REQUEST FOR PROPOSAL
AGENDA MANAGEMENT SYSTEM
AND
VIDEO STREAMING
CITY CLERK'S OFFICE
INFORMATION TECHNOLOGY
INTRODUCTION
Strategic Plan
Goal 1, Objective No. 7 - Seek Direction from the City
Council regarding their desires and timing to consider
replacement of Agenda Management System and
Video Stream.
City Council
Request was made during Election Season and City Clerk
requested that due to the current contract the date was deferred to correspond with end of contract.
History and Overview
HISTORY
• Sire Technologies - Entered into agreement 2012 and they were purchased by Hyland Software • Novus - City used in 2016, but company was purchased by Granicus • Granicus - Upgrade from Novus to Granicus in 2018 and renewed in 2021 thru June 30, 2024.
CURRENT BRIEF OVERVIEW OF PRODUCT
• Agenda Creation and Online Publishing
• Meeting Integration and Facilitation
• Video Services
AREAS FOR IMPROVEMENT
Dated User Interfaces for both City Staff to create and manage agendas and constituents to access the system
Tedious process required to ensure consistency across all agenda items.
In-Application security challenges making it difficult for multiple departments to collaborate on an item
Occasional Video and Audio Buffering Issues
Constant system maintenance occurring during scheduled meeting times. • Several "Black Boxes" within the system make for a difficult system to troubleshoot and maintain alongside the Council Chamber Audio/Visual System. • Difficult to use system for electronic note taking, especially for City Council/ Commission members.
The Process
RFP
Staff conducted research from League of Cities City Clerk listserve, cities such PROCESS as Chula Vista, Santa Ana, Yorba Linda, Gilroy, MISAC, and Hawaiian Gardens.
IT Director and City Clerk staff met and prepared questionnaire included as Attachment No. 1, on Staff Report.
Focus on Functionality, Usability, and Product Quality
RFP provides vendors flexibility to elect what to bid on Provide direction to staff of any additional areas of interest or concern for staff to address or include in RFP