is
happening. The program should also allow indexing so that links from the agenda
will take videos to the corresponding portion of the meeting video.
4. Archive Integration — the program should allow the City's existing videos to be
integrated into the program. The City has videos for City Council meetings and audio
files for council committees and boards/commissions or roughly 150 meetings.
5. Browser Compatibility — the program should be compatible with common browsers,
such as Internet Explorer, Firefox, Chrome, and Safari.
All programs (Automated Agenda Work Flow and Video Streaming Archiving) should include the
following:
C. Accessible through Mobile Devices
Allow Council Members, Commissioners, staff, and the public to access the agenda, agenda packet and
attachments, and meeting videos through a mobile device, whether through the agenda workflow or
video streaming side of the program(s). The mobile access should allow users to view agendas, staff
reports, and attachments. If the program allows users to take notes that can be accessed on different
devices, please note.
D. Analytics
Collect web analytics of public viewing and accessing agendas, agenda packets, and meeting videos.
E. Support&Training
The proposal should include in-person administrator training and user training for City staff members
who will be using the program. The proposal should include the option for support on an ongoing basis,
including after-hours support. Access to a support "knowledge base" for general or technical inquiries
City of Santa Ana RFP 17-107
Page 15
25A-21
is also desired.
F. Technical Considerations
Santa Ana is open to either an on premise solution or a cloud/hosted solution.
Current technical environment consists of:
• Windows 7 and Windows 10 PCs
• Microsoft Office 2010, 2013, 2016, but planning on migrating all to 2016 this year.
• VMWare virtual server environment
• Microsoft Exchange Server 2010, but planning upgrade to Exchange 2016 this year.
• Laserfiche EDMS 9.2, Laserfiche Forms 10.2
The ideal program will be compatible with and will not require upgrades to the existing systems.
The proposed solution must allow delegate users and groups, as well as security access that is
authenticated against the City's Active Directory for single sign -on.
The proposal should include long-term warranty for all system hardware, if applicable, and ongoing
support and maintenance of any software.
G. Anticipated Timeline
The ideal program will be functional with all staff and administrator training completed by the end of
December, 2017.
City of Santa Ana RFP 17-107
Page 16
25A-22
EXHIBIT B
FEE PROPOSAL
25A-23
G GRANICUS
Quote Number: Q-15812
Quote Prepared On: 12/5/2017
Quote Valid Through: 11/22/2017
Payment Terms: Net 30
Procurement Vehicle Direct
In Support of: Santa Ana. CA
Granicus Contact:
Name: Josh Humi
Phone: +17182080144
Email: joshua.humi@granicus.com
The Agreement shall commence on the date this document is signed and continue for 3 years.
j . 1 m. ,.^f`J `'+�", r�"�ia�?i.•�..,.3 ' 3 +a��°'^»a^-Wi;� ��,.r r'�i �.�v.� x
Product Name
Product Description
Invoice
Quantity
One -Time
Open Platform
Open Platform is access to MediaManager,
Schedule
1 Each
Total
Legistar Needs
Implementation includes:
Milestones
24 Hours
$4,800.00
Analysis and
• Access to an implementation consultant
Configuration
These are able to be published and
services
until project acceptance
• Access to existing Web -based recorded
trainings around standard account
functions and capabilities
• Up to five two-hour needs analysis
calls with a business analyst
The implementation process takes three to
six months, on average, depending on the
availability of stakeholders.
Legistar Project
Legistar Project Management and
Milestones
36 Hours
$8,100.00
Management
Deployment Services is the professional
and Deployment
service time for deploying a Legistar
services
system.
Legistar - Onsite
Legistar - Onsite Training is for onsite
Milestones
3 Days
$5,400.00
Training
training for Legistar, which allows
clients to have a Granicus trainer onsite
to show them how to use the system.
Legistar Admin -
Legistar Admin - Online Training
Milestones
4 Hours
$900.00
Online Training
is for online training for Legistar
Administration, which allows clients
to have online sessions with a Granicus
trainer to learn how to use the system.
TOTAL: $19,200.00
Product Name
Product Description
Invoice
Schedule
Quantity
Annual
Total
Open Platform
Open Platform is access to MediaManager,
Annual
1 Each
$3,386.64
Suite
upload of archives, ability to post
agendas/documents, and index of archives.
These are able to be published and
accessible through a searchable viewpage.
Q-15612 :1215/2017
Page 1 of 4
25A-24
ect
G
PSuppomant arta An a,rCA GRAN I C U S In Support of: Santa Ana, CA
Product Name
Product Description
Invoice
Quantity
Annual
Schedule
Total
Gracious Encoding
Granicus Encoding Appliance Software (GT)
Annual
1 Each
$2,472.00
Appliance Software
This includes the LiveManager Software
(GT)
solution where webcasts are started/
stopped, agendas amended and indexed,
votes and attendance recorded, and
minutes created.
Meeting Efficiency
Meeting Efficiency is a hybrid Software-
Annual
1 Each
$10,815.00
Suite
as -a -Service (SaaS) and Hardware -as -a -
Service (Haag) solution that enables
government organizations to simplify the
in -meeting management and post -meeting
minutes creation processes of the clerk's
office. Ey leveraging this solution, the
-
client will be able to streamline meeting
data capture and minutes production,
reducing staff efforts and decreasing
time to get minutes published. During
a meeting, record roll calls, motions,
votes, notes, and speakers, all indexed
with video. Use the index points to
quickly edit minutes, templates to format
in Microsoft Word or HTML, and publish
online with the click of a button.
Meeting Efficiency includes:
• Unlimited user accounts
• Unlimited meeting bodies
• Unlimited storage of minutes documents
-Access to one Gracious platform site
• Access to the LiveManager software
application for recording information
during meetings
• Access to the Word Add-in software
component for minutes formatting in MS
Word if desired
-One MS Word or HTML minutes template
(additional templates can be purchased
if needed)
Government
Government Transparency are the live in-
Annual
1 Each
$5,253.00
Transparency Suite
meeting functions. Streaming of an event,
pushing of documents, indexing of event,
creation of minutes.
Q-15812: 12/5/2017
Page 2 of 4
25A-25
G
GRAN
'p\ I 1 I Procurement Vehicle: Direct
G I\ A 1 V I C �d S In Support of Santa Ana CA
Product Name
Product Description
Invoice
Schedule
Quantity
Annual
Total
Legistar
Legistar is a Software -as -a -Service
Annual
1 Each
$14,000.00
$ 11,572.0 $ 12,382.09
(Seas) solution that enables government
Government Transparency Suite
$ 5,620.71 $ 6,014.16
Legistar
organizations to automate the entire
Legislative process of the clerk's
office. By leveraging Legietar, the
client will be able to easily manage the
entire legislative process from drafting
files, through assignment to various
departments, to final approval. Legistar
includes:
• Unlimited user accounts
• Unlimited meeting bodies and meeting
types
• Unlimited data storage and retention
• Configuration services for one meeting
body\type
• One Legistar database
• One InSite web portal
• Design services for one agenda report
template
• Design services for one minute's
report template
TOTAL: $35,926.64
Product Name
Year Year
Open Platform Suite
$ 3,023.7 $ 3,877.36
Granicus Encoding Appliance Software (GT)
$ 2,646.G41 $ 2,830.19
Meeting Efficiency Suite
$ 11,572.0 $ 12,382.09
Government Transparency Suite
$ 5,620.71 $ 6,014.16
Legistar
$ 14.980.Gq $ 16,028.6
TOTAL $ 38,441.501 $ 41,132.41
����,��S,Ixtz,/rh ��.^it`�I�.e.�:r'a�.z. � v,._r::;� .��.. ..lu ��`51`n�.s.�i„A.��..G�rv'..✓Lay..�:uaSWi�,._:a.._�5*3��:S:�a�`r'r??�:.i.�e',,i:Y_stcf.:s�i.�.tl
ROL
• All fees are due at the beginning of the period of performance. Any lapse in payment may result in suspension of
service and will require the payment of a setup fee to reinstate the subscription.
• This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included In the Invoice. It is
the responsibility of Santa Ana, CA to provide applicable exemption certificate(s).
• Upon the effective date, this Agreement shall supersede and replace any previous agreement between the parties. All
prior agreements are hereby void and of no force and effect.
• If Client's solution requires any onsite training, Client agrees to pay travel expenses for Granicus Q-15812:12151201 i
employees not to exceed $2,000.00 per trip. Page 3 of 4
25A-26
GGRANICUS
Procurement Vehirle. Dlfe(:t
In Support of Santa Ana. CA
i ✓Z Y.r �T_ R. �'T 3 N` f3 '? 5 "Jh a'.ZT�3`�`
Signature:
Name:
Title:
Date:
Name:
Phone:
Email:
Address:
Page 4 of 4
25A-27
Billing Iniorrhation
Q-15812: 12/5/2017
EXHIBIT C
CERTIFICATIONS
25A-28
ATTACIIMENT 3: CERTIFICATIONS
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code section 112 and Public Contract code Section 7106)
In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the
BIDDER declares that the bid Is not made In the interest of, or on behalf of, any undisclosed
person, partnership, company, association, organization, or corporation; that the bid is genuine
and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any
other BIDDER to put In afalse or sham bid, and has not directly or indirectly colluded, conspired,
connived, or agreed with any BIDDER or anyone else to out in a sham bid, or that anyone shall
refrain from bidding; that the BIDDER has not In any manner, directly or Indirectly, sought by
agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any
other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any
other BIDDER, or to secure any advantage against the public body awarding the contract of
anyone Interested In the proposed contract; that all statements contained in the bid are true;
and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any
breakdown thereof, or the contents thereof, or divulged Information or data relative thereto, or
paid, and will not pay, any fee to any corporation, partnership, company association,
organization, bid depository, orto any member oragentthereofto effectuate a collusive or sham
bid.
Note; The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned
that r9aldng a false4certifcation may subject the certifier to criminal prosecution.
Signed
State of Colorado
County of Denver
Subscribed and sworn to (or affirmed) before me on thls 23rd day of October , 2017, by
Jason Hetcher, Chief Operating Officer proved to me on the basis of
satisfactory evidence to be the person(s) who appeared before me
' KATAIAt1 p, WILLIAMS
U7ARY PUBLIC
O �-LC r � i��L SATE OF i;OLORA00
NOT Y ID T.B084033fiB3
Notary Public Slgnatu re Notary Public Seal <AYO 'S3&ONE%fIREB NOVEMBER]TBMl
city of Santa Ana RFP 17-107
Page 26
25A-29
NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the best
of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to Influence an officer or
employee of any Federal agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with the awarding of
any Federal contract, the making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative
agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for Influencing or attempting to influence an officer or employee of any Federal
agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with this Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure
of Lobbying Activities," in conformance with its instructions,
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered Into, Submission of this certification is a prerequisite for making
or entering Into this transaction Imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000
and not more than $100,000 for each such failure,
The prospective participant also agrees by submitting his or her bid or proposal that he or she
shall require that the language of this certification be Included in all lower tier subcontracts,
which exceed $100,00 nd that all chs breclplents shall certify and disclose accordingly.
Signed: r
Title: Chief Operating Officer
Firm: Gronicus, Inc.
Date: October 23, 2017
City of Santa Ana RFP 17.107
Page 27
25A-30
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract,
certifies as follows;
The Consultant shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, or national origin. The Consultant shall take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment without, regard to their race, color, religion, sex, or national origin. Such action
shall include, but not be limited to, the following: employment, upgrading, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
forms of compensation; and selection for training, Including apprenticeship. The Consultant
agrees to post in conspicuous places, available to employees and applicants for employment,
notices to be provided setting forth the provisions of this nondiscrimination clause.
2 The Consultant shall, in all solicitations or advertisements for employees placed by or on
behalf of the Consultant, state that all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, or national origin.
3. The Consultantshall send to each labor union or representative of workers with which he/she
has a collective bargaining agreement or other contract or understanding, a notice to be
provided advising the said labor union or workers' representatives of the Consultant's
commitments under this section, and shall post copies of the notice In conspicuous places
available to employees and applicants for employment.
4 The Consultant shall comply with all provisions of Executive Order 11246 of September 24,
1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all Information and reports required by Executive Order 11246
of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or
pursuant thereto, and will permit access to his/her books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of investigation, to ascertain
compliance with such rules, regulations, and orders.
6 In the event of the Consultant's non-compliance with the nondiscrimination clauses of this
contract or with any of the said rules, regulations, or orders, the contract may be canceled,
terminated, or suspended in whole or in part and the Consultant may be declared ineligible
for further Government contracts or federally assisted construction contracts in accordance
with procedures authorized in Execution Order 11246 of September 24, 1965, and such other
sanctions may be Imposed and remedies invoked as provided In Executive Order 11245 of
September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as
otherwise provided by law.
City of Santa Ana RFP 17-107
Page 28
25A-31
7. The Consultant shall Include the portion of the sentence Immediately preceding paragraph
(1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order
unless exempted by rules, regulations, or orders of the Secretary of Labor Issued pursuant to
Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be
binding upon each subcontract or purchase order as the administering agency may direct as
means of enforcing such provisions, including sanctions for noncompliance; provided,
however, that In the event the Consultant becomes involved In, or is threatened with,
litigation with a subconsultant or vendor as a result of such direction by the administering
agency, the Consultant may request that the United States enter Into such litigation to protect
th@ Interests of the United States,
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as
amended, no discrimination shall be made in the employment of persons upon public works
because of race, religious creed, color, national origin, ancestry, physical handicaps, mental
condition, marital status, or sex of such persons, except as provided in Section 1420, and any
consultant of public works violating this Section is subject to all the penalties Imposed for a
violation of the Ch iter.
Signed: 29 374
If I
Title: Chief Operating Officer
Firm: Granicus, Inc.
Date: October 23, 2017
City of Santa Ana RFP 17407
Page 29
25A-32
ORIGINAL
G GRAN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Cover Letter
To Whom this May Concern,
Thank you for providing Granicus with the opportunity to continue to support your
critical legislative processes. We look forward to building upon our five-year relationship
with the City of Santa Ana.
In our Scope of Work section we will describe in detail why Legistar is the best fit for
Santa Ana; however, I would like to take a moment to address some of the challenges
you describe in the Introduction and Background section of the RFP:
• Granicus is the only solution that fully Integrates with your current video and
EDMS. You mention numerous points in the agenda process where files are
downloaded/uploaded. By choosing Legistar you can keep your current
products and eliminate any uploads or downloads. Not only is this more
efficient, but it will also increase accuracy by eliminating any duplicated data
entry. Moreover, you will avoid the expense and time required to replace your
video or EDMS system.
Council can continue to use !Legislate. By installing Legistar, Council will not
need to learn a new system for viewing their agendas on tablets. Changing in -
meeting software can often lead to interrupted meetings and complaints from
council members happy with the current system.
Our solutions are stable and Industry-leading products. This year numerous
agenda management solutions have been purchased by other companies
(Novus/BoardSync). This will not happen with Legistar because it is Granicus'
core product with more than 20 of the top 30 cities in the country using it. You
will continue to see more consolidation in the coming years but you can rest
assured that we would never sell Legistar.
granicus.com I info@granicus.com
Exhibit 2
25A-33
page 1
GG R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
• Leading technology that Is consistently updated. An early version of Legistar
invented agenda management 30 years ago. Over that time technology has
changed dramatically and Legistar has always lead that change. We are an
agile development shop which means every four weeks we release new features
and fix any issues. We have all our developers in the United States and you have
access to a whole team that can support your technology needs. Whether that
is your customer success manager whose only goal is to help you get the most
from your products, direct access to the product manager for feature requests, a
large customer care team and your strategic account manager to help you
clarify your future goals. Not to mention Granicus University which consists of our
online video library, monthly trainings and best practices.
