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SR 12-19-2023 5A City Council Report City Council Meeting: December 19, 2023 Agenda Item: 5.A 1 of 3 To: Mayor and City Council From: Denise Anderson Warren, City Clerk, Records and Election Services Department Subject: Approval of Sixth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a sixth modification to Agreement 9784 (CCS) in the amount of $35,754 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 12-year amended agreement with a new total amount not to exceed $243,500, with future year funding contingent on Council budget approval; and 2. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines. Summary In 2013, the City entered into a Professional Services Agreement with Carahsoft/IQM2 for an agenda management software system to support City staff’s process of preparing City Council items, agendas and meeting packets. The current contract expires on January 1, 2024, and staff recommends that Council authorize the City Manager to negotiate and execute a sixth modification to Agreement 9784 (CCS) for 1 year, with one 6-month renewal option, for a total modification amount of $35,754. This will result in a contract not to exceed the amount of $243,500. Extending this contract will maintain services while staff completes implementation of a new system by Winter 2024 and allow for a 6-month contingency budget. 5.A Packet Pg. 23 2 of 3 Discussion At its August 13, 2013, meeting, the Council authorized the City Manager to negotiate and execute a five-year Professional Services Agreement with Carahsoft/IQM2 for an agenda management system following a competitive procurement process. On May 6, 2014, the contract was modified administratively to revise the Scope of Services to customize templates. During the term of the contract, IQM2 was acquired by Accela in June 2014, and then Accela sold its system to Granicus in March 2018. The second modification with Carahsoft/Granicus, continued service for one year, with three one - year renewal options. The third modification exercised the third one-year renewal option. The fourth and fifth modifications extended the contract while staff conducted an RFP to replace the current agenda management system. The contract was executed and the extension will allow time for implementation before transitioning to the new system by Winter 2024. Environmental Review The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines (common sense exemption). The proposal is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, the modification to the agreement is exempt from CEQA and no further environmental review under CEQA is required. Past Council Actions Meeting Date Description 08/13/13 (attachment A) Original bid and agreement electronic agenda management services 06/27/23 (attachment B) Fifth Modification to Agreement #9784 5.A Packet Pg. 24 3 of 3 Financial Impacts and Budget Actions Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with Carahsoft/Granicus for a 1-year software renewal with one 6-month renewal option of an agenda management system. Future year funding is contingent on Council budget approval. Agreement Modification Request Agreement # Current Authorized Amount FY 2023-24 Budget Modified Request Amount Dept/CIP Account # Total Revised Contract Amount 9784 $207,746 $35,754 01110001.552010 $243,500 Prepared By: Maria Dacanay, Administrative Analyst Approved Forwarded to Council Attachments: A. Oaks_Carahsoft Technology B. Contract 9784, 5th Modification C. Contract 9784 5.A Packet Pg. 25 5.A.a Packet Pg. 26 Attachment: Oaks_Carahsoft Technology [Revision 1] (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5.A.a Packet Pg. 27 Attachment: Oaks_Carahsoft Technology [Revision 1] (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 FIFTH MODIFICATION OF AGREEMENT NO. 9784 (CCS) This Fifth Modification of Agreement Number 9784 (CCS) (“Fifth Modification”), ex- ecuted on ___________, and effective as of July 1, 2023 (“Effective Date”), by and be- tween the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following: RECITALS A. On or about October 7, 2013, the City, Carahsoft and IQM2, Inc. (“IQM2”) en- tered into Agreement Number 9784 (CCS) (“Original Agreement”) for IQM2 to provide to the City, in conjunction with Carahsoft, an agenda management system (the “Agenda Management System”) in the form of software, professional services, and web hosting services. B. On or about May 6, 2014, the City and IQM2 entered into a First Modification of Agreement Number 9784 (CCS) (“First Modification”) which included additional services to be performed by IQM2, in conjunction with Carahsoft, to enhance the Agenda Management System and increased the compensation to be paid under the Original Agreement to reflect the additional services. C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System. D. On or about March 13, 2018, Accela sold the Agenda Management System to Gra- nicus, Inc. (“Granicus”), which assumed responsibility, in conjunction with Carah- soft, for providing the Agenda Management System. E. On or about July 10, 2018, the City and Carahsoft entered into a Second Modifi- cation of Agreement Number 9784 (CCS) (“Second Modification”) which ex- tended the term of the Original Agreement to June 30, 2019 and set the compen- sation to be paid during the extended term. The Original Agreement, First Modifi- cation, and Second Modification may be referred to collectively herein as “the Agreement.” F. On or about September 10, 2019, the City and Carahsoft entered into a Third Modification of Agreement Number 9784 (CCS) (“Third Modification”) which ex- tended the term of the Original Agreement to June 30, 2019 and set the compen- sation to be paid during the extended term. G. On or about June 30, 2022, the City and Carahsoft entered into a Fourth Modifi- cation of Agreement Number 9784 (CCS) (“Fourth Modification”) which ex- tended the term of the Original Agreement to June 30, 2023 and set the compen- sation to be paid during the extended term. The Original Agreement, First Modifi- cation, Second Modification, Third Modification and Fourth Modification may be referred to collectively herein as “the Agreement.” DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 9/19/2023 5.A.b Packet Pg. 28 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 H. The City and Carahsoft desire to modify the Agreement as set forth in this Fifth Modification. TERMS AND CONDITIONS Now, therefore, the undersigned parties do hereby mutually agree to modify the Agree- ment as follows: 1. Term. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following: Term. This Fifth Modification begins on the Effective Date and termi- nates January 1,2024 (the “Fifth Modification Extension Term”), un- less terminated earlier as set forth in the Agreement or extended by the parties in writing. 2. Compensation. Section 5 of the Agreement entitled “Compensation” shall be de- leted in its entirety and replaced with the following: Compensation. The City will compensate Consultant for Services per- formed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, B-3, Budget and B-4, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services per- formed during the Fifth Modification Extension Term shall not exceed $12,754.56 as set forth in Exhibit B-5, Budget. The total compensa- tion to be paid by City for Services pursuant to the Original Agree- ment, the First Modification, the Second Modification, the Third Mod- ification, the Fourth Modification, and the Fifth Modification shall not exceed $201,369. 3. Notices. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are de- leted in their entirety and replaced with the following: 7.1 All notices, demands, requests or approvals to the City: City of Santa Monica City Clerk’s Office 1685 Main Street, Room 102 Santa Monica, California 90401 Attn: Maria Dacanay, Administrative Analyst DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 29 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 With a copy to: City Attorney’s Office 1685 Main Street, Room 310 Santa Monica, California 90401 Attn: Douglas Sloan, City Attorney 7.2 All notices, demands, requests or approvals to Consultant: Granicus Government at Carahsoft 11493 Sunset Hills Road, Suite 100 Reston, Virginia 20190 Attn: Christine Wilt, Account Manager 4. Exhibits. Section 4 entitled “Exhibits” shall be amended to read as follows: Exhibits. The following exhibits are incorporated by reference into this Agree- ment as though fully set forth herein: Exhibit A Request for Proposal Exhibit B Proposal Exhibit C Terms Exhibit D Insurance Requirements Exhibit A-1 Scope of Services Exhibit B-1 Budget Exhibit A-2 Scope of Services Exhibit B-2 Budget Exhibit A-3 Terms Exhibit B-3 Budget Exhibit A-4 Terms Exhibit B-4 Budget Exhibit A-5 Terms Exhibit B-5 Budget 5. References to Consultant. All references to Consultant in the Original Agree- ment, the First Modification, the Second Modification, the Third Modification, the Fourth Modification, and this Fifth Modification shall be deemed to refer to Carahsoft. 6. Agreement in Effect. The Agreement, as modified by this Fifth Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Fifth Modification. 7. Execution in Counterparts. This Fifth Modification may be executed in counterparts with the same effect as if both parties hereto had executed the same document. All counterparts shall be construed together and shall constitute a single modification. Any signature to this Fifth Modification transmitted electronically through DocuSign or PDF shall be deemed an original signature and be binding upon the parties hereto (it DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 30 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 being agreed that such electronic signature shall have the same force and effect as an original signature). 8. All Other Terms and Conditions in Effect. Except as expressly modified by this Fifth Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect. DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 31 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5 IN WITNESS WHEREOF, the parties have executed this Fifth Modification as of the date and year first written above. ATTEST: ______________________________ DENISE ANDERSON-WARREN City Clerk APPROVED AS TO FORM: ______________________________ DOUGLAS SLOAN City Attorney CITY OF SANTA MONICA, a municipal corporation By: ______________________________ DAVID WHITE City Manager CARAHSOFT TECHNOLOGY Corporation VENDOR #359017 By: _______________________________ Kristina Smith, Contract Manager DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 32 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A-5 Terms DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 33 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"RANICUS TERMS & CONDITIONS Order Form Santa Monica, CA • This quote, and all products and services delivered hereunder are governed by the term s located at https://qranicus.com/leqal/licensing, including any product-specific terms included therein (the "License Agreement "). If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transacti on, the terms of the License Ag reement are incorporated into such separate agreement or contract vehicle by reference, with any directly conflicting term s and conditions being resolved in favor of the \ separate agreement or contract vehicle to the extent applicable. • If submitting a Purchase Order, please include the following language : The pricing, terms and conditions of quote Q-257950 dated 09 Aug 2023 are incorporated into this Purchase Order by reference and shall ta ke precedence over any terms and conditions included in this Purchase Order. • This quote is exclusive of applicable state, local , and federal taxes, which, if any, wil l be included in the invoice. It is the responsibility of San ta Monica, CA to provide applicable, exemption certificate(s). • Any lapse in payment may result in suspension of service and i:n1 requjre the payment of a setup fee to reinstate the subscription. Order#: Q-257950 Prepared : 09 Aug 2023 Page 6 of 6 DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 34 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-5 Budget As shown in the attached Government-Price Quotation, for Fiscal Year 2023-2024 the City will compensate Carahsoft in an amount not to exceed $12,754.56 for the Fifth Modification Extension Term, to be paid in the form of a monthly service & mainte- nance fee not to exceed $2,125.76 upon receipt of a monthly invoice. DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 35 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) GOVERNMENT-PRICE QUOTATION carahsoft . Granicus at Carahsoft G GRANICUS TO: EMAIL: 11493 SUNSET HILLS ROAD I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX {703) 871-8505 I TOLL FREE {888) 66CARAH WWW.CARAHSOFT.COM I GRANICUS@CARAHSOFT.COM Maria Dacanay Santa Monica City Clerks Office 1685 Main Street Room 102 Santa Monica, CA 90401 USA maria.dacanay@smgov.net FROM: EMAIL: Christine Wilt' Granicus at Carahsoft 11493 Sunset Hills Road Suite 100 Reston, Virginia 20190 \ Christine.Wilt@carahsoft.com PHONE: (310) 458-8211 PHONE: (571) 662-3048 FAX: (703) 871-8505 TERMS: FTIN: 52-2189693 Shipping Point: FOB Destination Remit To: Same as Above Payment Terms: Net 30 (On Approved Credit) Cage Code: 1 P3C5 DUNS No: 088365767 UEI: DT8KJHZXVJH5 Credit Cards: VISA/MasterCard/AMEX Sales Tax May Apply LINE NO. PART NO. SAS-SE-ME-IQM2- AM-2 DESCRIPTION BASE RENEWAL IQM2 -Agenda & Minutes each Annual Subscription Monthly Billing Granicus -SAS-SE-ME-IQM2-AM Start Date: 07/01/2023 End Date: 01/01/2024 SUBTOTAL: For govDelivery Customers Only: QUOTE NO: QUOTE DATE: QUOTE EXPIRES: RFQNO: . SHlfflNG: TOtAL PRICE: TOTAL QUOTE: QUOTE PRICE $2,125.7600 OM TOTAL PRICE: TOTAL QUOTE: 38164298 03/13/2023 08/30/2023 ESD $12,754.56 $12,754.56 QTY EXTENDED PRICE 6 $12,754.56 $12,754.56 •$12,754.56 $12,754.56 Potential Users are based on the greater of quarterly website visits to the domains covered by a license or the subscriber base multiplied by 12, less 20% to account for inactive subscribers. The Granicus Master Subscription Agreement can be found at www.granicus.com/Master_Subscription_Agreement CONFIDENTIAL PAGE 1 of 1 QUOTE DATE: QUOTE NO: 03/13/2023 38164298 DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 36 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"RAN ICUS THIS IS NOT AN INVOICE Order Form Prepared for Santa Monica , CA Granicus Order Form for Santa Monica, CA ORDER DETAILS Granicus Contact: Email: Order#: Prepared On: ORDER TERMS Currency: Payment Terms: Current Subscription End Date: Period of Performance: O rde r#: Q -25 7950 Pre p ared: 09 A ug 2023 Tania Dominguez Chon tania .dominguezchon @granicus .com Q-25 7950 09 A ug 2023 USD A ll fees set forth in the Quote from reseller/di stributor to Client are due and payable in accordance w ith those terms . Use of the Products is gov erned by the terms of the Granicus Master Subscription Agreement or such o ther Agreement as agreed to by the parties . 30 Jun 202 3 07/01/2023 -01/01/2024 Pag e 3 of 6 DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 37 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"R AN I C US PRODUCT SUMMARY Order Form Prepared fo r Santa Monica, CA The specifications and terms w ithin this Order Form are specific to the products and v olumes contained herein . NOTE: Fees for the below Products will be as set forth in the quote from an authorized reseller. Solut ion IQM2 -Agenda & Minutes Order #: Q-257950 Prepared : 09 A ug 2023 Period of Performance 01 Jul 2023 -01 Jan 2024 Monthly Pa ge 4 of 6 DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 38 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"RANICUS PRODUCT DESCRIPTIONS Solution IQM2 -Agenda & Minutes Order#: Q-257950 Prepared: 09 Aug 2023 Description Order Form Santa Monica, CA Easily prepare for meetings, approve agenda items, generate documents, create meeting packets and capture minutes. Page 5 of 6 DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 5.A.b Packet Pg. 39 Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) I. Contract No.q7i!j (CCS) PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement ("Agreement"), entered into as of tfJd · 1, 2013 ("Execution Date"), by and between the City of Santa Monica ("City") and IQM2/Carahsoft ("Consultant"), is made with reference to the following: RECITALS A. TI1e City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City. B. Consultant is qualified to do business, and is doing business, in the State of Califor- nia. Consultant represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Agreement. C. The City and Consultant now desire to enter into an agreement for Consultant to provide software, professional services and web hosting services to the City for an agenda management system. Now, therefore, the parties agree as follows: TERMS AND CONDITIONS 1. Term. This Agreement begins on the Execution Date and terminates on June 30, 2018. 2. Consultant Services. Consultant will perform all of the services ("Services") described in the City's Request for Proposal (RFP), Exhibit A, Consultant's Proposal (Proposal), Exhibit B, and Consultant's Terms (Exhibit C). 3. City Services. The City agrees to: 3.1. Make available to Consultant any currently existing documents, business process data or information required for the performance of the Services. 3.2. Designate a representative authorized to act on behalf of City. 3.3. Promptly review, test and render findings on all system configuration parame, ters submitted for City staff's review by Consultant. 4. License Grant. In consideration of the City's promises contained in this Agreement, Consultant grants to City, and City accepts, subject to the terms and conditions set forth in this Agreement, a perpetual, non-exclusive and non-transferable license to use the Licensed Products indicated in the Terms attached hereto as Exhibit C. Specifi- cally, City is licensed to install and use the Client Software on an unlimited number of workstations. Consultant represents that it possesses all rights and interest in the Software Product to enter into this Agreement. 1 5.A.c Packet Pg. 40 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5. Compensation. The City will compensate Consultant for the Services in an amount not to exceed $85,357, as set forth in Exhibit B. 6. Invoices. Consultant will invoice the City monthly for the Services and the City will pay any undisputed amount within 30 days of receipt. 7. Notices. All notices, demands, requests or approvals to be given under this Agree- ment, must be in writing and will be deemed served when delivered personally, by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows: 7 .1. All notices, demands, requests or approvals to the City: City of Santa Monica 1685 Main Street, Room 105 Santa Monica, California 90401 Attention: Jory Wolf 7 .2. All notices, demands, requ.ests or approvals to Consultant: IQM2, Inc. 100 Comae Street Ronkonkoma, NY 11779 Attention: Doug Eden 8. Independent Parties. Both parties to this Agreement will be acting in an independ- ent capacity and not as agents, e1nployees, partners, or joint venturers of one another. Neither the City nor its officers or employees will have any control over the conduct of Consultant or any of Consultant's agents, employees, or subConsultants, except as otherwise provided in this Agreement. 9. Integrated Contact. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature arc merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement. This Agreement may be modified only by written agreement signed by City and Con- sultant, and approved as to form by the City Attorney. 10. Insurance. Prior to co1n1nencing work, Consultant rnust procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by Consultant or Consultant's agents, representatives, employees or subConsultants for the duration of this Agreement. Consultant 1nust obtain insurance that, at a tninhnum, meets the re, quirements for insurance set forth in Exhibit D, Insurance Requirements and Verifi- cations. 11. Cost of Litigation. If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of any alleged breach of any provision of this Agreement, the prevailing party is entitled to receive from the losing party all reasona- 2 5.A.c Packet Pg. 41 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ble litigation costs, disbursements and expenses, and such amount as the court may adjudge to be reasonable attorney's fees. 12. Defense and Indemnification. 12.1. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees against any or all loss, damages, lia- bility, clailns, suits, costs, expenses, and judgments, whatsoever, including rca~ so nab le attorney's fees, arising from the negligent or willful acts, errors or omis- sions of Consultant or Consultant's officers, agents, employees or subConsult- ants, in the pcrfonnancc of services, activities or work conducted pursuant to this Agreement. 12.2. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees, from and against any and all claims and losses whatsoever, including reasonable attorney's fees occurring to or resulting from any and all persons, firms, or corporations employed or con- tracted by Consultant or Consultant's subConsultants in connection with Con- sultant's services under this Agreetnent. 13. Prohibition against Transfers. 13.1. Consultant may not assign, hypothecate, or transfer this Agreement or any in- terest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City's consent will be null and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer. 13.2. The sale, assignment, transfer or other disposition of any of the issued and out- standing capital stock of Consultant or of any general partner or joint venturer or syndicate member of Consultant, if a partnership or joint venture or syndi- cate exists, which results in changing the control of Consultant, will be con- strued as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation. 14, Permits and Licenses. Consultant, at its sole expense, must obtain and maintain dur- ing the term of this Agreement all required business and professional permits, licenses and certificates. 15. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement. 16. Default and Termination. 16.1. If Consultant fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City's written 3 5.A.c Packet Pg. 42 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) notice of default specifying the nature of the default, City may immediately ter- minate this Agreement by written notice to Consultant. 16.2. The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days' written notice to Consultant. Upon termina- tion of this Agreement, City will pay Consultant any compensation earned and unpaid up to the effective date of termination. 17, Compliance with Law. Consultant must comply with all laws of the State of Califor- nia and the United States, and all ordinances, rules and regulations enacted or issued by City. 18. Discrimination. Consultant may not discriminate in the provision of services here- under because of race, color 1 religion, national origin, ancestry, sex, age, sexual orien, ration, marital status, AIDS or disability. 19. Nuisance. Consultant 111ay not 1naintain, comn1it, or permit the 1naintenance or co1n1nission of any nuisance in connection with the perforrnance of services under this Agreement. 20. Standard of Care. Consultant agrees to provide all Services, including services per- formed by any subConsultant, in a manner consistent with the level of care and skill ordinarily exercised by members of Consultant's profession currently practicing in the same locality under similar conditions. 21. SubConsultants. 21.1. If Consultant proposes to have any subConsultant perform any part of the Ser- vices, Consultant must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subConsultant, and the total price or hourly rates used in preparing an estimated cost for the subConsultant's services. The City, in its sole discretion, may grant or deny the request. 21.2. Consultant will be responsible for the quality of any subConsultant's work. Eve- ry subcontract or agreement of any kind entered into between Consultant and any subConsultant (or between any subConsultant and others) must contain the following provision: This agreement is consistent with all terms and conditions of the Agreement No. ______ (CCS) entered into between the City of Santa Monica and Consultant on _________ . 22. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement. 23. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature 1nust be exercised after termination of this Agreetnent, will survive tennination 4 5.A.c Packet Pg. 43 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) and remain effective for a reasonable time. Any obligation that accrued prior to ter, mination of this Agreement will survive termination of this Agreement. 24. Confidentiality. Each party shall hold in confidence and shall not disclose (except on a confidential basis to its employees, contractors and Consultants who need to know and who agree to preserve the confidentiality thereof) all confidential information re, ceived from the other party in the same manner and to the same extent as it holds in confidence its own confidential information, and shall not use any such confidential information except for purposes contemplated by this Agreement. Notwithstanding the foregoing, confidential information shall not include any information which: (i) is or becomes part of the public domain through no act or omission on the part of the receiving party, (ii) is in the receiving party's possession, as evidenced by a writing, without an obligation of confidentiality with respect thereto, at or prior to the time of disclosure under this Agreement, (iii) is released from confidential treatment by writ· ten consent of the disclosing party; (iv) is disclosed to the receiving party by a third party with the legal right to do so; or (v) is required to be disclosed pursuant to any le, gal, regulatory, or other governmental proceedings. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written. ATTEST: SARAH P. GORMAN City Clerk 5 CITY OF SANTA MONICA, a 1nunicipal corporation By:~ ROD GOULD ----- City Manager IQM2, INC. ~m:9~~"' Title: Gou 5.A.c Packet Pg. 44 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) EXHIBIT A Request for Proposal (See Attached) 5.A.c Packet Pg. 45 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica The City of Santa Monica is seeking an agenda management software system to assist with the development of public policy presented to the City Council. The primary purpose is to assist City staff in the development of staff reports for City Council meetings. April 1 2013 e ···-~ ® 5.A.c Packet Pg. 46 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS Table of Contents 1.0 Goals and Objectives ................................................................................................................................. -2 - 2.0 Background ................................................................................................................................................ -2 - 3.0 Scope of Work ........................................................................................................................................... -3 - 4.0 Specifications and Requirements .............................................................................................................. -4 - 5.0 RFP REVIEW CRITERIA ...................................................................................................................................... -8 - 6.0 VENDOR RESPONSE .......•................................................................................................................................. -9 - 1. INTRODUCTION ............................................................................................................................................. -9 - 2. EXPERIENCE ................................................................................................................................................... -9 - 3. QUESTIONS .................................................................................................................................................... -9 - 4. SCHEDULE .................................................................................................................................................... -10 - 5. COSTS ........................................................................................................................................................... -11- 6. REFERENCES ................................................................................................................................................. -11 - 7. EQUIPMENT SPECIFICATIONS ...................................................................................................................... -11- 7.0 RFP SUBMITTAL ............................................................................................................................................. -12 - 8.0 RFP SCHEDULE ............................................................................................................................................... -13 - 9.0 INFORMATION AND INQUIRIES ..................................................................................................................... -13 - ATTACHMENT A-BUSINESS LICENSE ................................................................................................................. • 14 - ATTACHMENT B-INSURANCE REQUIREMENTS ................................................................................................. -16 - ATTACHMENT C -NON COLLUSION AFFIDAVIT TO ACCOMPANY ...................................................................... · 18 · ATTACHMENT D -OAKS INITIATIVE NOTICE ....................................................................................................... -20 - ATTACHMENT E -CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS .................................................... • 22 - ATTACHMENT F -LIVING WAGE ORDINANCE ......................................................................................................... 25 ATTACHMENT G -PERSONNEL BENEFITS ............................................................................................................... 29 . 1- 5.A.c Packet Pg. 47 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS 1.0 Goals and Objectives The City of Santa Monica is seeking to implement an agenda management software system to assist with the development of public policy presented to the City Council. The primary purpose of the agenda management system is to assist City staff in the development of staff reports for City Council meetings over a long-range period of time. The system will also be used to prepare agendas for other City boards and commissions. The following Request for Proposal (RFP) is seeking qualified companies to submit detailed proposals covering system functionality, experience, and abilities in implementing and maintaining an agenda management system. 2.0 Background The City of Santa Monica is an international tourist destination coastal city located in the western portion of Los Angeles County. The City serves a diverse population of roughly 90,000 residents and 15,000 businesses in approximately 8.3 square miles. The City is a full-service Charter city, providing a wide array of services including City-owned and operated transit services, solid waste services, a cemetery, general aviation airport and public safety. The City is bordered by the City of Los Angeles on the north, south and east. The Santa Monica City Council meets the second and fourth Tuesday of every month to adopt legislation, provide direction to City administration and to promote the best interests of the community locally and with other governmental agencies. The Council receives research and recommendations from City staff via staff reports. A staff report is information presented to Council in support of a recommended policy decision. They include analysis, alternatives and costs; serve as the official record of an issue and are the basis for Council's decision-making. The current process to develop a staff report for City Council is paper-driven and requires extensive coordination and staff time. Once approved by the originator's supervisor, reports are sent from the originating department to three reviewing departments. Reviewing departments have a week to simultaneously edit the report and attachments. Originating departments receive feedback in three different formats -email, hand written comments and comments in an excel spreadsheet. After three business days, signed hard copies of revised final staff reports are delivered to the City Manager's Office. Five business days are allotted before all final staff reports are approved. The City Clerk receives the final packet of staff reports from the City Manager's office, makes 22 paper copies, delivers the packets to City Council members and posts the agenda with all staff reports online. -2 - 5.A.c Packet Pg. 48 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS Figure 1.1 • Originator: Author of a staff report. • Department Shepherd: A point person who reviews, collects and submits staff reports and attachments. • CAO: City Attorney's Office. • CMO: City Manager's Office. The City seeks a single web-based agenda management system to: 1. Manage the generation of staff reports and respective attachments. 2. Move staff reports throughout the organization via a workflow process. 3. Generate a meeting agenda and agenda packet including staff reports and all attachments. An institutionalized and systematic process would allow for new internal efficiencies and more effective resource management. It must deliver high quality staff reports the City Council has come to expect from City staff. This system would also be used by the 19 City task forces, boards and commissions. 3.0 Scope of Work The City of Santa Monica, herein after referred to as the City, has the right, at its sole discretion, to add, delete, or change any specifications or requirements to meet its needs. The City intends to acquire/use a web-based, enterprise-class software application to manage the City's agenda management system. The software should provide tools for planning and managing all aspects of the staff report development process, including but not limited to tracking all aspects of each Council meeting packet, various staff reports and attachments; staff report preparation, review, and final submission via workflow; electronic delivery of meeting packets; automated archiving of these public documents into the City's Laserfiche repository; and tracking of Council actions, managing public speakers and taking minutes during Council meetings. The City is seeking to implement an agenda management system that generates a forward-looking report of all Council meeting agendas and staff report items for a six month period of time. The system should allow multiple users in various departments to use a workflow process to track and manage reports, attachments, edits etc. as they move through the organization . • 3 - 5.A.c Packet Pg. 49 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS The system should allow for staff report approvers to automatically delegate a colleague whens/he is away. The system should have definable workflow capabilities to automate the staff report approval process. It should also enable staff to customize report templates with standard formatting and language based on policy action to assist writers and ensure recommendations correctly correspond with budget impacts. The system should have interface capabilities to retrieve and/or store data from/into disparate systems i.e. send final documents to the City's Laserfiche repository. The system should generate a single bookmarked .pdf document of a completed meeting packet with attachments for public use. The system should also generate that meeting packet with attachments in an HTML based form available for public use. The system should have the ability to export finalized agenda packets, inclusive of all elements (i.e. staff reports, attachments, etc.) to the City's website in a manner consistent with the City's existing content policies. All items should be machine-readable, and optimized for both desktop and print, including an "Offline" version of the entire packet which allows users to downloa.d and review the full contents of a given agenda packet without the need for an active Internet connection. The interested and eligible vendor shall provide the City with a fully functional agenda management system with customization requirements to meet the set of performance features described in Section 4.0 of this Request for Proposal. Measurable project objectives • Automate the routing and approval of staff reports • Automate the creation and posting of Council agenda and meeting packets • Remote access to draft, edit and approve staff reports and meeting packets 4.0 Specifications and Requirements Responses must clearly show compliance with the specifications outlined below. The City reserves the right to reject without further consideration those responses that are not clearly responsive to the following agenda management system specifications: 4.1 Agenda Management System • Must support creation of agenda packet documents according to meeting date and agenda type. • Must provide ability for user to publish the agenda to the web with associated links to supporting documents. • Must allow creation of draft staff reports that can be edited by reviewers. • Must have an audit log to track edits and comments from staff report reviewers. • Must have the ability to insert images, charts tables and other graphics into the body of a staff report. • Must allow for staff report authors to enter an estimated time the item will take to be heard during the Council meeting for their item and revise the estimate as the meeting approaches. -4 - 5.A.c Packet Pg. 50 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS • Must allow staff report reviewers and approvers to review and approve staff reports off-site. • Must allow for changing items from one meeting date to another. • Must be the primary location for long range agenda management. • Must create links to supporting materials to agenda item document. • Must allow for unique staff report, agenda, and minutes format used by the City of Santa Monica. • Must provide interface that allows a user to download the agenda and all supporting materials. • Must provide automatic notification when a document is revised. • Must allow sequential revision from three departments on a single draft version of the staff report. • Must allow process steps of agenda and agenda items such as draft, revision, and final. • Must have ability to show where. an agenda item is within the workflow process and its status (approved, disapproved), being drafted, final, etc. • Must have the ability to integrate electronic signature for Department Heads and City Manager upon approval of final reports. • Must have ability to accept different types of attachments (docx, xlsx, jpg, gif, tiff, and .pdf) to support and link to agenda items, such as text, graphics, word processing applications, spreadsheets, photos, etc. • Must have ability to automatically convert the Council agenda, staff reports and all attachments used to support staff reports to a single bookmarked .pdf document for printing and on line distribution. • Must allow an unlimited number of meeting dates to be added and managed by the system. • Must have ability to track ordinances which require two readings, such as two Council meetings, for approval. • Must allow users to review, edit and revise attachments similar to how a staff report is reviewed, edited and revised. • Must have ability to incorporate scanned documents as attachments to a staff report. • Must have ability to print entire agenda and all attachments, including correspondence letters from the public, with configurable numbering. 4.2 Security & Administrative Functions • The proposed system must provide administrative, group and user security. • Must have a Systems Administrator function that can manage security and provide overall system help to users. • Must have ability to assign user rights based on a users role in the agenda process. • Must have ability to configure system based upon security rights. • Must have dashboard customization options to track agenda items in the agenda process for multiple meetings. • Discuss common Customizations former clients implemented. • Must have ability to manage multiple boards and commissions. • Must have ability to support simultaneous multiple-user access to all components of the agendas. • Must secure access to different sections of the system to be defined as read-only, read and -5 - 5.A.c Packet Pg. 51 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS write, or no access. • Must allow electronic agenda distribution to Elected Officials. • Must allow for unlimited number of users and administrators. 4.4 Public Access • Must integrate directly with the City's current Granicus Council meeting media system (web and audio streaming). • Must provide a method to download the agenda and all associated attachments as a single PDF. e Must integrate with future public interfaces that allow public comment, rating of staff reports, and public user registration to facilitate online civic engagement regarding local policy development. • Must have the ability to integrate software that sends push notifications to the public when specific agenda items are being heard by the City Council. • Must be able to send final documents to the City's Laserfiche document management system 4.5 City's Virtual Computing Environment The City of Santa Monica features a robust Information Technology infrastructure featuring hardware virtualization, high performance/high availability storage attached network, multiple data centers, single forest/single domain Windows 2008 Active Directory structure, and an enterprise-wide licensing agreement for Microsoft products. The City's database architecture utilizes Microsoft SQL Server 2008, and is powered via physical and virtual servers running Windows 2008 R2. The city's database servers utilize network storage via a Storage Attached Network for optimum performance, uptime, and scalability. All hardware is server class hardware is provided by Hewlett-Packard Company. SERVERS: • Hewlett Packard Proliant BL 460c G7 (Server Blade) • 2 CPU's, Intel Xeon 6 Core 2667 MHz. • 96 GB of RAM. • 25 Tera Byte of storage. • Fiber Emulex LPe 1205 HP 8 GB Fiber Channel HBA. • CommVault Backup. Hewlett Packard Proliant BL 460c G6 (Server Blade) • Intel Xeon Quad Core 2533 MHz. • 48 GB of RAM. • 25 Tera Byte of storage. • Fiber Emu lex LPe 1205 HP 8 GB Fiber Channel HBA. • CommVault Backup. Operating System: -6 - 5.A.c Packet Pg. 52 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS • VMware Vsphere Cluster version 4.1 or 5 • VMware hypervisor ESXi version 4.1 or 5 • VMware Site Recover Manager (SRM} for Disaster Recovery. 4.6 Technical Requirements • All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack mounted with a size of lu blade. • All servers should preferably support SAN storage. • Database server must run on a Microsoft SQL Server (MS SQL 2005 and above}. • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5. • The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment. • The system must fully implement the Microsoft Windows graphical user interface standards. The City currently operates desktop computers running Windows 7 and Windows 8 Enterprise. The City operates Windows 2003, Windows 2008 SR2 servers and Windows 2012 servers running Microsoft SQL 2003 r2, Microsoft SQL 2008 R2 and Microsoft SQL 2012. • The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs. • The City prefers a site/enterprise licensing model that allows for unlimited client licenses. • The software must fully comply with the American National Standards Institute (ANSI} and SQL standards. • File Management -Must allow for a system Administrator to easily manage the system, including the creation of individual user accounts. • Provide a minimum of one hundred and eighty (180} days of software support consisting of telephone support via an 800 toll free number. Ongoing software support for subsequent years must also be available through a software maintenance agreement available on a set fee basis. Technical Requirements • All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack -7 - 5.A.c Packet Pg. 53 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS mounted with a size of lu blade. • All servers should preferably support SAN storage. • Database server must run on a Microsoft SQL Server (MS SQL 2005 and above). • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5. • The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment. • The system must fully implement the Microsoft Windows graphical user interface standards. The City currently operates desktop computers running Windows 7 and Windows XP Professional. The City operates Windows 2003 and Windows 2008 SR2 servers running Microsoft SQL 2003 r2 and Microsoft SQL 2008 R2. • The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs. • The City prefers a site/enterprise licensing model that allows for unlimited client licenses. 5.0 RFP REVIEW CRITERIA Proposals should be submitted in the RFP Response Format as specified in Section 6.0 and should meet the Scope of Work, specifications and requirements in sections 4.0 and 5.0 as defined in this Request for Proposal. An Evaluation Committee comprised of staff from various Departments within the City will review submitted proposals. The Evaluation Committee will compare, rate, and rank the submitted proposals based on, but not necessarily limited to, the following criteria: • Understanding of the project and responsiveness to project requirements, • Knowledge of and experience providing similar systems for other cities, • Project costs, and • Project References. The Evaluation Committee will schedule interviews with the most qualified firms to provide an opportunity for product demonstrations. In addition to scheduled product demonstrations, the City may request access to an active demonstration cqpy of the product software so that City staff can test the product's capabilities. Following the evaluation process, a recommendation will be made to the City Manager or the City Council to select the Bidder that submitted the best and most responsive proposal as determined by the Evaluation Committee. "8 - 5.A.c Packet Pg. 54 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS 6.0 VENDOR RESPONSE The following Request for Proposal response format is required and has been designed to facilitate comparison among proposals submitted: 1. INTRODUCTION Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person. 2. EXPERIENCE Provide a summary of the Bidder's qualifications and experience with Agenda Management Systems. Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably located in California. The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces. 3. QUESTIONS Please provide complete responses to the following: Agenda Management System 1. Describe the proposed agenda management system. 2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents. 3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents. 4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council. 5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.) 6. Discuss possible conversion/migration process of old agendas, minutes and reports. 7. Please walk through the process, from generation of a staff report to the creation of a public document. 8. Explain the system's reporting functionality, specifically, how to generate a forward-looking report of all council meeting agendas and staff report items for a six month period of time. 9. Explain how a staff report approver will delegate a colleague whens/he is away. 10. Explain how a staff report approver can edit a staff report. 11. Demonstrate with screen shots how the end user portal will exist on the City's website: http://www.smgov.net/departments/clerk/agendas.aspx. 12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system while they are being added? -9 - 5.A.c Packet Pg. 55 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS 13. What are the costs for adding additional templates? Additional users? 14. Do you provide integration with Laserfiche? If so, what are estimated costs and functionality options? 15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions? 16. Explain any minutes preparation functionality available with your system or as an add-on module. Hardware and Software 17. What web browsers/versions does your system support? 18. What is the suggested hardware server configuration and operating system? 19. What are the complete hardware specifications? 20. What are the requirements for the workstations that use this hardware or software? 21. What are the minimum PC requirements to operate software? 22. If proposed system is not Saas, what are the recommended server and database requirements? 23. How are workflow/notifications handled? What ancillary systems are used to support the product (i.e. Microsoft Exchange? What version?). Security and Administrative Functions 24. Explain version control with your proposed system. 25. Explain archiving of revision history of information. 26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage). 27. Describe backup and restore features. 28. Explain the retrieval, search and query functionality of proposed product, including capability of full text, keyword, and multiple file extension searching. This would extend to minutes, reports (both formal and adhoc) and agendas. 29. What is the maximum file size for individual attachments (ensuring no latency occurs)? 30. What is the maximum storage size for all information/data? 31. Provide an architecture diagram of the hardware and/or software systems. 32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User. 33. Discuss the process for configuration including the various roles required for implementation and support. Public Access 34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting. 4. SCHEDULE The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance. Explain how much City staff time is required in each phase oft he project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates. -10 - 5.A.c Packet Pg. 56 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process. 5. COSTS The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system. The vendor must provide a detailed itemized cost breakdown of the following categories: 1. Software licensing and annual renewals 2. Professional services for installation/configuration, travel costs to be included 3. On-site training (specify costs for system administrator training and end-user training) 4. Rates for additional trainings 5. Fee schedules for trainers and hourly rates for customization of product 6. Annual service and maintenance for five years 7. All other miscellaneous costs not listed above The City reserves the right to select any or all of the components above, or that are included in the proposal. 6. REFERENCES The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages·outlining this portion of the proposal may be attached to this page. 7. EQUIPMENT SPECIFICATIONS If the Bidder proposes a system that includes or requires any on-premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed. Within fifteen (15) calendar days after award of Contract by the City, the proposer to whom the Contract is to be awarded will be notified of the award by telephone or electronic mail. The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements. The award of the Contract, if it is awarded, will be to the responsible Bidder complying with the instructions contained in this Request for Proposal. The City, however, reserves the right to select the schedules under which the proposals are to be compared, to reject any and all proposals, and to waive any irregularity in proposals received. The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements. Shortly thereafter, a Notice of Award will be mailed, including the negotiated Contract for -11- 5.A.c Packet Pg. 57 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS execution. A copy of a professional services agreement, maintenance agreement, licensing agreement and other required documentation is contained in Attachment C. Completion of forms and agreements are finalized in the negotiation process. 