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Terminated 5-2021 - 04-30-2015 Accela Legislative Management - Government Meeting Management Software
Accela Legislative Management Government Meeting Management Software City of San Luis Obispo, CA Submitted By: Kevin Strauss Business Development Executive Accela 100 Comac Street Ronkonkoma, NY 11779 (631) 389 -3691 4/14/2015 Accela Accela - Legislative Management - Terms, Conditions and Pricing for City of San Luis Obispo, CA IMPORTANT NOTICE TO USER: Accela, Inc. owns all intellectual property in the products Agendas & Minutes, Civic Streaming, Digital Boardroom and Boards & Commissions (formerly MinuteTraq, MediaTraq, E- Boardroom & BoardTraq) software "Software ". You shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. This Agreement will be governed by the laws in force in the State of New York. 2. Software License. This software program and the accompanying files, software updates, lists and documentation are licensed, not sold, to you. You may install and Use a copy of the Software on your compatible computer for the purpose of connecting to the hosted service provided by Accela as long as you are a current subscriber and maintain your monthly or annual continued services for the applicable licenses. 3. Continued Services 3.1 Updates and Renewals. If the Software is an Update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by Accela. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Accela. 3.2 Service Level Agreement "SLA" Technical support is available twenty -four (24) hours per day, seven (7) days per week for the term of this Agreement. Accela policy requires a response from a support staff member within 60 minutes which will result (if necessary) in a formal submission of a case #. Client will be notified of estimated resolution schedule. 3.3 Hosting. Accela agrees to maintain customer data in a Tier -2 datacenter and is committed to providing 99.9% uptime and availability. Accela will perform nightly backups of your hosted data to an alternate physical location. 3.4 Ownership of Data. All hosted data belongs to the customer. At the request of the customer Accela will provide a backup of all database information and files through a downloadable backup or DVD. Accela agrees to provide this service without charge at least once per year. 4. Payment Terms & Fees 4.1 Billing Procedures. SaaS Services of $1,640 per month billing will begin on 06/01/2015. Each subsequent payment will occur on the 1st or 151h of each month. Accela reserves the right to charge a 5% cost of living per year. Payment Terms are NET 30 Days. This agreement can be terminated at any time with 30 days prior written notice. Initial here 4.2 Travel Expenses. Should travel by Accela staff ever be agreed upon during the tenure of these terms, travel expenses will be billed at cost and invoiced separately. 4.3 Hardware. Accela does not warranty any hardware. Should Accela choose to furnish encoder hardware as part of our MediaTraq video streaming service at no additional cost, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost. S. Limitation of Liability. In no event will Accela be liable to you for any damages, claims or costs whatsoever or any consequential, indirect, incidental damages, or any lost profits or lost savings, even if an Accela representative has been advised of the possibility of such loss, damages, claims or costs or for any claim by any third party. The foregoing limitations and exclusions apply to the extent permitted by applicable law in your jurisdiction. Accela's aggregate liability shall be limited to the amount contracted for the software, if any. Final City Manager Approval Approver Name Date Approved City Administration Michael Codron May 19, 2015 Reviewer Routing List Reviewer Name Date Reviewed Finance & Information Technology mwP 5/18 City Attorney jcd 5/4 April 14, 2015 FROM: Anthony Mejia, City Clerk SUBJECT. Agenda Management Software RECOMMENDATION Approve, and authorize the City Manager to execute, an agreement with Accela Legislative Management for the month-to-month subscription of government meeting management software, including agenda and minute management and civic streaming, in an amount not -to -exceed $25,000 annually. DISCUSSION Background The current agenda process is a manual, time-consuming, and a mistake prone process. Moving forward with an agenda management software will improve the report routing workflow, improve track change and approval auditing, automate packet preparation, and provide multiple downloadable agenda packet options. This is an approved Capital Improvement Project, first identified in the 2011-13 Financial Plan and is included on the IT Strategic Plan. Pricing proposals and demonstrations were received from NovusAgenda, Granicus, and Accela. Evaluations of each product were conducted by the City Clerk's Office and demonstrations of NovusAgenda and Accela were presented to the City's Analyst Workgroup. Upon the recommendation of the Analyst Group, Accela was presented to the IT Technical Advisory Committee, IT Steering Committee, and Department Heads. Other California Cities such as Redding, Palo Alto, and Santa Monica have highly praised Accela's customer service and ease of use. If approved, project implementation would begin immediately with anticipated launch in mid- July or August 2015. This proposal includes two -days of onsite training (at a one-time cost of $3,000) for end-users and super users and unlimited off-site training as necessary. Purchase authority of $25,000 annually is requested to allow for flexibility of additional on-site training in the future. da Management Software CONCURRENCES Page 2 Analyst Workgroup, IT Technical Advisory Committee, IT Steering Committee, and Department Heads concur with this recommendation. FISCAL IMPACT Authorization is requested to enter into a month-to-month subscription service for government meeting management software in an amount not -to -exceed $25,000 annually. Billing will begin on June 1, 2015 at a cost of $1,640 per month, with a one-time cost of $3,000, and subject to a (up to) 5% annual increase. There is sufficient funding for start-up costs in the Electronic Agenda Management Capital Improvement Project Account 41225300-91237956-91237412. Furthermore, ongoing funding was appropriated in 2012-13 for Electronic Agenda Management via SOPC in the amount of $15,000 annually (20100-7227). This funding combined with other savings in the Clerk program areas will be sufficient to support ongoing subscriptions costs for Accela Agenda Management. ALTERNATIVES Option 1 - Approve the project; Option 2 — Deny the purchase; Option 3 — Evaluate other alternatives. ATTACHMENTS 1. IT Steering Committee Report 2. Accela - Terms, Conditions and Pricing 3. Granicus Proposal 4. NovusAgenda Proposal V F IT Steering Committee +` • �` Project Proposal Date: February 26, 2015 Requesting Department: Administration Department Head Approval: Michael Codron Prepared By: Anthony Mejia Note: This form is due to the Technical Advisory Committee by the first Wednesday of the month to meet the deadline for the ITSC meetinq on the fourth Wednesdav of the month. Project Description X New Project ❑ Maintenance/Replacement ❑ Other: ❑ Network Infrastructure ❑ Application ❑ Hardware Other: Agenda Management Software PAGE 1 Describe the project being proposed. If this is an enterprise solution (used by three or more departments), identify the other departments involved. Agenda Management Software: The City Clerk's Office is requesting the installation of government meeting management software, including agenda and minute management and civic streaming. 1) The Agenda and Minutes Management software will streamline the agenda ,workflow process as well as automate the agenda packet assembly, bookmarking, page numbering, and attachment labeling. 2) The minutes management software will allow the City Clerk to draft meeting minutes and add audio/video bookmarks linked to the html agenda for syching the meeting video to the agenda item. 3) Civic Stream provides live video streaming with on -demand viewing (like DVR). After the meeting, Civic Stream will upload the video to the servers for storage and on -demand playback. The bitrate streaming is adjustable to deliver the best picture quality for the connection, including iPads and smartphones. Need and Urgency i. What is driving this request? The current agenda process is a manual, time-consuming, and a mistake prone process. Moving forward with an agenda management software will improve the report routing workflow, improve track change and approval auditing, automate packet preparation, and provide multiple downloadable agenda packet options. z. What will happen if this project is not implemented? The agenda process will continue to be a manual and time-consuming process leaving more room for mistakes and errors necessitating the need for amended agendas and correction memos. 