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Home My WebLink AboutRFP Response - AccelaAcceta Request for Proposals for Agenda and Meeting Management System City of Miami, FL RFP 472340 May 4, 2015 Proposer: Accela Inc. Contact/Contract Liaison: Julian D. Munoz Office Location: 2633 Camino Ramon, Suite 500 San Ramon, CA 94583 Ph: 925-659-3247 F: 925-659-3201 Email: imunozaccela.com FEIN: 94-2767678 ORIGINAL Accela (this page intentionally left blank) Accela 2633 Camino Ramon Suite 500 San Ramon, CA 94583 I (925) 659-3200 May 4, 2015 City of. Miami - City Clerk City Hall 3500 Pan American Drive Miami, FL 33133-5504 Re: RFP 472340 — Agenda and Meeting Management System Dear Members of the City Evaluation Panel: These are exciting and challenging times for the City of Miami. Accela stands ready to help the City achieve its business objective of obtaining a new software solution that will improve service to City citizens. Our enclosed proposal details how the Accela Legislative Management solution will satisfy the needs that are most important to City stakeholders. Through a proven implementation methodology, we can help make sure the City is successful in a smooth transition from the current technology to a more user friendly platform without compromising the integrity of the City's data. I will act as Accela's primary contact for all matters regarding this response and any subsequent phases, and can be reached at our corporate office at 925.659.3247 or via email at jmunoz@accela.com. Thank you for your consideration. ian D. Munoz Vice President Enclosures Civic Excellence + Civic Engagement = Civic Good www.accela.com Accela (this page intentionally left blank) M Accela Table of Contents 1 RFP Certification Statement 3 2 Minimum Qualification Requirements 5 3 Proposers Experience and Past Performance 7 4 Key Personnel and Subcontractors Performing Services 17 5 Proposed Approach and Methodology to Providing the Services 27 6 Appendix A: Agenda and Meeting Management System Requirements 73 7 Appendix B: Price Proposal Schedule 75 Disclosure In relation to future versions of planned system enhancements or future product direction, the information contained in this material is not a commitment or legal obligation to deliver any of the features or functionality described herein. © 2015. Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page l of 75 Accela (this page intentionally left blank) @) 2015 Accela, Inc, All rights reserved Legislative Management Software RFP #472340 Page 2 of 75 Acceta 1 RFP Certification Statement REP Certification Statement can be found on the page immediately following this one. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page3of75 Accela (this page intentionally left blank) Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: Please see attached pages entitled "Exceptions to Proposed Terms and Conditions — Miami, FL RFP for Legislative Management Software" for exceptions. We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: SUPPLIER NAME: Accela Inc. ADDRESS: 2633 Camino Ramon, Suite 500, San Ramon, CA 94583 PHONE: 925-659-3247 FAX: 925-659-3201 EMAIL: jmunoz@accela.com BEEPER SIGNED BY: JvLIAr ®. Mo2. 4IS 8440 tg425 TITLE: Vice President 22 Ae to 24:31S FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SI-IALL DISQUALIFY THIS BID. Page 2 of 49 Certifications Legal Name of Firm: Accela Inc. Contact Name, Phone Number, Fax, and Email Address: Julian D. Munoz, Ph: 925-659-3247, F: 925-659-3201, Email: jmunoz@accela.com Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Corporation Year Established: 1981 Office Location: City of Miami, Miami -Dade County, or Other Other (San Ramon, CA) Occupational License Number: Accela does not hold an occupational license with the City of Miami, but will obtain a license if awarded a contract. Occupational License Issuing Agency: N/A Occupational License Expiration Date: N/A Will Subcontractor(s) be used? (Yes or No) No Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 7/1/07). If no addendum/addenda was/were issued, please insert N/A. Addendum No. 1, 4/15/15 Addendum No. 2, 4/22/15 Addendum No. 3, 4/28/15 If Proposer has a Local Office, as defined under Chapter 18/Articlle III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) No, Proposer does not have a Local Office Page 3 of 49 Has Proposer reviewed the attached Sample Professional Services Agreement (PSA)? Yes Does Proposer acknowledge that the attached Sample PSA is an example of the standard Agreement used in conjunction with the services related to this solicitation, and shall not be amended? Yes, subject to exceptions provided in Accela's proposal. Accela's standard agreement for the provision of its Legislative Management software will also be attached to the proposal. Page 4 of 49 Line: 1 Description: Disregard this line item. Please refer to Appendix B. Category: 20987-00 Unit of Measure: Dollar Unit Price: $ Number of Units: 1 Total: $ Page 5 of 49 Page 2, Section 1.6; p. 19, Section 1.75,Assignment Page 3, Section 1.9 Availability of Contract State -Wide Page 11, Section 1.37 Firrn Prices Page 3, Section LIO(C) Award of Contract Page 4, Section 1.11 Bid Bond/Bid Security Page 4, Section 1.13 Bid Security Forfeited Liquidated Damages Page 15, Section 1,59 Performance/Payment Bond Page 14, Sec. 1.52; Page 27, Sec. (5) Page 28„ Sec. 2.17 Page 3, Section 1.10(F- G) Award of Contract Acce a Exceptions to Proposed Terms and Conditions -- Miami, FL RFP for Legislative Management Software General (and Sec. Li, The City's standard PSA does not adequately 1.10(F), 1.11, 1.13, address the software and annual maintenance 1.36, 1.41, 1 49, 1.83 ) program being proposed by Vendor and several sections are inapplicable (including Sec. 2.18 on p. 28, which indicates not additional terms and conditions will be considered, because additional t's and c's are necessary for this technology project Assignments made for purposes of financing or factoring or pursuant to changes in the corporate equity structure of Vendor should not be subject to prior approval by the City, as these do not affect the provision of services by Vendor. Vendor is unable to price -hold and guarantee the same price for additional users and modules indefinitely. The perforniance/bid/proposals/bond requirements are inconsistent with the project proposed. Vendor does not agree to liquidated damages in advance of contract signing and/or cost to cover. The content of these sectionsis not applicable to the services proposed. As the proposed City contract pertains primarily to the provision of technology and professional and technical services, Vendor has proposed its agreements to address those aspects of the proposed transaction. Add the following language: "Notwithstanding, Vendor may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets." Vendor agrees to discuss in good faith the rate for additional purchases. In no event will the fees paid by the City be greater than the fee paid by any other customer of the Vendor for the same type license and/or service. In lieu of 100% financial security, Vendor proposes that the parties evaluate the proposed phased implementation to determine the items and amounts `at -risk" at various points during the project and, considering those managed risks, tailor performance guaranties in a manner most cost- efficient for the parties. Page 1 Accela Page 10, Section ;1.36. •,F:O.B. Destznalion Page 12, Sec Inspections Page 13, Sectio Manufacturer's Certificatio Page 16, Section Properly Page 19, Section Samples :Page 21, Section 1: Title Page 9, Section 1.32 Entire Bid Contract or Agreement Page 11, Section 1.41 Health Insurance Portability and Accountability Act (HIPAA) Page 8, Section 1.27 Default/Failure to Perform - Page 20, Section 1.80 Termination Page 24, Section 2.11 Page 12, Section 1,42 Indemnification, Page 13, Section Insurance Vendor objects to the proposed order of precedence to the extent that said ordering would assign lower priority to Vendor's pricing and proposal terms than to City's general RFP: Vendor can warrant that its employees and data is HIPAA compliant, but cannot warrant that its software is compliant as well. Where a "for cause" termination is contemplated, Vendor recommends that a minimum of 30 days' cure period be allowed to establish whether material inconsistencies with agreement requirements are capable of remedy as indicated as this time period is more appropriate to determine and address a software issue. Vendor is willing to indemnify City only to the extent of its own liability, actions and malfeasance. Vendor agrees to require subcontractors to indemnify City to the extent of their own liability, actions and malfeasance. 46 Per policy provisions, the City may be na an additional insured only to Vendor's general liability and automobile insurance policies; additionally, these same policies are the only policies that are primary and non- contributory. d Vendor suggests that the parties negotiate the order of precedence in good faith to provide appropriate weight to the various terms. Delete sections. Vendor seeks confirmation that software is NOT required be HIPAA compliant. Revise sections as follows: "Either party may terminate if the other party materially breaches this agreement and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Vendor requires the following indemnification: "Vendor agrees to indemnify, defend, and hold City and its officers, agents, and employees harmless against any claims, suits, or damages arising out of physical property damage or bodily injury to the extent caused by the negligence or misconduct of Vendor or its employees or agents while the terms and conditions of this agreement remain enforceable." Page 2 Accela Page 14, Section 1.52 Nonconformance to Contract Conditions Page 27, Section 2.12 Insurance Requirements Page 28, Section 2,17 Termination (A. For Default) Page19, Section 1;75 Selling Transferring or Assigning Responsibilities Page 27, Section 2.14 Subcontractor(s) or Subconsultant(s) Page 38, Section 4.1.B Key Personnel and Subcontractors Performing Services Page 21, Section 1.84 Trade Secrets Execution to Public Records Disclosure Page 21, Section 1.86 Use of Name Page 24, Section 2.11 Failure to Perform Page 35, Section 3.5 Technical Support Services Vendor does not agree in advance to bear the cost or reimburse City for any substitute contracts or damages as solely determined by City. As an independent contractor, Vendor must retain exclusive right to assignment of personnel, including subcontractors, and take exception to the condition preventing subcontractors from performing on this agreement without prior written consent. Vendor agree to assume all costs of defense, including attorney fees, if it controls the defense. Vendor requests that it be allowed to publicly disclose its ongoing business relationship with City provided such disclosures do not expressly or impliedly indicate City's endorsement of Vendor's products or services without City's prior written authorization. Vendor offers the following support and service levels: Telephone Support Accela will provide Customer with a telephone number to contact Accela Customer Support, Accela's live technical support facility, which is available from 4:00 a.m. until 6:00 p.m, Pacific time Monday through Friday, excluding Accela's observed holidays. E-Mail Support Accela will provide Customer with one or rnore electronic mail addresses to which Customer may submit routine or non -critical support requests, which Accela will address during its regular business hours. Online Support Accela will provide Customer with access to archived software updates and other technical information in Delete references to compensation and/or damages for replacement contracts Substitute language: Vendor retains exclusive right to assignment of personnel, including subcontractors, performing under this agreement. Include the following: "If Vendor is obligated to pay for defense, including attorney fees, Vendor shall control the defense." Revise section to indicate that Vendor may disclose its business relationship with City. However, it may not expressly or impliedly indicate City's endorsement of Vendor's products or services. Page 3 Accela Accela's online support databases, which are continuously available. - Critical Severity — Definition: System o application is non-functional or seriously affected and there is no reasonable workaround available, for example, business is halted. Response Time: Vendor will respond with confirmation of receipt of incident within 1 business hour and provide follow-up every 60 minutes when the Critical Incident is phoned into the Accela Customer Support. Resolution Time: Upon confirmation of receipt, Vendor begins continuous vvork on the problem and will put forth the effort to provide a workaround, fix, or estimated completion date within 72 hours after the problem has been diagnosed and/or replicated, or provided there is an agency representative available to assist withissue diagnosis and testing during the resolution process. High Severity - Definition: System or application is affected and there is no workaround available or the workaround is impractical, for example, City cannot process payments or system response time is very slow. Response Time Vendor will respond with confirmation of receipt of incident within 4 business hours and provide follow- up every 48 hours. Resolution Time -Upon confirmation of receipt of incident, Vendor will put forth the best effort to provide a workaround or fix or estimated completion date within 14 business days after the problem has been diagnosed and/or replicated. Moderate Severity - Definition: System or application feature is non-functional and a convenient workaround exists, for example, non -critical feature is unavailable or requires additional user intervention. Response Time: Vendor will respond with confirmation of receipt of incident within 8 business hours and provide follow-up every 7 days: Resolution Time: Vendor will put forth the best effort to provide a workaround or fix or estimated completion date within 21 business days after the problem has been diagnosed and/or replicated. Page 4 Accela Low Severity - Definition: Systein or application feature works, but there is a minor problem, for example, a field is mislabeled or a help file is missing. Response Tirne: Vendor will respond with confirmation of receipt of incident within 24 business hours and provide follow-up every 14 days. Resolution Time: Resolution for the issue may be released as a patch set or be incorporated into a future release of the product. Pages 25-27, Section Vendor will provide notice of any reduction 2.12 Insurance in limit of liability, cancellation or non - Requirements renewal of insurance covered if there is not equal or better insurance policies in place. Vendor's general liability and automobile insurance coverages are the only coverages that may be primary insurance with respect to City. Contingent & Contractual Liability and Premises and Operations Liability are a part of Vendor's Commercial General Liability policy, therefore making endorsements for these liabilities moot. END OF DOCUMENT Clarify that Vendor will provide notice if there is not equal or better insurance policies in place. Specify that only Vendor's general liability and automobile insurance policies are the only policies to which Customer may be named an additional insured, and the same are the only policies that can be primary. Page 5 Accela 2 Minimum Qualification Requirements Each firm interested in responding to this Request for Proposals must provide the information on the fires qualifications and experience, qualifications of the project team, Project Manager's experience, and previous similar projects. Information on Accela's qualifications and experience can be found in detail throughout the proposal, specifically in Section 3. The references listed in the proposal can speak to the level of experience and mastery we bring to the work we do. Qualifications of the project team can be found. in Section 4. Additionally, Proposer must be an established firm"for a minimum of five' (5) years, and Proposer, or its owner(s) and/orprincipal(s), must have a minimum of five (5) years, related experience; Accela has been providing software to government since 1981, and more specifically, legislative management software to government since 2006. the individual proposed as the Project Manager must have a minimum of five (5) years experience in providing the type of services list herein, and have successfully completed projects of similar scope and size, while serving as project manager on similar projects on a minimum of three (3) previous occasions The proposed Project Manager, Anthony LaGreca, has over 8 years of Software Training experience and has implemented many of the largest and most progressive paperless meeting deployments in the country. You will find his resume and background in Section 4. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 6 of 75 Accela (this page intentionally left blank) 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 6 of 75 Accela 3 Proposers Experience and Past Performance 1. Describe the Proposer's past performanceand experience within the past five (5) years, state the number of years that the Proposer has been in existence, the current, number of employees, and what qualifies the Proposer to provide the City with an Agenda and Meetings Management'System to manage the process of submitting, recording and approving legislation produced by the City's adrninistration. After review of the City's RFP and accompanying requirements, we are honored to have the ability to share our solution, qualifications and references. Having amassed over 350 clients in the 8 years in the Legislative Management market, we feel we have a unique advantage over our competitors. Our products have been built from the ground up from within, no acquisitions of add on solutions, no 3rd party partnerships to fill the gaps and under management by the same Software Architect from day 1. What this means to you is seamless integration of our entire Legislative Management suite of products which include Agendas and Minutes, Civic Streaming (HD option), Digital Boardroom and Boards and Commissions for a full end to end Agenda and Meeting Management solution. Accela's subscription offering is a cloud -based solution allowing users to access our software from any internet browser. Internal users working within the Agenda and Minutes application will also utilize the Smart Client which works like a Microsoft Office product with toolbars, menus and none of the issues commonly experienced by browser based products (add -on tools, errors posting pages, viruses, spyware, etc.). The Smart Client is designed specifically so our users can work on documents with Microsoft Word supporting all the rich features the MSOffice suite has to offer. In addition, it allows us to provide advanced functionality like a built-in PDF Printer, data caching (for superior network performance) and an easier interactionwith your local file and document management system like Documentum. The Smart Client only requires an internet connection (just like browsers) and will automatically update itself. The Smart Client is pushed out through your network via MSI or Click -Once deployment and only requires the .NET 2.0 Framework leaving IT to focus on other tasks they may be faced with on a day-to-day basis. It offers all the pros of browser based applications with none of the cons and truly allows Accela to provide the most user-friendly solution for Meeting Management available in the market today. The Agenda and Minutes solution will facilitate the entire cycle of an item from creation, to agenda creation, agenda review, meeting management, minutes creation as well as the sharing of information with Council, staff and citizens. It 012015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 7 of 75 Accela also comes with a Web Portal so that all of the City's information can be viewed in a single location. Agendas, minutes, webcasts, public hearings and legal notices are just some of the items that can be displayed on this page. Viewing these documents is as easy as clicking on the corresponding HTML link for the meeting you wish to view. The City determines what information it releases for public consumption and only the attachments it allows the public to view are presented on the web portal ensuring tight control on the distribution of information. There is also a self-service web signup function that will allow the City to establish distribution lists for those citizens or stakeholders who wish to opt -in to receive information on a regular basis (as items are updated etc.). Citizens can specify which RSS Feed topics they are interested in; define which meeting type/groups they want to follow and what topics are of interest. One our unique RSS features is that once an organization publishes an update in the IQM2 software, a citizen will be automatically updated via the RSS Feed. A great example is the ability for Newspapers or State Agencies to automatically receive notification regarding public hearings or decisions. One of our strongest features via the web portal is the ability to keyword search the entire