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Clerk of the Council Office <br />https://www.santa-ana.org/cc <br />Item # 12 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />June 1, 2021 <br />TOPIC: Automated Agenda Management System <br />AGENDA TITLE: <br />Approve an Agreement with Prime Government Solutions, Inc. to Continue Providing an <br />Automated Agenda Management System for Council and Boards and Commissions <br />(General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an agreement with Prime Government Solutions, <br />Inc. to continue providing an automated agenda management system in an annual <br />amount of $50,000 for three years, with a 3% increase for a one two-year renewal for a <br />total aggregate amount not to exceed $254,545, subject to non-substantive changes <br />approved by the City Manager and City Attorney. <br />DISCUSSION <br />In June of 2020, the City entered into an agreement with Prime Government Solutions, <br />Inc. to implement a pilot program for a cloud-based agenda management system and <br />online capabilities with the below modules to manage a variety of components related to <br />the legislative process. <br />PrimeGov Agenda Allows staff to create meeting types, agenda items, upload <br />related documents to create an agenda and materials packet <br />that can be compiled for distribution. <br />PrimeGov <br />Committee <br />Manager <br />Allows staff to view, edit, and add committees, members, and <br />positions allowing a user to take care of all committee tasks <br />efficiently and effectively. <br />PrimeGov <br />Forms/Workflow <br />Allows for the automation of the item submission process. <br />Enable users to ensure items are review electronically and <br />that users can always know where an item is at in the process. <br />PrimeGov Minutes Allows the meeting administrator to run a meeting and record <br />roll call, minutes, motions, votes, notes, and actions. The real- <br />time meeting tools offer options for citizen engagement <br />information regarding the active item, speakers, motion