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INTRODUCTION AND BACKGROUND: <br />The City of Santa Ana is located 20 miles south of Los Angeles. Santa Ana is an attractive community that <br />is known for its unique businesses and strong community ties. The City of Santa Ana was Incorporated in <br />1869 and operates as a Charter City with a seven (7) member Council and Council/Manager form of <br />government. <br />Currently, the City does not have an agenda management system. Staff members may submit reports <br />and attachments for upcoming meetings to be reviewed and approved using standard email system. <br />Following review and approval, the Clerk of the Council staff uploads the approved reports onto Access <br />database that is used as workflow system. When the agenda packet is complete, it is manually added to <br />the City of Santa Ana's Electronic Document Management System (EDMS), Laserfiche. <br />After agenda packets are created, they are manually uploaded into Granicus. Granicus provides video <br />streaming services of City Council Meetings and audio recordings for all board/commission meetings in <br />addition to council committee meetings. Meetings may be viewed/heard live or on the City's website. <br />During City Council meetings, Clerk of the Council staff performs time stamping. <br />The packets for City Council and all other legislative meetings may be accessed using Granicus. Meetings <br />are all paperless: Council Members and board/commission members may access the packet during <br />meetings using this !Legislate or by accessing from the City's website. Notes taken on a personal device <br />in the iLegislate app can be accessed using another device by logging into one's account. <br />SCOPE OF WORK: <br />The following scope describes the City's ideal automated agenda workflow and video streaming/archiving <br />solution. Proposals may: <br />1. Combine automated agenda workflow and video streaming and archiving; <br />2. Be limited to automated agenda workflow; or <br />3. Be limited video streaming and archiving. <br />If the proposal includes both automated agenda workflow and video streaming and archiving, each <br />component must be capable of being purchased and implemented independent of the other component. <br />Proposal pricing should indicate total pricing for each individual component. Proposals that offer <br />discounted pricing for purchasing both automated workflow and video streaming services shall be <br />indicated in the cost proposal. <br />A. Automated Agenda Workflow <br />The ideal automated agenda workflow program should have the following features and functionality: <br />1. Customizable Workflow—the system allows the workflow to be customized as needed <br />City of Santa Ana RFP 17-107 <br />Page 13 <br />25A-19 <br />