database of documents that have been scanned and indexed, including OCR enhanced PDF files so that if an employee or a citizen conducted a search for a specific letter, word or number it would come up in the search. This is an extremely valuable component that is a byproduct of a consolidated public meeting database and has the potential to relieve the City of numerous Freedom of Information Act requests saving the City tens of thousands of dollars per year. We have even worked with a client to present historical data as far back as 1917. http : //oke echob eec ountyfl. igm2. com/Citizens/calendar. aspx?From= 1 / 1 / 1917 &To =12/31/1917 Inherent within our solution is a very robust workflow tool providing users the ability track items through the simplest of workflows to the most convoluted. As items move through the workflow they are electronically date and time stamped providing fullvisibility down to who is working on a document currently to who has modified, rejected or approved it. Workflow can be dictated by the originating department, the category or other functional items and will be designedto fit your current workflow. The ability to add specific people or departments on the fly in the instance where a change needs to be made is also made available. We are very proud of our workflow automation tool and its ability to streamline processes while providing the ability for accountability and transparency in the process. © 2015 Acceta, Inc. All rights reserved Legislative Management Software RFP #472340 Page 8 of 75 Accea Accela's Civic Streaming application will provide the City of Miami with a superior streaming solution. It includes several tools that automate recording, uploading and web publishing of meetings and other events. Civic Streaming records the events, timestamps meetings and publishes the minutes and media. These are linked to your website, or posted with one click, to the citizen web portal. The following are some features that separate Accela Legislative Management from other service providers: • Live DVR • Live streaming to iOS mobile devices • HD Capable • Instantly Available after Meeting (don't have to wait for archive uploads) • Automatic Timestamp Synchronizing • Automatically Generated Title & Recess Screens Inserted with Meeting Information • Built-in Replicator with Encoder • Automatic Move Detection for mobile encoders and replicator routing • Smart Streaming — automatically detects the connection speed to return the optimal streaming quality based on the connection which removes buffering Our digital encoder will simplify the recording of your meetings & events. We provide an encoder at your location and connect to your audio/video equipment. It records and encodes your meeting into a suitable format for webcasting and streaming. The encoder will later upload the entire file and automatically publish the video for public viewing on our real-time web portal. It also not only displays the agenda and minutes but also synchronizes the video with the individual agenda items. Viewers can search, browse, and open. a Resolution, Ordinance, Public Hearing or any agenda item, and theninstantly jump to that part of the video while displaying any documents and information taken at the meeting. Customers with Agendas and Minutes have this function as an automatic feature. This is a turn -key solution that includes streaming services through our content distribution network. We utilize the top streaming providers to ensure that your meetings have 100% availability for public consumption. Our reliable providers also manage streaming services for high -profile customers such as FOX, ABC, MSN, and YouTube.com. With unlimited on Demand storage and archive capacity offers dependable storage for meeting archives that can last decades. The storage network is capable of storing petabytes of data and is housed on redundant equipment for reliability and backup. We can manage the © 2015 Accela, !no. All rights reserved Legislative Management Software RFP #472340 Page 9 of 75 Acceta archives and expand storage as needed, handling all your storage and back-up concerns. Resident within the solution are powerful reporting tools offer you valuable usage analysis for better understanding the traffic your site is getting and the audiences you are attracting. Our powerful reporting tools can be set-up to email you daily, weekly and monthly reports. In addition to our robust reporting features we also have a full integration with Google Analytics which empowers your organization to obtain very granular and real time visibility into citizen and stakeholder usage. Digital Boardroom is our automated meeting chambers voting and presentation module. It offers the next level of public transparency and meeting process efficiency. The Digital Boardroom system utilizes the most current tablet based touch screen and software functionality that brings the highest level of sophistication, efficiency and effectiveness to your boardroom or council chambers. This module allows meeting organizers to display vote results on flat screens, projectors and other presentation devices as motions are being made in real-time with or supporting documentation including maps, slideshows, and websites are being displayed. All the vote results are available in real-time and saved to the vote record with the current agenda items. For simplified management Digital Boardroom allows the meeting organizer to control the meeting from a laptop or PC while displaying important information to a projector or plasma monitor through a real-time presentation screen that is controlled by our Minutes Maker tool. A Speaker Queue feature allows meeting stakeholders to schedule and manage who will be or is speaking and subsequently determine how much time they are allotted. You can even empower citizens to register to speak either before the meeting or as they are entering the building. You can then approve them and allocate the amount of time you allocated. Even more powerful, is the fact you are now capturing all of this information electronically and you are no longer relying on cards and paper that have to be delivered to the Clerk. Electronic voting is the key feature of Digital Boardroom where it will display all voter's choices in real-time with color -coding for the vote results. Each voter's picture is displayed with their name, title and vote. As each vote is cast, the Minute Maker tool collects the votes and puts them into the vote record that can immediately be saved to the internet or used in the Minutes document that the system automatically generates post -meeting. Taking your meeting to a new level by using intuitive touch screen technology or an iPad, we empower elected 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 10of75 Accela officials and stakeholders to use next generation tools to drive organizational and meeting efficiency. Our Boards and Commissions module simplifies the process of managing your board and committee appointments, making them streamlined and simple. Designed from the ground up on the newest web based technology, Boards and Commissions works with all the major browsers. Internal users will be able to quickly perform all the setup, management and workflow using their own unique password, Citizens can view all the public information through the Accela Boards+ public portal. It provides for the ability to define all your boards, committees and commissions with the intuitive software interface along with their mission statements, meeting frequency, term limitations and special requirements for being on the board. Each seat on the board can also detail additional requirements and specific titles. This allows later for people to see which seats are vacant or filled. The ability to track required qualifications for being considered for a specific board or seat on a board. When an applicant wishes to apply for a board seat the system will automatically notify the applicant of the requirementsthey must meet for the specific appointment and ask them to provide any specific documentation they may need, such as a completed Form 700. The definitions of the board "makeup" is often determined by legal mandates or codes instituted many years ago when the commission was first originated. Therefore, they often have very specific requirements that are difficult to manage across dozens of boards. By defining these qualifications with Boards and Commissions, not only does it make these complex and unique requirements easy to track, manage and report but also simplifies the applicant process. The applicant database allows you to see all of your applicants and their applications in a single list, complete with their status and the boards for which they are applying. Any correlating attachments like their resume or application forms are easily accessible and searchable. Need to replace a retired volunteer? You can easily search the applicant database for anyone else who applied for the board or committee in the past. With the Boards and Commissions solution, searching and finding applicants is easy and if you already interviewed them in the past you can expedite this process by reviewing the previous interview notes as those are stored as well. The Online Application process allows anyone who wishes to apply can easily see view vacant seats on the public portal and apply online. When they choose to apply, the qualifications for that seat will be displayed and the applicant will be prompted to enter their qualifications for each. The applicant can attach their 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 11 of 75 Accela resume, save it as a draft and then submit it for consideration. When applications are entered into Boards and Commissions, either online or internally the Application Workflow can be used to drive internal review and even interviews. The status of the application is automatically updated as it goes through each step of your review process. The workflow for any application can be automatically generated and can be different for different boards. As interviews are scheduled, Boards and Commissions will automatically send email reminders to the associated parties. It will also keep track of applicants who have responded and their scheduled interview times. The integrated dashboard will display all the applications that need to be reviewed by you as well as remind you of interviews that you need to conduct. This dashboard integrates with other Accela Legislative Management products. Users can have all their information on a single screen with easy access to other items that may require their attention. When it comes time to make appointments we auto generate agenda items for the appointments. Boards and Commissions can do this as a standalone Word document if you like, but for customers that also have Agenda and Minutes, the system can automatically generate your agenda item to be submitted and ultimately auto populate your agenda. Because we know what most people are doing now, we made sure you can import and export everything from Microsoft Excel. We also will help you load all your historical information into Boards and Commissions making for an easy transition into the power module. We also have a no cost iPad app named WeGovem that will allow Council and Board Members to manage meeting documents in a secure and personalized fashion. The ability for Council members to enter an electronic queue to speak automatically notifying the Chair, the ability to electronically tally votes, facilitate meeting minutes and facilitate the tracking and follow 'up on action items from meetings are all capabilities inherent within the iPad application that allow for a pure digital boardroom. Should the Council wish to go paperless (potentially saving upwards of $450,000 a year like Los Angeles did) by eliminating the printing of Agendas and Minutes, utilizing the iPad application is a great start. Lastly, our licensing model is as simple as it gets. No upfront implementation fee and no training fees for the life of your contract. We even provide the first encoder for capturing audio and streaming video with a full three-year warranty provided by the hardware vendor. The City would subscribe to the modules necessary to meet the requirements and pay a single monthly fee per module. © 2015 Accela, Inc All tights reserved Legislative Management Software RFP #472340 Page 12 of 75 Accela That is it! Typically, our larger customers pay a year or two upfront to ease administration but in the scenario a client would prefer monthly billing we also offer that option. We are very confident in our ability to meet the needs of our customers but in the instance you decide to leave us we just ask for a 30-day written cancelation notice and we will provide access to YOUR data in a timely fashion. Easy to procure, simple to install and committed to your success, that is Accela Legislative Management. 2. What is the Proposer's total number of installations of the proposed application/software product? What was the total installetionsin cities which are comparable to Pie City of Miami? Provide documentation that the Proposer has at least fiveyears experience assisting clients with transitioning from a different software. Accela has implemented over 350 customers who utilize either one, several, or all of the legislative management software modules. Customers in cities which are comparable to the City of Miami include Atlanta, Georgia; Reno, Nevada; Waco, Texas; Brookhaven, New York; Boise, Idaho; and Fremont, California. We have transitioned numerous clients over from different software solutions over the years. One of these is Nassau BOCES, who moved over from Novusolutions in 2010. 3. Prowde a detailed description of three (3) comparable contracts (similar in •scope' of services to. those requested herein) Which the'Proposer has either ongoing or completed within the past five;(5) years from the date of this solicitation. Two of these should;be from a governmental entity, `The description;should identifyfor each project: u. , description of. work, lit dates'covering the term of.the contrac tv client contact person;and phone number,'. v, statement of Whatherproposer was the prime contractor or subcontractor, and yr the results of the project. Where possible, list and describe those similar size private entities. projects performed for government clients or Reference 1 Client Description of Work The City of Boise, ID Accela provides the city with our Agendas & Minutes and Civic Streaming solutions © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 13 of 75 Acceta Dates of Contract 8/24/12` Present Contact Person::.. • Alex Charlton Phone Number , (208)'384 3705- Prime or Subcontractor' Prime The City of Boise has become one of Accela's strongest group of users, and remains a customer of Accela Legislative Management to tfis.dav Dates of Contract Contact Person Phone Number Prime or Subcontractor Results Client Description of Work. e City of Reno, Accela provides the City with our Agendas &` Minutes, Civic Streaming and Digital Boardroom solutions 5/31/12 Present he City of Reno remains a strong user of ccela_Legislative Management, and uses the solutions°provided to manage multiple meeting tidies Town of Brookhaven NY • Accela provides the Town with our Agendas & Minutes and Civic Streaming solutions • 7/2/14 - Present Contact. Person Kasey Cheung Phone Number (631) 451-6718 Prime or Subcontractor Prime © 2015 Acosta, Inc. All rights reserved Legislative Management Software RFP #472340 Page 14 of 75 Accela Results Brookhaven was using a major competitor for many years, then decided to migrate over to Accela Legislative Management solutions and has since drastically improved and streamlined many of their processes. Brookhaven is a great reference to speak with regarding the differences in software and service quality between Accela and their previous vendor. 4. Provide information concerning any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, or ongoing maintenance or support if its product and services, in which the Proposer, any of its employees or subcontractors is or has been involved within the last three years. Accela Legislative Management, any of its employees or subcontractors is not nor has been involvedwithin the last three years in any prior or pending litigation, civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, or ongoing maintenance or support of its product and services. © 2015 Accela, Inc, All rights reserved Legislative Management Software RFP #472340 Page 16 of 75 Accela (this page intentionally left blank) c� 2016Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 16 of 75 Accela 4 Key Personnel and Subcontractors Performing Services 5. Provide anorganization chart showing all key personnel, including the lead individual (Proposer's Project Manager), with titles, to be assigned to this project This chart must clearly idont►fythe Proposers employees and those of the subcontractors or sub -consultants and .shall include the roles and involvement levels and durations of the key personnel.All key personnel include all partners,'' managers, seniors and other professional staff that will perform work and/or services in this project. Upon selection of Accela, a scheduling call will be set up with the Training Coordinator to plan the implementation. You will be assigneda dedicated Project Manager and Implementation Specialist who will be with you for the life of the training. The Training Coordinator will work with the City of Miami to schedule each session with your Implementation Specialist. Your Implementation Specialist will take you through the entirety of the training, from discovery call to go -live and beyond. Your Project Manager will be available for support and will address any concerns over the course of the training. Once your training is complete, you will be assigned a Customer Success Manager, who will continue as your point of contact going forward. The Customer Success Manager's job is to see that you continue to succeed in your use of the product and relationship with Accela. All key personnel on this project are direct employees of Accela. There are no subcontractors or sub -consultants. Project Manager Anthony LaGreca Manager, Product. Training & Implementation Accela Inc raining Coordinator ;Meredith Cottrell coOlt. Trainer/Backup Project Manager oseph Palladino mpiemehtation Specialist ccela frrc.. © 2016 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 17 of 75 Accela 6. Provide the experience_and past performance ofthe key personnel (do not include lead individual) identified in the `organization chart. Provide documentation that the individuals haveat least five (6) years recent experience in successful implementation of system of a similar scope and size. Michael Lyons Michael Lyons has over 10 years of IT Training Support experience. He came to Accela in June 2010 and has since participated in the training and support of a large majority of our current customer base. Some of the clients he has trained include the City of Reno, Nevada and the City of Boise, Idaho. Joseph Palladino Joseph Palladino came to Accela in early 2014 with a wealth of experience in both technology and education. This combination has made him an asset to the implementation team and to our customers. He recently implemented the Town of Brookhaven, New York. Meredith Cottrell Meredith Cottrell arrived at Accela in 2014 and brought her years of experience with the planning, coordination, and management of software training. She currently schedules implementations for all incoming clients, maintains calendars and serves as a touch point with each client to doubly ensure training remains on track and on schedule. 7 Identify the lead individual to be assigned to this project. Address relevant experience to #his kind of work and to the specific work they will do for the City. Include the following a Specific examples of similar projects completed by the lead individual. b Contact name, telephone number, and email address for each example Cited. Anthony LaGreca. Anthony LaGreca has over 8 years of software training experience and has implemented many of the largest and most progressive paperless meeting deployments in the country. He will be the lead trainer for the City of Miami. He will lead all the training sessions and provide support and answers to any questions throughout the training process. Some recent clients trained by Anthony include: Waco, TX Implementation (March 2013) 012015 Accela, Inc, Ai rights. reserved Legislative Management Software RFP #472340 Page 18 of 75 Accela Implementation of Agenda and Minutes beginning with scheduling call in March 2013, completed with first live meeting in June 2013. Dori Helm, Communications Administrator — Waco City, TX 254-750-8039, dorih@ci.waco.tx.us Lexington, NC Implementation (April 2013) Implementation of Agenda and Minutes and Civic Streaming beginning with scheduling call in April 2013 and completed in June 2013. Rebecca Gainey, Deputy City Clerk —Lexington City, NC 336-248-3910, rebekahg@lexingtonnc.net Tehama County, CA Implementation (January 2013) Implementation of Agenda and Minutes and Civic Streaming beginning with scheduling call in January 2013 and completed in August 2013. Angela L. Ford, Assistant Clerk of the Board — Tehama County, CA 530-527-3287, aford@cotehama. ca. us 8 Describe the experience, qualifications, and other vital information, including relevant experience on previous similar projects, of all key personnel (excluding key individual), including those of subcontractors, who will be assigned to this project, Accela Legislative Management has been implementing and supporting governments and municipalities for almost a decade. In that time we have developed a tried and true method of training our customers. Our key personnel. are all thoroughly trained on this methodology and are capable of applying it to the multitude of differently sized agencies we work with in order to produce successful results. It is what they do every day, 9. How many employees are involved in providing direct technical support for the proposed application software product? While our entire company is committed to and involved in the success of our customers, there are 12 individuals who work directly with technical support, © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 19 of 75 Accela 10, List the names and addresses of all first tier subcontractors, if applicable, and describe the extent of work to be performed by each first tier subcontractor. Describe the experience, qualifications and other vital information, including relevant experience on previous similar projects, of the subcontractors who will be assigned to this project. Not applicable, Accela Legislative. Management does not use subcontractors. 