3. Who inside or outside your department does this project affect? City staff and the public 4. How does this project help achieve City goals? This project will streamline the agenda process, improve and organize access to Council and Advisory Body packets and video access. IT Strategic Plan 1. Is the project included in the IT Strategic Pian? Many projects already are, but you are still able to submit proposals or projects that are not. Yes z. What is the project's total weighted score? unknown 3. How does the project implement the IT Strategic Plan? Agenda Management is in the IT Project List and the project is ready for implementation. PAGE 2 IT Consultation i. Did you meet with iT staff before proposing this project to the Committee? Yes z. Does IT support this project? Yes 1 Does the project fit within existing infrastructure? Yes 4. Does the project meet current City technology standards ? Yes 5. ;Does IT have the resources to maintain the project at an appropriate level? Yes Now has the project has been vetted? Discuss IT's involvement with reviewing and approving all technology componer_ts of the project request. Verbal support of moving forward with Agenda Management was provided by IT staff. Project Timeline What are the key milestone dates for implementing the project (e.g. RFP approval, user testing, project launch) and when is it expected to be finished? Describe how this project fits into IT's available resource schedule. Note: Please consult with IT before creating your timeline. March — IT Steering Committee April — Demonstration for Department Heads May — Execute subscription service contract and begin 6-8 week profile building and testing. July — After budget approval, schedule staff training. Mid -July — Launch Fiscal Impact Project Funding How is the project funded? Be sure to include both initial and ongoing costs, any potential IT stafj`ing increases, and their funding sources, Identify any assumptions made about how new or ongoing costs will be funded. The cost for this module is funded through the Document Managemt CIP. The CIP Account has an available balance of $33,040.41 for implementation of an agenda management system with a recurring deposit of $14,200 annually, through fiscal year 2017-18. Cost Summary COST BY TYPE CURRENT PROPOSED Agenda and Minutes Edit -11,400 ($21,400.00) Civic Streaming Edit -8,280 ($8,280.00) Click to edit Edit Edit $ 0.00 Click to edit Edit Edit $ 0.00 Total $ O.00 ($19,680.00) $ 0.00 FUNDING BY SOURCE CURRENT PROP05ED CHANGE Document Management CIP — 91237 FY 14-15 33,040 -3,280 $29,760.00 Document Management CIP — 91237 FY 15-16 43,960 -19,680 $24,280.00 PAGE 3 Document Management CIP — 91237 FY 16-17 38,480 -19,680 $18,800.00 Document Management CIP — 91237 FY 17-18 Total Alternatives Discuss alternatives for achieving the project objectives. 33,000 -19,680 $13,320.00 $ 0.00 ($62,320.00) $ 0.00 Option 1 - Approve the project; Option 2 — Deny the project; Option 3 — Evaluate other alternatives. Attachments List any attachments identified in this proposal. Be sure to include a link. Quote from Accela Accela Legislat .=' Mana �men,t Government Meeting Management Software City of San Luis Obispo, CA Submitted By: Kevin Strauss Business Development Executive Accela 100 Comac Street Ronkonkoma, NY 11779 (631) 389-3691 4/14/2015 Accela Accela - Legislative Management - Terms, Conditions and Pricing for City of San Luis Obispo, CA IMPORTANT NOTICE TO USER: Accela, Inc. owns all intellectual property in the products Agendas & Minutes, Civic Streaming, Digital Boardroom and Boards & Commissions (formerly MinuteTraq, MediaTraq, E -Boardroom & BoardTraq) software "Software". You shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. This Agreement will be governed by the laws in force in the State of New York. 2. Software License. This software program and the accompanying files, software updates, lists and documentation are licensed, not sold, to you. You may install and Use a copy of the Software on your compatible computer for the purpose of connecting to the hosted service provided by Accela as long as you are a current subscriber and maintain your monthly or annual continued services for the applicable licenses. 3. Continued Services 3.1 Updates and Renewals, If the Software is an Update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by Accela. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Accela. 3,2 Service Level Agreement "SLA': Technical support is available twenty-four (24) hours per day, seven (7) days per week for the term of this Agreement. Accela policy requires a response from a support staff member within 60 minutes which will result (if necessary) in a formal submission of a case #. Client will be notified of estimated resolution schedule. 3.3 Hosting. Accela agrees to maintain customer data in a Tier -2 datacenter and is committed to providing 99.90/0 uptime and availability. Accela will perform nightly backups of your hosted data to an alternate physical location. 3.4 Ownership of Data. All hosted data belongs to the customer. At the request of the customer Accela will provide a backup of all database information and files through a downloadable backup or DVD. Accela agrees to provide this service without charge at least once per year. 4. Payment Terms & Fees 4.1 Billing Procedures. SaaS Services of $1,640 per month billing will begin on 06/01/2015. Each subsequent payment will occur on the 1st or 151h of each month. Accela reserves the right to charge a 5% cost of living per year. Payment Terms are NET 30 Days. This agreement can be terminated at any time with 30 days prior written notice, Initial here 4.2 Travel Expenses. Should travel by Accela staff ever be agreed upon during the tenure of these terms, travel expenses will be billed at cost and invoiced separately. 4.3 Hardware. Accela does not warranty any hardware. Should Accela choose to furnish encoder hardware as part of our MediaTraq video streaming service at no additional cost, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost. S. Limitation of Liability. In no event will Accela be liable to you for any damages, claims or costs whatsoever or any consequential, indirect, incidental damages, or any lost profits or lost savings, even if an Accela representative has been advised of the possibility of such loss, damages, claims or costs or for any claim by any third party. The foregoing limitations and exclusions apply to the extent permitted by applicable law in your jurisdiction. Accela's aggregate liability shall be limited to the amount contracted for the software, if any. 0 0 GRAN ICUS Public Meeting Transparency and Efficiency Proposal PRESENTED BY: Josh Hurni, Granicus PRESENTED TO: San Luis Obispo DELIVERED ON: March 19, 2015 EXPIRES ON: April 30, 2015 Dear Mr. Mejia, Through our experience working with over 1,200 government entities we have found that our most successful projects start with clear communication, a common understanding of the process and regular validation that we indeed understand each other and share the same path. As a result, the following few pages serve to confirm your initiative and goals, provide pricing, a description of our recommended solution, some of our key differentiators, as well as terms and conditions. Initiative Summary Currently the city of San Luis Obispo manually prepares and outsources the recording of public meetings. They are looking for a way to automate and streamline these processes with the following goals: Increase efficiency of agenda creation and distribution without significantly changing staff's current processes Automate webcasting of meetings and recording of minutes Decrease IT's workload We are confident that the solution described in this proposal will meet those objective and more. jurisdictions of all sizes chose Granicus as a partner to help them build trust with citizens, reduce staff hours and effort processing meetings, and engaging citizens in productive new ways. Our government only focus allows us to design products that help our clients take advantage of the digital age and not fall behind. I'm sure you will enjoy being part of the Granicus family. Most Sincerely, josh Hurni Sales Representative 415.967.5573 Granicus, Inc 'R:S - N � i ITEC i :5!iI I c I)0, Ata =r1fi N;--;SCQ C A 91410/ Managed Services Granicus provides a comprehensive Managed Services package with every solution to ensure long-lasting success with our technologies while maximizing your solution's performance. Our fully managed and hosted infrastructure offers unlimited bandwidth, storage and the highest security standards of your data through a cloud -based platform. Our remote, proactive systems monitoring guarantees faster response time, predicts problems before they arise, and helps reduce the cost of IT support and maintenance. The Granicus team works around-the-clock to ensure your applications are protected and operating smoothly. You also receive continual access to advanced learning tools and the hands-on support, knowledge, and expertise of our skilled Support Engineers and Customer Advocacy professionals. WWW u- lANIC US,CONI > 600 H/1PPI'SiON .; [P�r, f SUI I F 120, SAN , RANCISCC. CA 94107 Pricing Breakdown for your Solution Granicus Encoding Appliance Hardware - Government Transparency Suite Shipping - Large Item 1 $2,500.00 $2,500.00 i $125.00 $125.00 Total Hardware Upfront: $2,625.00 Open Platform Government Transparency Suite Meeting Efficiency Suite Legislative Management Suite Granicus Encoding Appliance Software - Government Transparency Suite 1 $0.00 $0.00 $300.00 $300.00 1 $200.00 $200.00 $400.00 $400.00 $100.00 $100.00 Total Software Monthly Cost: $1,000.00 Legislative Management Suite - 1 $1,400.00 $1,400.00 Administrator Training Package Server Configuration - Meeting Efficiency $1,650.00 $1,650.00 Suite Total Training Upfront: $13,025.00 COA . 600 �-AtE�I ..1-U` -iIR"t•'. . 1-:U!1! 