25A - AGMT - AGENDA WORKFLOW AND STREAMING

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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- modernizes the public meeting voting process by eliminating the tedium of hand counting, paper voting and the use of outdated standalone systems.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