11. Provide resumes, if available with job descriptions and other detailed qualification information on all key personnel who will be assigned to this project, including any key personnel of subcontractors. Anthony LaGreca Proposed Project Manager Employment History Accela, Inc. (Ronkonkoma, NY) Manager, Product Training and Implementation (October 2012 — Present) ■ Waco City, TX Implementation (March 2013) - Implementation of Agenda and Minutes beginning with scheduling call in March 2013, completed with first live meeting in June 2013. ■ Lexington City, NC Implementation (April 2013) - Implementation of Agenda and Minutes and Civic Streaming beginning with scheduling call in April 2013 and completed in June 2013. ■ Tehama County, CA Implementation (January 2013) - Implementation of Agenda and Minutes and Civic Streaming beginning with scheduling call in January 2013 and completed in August 2013. Eschooldata LLC (Bohemia, NY) Product Manager/QA Manager (2011-2012) ■ Managed and conducted daily escalation meetings, prioritize issue backlog, and organize and participate in development iteration meetings. ■ Managed each software builds from inception to completion, ■ Organized and coordinated Hoffix releases as needed based on customer need and feasibility. ■ Oversaw QA team including GUI and regression testing process and ensure created test plans are accurate and thorough. 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 20of75 Accela ■ Collaborated with multiple teams to achieve company and product goals including marketing, training, development, and executive level managers. ■ Conducted competitive analysis of vendor applications SME/Software Trainer (2007-2011) ■ Trained users of varied ability levels in multiple states with a focus on customer service. ■ Created training material and assisted in writing functional requirements. ■ Assisted districts in devising training plans and utilizing best practices for implementing a Student Management System. ■ Responsible for training and consulting districts as a master scheduling subject matter expert. Education ■ Bachelor of Science (Education) - State University of New York at Brockport— Brockport, NY ■ New York State Provisional Certification in Secondary Education - Health K-12 ■ Arizona State Certificate in Secondary Education — Social Studies 7-12 and Health K-12 References ■ Dori 'Helm, Communications Administrator — Waco City, TX - 254-750-8039, dorih@ci.waco.tx.us ■ Rebecca Gainey, Deputy City Clerk — Lexington City, NC - 336-248-3910, rebekahp(a,lexingtonnc.net ■ Angela L. Ford, Assistant Clerk of the Board — Tehama County, CA - 530-527-3287, aford@co.tehama.ca.us © 2015 Accela, Inc. All rlghts reserved Legislative Management Software RFP #472340 Page 21 of 75 Accela Michael Lyons Proposed Customer Success Manager Employment History Accela, Inc. (Ronkonkoma, NY) Customer Success Manager (June 2014 - Present) Mr. Lyons has over 10 years of IT Training Support experience and has implemented many of the largest and most progressive paperless meeting deployments in the country. Implementation Specialist (June 2010 - June 2014) ■ City of Reno, NV (June 2012) - Implementation of Agenda and Minutes, Civic Streaming and Digital Boardroom beginning on June 2012 and completed in August 2012. ■ City of Boise, ID (September 2012) - Implementation of Agenda and Minutes, Civic Streaming and Digital Boardroom beginning on September 2012 and completed in May 2013 Allied North America (Jericho, NY) Desktop Support (June 2008 - June 2010) ■ Member of a small team that provided desktop support for the entire 450 person company, remotely and locally. Managed user accounts/rights, worked with Barracuda firewall and Bluecoat proxy filter, managed the weekly backup procedures and Cisco Call Manager 6.1 for IP Phone system. - Front man for migration to Citrix for several remote offices. Including thin client and desktop conversion. - Created and Managed Windows Vista Image and Office 2007 rollout to multiple users using Windows AIK. Created new Active Directory structure for Vista Clients. - Created Group Policy for Vista Users on Windows 2008 server. - Completely closed out a remote office handling all hardware involved. Education • Bachelor of Science (Industry Technology) - University of State University of Farmingdale - Farmingdale, NY • Master of Science (Information Technology) - American Intercontinental University— Hoffman Estates, IL U 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page22of75 Accela References ■ Daniel Johnson, IT Manager - Reno City, NV - 775-334-2301, lohnsond reno.gov ■ Alex Charlton, Administrative Secretary - Boise City, ID - 208-384-3705, acharlton@cityofboise.org Joseph Palladino Proposed Trainer/Backup Project Manager Employment History Accela, Inc. (Ronkonkoma, NY) Client Success and Training Specialist (March 2014 — Present) • Brookhaven Town, NY Implementation (June 2014) - Implementation of Agenda and Minutes and Civic Streaming beginning with scheduling call in June 2014, completed with first live meeting in October 2014. ■ York County, SC Implementation (August 2014) - Implementation of Agenda and Minutes beginning with scheduling call in August 2014, completed with first live meeting in October 2014. Robert Half Financial (New York, NY) Recruiting Manager (February 2011— March 2014) • Recruited, interviewed and screened candidates for positions. ■ Compiled and updated reports and analytics on hiring activity. HCL America Inc. (New York, NY) Executive Administrator (June 2008 — February 2011) ■ Quality Analysis testing on computer software products. ■ Administrative Duties. Education • Bachelor of Science (Mathematics and Secondary Education), - St. Joseph's College - Patchogue, NY References • Matt Sabatello, Webmaster - Brookhaven Town, NY - 631-451-6959, msabatello@brookhaven.org • Joel Abernathy, IT Director - York County, SC - 803-684-8570, joel.abernathy@yorkcountygov.com 012015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 23 of 75 Accela Meredith Cottrell Proposed Training Coordinator Employment History Accela, Inc. (Ronkonkoma, NY) Training Coordinator (December 2014 — Present) ■ Salt Lake City, UT (October 2014) - Coordinated training of Agenda and Minutes, Digital Boardroom ■ Chino City, CA (March 2015) - Coordinated training of Agenda and Minutes, Digital Boardroom Civic Streaming and Civic Streaming and Forest Laboratories, Inc. (Commack, NY) Administrative Assistant 111 (January 2013 December 2014) • Planned and coordinated logistics and materials for existing sales force product training. • Converted existing off -the -shelf testing platform to a customized system. Meeting the needs of eight distinct sales forces. • Collaborated with Sales Training management and worked with vendor to develop and execute customized site and reporting features. ■ Conducted regular progress check meetings for updates and vendor accountability. • Tested all new updates as they were implemented. ■ Trained Sales Training management and support on usability and troubleshooting of the testing platform. • Worked closely with marketing teams on new launch product exams. Managed deployment and tracking of exams for thousands of sales force personnel. ■ Maintained testing database, uploading all new exams and making updates when necessary. ■ Deployed exams, managed troubleshooting, and tracked completion of new product exams to thousands of field sales force personnel. Education ■ Bachelor of Arts (Psychology) - Dowling College — Oakdale, NY • Associate of Arts (Communications, American Sign Language - Nassau Community College — Garden City, NY O 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page24of75 Accela References ■ Andrew Gordan, Projects and Business Team Manager — Salt Lake City, UT - 801-535-6211, andrew.gordan@slcgov.com ■ Jack Morgan, Management Aide — City of Chino, CA - 909-364-2600, jmorgan@cityofchino.org © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page25of75 Accela (this page intentionally left blank) ©: 2016 Ascots. Inc. All rights reserved Legislative Management Software RFP #472340 Page 26 of 75 Accela 5 Proposed Approach and Methodology to Providing the Services 12. Give a detailed description pf the System you are proposing. Include software modules and hardware/infrastructure required to operate the System. For each product module you are including in your proposal, provide a detailed description of its purpose, benefits and key features, illustrate the dependencies between 'nodules. Additionally, please; indicate wherever a•module:is required or optional. Explain why the proposed system best meets the needs of the'City of Miami. Accela's platform provides the most feature -rich, intuitive, and effective public meeting management tools available to governments, schools districts and public sector agencies, all geared to make you and your organization better, more efficient and fiscally prudent. Our solution provides complete integration of all of your meeting processes from pre -meeting scheduling to the post -meeting follow-through of information. disclosure and actionable tasks. In enlisting our solution, you gain several tremendous advantages: Reduced Document Costs: automated features dramatically reduce costs, waste, and labor Dramatic Time Savings: up to 90% more efficient Process Efficiency: automated process ensures timeliness and consistency Improved Output Quality: creates attractive professional document packets automatically Compliance: online publishing meets governance regulations and disclosure initiatives Accountability: internal process establishes audit trail, tracks project tasks and budgets Knowledge Resource: allows reference of all documents related to meetings, past and present Video Publishing: automated features make online posting simple, indexed by topics © 2015 Accela, Inc. All rights reserved legislative Management Software RFP #472340 Page 27 of 75 Accela Community Trust: interactive processes foster citizen involvement by making information easily accessible. Also establishes measures of paper -reducing green initiatives. Accela's approach to Open Meeting Management is specifically tailored to the unique needs of our public sector customers. We are experts at supporting, deploying, and managing meetings for agencies of all sizes. That is what we do. While our solution is a powerful, comprehensive, seamless applicationthat does not require integration points, organizations can choose to deploy all four of our modules, or just one at a time. Each module is valuable on its own and allows for easy module addition. Accela Agenda & Minutes Agendas and Minutes is the framework of our Open Meeting Platform. It provides complete functionality to manage all meeting documents, review processes & procedures, agenda packet creation, minutes creation, post -meeting letters & distribution, web publishing, andsearch functions. It is a powerful software module that will allow the City of Miami to facilitate all of its meeting needs, from pre -meeting scheduling to post -meeting publishing and all of the information gathering steps in between. It offers a simple yet customizable set of functions that will make your meeting workflow process more efficient. Ci 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 28 of 75 Accela The following key components and processes will benefit your organization in cost and time savings: Minutes Maker - Tuesday, January 4, 2011 4:00 PM Cm a etih rf ell p r� ; Agenda Item 2561 Case No. 44738 for an alcoholic beverage location permit for on•premise consumpti... Title: 2561 :Alcoholic Beverage Location Permit O i 1 General Business A fJ tlu1 a. Opening Ceremony i .,f,:.I 1. Invocation given byChaplain Barry Hen • sal 2. Pledge of Allegiance [ICJ b. Welcome and Roll Cal l -• 19o1ICalI i . President Owen noted that they will be pulls 7. Awards 00 3.Public Comments 1.-• Ron Senick requested thirty minutes to be aliote C1 eI 4. Presentations aMikelianculli- ProjectHope 'rL. Van Akin, Director of Project Hope, gave a brief Bar 5, Public Raariro E0- a: 2556 : Alcoholic Beverage Location Permit o-• b. 2557 :Alcoholic Beverage Location Permit g i7. c. 2550 • Alcoholic Beverage Locarim Permit '° 1 O. d 2559 :Alcoholic Beverage Location Permit I 01- e 2560 Alcoholic Beverage Location Permit Vote � r �Ioler -i ' Rale $ Vole Approved Suzy Heinbockel Voter Yes/Aye John O. Hester Seconder Yes/Aye Mary Sue Rich Voter Excused Reuben Kent Guinn Initiator Yes/Age Daniel Owen Voter YeslAye Comments & Discussion Started 4:13:55 PM Du alien: minutes 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 are some comments that will work with the Minutes Maker screen either during or after the meting. 0+.• f 256I A. _holy: Bever ege Location Permit 01 g. 2562 ; Alcoholics Beverage Location Permit RI-• h 2565: Planned Unit Development 1. (16. Second and Final Reading of Ordinances Q 0 7. Consent Agenda i I-. a BR-2011.113: N.W. 8th Avenue RR Grade C • b. BR-2011.114: Reimbursement of AYF SE R o. BR 2011.115 : NE 25th Avenue Resurfacing I d BR-2011.116 : Repay two interfund loans e. RES-2011-12 : Habitat for Humanity - Propert l 0+ 1 2573: MCSO Hangar Lease 2011 Centralized Document Database: will consolidate your organization's 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 department members to monitor processes, maintaining accountability of information. Attachments and Importing: program cross-references all related documents, allowing you to collect all information of a given topic from the internal system quickly and easily without printing and scanning. Virtual PDF Printer: Agendas and Minutes includes an integrated PDF Printer that will allow 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 makes the chore of attaching information from other programs a ©2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page29of75 Accela cinch. The output is automatically converted to PDF format and imported into Agendas and Minutes as an attachment. You can easily mark the attachment as public and it will be published on the web portal when the agenda is created ... no more scanning and printing! Document Generation: produces all meeting -related documents in one simple step, eliminating time-consuming redundancy such as cutting and pasting. Create meeting packets customizable to your needs with agendas, agenda summaries, schedules, and all other associated attachments, all with a consistent heading for professional look and feel. Fast Re -Generation TechnologyTM: Because Agendas and Minutes has built-in Fast Re -Generation Technology, the documents generated from Agendas and Minutes can be easily modified and regenerated much faster. An agenda packet that needs to be regenerated after adding or removing several items can be compiled in seconds. This is critical when preparing an agenda for a meeting, particularly at the last minute. Other products without our unique Fast Re -Generation Technology TM take hours to build packets even after small changes are made. History Tracking and Audit Trail: Agendas and Minutes will keep a complete history of all meeting topics from the moment they are 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 can have comments added to the history by users. 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 it appears on 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 a reason why they are changing it, a comment and 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: Agendas and Minutes tracks changes to meeting topics and documents and allows you compare what has been altered and by who. All changes are 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. Through email -based communication and online postings, proper channels are notified in a way that is easily tracked and automated for accountability. O 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 30 of 75 Accela Meeting Capture and Streaming: receives and organizes input on all data concerning minutes, votes, discussion, and actions, and modifies into a format that facilitates ;public sharing. In conjunction with the Civic Streaming module, video streaming can be indexed and referenced by topic as it is matched with timestamps on meeting minutes. Task Follow-up and Progress Tracking: The integrated task tracking function in Agendas and Minutes affords you the peace of mind that 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. How Agenda & Minutes Improves Your Processes It is undisputable that the City of Miami will become more efficient from top to bottom. Equally important, your voting constituency and community stakeholders will take immediate notice and citizen trust will be fostered. Here are some of the byproducts you will obtain by implementing our solution: Agenda Items ■ Quickly and effectively draft Agenda Items/Resolutions with templates. ■ Correct spelling effortlessly with 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 better organization. ■ Fiscal impact tracking, document linking, and recipient tracking functions.`' ■ Full MS word integration; for simple, intuitive editing. Agenda Compilation ■ 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 your needs. I. Print full and public (summary) agenda at the same time. ■ Automatically Publish and Distribute to your citizens via Web Portal EU 2015 Accela, Inc. All rlghls reserved Legislative Management Software RFP #472340 Page 31 of 75. Accela Minutes ■ One Click Agenda parsing as your starting point for minutes compiling ■ Color coded text clearly highlights errors and; items needing e• diting. ■ Slmple interface streamlines minute entry aril management. • ■ Automatic time stamping transcribes the minutes. ■ Create an index by sponsor, date, number, a`nd category. • Search Minutes quickly and easily ■ Can be automatically uploaded to public Viewing via Web Portai • 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. ' e sign off sheets for specific recipient s ever locument earl recipient receives with date and time stamp: Public information Posting omplete meeting website.�� ■ Public data is instantly synchronized for citizens to search Ctizens,have access to meeting date°s, agendas, minutes; legal notices and more. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page32of75 Accela Accela Civic Streaming Accela's Civic Streaming application will provide the City of Miami with a superior streaming solution. Civic Streaming includes several tools that automate recording, uploading and web publishing of meetings and other events. Civic Streaming records the events, timestamps meetings and publishes the minutes and media. These are linked to your website, or posted with one click, to the citizen web portal. Civic Streaming Encoder: Will simplify the recording of your meetings & events. We provide an encoder at your location and connect to your audio/video equipment. It records and encodes your meeting into a suitable format for webcasting and streaming. The encoder will later upload the entire file and automatically publish the video for public viewing on our real-time web portal. Travis CountyCommissioners Court Voting 'Session 1/11/2011 atUU AM nr,wn trail : AUrn t w htddsina pxkat noo .rapt I. Ilnll C411 Hell Call citIzens communication RpuiAal 14111s t. CdAsider ar?d take appropriate actlen regarding outdoer buming sn the unincorporated areas et rraVis County. Consider and take appropriate action on request from the producers of "Deep In the Heart" to use portion of the Exposition tenter on January 13 and 1A, 2011 at a reduced rate for a film documenting the life of the Future Farmers of America Founder. Intorniation Vnto low,10vu Filo i'fEA R,ornl,4 T-Hea.:u,i in.la.?Fni Yiry'Ayi= p Fool fhlw,, fivegnikv Vo,fAyr• Cetus Adepced .,,,sr.rft Fr:klwoll Vol,/ "Iow/Ayr. Department Faiilinot teene onion Koren L iluber Voter Ves/AVe Amebae .18rt 11, 20119:00 AM Margaret 9 fllow2 Vole YsiARe Catagoni quddhtgs, Parks A Amends 5ponieis precinct 1, Gdlemiselener non wan Attachments attachment one - Lieene. Agreement' Att mkmool two KOW315t fiir col I ilnn At4 Llgrnint. 