1'7U_ SAN ^d.nNL- iS(-O ,A Y,110/ Training and Workflow Analysis - Meeting 1 $1,700.00 $1,700.00 Efficiency Suite ATS Package - Legislative Management Suite 12 $212.50 $2,550.00 ATS Package - Legislative Management Suite 4 $212.50 $850.00 Workflow Configuration - Legislative 1 $1,900.00 $1,900.00 Management Suite Onsite Training Day - Legislative 1 $2,100.00 $2,100.00 Management Suite Encoding Appliance Hardware Configuration - Government 1 $875.00 $875.00 Transparency Suite Total Training Upfront: $13,025.00 Total Upfront Cost: $15,650.00 Total Monthly Cost: $1,000.00 bONW i;'?AP,if��US,C( fii 60(; HARWSON S fR=�- I SUI I -P 170. SAIN PANC-6(-O. CA 9410 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 ability to upload and publish content including videos and documents. Click here h ://www. n' - EI tform.asPx) for more information on the Granicus Open Platform. • Unlimited content storage and distribution Open architecture and SDK • Archived video editing and indexing • Citizen web portal • Live and on -demand streaming to mobile devices • Create a paperless agenda environment with iLegislate® for the iPad 'MrU`v4" 6100 F -APP SON `i Pi- E I ` Ui if-, 1, <O, SAN 'RA N"IS':0. (A 94101 Government Transparency Suite The Government Transparency Suite gives your citizens greater access to public meetings and records online. Take the next step towards transparency and stream meetings and events live, link related documents to your video, and provide advanced searching of archives. The Government Transparency Suite gives you unlimited cloud bandwidth and storage as well as local live and on -demand streaming for up to 50 concurrent viewers. This Suite also allows you to connect agenda data to the iPad to review agendas and supporting documents, take notes, and more through the iLegislate® application. Click here for more information on the Government Transparency Suite. Give citizens convenient access to live and archived streaming through your website ■ Reduce public inquiries with searchable, self-service access online • Import agendas and index video live to 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 w'WW G RA^. K 'J: ,LGtrl 'iU HA.-'< SON S I Wce , 1. SOI I 120. SAN :3AB:; ISi. O. CA 94107 Meeting Efficiency Suite 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, agenda items, speakers, motions, votes, and notes through a simple interface. After the meeting, finalize minutes quickly and easily in Microsoft WorcIT"!. Integrate VoteCast with iLegislateO to enable real-time meeting voting on the iPad. With Vote Log, allow the public to track legislation, ordinances, and even voting member records through your website. This Suite also allows you to seamlessly integrate with agenda solutions already in place. Click here for more information on the Meeting Efficiency Suite. • Meeting preparation tools cmaproet - Live minutes automation • Quick notes and text expansion • Minutes editing and publishing • Generate linked minutes • Real-time meeting voting on the iPad �`.) �`�eh.i _ a ! �, `->�11 (I llci, .�,� f�i{. !Si_ j. ...N 94"01' Legislative Management Suite The Legislative Management Suite offers a complete and automated agenda workflow solution. Create agenda items and assign them to the appropriate agenda, making agenda creation seamless. Item approvals are done automatically - approvers are notified when it's their turn to review. Seamlessly connect agenda data to an Wad or Android tablet device to review agendas and support documents, take notes and more through the iLegislate application. Capture all meeting actions after the meeting into the public record. Plus, you can organize and store electronic documents of any file format in one repository. All documents are automatically tagged and indexed, making search and retrieval easy. This Suite also allows you to track legislation from inception through approvals and actions taken. Click here for more information on the Legislative Management Suite. • Agenda item drafting • Electronic approval process 00 • Agenda packet generation and publication Auto-rwn (e .� • Organize, store and retrieve documents J 7 • Continuous legislative workflow wbmitAp"&& Rml A[tima �teiAS Enec[ment • Track and search legislative data APO TM& Lmpst d— PubUsh to web HkUn y WWW G AN[CWS,COM • 600 HARRi3!JN S I RFIiT SU1 i F 170. SAN cRAiNl-iSCO, Cil 9410/ Granicus Differentiators • Leader in mobile agenda apps: including iPad, Android and a soon to be released Windows 8 product • Native mobile streaming that works on all devices • World's most experienced provider of government transparency, citizen participation, meeting efficiency, and legislative management solutions with: • Over 1,100 clients in all 50 states, at every level of government • Over 31 million government webcasts viewed • More than 265,350 government meetings online • First fully integrated legislative workflow management system for local government Open API architecture and SDK allow for seamless integrations with systems already in place • Only government webcasting service to provide encoding, minutes annotation, transcription, and closed captioning services • Truly unlimited storage and distribution for all meeting bodies and non -meeting content • Indefinite retention schedules for all archived meeting and non -meeting content • Only provider of both government webcasting and citizen engagement services • 24/7/365 customer service and support • 97% customer satisfaction rating, 98% client retention rating • One of the 100 companies that matter most in online video by Streaming Media magazine • Ranked 185 on Deloitte 500 fastest growing companies • Ranked 419 on Inc 500 fastest growing companies • Client Success stories are available here: http://www.granicus.com/customers/case-studies/ ,I1+!`1'VU jar\i!I'�!,I.i.CC'�s�,f 0J0 � I - 51)N S!RFf I 5illi. 120. PIAN ^<+i+aCISCU. CSA (010, Proposal Terms and Conditions • Sales tax may apply depending on your organization's tax status and the tax laws unique to your state, county and/or municipality • Client will be billed quarterly January 1, April 1, July 1, and October 1. Client agrees to pay all invoices from Granicus within thirty (30) days of receipt of invoice. WWW GR/\�IICUS.CC'1M . 600 !AARP SON :SERF -1-1 SUI IF 1�0, SAN FPANCl5CO. CA 9d1U/ SImain g g, Inc AUr p r- las.5 %_aser.ciche Corporate Offices 877-790-1600 www,ecsimaging.com sales@ecsimaging.com Southern California 5905 Brockton Ave, Suite C Riverside, CA 92506 Ph. (951) 787-8768 Fax (951) 787-0831 Northern California 4080 Pike Lane, Suite A Concord, CA 94520 Ph. 925-849-3759 Fax 925-849-3762 City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 ATTN: Anthony J. Mejia — City Clerk Dear Anthony, The purpose of this proposal is to provide detailed information regarding a cost effective Agenda Management solution that will provide additional functionality such as In Meeting Tools, Electronic Voting, Request to Speak, and Video Streaming Services. Due to its ease of use, affordability, and the additional functionality, we believe NovusAGENDA is a perfect fit for The City of San Luis Obispo's Agenda and Meeting Management needs. One of the major advantages to NovusAGENDA is that the entire application is web -based and easily configurable to meet the City's needs, this relieves the IT Department from having to install and maintain the application on multiple desktop computers. You can access NovusAGENDA from anywhere you have internet access. Another powerful advantage of NovusAGENDA is the reporting capabilities. High level managers and board members can quickly and easily view detailed information regarding organization goals and long- term objectives. This is available in the NovusAGENDA reporting module. As your Laserfiche Document Management provider, we understand the importance of delivering cost effective solutions for cities like San Luis Obispo. The NovusAGENDA web -based application improves efficiency, lowers the cost of doing business while providing secure access to all of your organization's Agenda information. We look forward to further assisting the City of San Luis Obispo in a responsible and responsive manner. Thank you. Sincerely, F� ,,J,- Pete Herschelman Vice President, Northern CA Sales (925) 849-3759 pete,@)ecsmaging.com ECS Imaging, Inc. 21 Page Table of Contents ExecutiveSummary .......................................................................................................................................4 NovusAGENDA.............................................................................................................................................. 7 Stage1....................................................................................................................................................... 7 AgendaItem Creation............................................................................................................................... 7 MeetingPreparation............................................................................................................................. 