Strong California presence. Currently more than 345 of Granicus' clients are
based in CA with many of them in Orange County. By continuing to work with us.
you can not only leverage our support team but also work with your neighbors to
learn best practices and other tips. This concentration in California means
Granicus stays on top of legislation that may require new software features. We
feel privileged to partner with California and to provide software, hardware,
infrastructure, services, and expertise to quickly adopt to any new legal
requirements. It is our goal to help your government build trust with citizens,
reduce staff time spent on processing meetings, and engage citizens in new
ways.
Granicus is your one stop shop for all your pre, during and post meeting needs, with one
invoice and one customer care to call for support. We look forward to continuing our
critical relationship Santa Ana --a vital part of the Granicus family.
Sincerely,
Joshua Hurni, Client Executive
Josh uc.hurni@aranicus.com
Granfcus' statements regarding its plans, directions, and intent are subject to change or
withdrawal without notice at Granicus' sole discretion. The information mentioned
regarding potential future products is not a commitment, promise, or legal obligation to
deliver any material, code, or functionality. Unless otherwise stated, this proposal is valid
for 120 days.
granicus.com I info@granicus.com
25A-34
page 2
GG R A N ICU S
RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Table of Contents
Contents
CoverLetter...................................................................................................................................
1
Tableof Contents.........................................................................................................................
3
FirmInformation............................................................................................................................4
GranicusManagement Team................................................................................................
5
Description of Proposed Solution......................:........................................................................
7
GranicusOpen Platform..........................................................................................................
7
Webcasting...............................................................................................................................8
MeetingEfficiency..................................................................................................................
10
AgendaManagement..........................................................................................................
11
Legistar......................................................:..............................................................................12
Scopeof Work.........................................................................................................................21
KeyStaff.......................................................................................................................................
26
Implementation &Training........................................................................................................27
PriceProposal..............................................................................................................................
45
Software & Hardware Requirements
.......................................................................................46
Support. Maintenance. & Upgrades
.......................................................................................46
SecurityOverview...................................................................................................................49
Rightsto Data & Content..........................................................................................................50
ContractTermination.................................................................................................................
50
BusinessLicense..........................................................................................................................50
StandardAgreement.................................................................................................................50
References..................................................................................................................................59
SupplementalMaterials.............................................................................................................
60
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G GRANICUS
Firm Information
RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Strea
Granicus provides technology that empowers government organizations to create
better lives for the people they serve. By offering the industry's leading cloud -based
solutions for communications, meeting and agenda management, and digital services
to more than 3,000 public sector organizations, Granicus helps turn government missions
into quantifiable realities. Granicus products connect more than 150 million people,
creating a powerful network to enhance government transparency and citizen
engagement. By optimizing decision-making processes, Granicus strives to help
government realize better outcomes and have a greater impact for the citizens they
serve.
As a company, Granicus helps empower some of the most creative people in the world
who innovate within complex public sector organizations. We help make policies more
effective and to transform the citizen experience so that everything from road closures
to fostering programs are better communicated, understood, and ultimately successful.
Granicus was founded in 1999, and in late 2016, merged with GovDelivery (also
founded in 1999). While Granicus had traditionally been focused on innovation in the
legislative and rule-making process, GovDelivery led the way in transforming how
governments communicate with the public on a day-to-day basis to support everything
from flu shot programs to new veterans benefits. The two companies' missions aligned
perfectly to cover the full range of government's mission - to make the rules and laws
we live by while delivering services that bring value to the public. This powerful
alignment allows us to bring even more scale and innovation to the clients we serve.
Washington D.C.
Denver
1152 15th Street NW, Suite 800
707 17th Street, Suite 4000
Washington, DC 20005
Denver, CO 80202
Main: 202.407.7500
Main: 720.240.9586
Fax: 202.407.7501
Fax: 720.501.5171
St. Paul
UK
408 St. Peter St, Suite 600
The Beehive, City Place,
St. Paul, MN 55102
Gatwick, RH6 OPA
Main: 651.726.7309
Main: 0800.032.5769
Fax: 651.665.0943
Website: www.granicus.com
Dun & Bradstreet #: 12-910-6469
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GG R AN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
GRANICUS MANAGEMENT TEAM
Mark Hynes - Chief Executive Officer
Mark currently serves as CEO of Granicus, the leading provider of cloud -based
government software solutions. Prior to Granicus and since 2010, Mark served as Chief
Strategy and Development Officer as well as President, Technology Services, for
Altisource, a public real estate and mortgage technology and services company.
Before joining Altisource, he served as President of Digi -Net Technologies, Inc., an early
pioneer in marketing analytics software -as -a -service solutions. Mark also co-founded
Xevo, Inc., a leading provider of service provisioning technologies to application
service providers, where he held the position of Chief Operating Officer. Mark began his
career with Bain & Company as a consultant. He holds a Bachelor of Business
Administration from James Madison University and a Master of Business Administration
from Harvard University.
Jason Fletcher - Chief Operating Officer
Jason is passionate about instilling a culture of high performance with a team focused
on continual improvement, individual ownership and intellectual curiosity. Jason
believes strongly in building product that is inspired by and provides deep value to the
Granicus client base. Jason's primary goal is aggressive and strategic growth, keeping
Granicus a celebrated leader in government technology. A Denver native, he
graduated from the Leeds School of Business at the University of Colorado Boulder.
Over his 17 -year career, Jason has successfully guided key teams for major
organizations, including as President of CII, an organization that experienced a fourfold
rate of growth under his stewardship.
Bob Ainsbury- Chief Product Officer
A Silicon Valley technologist with roots in engineering and a rich history in high growth
companies of all sizes. His business and technology perspectives have been quoted in
the Wall Street Journal, The Financial Times, on CBS Radio, and on National Public
Radio.
Steve Ressler - Chief Marketing Officer and President of GovLoop
Steve is the CMO of Granicus and the Founder and President of GovLoop.com, which
connects and fosters collaboration among more than 250,000+ members of the
government community. Steve is a third -generation public sector leader, and spent six
years in roles in the federal government. Steve was a member of the 2015 class of
Presidential Leadership Scholars.
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G GRAN f C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Eric Gibson - Chief Finance Officer
As the Granicus Chief Financial Officer, Eric is a client -focused executive with a proven
track record leading and managing change and impacting business results by
leveraging a broad experiential base of strategic planning, financing, acquisitions,
financial management, and process improvement. Prior to coming to Granicus, Eric
served as an Executive Vice President and CFO for Dimension Data.
Howard Langsam - Executive Vice President of Sales
Howard Langsam is Executive Vice President of Sales at Granicus and is responsible for
the company's growth across all product lines and markets. Howard brings to this role
more than 20 years of sales and leadership experience in technology companies of all
sizes. Prior to Granicus, Howard served as SVP of Public Sector for NTT DATA, one of the
world's leading technology services companies, where he led the State and Local
Government business unit to triple in revenue during his 6 -year tenure. His earlier roles
spanned high-growth tech startup Vastera; IBM, the largest tech company in the world;
and Accenture, one of the world's leading consulting firms.
Carrie Clsek- Vice President of Human Resources
Carrie leads recruitment and employee experience at Granicus. She brings a passion
for creating highly -engaged and customer -focused teams to Granicus and has a track
record of supporting the professional development of Granicus team members. Carrie
has been leading human resources in growth oriented technology companies since
1999 and has been working with Granicus since 2008. She has guided integration
efforts through five acquisitions. Carrie was recognized with the Twin Cities Business
Wonder Woman award for innovative leadership at Granicus and in the broader
business community in 2017.
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GG R A N I CU S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Description of Proposed Solution
Granicus is pleased to present the below proposed solution of new technology and
expert professional services to provide your city with a solution that meets and exceeds
the requirements set forth In this Request for Proposal. Our 100% cloud -hosted software
solutions were designed specifically for governments like yours to spend less time
managing the manual artifacts of the legislative process and more time engaging
important stakeholders in productive ways. We make this possible by providing our
clients with all the hardware and software necessary to streamline and automate
everything from online video streaming to paperless agenda creation and publication.
Additionally, our user-friendly and easy -to -deploy software solutions were built to make
Installation and deployment as effortless as possible.
Below please find a description of each of the proposed Granicus Suites, as well as a
narrative of our implementation methodology, timeline of milestones, and a support
and training overview.
GRANICUS OPEN PLATFORM
The Granicus Open Platform is the cloud -based foundation for all Granicus applications.
It allows government organizations to manage and store an unlimited amount
government public meeting data. It is the core of our content management,
administration and distribution tools and includes free access to our APIs and SDKs,
helping you seamlessly connect your Granicus solution to systems in place. The
Granicus Platform includes:
The Granicus Open AN and SDK
We can provide a fully documented and supported Application Programmatic
Interface (API) and Software Developer Kit (SDK). This open architecture enables
customers and developers to seamlessly integrate existing or future enterprise systems
with Granicus. Developers typically use the API to add, update, extract, delete and
ultimately customize how information is presented.
We believe open systems and interoperability are critical components of any modern
software solution. Granicus is committed to building open architectures, standards, and
lasting partnerships with industry leaders. We want to offer clients the most complete
solutions on the market, without forcing them into a single system for all enterprise tasks.
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GGRAN I CU S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
WEBCASTING
The Webcasting suite gives your citizens greater access to public meetings and records
online. Take the next step towards transparency by streaming meetings and events live,
linking related documents to your video and providing advanced searching of
archives.
Granlcus Webcasting gives you unlimited cloud bandwidth and storage as well as local
live and on -demand streaming. This solution also allows you to connect agenda data
to tablet devices to review agendas and supporting documents, take notes and more
through the !Legislate@ application.
Give citizens convenient access to live and archived "
streaming through yourwebsite
• Reduce public inquiries with searchable, self-serviceL�F
access online =_ .__-_-..
• Import agendas and index video live to ur""
eliminate hours of work
• Manage and distribute unlimited meetings
and events—all completely automated
• Reach a broader audience - integrate
closed captions with video
• Understand and measure public
participation with in-depth video analytics
Easy -to -Use Public Website
Publish live and archived videos to a media portal on your website to make it easy for
the public to access your content. Enable audiences to share videos over social
networking sites or through email to drive greater visibility and viewership.
Mobile -Enabled Delivery
The Government Transparency Suite allows citizens to view videos, agendas, minutes,
and supporting documents on mobile devices. By providing live and on -demand
streaming via mobile devices, you will be able to reach the broadest audience possible
at all times.
"We had resistance from members of our staff who did not want to change their in -
meeting process, so we needed to make sure that any integration we built was as
seamless as possible and did not affect workflows."
Karen Rodriguez, Senior Systems Analyst II, City Clerk Systems Division, Los Angeles, CA
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G R A N I CU S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Agenda Index Points
Deliver a rich user experience by synchronizing and cross-linking materials to the video.
Citizens can watch indexed videos, browse agendas, and view supporting materials—
staff reports, memos, and ordinances --all within a single multimedia player.
watch those discussions
Advanced Search "Drill Down"
Empower residents to find the information they need through a self-service search
engine. Search across public meeting archives—meeting or event data, including:
agendas, minutes, notes, motions, votes, and captions. With advanced filters for date
range, data type, and more, the public is able to accurately define their search criteria
to find the information they need.
Downloadable Media & Alerts:
• DOWNLOADABLE MEDIA: Offer downloadable podcasts for citizens. Media files can
be easily delivered as downloadable video (MP4) formats. Reach more citizens
using mobile devices and popular media and social media networks.
• RSS: Viewers can setup RSS subscriptions to receive automatic notifications when
the most recent content is available: specific files, agendas or minutes. This
feature simplifies the ability for citizens to get real time updates straight to their
inbox.
USER SEARCH ALERTS: Just as RSS subscriptions allow residents to receive updates on
specific information, our user search alerts update citizens as information they
care about becomes available in the system.
"Granicus is my frontline for research requests. Now that we've built 2 or 3 years -worth
of meetings in there and all the items attached to it, it's very, very comprehensive and
puts it all right in front of you quickly."
Bill Dow, Records Manager / Deputy City Clerk Keene, NN
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'
o
Supporting documents are
displayed alongside the video.
r
Viewers --►
can use jump -to points
and links within documents to
watch those discussions
Advanced Search "Drill Down"
Empower residents to find the information they need through a self-service search
engine. Search across public meeting archives—meeting or event data, including:
agendas, minutes, notes, motions, votes, and captions. With advanced filters for date
range, data type, and more, the public is able to accurately define their search criteria
to find the information they need.
Downloadable Media & Alerts:
• DOWNLOADABLE MEDIA: Offer downloadable podcasts for citizens. Media files can
be easily delivered as downloadable video (MP4) formats. Reach more citizens
using mobile devices and popular media and social media networks.
• RSS: Viewers can setup RSS subscriptions to receive automatic notifications when
the most recent content is available: specific files, agendas or minutes. This
feature simplifies the ability for citizens to get real time updates straight to their
inbox.
USER SEARCH ALERTS: Just as RSS subscriptions allow residents to receive updates on
specific information, our user search alerts update citizens as information they
care about becomes available in the system.
"Granicus is my frontline for research requests. Now that we've built 2 or 3 years -worth
of meetings in there and all the items attached to it, it's very, very comprehensive and
puts it all right in front of you quickly."
Bill Dow, Records Manager / Deputy City Clerk Keene, NN
granicus.com I info®granicus.com
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G G R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
MEETING EFFICIENCY
The Meeting Efficiency Suite is a live meeting workflow solution that combines minutes
with a meeting's recording. Capture and publish minutes, saving staff time and cutting
administrative costs. Record roll-call,x�_��_
agenda items, speakers, motions, s �•" _•>�;
votes, and notes through a simple
eaacu
interface. After the meeting, finalize �^ y Nswron:
minutes quickly and easily in
Microsoft WordTM. With VoteLog, •��
allow the public to track legislation,
ordinances, and even voting ryc--- `� K'
member records through your — - �`
website. - -
• Meeting preparation tools
• Live minutes automation
• Quick notes and text expansion
• Minutes editing and publishing
• Generate linked minutes
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GG R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
AGENDA MANAGEMENT
Legislative workflows often require a significant commitment from clerical staff. Drafting
legislation, getting items approved, compiling information from various departments,
and creating an agenda are integral parts of the pre -meeting process, yet can be very
time-consuming. Then, there are live and post -meeting processes that staff must follow
to ensure an accurate account of a meeting.
With so many moving parts, steps can be overlooked or items can be inadvertently
dropped. Using a completely automated, round-trip legislative workflow solution can
save staff countless hours while helping them maintain legislative accuracy.
Granicus' Agenda Management tools allow government staff to easily manage the
entire legislative and agenda creation process from start to finish. From drafting files,
through assignment to various departments, to final approval, these software tools are
designed to reduce workloads and create a more efficient method for managing
decisions.
• Eliminate manual workflows. Create and manage items for agendas in one
system.
• Automate agenda item approvals with electronic approval processes.
• Simplify agenda creation—automatically compile files and supporting materials
for upcoming meetings.
• Organize, store and retrieve electronic documents.
• Easily track legislation and generate historical reports for staff, citizens and
council.
Legistar helps governments organize, store, and easily retrieve items for agenda
creation all in one system. Legistar also maintains all legislative data and tracks each
item's path through the entire process. Both systems allow staff to quickly and easily
publish agenda and minutes documents to the Web, helping ensure records availability
and promote government transparency.