73Yr i Tx PI r Co I nor •$uppOrt t.etter Download' Vestment. Body Opp History d ntfiWait nit:MAM Dncurnerit Bocly , Mr. Dustin Daniels; Assistant Location Manager for Bearded Man I I r: fiirrirtrlcnr of ih0? flltn'nnan in fhr Hr art"t has Streaming Services: We are a turnkey solution that includes streaming services throughour content distribution network, We utilize the top streaming providers to ensure that your meetings have 100% availability for public consumption. Our reliable providers also manage streaming services for high -profile customers such as FOX, ABC, MSN, and YouTube.com. Unlimited On -Demand Storage: Archive capacity offers dependable storage for meeting archives that can last decades. Our storage network is capable of © 2015 Accela, Inc. All I'Ights resorved Legislative Management Software RFP #472340 Page33of75 Accela storing petabytes of data and is housed on redundant equipment for reliability and backup. We can manage the archives and expand storage as needed, handling all your storage and back-up concerns. Time Stamping and Indexing: This powerful feature empowers citizens and stakeholders to simply click on the part of the meeting they are interested in and quickly drill down on the media and all documents associated with this segment of the meeting. Web Portal Customization: We create a customized Web Portal that empowers you to house all of your meeting media and documents with full search capabilities. You can even house your codebook data and other documents for consolidation of data and searching power. One of our many unique qualities is that we associate all meeting data and video by historical topic linking. Citizen Sign up and Commenting: Citizens and stakeholders can register on the web portal to be alerted to topics and projects they have an interest. They can also be empowered to furnish comments (at your discretion). RSS Feeds: Citizens can specify which RSS Feed topics they are interested in; define which meeting type/groups they want to follow and what topics are of interest. One of our unique RSS features is that once an organization publishes an update in our software, a citizen will be automatically updated via the RSS Feed. A great example is the ability of Newspapers or State Agencies to automatically receive notification regarding public hearings or decisions. Reporting Tools: Powerful reporting tools offer you valuable usage analysis for better understanding the traffic your site is getting and the audiences you are attracting. Our reporting tools can be set-up to email you daily, weekly and. monthly reports. Google Analytics: In addition to our robust reporting features, we also have a full integration with Google Analytics, which empowers your organization to obtain very granular and realtime visibility into citizen and stakeholder usage. Mobile Board: Easily convert archives into all of the popular formats including Windows Media, QuickTime, Flash, Real, MPEG, MP4, Our Transcoding feature can be fully automated to have video available for streaming or downloading soon after your meeting ends while also being available to most of the smart mobile devices in the industry such as iPad & iPhone. O 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page34of75 Accela Document Integration: Our unique Webcast solution not only displays the agenda and minutes but also synchronizes the video with the individual agenda items. Viewers can search, browse, and open a Resolution, Ordinance, Public Hearing or any agenda item, and then instantly jump to that part of the video while displaying any documents and information taken at the meeting. Customers with Agenda and Minutes have this function as an automatic feature. Live Webcasting: Broadcast live meetings and events 24/7. Civic Streaming can be configured to work with your network so that video is broadcast to an unlimited number of viewers, without affecting your network. The Civic Streaming Encoder automatically publishes the live event on the public portal when the event starts and will archive the media file for on -demand viewing later. Accela Digital Boardroom Accela Digital Boardroom is our automated meeting chambers voting and presentation module. It offers the next level of public transparency and meeting process efficiency. The Digital Boardroom system utilizes the most current tablet based touch screen and software functionality that brings the highest level of sophistication, efficiency and effectiveness to your board room or council chambers. This module allows meeting organizers to display vote results on flat screens, projectors and other presentation devices as motions are being made in real-time with or supporting documentation including maps, slideshows, and websites are being displayed. The Accela Minutes MakerTM collects all the vote results in real-time and saves the vote record with the current agenda items. Some additional options include Automatic Video Tracking System and Conference Sign -in and Central Control Systems. U 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page35of75 Accela Real Time Presentation. Screen: The Digital Boardroom allows the meeting organizer to control the meeting from a laptop while displaying important information to a projector or plasma monitor through a real-time Presentation screen that is controlled by our Minutes Maker tool. Resolution RES-2011-207 Resolution to Approve the Purchase of MinuteTraq and MediaTraq Software As Part of the M2 Suite Provided by IQM2 - Intelligent Meeting Management Dennis Walters Coon<lman ' Nancy Rankin Councilwoman Peter Bracken ! Linda Tabu Town Soomaot T lCounciMwmen Steven Porter Councilman Yes No Abstain No Vote 4 0 ]. 0 Adopted Touch Screen Voting: Take your meeting to a new level by using intuitive touch screen technology that empowers elected officials and stakeholders to use next generation tools to drive organizational and meeting efficiency. Real-time E-Voting: When an e-Vote is started, the Presenter window can display all voter's choices in real-time with color -coding for the vote results. Each voter's picture is displayed with his or her name, title and vote. As each vote is cast, the Minute Maker tool collects the votes and puts them into the vote record that can immediately be saved to the internet or used in the Minutes document that the system automatically generates post- meeting. Speaker Queue: This empowerment feature allows meeting stakeholders to schedule and manage who will be or is speaking and subsequently determine how much time they are allotted. You can even empower citizens to register to speak either before the meeting or as they are entering the building. You can them approve them and. allocated the amount of time you allocated. Even more powerful, is you are now capturing all of this information and you are no relying on cards and. paper. G 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 36 of 75 Accela Accela Boards and Commissions Make board governance simple and paper -free by streamlining the entire process of managing board, commission or committee appointments, Define boards, mission statements, meeting frequency, term limitations and special requirements for board placement. Accept online applications for vacant board seats and schedule applicant interviews, confirmation and swearing -in ceremonies. Provide public access to online board member profiles, including their voting history, and then track terms and future vacancies with ease. Key features of Boards and Commissions: I Define mission and qualifications + Recruitment and interview process + Term and appointment tracking ttl5nuaaI;i [tt: 17 1.4#1 iteia4aa Grak FAue! pap ft1x0r,.it-1;d CEi"ABu CufidiR,# Nh ;<�3Untyk>.r#a 1g'i9,?C4AidT ih3r I+yG=4 14,131:.,Sipi h.'3tInM:"J • Rp tailP:.lw.2 «YY4".?tiba•Ats�i ti'4+f. xd.esx y Ad .ui�k �st3•� Omroilsr dPR OfireoW ub a'ani 1,10eArirc �k glwr.lk 4 IHdA I,•gFkkv" rkif0x41 k,va:RN . - •• - 4n.nr.amnit ..: '4*Nfk't s Public users can easily view current board member profiles online, while agency users are enabled with online board member application management 2015 Accela. Inc. All rights reserved Legislative Management Software RFP #472340 Page 37 of 75 Accela Solution Benefits With our Legislative Management solution built for preparing, collaborating and disseminating the agenda content and the results of public meetings, agencies: ♦ Simplify the preparation and management of your public meetings. Coordinating agenda item approvals, compiling and printing massive meeting packets, producing minutes and follow-up letters - what would normally take an agency days can now be accomplished in a few short hours. ♦ Promote accountability and ensure actions are completed. Getting an item approved for an agenda, can be very complicated. It might involve a dozen of departments and even more people for their signatures. By moving the process on the Cloud, this process can be carried out by multiple parties at the same time with a traceable record. 1 Improve record retention and make it easier to keep everyone on the same page. Paper processes notoriously cause confusion with one person working off a different version of the document than everyone else, lost attachments, and the need to fmd information quicker. 4 Reduce Paper Usage —Save costs associated with managing paper. Paper storage, paper purchases, printing costs and distributing / mailing of documents and the extra time and labor to manage all this adds up for agencies that are focused on reducing budgetary pressure. Since we understand the importance of agency dollars, for a simple monthly fee, with no upfront or set-up costs, our solution is available for unlimited users, meeting groups and unlimited archives for your documents and videos. Accela Legislative Management will help bring the democratic process to your citizens wherever they are and when they want it. Legislative Management Software • Engage your citizens —Perhaps they are already engaging you — demanding information accessibility with growing FOIA requests. Our meeting portal makes it easy for anyone to search topics and read, listen, and watch relevant portions of their agency's meetings. O 2015 Accela, Inc. All rights reserved. RFP #472340 Page 38 of 75 Accela 13. Describe Proposer's approach and work plan to efficiently and effectively perform the services described herein. Describe how Proposer has applied the proposed project approach in comparable contracts. Define your criteria to determine when installation is complete. The Accela training program follows a basic lesson plan structure in which new customers are trained using 90 minute sessions. The sessions cover all the essentials to get up and running as efficiently & quickly as possible and use a "Train the Trainer" approach. The training is geared to work with 1 to 3 people who become the Power Users and also your internal trainers. After the essential training is complete and the customer is using the software, Accela and the Internal Trainers train the submitters, approvers andboard members. After going live, additional training is provided for advanced functionality through the Accela Training Academy. • Train the Trainer approach • 1 to 3 Power. Users become your Internal Trainers • 4-6 Week Process (2 Meeting Cycles) • 90 Minute Training Sessions, 60 Minute Review Sessions, 2 Hour Submitter/Approver Sessions • Submitters & Approvers Trained by Accela & Power Users • Essentials are covered to get up and running quickly • Advanced. Topics covered after your Live Date • Free ongoing training through the Accela Training Academy Remote Training Environment Accela recognizes that the City of Miami has requestedonsite training. Accela provides free and unlimited remote training for the life of working together. In similar projects, all of the training has been performed this way, however, some agencies have requestedsome period of on -site training during the later stages of the training process to hold the submitter/ approver training and to fine tune and adjust templates and procedure with the power user group. Until Accela starts to work with the City Staff on this project, it is difficult to determine in advance how many days of onsite training the City of Miami will need. In an effort to make the best use of staff time and city funds, Accela has provided the cost per day of onsite training in the pricing portion of this proposal, and looks forward to working the City on determining how many days of onsite training will be needed based on the progress and overall acceptance of the system by of the staff The Accela training program uses remote training tools (GoToMeeting and TeamViewer) to train our users. When users are trained it is asked that they '02016 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 39 of 75 Accela connect and dial -in from their desks - use a "Do Not Disturb" sign if necessary to keep you from interruptions. Before training begins we ask that all users have the software installed on their desktop or laptops they will be using and that you confirm 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 User Roles For the purposes of planning we will categorize the users of the systeminto the following roles: Power Users (PU) - The Power Users will be involved through the ENTIRE training process. Involved in the initial setup decisions, training and become the Internal Experts of the Accela software. Agenda Clerk (AC) - The Agenda Preparer is the person(s) that actually build and post 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 is the person(s) that inputs the votes & comments of the meeting and then generate the Minutes. They are also 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 sometimes becomes the Internal Trainer. They are always in the Power User group. Submitters & Approvers (SA) - The Submitters are the users within the departments that are submitting agenda items and the 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 on accessing the agendas, searching, logging in to get confidential information and making sticky notes. Information Technology (IT) - Someone technical from your organization is typically used when something needs to be installed or the Website updated or for Civic Streaming network settings need to be setup. Audio / Video (AV) - The A/V person that is responsible for the audio and video equipment. For Civic Streaming the encoder needs to be plugged. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 40 of 75 Accela 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 your camera equipment during the meetings. 14. Provide Proposers projected time, schedule,': identifying specific key tasks, deliverables and duration that`comply ► ith`the_requ►rement outlined in the. Scope of Services. Describe. Proposer's ability and readiness to begin providing services as requested heroin, assuming a September 1, 2015 implementation date, Describe in detail what approach you propose for planning and training for this system. Propose an irnplenentation schedule which you think is reasonable to achieve, including the process of systems integration you propose: Specifically a) Provide a proposal schedule for planning, training and implementation steps. b) Describe What type of training and the number of people to be trained that is included in the initial installation c) Describe the training available in the delivery of end -user documentation resources that are available with your system. d) Describe how you will schedule and provide for training of end users, technical staff, and system administrators including initial training, consultation, and follow-up training. e) Describe what types of additional training may be available as it relates to the System.., well as the AGENDA & MINUTES TRAINING We start with a discovery and planning session where the entire project timeline is set and thenyour system is setup and configured. During the first 2 weeks of training we cover 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 the board members are trained if necessary. 0 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 41 of 75 Accela Install Demo& Sc fnrare Approve Scheduling 60 Minutes -- Power Users The Accela Planner shall produce a calendar of the training and events working around your meeting cycles, availability and the availability of our 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 — Accela Staff Accela 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 muchsetup as possible from your Agency's website or emailed documents. Discovery Session 90 Minutes — Power Users During the setup phase, we will have a Discovery Session to ask a series of questions and provide explanations as necessary to key Power Users and decision makers. The gathering of the information will allow us to finalize the configuration of your system in preparation of the training. This is your O 2015 Accela. Inc. All rights reserved Legislative Management Software RFP #472340 Page 42 of 75 Accela opportunity to let us know all your concerns or "unique" information about your agency — but don't worry we're experts at this. Software Installed IT Staff Customer IT Staff should have the software installed and deployed for, at a minimum, the Power Users, so training can begin. Demo, Review & Approval of Setup 90 Minutes — Power Users After tweaking the setup, Accela staff will demo your personalized system and then review workflow, templates, output :and setup for your approval before beginning the training. Further changes may be made as you train. Session 1 — Overview of Concepts, User and Department Creation 90 Minutes — Power Users Getting Started, Overview of menus and toolbars, Lists, User Manager, Permissions, Creating Meetings, and Boards. Tasks: Setup any users or departments missing with appropriate permissions. Add meetings for rest of current year. Session 2 — Creating Agenda Items 90 Minutes — Power Users Basic drafting, submitting, attachments (adding & updating), statuses, locking, placement, print preview, confidential, Communications, PDF printer, Edit in Word. Tasks: Submit all agenda items you have for upcoming parallel meeting. Session 3 — Approving, Rejecting, Searching 90 Minutes — Power Users Work Items, approving, rejecting, skipping, tracking changes, signatures, email notifications, approver permissions, delegates, workflow designer, stage groupings and Searching. Tasks: Continue submitting any agenda items for parallel meeting. Session 4 - Agenda Wizard & Publishing 90 Minutes — Power Users Agenda outline (auto fill, adding / removing items, attachments, statements, motions, sections), minutes approval, consent, locking items, change report, © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page43of75 Accela generating, viewing, publishing / web portal, distribution email, tagging, Web agenda, sticky notes, split view. Tasks: Build your agenda for parallel meeting. Send distribution email. Get board approval of agenda. Session 5 - Minutes Maker & Web Portal 90 Minutes — Power Users Minutes auto -fall, 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 & restoring. Tasks: Finish minutes for all items and generate. Session 6 — Open Session / Advanced Topics 90 Minutes — Power Users Searching, Reporting, Notices, Public Hearings, Save Reasons, Input Templates, Agency Settings, Advanced Features. Tasks: Complete a meeting from start to finish in Parallel. Historical Document Import Completed 45 Minutes — Power Users 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. Historical Agendas and Minutes are for posted for at least current year. Removal of all test data. Parallel Agenda — Build & Post 60 Minutes — Agenda Preparer The Accela staff will follow along as you build and post your agenda for the first time. Parallel Meeting Presentation of the final agenda, packet and web portal to the board. Minutes are prepared in Minute Maker tool. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page44of75 Accela Parallel Minutes — Build & Finalize 60 Minutes — Minutes Preparer The Accela staff will follow along as you finish your minutes. Press Release Joint press release to raise positive awareness within the community. Session 7 — Submitter/Approver Training 2 Hours — Department Submitters & Approvers Submitting agenda items, approving, dashboard, searching, and quick overview of agenda and web portal broken up into groups up to five users. Tasks: All users begin submitting and approving agenda items for Live meeting coming up using Agendas & Minutes. Training Survey Accela likes to get feedback from our customers, not just to make us feel good, but so we can follow up with individuals who may need some extra TLC. Live Agenda — Build & Post 60 Minutes — Agenda Preparer The Accela staff will follow along as you build and post your agenda for the second time. Board Member Training 60 Minutes Power Users & Board Members Power User group teaches Board members how to download agenda, access information on web portal, make sticky notes, use split view. Live Meeting All preparers have submitted items for this meeting. Live Minutes — Build & Finalize 90 Minutes — Minutes Preparer The Accela staff will follow along as you finish your minutes for the Live meeting. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page45of75 Accela CIVIC STREAMING TRAINING Preparation Work 1 Week — Accela & IT Staff Accela Staff will prepare the system with basic users, boards and committees, and the encoder setup for the Civic Streaming product. IT Staff at the Agency will setup the NAT Configuration and Firewall Configuration necessary as per the Customer Setup Checklist for Civic Streaming. Check Encoder for connection from primary meeting location. Encoder Setup/Testing 45 Minutes — IT/Network & Audio/Video Staff Accela & 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. Session 1 — Overview of Concept, User and Board setup 90 Minutes — Power Users Overview of menus and toolbars, User Manager, Creating Meetings and importing older agendas and minutes. Tasks: Set up three users andset 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 Civic Streaming, Uploading Media, Media Vault, Media Event, Media Event Types, Transcoding, Remote Start, Pausing, .Download Setting. 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 Importing and parsing the agenda, roll call, votes, comments, new sections, dragging and dropping, motions, statements, generating, viewing, publishing, defining vote results, time stamping, 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. CO 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page46of75 Accela Session 4 — Web Portal & Follow Up 90 Minutes — Power Users Web agenda, minutes and agenda packets, media and calendar tab, searching online, board member profiles, vote history. Tasks: View the web site and run search, go through and upload two Media Events. Parallel Meeting 60 Minutes — Accela 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 Webmaster Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization. Historical Agendas, Minutes and Video are for posted for at least current year. Removal of test data. Press Release Joint press release to raise positive awareness within the community. Live Meeting 60 Minutes — Accela Staff & Minutes Preparer Same as parallel meeting. DIGITAL BOARDROOM TRAINING Preparation Work 1 Week — Accela Staff & Minutes Clerk IT Staff will set up multiple windows based tablets or pc's for board members to use, TT Staff will also setup a clerk PC to function as the E-Boardroom server and control the Audience Display. Accela Staff will provide instructions on setting up the MinuteTraq client to function as an E-Boardroom PC. Session 1 Starting and Controlling E-Boardroom 90 Minutes — Minutes. Clerk Starting Digital Boardroom through Minutes Maker, timer settings, audience display, set current item, eVoting, Signing into Digital Boardroom, speaker 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 47 of 75 Acceia queue, using the Digital Boardroom Client, Speaker Sign -Up Kiosk. Tasks: Stage a mock meeting using Digital 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 Live Meeting BOARDS AND COMMISSIONS TRAINING Session 1 - Historical Import 45 Minutes — Power Users During this session we will assess the historical documents your agency is currently using to capture and record board appointments and vacancies. We will devise a plan and timeline to have your information imported into the Boards and Commissions application. Allowing for one to two weeks to have this task completed. Session 2 — Overview and Setup 90 Minutes — Power Users Boards and Commissions power users will focus on understanding navigation, learning how to setup users/permissions and selected boards, committees, commissions and: how they translate onto the forwardfacing web portal. We will review and implement the required workflows and notifications needed for appointments. We will also be adding qualifications needed for board eligibility. Tasks: Create Users and apply permissions, Add Boards and Members, Identify and setup Board qualifications and term limits. Session 3 — Appointments, Applications, Vacancies and Advertisements 90 Minutes — Power Users Boards and Commissions power users will understand the process of submitting and tracking applications from the portal and web based application. We will also discuss how workflow is applied to applications and the appointment process. Tasks: Create appointments from the portal and application, assign a member 02015 Accela, Inc. All rights teserved Legislative Management Software RFP #472340 Page48of75 Accela through your new process to a selected board. Create vacancies and allocated appointments from the advertised portal application as well as internally through Boards and Commissions. Session 4 Open Session 60 Minutes — Power Users Now that we have the fundamentals and historical import in place, we will assist in making needed modifications and monitor your progress while answering any remaining questions you may have regarding Boards and Commissions. Below is a sample training plan for the City of Miami that details what to expect when implementing our solution. This plan assumes a start date of September 1, 2015 and projects the remainder of the calendar from there for the purposes of demonstrating a typical timeline; the actual project plan will be dependent upon the City's schedule and availability. We have completed a large number of successful implementations for government organizations across the country. Miami/Accela Sample Project Plan: Start Date: 9/1/2015, Live: 11/24/2015: Subject DiscoveryCall-City of Miami Demo, Review & Approve Templates- City of Miami Demo, Review & Approve- Workflow=:City of Miami A&M #1 - Overview of Concept - City of Miami A&M #2- Creating Agenda Item- City of Miami A&M #3- Approving, Rejecting, Searching- City of Miami A&M #4- Agenda Wizard - City of Miami A&M #5- Minutes Maker - City of Miami Historical Import Session- City of Miami Duration Tue 9/1/2015 9:00 AM Thu 9/3/2015 9:00 AM .:... Wed 9/9/2015 AM Fri 9/11/2015 9:00 AM .: Mon 9/14/2015 9:00 AM Wed 9/16/2015 9:00 AM Fri 9/18/2015 9:00 AM Mon 9/21/2015 9:00 AM Wed 9/23/2015 9:00 45 AM minutes 1.5 hours 1.5 hours 1.5 hours 1.5 hours 1.5 hours 1.5 hours 1.5 hours 1.5 hours CO 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 49 of 75 Accela A&M #6- Open Session- City of Miami Submitter/Approver Training- City of. Miami DB Setup week -`IT Install- City of Miiami Encoder Sefup/Testing - City of Miami CS #1 Recording & Uploading a meeting City of Miami DB Testing -City of Miami DB #1 Starting & Controlling' E- Boardroom - City of .Miami DB #2 Mock Meeting with Board members°: City of Miami B&C #1 Historical lmK Miami B&C #2 Overview and Setup- City of Miami B&C #3 Appointments,' Applications, Vacancies- City o Miami B&C #4 ;Open Session- City of Miami . A&M Boardmember training- City of Miami Parallel="A&M, CS, B&C, "DB- City of Miami Minutes Review- City of Miami y" Review Session- City of Miami Go Live-. City of Miami Fri 9/25/2015 9:00 Mon 9/28/2015 1:30 PM M12o`00n9/28/2015AM red 9/30/2015 9:00 ri 10/2/2015 9 00; u 10/8/2015 9:00 Mon10/12/2015 9:00 AM Thurs 10/15/2015 9:OOi AM on 10/19/2015 ri 1:0/23/2015 9:00 on 10/26/2015 :00 Fri 10/30/2015 9:00 ue 11/3/2015 1:00 Tue 11/3/2015 4:00• PM Thu`11/5/2015 9:00 AM Tue 11 /17/2015 9:00 AM Tue '.11 /24/2015 12:00 AM 1.5 hours 2 hours 5 days 45minutes 1.5 hours 1.5 hours 1,5 hours 1.5 hours 45 minutes 1.5 hours 1.5 hours 1.5 hours 2 hours 3 hours 1 hour 1 hour 1 day @� 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 50of75 Accela 15. Describe Proposer's assurance that the key personnel, including the lead individual, described in its proposal shall be available to perform the services described herein,and that the Proposer has sufficient reserve personnel to adequately perform the services in the event of illness, accident, or other unforeseeable events of a similar nature. Describe Proposer's approach to ensure the availability of personnel at all times, including Proposer's contingency plan, if any. Accela can assure that between the Project Manager and Trainer/Backup Project Manager we will be able to conduct all sessions laid out in the project plan to completion and additionally will be monitoring and assisting in Parallel and Live meeting dates proposed in the project plan. Accela has a number of highly experienced trainers that can step in in the event of an emergency to take over. Accela also has a fully trainedsupport staff on call 24 hours a day, 7 days a week, to assist with any additional questions the City may have as you go through training. 16, Describe your maintenance procedures. Clearly outline how the software will be maintained, including bug fires, feature and technology Upgrades, and assimilation of state of the art technologies. What is included in the annual maintenance contract? Support, maintenance and upgrades associated with the program are all included in the monthly subscription fee. Major upgrades occur once per quarter and minor upgrades occur approximately every two weeks. When a major upgrade occurs, the client receives 10 days' notice and the opportunity to delay or schedule the upgrade at a more convenient time. Upgrades are all performed remotely. 17. Describe how the implementation of your proposed System will impact the City and City's staff Include in your response items such as the impact on workloads, increases/decreases in staffing and changes to job descriptions/responsibilities. (City job positions and descriptions can be provided to prospective vendor upon request). Implementing the Accela Legislative Management suite of products will make the entire city staff more efficient. For all staff in all departments whose primary involvement in the meeting process is to create/submit agenda items, they will see a dramatic increase in the time that it takes to do so. The Accela Agenda & Minutes solution is designed to be extremely intuitive and utilize templates and pre filled text as much as possible to cut down on the amount of time a staff member will spend creating an item. This allows the staff members to spend their time imputing only new and pertinent information, rather than typing redundant language repeatedly. For the staff whose primary involvement in the meeting process is to approve/review agenda items, they will see a decrease in the time that it takes them to do so, as wellas more flexibility in the ways that they can review/approve agenda items. Inside of the program, a given item has everything CO 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 51 of 75 Accela that is associated with it, including the supporting documents; which are editable and track -able via version history all in one convenient spot. This allows the approver/reviewer to spend less time searching their email inbox for related documents to a given item, and more time simply doing the task at -hand: which is to review/approve the item. The detailed audit trail that the Accela solution produces allows the reviewer/approver to quickly see the changes and comments that other staff have made to an agenda item, which will allow them to more quickly and easily complete their review. For all of the staff whose primary involvement in the meeting process is to actually put the agenda/minutes together, they will see a dramatic decrease in the time that it takes them to do so. Accela Agenda/Minutes allows users to generate up to five different versions of the agenda in one single click. Agenda generation is fast, producing around 100 pages every 30 seconds. Leading up to the preparation of the agenda, the tools that the system offers will allow those involved in creating the agenda to easily see where all items are for a given meeting, and what their status is. This will cut down on the time spent tracking down where items are in the process, and allow for better preparation which leads to more time before the meeting to be able to ensure the agenda document is created exactly how it is desired to be created based on the standard set by the City. Accela is not comfortable suggesting that the City of Miami replace staff with our solution, as we would never have a clear enough picture into the day to day workings of each and every employee that the city has, however, Accela is confident that the solutions offered will save all parties involved a significant amount of time in terms of time spent on meeting related activities, allowing all staff to become more efficient, and even possibly add other tasks to their workload to replace the significantly decreased meeting related workload items. 18 Describe your software and ongoing training support. Describe the extent and nature_ of software support services, including Web -based and telephone support and consulting support. How does your firm, handle product upgrades? How are customer requested enhancements handled? Does the proposer ve'haa telephone access number for technical phone support? Wh ;at are the hurs o, of support and location of support staff? What is the guaranfeed response time for telePhone support? Do you have the ability to provide,'direct remote `support_.(dia! Up or Internet)? What is your policy for the provision of on -site support We offer 24/7 support to our clients. Support personnel can be contacted by logging a case through our support site, by email, or by phone. Support Representatives are able to assist clients by troubleshooting both over the phone and by remotely logging in to our clients' computers to assist with any issues. Our Support Staff is located onsite at our Ronkonkoma office. Technical Phone Support is accessible via our toll free number: 800-995-8696. Accela policy requires a response :from a support staff member within 60 minutes which will 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 52 of 75 Accela result (if necessary) in a formal submission of a case #. Client will be notified of estimated resolution schedule. 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, the 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. Major product upgrades occur once per quarter and minor upgrades occur approximately every two weeks. When a major upgrade occurs, the client receives 10 days' notice and the opportunity to delay or schedule the upgrade at a more convenient time. Upgrades are all done remotely. Clients are given the ability to submit feature requests through Accela's support website. These requests are taken into account as the products are updated. 19. Describe the details and duration of any `manufacturer's warranty on proposed hardware and ,software in this system including how often your firm provides product updates. All software and hardware warranties should provide for the operability of the system. The only hardware you will need in order to run the program is an encoder device. This device is warrantied by Dell. Major upgrades on the software occur once per quarter and minor upgrades occur approximately every two weeks. When a major upgrade occurs, the client receives 10 days' notice and the opportunity to delay or schedule the upgrade at a more convenient time. Upgrades are all done remotely. 20. What is your service commitment to customers and measurements used? Describe internal performance metrics used to quantify key customer support responsiveness, such as"issues resolved on first call or average time to reach issue resolution. Do: you maintain a; client accessible Internet Knowledge Base of known issues and frequently asked questions? Explain your procedure forresolving customer problems. Accela deploys a variety of TQM techniques geared toward ensuring that our technical support services are of the highest caliber. In addition to our tiered support escalation structure, it begins with our internal training program. As the new individual begins interfacing with clients, we simultaneously utilize customer contact monitoring technology to evaluate each call. These tools are also a key instrument for our customer service quality review and continuous process improvement initiatives. More experienced staff will review and evaluate both the technical advice given as well as the professionalism with which the call was handled. We also send out proactive surveys through our © 2015 Accele, hic. All tights received Legislative Management Software RFP #472340 Page53of75 Accela customer knowledge exchange and invite every one of our customers to rate their interaction on a per engagement basis. We then use that feedback to focus on continuous improvement; from an individual development basis and as a technical services organization as a whole. These rankings and commitment to improvement are paramount in our evaluation of staff. Our clients regularly share that our Technical and Support services team is the best they have ever worked with across all of their vendors and we believe our commitment to continuous improvement is a driver of this success. Our extremely high client retention rate to date is an indicator that we are proud of and that serves as a real world example that what we are doing is working. 21. .! Both; system level and user documentation must be';provided. List and describe the available documentation that is included in the proposal pricing in this RFP arr nd the mediaon which'it is published. Accela will provide the City of Miami with full system and user level documentation upon signing a contract to work together. All of the system and user level documentation is published and frequently updated on the Accela Knowledge Base. All users for the City of Miami will be provided a user name and password to the knowledge base. 22. How often do you provide product updates? Include yourfirm's willingness and pia -afar keeping its products current.` Current is defined as continuously adding or replacing products to take advantage of new`technology andcom►plying with emerging industry standards. Describe`the process by which user input is incorporated into new product releases, Major product upgrades occur once per quarter and minor upgrades occur approximately every two weeks. When a major upgrade occurs, the client receives 10 days' notice and the opportunity to delay or schedule the upgrade at a more convenient time. Upgrades are all done remotely. Clients are given the ability to submit feature requests through Accela's support website. These requests are taken into account as the products are updated. Accela Legislative Management is committed to keeping our products on the cutting edge of the marketplace. Over the last several years we have made strides in producing new ways for governments and citizens to take advantage of technological advances in their quest for transparency and. engagement. Some examples of this include our iPad App, WeGovern, the addition of our Boards and Commissions module, and most recently the launch of Civic Voice, a cloud based solution which allows citizens to engage with government online using forums and discussions, dashboards and search capabilities. © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page54 of 75 Accela 23, Describe your software licensing structure in detail. Do so for each product or module if they differ from one another, (Describe in details whether it will be an enterprise license, read/write licenses, full licenses, named or concurrent licenses, heavy/lightuser licenses, unlimited licenses, etc,) • Accela offers unlimited full licenses for each module of our software for the life of the subscription. 24. Describe in detail all hardware and infrastructure required for the City to implement the proposed software system and provide'a diagram of the recommended hardware configuration and minimum' requirements, 1Vlininiuin Systeiu Requirements Computer/Processor :Memory Hard Disk Space Operating System .NET Framework MS Word Adobe .Acrobat Reader Legislative Management Software Minimum: 1 GHz Processor Recommended: 1 5.GHz and 2GHz for Clerk Minimum1 GB RAM Recommended 2 GB RAM and greater for Clerk Minimum 500 MB Recomnended'1GB Microsoft Windows 2000, XP, Vista, Windows 7, Windows 8 Microsoft .NET 3.5 SP1 or higher Word XP or greater Adobe Reader for PDF Support 2015 Accela, Inc. All rights reserved RFP #472340 Page55of75 Accela 25. Describe Proposer's expectation for the level of participation of the City during the project. Describe the level of the City staff expertise required to support the suggested hardware. If your firm is acting as a hardware reseller, describe the details and duration of any manufacturer's warranties. on proposed iardWare/device Section 3.13 of this proposal details which staff members are required and what their individual participation will be. Our implementation plan was developed based on years of experience in implementation and training It is a tried and true process that will ensure the staff gets up and running quickly and efficiently. The encoder device is easily operated and maintained andrequires little support. The encoder is warrantied by Dell for a period of three years. 