7.0 RFP SUBMITIAL Submit five (5) signed copies of your proposal and one (1) electronic copy in Microsoft Word format or Adobe PDF format in a sealed envelope by 5:00 pm (PST) on Tuesday April 30, 2013. The envelope must be marked in the upper left hand corner with the name and address of the proposer. Proposals shall be sent to: City of Santa Monica, City Clerk's Office Attention: Sarah'Gorman, City Clerk 1685 Main Street, Room 102 Santa Monica, California 90401 A proposal will not be accepted after the date and time designated above. It is the sole responsibility of the Bidder to see that the proposal is delivered and received in proper time. Any proposal received after said designated date and time shall be returned to the proposer unopened. By submitting a response to this Request for Proposal, the Bidder waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this Request for Proposal. The City reserves the right to select any number of qualified finalists. In addition, the City reserves the right to issue written notice to all Bidders of any changes in the proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary. Acceptance of any proposal submitted pursuant to this Request for Proposal shall not constitute any implied intent to enter into a Contract for execution. The City reserves the right to reject any and all proposals. The vendor selected will be under contract to the City of Santa Monica. -12 - 5.A.c Packet Pg. 58 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS 8.0 RFP SCHEDULE RFP Release April 1, 2013 Vendor Inquiries Due April 15, 2013 by 5:00 pm (PST) City Response to Inquiries April 22, 2013 Proposals Due April 30, 2013 by 5:00 pm (PST) 9.0 INFORMATION AND INQUIRIES All inquiries are due by Monday, April 15, 2013 by 5:00 pm (PST), and must be submitted via electronic mail to Sarah Gorman, City Clerk, at sarah.gorman@smgov.net. Inquiries will be acknowledged via electronic mail, upon receipt. City responses to questions will be compiled and posted in writing on PlanetBids and emailed to a vendor list used to notify potential vendors of the RFP. For further information, please contact: Sarah Gorman, City Clerk Telephone: (310) 458-8211 E-mail: sarah.gorman@smgov.net . 13. 5.A.c Packet Pg. 59 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS ATIACHMENT A-BUSINESS LICENSE CITY OF SANTA MONICA BUSINESS LICENSE WHO NEEDS A BUSINESS LICENSE? The City of Santa Monica Municipal Code requires all businesses operating or located in Santa Monica to obtain a business license. A separate business license is required for each location and for each business activity operated in Santa Monica. The license period is July 1st through June 301h of each year. · Check where applicable: 1. Do you come into the City of Santa Monica to conduct business? Yes No -.,..-,,,---------2. Do you deliver parts and/or products in your own company vehicle? Yes No ----- If you checked "yes" to either question, please refer to the information below for business license & insurance requirements. • If you come into the City of Santa Monica to conduct business, you will be required to have a City of Santa Monica business license AND insurance (see below for descriptions). • If you deliver parts and/or products in your own company vehicle and do not perform any service except delivery, you will be required to have a City of Santa Monica delivery license ONLY. BUSINESS/DELIVERY LICENSE Please call 310-458-8745 or visit our website for further information at: BUSINESS LICENSE APPLICATION APPLY ON-LINE DOWNLOAD FORMS TO MAIL IN OR APPLY IN PERSON • If your business is located at a commercial location in Santa Monica, download and complete the COMMERCIAL BUSINESS LICENSE APPLICATION. -14 - 5.A.c Packet Pg. 60 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS • If your business is operated from your residence in Santa Monica, download and complete the RESIDENTIAL BUSINESS LICENSE APPLICATION. • If your business is located outside of Santa Monica and you come into the City to perform work or provide services, download and complete the OUT-OF-CITY BUSINESS LICENSE APPLICATION. -15 - 5.A.c Packet Pg. 61 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS ATIACHMENT 8-INSURANCE REQUIREMENTS Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors. Minimum Scope/Limits of Insurance Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering GCL on an "occurrence" basis, including products-completed operations and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease. If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Other Insurance Provisions 1. The policies are to contain, or be endorsed to contain, the following provisions: a. Additional Insured Status (CGL policy): The City of Santa· Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations. The additional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85 or both CG 20 10 and CG 20 37. b. Primary Coverage (all policies): For any claims related to this contract, the Consultant's insurance shall be primary as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled, except after 30 days prior written notice (10 days for non- payment) has been given to the City of Santa Monica. d. Waiver of Subrogation (CGL policy): Consultant hereby grants to the City of Santa Monica a -16 - 5.A.c Packet Pg. 62 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subrogation endorsement from the insurer. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Consultant to reduce or eliminate the deductible or retention applicable to the contracted work or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica. Verification of Coverage Consultant shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time. Failure to Maintain Insurance Coverage If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agreement. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, City of Santa Monica may purchase such coverage {but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance. Subconsultants Consultant shall require and verify that all subconsultants maintain insurance meeting all the requirements stated herein. Special Risk or Circumstances The City of Santa Monica reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. -17 - 5.A.c Packet Pg. 63 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS ATIACHMENT C-NON COLLUSION AFFIDAVIT TO ACCOMPANY STATE OF CALIFORNIA } COUNTY OF LOS ANGELES } PROPOSALS OR BIDS -------------~being first duly sworn, deposes, and says: that She/He is: (Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of __________________________________ _ (Insert name of bidder) Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed. Affiant further deposes and says: that the bidder has not directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interests of the public body which is to award the contract or of any other bidder, or anyone else interested in the proposed contract; that the bidder has not in any manner sought by collusion to secure for himself, herself, itself, or themselves, an advantage over any other bidder. (strike out words not appropriate) Affiant further deposes and says that prior to the public opening and reading of bids the said bidder: (a) Did not, directly or indirectly, induce or solicit anyone else to submit a false or sham bid; (b) Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid, or that anyone should refrain from bidding or withdraw his bid; (c) Did not, in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix any overhead, profit or cost element of his, her, its, their price, or of that of anyone else; and -18 - 5.A.c Packet Pg. 64 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS (d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct. Signature Name of Bidder -19 - 5.A.c Packet Pg. 65 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS ATIACHMENT D-OAKS INITIATIVE NOTICE CITY OF SANT A MONICA OAKS INITIATIVE NOTICE NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA Santa Monica's voters adopted a City Charter amendment commonly known as the Oaks Initiative. It prohibits a public official from receiving specified personal benefits from a person or entity after the official votes, or otherwise takes official action, to award a "public benefit" to that person or entity. Examples of a "public benefit" include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000. The Oaks Initiative requires the City to provide this note and information about the Initiative's requirements. An information sheet on the Oaks Initiative is attached. You may obtain a full copy of the Initiative's text from the City Clerk. In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person who is seeking a "public benefit." If the "public benefit" is sought by an entity, rather than an individual person, the information includes the name of every: (a) trustee, (b) director, (c) partner, (d) officer, or (e) ten percent interest in the entity. Therefore, if you are seeking a "public benefit" covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. -20 - 5.A.c Packet Pg. 66 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS CITY OF SANTA MONICA (ity d S~nH.a ,Uonhrn:I) OAKS INITIATIVE DISCLOSURE FORM All persons or entities receiving public benefits defined below from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of those with more than a 10% equity, participation or revenue interest. This information is required by City Charter Article XXII- Taxpayer Protection. Name of Entity:-------------------- Name( s) of persons or entities receiving public benefit: Name(s) of trustees, directors, partners, and officers: Name(s) of those with more than a 10% equity, participation, or revenue interest: Public benefits include: 1. Personal services contracts in excess of $25,000 over any 12-month period; 2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period; 3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- . month period; 4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6. Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any 12-month period; or 7. Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month period. Prepared by:. __________ _ Signature:. _______________ _ Date:. _____________ _ Title:. ______________ _ FOR CITY USE ONLY: Bid/PO/Contract# ---------Permit# ____________ _ • 21 - 5.A.c Packet Pg. 67 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS ATIACHMENT E-CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS CITY OF SANTA MONICA CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO BUSINESS WITH THE CITY OF SANTA MONICA A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL SANCTIONS UNTIL SUCH TIME AS THE NEW LAW IS REVOKED The City Council of the City of Santa Monica adopted Resolution No. 10479 (CCS) on May 25, 2010, which requires a review of all current and likely future agreements and contracts with Arizona-based businesses to examine the feasibility of acquiring such products and services elsewhere while the Arizona law remains in effect. Additionally, vendors offering goods or services to the City of Santa Monica must complete and sign the attached disclosure form; this applies to all solicitations, including but not limited to, bids and proposals. Please review, sign and submit the form with your bid packet prior to the closing date of bid. Contractors that do not have headquarters in the State of Arizona and those that will not be working with Arizona-headquartered subcontractors to provide goods and/or services as specified in this solicitation will take priority in the bidding process. NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law. Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive. State of Arizona Disclosure Form -see next page. -22 - 5.A.c Packet Pg. 68 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANT A MONICA {lty ~f Sabta .llonlen'' STATE OF ARIZONA DISCLOSURE FORM TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO THE CITY OF SANT A MONICA Headquarter location or residency may not be considered as a factor if prohibited by applicable law. Please check the appropriate boxes below. Our company's headquarters are located in the State of Arizona. D Yes D No Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona. D Yes D No If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica. If more than one, attach a list of additional subcontractors, including the physical address of each location. Name of Subcontractor: ---------------------- Street Address:. _________________________ _ City:------------State:. ______ Zip Code:. ___ _ -23 - 5.A.c Packet Pg. 69 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS *** **************************************************************************************************** I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Signed: -~-------------------Date: _______ _ Printed name: _________________ Title: _______ _ Name of Company:------------------------- Street Address of Headquarters: ____________________ _ City: ___ ...:..... ________ State: ______ Zip Code:. _____ _ Telephone# (including area code): ______ _ FOR CITY USE ONLY NOTES: -24- Email:---------- 5.A.c Packet Pg. 70 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica Agenda Management System RFP ATTACHMENT F -LIVING WAGE ORDINANCE CITY OF SANT A MONICA LIVING WAGE ORDINANCE NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO BUSINESS WITH THE CITY OF SANTA MONICA THIS BID IS SUBJECT TO COMPLIANCE WITH THE CITY OF SANTA MONICA LIVING WAGE ORDINANCE (SEE BELOW). The City of Santa Monica has adopted a Living Wage Ordinance, Chapter 4.65, which requires the payment of a specified minimum wage for work done pursuant to a services contract with the City where the contract amount is $54,200 or more and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses. This Living Wage Ordinance applies to services provided by employees who do not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. The minimum wage is $14.09 an hour for the period commencing from July 1, 2013, up through June 30, 2014. This minimum wage rate is adjusted annually each July 1. Questions concerning the Living Wage Ordinance may be directed to the City Finance Department at (310) 458-8281. The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Forms. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration. Please note that the Living Wage Ordinance sets the Minimum Wage at $14.09 per hour and provides for an annual adjustment each July 1st, by an amount corresponding to the previous calendar year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers in Los Angeles, Riverside and Orange Counties. It has been determined that the minimum wage is $14.09 an hour for the period commencing from July 1, 2013 through June 30, 2014. 25 5.A.c Packet Pg. 71 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica Agenda Management System RFP CITY OF SANTA MONICA LIVING WAGE ORDINANCE Certification for Providers of Services to the City of Santa Monica (Fiscal Year 13/14-July 1, 2013 through June 30, 2014) TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200 The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $14.09 per hour1 for certain employees of contractors providing" services to the City where services exceed $54,200 and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses. An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. Contractors with collective bargaining agreements covering those employees assigned to contract are exempt from the wage requirements of the Living Wage Ordinance only if the waiver is explicitly set forth in such agreement in clear and unambiguous terms. Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200. Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract. Please direct any questions and send the completed, signed Certification to: City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1717 4th Street, Suite 250 Santa Monica, CA 90401 You can also contact staff regarding living wage ordinance questions by e-mail at Purchasing@smgov.net or by phone 310-458-8281. 1 Adjusted annually each July 1 by an amount corresponding to the previous year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers 1982-84=100 for Los Angeles-Riverside-Orange County, California 26 5.A.c Packet Pg. 72 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica Agenda Management System RFP CITY OF SANT A MONICA LIVING WAGE ORDINANCE CERTIFICATION July 1, 2013, through June 30, 2014 TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200 MINIMUM WAGE -$14.09 per hour Please read, complete, and sign the following: THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE 0 THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE 0 If this contract is not subject to the Living Wage Ordinance requirements, please note the reason below and attach supporting documentation for exemption. For example, in order to be exempt pursuant to a collective bargaining agreement, a signed collective bargaining agreement must be attached. (a) __ _ (b) __ _ (c) __ _ contractor is a government agency and is exempt contractor is a City grantee and is exempt contractor is a non-profit corporation and is exempt (d) __ _ contractor is an employer whose employees are covered by a bona fide collective bargaining agreement where the waiver is explicitly set forth in an agreement in clear and unambiguous terms (e) __ _ contractor is a corporation providing banking services The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Santa Monica's Living Wage Ordinance (LWO), and the applicability of the LWO, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all terms of the LWO, as mandated in all sections of Santa Monica Municipal Code, Chapter 4.65. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the Director of Finance in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract, which shall 27 5.A.c Packet Pg. 73 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Sarita Monica Agenda Management System RFP be grounds for termination. City shall have the right to examine all books and records of the Contractor as they relate to compliance with the LWO. Payroll records shall at a minimum include the full name of each employee performing labor or providing services under the ·contract, job classification, and rate of pay. These statements are made under penalty of perjury under the laws of the State of California. Printed Name: _____________ Title:-------------- Signature: _________________ Date:------------ Contractor: Bid Number (if applicable): Service Description: 28 5.A.c Packet Pg. 74 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica Agenda Management System RFP ATIACHMENT G -PERSONNEL BENEFITS CITY OF SANTA MONICA PERSONNEL & BENEFITS INFORMATION Bidders are required to provide the following personnel and benefits information, which will be used by City staff as a tool to conduct bid evaluation and cost analysis for in-house versus outsourced services. Please use a separate sheet of paper if the spaces below are not sufficient. 1. Please indicate the number of supervisors/managers assigned to this work: ___ _ • Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary. # of Annual Title Hours Hourly Rate 1. $ 2. $ 3. $ 4. $ 5. $ 6. $ 2. Please indicate the number of full-time employees assigned to this work: • Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary. 29 5.A.c Packet Pg. 75 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica Agenda Management System RFP # of Annual Title Hours Hourly Rate 1. $ 2. $ 3. $ 4. $ 5. $ 6. $ NUMBER OF EMPLOYEES AFFECTED BY LIVING WAGE: ---- 3. Do your employees receive paid vacations? If so, how many days per year. 4. Do your employees receive paid sick days? If so, how many days per year. 5. Please list all paid holidays, if any. 6. Do your employees receive paid medical benefits (e.g., health, dental, vision)? If yes, do they contribute to their medical, dental, and/or vision insurances or are they fully covered by the company? 7. Do your employees receive life insurance? If yes, do they contribute to their life insurance or are they fully covered by the company? 8. Do your employees receive any type of pension (e.g., 401k) or just social security? If you do offer 401k, does the company match the employees' contribution to the program? 30 . 5.A.c Packet Pg. 76 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica Agenda Management System RFP 9. Does your company provide any safety equipment (e.g., back brace, uniforms, working boots, goggles, etc.) to your employees? If so, please list all items. Does your company issue an employee handout [i.e. a booklet or documents that state the benefits (e.g., health insurance, retirement programs, etc.) to new hires]? D Yes, for full time employees only D Yes, for full time and part time employees only. If yes for either full time or part time employees, please submit a copy of this document with the other information requested. D No, please state the benefits offered to employees of your company below (attach additional sheets if necessary). 31 5.A.c Packet Pg. 77 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) EXHIBITB Proposal (See Attached) 5.A.c Packet Pg. 78 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CARAHSOFT'S RESPONSE TO THE ity of Santa Monica, CA EQUEST FOR PROPOSAL Agenda Management System T u May e s d a y 7, 2013 SOLUTION PROVIDED BY INTELLIGENT MEETING MANAGEMENT CARAHSOFT TECHNOLOGY CORP. 12369 SUNRISE VALLEY DRIVE RESTON, VA 20191 888.66 CARAH [ WWW.CARAHSOFT COM Primary Contact: Katie Dyer 7 o 3 8 8 9. 9 7 o l / katie.dyer@carahsoft.com 5.A.c Packet Pg. 79 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) May 7, 2013 City of Santa Monica, City Clerk's Office Attention: Sarah Gorman, City Clerk 1685 Main Street, Room 102 Santa Monica, California 90401 carahsoft technology corp Re: Carahsoft's Response to the City of Santa Monica's Request for Proposal for Agenda Management System Ms. Gorman, Carahsoft Technology Corp. appreciates the opportunity to respond to the City of Santa Monica's Request for Proposal for an Agenda Management System. Carahsoft is submitting as the IT Schedule 70 GSA Contract holder (GS-35F-0119Y) for IQM2 Inc. As a top ranked GSA Schedule holder, Carahsoft has delivered best value solutions to our government clients for over eight years including many local California governments for exactly the same requirements denoted in this RFP. Additionally, IQM2 has conducted some mutual discovery through a demonstration overview with members of the City of Santa Monica staff. As a result of these exercises, IQM2 believes that our Legislative Management platform is uniquely suited to ensure program success and swift user adoption for the City. Carahsoft is in receipt of Amendments 1 and 2. Please feel free to contact me directly at 703.889.9701/katie.dyer@carahsoft.eom or Craig Abad 703.871.8501/cpa@carahsoft.eom with any questions or communications that will assist the City of Santa Monica in the evaluation of our response. This proposal is valid for 90 days from the date of submission. Thank you for your time and consideration. Sincerely, Katie Dyer Government Account Representative 703.889.9701 Katie.Dyer@Carahsoft.com 5.A.c Packet Pg. 80 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to tho of Santa Monica LEO CONTENTS Introduction .................................................................. 1 Prime Contractor: Carahsoft Technology Corp .............................................................. 3 Solution Partner: IQM2 Inc ............................................................................................ 4 Experience .................................................................... 5 <:lLJ~stions; ..................................................................... ., Schedule ....................................................................... 18 Costs ............................................................................. 19 References ......................................... u •••••••••••••••••••••••••• 21 Equipment Specifications ........................................... 23 In Summary .................................................................. 24 Attachments···············································~················· 25 carahsott IQJ~tl..;z l<s;'f.