"We had an increased commitment to transparency. When we made the shift to
Legistar, it was so easy to become transparent. So, with transparency obligations, it
made sense to unify everything."
LyndsyWillette, Agenda Coordinator, Commerce City, CC
granicus.com I info@granicus.com
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GGRAN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
LEGISTAR
Legistar, the first software to be designed specifically to handle government's legislative
process and in use by more than 300 public organizations, has proven to handle the
most complex and multi -phase agenda and legislative processes with a powerful yet
user-friendly interface.
With Legistar, item approvals are managed _
'
automatically; approvers are notified when y
it's their turn to review a submitted item. G L '
Seamlessly allow for Stott and elected "'•. v =-.-
officials to review agendas and supporting '� °� • " "^•"
documents, take notes, bookmark items ofr _
interest and more through the !Legislate
application's supported systems.
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ung
Capture all meeting actions after the meeting in the public record; plus, organize and
store electronic documents of any file format in one repository. All documents are
automatically tagged and indexed, making search and retrieval easy. Legistar allows
you to track legislation from inception through approvals and actions taken by all
acting bodies.
• Agenda item drafting
• Electronic approval process
• Agenda packet generation and publication
• Document organization, storage, and retrieval
• Continuous legislative workflow
• Legislative data tracking and search
Key Benefits
INTUITIVE USER INTERFACE: Legistar provides an intuitive and automated methodology for
managing legislative information. The home screen displays the appropriate tools
based upon that individual's security permissions, the most recent agendas, minutes,
and legislative files that the user has been working on as well as any items pending their
approval. This main menu provides immediate. access to general reports as well as
instant search features.
EASY -To -USE HELP FUNCTIONALITY: Granicus provides comprehensive online help features
at all screen levels that is logically organized and easy-to-use. Help information
dynamically displays topics related to the current function the user is working on and
allows the user to do general searching for help information.
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GG R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Users can find topics from the tree menu or keyword search and find "how to"
instructions on all functions. The "Help" key provides categories including topics specific
to the form or function they are using, technical support for error message capture, the
ability to submit a new feature request (Wish List), and other help functionality. "Help"
consists of both tutorial assistance and helpful tips that have primarily been provided by
other Gronicus users.
Legislative Files
CREATE A LEGISLATIVE ITEM: Legislative files are the
building blocks of the Legistar system. These items
®
°smn`=I`"i"u
are used to build all documents assembled and
published through the system (agenda items,
resolutions, minutes, etc.).
—
The system generates a unique ID tracking
.
number for each new legislative file. Separate,
automatic numbering may also be used for
enacted ordinances, resolutions, general file
numbering, or the operator may enter a unique
identifier. Numbering syntax is definable by you
to match your current numbering style. Legislative files may include:
• File Type and current File Status
• File Number and/or separate Legislative ID
• Introduction, Final Action and Variable Dates
• Associating Costs of File
• Controlling Committee
• Legislative Sponsor or Author (one or more)
• Requesting Department/Organization
• Variable User Defined Data and Date Fields
• File Name and Description (variable length)
• Indexed Keywords (one or more)
All data fields are automatically indexed and may be used individually or in
combination with other fields for fast information retrieval. With dynamic entries, search
is easy. Users can instantly search all text fields for a name, term or other identifier in one
step. Legistar creates and maintains a dynamic link between the legislative tracking
data described above and the text for each action file. Commonly used search criteria
can be saved for each user. The text of each legislative file may include the title, an
analysis or summary, the body of the document, a fiscal note, staff recommendations,
suggested motions, and any other supplementary notes and background information.
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GG R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
DRAFT LEGISLATIVE TEXT: Legistar includes a complete file text -drafting tool -set component
that allows you to store and use any number of different templates. The drafting editor
includes a complete set of drafting tools, including predefined boilerplates available for
a specific file type. Additionally, a user can draft a new legislative text based on text
from a different file altogether (e.g., a similar past file, an outside Word file, or other
imported text). Other standard features include: file version control, user definable data
fields, spell checking, and more. The drafting tool -set includes:
• Any number of predefined drafting templates,
• Text File import for outside documents,
• User defined library of pre -defined text sections for commonly required legal
definitions and other,
• Spell check library with user defined exception dictionary,
• Active common phrase library for repetitive sentences, descriptions and other
• Auto save and section recognition function to automatically populate the
Agenda Title and other appropriate sections,
• Version control management including saving Word Track Changes edited
versions
• Option to include plain text or text attributes (i.e. underline, strike-thru, font color,
etc.) in published agenda.
Additionally, you can define certain required fields that must be completed in order to
process the request, such as a dollar amount. This control not only facilitates the pre -
introduction review steps, but it helps reduce any redirects associated with missing or
incorrectly drafted information.
Smart Calendar Management
Overview: The Legislative Management
Suite provides you with the ability to
schedule, store, and track all dates,
times, and locations of meetings. You
can schedule as for into the future as
needed and publish all dates to your
public legislative portal. This feature also allows users to manage items and to
automatically include them on the appropriate agenda without having to predefine
agenda dates for all meeting bodies. The unique Smart Calendar feature makes
certain that items are never lost or forgotten and are always acted on by the
appropriate body.
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GGR A N I C v s RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
PREPARING AGENDA ITEMS BASED ON DATES/SCHEDULES: The system automatically places an
item on the appropriate meeting body's calendar based on the controlling body and
the status of the item. This feature gives users flexibility in managing item placement as
well as guaranteeing items will be acted on and never misplaced. When assigned, file
agenda dates are color -coded to provide a quick visual reference that indicates past,
present, or future agenda assignment dates. The calendar function provides three
options for placing an item on on agenda:
1. The requestor may open the calendar icon and select a specific date, if known
2. The requestor may enter a general date and the system will automatically place
the item on the next appropriate meeting agenda on or after that date
3. The requestor may leave the agenda date field blank and the system will
automatically place the item on the next appropriate meeting agenda once all
the approval criteria is met
An item will not be placed on the agenda unless the appropriate approvals have been
logged or until an authorized individual sets the status of another defined item.
CALENDAR PUBLICATION: End users have access to a dynamic calendar of all meetings or
other scheduled meetings and events. Staff, board/committee members and citizens
can view schedules along with agendas and minutes through an Internet browser.
The fully integrated calendar uses a dynamic link to the meeting records stored in the
Granicus system. Simply add a new meeting and the scheduled event automatically
appears in the online meeting calendar for the correct date. Users can search
available data, sort the calendar by a particular meeting body, and view events for a
particular day, month, or an entire year.
All related public file information is
automatically included and
-
dynamically linked to the agenda
and record in this single on-line
screen form. Staff and citizens can
drill down to individual file
information, attachments, related
files, sponsors, previous actions and
vote information and much more.
granicus.com I info@granicus.com page 15
25A-48
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granicus.com I info@granicus.com page 15
25A-48
GGRAN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Automated Agenda Assembly
CUSTOMIZE AGENDAS FOR EACH MEETING BODY: Leglstar includes the ability to automatically
generate and format unlimited agendas for any meeting body including boards,
councils, committees, commissions, and departmental agendas. The entire agenda
assembly methodology is identified and defined by your current workflow during
implementation.
The system will automatically gather and
compile the appropriate data for each — -
meeting body's agenda.
PAPERLESS AGENDA APPLICATION, (LEGISLATE®:
Allows staff and elected members to review
paperless agendas, supporting documents,
and take personal notes all through 10S,
Android and Windows systems
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Legislative Task and Activity Tracking
In addition to the agenda item approval tracking, Legistar tracks the path of each
ordinance, resolution, and other legislation with a series of historical records marking the
life of the issue through the legislative process. Each historical record can be described
by legislative actions: referrals, responses on a referral, reasons that an action was
taken, or any discussions or background information that led up to that action. For
each tracked agenda item, the system captures the following data in the historical
record:
• Meeting body or department taking the action
• Action taken and date
• Verbatim action notation and full minutes text
Version of the text file that was current when the action was taken
• Target of the action (e.g., to whom a referral is being sent)
• Date returned (used for referrals)
• Due date, if any (used for referrals)
Mover, seconder, and individual votes
Individual routing entries, version changes, referrals to departments, final approvals, and
other file events are automatically captured by the system and can be queried,
displayed, and included in appropriate reports.
granicus.com ) info@granicus.com
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GGR A N I CU S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Online, Legislative Portal and Public Access
Standard Website Integration: Granicus is
committed to ensuring your citizen -facing web -
portal fits into your website seamlessly. Legistar ` ` `-
offers a standard research portal for legislative _
Information that matches the look and feel of - -
your branded website and Is open to the public.
Publishing your public records to an easy -to-
---
navigate page can significantly reduce public
information requests as well as costs associated with copying and printing.
This public -facing portal provides a complete browser -based solution for organizing,
searching, printing, and otherwise accessing public information. No additional work is
required by the clerk's office, IT or other departments to maintain the page, significantly
reducing the administrative burden of updating public information and responding to
information requests. The legislative web portal includes the following features:
LEGISLATION RESEARCH: Allow staff and
public users to access legislative file
information and reports through the
Internet. All publicly available
legislative files, supporting documents
and attachments, important dates,
and more can be accessed online at
any time.
MEETINGS CALENDAR: Provide public access to a dynamic calendar of all board,
committee or other scheduled meetings and events. Staff, board members, and
citizens can view schedules, agendas, and minutes through an Internet browser. Users
can search available data, sort the calendar by a particular meeting body, and.view
events for a particular day, month, or an entire year. Plus, the PDF Server automatically
converts Excel, Word, MS Office documents, and other file attachments to PDF
documents.
DEPARTMENTS AND PEOPLE: The "Departments and People" tab allows constituents to
search, view, or contact council, committee and other elected and/or appointed
members through your website. Staff, board members and citizens can view
representatives' information, open positions, terms of office, vacancies, and more.
As you add or change office membership or personal information, updates
automatically appear on your public legislative portal under the "Departments and
People" tab.
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GG R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
STREAMING VIDEO OR AUDIO: Many government
agencies now maintain digital video or audio
recordings of their public meetings. Take recordings
a step further and provide the public with a
recording indexed to an agenda or minutes record.
PUBLIC AND PRIVATE ACCESS: You have a great deal of
flexibility in configuring the system's appearance.
Configurations Include the website header,
graphics, fonts, skins, and messages that match the look and feel of your website. The
legislative portal is accessible through an Internet browser and is intuitive and flexible.
The general public, businesses, media, and others can access, search, track, and share
public data through this page. Authorized staff members may have extended
functionality through a secure personal login. Authorized users have the ability to add
attachments to a meeting agenda record, including approved minutes of the previous
meeting to add to the current meeting.
Search Legislation and Subscribe to Online Notifications
The public legislative portal includes a number of intuitive search and communications
tools that allow users to be notified when information of interest is published. Users can
also provide feedback to representatives or share search results over social networking
sites. Subscription and share features include:
RSS: Our web portal also includes standard RSS feeds. Staff and citizens can subscribe
to content and receive real-time notification when it's updated for things like legislative
history changes to items.
SOCIAL BOOKMARKING: Social bookmarking is available for board members and users,
allowing them to store, organize, search, and manage agenda bookmarks. Our
customized web portal allows users to save webpage links that they want to keep
and/or share. These bookmarks can be saved privately, shared only with specified
people or groups, or shared inside certain networks or another combination of domains.
ADVANCED SEARCH: Granicus provides advanced search capabilities modeled after
Google Search. Granicus search allows you to search all legislative data, including
meeting videos if available. Filter searches by date, item status, department or meeting
body, and more. Results take the user to the specific record or the point in the meeting
video when the searched topic was discussed. The search engine allows users to
perform an unlimited number of search parameters at the same time and do complex
inquiries in a single pass. These search qualities are available both internally for staff and
to the public via your online legislative research portal.
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System Reports
Reports are automatically generated based on the data entered into the system. Once
data has been added, the system uses its built-in sort and formatting routines, defined
by the documents they are intended to produce, to abstract the correct information,
and produce all requested documents in specific formats: agendas, certifications,
notices, and minutes. Some standard report types are listed below. The operator may
also specify the printing of subsets of pages of a report, rather than the entire report.
• Hearing notices Subject matter index • Agenda item reports
• Matters introduced Voting record • Matter summary
• Meeting attendance Mailing labels • Item master
• Meeting calendar Agenda and Minutes reports Certified copy
• Pending Items list Meeting referral notice Signature cop!
These and other system generated reports may be previewed, directed to a printer,
saved to a local directory, or exported in PDF or HTML format for later use or transmission
to other departments via electronic mail or media transfer. In addition, a number of
table and status reports are included with the system and can be generated on
demand by system users.
Automated Minutes Annotation
The minutes feature within Legistar was designed by clerks to significantly reduce the
time it takes to create and publish minutes. All actions, votes, and notes can be
captured for a seamless, round-trip workflow. Staff can publish draft minutes to the
organization's website within minutes of a meeting's adjournment. Pius, the system can
reassign agenda items to the appropriate department based on the actions taken
during a meeting, saving staff time and reducing errors.
Administrative Controls, Featuring Remote Administration
Legistar has very defined administration privileges with hundreds of security settings.
Security features can be defined to a single field, user, or group and include permissions
that can be applied to all data and activities. Granicus provides full system
administration experts who will work with you to provide administration remotely, in
addition to training you on your own administration control settings. Our administrative
and technical support is available to you 24/7,365 days a year to assist you in
configuring your system. Administration is easily managed through intuitive forms and
table -controlled settings that do not require technical expertise. Even users with limited
technical skills can be trained on how to create and manage security and other
administrative modifications.
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Define an unlimited number of security groups, each having its own settings and
names. For example, a "Legal Office" group could have "add" and "edit' access but
permission to generate an agenda or take minutes. Secured and non -secured statuses
on different file types, agendas, and minutes allow you to further define the records
that can be viewed. For example, the Finance Department could be restricted to
creating/editing agendas and minutes only for the Finance Committee.
You can control access to most functions, including viewing, editing, and deleting
records and agendas and printing reports. Security can be set for all of the following
functions:
• Viewing, adding, editing and deleting files
• All text functions
• Editing fields within the Legislative File screen
• Adding, viewing, or editing agendas and minutes
• Viewing or editing legislative history lines
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SCOPE OF WORK
The following scope describes the City's ideal automated agenda workflow and video
streaming/archiving solution. Proposals may:
1. Combine automated agenda workflow and video streaming and archiving;
Granicus Response: Standard feature of the proposed combined systems. The Granicus
Platform allows different components to seamlessly talk and share content without
integration effort or cost. This also provides easy functional scalability as desired.
2. Be limited to automated agenda workflow; or
Granicus Response: Although Legistar can be a stand-alone solution for agenda
workflow -we are proposing that the City utilize Legistar in conjunction with our video
streaming and archiving application for a fully integrated solution.
3. Be limited video streaming and archiving.
Granicus Response: although our video streaming and archiving offering can be a
stand-alone solution, we are proposing that the City utilize Legistar in conjunction with
these services for a fully integrated solution.
If the proposal includes both automated agenda workflow and video streaming and
archiving, each component must be capable of being purchased and implemented
independent of the other component. Proposal pricing should indicate total pricing for
each individual component. Proposals that offer discounted pricing for purchasing both
automated workflow and video streaming services shall be indicated in the cost
proposal.
Granicus Response: as noted above - our software con be utilized as stand-alone
products, or as a comprehensive solution to the City's needs.
A. Automated Agenda Workflow
The ideal automated agenda workflow program should have the following features
and functionality:
1. Customizable Workflow - the system allows the workflow to be customized as needed
and allow for different workflows to be used for different departments or meeting types.
Granicus Response: Standard feature set of Legistar.
