GRANICUS INC. (2) - 2017 - Laserfiche WebLink

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