«Hll>Sl '"'"''''"' "'~""·~'''' 5.A.c Packet Pg. 81 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica I Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person. Through prior demonstrations and process discovery with some City stakeholders, IQM2 understands the nature of this project and can truly and confidently say that not only is IQM2 capable of quickly meeting these requirements and expectations. IQM2 fully believes the proposed solution will exceed the expectations, from both a functionality and swift user adoption standpoint. IQM2 dimensioned areas of the City of Santa Monica's current processes that were not mentioned as requirements which enhanced IQM2 functionality would deliver incredible efficiency and time savings returns. Furthermore IQM2 is providing innovation for governments across the country that is typically not seen with the simple, limited solutions that have traditionally been used. There is a large delta between IQM2's functionality and basic application structure of the other providers, particularly for larger governments or those concerned with true governing board automation work flow that allows for unlimited, chronological and simultaneous work flow and tracking. Cities the size of Santa Monica need the more robust and innovative functionality IQM2 provides. The simple posting of shells, simple browser-based, basic workflow or trying to make disparate platforms stemming from acquisition or multi-vendor solutions work together is not enough. Please see below for some distinctive and unique differentiators: • PDF Agendas -In addition to standard web and e-agendas, IQM2 generates full PDF agenda packets with page numbering and watermarking. The PDF packets can be easily printed, if desired, and saved for offline viewing. Other solutions rely entirely on a web agenda and generating and printing a full PDF packet is not possible. It is very important to think about the large ramifications of this across the City of Santa Monica in regards to use and technology. • IQM2 Works Offline -If the internet goes down, IQM2's software continues to work offline, which is an impressive for people who understand decision making points. In addition to web functionality, IQM2 provides a product that is critical to ensuring that if the internet goes down or is slow, it does not stop a meeting or create confusion and citizen problems. The minutes, voting and time-stamping can still be recorded during the meeting and the board members can still view their PDF agendas. This proves to be a big point for larger cities who deal with more complex topics and issues that come with their size. • IQM2 Streaming Future Scalability-MediaTraq contains live and on-demand streaming of the City of Santa Monica's meetings with agenda item linking and search capability, as well as automated Minutes Maker module. Other solutions use unrefined inserts which can be unsophisticated and creates a manual and time consuming process or are video streaming focused and use disparate agenda management programs they purchased and are trying to integrate. IQM2 has made a special offering to the City to migrate their current video streaming processes and will save the City quite a bit of money while greatly improving their streaming services. For example, IQM2 offers innovative streaming functionality that does not exist with any other government streaming company. A couple examples of these improvements would be HD live and on demand streaming for cross platform, as well as DVR capabilities with great utility for this in government meetings. carahsoft 1 5.A.c Packet Pg. 82 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monka • IQM2 Search -IQM2 searches all documents and content. This allows any user to search for keywords inside a supporting document. IQM2 also offers Federated Search which will allow the City of Santa Monica to search all other clients' public websites in one search. • Free Historical Data -IQM2 will migrate over the City of Santa Monica's historical meeting information to compile a complete legislative and searchable database for the City. • IQM2 PDF Printer -The built-in PDF printer allows any user to easily attach information to agenda items from any application just like printing to paper. The PDF's are searchable and optimized for smaller file sizes. No other solutions contain such functionality and rely heavily on the users to manually export or convert their attachments. • Full Microsoft Word Integration -The proposed solution will allow the City of Santa Monica to easily use MS Word for editing and entering documents. Because of this, IQM2 can copy and paste without losing formatting. This is viewed as an incredible difference by larger counties with more agenda items and attachments. • Integrated Board Member Profiles -All board member attendance and voting history can be indexed, viewable and searched through the web portal. • Approvals & Signatures -IQM2 has a completely customizable approval and chronological and simultaneous workflow system. IT includes sophisticated e-Signatures for signing documents. All other solutions contain has a simple approval process but cannot support the level of complex workflow IQM2 can. Full e-signatures are offered for either now or in the future. • E-Boardroom & IQM2 Minutes Maker-lQM2's Electronic & Touch Voting gives public guidance through the meeting, Automatic Page Turning, Sticky Notes and internet independent. • IQM2 Free On-going Training & Template/Workflow Configuration -IQM2 provides free ongoing web-based training. This is very useful for bringing on new employees or using more functionality in the software. • Customized Dashboards -Dashboards are easy to use and basic Board Member views are shown as opposed to the back office functionality that while unequivocally separate us, may not have been important to the Board Members. • IQM2 Letter Factory -The proposed solution can automatically notify staff members, departments, citizens, State Agencies or any other recipients when agenda items are approved or discussed at meetings with a simple click using the City of Santa Monica's own personal template language and verbiage. • IQM2 Work Planning -IQM2 includes a true work planning utility to assign, track and report on follow up task resulting from decisions made at meetings. carahsoft 2 5.A.c Packet Pg. 83 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica IQM2 unequivocally believes that there are no solutions will be able to truly support the back office workflow process the City of Santa Monica is defining while delivering the innovative public and staff facing innovation we know is important to the City of Santa Monica's goals .. With efficiency and meeting effectiveness in mind, IQM2 can configure the Board or user Dashboards to make navigations simple and easy. That being said, the collaboration, workflow, tracking and reporting is absolutely imperative for an agency of the City of Santa Monica's size, IQM2's back office scalability tools will allow the City of Santa Monica to add on existing functionality as it so chooses. Due to IQM2's robust functionality, the system is known for being flexible and it does not make the City of Santa Monica conform to the process; IQM2 configures to the City of Santa Monica's. This is a monumental difference between IQM2 and the other applications in this market. Prime Contractor: Carahsoft Technology Corp. Incorporated in Maryland and located in Reston, Virginia, Carahsoft Technology Corp. is the trusted Government IT solutions provider, combining technological expertise with a thorough understanding of the government procurement process to help federal, state and local government agencies select and implement the best solution at the best possible value. As a top- ranked GSA Schedule Contract holder, Carahsoft is IQM2's largest government partner and serves as the master government aggregator for many of its best-of-breed software vendors. VENDOR RELATIONSHIPS -Carahsoft has a unique business model focusing on providing superior sales and marketing execution, a track record of success, high integrity and a focus on strategic vendor relationships of which IQM2 is an important part. Carahsoft's contract vehicles carry over 160 vendors. PROVEN EXECUTION -With 330 employees, Carahsoft has leveraged its vast contracting experience and extended it to quoting and order management. Carahsoft seamlessly generates thousands of quotes a year worth hundreds of millions of dollars. GROWTH & STABILITY -Carahsoft has continued to show impressive growth year after year, turning annual revenue from $3.4 million in our first year in 2004 to $606 million in 2009, $840 million in 2010 and $1.065 billion in 2011. We are a stable, conservative and profitable company and have received numerous accolades including, for the third consecutive year, being named to the Washington SmartCEO magazine's 2010 Future 50 list which recognizes the metro area's fastest growing companies. • 4th largest GSA Schedule 70 Contract holder • 28 1h on the CRN Fast Growth 100 • 31'' in the VAR Business 500 carahsoft 3 5.A.c Packet Pg. 84 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica Solution Partner: IQM2 Inc. IQM2 is the market leader in furnishing end-to-end public sector meeting software solutions through its award-winning Open Meeting Management and Citizen Awareness Platform consisting of MinuteTraq (agenda/minutes automation), MediaTraq (Live/On-Demand Video Streaming) and E- Boardroom (electronic voting). IQM2 was founded by Daryl Blowes with the launch of the M2 Suite of Open Meeting and Legislative Process software solutions. By assisting government and the public sector, officials become more efficient in the way they work together, have meetings, make decisions, follow through with actions, and share information. Together with its employees, IQM2 is revolutionizing how the public sector collaborates with their stakeholders and the public. IQM2's Legislative Management Platform has been constantly added and developed using best practices for over 7 years. Over the last 2 years, IQM2's client base has grown by 80% each year. IQM2 staff is always testing on the newest hardware platforms with the most up-to-date software tools available. IQM2 hosting services are at Tier II, level security with redundant data centers in separate locations across the country in case of any catastrophic event. IQM2's server capacity allows for unlimited Data Storage in the Legislative Management System for all clients, while backup procedure is daily with almost real time mirroring. IQM2's uptime 99.99% because IQM2 has never been down due to hardware or software issues. Service is only ever down due to Sunday early morning server updates, and technical and user support is 24/7/365, with 90% of calls being answered live with the rest being returned within 20 minutes. Since IQM2 software is Saas, clients pay through subscriptions with no up-front cost. This allows for all clients to be on the same platform of security and data integrity. IQM2's role as an industry innovator was recognized in 2010 when the national software industry acknowledged its innovation as it was awarded the prestigious 2010 SIIA's CODiE Award for Best Emerging Software Company. Shortly thereafter IQM2 was awarded LISA Award for Software Excellence. Since 2006, advancement has been rapid for IQM2 having experienced year-over-year growth exceeding 100% with many of its clients migrating from older legacy solutions. IQM2 along with Carahsoft Technology Corp. urges the District to see what all the industry excitement is about. carahsoft 4 5.A.c Packet Pg. 85 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monka EXPE IENC Provide a summary of the Bidder's qualifications and experience with Agenda Management Sys/ems. Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably localed in California. The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces. IQM2 specializes solely in Legislative Management for governments from coast to coast with a large and rapidly growing roster of local California governments clients As a result, the specific requirements denoted in this RFP are exactly the same requirements IQM2 furnishes every day. Because IQM2 is derived from a single platform built from the ground up, the platform offers unique flexibility. All other solutions were cobbled together from acquisition, multi-vendor product or retrofitted from other purposes. This allows IQM2 to remain true to its business philosophy that its job is to conform to the business processes, not the other way around. IQM2 is often relied upon for Legislative Management consulting and always pleased to share the best practices it sees across the country and make recommendations, if desired. The requirements specified in this RFP by the City of Santa Monica are basic, standard functionality components and there will be no system customization required. IQM2 already has defined functionality in its system that is not requested. Please see below for IQM2 references. carahsoft 33QC 8pjfol Av.e .. J.·.·•·····.· Pre moflt,.QA 94538 · .. s 5.A.c Packet Pg. 86 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica Contact's . Name/Title cAddress Phone Email carahsoft 6 5.A.c Packet Pg. 87 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) of Santa Monica Qu Please provide complete responses to the following: Agenda Management System 1. Describe the proposed agenda management system. MinuteTraq is the Legislative and Agenda Management framework of IQM2's Government Meeting Platform. Please refer to the product overview below for more information on the proposed system. MinuteTrnq™ N MinuteTraq is the framework of IQM2's Open Meeting Platform. It provides complete functionality for managing all meeting documents, reviewing processes and procedures, creating agenda packet, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. It is a powerful software module that will allow the City of Palatine to facilitate all of its meeting needs, from pre- meeting scheduling to post-meeting publishing and to all the information-gathering steps in between. It offers a simple yet customizable set of functions that will make the Village's meeting workflow process more efficient. The MinuteTraq smart-client is built on the most up-to-date Microsoft .NET technology. The program requires Microsoft .NET Framework 3.5 installation on the PC. This framework is installed by default on Windows XP or if you are installing the automatic Microsoft Windows Updates. Recommended Specifications: 1 GHz Pentium or Better, 2 GB of RAM or Better, 1 GB Storage Space, Windows XP or Higher, .NET Framework 3.5, MS Word 2003 or higher. The following key components and processes will benefit the City in cost and time savings: Centralized Document Database: Will consolidate the City information processes into one location, vastly reducing time on information management, search and retrieval. Workflow, Routing, and Review Process: Incredibly simple but sophisticated tool for driving efficiency and managing expectations. The program's wizard-based interface allows for department members to monitor processes, maintaining accountability of information. Attachments and Importing: Program cross-references all related documents and allows the City to collect all information of a given topic from the internal system quickly and easily without printing and scanning. PDF Printer: MinuteTraq includes an integrated PDF Printer that allows users to retrieve information and reports from any computer system throughout the organization as long as it can print regardless of file type. The PDF Printer allows users to print from any program to this virtual printer named "MinuteTraq" instead of printing to paper. The built-in PDF printer simplifies attaching information from other programs, just click Print, choose the "MinuteTraq" printer and the output is automatically converted to PDF format and imported into MinuteTraq as an attachment. The City can easily mark the attachment as public, and it will also be published on the web portal when the agenda is created which means no more scanning and printing. carahsoft 7 5.A.c Packet Pg. 88 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoffs to the of Santa Monica Document Generation: Produces all meeting-related documents in one step, eliminating time consuming redundancy such as cutting and pasting. It creates meeting packets customizable to the City's needs with agendas, agenda summaries, schedules and all other associated attachments, all with a consistent heading for professional look. Fast Re-Generation Technology'": MinuteTraq has built-in Fast Regeneration Technology, so the documents generated from MinuteTraq can be easily modified and regenerated. An agenda packet that needs to be regenerated after adding or removing a couple items can be compiled in seconds. Other products without IQM2's unique Fast Regeneration Technology TM can take hours to build packets even after small changes are made. History Tracking and Audit Trail: MinuteTraq will keep a complete history of all meeting topics from the moment they a.re prepared, submitted, reviewed, added to an agenda, voted on, tabled to other meetings, passed through committees for review and more. Each meeting topic or attachment will allow for comments to be added to the history. The meeting topic history screen will provide a complete history of the topic itself along with all of the attachments. The meeting history will track each agenda item and the exact page number where it appears in the minutes with the comments and action or vote record at the meeting. The audit trail allows all the changes that are made to the document to be tracked in a log. Each user that makes a change can indicate the reason for changing it and add a comment. Users can trigger actions like sending an email notice, resetting the approval process or creating a new revision of the topic or document. Revision Tracking and Comparing: MinuteTraq tracks changes to meeting topics and documents and will allow the City to compare what has been altered and shows the user who made changes. All changes will be highlighted with bubbles specifying the changes. Information Sharing and Delivery: Communicates key information to the intended recipients effectively allowing meeting decisions and tasks to take action. Email-based communication and online postings are notified to proper channels in a way that is easily tracked and automated for accountability. Meeting Capture and Streaming: Receives and organizes input on all data with regards to minutes, votes, discussion and actions and modifies into a format that facilitates public sharing. In conjunction with MediaTraq™ module, video streaming can be indexed and referenced by topic and matched with timestamps on meeting minutes. Task Follow-up and Progress Tracking: The integrated task tracking function in MinuteTraq™ will allow the City ease of tasks and directives will be acted upon from meeting to meeting. No longer will meeting time be wasted going over dropped responsibilities and missed tasks due to lack of follow-up. Free Ongoing Training: Part of IQM2's value added Support Services is the IQM2 Training Academy which offers free ongoing training. The City's users can pre-register for weekly training sessions or request training topics that are important to them. These training sessions are conducted by IQM2 Software and Technical Specialists. IQM2 believes in ensuring that the IQM2 client family has all the necessary tools and support to enhance their organizations. The City will also be able to utilize the on line IQM2 Support Center and public Knowledge Base for solutions and articles, downloading files, and login to the Self-Service Portal for case tracking. carahsoft 5.A.c Packet Pg. 89 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica Virtual View: Below please find a virtual view image of MinuteTraq. Sh(;l 1.lieneralBusineu Agenda Item 2561 · El·i"""'.:J .ai. Opening Ceremony "'::;;l:1'c""• ff UM, N,). 44738 for an d<:(>holi, b~·,wi!:FC' lcs;;.,ta:,q ;:,ei,,;ij !u, on·~a,,,l¥se crnturr,plL ! ; C] 1. lnvocationgivenbyChaplainB,myHeri/[': l. CJ 2.PledgeofAHegiin:8 " E:1-i;.1 b. ',,.lel,:QlneandRollCal f· lJ/ Roll Call ' President Owen noted th~ they wm be p,Ji 2.Aw111ds 3. Pub!icCommenls Ron Senick iequesled [hjrljl mlooles lo be allote 4. Presentations a. M~ Bianculi · P1oiect Hope Van Akin. Director of P1ojecl Hape, gave a brief 5. Puhli,::-Hr.wi,l;'f~ ;, ,"'.SS,, · ,>lt:t,hr~\:. 8~·,,Je,J,;c? Ls:ie~li~n PscntSt b ::515:, · 1>lc,:ahok \'w,1,~0; Lot·,U~n f\omu> c :'.$';ii); ,/>JoQl·<l)!~~ 8<'lv~t,~!}e l.~,c~lion P~mtit d :'5':'>'l ,<kc!>~;,, f;,1,;~1,:,1;,, 1.(,:-,)fon Pmn,,i e '.£81) -'-lrnb:1ic l'Je,,~c~ge L::s:~lion F'~"ml ltiiriitMffll9:.§ 41 ,i@§@!Md#il@iii g. 2562: Alcoro!ic Beverage UX:alion Permil h. 2565: Planned Unit De.velopment G. Secood and FlnafReading of Ord~ 7. CormimAgenda a BR·2011-113: N.W. 81hAvenue RR Gr,ide C b. BR•2011•114: Relmbur:semMI of AYF SE R c. BR·2011-115: NE 25th Avenue Reswf,icing d BR·2011-116: Rep1'1' two interfund k,,ins e. AES·201H2: Hab~al for Humanit~ · Piopert f. 2573: MCSO Hangar lease 2011 2561 : Alcoholio Beve1age Localion Peimit Started 4:13:55 PM Dur<1!im mim1i.e~ """"""'"""""""""'"'""""""""················"""""""""""""-······•···•·•··· These are some comments that will work with the Minutes Maker screen either during or after the meting. These are some comments that will work with the Minutes Maker screen either during or after the meting. These are some comments that will work with the Minutes Maker screen either during or after the meting. These are some comments that will work with the Minutes Maker screen either during or after the meting. These am some comments that will work with the Minutes Maker screen either during or after the meting. How MinuteTraq Will Improve the Processes With the many tools that Minute Traq has to offer, the City will have the ability to improve its processes and become more effective. The following are some of the products the City will obtain by implementing IQM2: Quickly and effectively draft Agenda Items/Resolutions with templates • Built-in spell checker • Departments can draft, approve and submit their own resolutions via a simple click Complete Revision Tracking • Topics can go through a sophisticated but intuitive approval process and with full audit log • Agenda Topics grouped under project headings for better organization • Fiscal impact tracking, document linking, and recipient tracking functions • Full MS word inte ration Agendas easily created from approved resolutions with one click • Auto-number agenda topics/resolutions or conduct ad hoc Drag and drop agenda items, re-sorting to the City's needs Print full and public (summary) agenda at the same time • Automaticall Publish and Distribute to the Web Portal carahsoft 9 5.A.c Packet Pg. 90 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica One Click Agenda parsing as the City's starting point for minutes compiling Color coded text clearly highlights errors and items needing editing Simple interface streamlines minute entry and management Automatic time stamping transcribes the minutes Create an index by sponsor, date, number, and category Search Minutes quickly and easily Can be automaticall u loaded to ublic viewin via Web Portal Automatic recipient tracking for letters of resolution, legal notices and more Create custom letters and emails for recipients with one click Email custom letters from within MinuteTraq Generate hundreds of custom documents in minutes Include sign-off sheets for specific recipients Records every document each recipient receives with date and time stamp Complete meeting information automatically uploaded to public access website Public data will be instantly synchronized for citizens to search Citizens will have access to meeting dates, agendas, minutes, legal notices and more 2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents. This is basic functionality in the proposed system. 3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents. This is easy functionality for IQM2's proposed system. With a simple click, pre-configured minutes templates are populated. Additionally, follow-up actions can be configured to automatically drive IQM2's Work and Project Planning functionality that can track and assign projects to staff. This works in conjunction with IQM2's letter factory to automatically drive notification of meeting decisions/outcomes to various third parties with pre-setup verbiage and templates. The way IQM2 indexes /tracks data by linking all topics and supporting documents by topic and/or project makes this very simple and powerful. 4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council. IQM2 provides a unique and special financial and budgetary tracking component of the proposed platform that allows for very granular fiscal tracking but can also be used to manage contracts as they relate to decisions or follow up activities stemming from the Council meetings or decisions. 5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.) carahsoft 10 5.A.c Packet Pg. 91 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's of Santa Monica This is one of the unique benefits of utilizing IQM2's end to end platform which also includes the MediaTraq government video streaming solution and electronic voting system, eBoardroom. The seamless linking of meeting data to video is extremely beneficial. IQM2 has also taken government video streaming to a far more innovative level with cross platform, HD live and on-demand streaming with DVR functionality. 6. Discuss possible conversion/migration process of old agendas, minutes and reporls. As a special incentive to the City of Santa Monica, IQM2 will migrate the City's old agendas, minutes and reports for free. IQM2 believes this makes for a more powerful Legislative Database and drives efficiency on many fronts, including public information requests and data mining. 7. Please walk through the process, from generation of a staff reporl to the creation of a public document. Since IQM2 will pre-configure all of the City's templates, staff report templates and workflow steps, it is a simple process: 1. Designated Department staff members select their appropriate category and enters in basic information. 2. The request then follows whatever simultaneous or chronological workflow and routing process desired, if any. 3. Approved staff reports flow to the Clerk Lock, at which point the agenda can be automatically generated and published with a click. This will automatically post the approved document to the portal and deliver the document to pre-determined users who may want to receive the document or information in a different medium. Please note that there is a lot of other ad hoc functionality available if desired, including simple drag and drop functionality to re-order agenda and last minute or walk on request. Regardless the generation or re-generation is a simple click. 8. Explain the system's reporling functionality, specifically, how to generate a forward-looking reporl of al/ council meeting agendas and staff reporl items for a six month period of time. IQM2 is known for furnishing very detailed and granular reporting tools that is made easy by the way it looks at data. The report below is a basic one-simply enter in the time frames desired and run report. TM :i:···c~·!\<l··· ............ ··" l..Stb~?\/fact;~~·· .. ·· ............ ;"""t (i'i'~-,J , ~"' · r:;:'.~~?&;2'I~1\jfT~i~~#.~·~'-JJtff~k~: r~~:·.---~--..... ,:: ;~;;_'--~:.:5~~--- ooo 10 ' S<1tWc c« : •::t, $lier, T.~t 1t<-0 ~ s," p;.,,,~,,,.;.1,clc",Wt1ro"'1.t~~1.dt.m~tr~~ lt-0-l' ~~ \); 1:!ld«-lhtrtlffliM1';!~$>,wi0011:fTrl.lli\/'<\',1ll~l."l.A mr .1.&,f!* ~ :S=r>C~r.-;c,t<>.,.~,!~l.'.:e1?:<m! WC"$ ~ ".!)-., !:#:ll4limi7J:le,r$Jw1$/1iWl"l!tfRts~f.t, ca rah soft 11 -, .. --<-:--: :.:.::-··:::~::-~:_:-_-:·C'··:·:,_:::,_:_~,:;:;/:_:: -'.. __ ·-:_'_; . -' . ::_:· ,-------,_. Cw~flt ~t/lj; f'l:,h -~1'.V1lHl9t:•J.M! l.!!!.p¢;it:<'>.