2. Email Notifications- send email notifications when an item has been approved,
rejected, needs further work, or when a reviewer has an item to approve. The system
should also include an option to send reviewers and submitters reminders when they
have outstanding items to do.
Granicus Response: Standard feature set of Legistar.
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3. Web Access - the program should be accessible via the web, so that users may
submit, review, and approve/deny items from the web. Web access should be
compatible with common browsers, such as Internet Explorer, Firefox, Chrome, and
Safari.
Granicus Response: Standard feature of Legistar.
4. File Upload Options - the program should allow users to upload different file types,
including Word documents, PDF, Excel, and image files.
Granicus Response: Standard feature of Legistar.
5. Preparing & Editing Agenda Staff Reports - the program will allow users to prepare
reports outside of the program, using programs such as Microsoft Word, then allow users
to upload reports in Word or PDF file format. The program will also allow reviewers to
make edits to reports. If reports are submitted as Word documents, the reviewer should
have the ability to download the report, make changes, and upload the edited
document.
Granicus Response: Standard function is included that allows approvers with
appropriate permissions to download a text file locally, make edits off-line and upload
the edited version back to the file. This includes the ability for the System Administrator
to elect to use either MS Word or the built-in RTF editor. Either choice will host City
definable text templates for drafting reports.
6. Reviewer Options - reviewers in the workflow should have the option to provide
comments and feedback to submitters as well make changes to reports or
attachments. Item History - the system should document the progress of an item as it
moves through the workflow, including when an item was submitted, reviewed,
rejected, approved, and any comments provided by reviewers.
Granicus Response: Standard feature set of Legistar. An unlimited number of pre-
defined workflow sequences may be stored and adapted to standard or ad-hoc
approval workflows. This includes the ability to route, escalate, delegate, pause and
request additional review time, and more. All actions are recorded in a detailed
transaction log and all approvers are notified of status and actions taken by others for
complete transparency.
7. Export to Single PDF Document - the program should export the agenda packet into
a single PDF document.
Granicus Response: Standard feature of Legistar.
8. Agenda in Word Format - the program should allow the agenda for a meeting to be
exported to Word document.
Granicus Response: Standard feature of Legistar.
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9. Templates - the program should include the option to create a template for
agendas. The program should allow the City Clerk to easily modify existing templates or
create new templates as needed. The option to integrate templates for staff reports will
be considered favorably.
Granicus Response: Standard feature of Legistar includes the qbility to define and
unlimited number of meeting body agenda formats. Heading definitions, font, point
size and color can be unique for each body as well as committee or department logo
and agenda definitions. All aspects of agenda creation can be managed by the City
System Administrator without needing to contact Granicus.
10. Agenda Reporting - the program should have the ability to generate reports of
agenda items by Council meeting dates. For example, a future Council item report that
shows upcoming meeting dates and the items tentatively planned for those dates.
Granicus Response: Standard feature of Legistar. The system includes over 30 standard
file and agenda reports including user level ad-hoc content selection.
11. Export to Laserfiche - the program should be able to easily integrate with the
Laserfiche enterprise content management system. The proposer is responsible for
verifying Laserfiche licensing and functionality.
Granicus Response: Full comprehensive Granicus/Laserfiche integration module is
included in this proposal.
B. Video Streaming & Archiving
The ideal program should have the following features and functionality:
1. Live & On Demand - the program should allow videos to be available for live
meetings and on demand from a desktop or mobile device. The program should
automatically compensate video quality according to the bandwidth of the receiving
device to ensure stable viewing. Additionally, viewers should be able to view meeting
videos from common browsers, such as Internet Explorer, Firefox, Chrome, and Safari.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
2. Agenda Packet - the corresponding agenda packet should be viewable while
watching meeting videos. The program should provide full text search of all agenda
packet materials.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
3. Indexing - the program should allow videos to be indexed while the meeting is
happening. The program should also allow indexing so that links form the agenda will
take videos to the corresponding portion of the meeting video.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
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4. Archive Integration - the program should allow the City's existing videos to be
Integrated into the program. The City has videos for City Council meetings and audio
files for council committees and boards/commissions or roughly 150 meetings.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
5. Browser Compatibility- the program should be compatible with common browsers,
such as Internet Explorer, Firefox, Chrome, and Safari.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
All programs (Automated Agenda Work Flow and Video Streaming Archiving) should
include the following:
C. Accessible through Mobile Devices
Allow Council Members, Commissioners, staff, and the public to access the agenda,
agenda packet and attachments, and meeting videos through a mobile device,
whether through the agenda workflow or video streaming side of the progrom(s). The
mobile access should allow users to view agendas, staff reports, and attachments. If the
program allows users to take notes that can be accessed on different devices.
Granicus Response: Standard feature set of our proposed systems.
D. Analytics
Collect web analytics of public viewing and accessing agendas, agenda packets, and
meeting videos.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
E. Support & Training
The proposal should include in-person administrator training and user training for City
staff members who will be using the program. The proposal should include the option
for support on an ongoing basis, including after-hours support. Access to a support
"knowledge base" for general or technical inquiries is also desired.
Granicus Response: Standard feature of our Video Streaming & Archiving system.
F. Technical Considerations
Santa Ana is open to either an on -premise solution or a cloud/hosted solution.
Granicus Response: Our mission is to help state and local government agencies utilize
technology to help them achieve their mission without wasting precious resources,
which is why we strongly recommend customers choose a software -as -a -service
solution (SaaS). The ultimate benefit of SaaS is that customers can spend less time on
undifferentiated tasks, and more time focusing on the core competencies that add
value to their organizations.
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With Granicus SaaS offerings, you have the added benefit of our partnership with
Amazon Web Services (AWS). The AWS virtual infrastructure has been designed to
provide optimum availability while ensuring complete customer privacy and
segregation. AWS's highly secure data centers use state-of-the-art electronic
surveillance and multi -factor access control systems and maintain strict, least -
privileged -based access authorizations. Their environmental systems are designed to
minimize the impact of disruptions to operations, and their multiple geographic regions
and availability zones allow customers to remain resilient in the face of most failure
modes, including natural disasters or system failures. AWS manages over 1,800 security
controls to provide an optimally secure environment for all of their customers.
Current technical environment consists of:
• Windows 7 and Windows 10 PCs
• Microsoft Office 2010, 2013, 2016, but planning on migrating all to 2016 this year.
• VMWare virtual server environment
• Microsoft Exchange Server 2010, but planning upgrade to Exchange 2016 this
year.
• Laserfiche EDMS 9.2, Laserfiche Forms 10.2
The ideal program will be compatible with and will not require upgrades to the existing
systems.
Granicus Response: We do not anticipate any compatibility issues with the City's current
technical environment.
The proposed solution must allow delegate users and groups, as well as security access
that is authenticated against the City's Active Directory for single sign -on.
Granicus Response: When Administrators choose to configure Active Directory
Authentication for Legistar, a run-time query is made against the customer provided
Active Directory endpoint and the current user credentials (signed in to the Windows
machine) that is attempting to sign -in to Legistar is validated against AD as a valid and
active user account. Once authenticated against AD, the users authorization (Roles
and permissions) are determined via the permissions configured for that user In Legistar
The proposal should include long-term warranty for all system hardware, if applicable,
and ongoing support and maintenance of any software.
Granicus Response: Please see the Support and Maintenance section of our proposal
for more information on this requirement.
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Key Staff
Granicus Response: Please see the following section 4. Project Teams: 4.1. Granicus
Project Team, for detailed information on who Granicus assigns to a project team.
Please note that although we cannot assign specific personnel prior to a contract
award, Josh Hurni will continue to be your primary point of contact throughout the
project.
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Implementation & Training
Please note that since the City is a current Video Streaming S Archiving customer, we
have not included an implementation timeline for these services. The below information
is for Legistor implementation only.
1. INTRODUCTION AND BACKGROUND
This Scope of Work ("SOW") defines deliverables, responsible parties and timelines for
the implementation, and post -implementation service and support, of the legislative
management solution provided by Granicus, Inc. ("Granicus") to the City of Santa Ana
("Client"). This SOW is an integrated component of the final contract between Client
and Granicus.
Client has selected Granicus to provide a(n) Agenda Management (Legistar) solution.
Business objectives to be achieved by this solution are as follows:
Open Platform and Government Transparency with Legistar
• Reduce public inquiries with searchable, self-service access online
Allow the public to track legislation, ordinances, and voting member records
through Client website
Provide historical tracking and reporting on all legislation initiated in the solution
Legistar
• Streamline business process and workflow throughout the legislation process:
from drafting through adoption and filing
• Perform tasks associated with legislation drafting, review, approval, and filing
process electronically
• Automate the legislative workflow with electronic approvals and signatures
All Solutions
• Receive training for all members of the organization through a "train -the -trainer"
concept
• Substantially reduce hardcopy printing of documents related to meetings and
legislation
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2. PROJECT SCOPE
2.1. Granicus Modules
Included in this solutlon, Client will receive the following Granicus modules:
LEGISTAR is Granicus's end-to-end legislative management solution. Features include:
a. Live recording of actions, notes, speakers, and attendees will be through
LiveManager. These recordings import directly and automatically into Legistar
(user will initiate this action), automating the minutes recording process.
b. Granicus will configure Legistar and Media Manager to allow for an import and
export process to occur. Granicus will perform one or more tests after Legistar is
configured to confirm data Imports and exports from Legistar and Media
Manager.
c. Automation of the following business processes to support a streamlined
workflow, with modifications to achieve the best practices as necessary:
I. Legislation Drafting and Submission: when departments, agencies or
Council Member initiate legislation
II. Legislation Review and Approval: draft legislation delivered to
departments/agencies or meeting body for review and approval
111. Agenda Management: create and publish meeting agendas, provide
supporting material, and manage status of agenda items (e.g.,
withdrawal, held, etc.)
IV. Meeting Management: create meeting minutes, provide supporting
material, and manage status of meeting items
V. Public Portal: publish items (e.g. agendas, minutes, statuses) and video to
Client public portal
VI. Amendments: can be recorded at every point of the legislative process
VII. Bill Closeout: record approvals, electronic signatures (Approval Tracking
System) and digital filing
VIII. Version Control: full version control of legislative files (not attachments)
throughout the legislative cycle
d. Electronic legislative history tracking and reporting: ability to research previous
and current legislation created within the system and supporting material, the
actions taken on the item/current status, and report on it.
e. Granicus provides a selection of standard formatting for a variety of
reports/documents (e.g. agenda packets, minutes, meeting calendar,
attendance report, etc.). Granicus will deliver these reports/documents as part
of the functionality of the system. Utilization of any or all of these reports is at
Client's discretion.
f. Samples of the reports/documents with the default configuration can be viewed
at: http://tinyuri.com/oanlamr. These reports/documents can be modified at
Client's request at no additional cost if the requested modifications do not
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require changes to the application's core code. Changes that require core
code modifications are considered out of scope.
g. Development of up to 25 workflows for the primary meeting body that can be
used concurrently, allowing unique departmental processes to be tracked
electronically. Additional workflows can be created by internal users and training
will be provided on how to do so during System Administration Training.
h. Creation of an InSite webpage which can be customized, as desired, in the
following ways:
I. Insertion of a header/banner image at the top of InSite (Client can specify
or Granicus can pull an image off of its homepage). The image should be
at least 100px high, logos are preferable.
II. ii. InSite color theme. Please select one from the following options
presented here: http://tiny.cc/o9l e5x.
III. iii. Removal of any of the default tabs (e.g., People, Council, and
Departments)
IV, iv. Change of any of the captions/labels (e.g., changing "Legislative Text"
to read "Staff Report" or changing "Calendar" to read "Schedule")
V. v. Remove fields or captions
VI. vi. For existing Clients: a tab created to point to the existing view pages
VII. vii. Note: InSite is not developed or supported when used as an iFrame.
Individual colors in the text/design elements cannot be individually
changed. InSite must use the theme system.
2.2. Licensing, Training, Managed Services, and Support
a. The licensing for this solution is considered to be a site license.
b. Software configuration and installation as included in the upfront and managed
service fees
c. Installation of the software system into one environment
d. Configuration, support, and software updates for one meeting body are
included in the monthly managed service fees. A meeting body is understood to
mean a body that requires any combination of the following:
I. A unique agenda template
II. A unique minutes template
III. Any other unique template
IV. A separate meeting type, title, or purpose
Additional meeting bodies are considered out of scope.
e. Integration and validation with existing Granicus solution and content
f. Go -Live support
g. Training Classes. Granicus will provide online training to Client's designated
System Administrators and on-site training for user training, which will be
administered in a train -the -trainer approach.
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h. Access to reference and support materials and documentation
1. API Integrations. Granicus makes available the use of its various APIs to Its Clients
to enable them to extend their Granicus data in a variety of ways. Examples
include leveraging the AN to Import data from a third -party system into Granicus
and, conversely, exporting data to a third party system. Granicus will provide its
APIs, as well as any existing documentation, to Client upon request. Any
modification to the AN is considered out of scope.
2.3. Additional Components, Not Included (For Legistar Only)
1. MUNICODE INTEGRATION: Legistar-Municode integration so that so that legislative
searches conducted on Client's InSite page can return data from both Client's
Legistar database and Municode.
2. LASERFICHE INTEGRATION: Laserfiche Integration so that files can be both retrieved from
and deposited into the Loserfiche system (Laserfiche required).
3. An ADDITIONAL DATABASE can be purchased if an additional training or QA
environment is required.
4. ATS (APPROVAL TRACKING SYSTEM/ONLINE APPROVAL SYSTEM): (Note: This a default
component of the Legistar system that allows for electronic approval to be used in
the various workflows and is optional.) Granicus will review the approval tracking
sequences with Client on Needs Analysis Call #3 and configure up to 25 complete
sequences. Client's project team is responsible for configuring additional approval
tracking sequences if more than 25 are required.
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3. OUT OF SCOPE
This section captures the most common out -of -scope scenarios that Granicus
encounters during the lifecycle of any given project. Granicus will not engage in any
out -of -scope work without prior written approval from Client. Any product change or
enhancement not explicitly listed in the project scope in Section 2 is considered out-cf-
scope.
1, CREATION OF CUSTOM REPORTS
a. A custom report is defined as a report that requires modifications to the core
application code in order to achieve a desired format or purpose.
b. Examples of out -of -scope custom reports include, but are not limited to:
I. Creating a brand new data field that does not exist on any report or
existing database
II. Having data that displays on one type of report display on another
III. Adding a second logo to a report
IV. In general, modifications to formatting (font, size, or justifications), or
hiding or moving certain data elements on a single report, are not
considered custom reports, and are thus considered "in -scope."
c. The creation of any custom reports requires a separate assessment and project
scope. Billing for custom reports is assessed on an hourly basis at the current
professional services rate.
2. AN Integrations
a. Examples of out -of -scope AN requests include, but are not limited to:
I. Requests to make modifications to API functionality to accommodate any
third party integration
II. Any feasibility/data gap analysis to determine whether or not an API will
be suitable for any Client integration or business need
III. Any custom programming/configuration done by a Granicus staff
member or contractor to accomplish or in pursuit of accomplishing any
AN integration
IV. Any request for support regarding a third -party integration not created by
Granicus or its contractors
V. Any other AN integration not clearly defined by this original scope of work
b. Billing for out -of -scope API integrations is assessed on an hourly basis at the
current professional services rate.