9 Accessto the Agenda..............................................................................................................................10 PublicAccess...........................................................................................................................................10 PublicSearching.............::....:.......;:...................................................................................................11 YourStaff.................................................................................................................................................11 NovusMEETING...........................................................................................................................................12 Stage2...................................................................................................................................................12 Stage3.....................................................................................................................................................12 NovusAGENDAFeature List....................................................................................................................13 NovusBOARDVIEW Feature List...................:..........................................................................................14 NovusMEETINGFeature List..........................:.:.:..:.................................................................................14 BoardManagement....................................................................................................................................15 ElectronicVoting.........................................................................................................................................15 Reporting..............................................................................................................................................16 MobileDevices............................................................................................................................................17 LaserficheIntegration................................................................................................................................. 17 VideoStreaming.........................................................................................................................................17 Support....................................................................................................................................................17 Maintenance and Support Overview..........................................................................................................18 NovusAGENDA Software Pricing...............................,........................................ ...................... ...............18 NovusAGENDA Training Pricing.......................................................................................... ..............19 Optional Training Services..................................................................................................................19 InstallationOptions.................................................................................................................................20 Installation Option 1- NovusAGENDA Software as a Service..................................................................20 Installation Option 2- NovusAGENDA Self-Hosted................................................................................. 20 Optional Video Streaming Services Considerations................................................................................ 20 31 Page Executive Summary Government organizations today are being forced to do more with less in regard to their public meeting documents. States are enforcing Open Meeting Laws to accommodate the changing technical environment of your area. Your public demands information and transparency relevant to their family and business. Your board demands meeting materials be up to date and easy to research previously discussed issues in order to be better prepared for your upcoming public meetings. How can government organizations meet all of these demands with the limited funding you have available? We recommend that integrated meeting and agenda management software be implemented across your organization! NovusAGENDA is an electronic solution designed to create, approve and track items for upcoming and past board meetings. Whether your organization is adding an agenda item, like the approval for a new employee benefit offering or the construction of a baseball field, NovusAGENDA will provide the controlled, well -organized systematic solution to truly make your organization paperless. With the NovusAGENDA foundation in place internally, your board members and public can now access the information they need on demand at any time from any device! NovusAGENDA will reduce your internal staff labor of processing individual items and back up material by over 50% while eliminating all paper and copy costs your organization currently has budgeted for this part of your business. The savings does not stop there! If board members wish to go electronic, distribution and printing costs will also be eliminated as well as a reduction in research time bringing the full power of electronic data access to the fingertips of each board member. Tools for the board member include: Logging in through a secure username and password on any device (i.e., iPad, etc.)! • Viewing agendas and all materials well before the meeting Viewing specific items along with support material including Closed Session items Making secure personal private comments on any item for their own purposes e Researching past Agenda, Minutes and Personal Private Comments. a Real time analytics on spending patterns and goal tracking The savings continue during your meeting as NovusAGENDA has all the tools to automate the creation of your minutes, track and record voting, motions, and much more, such as video streaming indexed for you and your public. NovusAGENDA's unique reporting module empowers your administrators with the data from your meetings to make data -driven decisions for the organization and track your progress along the way. Novusolutions award winning staff brings over 13 years of experience working with hundreds of government NovusAGENDA clients across the country. Our support team will be an extension to your organization to offload all software management, training, and support, so you can focus on providing the public and board the transparency they demand. NovusAGENDA is the one comprehensive solution to make paperless meetings easy! 41 Page NovusAGENDA is an electronic solution designed to create, approve and track items for upcoming and past Board meetings. The entire process creates an automated Paperless Agenda Solution. Adding an Agenda item, like the approval for a new employee benefit offering or the purchase of a vehicle, can now be controlled in a well -organized systematic solution. Various workflow options allow you to control the review and approval process for each item with a complete history for tracking purposes. NovusBOARDVIEW offer board members electronic access to agenda, draft and final minutes and full research capability. Members can easily view upcoming agenda and make private comments as part of their meeting preparation. These meeting comments can be used during the meeting to remind the member of comments they want to make or present. Viewing draft minutes prior to the next meeting is easy using NovusBOARDVIEW and comments can be made on draft minutes as well if there is discussion required prior to approval of minutes. The online research option offers members the opportunity to quickly research past items with a few mouse clicks. This feature reduces the strain on staff who often receive calls from members for research. NovusMEETING is a fully integrated meeting management solution. Once your agenda is prepared in NovusAGENDA it is sent to NovusMEETING. NovusMEETING allows you to record motions, votes and minutes in an easy to use interface. The entire package is web based and easily configured to meet the exact needs of your organization. Novusolutions can use your existing agenda and minute format to create your web based publications. Deployment is automated with support provided by Novusolutions. The software will work with your existing IT infrastructure and e-mail system. The NovusAGENDA will tie directly into your network infrastructure (Active Directory), and can be easily integrated with your Laserfiche Document Management System. Finally, the ability to customize NovusAGENDA to meet your layout and workflow needs means your deployment risks are minimized. The key to any successful technology rollout is to minimize change within your organization. By making NovusAGENDA flex to meet your needs you will see rapid user adoption and very little pushback. Another powerful feature of NovusAGENDA is our reporting capability. Senior managers and board members can view advanced reports that transform your agenda process into a data repository loaded with useful information. Improve staff efficiency, track board goals and much more. All this is available in the NovusAGENDA reporting module. NovusBOARDMANAGER is a board and committee management tool that allows for creating committees and boards, adding members and including biographies and committee missions. All this information is available to the public on your public web portal. NovusAGENDA Voting Module is an optional module that enables the board members to cast votes electronically using a tablet device such as an iPad or other tablet. This module supports a voting capability in addition to request to speak functions that will track speakers in the order they made the request. 