$ l).I.J,::lFllJ t1.t<J f.M ?t:t-t.hlteiq $i:!6tilllar f\;r-0ha:ms: 5.A.c Packet Pg. 92 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica 9. Explain how a staff report approver will delegate a colleague when s/he is away. This is simple "Designee Setting" that can be changed by a click by those users with the right permission levels. 10. Explain how a staff report approver can edit a staff report. This is quite simple and in fact speaks to one of our truly differentiating qualities. IQM2 is the only solution that offers a full integration with MS Word to allow users to use all of the formatting functionality while in the system. Even if users forget to save, IQM2's system automatically takes care of this. The staff report approver can do one of two things: make the change themselves by modifying the staff report in the system or reject the item and provide the changes they want to see. The proposed system can capture each change in the system for traceability and tractability purposes should anybody ever be inclined to see who changed what and when. 11. Demonstrate with screen shots how the end user portal wlll_ exist on the City's website: http:llwww.smgov.net!departmentslc/erklagendas.aspx. Please see below for a real world example for a few local California governments. • City of San Bernardino, California: Meeting Portal sanbemardinocityca.iqm2.com/ • Meeting Portal -The County of Santa Clara, California sccgov.iqm2.com/ IQM2 is often informed by governments who migrate after investing in other agenda management or video streaming products that the way information is presented on the web is far superior to what they were using or have seen frorn the other solutions. 12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system whlle they are being added? This is a simple process and will not disrupt system in either case. The City has two options: 1. The City can call lQM2 to build a template free of charge. 2. The City build it itself by simply clicking New Template. 13. What are the costs for adding additional templates? Additional users? In the special model IQM2 is offering the City of Santa Monica, there are no additional costs for additional templates and no additional costs for additional users and no data storage limits. 14. Do you provide integration with Lasertiche? If so, what are estimated costs and functionality options? Yes, and there is no cost. IQM2 has built useful functionality that allows this to occur with carahsoft 12 5.A.c Packet Pg. 93 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoft' s to the of Santa Monka Laserfiche, as well as other document management companies. 15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions? The following Implementation Project team is comprised of individuals who have least five years of software training. Each of them have managed systems and projects with larger local governments in California. 16. Explain any minutes preparation functionality available with your system or as an add-on module. The IQM2 Minutes Maker tool is included at no additional cost. MinuteTraq's Agenda Wizard and the Minutes Maker tools work hand-in-hand. The only difference between the two is that the Minutes Maker is looking for actual information, vote records and Verbatim or summary comments. The IQM2 Minute Maker tool was designed to be used live at the meeting by a clerk or staff member. The entering of vote results, attendance records and follow up actions are swiftly and efficiency completed. This empowers the clerk/staff to easily keep pace with the meeting to accurately record all items. The IQM2 Minutes Maker is frequently used along with MediaTraq, the streaming video module, it can be used as a transcriber allowing verbatim notes to be completed after the meeting as well. The video is automatically time stamped and indexed to allow the transcriber to be able to move from item to item quickly and efficiently. The approval of the minutes can be configured in a variety of ways as IQM2's intention is that the system will be tailored to how the City does business. For example, if the City approves minutes before a meeting in a closed session, the system can be set up to do so, if minutes are approved at a meeting after a vote, it can be set up in that fashion as well. Initiating an audio-only clip can be easily accomplished by extract the audio from the video. Hardware and Software 17. What web browsers/versions does your system supporl? IQM2 has yet to find a web browser the proposed system cannot support. carahsoft 5.A.c Packet Pg. 94 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica 18. What is the suggested hardware setver configuration and operating system? The IQM2 meeting portal is 100% browser based. Internal users utilize the IQM2 Smart Client which works just like a browser over the internet using HTTPS. But it looks and works like a Microsoft Office product with toolbars, menus and none of the issues commonly experienced by browser based products, including add-on tools, errors posting pages, viruses and spyware. The Smart Client was designed specifically so users can work on documents with Microsoft Word supporting all the rich features the MS Office suite offers. In addition, it allows IQM2 to provide advanced functionality like a built-in PDF Printer, data caching for superior network performance and an easier interaction with the City's local file and document management systems. The Smart Client only requires an internet connection, just like browsers, and will automatically update itself. The Smart Client can be pushed out through a network via MSI or Click-Once deployment and only requires the .NET 2.0 Framework. The IQM2 Smart Client offers all the pros of browser based applications with none of the cons and allows IQM2 to provide a user friendly solution for Meeting Management available today. This is typically a significant differentiating point of the IQM2 platform and why governments who have migrated from older products are shocked at the speed with which user adoption and migration occurs. 19. What are the complete hardware specifications? Please refer to Question #21. Furthermore, the server hardware used by IQM2 uses redundant disk arrays (RAID) for disk failure 20. What are the requirements for the workstations that use this hardware or software? Please refer to Question #21. 21. What are the minimum PC requirements to operate software? Please see below for minimum PC and work station requirements: • Computer/Processor Minimum: 600 MHz Processor • Recommended: 1 GHz and 2GHz for Clerk • Memory Recommended 1 GB RAM • 2 GB for Win 7 • Hard Disk Space Recommended 1 GB • Operating System Microsoft Windows 98, ME, 2000, XP, Vista, Win 7(32 & 64 bit) 22. If proposed system is not Saas, what are the recommended setver and database requirements? IQM2 operates under a Saas model. carahsoft 14 5.A.c Packet Pg. 95 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica 23. How are workflowlnotifications handled? What ancillary systems are used to supporl the product (i.e. Microsoft Exchange? What version?). IQM2 recommends the City use the full integration with MS Word that the City is running Word 2000 (Word 9.0) or greater. Security and Administrative Functions 24. Explain version control with your proposed system. IQM2 schedules a Version Enhancement release for each quarter. They are free of charge and occur automatically unless this is not desired. They do not require professional services or involvement from the City of Santa Monica IT staff, unless desired. IQM2 schedules training with the users to review the enhancements and new functionality. 25. Explain archiving of revision history of information. Revision tracking is one of the differentiating aspects of IQM2's platform. With a single click, users can choose any document or item and not only see all changes by who and when down to granular level, including date, time and person, but compare each document, if desired, on the screen. Clients who have migrated from all other platforms share they have never seen this level of detail or functionality before. It is extremely useful in a variety of situations. 26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage). The IQM2 solution includes the IQM2 Data Archive Wizard which empowers City staff members with the requisite permission levels to archive data and move it off-line at their discretion or at pre- determined times. 27. Describe backup and restore features. All application data is encrypted, replicated and backed up in real-time to redundant datacenters across a private network using delta copy technology. Each customer database is independently backed up hourly and then replicated. Additionally, there is a nightly backup made to location. 28. Explain the retrieval, search and query functionality of proposed product, including capability of full text, keyword, and multiple file extension searching. This would extend to minutes, reporls (both formal and adhoc) and agendas. The IQM2 search functionality is another differentiating feature of the IQM2 platform. Full text search, keyword and multiple file extension searches are empowered. This also searches all media files as well as any document or supporting file type. IQM2 also offers Federated Search. 29. What is the maximum file size for individual attachments (ensuring no latency occurs)? There is no limit on file size. carahsoft 15 5.A.c Packet Pg. 96 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica 30. What is the maximum storage size for all information/data? There is no limit on storage. 31. Provide an architecture diagram of/he hardware and/or software systems. Please find 1QM2's architecture diagram below. carahsoft I_ IN'ftUl<i!:N"f MUTfNtl !ti i\c fi'Ad-t,'\\;l.fl 7 ~ Cap.rurm:. 1/f<lttJ- • Al(t,.lVt,~ ," •Str~ffli "Amt;,rm,ted f'uM1:rriin9 &,;j Utllt~f<ti_ }.".}A! /1:-oAP $~{bill}' oocunttnl thu,1y,~ ~ ·~ ~ ~~:;;;~:.'] ted iit(lt-Xid<J ""'"""'--' -'ts .O<it.-i.:cm:':u T-CG'iett Jix:,1d1;11.t 1!~(\rt,lllrJ ~('.;u:bhg ~ , &lbdwtdtfJ 11twat w ll'l'Fl!J,,,.nff.:: • Oi.!\',ft. t;bM«:ih'><1} !t> ~\W -000 N.'M<Ufk'l WO/Jjwjo:!' • l'ti!li\m. & Distf1t.i.nt Mil.'li·Pi.t?!Wti tot:}(:Pl,lrtnw:A~ , MS WtwtlTumJ$:ltes Wf<Urttim!lfog • Ot'l!N)~k)IQt/~ 16 MlN UT1L[iL'\Ct ;· P1e.m1rtll/!()11 .)(Jili)t\ -f<t!liJtUN> 1/0til~ ~Cd•g~ ., -~ ttMl<rl Oui!~itl" 5.A.c Packet Pg. 97 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's of Santa Monica 32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User. Please refer to the Implementation Plan and Training Guide in the Attachments section of this response. 33. Discuss the process for configuration including the various roles required for implementation and support. This requirement is simple as the responsibilities fall mainly on IQM2. IQM2 breaks these down by user roles and then discusses permission levels and desired access during the Discovery Phase. The bulk of the users fall into the preparer role and adoption is immediate since they simply need to learn how to click. Then IQM2 has the Power User Role which is typically in the Clerks department and they often have super user access and privileges. IQM2 also has approver roles which often overlap with preparer and they have Council role views. Public Access 34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting. Yes, IQM2's eBoardroom offers both Virtual sign up before the meeting or during, as well as kiosk based sign up at the meeting. carahsoft 17 5.A.c Packet Pg. 98 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica SCHEDULE The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance.Explain how much City staff time is required in each phase of the project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates. Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process. Please find IQM2's Project Plan on the following page. Please refer to the Implementation Plan and Training Guide in the Attachments section of this response for a Schedule of the proposed project. carahsoft 13 5.A.c Packet Pg. 99 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Project: M2 Suite Implementation Date; Wed 4124113 Tas~ Spl~ Milestone Summary ,,,,,,,,,,,,,, ProjectSummary • External Tasks siMITlwlr 'l E:.tomal M,lestone Inactive Task lnacUve Milestone City of Santa Monica, CA M2 Suite Implementation S!M!TIWIT ~LI. fil.M.lIJWITIFlsls F's Is ..--.· ....... ~:) r:~-~ [~! *·, , .. t. • ~ ;~ ~ ~ L• ... ~ ........ ~Ff lL L,1111--i ,,i. "'l _J 1- "•lillt---, ...... .... ~) Inactive Summary c= "===::J Manual Task !II! :c·c::c:::::ccc;.. ::·,:• Manual Summary Roll up Manual Summary Start-only • Duration-only Page 1 ' li£ Finish-only Progress Deadine TlwlriF • fil.M.lI. EU_ WlI.1.£ 5.A.c Packet Pg. 100 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt n " " " Session 1 -Starling ar.d ConlloUing E-Boardroom sfaiiing E--BoardrOOm through Minutes Make,, tim-orsettings-;-;.:,dience di•Pi.Y. set currenti1em, eVoting, Signing Into E-Boardroom, Sl)Oake, queue, using the E-Boardroom Client, Speoker Sigrl"Up Kl ask. Tasks: Stage a mock meeting u•ing E-Board,oom to gel com Session t -Moc:k Meeting Triternal staff running through~ meetin~ process 76 ILive Meetlng 77 " " '" " "' " " as " " " " 00 LiVe1 Meeting Prep Legislative File Enf<y Generate Agenda Publish Agenda Livel Moating Status CaLI Live Meeting Meeting Minutes Entry Check Tlin;, Sfomps I 5yr,c1i Media Points Minutas Entry GenorateMlntltes Publish Mlnuleo Stalus Meellng St.Uflmary Thu7/11/13I Thu7/1111 Fri7112113I FiT?/121131 Men 7/1si13I Men 7/15/131 Mon7i'ts1131 Tue7/16/13l Tue7/i6/13I Tu07i16/13J Wed 1111113i Wed 7117/131 Thu 7/181131 'rhu7/18/13j tiii,7/161131 Thu 71161131 Thumaml FrJ7/1S/13I Frl7/1S/13] Ptojeot M2 Suite Implementation Date: Wod4/24113 , , , , , , , , , , , , , , Project Summary tlE MJTIWIT City of Santa Monica, CA M2 Suite Implementation slslMIJlwlTIF slMITIWITI FlsJs &temal Milestone • lnac~ve Summary Inactive Tosk Manual Task Task Spit Milestone + E,;temal Taslcs lnactive Milestone +: Du,atjan-only Pat1<>2 I .Mli ilE .M.LI .... E -...... i.HalllBD t..........., LL£l..§. 1!l1 .E...lJ,..L§_ filI.lE ~ 11:::. :t::".c.:;::.:;::ccc,;r Manual Summa<y Roi up Manual Summa<y Sla!l--only C ... ' ' '-""':)~. : ""' ~,,4-., --=== '1"1 ~ I iral Finish-only Progreso Doadl]ne ~"-1 ~ .,.. r1 J~ 11- ! .,,;,..--, , __ ,_,_._ I_. . . -. -··-· ~. -r:: a • .~ lltC9 .. , r.,;.. 1 ... ,_ r ... L ... (Ml •" 5.A.c Packet Pg. 101 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Carahsoft' s to the of Santa Monica The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system. IQM2 is offering the City of Santa Monica, California its special No-Risk Model. • No Upfront Costs • Training and Implementation included • Unlimited Users and Meeting Groups • Unlimited Storage • 24/7 Support by IQM2 Software Experts • Unlimited Access to the IQM2 Training Academy, including live on-ongoing weekly training sessions conducted by IQM2 software experts. Additionally the City of Santa Monica can request their specific topics and areas for IQM2 to conduct special training, including new user training, specific topic training; new elected official training, etc ... • City can stop at any time if they do not see the returns IQM2 is confident in offering the optimal Legislative Management solution for the City of Santa Monica. Furthermore, this places the responsibility fully on us to ensure the City's satisfaction and success each and every day. The vendor must provide a detailed itemized cost breakdown of the following categories: 1. Software licensing and annual renewals The cost for Minute Traq, which is the component of the platform that these requirements are specifying, is very simple and straightforward. Due to the special No Risk model IQM2 is offering the City of Santa Monica, the cost for MinuteTraq is $1,377.85 per month. All upfront costs have been waived and there are no hidden or ancillary fees. This includes full formal training and implementation as well as ongoing 24/7 support. Important Note: IQM2 will also incent the City of Santa Monica to migrate their current video streaming program currently being furnished by another provider and use IQM2's innovative MediaTraq tools by reducing the current video streaming costs by 50%. These saving could now be used to help substantially fund this initiative. IQM2 will also migrate historical documents and videos for free. This has proved extremely fiscally rewarding for the few governments we offered this to. 2. Professional services for installation/configuration, travel costs to be included There are no costs for professional services for installation/configuration. Travel will be billed at cost. carahsoft 5.A.c Packet Pg. 102 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica 3. On-site training ( specify costs for system administrator training and end-user training) There is no cost for on-site training (excluding travel costs) if necessary. IQM2's business goal is swift user adoption to drive a long term relationship and its intent is not to focus on frontend professional services revenue that causes complacency. IQM2 often hears from migrated governments that they were particularly frustrated with the upfront license and start 0 up costs they were required to pay and which never materialized into what they were promised. This is the same reason IQM2 offers monthly terms which we fill price fix for a period of time, if desired. 4. Rates for additional trainings There will be no cost for additional trainings. IQM2 is providing the City of Santa Monica access to the IQM2 Training Academy for unlimited free on-going training. This is staffed by IQM2 software experts and the City of Santa Monica can request the training topics they desire at their discretion. 5. Fee schedules for trainers and hourly rates for customization of product This does not apply to IQM2's pricing model. 6. Annual service and maintenance for five years The standard fee of $1,377.85 per month will be the cost per month for five years. 7. All other miscellaneous costs not listed above There are no miscellaneous costs for the proposed solution. The City reserves the right to select any or all of the components above, or that are included in the proposal. carahsoft IQlY12 \.'/fHl,<>CCH .'Jf.rli,,r; " "" " "" '" 5.A.c Packet Pg. 103 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) of Santa Monica REN The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages outlining this portion of the proposal may be attached to this page. Please see below for IQM2 references. carahsoft C:pn,t~ct'.s .. · Name/Title Address Phone 22795 Barton RcL . . . . GrandTerrace,CA923j3 :21 5.A.c Packet Pg. 104 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica ca rah soft 5.A.c Packet Pg. 105 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica EQUIPM NT S ECIFI NS If the Bidder proposes a system that includes or requires any on -premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed. This section is not applicable to IQM2's proposed system. carahsoft 5.A.c Packet Pg. 106 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santo Monica IN SUMMARY Carahsoft and IQM2 Inc. appreciate the opportunity to offer this solution for the City of Santa Monica's initiative. Carahsoft and IQM2 have proposed a superior and cost-effective solution that not only fully complies with the City's requirements but offers functionality to further boost the success of the program. Carahsoft and IQM2 understand the importance of your project goals and are confident you will benefit from this solution and our expertise. Carahsoft and IQM2 look forward to the opportunity to demonstrate this functionality to the City stakeholders, as well as the opportunity to work with the City of Santa Monica on this project. ca rah soft 24 5.A.c Packet Pg. 107 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoft' s of Santa Monita Please find the attachments below on the following pages: • Attachment C: Non Collusion Affidavit • Attachment E: City Policy on Doing Business with Arizona Firms • Training Guide • Implementation Plan Please note that Carahsoft and IQM2 are not submitting Attachment G: Personnel Benefits. This proposal is for software and outside of Implementation, Training and Ongoing support. This is not an outsourcing engagement, and thus, Attachment G does not apply. carahsoft 2S 5.A.c Packet Pg. 108 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS ATIACHMENT C-NON COLLUSION AFFIDAVIT TO ACCOMPANY STATE OF CALIFORNIA } COUNTY OF LOS ANGELES } PROPOSALS OR BIDS ~M=e=l=an...,y~L=·~S=m=i=th~------~· being first duly sworn, deposes, and says: that She/He is: Dir ctor (Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of, _ __,c,..2 ... r,..ab~.s""'o,.,ft.,.Tu.e.,.cb ... o..,o"'"l.,_,,ogy&i'-C"""-'or4p,.._. ----------------------- (Insert name of bidder) Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed. Affiant further deposes and says: that the bidder has not directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interests of the public body which is to award the contract or of any other bidder, or anyone else interested in the proposed contract; that the bidder has not in any manner sought by collusion to secure for himself, herself, itself, or themselves, an advantage over any other bidder. (strike out words not appropriate) Affiant further deposes and says that prior to the public opening and reading of bids the said bidder: (a) Did not, directly or indirectly, induce or solicit anyone else to submit a false or sham bid; (b) Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid, or that anyone should refrain from bidding or withdraw his bid; (c) Did not, in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix any overhead, profit or cost element of his, her, its, their price, or of that of anyone else; and -17 - 5.A.c Packet Pg. 109 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS ** (d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member · or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct. Melany L. Smith, Carahsoft Technology Corp. Name of Bidder -18 - I 5.A.c Packet Pg. 110 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS ATIACHMENT E-CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS CITY OF SANT A MONICA CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO BUSINESS WITH THE CITY OF SANTA MONICA A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL SANCTIONS UNTIL SUCH TIME AS THE NEW LAW IS REVOKED The City Council of the City of Santa Monica adopted Resolution No. 10479 (CCS) on May 25, 2010, which requires a review of all current and likely future agreements and contracts with Arizona-based businesses to examine the feasibility of acquiring such products and services elsewhere while the Arizona law remains in effect. Additionally, vendors offering goods or services to the City of Santa Monica must complete and sign the attached disclosure form; this applies to all solicitations, including but not limited to, bids and proposals. Please review, sign and submit the form with your bid packet prior to the closing date of bid. Contractors that do not have headquarters in the State of Arizona and those that will not be working with Arizona-headquartered subcontractors to provide goods and/or services as specified in this solicitation will take priority in the bidding process. NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law. Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive. State of Arizona Disclosure Form -see next page. -21 - 5.A.c Packet Pg. 111 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANTA MONICA CiWM Sauta 11ttnhHt"' STATE OF ARIZONA DISCLOSURE FORM TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO THE CITY OF SANT A MONICA Headquarter location or residency may not be considered as a factor if prohibited by applicable law. Please check the appropriate boxes below. Our company's headquarters are located in the State of Arizona. D Yes [xi No Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona. D Yes [lg No If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica. If more than one, attach a list of additional subcontractors, including the physical address of each location. Name of Subcontractor: --"-'N""'A'""---------------------- Street Address: _________________________ _ City:------------State:. ______ Zip Code: ___ _ -22 - 5.A.c Packet Pg. 112 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS ••• **************************************************************************************************** I declare under penalty Of perjury Ohder the laws of the State of California that the foregoing is true and correct. Signed: Printed name: Melany L. Smith Title: Director Name of Company: Carahsoft Technology Corp. Street Address of Headquarters: 12369 Sunrise Valley Drive, Suite D2 City: . Resto n State: __ V_A ___ Zip Code: _ __;;2c:.0"'19_1 __ _ Telephone# (including area code): 703.871.8500 Email: proposals@carahsoft.com FOR Cl1Y USE ONLY NOTES: -23 - 5.A.c Packet Pg. 113 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) INTELLIGENT MEETING MANAGEMENT IQM2 Training and Implementation Overview IQM2 Inc. 90-D Raynor Avenue Ronkonkoma, NY 11779 (631) 619-2017 MediaTn1Jq™ 5.A.c Packet Pg. 114 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) IQM2 Customer Training Program IQ lNHtUGf:.NT MUTING MAN1\QEMtNl The IQM2 training program follows a structured lesson plan model in which new customers are trained using 90 minute sessions. The sessions cover all the essentials to get up and running as efficiently and quickly as possible and use a "Train the Trainer" approach over a 4 week process with 2 meeting cycles. The training is geared to work with lto 3 people who become the Power Users and also internal trainers. After the essential training is complete and the customer is using the software, IQM2 and the Internal Trainers train the submitters, approvers and board members. After going live, additional training is provided for advanced functionality through the IQM2 Training Academy. • • ' • • • • • Train the Trainer approach 1 to 3 Power Users become Internal Trainers 4 Week Process (2 Meeting Cycles) 90 Minute Training Sessions, 60 Minute Review Sessions Submitters & Approvers Trained by IQM2 & Power Users Essentials are covered to get up and running quickly Advanced Topics covered after your Live Free ongoing training through the IQM2 Training Academy Remote Training Environment The IQM2 training program uses remote training tools (GoToMeeting and TeamViewer) to train users. Users are asked to connect and dial-in from their desks and to use a "Do Not Disturb" sign if necessary. Before training begins IQM2 asks that all users have the software installed on their desktop or laptops and a confirmation that GoToMeeting can be used. • GoToMeeting (please confirm it works) • Users are trained at their desks or in a group conference room. • Install Software before Training 5.A.c Packet Pg. 115 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) User Roles IQ-· JNHllHiENT MEETING MAN1\\J[M[NT For the purposes of planning IQM2 will categorize the users of the system into the following roles: • Power Users (PU) -The Power Users will be involved throughout the ENTIRE training process. They are involved in the initial setup decisions, training and become the Internal Experts of the IQM2 so~ware. • Agenda Clerk (AC) -The Agenda Preparer builds and posts the final agenda for a meeting. They are always in the Power Users group but there are sessions that are ONLY for the Agenda Preparers. • Minutes Clerk (MC) -The Minutes Preparer inputs the votes and comments of the meeting and then generates the Minutes. They are always part of the Power Users group but there are sessions that are ONLY for the Minutes Preparer. • Project Manager (PM) -In larger organizations there may be a project manager who is responsible for coordinating the project and may become the Internal Trainer. They are always in the Power User group. • Submitters & Approvers (SA) -Submitters are the users within the departments that are submitting agenda items. Approvers are typically the users and managers within the workflow that are approving agenda items prior to them being added to the agenda. The Power User group may sometimes contain 1 or 2 key submitters or approvers. • Board Members (BM) -The Board Members may want to be trained in how to access the agendas, search, log in to get confidential information and make sticky notes. • Information Technology (IT) -A technical individual from the City is typically used when something needs to be installed or the Website updated or for MediaTraq network settings need to be set up. • Audio/ Video (AV) -The A/V person is responsible for the audio and video equipment. For MediaTraq, the encoder needs to be plugged into the Audio and Video equipment. This person can often be an outside consultant who initially installed the equipment (for professional setups) or may be someone who simply operates the camera equipment during the meetings. 