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3. Data conversion and migration of historical data into Granicus: A data
conversion/migration is defined as a service whereby Client requests Granicus to move,
convert, upload, or otherwise make available any data not originally generated by a
Granicus product to appear or be utilized in Client's Granicus solution. Common
scenarios include (but are not limited to):
a. Moving previous video data captured by another system or process into the
Granicus solution
b. Moving previous agenda, minutes, legislative documents or data into the
Granicus solution
c. Ensuring the video data and meeting documents remain associated with a
specific meeting
4. Product changes or enhancements: If Client wishes to make a feature request, it may
do so at any time through its Granicus Granicus Project Manager during this
implementation. Granicus, at its sole discretion, will then choose whether to and how to
implement any given product request.
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4. PROJECT TEAMS
4.1. Granlcus Project Team
Granicus will assign the following team members to Client's implementation project:
PROJECT MANAGER (GRANICUS PM): This is the primary person responsible for the
implementation of and adherence to project plans. See below for the full job
description.
2. BUSINESS ANALYST (LEGISTAR ONLY): This person leads the customization and set up of
the Legistar solution.
3. DESIGNER: The Designer is responsible for customizations and modifications of
Granicus products that relate to reports and web design.
4. SOLUTION VALIDATION ENGINEER: This team member is responsible for reviewing Client's
technical compatibility with new or existing Granicus solutions. He or she will confirm
the solution will work in Client environment and ensure Client will maximize the
intended and desired benefits from the solution.
5. PRODUCT TRAINER: The Trainer delivers instructor -led online or in-person training.
Granicus reserves the right to make adjustments to the project team roles as
deemed appropriate.
The Granicus resources assigned to this project will be knowledgeable of the Granicus
modules included in the solution and Client's business processes and requirements.
These resources shall be fully capable of performing assigned duties, fulfilling project
commitments, and communicating with Client team members effectively.
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GRANICUS PROJECT MANAGER RESPONSIBILITIES
The Granicus Project Manager will manage the Granicus project team and work with
Client's Project Manager to establish a framework for communication, documentation,
and reporting to be used throughout the project. The Granicus Project Manager
responsibilities include, but are not limited to:
1. Collaborating with Client's Project Manager to establish a project plan, including
the project schedule and deliverables
2. Giving Granicus team members a clear understanding of their respective
responsibilities throughout the project
3. Managing the activities of the Granicus project team to help maintain on-time
completion of deliverables
4. Ensuring Granicus completes all unit and integration testing on all configurations
and interfaces prior to training
5. Monitoring the progress of the project and advising Client Project Manager of
any risks that could impact an on-time completion of specific tasks and
deliverables
6. Maintaining regular communications with Client Project Manager
7. Managing escalations and timely resolution of any issues
8. Managing the approval and timely completion of change orders
9. Maintaining documentation of decisions made, commitments and follow-up
items, deliverables, and other items/issues associated with the project for which
Granicus is responsible
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4.2. Client Project Team
Client will assign the following team roles:
1. PROJECT MANAGER (CLIENT PM): This is the main point of contact responsible for the
implementation and adherence to project plans. See 4.2.1 below for the full job
description.
2. CLERK: It is important that the Clerk is an integral part of the Project Team to be the
expert on the legislative process of the Council, from the approval process of legislation
to the creation of minutes. This person will also be responsible for indexing the recording
during the meeting if video/audio recording is involved,
3. IT LEAD: The IT Lead works closely with the Project Manager to ensure that the solution
is deployed properly and helps solve IT issues that might arise.
4. SOLUTION ADMINISTRATOR: The Solution Administrator should be a person who is closely
involved with the legislative and meeting processes: from the approval process of
legislation to the creation of minutes to the online publication of meetings. The Solution
Administrator's responsibilities wIII include, but not be limited to: collaboration with
Granicus resources on the project schedule deliverables; and coordination with key
stakeholders, representatives, and decision makers.
5. BACKUP SOLUTION ADMINISTRATOR: This Backup Solution Administrator will serve as the
backup to the Solution Administrator and preferably has a solid understanding of the
legislative and meeting processes of Client jurisdiction as well as a good level of
technological skills.
6. (OP GT ONLY) VIDEO INDEXER: Should the solution include video, the Video Indexer will
be indexing/time-stamping the video In LiveManager If the Clerk cannot. This person
can be from the Clerk's staff or a member of the AN team depending on Client's
unique workflow.
7. SUBJECT MATTER EXPERTS (SMEs), including but not limited to: Client Council Secretary,
Legislative Analyst (s), and other representatives, as deemed appropriate, from Client
Attorney's Office, Mayor's Office, Clerk & Recorder's Office, Budget Management
Office, etc. Granicus will work with Client to make adjustments to the project team roles
as deemed appropriate. The allocation of Client resources to the project may be
variable according to:
1, The duration of the project
2. The level of internal Client agreement
3. The number of customizations required in the solution
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Client resources assigned to this project shall be fully capable of performing assigned
duties, fulfill project commitments and communicate with Granicus team members
effectively.
CLIENT PROJECT MANAGER RESPONSIBILITIES
Client Project Manager shall manage Client's project team and work with the Granicus
Project Manager to establish a framework for communication, documentation and
reporting to be used throughout the project. Client's Project Manager Responsibilities
include, but are not limited to the following:
1. Collaborate with the Granicus Project Manager to establish the project schedule
and deliverables
2. Ensure that all members of Client project team have a clear understanding of
their respective responsibilities throughout the project
3. Manage the activities of Client's project team and partner resources to ensure
the on-time completion of tasks and deliverables; create, maintain/update and
complete all required project artifacts and other documentation
4. Monitor the progress of the project and advise the Granicus Project Manager of
any risks that could impact an on-time completion of deliverables
5. Manage and track the project budget; flag for the project sponsors if additional
funds are needed to complete the project
6. Maintain regular communications with the Granicus Project Manager and
Client's project sponsors
7. Ensure that members of the Granicus Project Team have to Client's legislative
process documentation and other Client resources to gain a sufficient
understanding Client's legislative process and requirements to ensure a
successful and effective implementation of the solution
8. Ensure that any customizations to the solution are fully specified and
documented
9. Ensure that change orders contain a complete description and specification of
the changes required
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5. PROJECT TIMELINE
Work shall be performed according to the target milestone timeline below, based on
projects similar to Client's. Timelines may change based on mutual agreement
between Client and Granicus.
Phase
Scheduled Completion
1 Project Start -Up
2 weeks from contract execution
2 Implementation
1-9 week(s) from contract execution
3 Implementation Completion
1-10 week(s) from contract execution
4 Training
11-14 weeks from contract execution
5 Scope of Work Completion
12-15 weeks from contract.execution
6. MILESTONES
For each milestone, Client's authorized representative shall give final, written approval
that individual deliverables and milestones have been completed.
6.1. Milestone 1: Project Start Up
6.1.1. Staffing and Project Management
Success of the project is dependent on both Granicus's and Client's commitment to
collaborating and performing the tasks and obligations described in this SOW. Both
Granicus and Client shall provide reasonable turnaround times (to be mutually agreed
upon) on critical decisions, information requests, and approvals that are required to
ensure that project tasks and deliverables are completed on time.
6.1.2. Project Plan
Client and Granicus will work together to develop a comprehensive project plan
consisting, at a minimum, of the components outlined below which are broken out by
responsibility and ownership.
DELIVERABLES:
1. Communication Plan: Client and Granicus will collaborate on and document
processes to communicate project information to Client and vice versa. The plan, at
minimum, should include:
a. Regularly Scheduled Status Calls: Members of both Client and 'Granicus project
teams should participate in regularly scheduled calls to provide status updates,
discuss open issues, project risks, etc.
b. Written Status Updates: Both Client and Granicus Project Managers should also
provide written status updates at regularly scheduled intervals (e,g., weekly) to
an agreed upon distribution of stakeholders, project team members and other
appropriate personnel at both Client and Granicus.
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c. Escalations: In the event that the Granicus Project Manager does not respond to
Client's needs, Client shall directly contact Granicus's Director of Professional
Services (please email implementation@granicus.com to contact the Director of
Professional Services).
2. Resource Plan: Client and Granicus will collaborate to compile a list of all personnel
from Client and Granicus that are associated with the project. The list should include
each person's role in the project and contact information as well as their allocation
to the project.
3. Training Plan: Granicus will provide Client with the Training Plan on the Project Kickoff
Call.
6.2. Milestone 2: Implementation
Granicus will deliver any required and purchased hardware to Client. Granicus will
install and configure solution software for Client.
Customization and Configuration Design Phase: Granicus will collaborate with Client to
develop the architecture and configuration design for each module of the overall
solution. Deliverables:
a. Architecture Design Document
b. Summary of Configuration Design Document
Open Platform: The Granicus Open Platform is the cloud -based foundation for all
Granicus applications. It allows government organizations to manage and store an
unlimited amount of government public meeting data and includes free access to
Granicus's APIs and SDKs. The Granicus Open Platform includes the ability to upload
and publish content including videos and documents.
DELIVERABLES: MediaManager. MediaManager is a web -based platform that allows data
to flow among the various Granicus modules included in the solution. For example,
agendas created in Legistar can be accessed during meetings via LiveManager and
also from mobile devices using the iLegislate app. Also, meeting videos recorded
through LiveManager can be trimmed from MediaManager. MediaManager is a
hosted on the Granicus cloud, therefore it will not have to be installed on individual user
machines.
MedlaManager Deliverables:
a. Granicus will provide a MediaManager URL (usually clientname.granicus.com).
b. Granicus will provide a username and password for the primary stakeholder
(usually the Client Project Manager).
c. Client will receive a public -facing citizen web portal.
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Meeting Efficiency (Legistar Clients Only): Legistar clients will have the ability to import
data recorded in LlveManager—including motions, votes, notes, and speakers—directly
into the minutes in Legistar.
Legistar. Legistar is the primary module that makes up the Granicus legislative
management solution. It has functionality to draft and submit legislative items, agenda
management, automated process workflow and approvals/electronic signatures, and
document storage and organization.
DELIVERABLES:
a. Legistar installation package and instructions
b. Needs Analysis Survey
c. Based on the information provided in the Needs Analysis Survey, a Granicus
Business Analyst will conduct Needs Analysis Calls to configure Legistar in
accordance with Client's requirements, including:
I. Templates used for data entry (e.g. legislation creation)
II. Agenda Templates: Granicus will create and configure meeting agenda
templates for one meeting body.
III. Legislative and Minutes Templates: Granicus will create and configure one
legislative item template and one minutes template.
IV. Legislative process workflows
V. User groups, roles, and permissions
d. Legistar Output (Reports) Review: Granicus will work with Client to determine if
standard Legistar output (reports) available from Legistar meet Client's
requirements. For any requirements not met, Granicus will work with Client to
define any needs that require custom configuration (to exclude customizations
that would require changes to Legistar's base code).
e. InSite: Granicus will set up an online public portal for Client that allows staff and
public users to access meeting calendar/schedule, legislative files, supporting
documentation, meeting agendas, minutes and videos at any time (current and
past/archived). Users will be able to search, sort and export data to Excel,
Microsoft Word or PDF.
Designated Client users will be able to'publish meeting agendas and supporting
documents, minutes, video, etc., to InSite directly from Legistar (and not via
MediaManager).
Access to Legistar: Client staff and Council Members who have access to Legistar will
be able to access the application from outside of Client's network through a log -in on
the InSite page. This will provide access to full functionality in Legistar including the
ability to draft, edit, review and approve items, etc. (note that when accessing items
via the iLegislate app, users are limited to read-only and bookmaking capabilities).
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a. Granicus will create Client's InSite webpage and will customize it to reflect
Client's branding limited to:
I. Insertion of a header/banner image at the top of InSite (Client can specify or
Granicus can pull an image off of its homepage). The image should be at
least 100px high, logos are preferable.
ll. Creation of standard player page with Client header.
III. InSite color theme. Please select one from the following options:
http://tiny.cc/o9l e5x
IV. Removal any of the default tabs (e.g., People, Council, and Departments)
V. Change of any of the captions/labels (e.g., changing "Legislative Text" to
read "Staff Report" or changing "Calendar" to read "Schedule")
VI. Remove fields or captions
VII. For existing Clients: a tab created to point to the existing view pages.
Note: InSite is not developed or supported when used as an !Frame. Individual
colors in the text/design elements cannot be individually changed. InSite
must use the theme system.
b. Granicus will present the customizations to Client for approval prior to
deployment being considered complete.
c. Granicus will enable the publication of agendas, minutes, legislative documents,
video, etc., from Legistar to InSite.
d. Granicus will enable access to Client's InSite page from Client webpage.
6.3. Milestone 3: Implementation Completion
Granicus performs unit and end to end testing as part of the normal development
process. Granicus will conduct unit testing and integration testing using the following
script for this implementation. (Please note this testing may be limited to one client
machine and/or Granicus Encoding Appliance residing at Client.) Client is responsible
for all client end-to-end testing.
Granicus will resolve all defects and complete any change requests that arise during
testing and will review the fixes for all defects with Client. A change request is defined
as request to add, modify, or delete a specific unit of functionality from what was
documented in the original requirements. A defect is defined as any error, flaw,
mistake, failure, or fault that prevents a unit of functionality, or the system, from working
as intended, or to produce an incorrect result. Any and all security flaws (in any
application layer) shall also be classified as defects. Client will test and sign off on
defects as they are resolved. Any presence of defects or process of resolving defects
will not impede milestone close out without Granicus's express approval.
DELIVERABLE: Written confirmation of the successful completion of testing
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6.4. Milestone 4: Training
Granicus will conduct training for Client identified staff that will cover the essential
concepts and standard navigation of the solution and tasks related to Client's
legislative business processes. Client will utilize a train -the -trainer approach for end user
training. Scheduling of all training sessions shall be coordinated with and approved by
Client. Granicus will authorize Client to videotape training sessions for internal use and
to reproduce any the training materials such as training guides, screenshots, in part or
whole, for its own purposes. Training is comprised of the following components,
depending on Client's solution:
Module or software Solution I Training Provided
Legislative Management Admin Training: Two 2 -hour online, instructor -led
sessions prior to onsite training.
Three days onsite
Day 1: Project Overview, Drafter Training, Approver
Training, and Agenda Generation Prep
Day 2: Agenda Generation, LiveManager, and
MediaManager
Day 3: Minutes Processing, Workflow Review, and
Requirements:
1. Client will ensure that training participants have a working familiarity with the
standard Microsoft Windows conventions and terminology.
2. On-site training locations will include one computer for use by each participant.
Granicus will provide Client with instructions regarding the set up required for Client
computers that will be used in training. Client will prepare all computers per the
instructions provided prior to the training class start time.
DELIVERABLES:
a. Class outline and user roles involved
b. Training materials
c. Electronic copies of user manuals and quick reference guides for each
functional module covered in training
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6.5. Milestone 5: Scope of Work Complete
Final acceptance will be based on successful testing and implementation of the
system, defined as:
1. Integration tested (with ability to provide evidence of testing upon Client's
request)
2. End-to-end configuration and functionally tested
6.5.1. DOCUMENTATION
Granicus will provide documentation to support the software. Any software tools or
utilities that are desirable to tune, test, maintain, or support the software shall be
specified by Granicus.
Documentation will include but is not limited to:
1. Technical administration
2. Software configuration
3. Technical architecture diagram
4. Data flow diagram
5. Application administrator guide
6. End-user day-to-day operation guide
7. Quick Reference Guides by job function
6.5.2. CLOSE-OUT PROCESS
1. Close out invoicing
2. Finalize and deliver remaining documentation, recorded trainings, etc.
3. Granicus will provide a plan to Client for post -implementation support and
maintenance.