26 ldentify any potential performance impact to the existing LAN!WAN and provide recommendations to nmimize any performance impact, identify any potential performance impact on bandwidth and provide recommendations''to minirnize any performance impact Identify any other system issues • List minimum client workstation requirements. The Agenda and Minutes client provides little impact to the existing LAN/WAN other than through the transfer of large attachments you may wish to add to your items. This should not create any greater impact, and in many ways less, than if you are currently emailing these attachments around for approval. The Civic Streaming application does require a consistently available up/down bandwidth available to the streaming device. The amount required will depend upon the level of stream quality sought out. Standard Definition required 1/1 Mbps up/down. 720p would require 8/8 Mbps and so on. Also, if many internal users wish to watch the stream, your entire network must be taken into consideration. Our encoder does provide an internal stream replication to prevent the live stream from overwhelming your public pipe but 50 simultaneous HD internal streaming connections can impact your LAN/WAN performance during meeting days. 27. Are audited or otherwise verifiable financial statements available upon request? Any Proposer recommended for negotiations may be required to provide to the City: Its most recent certified business financial statements as of a date not earlier than the end of the Proposer's preceding official tax accounting period, together with a statement in writing, signed by a duly authorized representative, stating that thepresent financial condition is materially the same as that shown on the balance sheet and income statement submitted, or with an explanation for a material change in the financial condition. A copy of the most recent business income fax return will be accepted if certified financial statements are unavailable. If selected, Contractor will provide financial statements as part of the contract and under strict Non -disclosure agreement with the agency. As a non-public corporation and in accordance with its longstanding corporate policies, Contractor does not make public disclosures of its financial records or © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page56of75 Accela general fiscal condition. Contractor is subject to the corporate governance established by its shareholders and board of directors and, as such, Contractor maintains its financial condition and related statements confidential. Due to the sensitivity of this information, and the fact that Contractor is not publicly traded, releasing such information to the public would open the company to undue scrutiny by its competitors. Contractor voluntarily submits to a complete annual audit of its financial statements. Each audit is performed by KPMG, one of the world's premier accounting companies, and they have issued an unqualified opinion on Contractor's most recent annual audited financial statements. 28. Provide a narrative discussing the proposed systen's capabilities, and include the following points: For a high-level narrative detailing the finer points of Accela Legislative Management's value and key capabilities, please see the Executive Summary in Section 1, Question 1. In an effort to comprehensively answer the City's requested points, please see detailed answers below. 1) What'are the, primary benefits of your solution? Accela Legislative Management solutions provide a wealth of benefits to agencies who implement and use them. The main differentiator between Accela and the rest of the vendors in this space is that Accela has a single solution, built on a single platform from the ground up designed to take an agency through the entire meeting process. This is opposed to having multiple pieces of separately coded software being mashed together to try to accomplish the same goal. The Accela single platform allows for seamless integration between the various modules, and makes service and support extremely easy. For the staff that use the application, the benefits that they will see are virtually endless. In an effort to highlight some of the most substantial benefits in various areas, please see the breakdown below: Agenda Items ■ Quickly and effectively draft Agenda Items/Resolutions with templates. ■ Correct spelling effortlessly with built-in spell checker. ■ Departments can draft, approve and submit their own resolutions via a simple click. 2 2016 Access. Inc. All tights resolved Legislative Management Software RFP #472340 Page 57 of 75 Accela ■ 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 integration for simple, intuitive editing. Agenda Compilation • 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 your needs, ■ Print full and public (summary) agenda at the same time. • Automatically Publish and Distribute to your citizens via Web Portal Minutes ■ One Click Agenda parsing as your 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. CO 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page58of75 Accela ■ Can be automatically uploaded to public viewing via Web Portal Letters ■ 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 Agendas & Minutes. • 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. Public Information Posting ■ Complete meeting information automatically uploaded to public access website. • Public data is instantly synchronized for citizens to search. ■ Citizens have access to meeting dates, agendas, minutes, legal notices and more. 2) How have you made sure that your product is advancing? Describe. improvements over time Accela is always striving to have cutting edge products and technology. The main way that we ensure our product is advancing, is to listen to you, the customer! Since the software's inception, many of the features that have been built into the application over time have come from direct feedback of our customers. All customers have the chance to propose new functionality on our public knowledge base, and to have other customers comment and piggyback on their ideas. Accela reviews all of the ideas that are submitted and many of them end up being built into a future release. A great example © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 59 of 75 Accela of this is the web approvals feature that the Agenda & Minutes module offers. Our customers shared with us that approvers of items wanted a way to be able to access and approve their items on the go from a smart phone or tablet, so we built the web approvals feature. This allows users to view and approve items right from a web browser, from any device, which keeps the agencies workflow process moving forward, even if many of the staff who do the approving are out of the office and on the go. A large majority of Accela's customers now use this feature. 3) .What'are the primary restrictions of your technology? Accela firmly believes that there are not any significant restrictions in our technology. Accela is constantly striving to deliver the most innovative and feature rich solutions to the market, based on direct feedback from our customers. One restriction that we are actively working to improve is the mobile/cross platform access to the back -end of the solution. Currently, all of the creation and management of documents for the Agenda & Minutes module are performed inside of the client, which is built on .NET framework, so it only runs on a windows machine. The only web -based component that we offer at this time is the mobile approving feature, which allows users to approve, reject, and comment on items that are in their workflow queue from a web browser via any device. Accela is working on giving users the ability to create and edit agenda items from that web based. view. This wouldallow users to create and edit agenda items from any device that has a web browser and an internet connection, with the primary use in mind when developing being some type of mobile device (iPad, iPhone, Android, etc.), Accela has already started moving in this direction, as evident by the Boards and Commissions tracking module, which has a back end that is completely browser based and can be accessed via any device. 4) Describe some of the user friendly features of the system that make it easy to learn and work with, The entire system is built with the look and feel of a Microsoft Office product. This configuration makes the entire solution extremely easy to learn and work with. A majority of people that we come across are very familiar with Microsoft, which in turn makes them comfortable in our system. We use ribbons, icons on the toolbar, and easy to use right -click - centric functionality (right click: edit. Right click: New. Right click: delete); which are all staples of Microsoft products; inside of our product to ensure © 2015 Accela, Inc. All rights reserved. Legislative Management Software RFP #472340 Page 60 of 75 Accela that users can easily learn and work with the system. To take it a step further, and make users feel very comfortable while at the same time allowing them to work in the most efficient and dynamic way possible, we built a direct MS Word integration. This allows users to open MS wordin place of one of our text fields with one simple click, work inside MS word, and then simply close the Word program to automatically populate what they typed in word back into the Accela program. This feature is a great example of how easy we make the system to learn and work with. 5) Describe how your solution Meets the goals of transparency and citizen involvement. For documents that require exemption from public disclosure, describe how your solution meets this need. Everything that is done inside the Accela Agenda & Minutes solution, including all of the supporting documents, are fully text searchable on the log -in enabled, forward facing public web portal that we provide as output of our solution. This allows the city to give its citizens easy and unlimited access to all meeting documents. The search results are even returned with the associated time -stamped link to the meeting video where the item that was searched for is discussed. For those documents that require exemption from public disclosure, users can easily mark entire items and/or individual attachments as "confidential or internal" which means that only users who are logged in with the proper credentials on the forward facing public portal would be able to view them. 6) Does the proposed solution provide standard Microsoft Windows functionality such as copy, cut and paste functionality, spell check, etc.? The entire solution is built on standard MS windows functionality including copy, cut and paste, spell check, font types, font sizes, formatting options, etc. 7) Describe the techniques used for data entry in your solution. Are there any efficiencies built into the data entry system and if so what are they? How do you validate that agenda items have been entered properly? Data entire in the Accela solution is extremely easy and can be done in a variety of ways. Users can input data directly into the fields provided, using the formatting options available inside of the program, or choose to take advantage of the direct MS Word integration that is provided to allow users to work inside MS word, and easily import all data back into the desired CO 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 61 of 75 Accela field by simply closing the MS Word program. The City can even choose to make certain fields "word required" which would force the user to use the MS Word integration to populate the field with data, and ensure that the user was guided by the default settings inside MS Word that the City has set as standard.. The city also has the option to use the templates that we will build for them to force certain formatting, regardless of what formatting the person who is entering the data uses. 8) How do you track the changes in legislations (We use strikethroughs to remove: and underlines to mark changes in legislations; please refer to the footnotes in Legislations given ►n Ap)endiX A_)? How does this. interfere with the MS word tracking of changes The MS Word integration that the Accela solution provides allows users to continue to use the MS Word tracking changes feature to continue to note changes in the way that is currently being done! In addition, the Accela solution offers its own internal tracking changes feature that allows users to leave high-level comments about what was changed for other users to see quickly andeasily as an item is being passed around in a given workflow. 9) ' Describe how redaction of social security numbers, addresses, and other proprietary information can be achieved in your system. Currently, the Accela solution does not offer any redaction capabilities, however, it is suggested that users have Adobe Acrobat Reader on their PC's, which may also include a more enhanced version of Adobe that includes redacting capabilities. The Accela solution does fully support documents that have already been redacted elsewhere. In addition, users have the ability to mark individual items and/or attachments as confidential or internal, which would allow staff to make certain information not available to the public. ,10)Describe your system search functionality., Everything that is done inside the Accela Agenda & Minutes solution, including all of the supporting documents, are fully text searchable on the log -in enabled, forward facing public web portal that we provide as output of our solution. This allows the city to give its citizens easy and unlimited access to all meeting documents. The search results are even returned with the associatedtime-stamped link to the meeting video where the item that was search for is discussed. In addition, when we begin working together, 012015 Aecela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 62 of 75 M Accela Accela will take all of the City's current agenda and minutes documents that are provided in electronic or digital format, import them into our system, store them on our servers, display them on the City's forward facing public portal sorted by meeting date AND make them all fully text searchable. 1)Describe how you deal with templates or boiler plates. these items? The Accela solution uses an MS Word template system, which is extremely dynamic. This way of doing templates has allowed us to ensure that we can match any sort of formatting that the City may want to see. Accela allows for an unlimited number of templates, which enables the city to have an unlimited variety of template/boilerplate language throughout its documents. Accela will customize all templates/boilerplates to match the desired look of the City. How do you customize 12)Can your, system generate PDFs? If so please describe. Accela's solution includes a virtual PDF printer that allows users to easily create PDF's from any document that they may have, including web pages. Those PDF's are then easily attached to agenda items as supporting documents. Once the Accela solution is installed on a machine, it allows this feature to work. All that the user has to do is select "file" then "print" on any document that they are viewing, then simply choose the Accela solution as the printing destination, instead of their actual printer, and the document will be printed into the Accela solution as a PDF to the PDF inbox. Users can then choose an agenda item from a dropdown list to attach the PDF file to the item with a single click. In addition, when the system generates the agenda and minutes documents, it produces them as single standalone PDF documents. 13)How are approval levels implemented in your system;how is it automated? • Can a group of items be approved and if so howl ® Can a user configure the process, and if so how? • How are approval overrides handled and tracked in your system? Approval levels in the Accela solution are implemented by assigning all users with a level of permission when initial configuration is being done, andby using the Accela workflow designer to build out the approval 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 63 of 75 Accela process that the city wants to have, tying in the different permission levels of each user. Once configured, the workflow is fully automated, meaning that as the user enters information, the item will automatically be routed to the proper staff for approval. Users can easily approve a group of items at once, by simply opening their personalized user dashboard, and selecting the items from their "Waiting for Approval" list. Only users with the proper level of permissions are able to configure the process, by accessing the workflow designer and modifying the design. The city will designate what staff will be able to modify the agency wide workflow design. On an individual item level, users with the correct levels of permission can easily adjust or manipulate the workflow on the fly (approval override) by using simple and easy to use right click functionality, which would include complete/approve on someone else's behalf, skip step, and even adding or deleting someone from that specific workflow. Any approval overrides are automatically recorded and logged into the item history that is easily visible to all users who view the item. 14)What encoding forrnats does your system support for video streaming? Accela Civic Streaming supports virtually any type of encoding format, because the solution will transcode all video into MP4, which is currently the most widely recognized encoding format across a variety of devices and platforms. 15)What video players do you support? Accela supports a variety of video players including Silverlight, HTML5, and will soon be supporting JW Player. 16)What platforms for video do you support (iPad, Android, mobile, other)? Accela Civic Streaming will stream both live and on -demand video to most platforms, in an MP4 format, which is widely recognized by many devices and platforms including iPad, Android and other mobile devices. 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page64of75 Accela 17)What is the process for configuring workflows in your system? • " Are there default workflows? • What'mechanisrns does your system use to allow modifications to items that are currently in the approvalcycle? • How are these items re-routed for final review? What level of revision tracking functionality does the system provide? What level of versioning functionality does the system provide? • How do you view change history of an agenda item and indicate the type of information _available on, change; history? Workflows in the Accela solution are configured using the Accela workflow designer. The Accela workflow designer uses a numbered scale that takes into account a handful of variables (user, department, item type, meeting date, category, project and function) that can all play a part in determining the workflow process for a given item. In many cases, for a city the size of Miami, a member of the Accela training staff will work with the City to create a flow chart that maps out the desired workflow process, then transfer that chart into the workflow designer. If the City desires, the training staff is happy to explain how that transfer was performed, as to enhance the understanding by city staff of how the workflow designer operates, to allow the city to become self-serving in terms of ongoing changes and maintenance to the workflow. Accela is always willing to make the desired changes for the City if requested. There are no default workflows, as the solution that Accela provides is designed to bend and mold to the way that each of our customers operate. With that said, Accela can help the city configure the workflow to be as simple or as complex as desired. Users can easily modify the workflow of an item that is currently in the approval cycle by using simple and easy to use right click functionality, which would include complete/approve on someone else's behalf, skip step, and even adding or deleting someone from that specific workflow. For final review, the item would follow the path that was remaining after the modification has been made. If a user removed one person from a 6-person workflow, than the item would continue onto the other five people as originally planned. Should a user want to change who has final approval on an item, they would simply add the desired staff to that specific workflow by choosing their name(s) from the user list dropdown. Accela's solution provides an internal tracking changes feature that can be used in place of or in conjunction with MS Word track changes. Users can track an unlimited number of revisions on each item in the system, every time a change is made and the user presses the "save" button. Each revision is a greyed out version of the item, showing what it .looked like before the most recent changes were made. These revisions are clearly labeled as "revision a, b, c" etc. Users can easily 2015 Accela, Inc, All rights resolved Legislative Management Software RFP #472340 Page65of75 Accela view all change history on an item by simply locating the item history section, located toward the top of each item. This history will include the type of change made, the user who made it, the date/time that it happened, and even any comments left by the user about the change. 