51 Page What makes NovusAGENDA Unique? • NovusAGENDA is a 100% Web based solution with no client side software required other than a browser • NovusAGENDA supports browser detection technology to enable delivery of content to the public in various formats designed for the device they are using iPhones, Tablets, PCs or other devices can all access information quickly, without downloading large PDF's and view that information in a format designed for their device. • NovusAGENDA does not require Microsoft Word or Word plug ins to function • NovusAGENDA is a database driven application. The information we collect on items are not in Word format but collected via web forms which populate a database. This enhances your reporting options. Details on items such as "show me all items in the consent section that had budget impacts over $600 in the last 6 months" can be retrieved quickly via our reporting capability. If you collect information in Word format you lose the ability to report on details contained within and item. NovusAGENDA is the only solution in the market with this capability. • NovusAGENDA uses smart templates to gather item information. This means our web forms can use data validation to insure accurate information is being input on items. In addition we can track items as they relate to organization goals and long term objectives and return that information quickly through reporting. • NovusAGENDA board portal enables board members to quickly prepare for meeting in a paperless system without forcing them to scroll through huge PDF files. It also allows board members to quickly search past items for research purposes. This module is iPad and tablet compliant. NovusAGENDA publishes agenda and minutes in two formats, HTML and PDF. The HTML version is a much faster and with a friendly method to serve your packets to the public. Large PDF files can take a long time to load and will frustrate the public consumer NovusAGENDA HTML loads fast and offers full access to the entire packet, including attachments. • NovusAGENDA is data base driven. This means your agenda and minutes can be served up to the consumer in a format suitable for the device they are using. Have you ever tried to read a large PDF on a smart phone? It just does not work. Because we are database driven we can detect the device being used to query the database and then serve the information in a format suitable for that device. PDF only is a one size fits all approach that will not compete in the technology market we have today. NovusAGENDA offers more than just a large PDF file. It offers information in a format that makes sense to the device being used in layout that is easy to read. Stage 1 The Legislative/Policy process contains three primary stages. The first stage is the Agenda item creation process. In this stage items are created by staff and move through a review and approval workflow. The workflow process can be complex or simple depending on your organizational needs. Once items have completed their workflow the Agenda Administrator or Board Clerk prepares and finalizes the agenda layout, order and content. At this point the Agenda is ready for distribution. Distribution includes automated publication to the web for public consumption as well as electronic distribution to your board members. Board members have various options as to how they would like to receive their packets including paper packets for the "old fashion" person and NovusBOARDVIEW which enables full searching of current and past meetings for all board members. The entire stage 1 process is handled by NovusAGENDA. 61 Page Stage 2 In stage 2 we begin to deal with actual meeting. Motions are made and recorded along with votes on each motion. Written minutes are captured during or after the meeting. Stage 3 In Stage 3 we deal with what happens after the meeting. Draft minutes can be published immediately after the meeting, giving the public immediate access to meeting results via your web site. Final minutes are published to the web site after they have been reviewed and accepted at subsequent board meetings. NovusAGENDA Stage 1 Agenda Item Creation Users log in through a secure username and password interface. Once logged in they can create items for an upcoming meeting. Item Saved Item Title Title Agenda Type Ra -"Ac" "n' !,>>$•,3re Raguiar Agenda Agenda Category Create Date Recon_-._ xz Basrc tOft M08 -Z:03 MJ rten©etaL= Meting Ata&ments Comments Disee Routing Outside Routing Hstory Agandd Item rv- include Cover Sheet r Time Sensitive: F�D :I J F-3- Item Changed: J Brief Description: NovvsAGEN13A is an electronic solation designed to create; approve and track items for upcoming and past Board meetings_ The entire process creates an automated Paperless Agenda 5ohition. Adding an Agenda item, [ke the approval for a new employee benefit offering or the construction of a baseball field can now be controlled in a well -organized systematic solution. Novusolutions will configure the item creation screen to match your layout requirements Supporting material is added as attachments. Users can add as many attachments as needed. NovusAGENDA converts attachments to PDF format for consistent presentation on the web. 71 Page Screenshot after upload Users assign an item to an upcoming meeting. This is only a request because the board clerk can move items to other meetings during final agenda preparation. Item Title Title Agenda Type fa, te '.'Cn5'se pisc-'.,l't Regular Agenda Agenda Category Create Date E IO/MOOS 2:03 PAI Item Derails Mee -WV Atte 11"r..ts Continents Ins,,de Roubg Outside Routing 4story Meeting Type Peguw :ivr.: E Meetings "ithin f 77-1 5.7 1uOr2'X)8'qGOAil Byron Gffin Chambers I Rd 4 X Chambers Finally the item is submitted to an approval workflow appropriate for that item. 81 Page Item Title Title Agenda Type of 30,1, Regular Agenda Agenda Category Create Date 1 AJ16M06 2:03PM item Details Meeting AMxkvneits Comments Dnside Roubrg Outside Rooting History ;.t. -'esc, Nice coc-doc 'aswuho. 1016J20,18 Letter -% 2:05 01?Resoiulmn ' File 5ticressfully uploaded, Description Public W File Type I Resolution Letter 3� Screenshot after upload Users assign an item to an upcoming meeting. This is only a request because the board clerk can move items to other meetings during final agenda preparation. Item Title Title Agenda Type fa, te '.'Cn5'se pisc-'.,l't Regular Agenda Agenda Category Create Date E IO/MOOS 2:03 PAI Item Derails Mee -WV Atte 11"r..ts Continents Ins,,de Roubg Outside Routing 4story Meeting Type Peguw :ivr.: E Meetings "ithin f 77-1 5.7 1uOr2'X)8'qGOAil Byron Gffin Chambers I Rd 4 X Chambers Finally the item is submitted to an approval workflow appropriate for that item. 81 Page � 4 Title Agenda Type r,eaoM:ua far hep":coas=arsaftnaars Regular Agenda Agenda Category Create Date IE 10/162000 2:03 PIA -- --- item Details Meeting Attachments comnw-L, inside Routing Outside Pouting History I Business Item Creation Step I Business Approver Business CreaOr Review Viewer Approvers are notified via e-mail when they have items to approve and they log in and either approve or disapprove items. The workflow engine will return items to the creator if it is disapproved. Item Title Title Agenda Type 'ReS06:- 'al ine Of So-, r - Regular Agenda Agenda Category Create Date 10!162006 2:03 PH F-7. 117 `a -he Be 3'.0 Item Details hlwwq Attachmeng Comments inside Routing Outside Routing 1Wtory :F�'n.8 r AL3"arty''-3 SLAtus: Opett Step 'r0up User Answer 0 t Business Approver Pending 01 Business Creator Viewer Meeting Preparation Date Received Date Answered 10! 182008 2:08 s2 Prd .�• I N 2008 2-08.12 Plc • I Oi 102008 2:08 Pl l The Board Clerk begins to prepare for a meeting by viewing the items assigned to a certain meeting. Items can be moved to other meetings if needed with a mouse click. 91 Page Meeting Action: Pv19ke Private �+ Display Order: Move To: ^� +r �. For Rems Under An Agenda category: unassigned G= r t I?6;,'2'007 7 00 00 PPA Meeting Finally the clerk can publish the final agenda to the web with ease. Meeting Action: I Make Private' Display Order. v!elw A II Reins v Move To: '"O� Pr .:.itw For Items Under An Agenda category Access to the Agenda Agenda information is presented on web sites using templates designed for each client. Many clients set up different templates for different audiences. For example, NovusBCARDVIEW may have a template that displays "Executive Session" details while the public view may only list "Executive Session" without details. Because NovusAGENDA leverages templates for each view, the content of each view can be controlled. Intranet views for staff can vary from public views and staff views can be set behind secure log -ins to control access if desired. There is no practical limit to the number of different views NovusAGENDA can support. Public Access The public can access published agenda along with supporting material via the web site. All supporting documents are offered in PDF format. NovusAGENDA automatically converts all supporting documents to PDF. NovusAGENDA supports browser detection of public access devices. This allows us to configure the agenda presentation in formats compatible with the device being used to view it. Whether it is an iPad, Smart phone, tablet or some other new device NovusAGENDA can deliver information to the public in a format designed for their device. The same person may access your agenda one day using an iPhone and the next day using a PC. Each experience will deliver information formatted to their device. 