After Milestone 4: Training, Client will be introduced to assigned Client Success Manager
(CSM) who will serve as the primary contact for any issues Client encounters or
questions remaining in the first 30 days of solution usage. CSM will educate Client on
how best to engage with and access the Granicus Customer Support Team. After the
initial 30 -day period with the dedicated CSM, the Customer Support Team will be
responsible for assisting Client with any issues,
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7. ASSUMPTIONS
This proposal is based upon the assumptions below. If for some reason these
assumptions are false, it may result in a scope change and an impact on the proposed
project.
7.1. Project Management Assumptions
1. Success of the project is dependent on both Granicus and Client's commitment to
collaborating on and performing the tasks and obligations described in this SOW.
Granicus assumes that Client will provide reasonable turnaround time (to be
mutually agreed upon) on critical decisions, essential information, and approvals
that are required to continue with work in progress or that is critical to meeting a
deliverable due date. Granicus expects that a decision will be elevated to the
appropriate Client management level to make a decision in a timely manner.
2. Client will perform its obligations and render the assistance described in this SOW in
a timely manner and in a manner as to adhere to the final schedule. In the event
that Granicus is delayed or prevented from performing its obligations, to the extent
that the delay is caused by factors beyond the reasonable control of Granicus,
including without limitation, the inability of Client to perform its responsibilities (i.e.
finalizing the requirements) in a timely manner, Granicus will be entitled to an
equitable adjustment in the timetable.
3. Project initiation will occur upon signature of the Agreement by both parties. All
dates in this SOW are subject to a mutually agreed upon schedule after execution
of the Agreement.
7.2. Technical Assumptions
1. Remote Management: Granicus maintains and monitors the software performance
of its solutions. All software patches and Granicus software updates are performed
on a determined schedule. Remote support, management, patching, reporting and
logging are performed using ScreenConnect. Installation of third party software not
specifically approved by Granicus may detrimentally impact the server's
performance. In extreme cases, the server may need to be reimaged to restore
normal operations; in this case, a reimaging fee may be charged.
2. Software Technical Requirements: The Encoding Appliance and Performance
Accelerator are managed through Granicus's hosted software program known as
MediaManager. The administration feature in MediaManager is a central hub for
preparing and publishing content in Client's Granicus solution. In addition to
publishing content, Client can manage user access and view usage reports.
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Program and Meeting Video Streaming/Archiving
MediaManager administration requires use of a system that meets the following
specifications:
Computer Windows-based PC
Recommended Browser Internet Explorer 9 or newer
Internet Access Access to Client MediaManager site
(clientna me.granicus.com)
MediaManager allows system administrators to have granular control over the actions
that users are allowed to perform. In addition to meeting the system requirements that
are listed above, each user must have been granted access rights to the tools that they
wish to use.
7.3. Scope and Cost Assumptions
1. Both Granicus and Client will follow a Change Order process for handling any work
that is not defined in this Scope of Work. The Change Order process is jointly
managed by the Granicus and Client Project Managers. All changes must be
documented in a Change Log, and approved by both parties prior to work being
undertaken.
2. Requested Client changes to the Scope of Work may increase project costs or
introduce timeline delays.
7.4. Training Assumptions
Client will have appropriate staff members attend and participate in the training
sessions as to allow the training sessions to be completed in the time designated in
the project plan. It is critical that senior personnel from Client attend all necessary
training in that they will be the people that the junior people come to for assistance.
2. Granicus assumes that Client will provide a training facility suitable for those
purposes and in a timeframe supported by the project plan.
3. Granicus will train a core group of users onsite. These users will be responsible for
educating others within Client organization after formal Granicus training ends (the
"train -the -trainer" approach).
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G -R A N I C -U S
Price Proposal
Implementation Fees
RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Annual SaaS Fee
:pi
611 '1 0 v
6fwllme� �
Legislative Management
1 (Each)
$0.00
Services Package
Per Year
$11,111.64
(Standard)
Per Year
$10,815.00
Legistar Administration
.5 (Hours)
$850.00
Training - (Online) (0.5
Days)
Legistar Needs Analysis
3 (Hours)
$5,700.00
and Configuration Services
Legistar Project
4.5 (Hours)
$7,650.00
Management and
Deployment Services
Legistar Training - (OnSlfe)
3 (Days)
$5,100.00
Per Da
Total 1 Investment
$19,300
Annual SaaS Fee
:pi
ArfnU01'
Le,gistar
Per Year
$14,916.00
Webcasting
Per Year
$11,111.64
Minutes
Per Year
$10,815.00
Total Annual Investment
$36,842.64
Please note that a group purchasing option is available for cities in Orange County if
you are interested in taking part in their contract.
*Subject to a 5% annual increase to account for growth in site size and traffic
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G G R AN I C U S RFP NO: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
Software & Hardware Requirements
Please see the prior section 7.2. Technical Assumptions, for this information.
Support, Maintenance, & Upgrades
our support team includes dedicated personnel to handle direct phone and email
support. Clients also have access to the Granicus Help Portal for self -training and issue
submission. Security patches and necessary upgrades are scheduled immediately upon
discovery (normally within a few hours of being brought to our team's attention). We
assist onsite tech staff with all updates as part of the annual maintenance, including
new features (as part of our normal ongoing development cycle) for the modules and
systems you have purchased. The impact on your staff is normally no more than a few
hours.
UP -TIME GUARANTEE 99.976
Granicus, Inc., represents and warrants a 99.9% up -time guarantee per month for its
hosted services. Granicus, Inc., will provide notification of any system -wide outages
within one hour from the time the issue is first recognized by our operations team.
Notifications will be posted on status.granicusops.com. Email notifications can be
subscribed to from that page.
SCHEDULED MAINTENANCE
Scheduled maintenance of the Granicus Solution will not be counted as downtime,
and will only take place between 9:00 PM and 2:00 AM MST on Fridays. This
maintenance window allows Granicus staff to continue to monitor and test the
production system through the weekend, ensuring a smooth maintenance deployment.
Granicus, Inc., will provide the customer with at least two (2) days prior notice for any
scheduled maintenance. All system maintenance will only be performed during these
times, except in the case of an emergency. When emergency maintenance is
required, the customer will receive as much advance notice as possible. Granicus, Inc.,
will clearly post that the site is down for maintenance and the expected duration of the
maintenance. Notifications will be posted on status.granicusops.com and can be
subscribed to from that page.
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GG R A N I C U S RFP NO,: 17-107 Automated Agenda Workflow
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How to contact Granicus
The Customer Care staff at Granicus, Inc., may be contacted by the customer via
Internet, email, or telephone.
CONTACT INFORMATION
Online (recommended)
Email
Phone (for urgent issues)
SUPPORT HOURS
Regular Hours
Prime Hours
After Hours Support
Weekend On Call
www.granicus.com.createacase
customercare@granicus.com
(877) 889-5495 ext.)
6:00 AM - 6:00 PM MST
Monday - Friday
8:00 AM - 6:00 PM MST
Monday - Friday
6:00 PM -11:00 PM MST
Monday - Friday
6:00 AM - 6:00 PM MST
Saturday & Sunday
How We Rank Cases
PRIORITY 1: EMERGENCY INITIAL RESPONSE: WITHIN 1 HOUR DURING PRIME HOURS
Severe application problem that causes productivity to cease for a large number of
staff or complete loss of service to either website or intranet (application -related site
outage). Examples:
• _Web server is running but application is non- functional
• SQL -server errors not related to hardware
PRIORITY 2: HIGH INITIAL RESPONSE: WITHIN 4 HOURS DURING PRIME HOURS
Application/service is available, but in a degraded mode. A work -around is possible or
a brief loss of service is acceptable. Impacts only a small group or causes work to cease
for an individual. Example:
• Site is operational, but search, calendar or other modular functionality is non-
operational or impaired
PRIOIRTY 3: MEDIUM INITIAL RESPONSE: I BUSINESS DAY
Moderate business impact; issues have affected productivity. A work -around may exist
or the problem is for a non business -critical task. Examples:
• File attachments won't upload
• Text is not rendering correctly
PRIORITY 4: LOW INITIAL RESPONSE:3 BUSINESS DAYS
Limited business impact, Requests can be scheduled.
Examples:
• Programmatic change to back -end or front-end to improve efficiency
• Distribution of all patches and upgrade
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Program and Meeting Video Streaming/Archiving
Do ahy.pa.rts of the NO PRIORITY 1: EMERGENCY
product Work? CALL GRANICUS CUSTOMER CARE
1-877-889-5495 OPT, 1
Is your YES a
problem
limited, to only
some parts of
the product?
Is the system working but not to.
your satisfaction?
can you, .
complete
your work ih
any capacity
at all?
YES
Initial response within 1 hour during
prime hours (M -F 8am-6pm MST)
With updates as scheduled with
Grancius
NO -* PRIORITY 2: HIGH
SUBMIT A CASE VIA THE HELP CENTER
W W W.GRAN ICUS.COM/C REATEACASE
Initial response within 4 hours during
prime hours (M -F 8am-6pm MST)
with updates as scheduled with
Granicus
PRIORITY 3: MEDIUM
SUBMIT A CASE VIA THE HELP CENTER
W W W.GRANICUS.COM/CR EATEACASE
Initial response: 1 business day
Staff will be notified when Granicus
completes the rbpair
YES --► PRIORITY 4: LOW
SUBMIT A CASE VIA THE HELP CENTER
W W W.GRANICUS.COM/CREATEACASE
granicus.com I Info@granicus.com
25A-81
Initial response within 3 business days
during prime hours (M -F Sam-6pm
MST) with updates as scheduled with
Grancius
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GGRAN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
SECURITY OVERVIEW
Data Center Security
Having a robust and secure data center implementation is a necessity, not an option.
Granicus Data Centers are designed for reliability and redundancy. Our data centers
are guided by a "defense -in-depth" security strategy to ensure reliable access of
government data. With a 99.97. uptime, we are confident that customer data are
always available.
Data Center Requirements Granicus Server Locations
• Secure - SSAE-16 Accreditation • Primary Data Center in Ashburn, VA
• Reliable Network • Backup Data Center in San Francisco, CA
• Data Availability: 99.98% Uptime
• Redundant Backups
Architecture & Data Center Redundancy
The Granicus Primary Data Center is architected with redundant systems to ensure that
there is no single point of failure and disruptions have no impact on the availability of
Granicus applications.
Robust Security Layers
Granicus implements a series of protective layers so that no single solution is relied upon
to provide security, including:
• Hosting facilities that meet or exceed Tier III standards that are engineered to
ensure application and data availability and security
• Edge -to -edge security, visibility, and carrier -class threat management and
remediation. We utilize industry-leading tools to compare real-time network
traffic and flag any anomalies such as: Denial of Service (DoS) and Distributed
Denial of Service (DDoS) attacks, worms or botnets.
• Network issues: traffic and routing instability, equipment failures, or
misconfigurations
• Hardened, stateful inspection firewall technology
• An Intrusion Detection System (IDS) utilizing signature-, protocol-, and anomaly -
based inspection methods
• 24x7x365 firewall, VPN, and IDS support and maintenance
• Security policies and procedures that are constantly maintained, tested, and
updated
A Security Incident Response team/SSAE-16 accreditation ensures all customer data is
secure from any tampering.
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Rights to Data & Content
All data or content generated in or through the proposed solution must be accessible
and exportable by the City of Santa Ana at all times in standard format that does not
require custom licensing. The proposal should include confirmation that the selected
proposer will make data/content accessible and exportable in this manner at all times
without cost to the City.
Granicus Response: We provide a RESTful WebAPI that allows data to be extracted in
and out of the Legislative Management solution in a XML format.
Contract Termination
Indicate whether the proposer has had a contract terminated in the last five years.
Please specify if the contract was terminated for default or some other reason. For the
purposes of this RFP, termination for default is defined as notice to stop performance
due to a vendor's non-performance or poor performance and the issue of
performance either a) was not litigated; b) was litigated and such litigation determined
that the vendor was in default; or c) is the subject of pending litigation.
Submit full details of the termination, including the other party's name, address, and
phone number. Include your position on the matter. The City will evaluate the facts in its
sole discretion. If the proposer has not experienced any such terminations in the past
five years, please indicate this.
Granicus Response: We have not experienced any such terminations in the past five
years.
Business License
The selected proposer must possess a City of Santa Ana business license while
conducting work under this contract. The proposal should include confirmation that the
proposer agrees to obtain a business license if selected.
Granicus Response: We agree to obtain a business license if selected.
Standard Agreement
Granicus Response: If awarded the opportunity to work with Santa Ana, we request that
the City use our Master Services Agreement as the starting point for negotiations with
the City. The Agreement has been included in the following pages.
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Master Subscription Agreement
This Master Subscription Agreement ("Agreement) Is made by and between the party procuring Granicus Products and
Services ("Customer") and GOVDeliyery, LLC, a Minnesota Limited Liability Company d/b/a Granlcus ("Gmnicus").
Customer and Granicus may each he referred to herein as "Party' or collectively as "Parties".
By accessing the Granicus Products and Services, Customer accepts this Agreement. In the event there is a conflict
between this Agreement and any other contract Customer has far the Granicus Products and Services ("Contract"), the
terms of the Contract shall preva 11. Due to the rapidly changing nature of digital communications, this Agreement may
be updated from time to time at Grdnicus'sole discretion. Notification to Customer will he via email or posting to the
Granicuswebsite.
L Definitions. In addition to terms defined elsewhere In this Agreement, the following terms shall have the meaning
specified:
"Agreement Term" means the total time covered by the Initial Term and all Extension Terms for each Order, SOW or
Exhibit under this Agreement, further specified In Section 7.3 -
°Exhibit" means any exhibit referenced herein and attached hereto.
"Extensian Term" any term that Increases the length of the Initial Term of this Agreement.
"Fees" mean the fees charged by Granicus for the Granicus Products and Services as identified on each Order, SOW
or Exhibit and, unless otherwise stated in each Order, SOW or Exhibit, invoiced upon commencement of the Order
Term.
"Granims Products and Services" means the products and services made available "to Customer pursuant to this
Agreement, which may Include Granicus products, services, application software accessible for use by Customer an a
subscription basis ("SaaS"), Granicus professional services, content from any professional services or other required
equipment components ("Required Hardware"), as specified In each Order, SOW or Exhibit
"InitialTerm" shall have the meaning specified In the Order, SOW or Exhibit between Granicus and Customer for the
first duration of performance that Customer has access to Granicus Products and Services.
"Order" means a written order, proposal, or purchase document In which Granicus agrees to provide and Customer
agrees to purchase specific Granicus Products and Services.
"Order Term" shall mean the then -current duration of performance Identified an each Order, SOW or Exhibit, for
which Granicus has committed to provide, and Customer has committed to pay for, Granicus Products and Services.
"Statement of Work" or "SOW" means a written order, proposal, or purchase document that is signed by both
Parties and describes the Granicus Products and Services to be provided and/or performed by Granicus. Each Order,
SOW or Exhibit shall describe the Parties' performance obligations and any assumptions or contingencies associated
with the implementations of the Granicus Products and Services, as specified in each Order, SOW or Exhibit placed
hereunder.
"Support" means the tingeing support and maintenance services performed by Granicus related to the Granicus
Products and Services as specified in each Order; SOW or Exhibit placed between the Parties.
2. Ordering and Scope
2.1. Ordering Granicus Products and Services. The Parties may execute one or more Order, SOW or Exhibit related
to the sale and purchase of Granicus Products and Services. Each Order, SOW or Exhibit will generally Include an
Itemized list of the Granicus Products and Services as well as the Order Term for such Gmnlcus Products and
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Services. Each Order, SOW or Exhibit must, generally, he signed by the Parties; although, when a validly -issued
purchase order by Customer accompanies the Order, SOW or Exhibit, then the Order, SOW or Exhibit need not
be executed by the Parties. Each Order, SOW or Exhlbit dated on or after the Effective Date shall be governed
by this Agreement regardless of any pre-printed legal terms on each Order, SOW or Exhibit, and by this
reference is incorporated herein.