5.A.c Packet Pg. 116 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) MinuteTraq IQM2 starts with a discovery and planning session where the entire project timeline is set and then the City's system is set up and configured. During the first 2 weeks of training, IQM2 covers submitting, approving and building the agenda for the upcoming Parallel meeting. By week 3, the parallel meeting is taking place, the minutes are being completed and training of the preparers takes place so that submitting for the Live meeting can begin. In week 4, the customer is generating the agenda for the live meeting and if necessary, the board members are trained, Pl:imning 60 Minutes -Power Users The IQM2 Planner shall produce a calendar of the training and events working around the City's meeting cycles, availability and the availability of IQM2 trainers. All key people are asked to bring their calendars to this session so vacations and other scheduling conflicts can be avoided. After approving the dates and times a full project plan and meeting invites will be sent and accepted by all individuals. Tasks: Project Calendar & Project Plan. Meeting Invites Sent and accepted. Setup 2 Days -IQM2 Staff IQM2 staff will prepare the system with basic users, departments, file types, categories, standard templates and any other information necessary to complete the lessons. Before the Discovery Session, IQM2 will do as m.uch setup as possible from the City's website or emailed documents. Discovery Session 90 Minutes -Power Users During the setup phase, IQM2 will have a Discovery Session to ask a series ofquestions and provide explanations as necessary to key Power Users and decision makers. The gathering of the information will allow IQM2 to finalize the configuration of the City's system in preparation of the training. This is the City's opportunity to let IQM2 know all concerns or unique information about the City -but don't worry IQM2 personnel are experts at this. • Discovery Check! ist 5.A.c Packet Pg. 117 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Software Installed IT Staff Customer IT Staff should have the software installed and deployed for the Power Users, at a minimum, so training can begin. • Smart Client Deployment Guide • IQM2 Downloads Demo, Review & Approval of Setup 90 Minutes -Power Users After tweaking the setup, IQM2 staff will demo the City's personalized system and then review workflow, templates, output and setup for the City's approval before beginning the training. Further changes may be made as the City trains. Session 1 -Overview of Concepts, User and Department Creation 90 Minutes ·-Power Users Session 1 deals with Getting Started, Overview of menus and toolbars, Lists, User Manager, Permissions, Creating Meetings and importing older agendas and minutes. Tasks: Setup any users or departments missing with appropriate permissions. Add meetings for current year and last year, then upload agendas and minutes for previous 6 months. • Training Video: Installing and Logging into MinuteTraq [4 min] • Training Video: Navigating MinuteTraq and the Support Site [5 min] • Training Video: Creating and Editing Users & Permissions [10 min] • Training Video: Creating Meetings, Meeting Types and Locations [5 min] Session 2 -Creating Agenda Items 90 Minut:es -Power Users This lesson delves into basic drafting, submitting, adding and updating attachments, statuses, tracking changes, locking, placement, print preview, confidential information, Communications, PDF printer and Edit in Word. Tasks: Submit all agenda items you have for upcoming parallel meeting. • Training Video: Creating a Basic Agenda Item [7 min] Session 3 -Approving, Rejecting, Searching 90 Minutes --Power Users The third session goes over Work Items, approving, rejecting, signatures, email notifications, approver permissions, delegates, workflow designer, stage groupings and Searching. Tasks: Continue submitting any agenda items for parallel meeting. • • • Training Video: Workflow Part 1 -Approving and Rejecting [6 min] Training Video: Workflow Part 2 -Tracking Changes, Adding Work Items & History [6 min] Training Video: Searching and Reporting [6 min] 5.A.c Packet Pg. 118 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Session 4 -Agenda Wizard & Publishing 90 Minutes -Power Users IQ INTH-l!Gli.NT MHTI-NG MANAGl.M1'.N1 In Session 4, IQM2 personnel explain agenda outline tasks such as auto fill, adding/ removing items, attachments, statements, motions and sections; minutes approval; consent; generating; viewing; publishing/ web portal; distribution email; tagging; Web agenda; sticky notes and split view. Tasks: Build the City's agenda for parallel meeting. Send distribution email. Get board approval of agenda. • • Training Video: Agenda Wizard [8 min] Training Video: Generating, Finalizing, Distributing & Publishing the Agenda & Minutes [5 min] Session 5 -Minutes Maker & Web Portal 90 Minutes -Power Users Session 5 goes over minutes auto-fill, roll call, votes, comments, generating, publishing, add-ons, flags, amendments, Define Vote Results, Speaker Sign-up, Public Discussion, Board member profiles, voting history, web search, item detail page, web calendar, auto-backup and restoring. Tasks: Finish minutes for all items and generate. • -Training Video: Minutes Maker [9 min] • Training Video: Generating, Finalizing, Distributing & Publishing the Agenda & Minutes [5 min] Session 6 -Open Session / Advanced Topics 90 Minutes ----Power Users IQM2 personnel go over Searching, Reporting, Notices, Public Hearings, Save Reasons, Input Templates, Agency Settings and Advanced Features. Tasks: Complete a meeting from start to finish in Parallel. Historical Document Import Completed Any historical agendas, minutes and other documents are imported. Web Portal live Webmaster Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization are handled. Historical Agendas and Minutes for the current year are posted and all test data is removed. Parallel Agenda -Build & Post 60 Minutes -Agenda Preparer The IQM2 staff will follow along as the City builds and posts agenda for the first time. Parallel Meeting The Parallel Meeting sees the presentation of the final agenda, packet and web portal to the board. Minutes are prepared in Minute Maker tool. Parallel Minutes -Build &. finalize 60 Minutes -Minutes Preparer The IQM2 staff will follow along as the City finishes minutes. Press Release A Joint press release is sent out to raise positive awareness within the community. 5.A.c Packet Pg. 119 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Session 7 -Preparer Training 2 Hours --Department Su/Jmitters & Approvers IQl\/[:2 JNTl:ll!GE.NT MHTL"ic; MAN,\GlMtNT The seventh session delves into submitting agenda items, approving, dashboard and searching broken up into groups up to 5 users. Tasks: All users begin submitting and approving agenda items for Live meeting coming up using MinuteTraq. • Training Video: Creating a Basic Agenda Item [7 min] • Training Video: Workflow Part 1 -Approving and Rejecting [6 min] • Training Video: Workflow Part 2 -Tracking Changes, Adding.Work Items & History [6 min] • Training Video: Searching and Reporting [6 min] Training Survey IQM2 likes to get feedback from users to follow up with individuals who may need some extra help or attention. live Agenda -Build & Post 60 Minutes -Agenda Preparer The IQM2 staff will follow along as the City builds and posts the agenda for the second time. Board Member 60 Minutes -Power Users & Board Members Power User group teaches Board members how to download agenda, access information on web portal, make sticky notes and use split view. All preparers will have submitted items for this meeting. 90 Minutes -Minut:es Preparer The IQM2 staff will follow along as the City finishes the minutes for the Live meeting. 5.A.c Packet Pg. 120 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) MediaTraq Preparation Work 1 Week --IQM2 & IT Staff IQM2 Staff will prepare the system with basic users, boards and committees, and the encoder setup for the MediaTraq product. IT Staff at the City will set up the NAT Configuration and Firewall Configuration necessary as per the Customer Setup Checklist for MediaTraq. Check Encoder for connection from primary meeting location. Hookup Session 90 Minutes -IT/Network & Audio/Video Staff IQM2 & customer IT Staff setup the encoder on the network and with the A/V equipment. A series of tests are run to make sure all streaming, archiving, remote start and other features work. • MediaTraq Hookup Checklist Session 1 -Overview of Concept, User and Board setup 90 Minutes -Power Users Session 1 provides an overview of menus and toolbars, User Manager, Creating Meetings and importing older agendas and minutes. Tasks:. Set up a three users and set up two departments. Add meetings for current year and last year then upload agendas and minutes for previous 6 months. Session 2 -Recording and Uploading a Meeting 90 Minutes --Power Users Basic running of MediaTraq, Uploading Media, Media Vault, Media Event, Media Event Types, Transcoding, Remote Start, Pausing and Download Setting is dealt with in this session. Tasks: Record a test meeting, set up a new media event and upload an older video or audio file. Session 3 -Importing the Agenda and Minutes Maker 90 Minutes -Power Users Session 3 goes over importing and parsing the agenda, roll call, votes, comments, new sections, dragging and dropping, motions, statements, generating, viewing, publishing, defining vote results, time stamping and synching media points. Tasks: Import an agenda into the system and create the minutes document. If possible practice time stamping to a view and synching to that video. Session 4 -Web Portal & follow Up 90 Minutes -Power Users The fourth session delves into web agenda, minutes and agenda packets, media and calendar tab, searching online, board member profiles and vote history. Tasks: View the web site and run search, go through and upload 2 Media Events. Parallel Meeting 60 Minutes --IQM2 Staff & Minutes Preparer Agenda is imported and posted, Meeting is recorded live, Minutes Maker is used to timestamp agenda items, Archive is uploaded and Minutes are generated. Web Portal live Web master Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization. Historical Agendas, Minutes and Video from the last current year are posted for at least current year and test data is removed. Press Release A Joint press release is sent out to raise positive awareness within the community. live Meeting 60 Minutes -IQM2 Staff & Minutes Preparer The live meeting is the same as a parallel meeting. 5.A.c Packet Pg. 121 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) E-Boardroom: Optional Preparation Work 1 Week -IQM2 Slaff & Minutes Clerk IT Staff will set up multiple windows based tablets or pc's for board members to use. IT Staff will also setup a clerk PC to function as the E-Boardroom server and control the Audience Display. IQM2 Staff will provide instructions on setting up the MinuteTraq client to function as an E-Boardroom PC. Session 1 -Starting and Controlling !:-Boardroom 90 Minutes --Minutes Clerk Starting E-Boardroom through Minutes Maker, timer settings, audience display, set current item, eVoting, Signing into E-Boardroom, speaker queue, using the E-Boardroom Client, Speaker Sign-Up Kiosk. Tasks: Stage a mock meeting using E-Boardroom to get comfortable with the flow of the system. Session 2 -Mock Meeting 90 Minutes --Minutes Clerk & Board Members Internal staff running through a full meeting process Meeting 5.A.c Packet Pg. 122 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) INTE LlIG ENT MEETING MANAGEMENT City of Santa Monica, CA MinuteTraq™ MediaTraq™ Advanced Implementation Steps 5.A.c Packet Pg. 123 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation Advanced Implementation Steps Phase I: Remote -Preparation and Testing • Laying the Groundwork IQM2.com In the beginning of the implementation process a number of essential steps must take place. IQM2 will first conduct a Turnover Meeting to introduce the Implementation Team and to begin the process. The meeting's discussions will start to define a Charter for the upcoming project. It is important to establish what the City's vision is regarding the outcome of the project. Once a vision is defined IQM2 and the City can lay out the objectives and develop an agreed upon timeline. The City's vision will also help to confirm the deliverables so that expectations can be met. IQM2 and the City will discuss in detail the roles of both sides of the project; how IQM2 staff will lead the project and transition this lead to the City's project team over the course of the project. • Appoint Project Team Establishing a Project Team is a very important step. • Executive Sponsor: The most important member of the team is the Executive Sponsor. He/she will be someone from the executive staff who will oversee the project and provide firm guidance when necessary. • Project Champion: Having the right Project Champion is key as this is the owner of the project on a day to day basis. The Project Champion will be the go-to person throughout the project. • Project Team: The Project Team should be assembled to support the Scope and Objectives of the project. The number of members and their origin will be determined by the project goals. • Physical Environment The workspace environment will also need to be addressed. 1. Will there be a training room? 2. Will there be hardware for each participant to use in training? 3. Will there be access to necessary staff throughout training periods? 4. Will there be the use of a presenter PC (laptop) and a projector? IQM2 will need to set up a communications plan so all methods of communication are known by all. 1. What is the preferred method of communication; email, phone, etc.? 2. How will IQM2 and the City work together remotely; go to-meeting, Connect, etc.? IQM2 and the City will need to share all contact information to ensure there will be no disconnects. The implementation methodology will be documented later in this guide as well as Page 2 5.A.c Packet Pg. 124 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com in the Implementation Schedule Outline. The project timeline will be defined in Microsoft Project and displayed in a number of formats. • Quality Plan The best way to ensure a successful implementation is to plan the necessary time and stick to the plan. After identifying the team we will assess availability and create a project calendar. When resources are assigned to the calendar they will be put all together in MS Project to create the end to end implementation timeline. Adherence to this timeline is essential for a successful project. A high level demo of the MinuteTraq system is done utilizing the sales demo system. The purpose of this is to engage all members of the Project Team by allowing them to see where they fit in the process. All too often the Project Team members are not part of the buying decision and will not have seen the system prior to now. • Risk Plan Even with the best of plans, every undertaking has an element of risk. The goal is to minimize the risk factors to maximize success. There are some known risk factors and of course there are those that come up along the way. The common ones will be identified to work towards avoiding them; any of the others will be dealt with as they arise. • Plan Acceptance At the completion of each phase of the implementation process IQM2 and the City will need to go through the judgment criteria specific to that section and determine if the project is ready to move on to the next phase. When that is accomplished, IQM2 and the City will complete an acceptance form stating the agreement and listing any remaining stipulations. This is also a good time to review the upcoming phase and make sure the expectations are realistic and adjust proactively if necessary. Phase II: (Core Group) -System Testing and Configuration • Build Deliverables Prior to start, information is sent to IQM2 based on what was requested in the Implementation Schedule Appendix. The agency will be created with some configuring and information input into the system. The rest will be done as part of the training process. • Review Deliverables A Kick-Off meeting will be held so all project members have the opportunity to meet. A demo of the system is done to show the Project Team the status of the agency and for the first time they see their agency specific data in action. All necessary changes are made to make sure all requirements are met. Page3 5.A.c Packet Pg. 125 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com • Quality Management To ensure that the project stays on track and that any new or unresolved issues are taken care of, the Project Champion will constantly monitor progress and compliance. • Change Review If and when any new issues or concerns arise, they will be documented by the Project Champion and reviewed with the team for possible solutions. First the team will pursue the easiest, most logical solution; which often is to make slight changes to the process to make current application features fit. This is the fastest, most cost effective solution. When current features cannot satisfy the need for change IQM2 and the City will investigate the possibility of enhancements. Enhancements, when available, are time consuming and can negatively impact progress. Whatever method is used to satisfy the issue, it must be approved by all those necessary. • Risks Assessment Whenever a deviation to the plan takes place, whether it is a timing issue being rescheduled or a process issue being resolved, the overall effects it will have on the project must be assessed. If IQM2 and the City accept the proposed change, it is important to investigate the negative effects it will have on the project versus the positive effects it will have on the issue. Upon weighing this out, the team will make a decision to accept or deny the risk. • Issue Management To minimize problems when issues arise IQM2 and the City need to have a plan in place for resolution. First the team needs to investigate process change and then consider application changes. Being open to compromise and/or alternatives is the soundest way to go forward as it allows resolution with little or no negative impact to the project plan. Of course, first and foremost, the resolution must satisfy all parties. • Acceptance Management Once the agency has been built and configured, tried and tested, JQM2 and the City will sign off that all conditions have been met. The sign off will show agreement with the agency configuration as well as accepting the design and processes as those that the staff will be trained on. Any stipulations to the above will be listed and resolved in an agreed upon manner. Phase Ill: Remote -Final Refinements • Stipulations When the configuration process is complete and signed off, there are times when stipulations are part of the process. These are corrections or updates that we agree to complete prior to the onsite training in Phase IV. • Final Changes All final changes to the process need to be aired and instituted. Once IQM2 and the City move on from this point, there shouldn't be any more change, so as to be consistent with the material in Page4 5.A.c Packet Pg. 126 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com training. When the users are presented with the MinuteTraq system for training, the configuration and process should be locked down. • Review Plans A last review will be done on all plans to make sure they still fit. Although IQM2 and the City will most likely not want to change anything from this point on, it's best to take one last look and weigh any possible changes versu.s the risk. Phase IV: User Training and Go Parallel • Sub-Phase 1 During this Sub-Phase IQM2 will be showing everyone involved in the upcoming training a demo of the system as configured so they will understand what the goals are and where they fit in. Following the demo there will be a quick session with the system administrators and managers to mal<e sure they are prepared to support the system. IQM2 will then begin the first submitter training. The key focus of the submitter training will be creating legislative files. Topics ranging from selecting the proper template to submitting the file will be covered. IQM2 begins with a simple, basic file and end with a complex entry including all available features. • Sub-Phase 2 IQM2 begins this Sub-Phase by repeating the submitter training and then focusing on creating agendas. By utilizing the legislative files created by the submitters, our first agenda will be created. The feature in Minute Traq for creating agendas is called the Agenda Wizard. The Agenda Wizard allows for the creation of default outlines that are specific to a meeting group or type. The City will learn how to create these default outlines which ultimately will provide for the automation of the agenda process. Once the agenda outlines are created they are generated to a finished agenda printout. To complete the process the City will learn how to publish to the web portal and distribute copies to predetermined distribution lists. • Sub-Phase 3 The next step in the process is to record all of the happenings of the meeting, which include the roll call, meeting comments and the vote results. The Minutes Maker is the tool in MinuteTraq • that manages this part of the process. The City will learn all of its features through to the point of publishing and distributing; which is basically the same as in the Agenda Wizard. The second part of this Phase will be used to enter parallel data for an upcoming meeting. This will allow the City to use the MinuteTraq meeting process with real data and compare it to an actual meeting. Based on the success of this the City will be able to begin to focus on a live meeting. • Sub-Phase 4 During this Phase of training IQM2 will check in with all people and departments that were trained to make sure that everyone is comfortable with the system and that no questions remain unanswered. Page 5 5.A.c Packet Pg. 127 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com • Training Completion Acceptance As IQM2 concludes the training and have confirmed with all parties that IQM2 has achieved its training goals, IQM2 training staff will do a sign off that demonstrates Training Completion Acceptance. Phase V: Remote -Parallel Meeting and Go Live Preparation • Parallel Meeting The Parallel Meeting involves dual entry of data for an upcoming meeting. The meeting documents are created both in MinuteTraq and by the current process. If the MinuteTraq documents have successfully succeeded the current process IQM2 and the City will go to the meeting with those. If the documents still need further refinement, IQM2 and the City will go to the meeting with the legacy documents and make sure any issues are corrected prior to the next meeting. • Status Meeting Following the Parallel Meeting a Status Meeting (conference call) is held to discuss the meeting outcome. If necessary there will be another Parallel Meeting, but in most cases IQM2 and the City will be able to move on to going live with the system. At this point IQM2 and the City agree on the Go Live Meeting date. • Start Go Live Starting the Go Live process basically puts the agency 100% in MinuteTraq mode; there is no reason to go back and produce any documents using the legacy method. If any issues come up they will be addressed immediately so there are no voids in the system. • Web Portal Link Once live documents are created and are part of the system, the next step is to make them available to the public via the IQM2 Web Portal. The Web Portal is a place where they can view meeting documents by the calendar, search for resolutions, ordinances, and any other type of meeting document and if media is available, search and view that. There are a number of ways that the Web Portal can be seamlessly integrated with any current web site. Completion Review -Live Status • Status Call with Project Te_am As Live Meetings are produced, questions and possible issues may arise. For that reason, IQM2 and the City will plan a follow up Status Meeting to make sure if any of these things do exist, that they are answered or resolved in a satisfactory manner and timeframe. IQM2 also appreciates feedback and would like to hear the success stories from a new, live customer. Page 6 5.A.c Packet Pg. 128 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com Phase VI: (Optional) -Advanced Functions • Suggested Advanced Function Training Topics The M2 Suite has many options and functions available, and many of these may not have been originally purchased and/or addressed as they are advanced features of the system. Once MinuteTraq has been successfully deployed it's a good idea to investigate what other features will fit the City and how to go about using them. A conversation with IQM2 staff will help determine what will best fit with the City's future plans as well as what else can be done to add additional efficiencies. Some of the Advanced Functions are listed below: 1) End User Reports (advanced), searching 2) Letter Factory 3) Legal Notices 4) Work Planner 5) Work Flow and Routing 6) Other Documents 7) Templates Concept and Methodology (Admin Users) 8) Tasks/Follow Actions (All Users) Page 7 5.A.c Packet Pg. 129 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) EXHIBITC Terms (See Attached) 5.A.c Packet Pg. 130 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G 'TvEFtl\J Sivil1..RTER Government Meeting Management Software City of Santa Monica, CA Submitted By: Katie Dyer Account Representative IQM2 Inc. 100 Comae Street Ronkonkoma, NY 11779 (631) 619-2017 8/13/2013 5.A.c Packet Pg. 131 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) IQMZ, Inc. Terms, Conditions and Pricing for City of Santa Monica IMPORTANT NOTICE TO USER: IQM2, Inc. owns all intellectual property in the MinuteTraq, MediaTraq and E- Boardroom software "Software". You shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. This Agreement wi!l be governed by the laws in force !n the State of New York. 1. Reseller Terms. The following terms are required to be included in all of Carahsoft's (Reseller) Software sub- License and Service Agreements and shall govern all End User orders for IQM2 sublicensed there under. All Purchase Orders and payments must be made out to Carahsoft Technology Corp. 2. Software License. This software program and the accompanying files, software updates, lists and documentation are licensed, not so!d, to you. You may install and Use a copy of the Software on your compatible computer for the purpose of connecting to the hosted service provided by IQM2 as !ong as you are a current subscriber and maintain your monthly or annual continued services for the app!icable licenses. 