101 Page Status Key: 0003F,(1 % 4�%�EJNf;tECi Ell Ej Proclawatinns :)nd PreSentatluns Q `les Finally the clerk can publish the final agenda to the web with ease. Meeting Action: I Make Private' Display Order. v!elw A II Reins v Move To: '"O� Pr .:.itw For Items Under An Agenda category Access to the Agenda Agenda information is presented on web sites using templates designed for each client. Many clients set up different templates for different audiences. For example, NovusBCARDVIEW may have a template that displays "Executive Session" details while the public view may only list "Executive Session" without details. Because NovusAGENDA leverages templates for each view, the content of each view can be controlled. Intranet views for staff can vary from public views and staff views can be set behind secure log -ins to control access if desired. There is no practical limit to the number of different views NovusAGENDA can support. Public Access The public can access published agenda along with supporting material via the web site. All supporting documents are offered in PDF format. NovusAGENDA automatically converts all supporting documents to PDF. NovusAGENDA supports browser detection of public access devices. This allows us to configure the agenda presentation in formats compatible with the device being used to view it. Whether it is an iPad, Smart phone, tablet or some other new device NovusAGENDA can deliver information to the public in a format designed for their device. The same person may access your agenda one day using an iPhone and the next day using a PC. Each experience will deliver information formatted to their device. 101 Page Status Key: 0003F,(1 % 4�%�EJNf;tECi `e6 Proclawatinns :)nd PreSentatluns Q `les Consent ADenda Q YES Prociamations and Preise.ntatlons Q Yea Reports, rttorrlev Q _ ProNarrratif andPtesertatirns CA Finally the clerk can publish the final agenda to the web with ease. Meeting Action: I Make Private' Display Order. v!elw A II Reins v Move To: '"O� Pr .:.itw For Items Under An Agenda category Access to the Agenda Agenda information is presented on web sites using templates designed for each client. Many clients set up different templates for different audiences. For example, NovusBCARDVIEW may have a template that displays "Executive Session" details while the public view may only list "Executive Session" without details. Because NovusAGENDA leverages templates for each view, the content of each view can be controlled. Intranet views for staff can vary from public views and staff views can be set behind secure log -ins to control access if desired. There is no practical limit to the number of different views NovusAGENDA can support. Public Access The public can access published agenda along with supporting material via the web site. All supporting documents are offered in PDF format. NovusAGENDA automatically converts all supporting documents to PDF. NovusAGENDA supports browser detection of public access devices. This allows us to configure the agenda presentation in formats compatible with the device being used to view it. Whether it is an iPad, Smart phone, tablet or some other new device NovusAGENDA can deliver information to the public in a format designed for their device. The same person may access your agenda one day using an iPhone and the next day using a PC. Each experience will deliver information formatted to their device. 101 Page If all you present is a PDF this is not possible. Only NovusAGENDA offers this type of flexibility. The public can view the agenda in two format options. One is HTML format which offers the public fast access to the agenda and all attachments. The other format is a single PDF file. The PDF is useful for members of the public who wish to print the entire board packet on their own. Full PDF files tend to open slowly. This is why we offer the HTML version in addition to PDF; the public viewer has a choice of format. Pudic Searching NovusAGENDA public search can be tailored to your specifications. We can limit searching for public users to just the item titles or expand it to include some or all of your item data fields. We can also setup searching for attachments if you prefer that to be included. Public searching can be as expansive as you want or rather limited. Why would we want limited search fields? Public access to a wide array of data can often leave users confused and frustrated. Getting hundreds of search results for a simple search like "Water Policy" may not necessarily serve the public well. We can work with you to define and establish the best search options for your constituency. Your Staff Your departmental staff can access details of each item through their secure log in. Once logged in they only have access to the items they are authorized to view. In addition, we offer staff an Intranet web page they can navigate to enabling them read only access to the full agenda while it is a "work in progress" prior to publication to the public web site. This feature provides useful and real time information to staff as they monitor progress of their items as well as the entire agenda packet. This feature is a base function of NovusAGENDA and can be turned off by clients who choose not to offer it. Certain users, like board clerk, will have unlimited access to all items. 111 Page NovusMEETING Stage 2 Once the Agenda is prepared and distributed to the proper parties, it is time for a meeting. MINUTES IryyyApr PREVIEW .;nfiaase ALr Emar� MOTIONS ITEMS CIO a dotes B-F-pkI.0 14 WIIW) "' Defaidt Admin CALL TO GIRDER AOTION TFILE: T J.7ne Doe - ROLLCALLd nIOM3 Appr+atr this item 3 Haxhal Holland PLEDGE OF ALLCGNNCE MOTlolh 4 J01 L11 �11011 L IHTITODUI:NTNe 5 jayw'kcliin �► Proclamations And PresaMatlons: a;iprrrrn v REPro�RTS ';Ek:rjmD6b' . 0e.Cltp Coromisslorl Doe Jane Holland Heather D City Attorney 7 DF4 City Manager ® ii -A CITY MANAGER ITEM MOTM RESMTR: Wpprws 08 ROM Morro tasty Mallon QAC ' 6 PUBl1C PARHCPATION 4dP+IIdICP.Hekpnitvn � ' AW"jocatImir of Tw ALLouiTiRJ*Swums To 1 ❑Anty acdon to all Items In catagory 6 &DNW AOET®A 4,MWIB11 to adept TM/111'M N- GULAR AOM OA B it $ := t= .l ti B,' ITEM TITLE V -- ®tlecrsdon ntmdur D 00 Motions and votes are captured in NovusMEETING Motions for each item are recorded by the meeting clerk. Votes are recorded for each motion. Votes, motions and discussion can all be displayed on minutes via the Internet. Once the meeting is over, NovusMEETING publishes draft minutes to your web site. Final minutes can be published later after the board has approved them. Meeting Search Tvpe Ot Meeting Regular Meeting Meetings within Last Week v Containing text Step Plan OR Search for meetings between these dates Start Date 2/19/2005 0 Containing text Step Plan Optional Enct Date ,2/19/20.05 O .Dptlonal r� Schedided Meetings Do" lk! orMMHng Aoanda hwustes ar44005 Rep>iCr mmm r, _n " t 1&A. Sample meeting search results with minutes 121 Page NovusAGENDA Feature List 100% Browser Based Software — NovusAGENDA is truly web based. We do not reply upon client side applets to be installed on local hardware for our software to function. This is a critical issue in long term support costs. Our browser based system can be accessed from any computer anywhere, anytime without any client side install required. Create Agenda Items- Authorized users can create items for your upcoming meetings. Add Attachments — Users can add multiple attachments to any item. Workflow — Users can "send" items for approval to users who are part of the review and approval process for that item. Public Agenda — An agenda is published to your web site. Your logo and colors can be added the agenda layout so it matches your look and feel. Clerk Meeting Manager — The board clerk can manage meetings dates and types in an easy to use interface. NovusBOARDVIEW — Each Board member has an individual secure log -in allowing them to view upcoming Agenda and past Minutes. In addition, members can make private comments on items for their own reference. Members can also search for past items on agenda and minutes when conducting research. Custom Item Categories — Clients can define the categories for items being created. Independent User Management — You can manage your users within NovusAGENDA without interaction with active directory or other services. The alternative is the optional Active Directory authentication Module. Internal Item Search — Internal users can search for items in the database for research purposes. Convert Attachments to PDF —Automatically convert all attachments to PDF for presentation to the public. NovusAGENDA uses a conversion tool that will convert most attachments to PDF on upload. The tool takes advantage of a print driver to handle the conversion. This feature does require a single copy of the client application the file was created in on the server. For example, in order to convert Office documents you must add a single license of Microsoft Office to the server. CAD drawings or other applications require a "viewer" application on the server for print capability. One Click Printing of Agenda — Users can print an entire AGENDA packet with one click from one single PDF file. The Agenda along with all the attachments are "stitched" into one single PDF file. Internal departmental access to agendas — NovusAGENDA can be configured to allow internal users access to your agendas at specific points. For example, you may choose to have departments view agendas that are still in draft mode. This will allow staff to see what's coming up knowing it is not finalized. You may prefer to restrict staff to viewing agendas that are finalized. Finally you may want to offer both options. NovusAGENDA is easily configured to