18)How does your system support quality control processes in the creation and approval of agenda items and agenda documents? Quality control in the creation and approval of agenda items and agenda documents is accommodated by our template driven system. The templates that we will build for the City of Miami will allow the city to ensure that formatting, as well as the process that goes into the creation of agenda items and agenda documents, is consistent with the standard that the city sets. r9)Howdoes your, system provide enactment numbers? Describe in details" how onedtmenf numbers will be given to items that are acted upon by Commission multiple times Nov.; will enactment numbers be given to items of other boards? Does 'it allow _`separate number sequence for various boards? Explain "them. Enactment numbers can be assigned in the desired format of the City. The Accela solution is designed to handle a wide variety of numbering styles, as every agency numbers things a little bit differently. In the Accela solution, the numbering can be unique to each type of legislative file type (resolution, ordinance, staff report, etc.) and if desired, each board can have its own type of legislative files, which would allow each board to have its own numbering sequence, which would also be assigned in the format desired by the City, 20)List all technologies/devices required for your application to run. For the Accela solution to run, users must have a PC with a Minimum 1 GHz Processor, 1GB RAM and 500MB of hard disk space. The PC must have MS Windows 2000, XP, Vista, Windows 7 or Windows 8 and Microsoft .NET 3.5 SP1 or higher. The MS Word must be XP or higher, and Adobe Acrobat Reader is required for PDF support. 0/ 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 66 of 75 Accela 21)Provide any other relevant technical information which you see as a benefit to the City in implementing your system. This could include, your systems performance standards, testing and acceptance, and differentiation from other systems available in the marketplace. The main differentiator between Accela and the rest of the vendors in this space is that Accela has a single solution, built on a single platform (.NET framework) from the ground up designed to take an agency through the entire meeting process. This is opposed to having multiple pieces of separately coded software being mashed together to try to accomplish the same goal. The Accela single platform allows for seamless integration between the various modules, and makes service and support extremely easy. The client that users will work in also provides a wealth of benefits over other completely browser based applications. Should a user lose internet connection while working (creating an item, taking the minutes, etc.) the system will allow the user to continue to work while saving the information locally until a connection is reestablished, at which time the information will be pushed up into the cloud for storage. 22) Whaf is your capacity for live, and on -demand video streaming? How many simultaneous users can be served by your system? Accela will allow the City of Miami to stream an unlimited number of meetings and events, and provide unlimited storage for video, which includes meetings and any other type of event that the City would like to provide to its citizens in the form of on -demand video. Accela Civic Streaming allows for a virtually unlimited number of simultaneous viewers. Accela also offers an internal stream replicator that can be turned on in the event that the city has more than 45 simultaneous viewers viewing the live stream from inside the City's network, This will route those viewers directly to the encoder, as not to eat up all of the City's bandwidth, 23)14/hat kind of content storage is available in your system? Accela allows for an unlimited amount of content storage, across all of the modules proposed. 24)How will your system handle business continuity; disaster recovery, and data backup and restore, archive retention and disposal practices? The Accela Hosted solution has beendesigned to provide business continuity and disaster recovery with minimal interruption of services to our 0) 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 67of75 Accela clients. By using highly reliable redundant datacenters andother cloud services, the Accela hosting platform deploys Active Replication across multiple geographic locations. In the unlikely event of some large-scale disaster in our primary hosting location failover service can easily be engaged with a minimum of 1-hour of service interruption to our customers. Components Datacenters - At the center of our hosting service, our primary datacenter is located in a Tier-3 datacenter that has redundant network connectivity through multiple Internet Service Providers. The facilities have battery backups, generators and fire suppression systems. Our primary datacenter is located in San Antonio, Texas with the secondary datacenter located in Herndon, Virginia. Hardware — the server hardware used by Accela uses redundant disk arrays (RAID) for disk failure and guaranteed 1-hour hardware replacement for other non- redundant parts. Customer Data — All application data is encrypted and replicated in real- time to a redundant datacenter 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 a third location. Application — Each redundant datacenter contains a fully configured copy of our hosted application environments and updates to the primary servers are replicated to redundant servers. Support Communications — The Accela team utilizes a hosted email system which is deployed with a cloud provider. The Accela phone system utilizes hosted VOIP provider allowing the support team to route calls wherever they want. In the event of service outages experienced at the Accela headquarters customer requests and phone calls can be taken without any change in procedure on the customer side. Other Cloud Services - The Accela platform does use other cloud -based services for video DNS, Transcoding and Content Delivery. Both of these providers deploy redundant failover capabilities. Disaster Recovery Procedure © 2015 Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page68of75 Accela In the event of a catastrophic or an un-recoverable event at our primary datacenter that would disrupt service to our customer. Accela can engage a failover script causing our secondary hosting site to become the primary. The DNS update can take up to 30 minutes to make it to customer DNS servers. In the event DNS update is too slow, Accela staff can provide backup server address for immediate connectivity. 25)If you are proposing a hosted system, please detail your system up time, the redundant data centers, and the ability of your system to integrate with other systems. Accela is currently operating on a 99.9% uptime, which has never encountered any major outages, but only a few small blips of service interruption that account for the .01% of outage time. At the center of our hosting service, our primary datacenter is located in a Tier-3 datacenter that has redundant network connectivity through multiple Internet Service Providers. The facilities have battery backups, generators and fire suppression systems. Our primary datacenter is located in San Antonio, Texas with the secondary datacenter located in. Herndon, Virginia. A third server is also located at an undisclosed location. In terms of integrating with other systems, Accela currently offers an easy to use EDMS integration, as well as Active Directory integration. Should the City want to integrate the Accela solution into other systems, Accela provides a well -documented, open back end API. The City would be free to use that API to create whatever other system integrations that are desired. 26)If you are proposing a SaaS system, please detail: • What is the uptime SLA (Service Level Agreement) provided? • Where the application is physically hosted? • Do you have a Disaster Recovery (DR) plan? • How often do you test that plan? • Where DR site is physically hosted? Accela is committed to a 99.9% uptime, as stated in our standard SLA. The application is physically hosted located in. San Antonio, Texas with the secondary datacenter located in Herndon, Virginia. A third server is also located at an undisclosed location. In the event of a catastrophic or an un- recoverable event at our primary datacenter that would disrupt service to our customer. Accela can engage a failover script causing our secondary hosting site to become the primary. The DNS update cantake up to 30 minutes to CO 2015 Accela. Inc. All rights reserved Legislative Management Software RFP #472340 Page 69 of 75 Accela make it to customer DNS servers. In the event DNS update is too slow Accela staff can provide backup server address for immediate connectivity. The testing of the plan and all of the other related procedure is available in the SSAE-16 document that we are willing to provide to the City of Miami upon request. 27)Do you offer' an iOS`or Android app? If so, is any data stored on the mobile 'device? Accela does offer a native iPad application that is free for download for citizens, staff and board members. The app is designed to store all information in the cloud, not locally on the device. For the best user experience possible, it does give the user the option of storing data locally on the device if desired. '28)Does e application provide `a desktop client for'data synchronization? If so, dthe escribe the type of.data that is being synchronized, The iPadapp is currently for data viewing purposes only, except for board/staff members with the proper login credentials who have access to annotation features. These annotations are synchronized with the client, which allows the annotations to be queried and summarized by an administrator of the system. 29)Does the application require any software to run on any of the customer's enterprise servers? If so, describe the function of the software and the nature of its communication with .your 'SaaS;application. No, the application does not require any software to run on any of the customer's enterprise servers. 30)Does the application support the automated import of identities (e.g. from Active Directory)? The Accela solution does have an Active Directory synchronization that allows for easy user configuration. © 2015.Accela, Inc. All rights reserved Legislative Management Software RFP #472340 Page 70 of 75 Accela 31)Does the application support authentication filtering based on device and/or IP address? At this moment, the application does not support authentication filterin based on device and/or IP address. 32)Is all data encrypted in transit to and from the service provider? If only a subset is encrypted, describe the details of the delineation. All application data is encrypted and replicated in real-time to a redundant datacenter 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 a third location. 33)What kind of data can be obtained programmatically through an API? (Identity attributes data? User access/entitlements? etc.) All of Accela's data is manipulated through API's, so in theory, anyone who is using the same API's that we use, would be able to manipulate any data that we manipulate, and since Accela offers a fully open API, the City could access any data desired. 2015 Accele, Inc. All rights reserved Legislative Management Software RFP #472340 Page 71 of 75 Accela (this page intentionally left blank) © 2015 Accela. Inc. All rights reserved Legislative Management Software RFP #472340 Page 72 of 75 EAccela 6 Appendix A: Agenda and Meeting Management System Requirements Appendix A can be found on the page immediately following this one. 012015 Accela. Inc. All rights reserved Legislative Management Software RFP #472340 Page 73 of 75 City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 APPENDIX A: Agenda, and Meeting Management System REQUIREMENTS Agenda Office Law Department City Clerk's Office Planning & Zoning Civil Service Board Civilian Investigative Panel Community Redevelopment Agencies Communication Information Technology Department Page 1 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 TABLE OF CONTENTS DEFINITIONS 4 1 GENERAL REQUIREMENTS AND SUPPORT 5 2 AGENDA ITEMS / LEGISLATIVE FILES 12 3 AGENDA ITEMS APPROVAL WORKFLOW 19 4 AGENDA MANAGEMENT 21 5 MINUTES MANAGEMENT 28 6 REPORTS REQUIREMENTS 34 7 MEETING MANAGEMENT- AUDIO RECORDING 36 8 ROLL CALL AND VOTING MANAGEMENT 38 9 WEB STREAMING OF PUBLIC MEETINGS REQUIREMENTS 40 10 BOARDS, AGENCIES AND COMMITTEES MANAGEMENT SYSTEM 48 11 INTEGRATION WITH ERMS 54 12 DOCUMENTATION 55 13 SECURITY 57 14 ADMINISTRATION/SUPPORT 61 15 APPENDIX A — CURRENT ACTIONS FOR VARIOUS BOARDS 62 16 APPENDIX B- SAMPLE MASTER REPORT 64 17 APPENDIX C — SAMPLE MAYOR SIGNATURE REPORT 70 18 APPENDIX D: SIMPLE USE CASE SUBMITTING AN AGENDA ITEM 72 19 APPENDIX E: SUMMARY SHEET AND FACT SHEETS 73 20 APPENDIX F: SAMPLE AGENDA 76 21 APPENDIX G: — SAMPLE HEARING NOTICE 97 Page 2 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 INTRODUCTION This document contains the requirements identified for the Agenda and Meeting Management System noted in RFP No. 472340. Legend: The Type column identifies the requirement as M- Mandatory, P- Preferred, and 0- Optional. Compliance needs to be completed with one (1) of three (3) possible values: C = Feature is currently provided by proposed system A = Feature will be added to the proposed system as part of this project N = Feature will not be made available in the proposed system Vendor Comment or Description MUST be completed for all items flagged with a Compliance type of "A". Provide a brief (less than 125 words) narrative of how the proposed system will address the requirement. Vendor Comment or Description MAY be completed for all items flagged with a Compliance type of "C" or "N". Provide a brief (less than 125 words) narrative if desired. Page 3 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting ManagementSystem Requirements RFP No. 472340 DEFINITIONS Meeting Bodies City Commission and other Boards in the City that meet on scheduled dates are referred as meeting bodies. Legistar Legistar is the Legislative Document Management System currently used by the City of Miami for agenda and minutes preparation for City Commission and various boards in the City. The agenda consists of a number of legislative items (resolutions, ordinances and discussion items). Each legislative item can be uniquely identified by a File Id. Each adopted legislative item can be uniquely identified using an Enactment number. Laserfiche Laserfiche is the Electronic Records Management System currently used by the City of Miami. Meeting Types Code Meeting Types are Regular, Planning and Zoning, Special, Budget Hearing, Work Shop, Board Meeting, etc. Document Type Code Document Types are Agenda, Marked Agenda, Minutes, Legislation Reports, Legislative files Page 4 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting ManagementSystem Requirements RFPNo. 472340 1 GENERAL REQUIREMENTS AND SUPPORT The system should provide the following: Req # Requirements Type Compliance Comments 1. General Requirements and Support 1.1. A system to manage the meeting agendas of City Commission, agencies, boards and committees. M C 1.2. A system to manage the pre -approval of agenda items based on configurable predefined workflow rules. M C Accela workflow is extremely dynamic and flexible. The City can have up to 256 approval steps on a given item. The. workflow is predefined as to automatically route the item to the proper staff for approval based on the information entered by the user. 1.3. A system to manage meetings of City Commission, agencies, boards and committees. M C 1.4. A system to manage the meeting minutes of City Commission, agencies, boards and committees. M C 1.5. A system to manage the post -meeting processing of agenda items. This will include tracking of directives made by commissioners during commission meetings. This will also include tracking of transmittals made by city clerk or other officials. M C 1.6. A system to record and archive audio of the meetings of City Commission and other boards M C 1.7. A system to record, stream and archive video of meetings of City Commission, agencies, boards and committees. (See Section 9) M C 1.8. A system to manage the electronic records such as documents, videos, audios, presentations, charts, plans, etc... of City of Miami on Windows platform and other industry standard platforms. M C Page 5 of 97 Last Saved On 3/19/2015 1:50:00 PM City o f Miami, Ajenda, and Meeting Man 1.9. A system to manage the various board appointments and compliances of Board members. See Section 10 for more details M C 1.10. Create an index of agenda items distributed at meetings of City Commission and other boards M C 1.11. Provide Context -sensitive help function. Provide tool tips for easy learning of the system M C 1.12. Live and on -demand audio and video of meetings, linked to appropriate meeting M C Page 6 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 agendas, minutes and legislative file(s). 1.13. Generate reports detailing statistics on internal usage of the application, especially the video streaming. P C to Accela allows users use a Google Analytics account to gather viewing statistics for the video streaming. 1.14. Ability to integrate with Microsoft Exchange, Active Directory, other applications within MS framework and platform as well as open source platforms. M C Accela offers an Active Directory Sync that allows for simple and easy user configuration. 1.15. Ability to set and configure required fields (mandatory fields) for legislative files and alert users and administrators when required fields are filled, ensuring business rules are adhered to. M C Each legislative file type is configured to the unique specifications of the City, and only shows the fields necessary to fill out to make that type of item complete. 1.16. Provide a system dashboard and analytics P N 1.17. Provide easily configurable custom look to match with City's websites. M C Accela provides a fully searchable citizen/staff web portal that is designed to mirror the look and feel of the City's current website. If desired, the City can add custom CSS and iavaScript to the portal for an enhanced website. 1.18. Interactive Calendar for past, upcoming and on demand (archived) events with the ability to filter by meeting bodies. M C 1.19. Intuitive video player with bookmarks from minutes for meetings items M C 1.20. Flexibility in the following: a. creating new user accounts, b. assigning groups and roles, c. removing users and groups, d. delegating users, and e. Setting up approval workflow. M C 1.21. Import non -text -searchable PDFs as searchable PDFs. M C Page 7 of 97 Last Saved On 3/19/2015 1:50:00 PM Caty ofMiami Agenda, and Mee 1.22. Track and report, deadlines for submission of Agenda items, publishing of meeting agenda, publishing of Meeting minutes and other similar deadlines for each of the meeting body. M c 1.23. Automate agenda item review and approval processes. M c 1.24. Provide methods for electronic signature/digital signature, its verification and other approval and notification process M C Digital signature can be applied using a workflow step titled "sign" which will apply the user's associated digital signature. 1.25. Ability to spell check agenda, minutes and the legislative files, attachments etc. and provide suggestions for correction similar to the spell check in Word. M C The spell check functionality works just like a Microsoft product. 1.26. Ability to include accent words in legislative files, agenda, minutes etc. for Latin words. M C Accela offers a direct MS Word integration that allows users to edit all legislative file fields directly in the MS Word program, giving them access to the extensive functionality that MS Word offers. Page 8 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 1.27. Publish content into Microsoft Word [Office 2013, Windows 7, Windows 8) and PDF (version 9.0 and above documents, plain text documents, and formats manageable on tablets and other mobile devices. M C 1.28. Ability to support flexible query capability for ad -hoc reporting based on user -defined criteria on SQL Reporting Service 2008 R2 and above, and/or similar industry standard services and competing products. M c 1.29. The vendor shall collaborate with the City of Miami IT Department (ITD), Department of Communications and Office of the City Clerk, and other Departments in the City during each of the various phases of the project. M C 1.30. The system shall provide the copy and paste capability to any word processing software similar to the copy and paste feature of MS word and Acrobat. M C Users can easily copy and paste from an outside source into a field, from field to field, or use the direct MS Word integration to copy and paste in that program. 1.31. The system shall have scalability for a potential expansion of up to 50% in the number of City users of this system. M C Accela allows for an unlimited number of users and an unlimited number of meeting groups. We also provide unlimited training for the life of working together, to help aide in the expansion. 