2.2. Support. Basic support related to standard Granicus Products and Services is Included within the fees paid
during the Order Term. Granicus may update Its Support obligations under this Agreement, so long as the
functionality purchased by Customer Is not materially diminished,
2.3. Future Functionality. Customer acknowledges that any purchase hereunder is not contingent on the delivery of
any future functionality or features.
2.4. Cooperative Purchasing. To the extent permitted by law and approved by Customer, the terms of this
Agreement and set forth in one or more Order, SOW or Exhibit maybe extended for use by other
municipalities, school districts and governmental agencies upon execution of an addendum or other signed
writing setting forth all of the terms and conditions for such use. The applicable fees for additional
municipalities, school districts or governmental agencies will be provided by Granicus to Customer and the
applicable additional party upon written request.
3. Use of Granicus Products and Services and Proprietary Rights
3.1. Granicus Products and Services. The Granicus Products and Services are purchased by Customer as
subscriptions during an OrderTerm specified in each Order, SOW or Exhibit. Additional Granicus Products and
Services may be added during an Order Term as described in Section 2.1.
3.2. Permitted Use. Subject to the terms and conditions of this Agreement, Granicus hereby grants during each
Order Ter, and Customer herby accepts, solely for Its internal use, a worldwide, revocable, non-exclusive,
non-transferrable right to use the Granicus Products and Services to the extent allowed In the relevant Order,
SOW or Exhibit (collectively the "Permitted Use°). The Permitted Use shall also Include the right, subject to the
conditions and restrictions set forth herein, to use the Granicus Products and Services up to the levels limited in
the applicable Order, SOW or Exhibit.
3.2.1. Data Sources. Data uploaded into Granicus Products and Services must be brought in from Customer
sources (Interactions with and users and opt -in contact lists). Customer cannot upload purchased
contact Information Into Granlcus Products and Services without Granicus' written permission and
professional services support for list cleansing.
3.2.2. Content. Customer can only use Granicus Products and Services to share content that is created by and
owned by Customer and/or content for related organizations provided that it is insupport of other
organizations but not as a primary communication vehicle for other organizations that do not have a
Granicus subscription. Any content deemed inappropriate for a public audience or In support of
programs or topla that are unrelated to Customer, can he removed or limited by Granicus.
3.2.3. Granlcus Communications Suite Subscriber Information
3.2.3.1. Data Provided by Customer. Data provided by Customer and contact Information gathered
through Custamers own web properties or activities will remain the property of Customer
(°Direct Subscriber"(, including any and all personally Identifiable information (Pit). Granicus
will not release the data without the express written permission of Customer, unless required
by law.
3.2.3.2. Data Obtained through the Granlcus Advanced Network
3.2.3.2.1. Granicus offers a Saa5 product, known as the Communications Cloud, that offers Direct
Subscribers recommendations to subscriber to other Granicus customer's digital
communication (the "Advanced Network" ). When a Direct Subscriber signs up through one of
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the recommendations of the Advanced Network, that subscriber is a "Network Subscriber" to
the agency it subscribed to through the Advanced Network
3.2.3.2.2. Access to the Advanced Network is a benefit of the Communicatlons Claud subscription
with Granicus. Network Subscribers are available for use only while Customer is under an active
subscriptlun with Granicus. Network Subscribers will not transfer to Customer upon
termination of any Granicus Order, SOW or Exhibit. Customer shall not use or transfer any of
the Network Subscribers after termination of Its Order, SOW or Exhibit placed under this
Agreement All Inforr etlon related to Network Subscribers must be destroyed by Customer
within 15 calendardays of the Order, SOW or Exhibit placed under this Agreement terminating.
3.2.3.2.3. Opt -In. During the last 10 calendar days of Customer's Order Term for the terminating
Order, SOW ar Exhlbit placed under this Agreement, Customer may send an opt -In email to
Network Subscribers thatshall Include an explanation of Customers relationship with Granicus
terminating and that the Network Subscribers may visit Customers website to subscribe to
further updates from Customer in the future. Any Network Subscriberthat does not opt -In will
not he transferred with the subscriber list provided to Customer upon termination.
3.2.4. Advertising. Granicus Products and Services shall not be used to promote producrs or services available
for sale through Customer or any third party unless approved In writing, in advance, by Granicus.
Granicus reserves the right to request the details of any agreement between Customer and a third
party that compensates Customer for the right to have Information Included in Content distributed or
made available through Granicus Products and Services priorto approving the presence of Advertising
within Granicus Products and Services.
3.3. Restrictions. Customer shall not:
3.3.1. Access or use any portion of Granicus Products and Services, except as expressly allowed by this
Agreement or each Order, SOW or Exhibit placed hereunder;
3.3.2. Disassemble, decompfle, or otherwise reverse engineer all or any portion of the Granicus Products and
Services;
3.3.3. Use the Granicus Products and Services for any unlawful purposes;
3.3.4. Export or allow access to the Granicus Products and Services In violation of U.S. laws or regulations;
3.3.5. Except as expressly permitted in this Agreement, subcontract, disclose, rent, or lease the Granicus
Products and Services, or any portion thereof, for third party use; or
3.3.6. Modify, adapt, or use the Granicus Products and Services to develop any software application Intended
for resale which uses the Granicus Products and Services in whole or in part.
3.4. Customer Feedback. Customer herby grants to Granicus an Irrevocable, non-exclusive, perpetual, royalty -free
transferrable license, with right to sublicense, to use and incorporate Into the Granicus Products and Services
any suggestion, enhancement, request, recommendation, correction or other feedback provided by Customer
relating to the use of the Granicus Products and Services.
B.S. Required Hardware. For Required Hardware purchased from Granicus by Customer, Granicus will provide to
Customer a three (3) year warranty with respect to the Required Hardware. Within the three (3) year warranty,
period, Granicus shall repair or replace any Required Hardware provided directly from Granicus that falls to
function properly due to normal wear and tear, defective werkma nship, or defective materials. Required
Hardware warranty shall commence on the Effective Date of each applicable Order, SOW or Exhibit.
3.6. Reservation of Rights. Subject to the limited rights expressly granted hereunder, Granicus and/or Its licensors
reserve all right, title and interest in the Granfcus Products and Services, the documentation and resulting
product Including all related Intellectual property rights. Further, no Implied licenses are granted to Customer.
4. Payment
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4.1, Fees. Customer agrees to pay all fees, costs and other amounts as specified in each Order, SOW a Exhibit.
Granlcus reserves the right to suspend any Granlcus Products and Services should there be a lapse in payment.
A lapse In the term of each Order, SOW or Exhibit will require the payment of a setup fee to reinstate the
subscription. All fees are exclusive of app cahie state, local, and federal taxes, which, if any, will be included in
the invoice. It Is Customers responsibility to provide applicable exemption certificate(s). Unless Indicated
otherwise in the applicable Order, SOW or Exhibit, the fees shall be invoiced by Granas and paid by Customer
asfollows:
4.L3. Products. Product setup and annual fees are due at the beginning of the Initial Term, then annuallyat
the beginning of any Extended Term or Order Term, within thirty (30) days of recelpt of Invoice.
4.L2. Services. Services supporting Products shall be paid annually commencing upon the completion of the
Product Implementation, or the Product being ready for Customer's use. Fees shall he paid by Customer
within thirty (30) days of receipt of invoice.
4.L3. Required Hardware. For Required Hardware, delivery is complete once Customer receives Required
Hardware components with the configured Granlcus Product and Services.
4.2. Disputed Invoiced Amounts. Customer shall provide Granicus with detailed written notice of any amount(s)
Customer reasonably disputes within thirty (30) days receipt of Invoice for said amount(s) atissue. Granlcus will
not exercise its rights under 4.1 above if Customer has, In good faith, disputed an invoice and is diligently trying
to resolve the dispute. Customers failure to provide Granicus with notice of any disputed Invoiced amount(s)
shall be deemed to be Customer's acceptance of the content of such Invoice.
4.3. Price Increases. Any price increases net negotiated in advance shall be provided by Granlcus to Customer at
least thirty (30) days priorto the end of the OrderTerm. Upon each yearly anniversary during the term of this
Agreement (Including the Initlal Term, all Extended Terms, and all OrderTerms), the Granlcus Product and
Services fees shall automatically increase from the previous term's tees by five (5) percent paryear.
S. Representations, Warranties and Disclaimers
5.1. Representations. Each Party represents that it has validly entered Into this Agreement and has the legal power
to do so.
5.2. Warranties. Granicus warrants that It takes all precautions that are standard in the industry to Increase the
likelihood of a successful performance for the Granlcus Products and Services; however, the Granicus Products
and Services are provided "AS Is" and as available.
5.3. Disclaimers. EACH PARTY HEREBY DISCLAIMS ANY AND ALL OTHER WARRANTIES OF ANY NATURE
WHATSOEVER WHETHER ORAL AND WRITTEN, 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 GRAN ICUS PRODUCTS AND SERVICES WILL MEET
CUSTOM ER'S REQU IREMENTS OR THAT THE OPERATION THEREOF WI LL BE UNINTERRUPTED OR ERROR FREE.
6. Confidential Information
6.1. Confidential Information. It is expected that one Party (disclosing Party) may disclose to the other Party
(receiving Party) certain Information which maybe considered confidential and/or trade secret information
("Confidential Information'). Confidential Information shall Include: (1) Granlcus' Products and Services, (I1) non-
public information if it is clearly and conspicuously marked as "confidential" or with 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 (fv) any information that
should he reasonably understood to be confidential or proprietary to the receiving Party, given the nature of
the Information and the context in which disclosed.
6.2. Exceptions. Confidential Information shall not Include Information which: (f) Is or becomes public knowledge
through no fault of the receiving Party; (if) was In the receiving Partys possession before receipt from the
disclosing Party; (Ili) is rightfully receiving by the receiving party from a third party without any duty of
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confidentiality; (iv) is disclosed by the disclosing Party without a duty of con fidentrality on the third party; (v) Is
In dependengydevelcped by the receiving Party without use or reference to the disclosing Party's Confidential
Information, or (vi) is disclosed with the prior written approval of the disclosing Party.
Confidential Information of disclosing Party maybe disclosed In response to a valid court order or other legal
process, only to the extent required by such order or process and, If allowed bylaw, only after the recipient has
given the owner written notice of such court order or other legal process promptly and the opportunity for the
owner to seek a protective order or confidential treatment of such Confidential Information.
6.3. Storage and Sending. In the event that Granicus Products and Services wlll be used to store and/or send
Confidential Information, Granicus must be notified In writin&Jn advance of the storage or sending. Should
Customer provide such notice, Customer must ensure that that Ccnfldentlal Information or sensitive
information Is stared behind a secure interface and that Granicus Products and Services be used only to notify
people of updates to the Information that can be accessed after authentication against a secure interface
managed by Customer. Customer Is ultimately accountable for the security and privacy of data held by Granicus
on its behalf.
6.4. Return of Canfrda mile Information. Upon request of the dlsclosing Party, termination, or expiration of this
Agreement, the receiving Party shall, to the extent commercially practicable, destroy the disclosing Party's
Confidential Information and, at the disclosing Party's request, certify the same.
7. Termand7erminatlan
7.1. Agreement Term. The Agreement Term shall begin on the Effective Date and continue through the latest date
of the OrderTerrn of each Order, SOW or Exhibit under this agreement, unless otherwise terminated as
provided in this Section 7. Each Order, SOW or Exhibit will specify an OrderTerm for the Granicus Products and
Services provided under the respective Order, SOW or Exhlblt. Customer's right to access or use the Granicus
Products and Services will cease at the end of the Order Term identified within each Order, SOW or Exhibit,
unless either extended or earlier terminated as provided In this Section 7. Unless a Party has given written
notice to the other Party at least ninety (90) days prior to the end of the Order Term, the Granicus Products and
Services will automatically renew for an Extension Term equal induration to the Initial Term, or the than-
current Order Term.
7.2. Effect of Termination. If the Parties agree to terminate this Agreement and an Order, SOW or Exhibit is still in
effect at the time of termination, then the terms and conditions contained In this Agreement shall continue to
govern the outstanding Order, SOW or Exhibit until termination or expiration thereof. If the Agreement Is
terminated for breach, then unless otherwise agreed to In writing, all outstanding Orders, SOWS or Exhibits
shall immediately terminate as of the Agreement termination date. Unless otherwise stated in this Agreement,
In no event shall Customer be entitled to a refund of any prepaid fees upon termination.
7.3. Termination for Cause. The non -breaching Party may terminate this Agreement upon written notice if the
other Party Is In material breach of this Agreement and fails to cure such breach within thirty (30) days after the
non -breaching Party provides written notice of the breach. A Party may also terminate this Agreement
Immediately upon notice if the other Party: (a) is liquidated, dissolved, or adjudged to he Ina state of
bankruptcy or receivership; (b) is insolvent, unable to pay its debts as they became due, makes an assignment
for the benefit of creditors or takes advantage or any law for the benefit of debtors; or (c) ceases to conduct
business for any reason on an ongoing basis leaving no successor in Interest. Granlcus may, without liability,
Immediately suspend or terminate any or all Order, SOW or Exhibit issued hereunder If any Fees owed under
this Agreement are past due pursuant to Section 4.1.
7.4. Rights and Obligations After Termination. In the event of expiration or termination of this Agreement,
Customer shall immediately pay to Granicus all Fees due to Granlcus through the date of expiration or
termination.
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7.S. Survival. All rights granted hereunder shall terminate the latter of the termination or expiration date of this
Agreement, or each Order, SOW c Exhibit. The provisions of this Agreement with respect to warranties,
liability, and confidentiality shall survive terminatlan of this Agreement and continue in full force and effect.
B. Limitation of Liability
B.I. EXCLUSIO N OF CONSEQUENTIONAL AND RELATED DAMAGES. UN DER NO CIRCUMSTANCES SHALL GRANICUS
BE LIABLE FOR ANY SPECIAL, INDIRECT, PUNITVE, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER AN
ACTION 15 IN CONTRACTOR TORT AND REGARDLESS OF THE 7HEORY OF LIABILITY, EVEN IF A PARTY HAS BEEN
ADVISED OF THE POSSIBILITY OF SU CH DAMAGES, FURTHER, GRAN ICUS SHALL NOT BE LIABLE FOR: (A) ERROR
OR INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OR CORRUPTION OF CUSTOMER DATA; (0) COST OF
PROCUREMENT OF SUBSTITUTE GOODS, SERVICES OR TECH NOLOGY; (C) LOSS OF BUSINESS; (D) DAMAGES
ARISING OUT OF ACCESS TO OR INABILITY TO ACCESS THE SERVICES, 50FTWARE, CONTENT, OR RELATED
TECHNICAL SU PPO RT; OR IE) FOR ANY MATTER BEYOND GRAN ICUS' REASONABLE CONTROL, EVEN IF GRAN ICUS
HAS BEEN ADVISED OF TH E POSSIBILITY OF ANY OF THE FOREGOING LOSSES OR DAMAGES.