support all options at no additional cost. 131 Page Multiple Meeting Types — Clients have the ability to manage an unlimited number of meeting types. Commission or board meetings, Committee meetings and more can all be managed at no additional cost. The license is an unlimited use license. Custom Item Details Page —The item details page used to create an Agenda item is customized for each client. Clients may have more than one layout for Agenda item details if they vary by item type. The cost of developing the details page itself is covered in the services area of deployment, but the ability to use custom details pages is included in this version. Customized Agenda Layout — Certain customers prefer to have complete control over the final layout of their agenda including font size, style and layout. Workflow Support Utility — This utility allows your administrators to create and deploy pre -configured workflows. The workflow engine can support unique workflows for each department as well as multiple organizational workflows. Users simply submit an item to a pre -configured workflow and all the steps in the preset workflow will be added to that item. Term Tracking — track various boards and commissions as well as board members. Public display of this information supports access to board composition, board details or objectives, member contact and biography, term start and end dates. Optional Feature: Active Directory Authentication — Users are authenticated against your Active Directory. NovusBOARDVIEW Feature List Board Member Log in — Members log in through a secure username and password. View Agenda/Minutes Packets— Members can view agenda and minutes along with all the supporting material in an easy navigate HTML file or complete PDF. The member can choose their preferred packet viewing method. Preparatory Comments — Members can make private and secure preparatory comments on agenda or draft minutes which can be accessed during the meeting to guide them. Members can access comments during the meeting electronically or on printed paper if they prefer that method. Research — Members can easily research past meetings and their own personal comments in an easy to use search interface. This reduces their dependence on other staff for research. Electronic Voting — members can vote electronically using a tablet or laptop device. This feature also includes request to speak functionality. NovusMEETINO Feature List Create Minutes Module — Clerk can record meeting minutes during the meeting or after. Record Motions — Motions for each item are recorded and they can be edited after the meeting if needed. 141 Page Record Votes — Board members vote and clerk records their votes for each motion. Votes can be edited later by board clerk if required. Standard or Customized Minutes Draft and Final— A web page is created to display your meeting minutes to the public. There is one layout for draft minutes which provides summary information without commentary or votes as well final minutes which display votes and commentary. Public Search Page- Public can search for meeting and view the minutes both draft and final. Add attachments to items — You may have items submitted for discussion or review during the meeting. Those items can be scanned or taken in electronic format and added to the item in question as part of minutes. The new attachment will then display for public consumption on your minutes page. Convert Attachments to PDF —Automatically convert all attachments to PDF for presentation to the public. NovusMEETING uses a conversion tool that will convert most attachments to PDF on upload. The tool takes advantage of a print driver to handle the conversion. This feature does require a single copy of the client application the file was created in on the server. For example, in order to convert office documents you must add a single license of Microsoft Office to the server. One Click Printing of Minutes — Users can print the entire minutes packet with one click. Board Management NovusAGENDA ships with a full board and committee management function. This allows you to manage active boards and committees as well as their active and past members. Public can see your active board, understand who is one each board and see the term each member has. They can even see appointments made by each member. This feature really brings a new level of transparency to Government. • Create and manage as many boards and committees as needed • Add and inactivate members of each committee • Link members to who they were appointed by if they are appointed and not elected. • Post a description of each board and their mission for public view • Post Biographies for each member and post to the public Electronic Voting This optional module is available to enable board members to cast votes electronically. Members simply click on the vote on their electronic device such as a laptop or tablet device. Votes are recorded automatically then an optional public display will show the votes to the attending public immediately upon confirmation of votes. The voting module also includes an optional Request to Speak feature which can be enabled at any time for any item or can be used for the entire meeting. Board Members click on request to speak. This action queues up speakers in the order they have requested to speak. The meeting moderator then calls on the speakers in the proper order. 15 1 Page The voting module is 100% web based, it is not an "app". This means you are not bound by any hardware choices. One member may use on iPad another o Ioptata, another_Q druid device etc. Reporting NovusAGENDA supports full reporting capabilities. Reports can be customized to customer standards or created by the customer at any time. The NovusAGENDA database is an open scheme allowing the creation of additional reports with no restrictions. NovusAGENDA ships with many standard reports. You can add to these reports by creating custom reports that meet the needs of your organization. This flexibility enables unprecedented visibility into your legislative process. This visibility can be used to improve and expand your legislative process. Management can view any combination of data to help manage, oversee and track actions as they relate to your processes. • Track your organization's goals—organizations set goals and then communicate these goals to their citizens. Over time, the tracking of these goals can be time consuming and inaccurate. NovusAGENDA tracks and reports the goal setting process. With a few simple clicks, management can track how each legislative item supports the goals. This tracking provides documented support that can be communicated to citizens. • Track council member votes—reports can be generated to detail voting results on all legislative items. These reports are valuable to better understand how the legislative bodies are supporting the organization's goals. ■ Non -budgeted items—agenda items that are not budgeted can be easily tracked to better control the spending process. Reports can be generated that show all un -budgeted agenda items, the dollar amount, and whether or not the item passed. This insight is very important to help understand and control budgets. • Departmental efficiency—the legislative process is time consuming and costly. NovusAGENDA provides detailed reports on the item approval process. This detail enables management to identify bottlenecks and inefficiencies in the process. By tracking the amount of time an item takes to be approved (TTA) and item accuracy, management can identify and correct efficiency robbing process and departments. Consider this, your governing body deals with the heartbeat of your organization. Every item, action and vote is valuable information to the enterprise. Collecting and managing this information in a database enables you to leverage the data to make your processes better. Better processes translate to lower costs, increased accuracy, and more transparency. How does NovusAGENDA do all of this? The answer is two -fold. 1) Smart Templates—fully customizable item templates in NovusAGENDA insure that your data is collected consistently and accurately. Because Smart Templates can be configured to practically any specification, NovusAGENDA can track and report the data that is important to your organization. 2) Relational Database—the details of every agenda item is tracked in a fully relational database built in Microsoft SQL Server. This method enables NovusAGENDA to record practically every action related to an agenda item. Once recorded, this information can be mined to provide insights and understanding that were previously impossible. 