25A - AGMT - AGENDA WORKFLOW AND STREAMING

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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