0.2. LIMITATION OF LIABILITY. IN NO INSTANCE SHALL EITHER PARTY'S LIABILITY TO THE OTHER PARTY FOR DIRECT
DAMAGES UN DERTHIS AGREEMENT (WHETHER IN CONTRACT OR TO RT OR OTHERWISE) EXCEED THE FEES
PAI D BY CUSTOMER FOR TH E GRAN ICU5 PRODUCTS AND SERVICES DU RI NGTHE SIX (6) MONTHS IMMEDIATELY
PROCEEDING THE DATE THE DAMAGED PARTY NOTIFIES THE OTHER PARTY IN WRITING OF THE CLAIM FOR
DIRECT DAMAGES. NEITH ER PARTY MAY INSTITUTE AN ACTION I N ANY FORM ARISING OUT OF NOR IN
CONNECTION WITH TH 15 AGREEMENT MORE THAN TWO (2) YEARS AFTER THE CAUSE OF ACTION HAS ARISEN.
THE ABOVE LIMITATIONS WILL NOT LIMIT CUSTOMER'S PAYMENT OBLIGATIONS UNDER SECTION 4 ABOVE.
9. Indemnification
9.1. Indemnification by Granicus. Granicus will defend Customer from and against all losses, liabilities, damages
and expenses arising from any claim or suit by a third party unaffiliated with either Party to this Agreement
(°Claims") and shall pay all losses, damages, liabilities, settlements, judgments, awards, Interest, civil penalties,
and reasonable expenses lcollectively, "Lasses;' and including reasonable attorneys' fees and court casts), to
the extent arising out of any Claims by any third parry that Granicus Products and Services infringe a valid U.S.
copyright or U.S, patent issued as of the date of the applicable Order, SOW or Exhibit. In the event of such a
Claim, If Granlcus determines that an affected Order, SOW or Exhibit Is likely, or if the Solution Is determined in
a final, non -appealable judgment by a court of competent jurisdiction, to Infringe a valid US. copyright or U.S.
patent Issued as of the date of the applicable Order, SOW or Exhibit, Granicus will, in its discretion: (a) replace
the affected Granicus Products and Services; (b) modify the affected Granicus Products and Services to render it
non -infringing; or (c) terminate this Agreement or the applicable Order, SOW or Exhibit with respect to the
affected Solution and refund to You any prepaid fees for the then -remaining or unexpired portion of the
Subscription Order Tenn. Notwithstanding the foregoing, Granicus shall have no obligation to indemnify,
defend, or hold Customer harmless from any Claim to the extent it is based upon:(!) a modification to any
Solution by Customer (or by anyone under Customers direction or control or using login or passwords
assigned to Customer); (II) a modification made by Granicus pursuant to Customer's required Instructions or
specifications or In reliance on materials or Information provided by Customer, or (Iii) Customer's use (or use by
anyone under Customer's direction or control or using logins or passwords assigned to Customer) of any
Granicus Products and Services other than In accordance with this Agreement. This Section 9.1 sets forth
Customer's sole and exclusive remedy, and Granicus' entire liability, for any Claim that the Granicus Products
and Services or any other materials provided by Granicus violate or Infringe upon the rights of any third party.
9.2. Indemnification by Customer. Customer shall defend, indemnify, and hold Granicus harmless from and against
any Claims, and shall pay all Losses, to the extent arising out of or related to (a) Customer's (or that of anyone
authorized by Customer or using login or passwords assigned to Customer) use or modification of any Granicus
Products and Services; (b) any Customer content, or (c) Customer's violation of applicable law.
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9.3. Defense. With regard to any Claim subject to indemnificatian pursuant to this Sectien 9: (a) the Party seeking
Indemnification shall promptly notify the Indemnifying Party upon becoming aware of the Claim; (b) the
indemnlfying Party shall promptly assume sole defense and control of such Claim upon becoming aware
thereof; and (c) the Indemnified Party shall reasonably cooperate with the Indemnifying Party regarding such
Claim. Nevertheless, the Indemnified Party may reasonably participate In such defense, at its expense, with
counsel of Its choice, but shall not settle any such Claim without the indemnifying Party's prior written consent.
The Indemnifying Party shalI not settle or ccmpramise any Claim In any manner that Imposes any obligations
upon the Indemnified Party without the prior written consent of the indemnified Party.
10. General
10.1. Relationship afthe Parties. Granicus and Customer acknowledge that theyoperate independentof
each other. Nothing in this Agreement shall he deemed or construed to create a joint venture, partnership,
agency, or employee/employer relationship between the Parties for any purpose, including, but not limited to,
taxes or employee benefits. Each Party will be solely responsible forthe payment of all taxes and Insurance for
Its employees and business operations.
10.2. Subcontractors. Granicus agrees that itshall be responsible for all acts andomissions of its
subcontractors to the same extent Granicus would be responsible If committed directly by Granicus.
10.3. Headings. The varlous section headings of this Agreement are Inserted only for convenience of
reference and are not intended, nor shall they be construed to modify, define, limit, or expand the intent of the
Parties.
10.4. Amendments. This Agreement may not be amended or modified except by a written instrument signed
by authorized representatives of both Parties. Notwithstanding the foregoing, Granicus retains the right to
revise the policies referenced herein at any time, so long as the revisions are reasonable and consistent with
industry practices, legal requirements, and the requirements of any third -party suppliers.
10.5. Severability. To the extent permitted by applicable law, the parties hereby waive any previslon of law
that would render any clause of this Agreement Invalid or otherwise unenforceable in any respect. In the event
that a provision of this Agreement is held to be invalid orotherwise unenforceable, such provision will be
Interpreted to fulfill its Intended purpose to the maximum extent permitted by applicable law, and the
remaining provisions of this Agreement will continue in full forte and effect.
10.6. Assignment Neither Party may assign, delegate, or otherwise transfer this Agreement or any of Its
rights or obligations hereunder, either voluntarily or by operation of law, without the prior written consent of
the other Party (such consent not to be unreasonably withheld); provided, however, that either Party may
assign this Agreement without the other Party's consent In the event of any successor or assign that has
acquired all, or substantially all, of the assigning Party's business by means of merger, stock purchase, asset
purchase, or otherwise. Any assignment or attempted assignment in violation of this Agreement shall be null
and vold.
10.7. No Third -Party Beneficiaries.Subject to Section 9.6, 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,
10.8. Notice. Other the n routine administrative communications, which may he exchanged by the Parties via
email or other means, all notices, consents, and approvals hereunder shall be In writing and shall be deemed to
have been given upon; (a) personal delivery; (b) the day of receipt, as shawn in the applicable carrier's systems,
if sent via FedEx, UPS, DH L, or other nationally recognized express carrier, (c) the third business day after
sending by U,S. Postal Service, First Class, postage prepaid, return receipt requested; or (d) sending by email,
with confirmed receipt from the receiving party.
10.9. Force Majeure. Neither Party shall he In breach of this Agreement solely due to breach caused by
circumstances beyond the control and without the fault or negligence of the Party falling to perform. Such
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causes Include but are not limited to acts of God, wars, fires, Floods, government regulations, shortage or
supplies, acts of terrorism, or strikes.
10.10. Choice of law and Jurisdiction. This Agreement shall be governed by and Interpreted under the laws of
the State of Minnesota, without reference to the State's principles of conflicts of law. The parties expressly
consent and submit to the exclusive jurisdiction of the state and federal courts of Ramsey County, Minnesota.
10.11. Entire Agreement. This Agreement, together with all Orders, SOWS or Exhibits referenced herein, sets
forth the entire understanding of the Parties with respect to the subject matter of this Agreement, and
supersedes any and all prior oral and written understandings, quotations, communications, and agreements.
Granlcus and Customer agree that any and all Orders, SOWS or Exhibits are Incorporated herein by this
reference. In the event of possible conflict or Inconsistency between such documents, the conflict or
inconsistency shall he resolved by giving precedence In the following order: (1) the terms of this Agreement; (2)
Exhibits (excluding orders) hereto; (3) Orders; and (4) all other SOWS or other purchase documents.
10.12. Reference. Notwithstanding any other terms to the contrary contained herein, Customergrants
Granlcus the right to use Customers name and logo in customer lists and marketing materials.
10.13. Injunctive Relief. Granicus is entitled to obtain Injunctive relief If Customers use of Granas Products
and Services Is In violation of any restrictions set forth in this Agreement.
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References
Client Reference
Santa Barbara County
Address
105 E. Anapamu St., Room 406, Santa Barbara, CA 93101
Main Contact
Chelsea Lenzi, Deputy Clerk
Contact
805-568-2242, clenzi@countvofsb.ora
Client since
2000
Solutions
Legistar Agenda Management System, Open Platform Suite,
Government Transparency Managed Services Hardware (GT),
Performance Accelerator Hardware, Government Transparency
Managed Services
Client Reference
The City of Sacramento
Address
915 1 Street - 5th Floor, Sacramento, CA 95814
Main Contact
Wendy Klock -Johnson, Assistant Clerk
Contact
916-808-7509, wkiohnson@citvofsacramento.ora
Client since
2006
Solutions
Legistar, Granicus Encoding Appliance Software, Performance
Accelerator Suite, VoteCast Standard Package, Granicus
Streaming Solution, eComment, Open Platform Suite, Boards and
Commissions, Meeting Efficiency Suite
Client Reference
The City of Oakland
Address
150 Frank H Ogawa Plaza Suite 7216 Oakland, CA 94612
Main Contact
Oakland, LaTonda Simmons, City Clerk
Contact
(510) 238-7370, Isimmons@oaklandnet.com
Client since
2007
Solution
Open Platform Suite, Boards and Commissions, Legistar, Granicus
Encoding Appliance Software, Citizen Participation Suite,
Government Transparency Suite, Meeting Efficiency Suite,
Performance Accelerator Suit,
Granicus Encoding Appliance Hardware, Communications
Cloud
granicus.com I info@granicus.com
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G
G R AN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
WHO WE ARE
The public sector is under pressure to do
more with less, while citizens demand more
transparency, faster access, and better digital
services. Government succeeds when It
leverages modern technology to efficiently get
day to day tasks done, and to bridge the gap
between agency and citizen.
By coming together with GovDelivery, Granicus
Is connecting a powerful global network of
150 million people for over 3,000 government
organizations at the local, state and federal levels.
It is our goal to help you better communicate,
manage meetings and agendas, and increase
the use of digital services to increase citizen
engagement. If you're ready to take a leap
forward, we'd love to help.
granicus.com I info@granicus.com
25A-93
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GG R A N I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
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25A-94
page 61
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G R AN I C U S RFP NO.: 17-107 Automated Agenda Workflow
Program and Meeting Video Streaming/Archiving
ABOUT GRANICUS
Granicus provides technology that empowers
government organizations to create better lives for
the people they serve. By offering the Industry's
leading cloud -based solutionsforcommunications,
meeting and agenda management, and digital
services to over 3,000 public sector organizations,
Granicus helps turn government missions into
quantifiable realities. Granicus products connect
over 150 million people, creating a powerful
network to enhance citizen engagement. By
optimizing decision-making processes, Granicus
strives to help government see better outcomes
and a greater impact for the citizens they serve. For
more information on Granicus, visit granicus.com.
SERVING 3,000+ GOVERNMENT ORGANIZATIONS
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granicus.com I info@granicus.com
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APPFNDIX
ATTACEIAMNT 3: CERTIFICATIONS
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106)
In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the
BIDDER declares that the bid Is not made in the interest of, or on behalf of, any undisclosed
person, partnership, company, association, organization, or corporation; that the bid is genuine
and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any
other BIDDER to put in a false or sham bid, and has not directly or Indirectly colluded, conspired,
connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall
refrain from bidding; that the BIDDER has not In any manner, directly or indirectly, sought by
agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any
other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any
other BIDDER, or to secure any advantage against the public body awarding the contract of
anyone interested in the proposed contract; that all statements contained in the bid are true;
and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any
breakdown thereof, or the contents thereof, or divulged Information or data relative thereto, or
paid, and will not pay, any fee to any corporation, partnership, company association,
organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham
bid.
Note; The above Non -collusion Affidavit Is part of the Proposal. BIDDERS are cautioned
that raking a falsWuprtif�cation may subject the certifier to criminal prosecution.
Signed
State of Colorado
Countyof Denver
Subscribed and sworn to (or affirmed) before me on this 23rd_ day of October , 2017, by
Jason Fletcher, Chief Operating Officer , proved to me on the basis of
satisfactory evidence to be the person(s) who appeared before me
Notary Public Signature
ICATAIAH'3 "LLIAMB
NOTARY PUBLIC
STATE OF i:OLORA00
NOTARY ID 200249336.93
Notary Public Seal sapNOQ'� sNOVeMBeR7zo2o
City of Santa Ana RFP 17-107
Page 26
25A-96
The prospective participant certifies, by signing and submitting this bid or proposal, to the best
of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any Federal agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with the awarding of
any Federal contract, the making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative
agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any Federal
agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with this Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure
of Lobbying Activities," in conformance with its Instructions.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered Into. Submission of this certification is a prerequisite for making
or entering into this transaction Imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000
and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she
shall require that the language of this certification be Included in all lower tier subcontracts,
which exceed $100,00 nd that all uch s ibrecipients shall certify and disclose accordingly.
Signed: r
Title: Chief Operaiing Officer
Firm: Granicus, Inc.
Date:
October 23, 2017
City of Santa Ana RFP 17-107
Page 27
25A-97
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract,
certifies as follows:
The Consultant shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, or national origin. The Consultant shall take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment without, regard to their race, color, religion, sex, or national origin. Such action
shall include, but not be limited to, the following: employment, upgrading, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
forms of compensation; and selection for training, including apprenticeship, The Consultant
agrees to post in conspicuous places, available to employees and applicants for employment,
notices to be provided setting forth the provisions of this nondiscrimination clause.
2 The Consultant shall, in all solicitations or advertisements for employees placed by or on
behalf of the Consultant, state that all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, or national origin.
The Consultant shall send to each labor union or representative of workers with which he/she
has a collective bargaining agreement or other contract or understanding, a notice to be
provided advising the said labor union or workers' representatives of the Consultant's
commitments under this section, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
4 The Consultant shall comply with all provisions of Executive Order 11246 of September 24,
1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all Information and reports required by Executive Order 11246
of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or
pursuant thereto, and will permit access to his/her books, records, and accounts by the
administering agency and the Secretary. of Labor for purposes of investigation, to ascertain
compliance with such rules, regulations, and orders.
6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this
contract or with any of the said rules, regulations, or orders, the contract may be canceled,
terminated, or suspended in whole or in part and the Consultant may be declared ineligible
for further Government contracts or federally assisted construction contracts in accordance
with procedures authorized in Execution order 11246 of September 24,1955, and such other
sanctions may be Imposed and remedies invoked as provided In Executive Order 11246 of
September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as
otherwise provided by law.
City of Santa Ana RFP 17-107
Page 28
25A-98
7. The Consultant shall Include the portion of the sentence Immediately preceding paragraph
(1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order
unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to
Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be
binding upon each subcontract or purchase order as the administering agency may direct as
means of enforcing such provisions, including sanctions for noncompliance; provided,
however, that in the event the Consultant becomes Involved In, or is threatened with,
litigation with a subconsultant or vendor as a result of such direction by the administering
agency, the Consultant may request that the United States enter into such litigation to protect
the interests of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as
amended, no discrimination shall be made in the employment of persons upon public works
because of race, religious creed, color, national origin, ancestry, physical handicaps, mental
condition, marital status, or sex of such persons, except as provided in Section 7820, and any
consultant of public works violating this Section is subject to all the penalties Imposed for a
violation of the Ch y1er.
Signed: G'1
Title: Chief Operdfing Officer
Firm: Granlcus, Inc.
Date: October 23, 2017
City of Santa Ana RFP 17-107
Page 29
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