16 1 P age Add in the fact that all NovusAGENDA reports can be exported to PDF, XML, Excel, or CSV and you have a powerful management tool that will help your organization become better. You can't do that with Word files; only NovusAGENDA offers this powerful capability. Your reports can take on the appearance you specify to reflect the information you need. Mobile Devices When Mobile or Tablet users visit your site NovusAGENDA can do a browser and device detection and render information in a layout that is consistent with the nature of that device. Users on a smart phone will see a different layout than users on a PC. This feature allows us to insure data is presented in a format that is usable to the visitor. If all you present is a PDF file, you lose this capability. NovusAGENDA gives you maximum flexibility to serve the emerging mobile community out of the box with no added effort on your part. Laserfiche Integration NovusAGENDA partners with Laserfiche document management to offer agenda and meeting automation that fully integrates with existing Laserfiche Document Management Software. Integration is optional and involves: • Browse to Laserfiche to attach files to items — Users can browse directly into the Laserfiche system to grab files and attach them to any item being created in NovusAGENDA. User rights are passed directly to the Laserfiche system to protect document security. • Export final agenda packets to Laserfiche for final storage — Your board clerk or secretary can export the entire agenda packet directly into Laserfiche for automatic indexing and final storage. All this is done with one mouse click. Export the final Minutes packet to Laserfiche for final storage - Your board clerk or secretary can export the entire minutes packet directly into Laserfiche for automatic indexing and final storage. All this is done with one mouse click. Video Streaming NovusAGENDA offers video streaming to all clients. You may purchase video streaming at any time and integration is seamless. Beyond our proactive monitoring and response, we offer ongoing, 24/7 technical support for any issues our clients may encounter. While our choice of quality hardware and a thorough pre -installation testing phase go a long way toward ensuring trouble free operation of our EASE Encoders, we do recognize that occasionally unforeseen issues arise. In the event that our engineers detect a fault, they will work to diagnose the issue. If necessary, next business day replacement of parts will be completed. 171 Page We offer continual software updates and feature enhancements to our services and products for the life of your managed services contract. All support offerings come at no additional cost and extends from project initiation through the entire lifetime of the managed services contract. Maintenance and Support Overview Clients receive full support and maintenance for one year after shipment of product. The support contract would cover the following areas for all clients both SaaS and self -hosted: • Repair of all bugs discovered during the support period • Timely response to all technical inquiries • Provide updates to technical documentation as these items are developed ■ Access to product enhancements made to the base product. (some new features may requires service fees to implement) NovusAGENDA Software Pricing All pricing includes an unlimited use license enabling support for as many meeting types as you need at no added license costs. There are no user licenses either. "Unlimited use" means unlimited use with NovusAGENDA no matter which installation option you choose. Item NovusAGENDA Pricing (Annually) $7,950 NovusMEETING Included NovusBOARDVIEW Included NovusREPORTING Included Board and Committee management Included Video Integration Included Video Services See Video Services Considerations LaserFiche integration Included in self -hosted only; not available for SaaS implementations Total Annual Cost $7,950 Option In Meeting Tools (Voting, etc.) Additional $600 annually 181 Page NovusAGENDA Training Pricing Standard training services are required for deployment and are a one-time fee. We are waiving the Training cost for City of San Luis Obispo. Standard Remote Training Services Administrator Training Board Clerk Training Description This is remote training to train one or two system administrators on managing user rights in NovusAGENDA. The cost is for the class not per student. This class is delivered remotely using web meeting technology managed by Novusolutions. Training including meeting management, agenda preparation, minutes and system oversight. Delivered remotely using web meeting. User Training Training includes creating items, copying old items to new meeting and item submission and approval process. Delivered remotely using web meeting. Board Training Training includes viewing agendas, minutes, and all documentation for upcoming meetings, making private notes, researching past meeting information and notes, and analyzing reports and meeting data. Web Based Training Web -based training videos for all staff to view on demand via Internet. Videos include: • User training • Board Clerk Training 0 Board Training Total One Time Cost $ 750.00 Optional Training Services Additional remote training — Included for new releases and refresher training. If retraining is needed due to turnover or other issues and the client does not want to use the included Web -Based Training Portal, nor sign up for the regularly scheduled Client Webinars, private remote classes can be scheduled for $125 an hour. Onsite training - $2,450 per day includes travel, 2 -day minimum. Pilot Program Novusolutions has agreed to offer you a pilot program of NovusAGENDA to confirm the cost and efficiency savings. Novusolutions is confident that NovusAGENDA will exceed expectations, eliminate paper, and improve the business process of agenda creation and meeting management. There will be no cost for the 2 meeting cycle duration of this pilot. Upon successful implementation of the pilot, you will then agree to continue using NovusAGENDA for the Pricing outlined below. However unlikely, if NovusAGENDA does not satisfy your needs, then no commitment is required and the service will be turned off. 191 Page Installation Options Novusolutions knows each public organization is unique and requires various installment options. Whether you want to install NovusAGENDA on your own servers or in the Novusolutions cloud, the choice is yours. Both pricing and NovusAGENDA functionality are the same either way, so contact your sales representative to strategize on the best fit for your organization. Installation Option f- NoviisAGENDA Software as a Service This is the first of two options offered here. This is by far the most popular choice with clients today. Our Software as a Service option is SAS 70 Type II compliant. This option allows you to outsource the hosting of the software to Novusolutions. This is by far the most popular option in today's environment. Installation Option 2- NovusAGENDA Self -Hosted For those clients that are looking to install NovusAGENDA on their own servers, there will be a one-time set up fee to install, QA, and test NovusAGENDA on the client's environment. The client will need to provide remote access to the necessary servers for our team to accomplish this set up. The cost of this service is a one-time fee of $3,450. This is not included in the Pricing Summary outlined in this proposal. (This fee also includes Laserfiche integration with NovusAGENDA, which is available only with the self - hosted option.) This option aIiows you to host the software on your servers. Optional Video Streaming Services Considerations The pricing above includes the option for clients to upload the existing video of their meetings to our servers and create a link to those videos on their agendas and minutes in NovusAGENDA (limit of 2 meetings a month). However, many clients require additional video services. NovusAGENDA provides state of the art video streaming technology and services completely hands-free! Contact your Laserfiche Account Manager for pricing on hardware and the video streaming services that best fit your needs. These video services can be added at any time! 201 Page NovusAGENDA Pricing Software Product Description Amount Quantity Total SubTotal NovusAGENDA (Pop. 40,000) $ 7,950.00 1 $ 7,950.00 NovusMEETING Included NovusBOARDVIEW Included NovusREPORTING Included Board and Committee Management Included Video Integration Included Options Option In Meeting Tools (Board Member Voting, Request to Speak, etc.) $ 600.00 0 $ Optional Video Services (per month charge) $ 800.00 0 $ Sub -Total of Software $ 7,950.00 * NovusAGENDA Training: $ 750.00 Waived $ 0.00 Training cost is per class, not per student and is a one-time fee. Includes: Administrator Training, Board Clerk Training, User Training, Board Training and Web Based Training. installation on Premise $ 3,450.00 $ For those clients who prefer to install NovusAGENDA on their own servers, there will be a one-time set up fee to install, QA, test NovusAGENDA, and integrate with Laserfiche on the client's environment. The client will need to provide remote access to the necessary servers for our team to accomplish this set up. Sub -Total of Services 0.00 ^ Tax $ 0.00 ECS Turn -key Solution Total $ 7,950.00 * NovusAGENDA Training: Administrator Training -This is remote training to train one or two system administrators on managing user rights in NovusAGENDA. The cost is for the class not per student. This class is delivered remotely using web meeting technology managed by Novusolutions. Board Clerk Training -Training includes meeting management, agenda preparation, minutes and system oversight. Delivered remotely using web meeting. User Training - Training includes creating items, copying old items to new meeting and item submission and approval process. Delivered remotely using web meeting. Board Training - training includes viewing agendas, minutes, and all documentation for upcoming meetings, making private notes, researching past meeting information and notes, and analyzing reports and meeting data. Web Based Training - Web -based training videos for all staff to view on demand via Internet. Videos include: User Training, Board Clerk Training, Board Training Tax applies only when tangible goods are sold 211 Page