EXHIBIT A
SCOPE OF WORK
ELECTRONIC FILING SYSTEM FOR FORM 700 AND CAMPAIGN FINANCE FORMS
1. EXPECTED OUTCOME
The System must meet the following requirements:
1.1. An out-of-the-box, web browser-accessible, Software-as-a-Service solution with separate portals for Form 700 filers, Campaign Finance Form filers, and Boards & Commissions applicants.
1.2. Browser agnostic and functions at a minimum on Microsoft Edge, Google Chrome, and Apple Safari.
1.3. Unlimited electronic filing (or scanning and uploading if electronic submittal not currently available) and posting of the following:
1.3.1. California FPPC Campaign Disclosure Statements (electronic)
1.3.2. All other FPPC-approved forms available from Vendor for on-line filing (electronic)
1.3.3. Boards & Commissions applications
1.4. Electronic filing and immediate posting to a public portal for Form 700 filers and Campaign filers.
1.5. Allows City to scan and upload into System any forms submitted on paper.
1.6. Archival database with reporting and querying capabilities for all forms.
1.7. Ability to publish all Campaign and Form 700 forms (in redacted form) on a Vendor-hosted website for public viewing over the Internet through a link on the City’s website, as directed by the City.
1.8. Allows the public to search and view published Forms, with a complete list of filings, via the Internet (with information redacted, including address, per City specifications).
1.9. Allows the public to search and view the database of all current FPPC Forms submitted by paper or electronic filing.
1.10. If a filed document is not available electronically, Vendor’s System will notify the searcher that the document is available for viewing in the Office of the City Clerk.
1.11. Allows the public to view all 11 Boards & Commissions on a public viewing portal as well as an auto-generated Maddy Act List
1.12. Allows the public to link to a Board and/or Commission to see general information about the board (including meeting schedules, location, and an admin contact), link to the boards agenda & minutes, and view the roster of members
1.13. Configurable automatic email notifications and reminders to filers, including welcome, late filings, and non-filings.
1.14. Campaign and Form 700 systems includes filing status report and log (who/when/what was sent).
1.15. Boards & Commissions system includes electronic application process and workflow as well as tracking Oaths of Office
1.16. Multiple, geographically separated, and redundant servers for storing data to ensure data security.
1.17. Ability to export raw data for all Campaign Disclosure Forms.
1.18. System Administration:
1.18.1. Grants City staff and administrators access based on security level to perform the following tasks for Campaign and Form 700 systems:
1.18.1.1. Store and edit general information about filers.
1.18.1.2. Store and edit all filings by individual statement periods.
1.18.1.3. Provide deadlines when filings are due and periods covered as well as allow for entry of miscellaneous notes by City staff.
1.18.1.4. Indicate how filings were received.
1.18.1.5. Track deadlines for filings and any subsequent amendments.
1.18.2. Issues an ID number and password for filers to log onto the secure website hosted by Vendor.
1.19. Campaign and Form 700 Filing:
1.19.1. Allows filers to (a) enter data into Vendor’s on-line filing System or (b) upload files in the CAL format used by the California Secretary of State.
1.19.2. Validates submitted filings and notifies the filer if the filing was accepted or declined.
1.19.3. Allows filers to print a copy of the forms generated from their upload or data entry.
The System will produce two versions in Adobe pdf format: one version (not accessible to the public) will include all information as filed to the filer and admin system, and the other version (accessible to the public) will have all addresses redacted.
1.19.4. Allows filers to access earlier validated electronically filed forms for reference.
1.20. Allows the City to generate late filing and non-filing reports for Campaign and Form 700 filers.
2. TRAINING
2.1. Vendor shall provide training on the implemented System as follows:
2.1.1. Unlimited admin training
3. MAINTENANCE AND TECHNICAL SUPPORT
3.1. Vendor shall provide unlimited support to City staff by email or phone and filers by email at a minimum Monday through Friday, excluding City holidays, 9 a.m. to 5 p.m. Pacific Time.
3.2. Vendor shall provide technical support and maintenance which shall commence at the end of the applicable warranty period.
4. PERFORMANCE STANDARDS
Performance standards are based upon providing deliverables according to the timeline for performance as determined by City’s Project Manager, and whether the System meets the expected outcome in terms of timeliness and functionality. Contractor’s System shall be accessible 24/7/365 and have a guaranteed uptime of at least 99.8%, excluding scheduled maintenance. Vendor shall meet service level targets with failure to do so linked to service credits or penalties.
5. LIABILITY FOR SCANNED DOCUMENTS
City accepts any and all liability resulting from the placement of documents scanned by the City that are made available on the internet for public viewing through the services of the Contractor. In no event does the contractor accept liability created by any document scanned into the System by the City.