3. Continued Services 3.1 Updates and Renewals. If the Software is an Update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by IQM2.Customer agrees to install all updates, Including any enhancements, for the Software in accordance with the instructions provided by IQM2. 3.2 Service Level Agreement "SLA". Technical support is available twenty-four (24) hours per day, seven (7) days per week for the term of this Agreement. IQM2 policy requires a response from a support staff member within 60 minutes which will result (if necessary) in a formal submission of a case #. Client will be notified of estimated resolution schedule. 3.3 Hosting. IQM2 agrees to maintain customer data in a Tier-3 datacenter and is committed to providing 99.9% uptime and availability. IQM2 will perform nightly backups of your hosted data to an alternate physical location. 3.4 Ownership of Data. All hosted data belongs to the customer. At the request of the customer IQM2 will provide a backup of al! database information and files through a downloadable backup or DVD. IQM2 agrees to provide this service without charge at least once per year. 4. Payment Terms & Fees 4.lBilling Procedures. Saas Services of $11 377.85 per month blHing wiil begin upon project start date (first discovery call with trainer). Each subsequent payment will occur on the 1st or 15th of each month. IQM2 reserves the right to charge a 5% cost of living per year. Payment Terms are NET 30 Days. This agreement can be terminated at any time with 30 days prior written notice. Initial here. __ ~ 4.2Travel Expenses. Travel expenses are not Included and will be invoiced separately. 4.3Hardware. IQM2 does not warranty any hardware. Should IQM2 ct1oose to furnish encoder hardware as part of our MediaTraq video streaming service at no additional cost, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost. 5. Limitation of Liability. In no event will IQM2 be liable to you for any damages, claims or costs whatsoever or any consequential, indirect, incidental damages, or any Jost profits or lost savings, even if an IQM2 representative has been advised of the possiblllty of such loss, damages, claims or costs or for any claim by any third party. The foregoing limltations and exclusions apply to the extent permitted by applicable law in your jurisdiction. IQM2's aggregate liability shall be llmited to the amount contracted for the software, if any. 5.A.c Packet Pg. 132 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 6. Pricing Structure: SKU # Description Monthly Saas IQJ~v12 !NTHUGENT MHTJNG M,\N;\Gl'Mf.NT One Time 20·310 MinuteTraq · Unlimited 10-002 System Conflguration, Implementation & Training Total--MonthlySaaS $1,377.85 / mo Waived/Included ... """""" .... """-·--"-·"···-····-------•.•...•.... """ --------···- Optional Additions (if adopted within the next 12 months): 21-310 MediaTraq -Unlimited $1,000 / mo 22·310 e-Boardroom • Unlimited $960 I mo Contract Number 4476961 "All Products Purchased under this agreement are available via Electronic Distribution only. No tangible media or documentation will be available or shipped under this agreement. Access to the products purchased under this agreement is in no way dependent upon any tangible media that may have been received prior to, or separately from, this agreement. To support the California sales and use tax exempt status of electronically downloaded software allowed under California regulation 1502 (F) (1) (D), vendor invoices for all purchases made under this agreement must accurately state that software distribution is solely via electronic download and that no tangible media or documentation will be shipped to or received by our agency." City of Santa Monica, CA Signature Printed Name, Title Date: Please Sign Below and Send to: KATIE DYER IQM2 AT CARAHSOFT TECHNOLOGY CORP. 12369 Sunrise Valley Drive, Suite D2 Reston, VA 20191 Phone: (703) 889-9701 Fax: (703)871-8505 KATIE. DYER@CARAHSOFT .COM Carahsoft Technology Corp. Signature Printed Name, Title Date: 5.A.c Packet Pg. 133 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) carab,~Qft '"'"''"'"''''-"j;;'/ \;'Joy Billing Contact: Billin Address: Billin Email: Billin Phone: IQM2, Inc. Signature s Printed Name, Title Date: 5.A.c Packet Pg. 134 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) EXHIBITD Professional Services Agreement Insurance Requirements Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors. Minimum Scope/Limits of Insurance Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 · covering GCL on an "occurrence" basis, including products-completed opera- tions and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Workers' Compensation and Employer's Liability: Workers' Compensation in- surance as required by the State of California and Employer's Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1). If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Other Insurance Provisions 1. The policies are to contain, or be endorsed to contain, the following provisions: a. Additional Insured Status {CGL policy): The City of Santa Monica, its offic- ers, officials, employees and volunteers are to be covered as additional in- sureds on the CGL policy with respect to liability arising out of work or oper- ations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations. The addi- tional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85. b. Primary Coverage (all policies): For any claims related to this Agreement, the Consultant's insurance shall be primary as respects the City of Santa 5.A.c Packet Pg. 135 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica. d. Waiver of Subrogation: Consultant hereby grants to the City of Santa Mon- ica a waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subro- gation endorsement from the insurer. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Consultant to re- duce or eliminate the deductible or retention applicable to the contracted work or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica. Verification of Coverage Consultant shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be re- ceived and approved by the City of Santa Monica before work commences. How- ever, failure to obtain required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City of Santa Monica re- serves the right to require complete, certified copies of all required insurance poli- cies, including the endorsements required herein, at any time. Failure to Maintain Insurance Coverage 5.A.c Packet Pg. 136 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agree- ment. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, the City of Santa Monica may purchase such coverage (but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance. Subcontractors Consultant shall require and verify that all subcontractors maintain insurance meet- ing all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager. Footnotes # 1: Workers' Compensation insurance coverage is not required if the Consultant does not have employees. The Consult- ant must, however, execute the City's Workers' Compensation Coverage Exemption Declaration Form. 5.A.c Packet Pg. 137 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) FIRST MODIFICATION OF AGREEMENT NO. 9784 (CCS) This First Modification of Agreement Number ____ (CCS) ("First Modification"), en- tered into as of 1'1'\0-1}-(¢ ____ , 2014, by and between the City of Santa Monica, a municipal corporation ~"City"), and IQM2, Inc. (IQM2) is made with reference to the following: RECITALS A. On or about October 7, 2013, the City and 1QM2 entered into Agreement Num- ber 9784 (CCS) for professional, software, and web hosting services for an agenda management system ("Original Agreement"). B. The City and 1QM2 desire to modify the Original Agreement to foclude addition- al services to be performed by IQM2 to enhance the agenda management system. TERMS AND CONDITIONS Now, therefore, the undersigned parties do hereby mutually agree to modify the Orig- inal Agreement as follows: 1. Section 1 of the Original Agreement entitled "Term" shall be deleted in its entirety and replaced with the following paragraph: Term. This Agreement begins on the Execution Date and terminates on June 30, 2018, unless terminated earlier as set forth in the Original Agreement or extended by the parties in writing. 2. Section 2 of the Original Agreement entitled "IQM2 Services" shall be modified by adding the following paragraph: Additional Services. IQM2 will perform all of the additional services ("Additional Services") described in Exhibit Al, Scope of Services. IQM2 will complete the Additional Services in accordance with Exhibit B-1, Budget. 3. Section 4 of the Original Agreement entitled "Compensation" shall be modified by adding the following paragraph: Compensation. The City will compensate IQM2 for the Services in an amount not to exceed $13,000, as set forth in Exhibit B-1. The total contract price for services pursuant to the Original Agreement and this First Modification shall not exceed $85,357. 4. Exhibit A 1 and Exhibit B-1 are attached hereto incorporated herein by this refer- ence. 1 5.A.c Packet Pg. 138 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5. Except as expressly modified by this First Modification, all other terms and condi- tions of the Original Agreement shall be and remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this First Modification as of the date and year first written above. ATTEST: SARAH P. GORMAN City Clerk APPROVED AS TO FORM: 2 CITY OF SANTA MONICA, a municipal corporation By:~ City Manager IQM2 Corporation Name: _ ,);\"?S\ t:AJ\-~i~\ Title: r\/ ~ ·· 5.A.c Packet Pg. 139 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Attachment A-1 Scope of Services ----IQMTwill-pYovio,.-t11eCiWofSanfaMonicaWitn-MinuteTraq;the Legislative andAgenaa-Management framework of IQM2's Government Meeting Platform. The system will provide functionality to manage all meeting documen.ts, reviewing processes and procedures, creating agenda packets, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. Key standard components of the system include the following: • Centralized Document Database • Workflow, Routing, and Review Process • Attachments and Importing • PDF Printer • Document Generation • Fast Re-Generation Technology to quickly modify and regenerate documents • History Tracking and Audit Trail • Revision Tracking and Comparing • Information Sharing and Delivery • Meeting Capture and Streaming • Task Follow-Up and Process Tracking • Free Ongoing Training Additional Services In addition to the standard platform detailed above and in the original agreement, IQM2 will provide the City of Santa Monica with an enhancement to the agenda management system to provide the following additional template-driven functionality. • Template Grouping and Organization • Field-Driven, Field-Specific Template Filtering • Hyperlink functionality in Rich Text Fields • Improvements to Template Selector This enhancement is detailed below. 5.A.c Packet Pg. 140 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Standard Language Guide Enhancement- Template Properties, Grouping & Organizing • Currently templates can belong to multiple Template Types but there is only a template type defined for the discussion and body but no comments. Additionally the XML templates are mixed in with the Body templates. • Header and Insert templates are used for "Generating" and should be left alone and considered separate. It would be preferable to have the Template List operate in two different modes (Generating Templates and New Templates/ Standard Language Guide) which could have 2 different menu options or some kind ofTab on the list that lets the list filter between these two types. • Template Types: Currently the Usage field on a template allows for this partially but does not have enough defined types. o New: Minutes Statement o New: Minutes Motion o New: Discussion --> Rename to: New: Legislative Discussion o New: Legislative File • This one will only be used for the XML templates • Move any Non-XML templates of this type to the new type below (New: Legislative Body). • Add the following Template Types o New: Legislative Comments o New: Legislative Body (Move any non-XML to Legislative File templates to this new type) • Clarifying Info o New Templates -New XML for Legi Files (Can't be edited except for properties) o Language Guide -essentially the "New" type templates • Body • Discussion • Comments • Statements • Motions • Template Properties for New Legislative Files -When creating a template of type New Legislative File you are prompted for the File Type. This should be extended to any of the fields that apply to the file type (New: Legislative File, Body, Discussion and Comments). It should be optional so a template could apply to all or a specific file type. 5.A.c Packet Pg. 141 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Template Name SLG -Body . Usages New: Legislative File Additional Usages " • Additional Usages Field= Language Groups o This field will be used for these template types as "Language Groups". o The label should dynamically switch between "Additional Usages" and "Language Groups" depending if a Generating Templates or Language Templates are being indicated in the Usage. o Additional instructional labels should be added under the "Additional Usages" that better explains what the user should use this field: • Add report names to each line which allow you to customize this template in different modes. The additional report names will appear under the drop down menus in the Agenda Wizard and Minutes Maker. • Add names of Language Groups that you would like this template to be grouped under and included in when being selected for specific uses. When selecting a template from a hyper/ink the language groups can be used to limit the templates available for a specific selection. Usages New Legislative File " Addilicn,1..._ 5.A.c Packet Pg. 142 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Filtering Templates based on Field(s) being Used • New Button -When starting a new Legislative file from the beginning the template selector should be modified to show all "New" type templates for that file type being created. o This is a change in current behavior to include the discussion and new comments types. This could be a problem if there are discussion templates that are unwanted. Need further investigating. • Use Template -When using the "Select Template" field from the toolbar the dialog form should only show templates where the usage (aka Template Type) has the matching type selected: o Discussion, Body, Comments ==> New: Legislative XXX • If the Legislative File Type is specified on a template then this also should be considered part of the filtering parameters. If a template has this field blank then it applies to all file types. o Agenda and Minutes Motion or Statement ==> New: Minutes Motion, New: Minutes Statement "Click Here" Hyperlinks in Rich Text Fields • When loading a Rich Text field automatic recognize some delimiting mark that turns the text into a hyperlink: • «CLICK TO SELECT» • «CLICK TO SELECT: Vendor Selection» o This would allow them to select templates where the Standard Language Group was "Vendor Selection". The dialog box would limit the templates based on both the field and the group. • Templates that selected may also have these delimiters so inserting a template could bring across additional hyperlinks to click and select. • After selecting template the delimiter is removed entirely. If the delimiter is the only non- whitespace within the paragraph then the extra paragraph is removed. If the delimiter is included from within a paragraph then just the delimiter is cleared. Cc-mme.rits: !Standard Language Guide for: Discussion r <CLICK TO SELECT: Vendm Selection>_? Sbcrt t1amed': ! ..... . 5.A.c Packet Pg. 143 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) • The Rich Text editor is used on forms. All areas should be confirmed to work properly after the changes: o Legislative Files o Template Editor o Agenda Comments o Minutes Comments o Legal Notice Editor o Attachment/ Note editor o Task Notes Editor o Template Set Editor Improvements to Template Selector • Groupings should show in list when a list is showing more than one group -if possible. • There may be limitations of the control that prevent grouping from showing. We also may choose to deploy Language Tagging instead of Grouping. • Text filter at top, focus is defaulted here and as user types the list of templates filters down by keywords in name, description and language groups. Name !J;l Blank Template BMilGM¥4 0 Overwrite All Text in Editor · OK Cancel 5.A.c Packet Pg. 144 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Not Final • IQM2 reserves the right to modify or expand the specifications. • Specifically in regards to the Grouping. We believe it may actually be more flexible to deploy "Tagging" instead and allow the Template selector hyperlinks the ability to select multiple tags ("groups") with comma separated list. The display of the templates on the template selection dialog may be affected. Functional Cleanup as Part of Project There are a few other minor changes to the software that will be made as part of the project. 5.A.c Packet Pg. 145 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-1 Budget The City will compensate IQM2 in a total amount not to exceed $85,357. Monthly service and maintenance fee for up to five years Additional Services Project: Enhancements to the Agenda Management System Contingency $1,377.85 $11,000.00 $2,000.00 Not-to-exceed amount $13,000.00 $5500 will be paid at commencement of the Enhancements to the Agenda Management System project. The remainder will be paid at project completion and delivery, defined by incorporation of new custom template functionality residing in MinuteTraq. IQM2 will provide City with reviews of development progress at regular intervals to obtain City's verification that custom functionality being developed meets with City's requirements and expectations. The estimated time to complete the enhancement project is five weeks from Monday, March 25, which is April 28, 2014. 5.A.c Packet Pg. 146 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5.A.c Packet Pg. 147 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) SECOND MODIFICATION OF AGREEMENT NO. 9784 (CCS) This Second Modification of~reement Number 9784 (CCS) ("Second Modifica- tion"), entered into as of _;J_ ___ J.(L ___ , 2018, by and between the City of Santa Monica, a municipal corporatio ("City"), and Carahsoft Technology Corporation (CARAHSOFT) is made with reference to the following: RECITALS A On or about October 7, 2013, the City and 1QM2/CARAHSOFT entered into Agreement Number 9784 (CCS) for professional, software, and web hosting ser- vices for an agenda management system ("Original Agreement"). B. On or about May 6, 2014, the City and IQM2/CARAHSOFT entered into a First Modification of Agreement Number 9784 (CCS) ("First Modification") which in- cluded additional services to be performed by 1QM2 to enhance the agenda man- agement system. The Original Agreement and First Modification may be referred to collectively herein as "the Agreement." C. On or about June 4, 2014, IQM2 was acquired by Accela. D. On or about March 13, 2018, Accela sold its agenda management system to Grani- cus. E. The City and CARAHSOFT desire to modify the Agreement to extend the con- tract term and increase the contract price to pay for those additional services. TERMS AND CONDITIONS Now, therefore, the undersigned parties do hereby mutually agree to modify the Agree- ment as follows: 1. Section 1 of the Agreement entitled "Term" shall be deleted in its entirety and re- placed with the following paragraph: Term, This Agreement begins on the Execution Date and terminates on June 30, 2019, unless terminated earlier as set forth in the Agree- ment or extended by the parties in writing. 2. Section 2 of the Agreement entitled "CARAHSOFT Services" shall be modified by adding the following paragraph: Additional Services. CARAHSOFT will perform all of the additional services ("Additional Services") described in Exhibit A-2, Scope of Ser- vices. CARAHSOFT will complete the Additional Services in accord- ance with Exhibit B-2, Budget. 3. Section 4 of the Agreement entitled "Compensation" shall be modified by adding the following paragraph: Compensation, The City will compensate CARAHSOFT for the Addi- 1 August 2017 5.A.c Packet Pg. 148 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) tional Services in an amount not to exceed $17,692, as set forth in Ex- hibit B-2. The total contract price for services purs'uant to the Original Agreement, the First Modification, and this Second Modification shall not exceed $165,424. 4. Exhibit A2 and Exhibit B-2 are attached hereto and incorporated herein by this reference. 5. Except as expressly modified by this Second Modification, all other terms and con- ditions of the Agreement shall be and remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Second Modification as of the date and year first written above. ATTEST: 1<i-t,tuJ1,: vdti {U/[rJd1t ·il40tt DENISE ANDERSON-WARREN City Clerk APPROVED AS TO FORM: LANE DILG City Attorney 2 ~~:'lfil(AL ICKCOLE City Manager CARAHSO TECHNOLOGY CORP By: -t--M-+------'-----ob--:------- Name: .._===-"-'-----'---'--'""""------ Title:--'----'--"-"-~--'-'---'----------- August 2017 5.A.c Packet Pg. 149 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ExhibitA2 Scope of Services 5.A.c Packet Pg. 150 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Legislative Management As used herein, "Accela" refers to Accela, Inc., the owner of the Accela Legislative Management software subscription services ("Software"). "Customer' or "End User" refers to the entity that executes a sales order with Reseller, Carahsoft Technology Group, for the Software. By installing or using the licensed software from Accela, Inc., the End User ("Customer") is agreeing to be bound by the Accela End User Terms and Conditions. The Software is protected under the laws of the United States and the individual states and by international treaty provisions. Accela retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, up to the limitations determined by the license purchased, subject to the following terms and conditions: 1. Accela owns all intellectual property in the Software. Customer shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. The Software and the accompanying files, software updates, lists and documentation are licensed, not sold, to Customer. Customer may install and use a copy of the Software on its compatible computer for the purpose of connecting to the hosted service provided by Accela as long as Customer is a current subscriber for the applicable licenses. 2. If the Software.is an update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by Accela. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Accela. Accela agrees to maintain Customer data in a Tier-3 datacenter and is committed to providing 99.9% uptime and availability. Accela will perform nightly backups of your hosted data to an alternate physical location. 3. All hosted data belongs to the Customer. Within thirty (30) calendar days following termination of this Agreement, Accela will provide a complete copy of Customer's data without additional charge through a downloadable backup or DVD. 4. Subscription terms are twelve (12) calendar months in duration. 5. Should on-site support requiring travel by Accela staff be requested by Customer, Accela will provide on-site assistance at Accela's then-current time-and-materials rates. In addition to these charges, Customer will compensate Accela for associated airfare, lodging, rental transportation, meals, and other incidental expenses as such expenses accrue and will be billed at cost and invoiced separately. 6. Accela does not warrant any hardware. Should Accela furnish encoder hardware as part of the Civic Streaming video streaming service, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost. Any upgrades, additional encoders, etc. will be billed to client. Any hardware furnished to client as part of Accela's services is to be returned to Accela upon termination of associated services. Accela has no obligation for any claim based upon a modified version of the Software or the combination or operation of the Software with any product, data, or apparatus not provided by Accela. Accela provides no warranty whatsoever for any third-party hardware or software products. Except as expressly set forth herein, Accela disclaims any and all express and implied warranties, including but not necessarily limited to warranties of merchantability and fitness for a particular purpose. Third-party applications which utilize or rely upon the Services may be adversely affected by remedial or other actions performed pursuant to these Terms and Conditions; Accela bears no liability for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all Software Services "as is" without express or implied warranty of any kind regarding the character, function, capabilities, or appropriateness of such services or deliverables. 5.A.c Packet Pg. 151 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 7. LIMIT OF LIABILITY: ACCELA WILL, AT ALL TIMES DURING THE AGREEMENT, MAINTAIN APPROPRIATE INSURANCE COVERAGE. TO THE EXTENT NOT OFFSET BY ITS INSURANCE COVERAGE AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAWS, IN NO EVENT WILL ACCELA'S CUMULATIVE LIABILITY FOR ANY GENERAL, INCIDENTAL, SPECIAL, COMPENSATORY, OR PUNITIVE DAMAGES WHATSOEVER SUFFERED BY CUSTOMEROR-ANYOTHERi'l:RSON-ClRt:NTITYEXeJ:J:DTHE- FEES PAID TO ACCELA BY CUSTOMER DURING THE TWELVE (12) CALENDAR MONTHS IMMEDIATELY PRECEDING THE CIRCUMSTANCES WHICH GIVE RISE TO SUCH CLAIM(S) OF LIABILITY, EVEN IF ACCELA OR ITS AGENTS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 8. Either Accela or Customer may terminate if the other party materially breaches these Terms and Conditions and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination or expiration, all rights granted to Customer are cancelled and revert to Accela. Signature Date 5.A.c Packet Pg. 152 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-2 Budget 5.A.c Packet Pg. 153 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) GOVERNMENT-PRICE QUOTATION ACCELA GOVERNMENT AT CARAHSOFT ca rah soft. eAccela l860 IVIICl-1/-\El_ f··;\f'{J'.\U/W DHI\J[ I '.)UI CE 100 I Rl=STUI\I, Vll{<.::ill\Jli\ )(J:I.C:10 1-'l·iOi\lE (7U3) (1/J-/_ViOCJ I F/\X (705) (PJ.--(\SOS I TOU.1-·:p,ff: ([1,BI',) 66CN\/II-I W\1\i\1\/. C1\ I~ /.\1-·I SO H. (01\11 TO: EMAIL: Christopher Smith Priilcipal Administrative Analyst City of Santa Monica 1685 Main Street, Suite 209 Santa Monica, CA 90401 christopher.j.smith@smgov.net PHONE: (310) 458-8301 FAX: TERMS: FTIN: 52-2189693 Shipping Point FOB Destination Credit Cards: VISNMasterCard/AMEX Remit To: Same as Above Payment Terms: Net 30 (On Approved Credit) Cage Code: 1 P3C5 DUNS No: 088365767 Sales Tax May Apply LINE NO. PART NO. DESCRIPTION Ss60aa&Mt07ci01-Acce!a Legislative Mgmt -AQenda & Minutes R1 TO? P75-1 OOK City!TownNillage Renewal -12 Months (1st Renewal Term) Accela Inc Start Date: 12/01/2017 End Date: 11/30/2018 SUBTOTAL: FROM: EMAIL: Daniela Canedo Carahsoft Technology Corp. 1860 Mich_ael Faraday Drive Reston, Virginia 20190 Daniela.Canedo@carahsoft.com PHONE: (703) 871-8663 FAX: (703) 871-8505 QUOTE NO: QUOTE DATE: QUOTE EXPIRES: RFQ NO: SHIPPING: TOTAL PRICE: TOTAL QUOTE: QUOTE PRICE 10147240 08/21/2017 11/30/2017 GROUND $17,691.60 $17,691.60 QTY EXTENDED PRICE 12 $17,691.60 $17,691.60 ·--------·------~-~--·-·-------~ CONFIDENTIAL PAGE 1 ofl TOTAL PRICE: $17,691.60 TOTAL QUOTE: $17,691.60 QUOTE DATE: QUOTE NO: 08/21/2017 10147240 5.A.c Packet Pg. 154 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) carahsoft Granicus at Carahsoft G GRAN ICUS 1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM TO: EMAIL: Esterlina Lugo Deputy City Clerk City-of-Santa-Monica---- 1685 Main Street, Suite 102 Santa Monica, CA 90401 USA esterlina.lugo@smgov.net PHONE: (310) 458-8211 TERMS: FTIN: 52-2189693 Shipping Point: FOB Destination Remit To: Same as Above Payment Terms: Net 30 (On Approved Credit) Cage Code: 1P3C5 DUNS No: 088365767 Credit Cards: VISA/MasterCard/AMEX Sales Tax May Apply LINE NO. PART NO. DESCRIPTION BASE RENEWAL SS60AA&MT07CI01-Accela Legislative Mgmt -Agenda & Minutes R2 TO? P75-100K City/TownNillage Renewal -12 Months (2nd Renewal Term) Accela Inc-SS60AA&MT07CI01-R2 Start Date: 1210112018 End Date: 06/3012019 SUBTOTAL: FROM: EMAIL: Kodja Schelte Granicus Government at Carahsoft -.1860.Michael Faraday.Drive Suite 100 Reston, Virginia 20190 Kodja.Schelte@carahsoft.com PHONE: (703) 921-4085 FAX: (703) 871-8505 QUOTE NO: QUOTE DATE: QUOTE EXPIRES: RFQ NO: SHIPPING: TOTAL PRICE: TOTAL QUOTE: QUOTE PRICE $1,474.30 OM TOTAL PRICE: ----------~- 11698803 04/2412018 06130/2018 GROUND $10,320.10 $10,320.10 QTY EXTENDED PRICE 7 $10,320.10 $10,320.10 $10,320.10 TOTAL QUOTE: $10,320.10 SUGGESTED OPTIONS LINE NO. PART NO. DESCRIPTION 2 RENEWAL OPTION YEAR 1 SS60AA&MT07CI01-Accela Legislative Mgmt-Agenda & Minutes R3 T07 P75-1_00K CityfTownNillage Renewal -12 Months (3rd Renewal Term) Accela Inc-SS60AA&MT07CI01-R3 Start Date: 07101/2019 End Date: 06/3012020 CONFIDENTIAL QUOTE PRICE QTY EXTENDED PRICE $1,577.50 OM 12 $18,930.00 QUOTE DATE: 04/2412018 5.A.c Packet Pg. 155 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Granicus at Carahsoft 1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM LINE NO. PART NO. DESCRIPTION QUOTE PRICE 3 4 RENEWAL OPTION VEAR 1 SUBTOTAL: RENEWAL OPTION YEAR.~2~---~ SS60AA&MT07CI01-Accela Legislative Mgmt-Agencja & Minutes R4 T07 P75-100K City/TownNillage Renewal-12 Months (4th Renewal Term) Accela lnc-SS60AA&MT07CI01-R4 Start Date: 07/01/2020 End Date: 06/30/2021 RENEWAL OPTION YEAR 2 SUBTOTAL: RENEWAL OPTION VEAR 3 SS60M&MT07CI01-Accela Legislative Mgmt -Agenda & Minutes RS T07 P75-100K CityrrownNillage Renewal-12 Months (5th Renewal Term) Accela lnc-SS60AA&MT07CI01-R5 Start Date: 07/01/2021 End Date: 06/30/2022 RENEWAL OPTION YEAR 3 SUBTOTAL: SUGGESTED SUBTOTAL: $1,687.93 OM $1,806.09 OM G GRANICUS QTY EXTENDED PRICE $18,930.00 12 $20,255.16 $20,255.16 12 $21,673.08 $21,673.08 $60,858.24 CONFIDENTIAL QUOTE DATE: 04/24/2018 5.A.c Packet Pg. 156 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5.A.c Packet Pg. 157 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 THIRD MODIFICATION OF AGREEMENT NO. 9784 (CCS) This Third Modification of Agreement Number 9784 (CCS) (“Third Modification”), executed as of _________________, 2019 (“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following: RECITALS A. On or about October 7, 2013, the City, Carahsoft and IQM2, Inc. (“IQM2”) en- tered into Agreement Number 9784 (CCS) (“Original Agreement”) for IQM2 to provide to the City, in conjunction with Carahsoft, an agenda management system (the “Agenda Management System”) in the form of software, professional services, and web hosting services. B. On or about May 6, 2014, the City and IQM2 entered into a First Modification of Agreement Number 9784 (CCS) (“First Modification”) which included additional services to be performed by IQM2, in conjunction with Carahsoft, to enhance the Agenda Management System and increased the compensation to be paid under the Original Agreement to reflect the additional services. C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System. D. On or about March 13, 2018, Accela sold the Agenda Management System to Gra- nicus, Inc. (“Granicus”), which assumed responsibility, in conjunction with Carah- soft, for providing the Agenda Management System. E. On or about July 10, 2018, the City and Carohsoft entered into a Second Modifi- cation of Agreement Number 9784 (CCS) (“Second Modification”) which ex- tended the term of the Original Agreement to June 30, 2019 and set the compen- sation to be paid during the extended term. The Original Agreement, First Modifi- cation, and Second Modification may be referred to collectively herein as “the Agreement.” F. The City and Carahsoft desire to modify the Agreement as set forth in this Third Modification. TERMS AND CONDITIONS Now, therefore, the undersigned parties do hereby mutually agree to modify the Agree- ment as follows: 1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and re- placed with the following: Term. This Agreement begins on the Execution Date and terminates DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 9/10/2019 5.A.c Packet Pg. 158 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 on June 30, 2020, unless terminated earlier as set forth in the Agree- ment or extended by the parties in writing. The City shall have the op- tion, at its discretion, to extend the Agreement for two (2) additional one-year terms (each an “Option Term”). 2. Section 2 of the Agreement entitled “Consultant Services” shall be deleted in its entirety and replaced with the following: Consultant Services. Consultant will perform or cause to be per- formed, including by, through, or in conjunction with IQM2, Inc. (“IQM2), Accela, Inc. (“Accela”), and Granicus, Inc. (“Granicus”), all of the services (“Services”) described in the following: Exhibit A, City’s Request for Proposal (RFP); Exhibit B, Consultant’s Proposal; and Ex- hibit A-1, Scope of Services. Consultant will complete or cause the completion of the Services in accordance with the following: Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Ac- cela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that as- sumes from Granicus responsibility for providing Services). 3. Section 5 of the Agreement entitled “Compensation” shall be deleted in its en- tirety and replaced with the following: Compensation. The City will compensate Consultant for Services per- formed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Gra- nicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services per- formed during the period July 1, 2019 through June 30, 2020, shall not exceed $18,930, as set forth in Exhibit B-3, Budget. Compensation to Consultant for the Option Term July 1, 2020 through July 1, 2021 (if City exercises its option to extend the Agreement for this Option Term) shall not exceed $20,255.16, as set forth in Exhibit B-3, Budget. Compensation to Consultant for the Option Term July 1, 2021 through June 30, 2022 (if City exercises its option to extend the Agree- ment for this Option Term) shall not exceed $21,673.08, as set forth in Exhibit B-3, Budget. The total compensation to be paid by City for Services pursuant to the Original Agreement, the First Modification, the Second Modification and the Third Modification shall not exceed $165,424. DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 159 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 4. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following: 7.1 All notices, demands, requests or approvals to the City: City of Santa Monica City Clerk’s Office 1685 Main Street, Room 102 Santa Monica, California 90401 Attn: Maria Dacanay, Administrative Analyst With a copy to: City Attorney’s Office 1685 Main Street, Room 310 Santa Monica, California 90401 Attn: City Attorney 7.2 All notices, demands, requests or approvals to Consultant: Granicus Government at Carahsoft 1860 Michael Faraday Drive, Suite 100 Reston, Virginia 20190 Attn: Kodja Schelte, Account Manager 5. There is added to the Agreement a new Section 25 entitled “Exhibits” which shall read as follows: Exhibits. The following exhibits are incorporated by reference into this Agree- ment as though fully set forth herein: Exhibit A Request for Proposal Exhibit B Proposal Exhibit C Terms Exhibit D Insurance Requirements Exhibit A-1 Scope of Services Exhibit B-1 Budget Exhibit A-2 Scope of Services Exhibit B-2 Budget Exhibit A-3 Terms Exhibit B-3 Budget 6. All references to Consultant in the Original Agreement, the First Modification, the Second Modification, and this Third Modification shall be deemed to refer to Carahsoft. 7. The Agreement, as modified by this Third Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Third Modification. DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 160 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 8. Exhibit B-3, Budget, attached hereto is incorporated by this reference as if fully set forth herein. 9. Except as expressly modified by this Third Modification, all other terms and condi- tions of the Agreement shall be and remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Third Modification as of the date and year first written above. ATTEST: ______________________________ DENISE ANDERSON-WARREN City Clerk APPROVED AS TO FORM: ______________________________ LANE DILG City Attorney CITY OF SANTA MONICA, a municipal corporation By: ______________________________ RICK COLE City Manager CARAHSOFT TECHNOLOGY Corpora- tion #VENDOR By: _______________________________ DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 Lane Dilg City Attorney 9/5/2019 9/6/2019 Kodja Schelte Carahsoft Technology Corporation Account Manager 9/10/2019 City Manager Rick Cole City Clerk Denise Anderson-Warren 9/10/2019 5.A.c Packet Pg. 161 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A-3 Terms DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 162 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Legislative Management As used herein, “Granicus” refers to Granicus LLC, a Minnesota Limited Liability Company. “Customer” or “End User” refers to the entity that executes a sales order with Reseller, Carahsoft Technology Group, for the Software. By installing or using the licensed software fromGranicus, the End User (“Customer”) is agreeing to be bound by the Granicus Terms and Conditions found at https://granicus.com/pdfs/Master_Subscription_Agreement.pdf. The Software is protected under the laws of the United States and the individual states and by international treaty provisions. Granicus retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, up to the limitations determined by the license purchased, subject to the following terms and conditions: 1. If the Software is an update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Granicus. Granicus is committed to providing 99% uptime and availability. 2. All hosted data belongs to the Customer. Within ninety (90) calendar days following termination of this Agreement, Accela will provide a complete copy of Customer’s data. 3. Subscription terms are twelve (12) calendar months in duration. Carahsoft reserves the right to increase the annual fees by up to 7% during renewal at the anniversary date. DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 163 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-3 Budget As shown in the attached Government-Price Quotation, for Fiscal Year 2019-2020 (July 1, 2019 through June 30, 2020) the City will compensate Carahsoft an amount not to exceed $18,930, to be paid in the form of a monthly service & maintenance fee not to exceed $1,577.50 upon receipt of a monthly invoice. Renewal Options As shown in the attached Government-Price Quotation, should the City exercise its options to renew for the Option Terms, the City will compensate Carahsoft in amounts not to exceed the following: Option Term 1: Fiscal Year 2020-2021 (July 1, 2020 through June 30, 2021) Total amount not to exceed $20,255.15, to be paid in the form of a monthly service & maintenance fee not to exceed $1,687.93 upon receipt of a monthly invoice. Option Term 2: Fiscal Year 2021-2022 (July 1, 2021 through June 30, 2022) Total amount not to exceed $21,673.08, to be paid in the form of a monthly service & maintenance fee not to exceed $1,806.09 upon receipt of a monthly invoice. DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 164 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) GOVERNMENT- PRICE QUOTATION Granicus at Carahsoft QUOTE DATE: QUOTE NO: 06/13/2019 16290846 CONFIDENTIAL PAGE 1 of 2 1860 MICHAEL FARADAY DRIVE | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM | SALES@CARAHSOFT.COM TO: Esterlina Lugo Deputy City Clerk City of Santa Monica 1685 Main Street, Suite 102 Santa Monica, CA 90401 USA FROM: Kodja Schelte Granicus Government at Carahsoft 1860 Michael Faraday Drive Suite 100 Reston, Virginia 20190 EMAIL: PHONE: esterlina.lugo@smgov.net (310) 458-8211 EMAIL: Kodja.Schelte@carahsoft.com PHONE: (703) 921-4085 FAX: (703) 871-8505 TERMS: FTIN: 52-2189693 Shipping Point: FOB Destination QUOTE NO: 16290846 QUOTE DATE: 06/13/2019 Remit To: Same as Above Cage Code: 1P3C5 QUOTE EXPIRES: 07/15/2019 Payment Terms: Net 30 (On Approved Credit) RFQ NO: DUNS No: 088365767 SHIPPING: ESD Credit Cards: VISA/MasterCard/AMEX TOTAL PRICE: Sales Tax May Apply $18,930.00 TOTAL QUOTE: $18,930.00 LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE YEAR 1 1 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,577.50 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R3 (3rd Renewal Term) Granicus - SS60AA&MT07CI01-R3 Start Date: 07/01/2019 End Date: 06/30/2020 12 $18,930.00 SUBTOTAL: $18,930.00 TOTAL PRICE: $18,930.00 TOTAL QUOTE: $18,930.00 SUGGESTED OPTIONS LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE RENEWAL OPTION YEAR 2 2 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,687.93 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R4 (4th Renewal Term) Granicus - SS60AA&MT07CI01-R4 Start Date: 07/01/2020 End Date: 06/30/2021 12 $20,255.16 RENEWAL OPTION YEAR 2 SUBTOTAL: $20,255.16 RENEWAL OPTION YEAR 3 3 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,806.09 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R5 (5th Renewal Term) Granicus - SS60AA&MT07CI01-R5 Start Date: 07/01/2021 End Date: 06/30/2022 12 $21,673.08 RENEWAL OPTION YEAR 3 SUBTOTAL: $21,673.08 DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 165 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) GOVERNMENT- PRICE QUOTATION Granicus at Carahsoft QUOTE DATE: QUOTE NO: 06/13/2019 16290846 CONFIDENTIAL PAGE 2 of 2 1860 MICHAEL FARADAY DRIVE | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM | SALES@CARAHSOFT.COM LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE SUGGESTED SUBTOTAL: $41,928.24 DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 5.A.c Packet Pg. 166 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 FOURTH MODIFICATION OF AGREEMENT NO. 9784 (CCS) This Fourth Modification of Agreement Number 9784 (CCS) (“Fourth Modifica- tion”), executed as of _________________, 2022 (“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technol- ogy Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following: RECITALS A. On or about October 7, 2013, the City, Carahsoft and IQM2, Inc. (“IQM2”) en- tered into Agreement Number 9784 (CCS) (“Original Agreement”) for IQM2 to provide to the City, in conjunction with Carahsoft, an agenda management system (the “Agenda Management System”) in the form of software, professional services, and web hosting services. B. On or about May 6, 2014, the City and IQM2 entered into a First Modification of Agreement Number 9784 (CCS) (“First Modification”) which included additional services to be performed by IQM2, in conjunction with Carahsoft, to enhance the Agenda Management System and increased the compensation to be paid under the Original Agreement to reflect the additional services. C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System. D. On or about March 13, 2018, Accela sold the Agenda Management System to Gra- nicus, Inc. (“Granicus”), which assumed responsibility, in conjunction with Carah- soft, for providing the Agenda Management System. E. On or about July 10, 2018, the City and Carahsoft entered into a Second Modifi- cation of Agreement Number 9784 (CCS) (“Second Modification”) which ex- tended the term of the Original Agreement to June 30, 2019 and set the compen- sation to be paid during the extended term. The Original Agreement, First Modifi- cation, and Second Modification may be referred to collectively herein as “the Agreement.” F. On or about September 10, 2019, the City and Carahsoft entered into a Third Modification of Agreement Number 9784 (CCS) (“Third Modification”) which ex- tended the term of the Original Agreement to June 30, 2019 and set the compen- sation to be paid during the extended term. The Original Agreement, First Modifi- cation, Second Modification and Third Modification may be referred to collec- tively herein as “the Agreement.” G. The City and Carahsoft desire to modify the Agreement as set forth in this Fourth Modification. DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 6/30/2022 5.A.c Packet Pg. 167 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 TERMS AND CONDITIONS Now, therefore, the undersigned parties do hereby mutually agree to modify the Agree- ment as follows: 1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and re- placed with the following: Term. This Agreement begins on the Execution Date and terminates on June 30, 2023, unless terminated earlier as set forth in the Agree- ment or extended by the parties in writing. 2. Section 5 of the Agreement entitled “Compensation” shall be deleted in its en- tirety and replaced with the following: Compensation. The City will compensate Consultant for Services per- formed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Gra- nicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services per- formed during the period July 1, 2022 through June 30, 2023, shall not exceed $23,190, as set forth in Exhibit B-4, Budget. The total compen- sation to be paid by City for Services pursuant to the Original Agree- ment, the First Modification, the Second Modification, the Third Mod- ification, and the Fourth Modification shall not exceed $188,614. 3. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following: 7.1 All notices, demands, requests or approvals to the City: City of Santa Monica City Clerk’s Office 1685 Main Street, Room 102 Santa Monica, California 90401 Attn: Maria Dacanay, Administrative Analyst With a copy to: City Attorney’s Office 1685 Main Street, Room 310 Santa Monica, California 90401 Attn: Douglas Sloan, City Attorney DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 168 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 7.2 All notices, demands, requests or approvals to Consultant: Carahsoft Technology Corp. 11493 Sunset Hills Road, Suite 100 Reston, Virginia 20190 Attn: Kristina Smith, Contracts Manager 4.There is added to the Agreement a new Section 4 entitled “Exhibits” which shall read as follows: Exhibits. The following exhibits are incorporated by reference into this Agree- ment as though fully set forth herein: Exhibit A Request for Proposal Exhibit B Proposal Exhibit C Terms Exhibit D Insurance Requirements Exhibit A-1 Scope of Services Exhibit B-1 Budget Exhibit A-2 Scope of Services Exhibit B-2 Budget Exhibit A-3 Terms Exhibit B-3 Budget Exhibit A-4 Terms Exhibit B-4 Budget 5.All references to Consultant in the Original Agreement, the First Modification, the Second Modification, the Third Modification, and this Fourth Modification shall be deemed to refer to Carahsoft. 6.The Agreement, as modified by this Fourth Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Fourth Modification. 7. Exhibit B-4, Budget, attached hereto is incorporated by this reference as if fully set forth herein. 8.Except as expressly modified by this Fourth Modification, all other terms and con- ditions of the Agreement shall be and remain in full force and effect. DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 169 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 IN WITNESS WHEREOF, the parties have executed this Fourth Modification as of the date and year first written above. ATTEST: ______________________________ DENISE ANDERSON-WARREN City Clerk APPROVED AS TO FORM: ______________________________ LANE DILG City Attorney CITY OF SANTA MONICA, a municipal corporation By: ______________________________ RICK COLE City Manager CARAHSOFT TECHNOLOGY Corpora- tion #VENDOR By: _______________________________ DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 City AttorneyDOUGLAS SLOAN Kristina Smith Contracts Manager Carahsoft Technology Corp. DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 David White City ManagerCity ClerkDenise Anderson-Warren 5.A.c Packet Pg. 170 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A-4 Terms DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 171 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 172Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 173Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 174Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 175Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 176Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 177Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 178Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 179Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-4 Budget As shown in the attached Government-Price Quotation, for Fiscal Year 2022-2023 (July 1, 2022 through June 30, 2023) the City will compensate Carahsoft an amount not to exceed $23,190, to be paid in the form of a monthly service & maintenance fee not to exceed $1932.50 upon receipt of a monthly invoice. DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 180 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 181Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 182Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 183Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE63505.A.cPacket Pg. 184Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)