1.32. Provide enterprise licenses (unlimited) M C 1.33. The system should capture the server date and time for all time stamp records. M C All of this information is easily found in the item history section of each item. 1.34. The system shall provide users with clear and useful error messages from an error -handling module especially when the system is down. M c Accela commits to a 99.9% uptime in the SLA that we provide, as to not have the system down at any point. Last Saved On 3/19/2015 1:50: Page 9 of 97 City of Miami A'enda, and Meeting Management System Requirements 1.35. The system shall provide users with clear and useful warning, informational and notice messages when erroneous data is entered. M C 1.36. The system shall provide both visual and audio notification of error messages with a user option to suppress the audio notification. An example of audio response is a "beep" sound. P c 1.37. The system shall provide a pop-up calendar for selection of dates during data entry with ability to key -in the date. M C 1.38. The project time schedule must allow at least two months for the City of Miami to test a full implementation through both complete visual inspection and random sampling techniques to assure a 100% M C Accela will allow the City to test a full implementation for however long it would like Page 10 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 accurate integration before the City Accepts final product. For example, City tests will include verification of access to various documents and the associated video, at minimum, the following categories: a) Agenda Creation b) Meeting management c) Electronic Voting d) Minutes Preparation e) Post meeting management — Certification of legislation f) Meeting video time -stamp editing g) Agenda to the video records in the system, h) Marked Agenda to the video records in the system. i) Verbatim minutes to the video in the system. j) The access to the hyperlinks within the agenda/marked agenda/minutes documents to ensure that everything is up to city standards. This is actually a standard part of Accela implementation that we call the "Parallel" phase. This is when users are trained, and using the system to input data for upcoming meetings, while simultaneously maintaining their current way of managing the meeting process. 1.39. The system shall provide the ability to schedule various routine activities for automatic execution at specified and recurring dates and times. Examples of such activities will include (but not be limited to): (a) Database backup, (b) Database compression, For example, an authorized user in City of Miami must be able to schedule a series of administrative tasks, each of which can occur on any date and time with minimal/no interruption to the use of application during work hours. P N Accela's cloud based environment has all of the routine backups scheduled for the City of Miami and rest of Accela's customers. The City has the ability to schedule version upgrades at their convenience. 1.40. The vendor shall support User Acceptance Test on the final production environment with City of Miami production data in matching quantities (Complete agenda packet can be more than 3000 pages). (Formal system acceptance and sign -off would depend on the success of this test.) M C 1.41. The vendor shall provide and execute a multi -environment s §tem that M C Page 11 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 accommodates separate environments for production, development, testing, disaster recovery and training. The configuration shall allow a particular system component to exist in two simultaneous (prefer three), secure versions: (a) a production version, (b) a revised version undergoing testing, and (c) a development version with the revision to the component undergoing active setup, table modification, or script development work by system or database administrators. The vendor's proposal shall include the provision of all software licenses required to make fully operational this multi -tiered environment. The training environment should be able to access either the production environment software or the testing environment software. Training shall be conducted for new employees using the production software and training data. Pre -install of tested software may require the training environment to access pre -production software. C Accela will provide a separate testing environment if desired by the City, however, there is no need for training environment because Accela is able to allow the City to work in any desired environment without having to make the information visible in any way to the public or anyone without the proper log -in credentials. 1.42. The system shall support local desktop printing as well as e-printing. M C 1.43. The system shall support local desktop print to fax and print to file functions for reports and other printed output. P C/N There is no print to fax feature, however, the reports produced in the system are exported to excel orPDFin one single click. 1.44. The system may have an automated method for "print to email" for sending a file to a selected email address integrated with MS exchange and/or City's electronic mail solutions. M C Users can easily use one of the many features that the solution offers to notify/send files to other users from right inside the system via automated email, without having to utilize an outside email client. Page 12 of 97 Last Saved On 3/19/2015 1:50:00 PM Cate of Miami RFP No. 472340 Agenda, and Meeting Management System Renuirements 1.45. The system shall provide the capability for what is normally called "auto -fill" for automatically completing data entry on select fields. P N The "auto -fill" capability shall be available for street addresses also. Ideally, each user should have the capability to individually activate/deactivate the "auto -fill" feature. Page 13 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 1.46. The system shall allow entry of non- Case sensitive search criteria. For example, to search for last name of "McDaniel" the user could enter "mcdaniel". M C 1.47. The system shall have screens with a consistent look, object location, and navigation across modules. M C Accela provides a single platform, built from the ground up, to take the City through the entire meeting process. All of the modules involved in running the meeting operate out of the same client. 1..48. The application user interface must utilize standard 1024 x 768 screen resolution. The entire application window ("real estate") must be visible in one or more windows with minimal or no mouse movements or scrolling required to view the entire window. The font used should not be Tess than 11 point with ability to change the view settings. Also, provide users the ability to change the text size. M C 1.49. The system shall provide unique identification numbers for each video document. M C 1.50. The system shall provide the capability to capture, a minimum of following dates: a) The original date of uploading the video and document b) The effective date of last update to record c) The system transaction date when a record is added or changed. M C 1.51. Provide unlimited bandwidth for streaming archived content from external vendor site. M C 1.52. Provide method for automatic shifting of user access from in-house storage to external vendor site storage based upon traffic volume or type of user (i.e. internal staff vs. citizen) P N Accela provides a hosted solution that doesn't require the City to store data locally; however, the city can easily do so if desired. Page 14 of 97 Last Saved On 3/19/2015 1:50:00 PM RFP No. 472340 Caty ofMiami, Agenda. andMeetin ManaffementSvstem Requirements 1.53. Ability to stream live content from internal source for City staff viewing on City's intranet P C Accela offers an internal stream replicator that will route internal viewers directly to the encoder, as to not use up all of the City's bandwidth. 1.54. Ability to store City Commission and other public meetings at External Storage (Storage space outside of City M C Accela provides unlimited storage. Page 15 of 97 Last Saved On 3/19/2015 1;50:00 PM Ciry of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 1.55. Ability to set desired retention schedule M N Accela will never for all content for the City on the local take any of the City's as well as external server based on the documents down for State stipulated retention schedule and any reason, so there City's policies. is no need to worry about a retention schedule. Accela will keep all of the City's documents available for the life of our working relationship if desired. 1.56. The City desires that the application is operationally compatible with other M C common web based and mobile• applications. In particular, the video streaming application must be operationally compatible with word processing and electronic mail. This level of operational compatibility would be evidenced by a situation in which an authorized user can have open on the device the video streaming application and a word processing application at the same time (although one window might be minimized). Further, the authorized user is able to "select" and "copy" information from a video streaming display or screen display and "paste" the information into the open word-processing application. All vendor -provided software shall be capable of successfully operating on servers and desktop systems that are running concurrently most common software suites (word processing, e- messaging, and spreadsheet and database applications.) The system shall not adversely impact the operation of the concurrently loaded desktop suite software and/or other web based applications. The vendor - provided system shall not require a reboot of the client workstation in order to leave or deactivate a session of the vendor software and open or activate a session in one of the common desktop applications. Page 16 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 2 AGENDA ITEMS / LEGISLATIVE FILES The system should provide the following: Req # Requirements Type Compliance Comments 2. 2.1. Ability to create multiple types of legislative files (ex. Ordinances, resolutions, discussion items, presentations, proclamations, etc.) for different meeting bodies. M C Accela allows for an unlimited number of legislative file types, and an unlimited number of meeting bodies. Legislative file types can be specific to meeting body type. 2.2. Ability to create various types of configurable legislative templates for various types of legislative files for different meeting bodies. M C Accela allows for an unlimited number of configurable legislative templates that can be specific to meeting body type. 2.3. Ability to create large legislative files with tables (ex. Budget items) M C Accela has a direct MS Word integration, that makes the text fields in the application extremely dynamic, including the ability to add tables, charts, pictures, graphs, etc. 2.4. Ability to have configurable multiple sections in the text of the legislation (Title, body, footnotes, fiscal impact, impacts, etc. (Configurable)) M C The configurable multiple sections can be saved as templates and include slightly different variations. For example, the City may have 25 different types of resolutions with different multiple sections. Page 17 of 97 Last Saved On 3/19/2015 1:50:00 PM RFP No. 472340 2.5. Ability to mark various sections of the legislation for inclusion in printing with various reports. (Configurable) For example, to include the title, body and the footnote sections in a certification report and omitting other sections such as impact, fiscal impact, etc. (see above). M C 2.6, Ability to capture single or multiple sponsors for the file ( Sponsors can be one department, multiple departments, mayor, one commissioner or multiple commissioners, or an entity outside of the organization) M C Users can easily select a sponsor or group of sponsors using a multi select dropdown field, conveniently located in the item creation screen. 2.7. Ability to capture cost, indices, account code(s), affected district(s), affected streets, GIS maps etc. associated with the legislative file (custom fields). M C The City can add a wide variety of custom fields to each legislative file type. 2.8. Ability to capture the requesting department(s) for legislative file and print it on agenda. M C Accela's template driven system allows for the city to print any data captured during the item creation process onto an agenda or item print out. 2.9. Ability to make the legislative file available on/off web in real time and the action is captured in the event log/audit log. M N There is no way to make the legislative file available off of an agenda that is already posted for public viewing. 2.10. Ability to convert supporting documents (images, spread sheets, word does, PowerPoint, Visio, GIS map etc.,) to PDF, and attach to the legislative file. M C All attachments will be automatically converted to PDF when the agenda is generated, Page 18 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 Some of these documents may have to be included in the hearing notices and mechanism should be in the system to mark/identify the document for inclusion in hearing notices. 2.11. Ability to associate attachments (supporting documents, substitution documents, supplemental/addendum documents, exhibits, etc.) with various versions of the legislative file. M C 2.12. Ability to mark the attachments (exhibits) as part of legislation and to be included in the certification of the legislation. M C 2.13. Ability to arrange the order in which the attachments will appear and print in agenda (provides a simple drag & drop like feature). M C Users can easily order the attachments using simple right click functionality. 2.14. Ability to make the attachments available on/off web M C 2.15. Ability to share the same supporting documents with multiple legislative files, and notify if any change is made to an attachment that is shared by legislative files. P N Each attachment is part of a legislative file, and cannot be shared. 2.16. Ability to redact contents that are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution in attachments. , M N The Accela solution supports already redacted documents, but does not perform any redacting inside the program itself. 2.17. Ability to indicate to the internal user about the proprietary nature involved in a legislative file attachment(s). M C 2.18. Ability to restrictpublic from accessing attachments of proprietary nature. M C Users can easily mark attachments as confidential or internal, which would mean they are only accessible to staff or board members with the proper log in credentials. Page 19 of 97 Last Saved On 3/19/2015 1:50:00 PM Caty ofMiami, Agenda, and Meeting Management System Requirements RFP No. 472340 2.19. Ability to create, manage and track multiple and appropriate versions of legislative files. Ability to easily identify which version of the legislation is in agenda and change if necessary. M C Users can create multiple versions of a legislative file, however, by default, the most recent version is always the one included in the agenda. 2.20. Ability to make a copy of a legislative file with all supporting documents (attachments) in order to create a new similar legislative file(s) and/or to create newer version of the same file. M C Users can use the "duplicate" feature, which will copy a legislative file and all associated documents for easy creation of a newer version of the same file. 2.21. Ability to compare the different versions of same Legislative file(s) M C 2.22. Ability to cross reference legislative files using link or tag the referenced legislative file(s) and/or attachments. M C 2.23. Ability to create the M C Page 20 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 advertisement/public notice for the item(s) prior to the agenda date based on predefined templates based on legislative file types. Some sections of the Legislative files may be used for this purpose. C 2.24. Ability to create item summary report, fact sheets, etc. using templates, to be attached to the legislative file(s). M C 2.25. Ability for formatting the legislative file (Underlining, Bold, Strikethroughs, etc.) In legislations, as given in the foot note for legislations, we use strikethroughs to mark deletions and underlines to show insertions so that it can be codified correctly. M C 2.26. Ability to use templates to create legislative files based on the board membership information in the system (Board items) For example: if there are few upcoming appointments for a board (vacancies or exceeded the allowed absences), then the system should create a legislative file using a template to be placed in the agenda. P N The system will not know to automatically create a legislative file when there are vacancies, however, we could certainly create a legislative file template for someone to fill out when this situation occurs. Page 21 of 97 Last Saved On 3/19/2015 1:50:00 PM RFP No, 472340 Cety of Miami, Agenda, and Meeting Management System Requirements 2.27. Ability to have enactment number(s) for legislative files. (Enactment numbers could be given at lower board(s). M C Enactment number format may differ for each board. (Some samples of enactment numbers are: Civilian Investigative Panel -- CIP-YY-NNN SEOPW Community Redevelopment Agency -- CRA-YY-NNN Midtown Community Redevelopment Agency-- MCRA-YY-NNN City Commission Resolutions -- R-YY- NNNN City Commission Ordinance MMMMM , a continuous number ) Enactment number could be given at higher board Enactment number could be given to the file that was appealed in court and remanded to commission for action) Please see some examples and more details below. Page 22 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 2.28. Example: • Legislative file (version `M') was recommended for approval by Planning and Zoning Appeals Board (PZB) gets an enactment number PZAB-R-11-123 where 11 for two digit year and 1234 a four digit number. • This same file was adopted (possibly version `M' + n where n>0) at the commission meeting and gets an enactment number R-11-3425 in the format R-YY-NNNN where YY stands for two digit year and NNNN for a four digit number automatically incremented by 1. • This same file (version `M' + x) could be appealed in court and brought back to PZAB and get another enactment number PZAB-R-11-324 and enactment date. • Further, this file (yet another version) could be adopted with or without modification at commission meeting requiring to get another enactment number (R-12-2345) and enactment date Note: These actions could happen in a single year or multiple years keeping or changing the year part of enactment number as case may be. Note 2: Lower board (example Planning, Zoning and Appeals Board) may require enactment number given to files that are passed. Note 2: Lower board (example Planning, Zoning and Appeals Board) maygg#,to provide enactment number to files that are failed. Note 3: City Commission (Primary Legislative Body) does not require enactment number is given to files that are failed. 2.29. Ability to create one single packet of legislation, summary report, attachments, exhibits etc., to email or print to the electronic document management system (currently Laserfiche), maintaining the order of the M c Accela offers a direct Laserfiche integration that will automatically place a single packet of information into the Laserfiche Page 23 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 documents. The system should also have the ability to easily control the order of documents/attachments in the packets. Solution when the. document has been created. 2.30. Ability to use Electronic signature to certify the legislation report for each board. 0 C Users can use the "sign" workflow step to apply digital signature to documents built in the system based off of templates. 2.31. Ability to prevent making changes to fully executed legislations. Fully executed legislations are the once that are adopted and passed, reviewed and approved by law department for form and correctness, mayor signed, and city clerk attested. .M C 2.32. Ability to create the certification language and the signature line for legislations as well as minutes. Ability to create standard certification language for each meeting body with different signatories (template for each board) and provide ability to edit the certification language as needed. Certification language for City Commission Resolution/Ordinance is as follows: "I, Priscilla A. Thompson, City Clerk of the City of Miami, Florida, and keeper of the records thereof, do hereby certify that this constitutes a true and correct copy of IMATTERTYPE No. RENUMBER, with attachments, (RESULT by the IACTINGBODY on IACTDATE." "IMATTERTYPE" is Resolution OR Ordinance, "(RESULT" is passed or failed, ' JACTINGBODY" is City Commission and "IACTDATE" is the date the matter was adopted. M C 2.33. Ability to create certified copy of legislation and prompt the user for the documents (exhibits, summary reports, supporting documents, etc.,) to be included along with certified legislation. M C The documents are automatically included as part of the certified legislation packet. Page 24 of 97 Last Saved. On 3/19/2015 1:50:00 PM City ofMiam Agenda, and Meeting ManaQementSvstem Requ 2.34. Ability to send legislation reports using M C MS Outlook 2013 & higher (integrate with Active directory) and/or using City's electronic mailing system. Page 25 of 97 Last Saved On 3/19/2015 1:50:00 PM City ofMiami, Agenda, and Meeting Management System Requirements RFP No. 472340 2.35. Ability to select single or multiple legislative files from the result set of a search and obtain various reports (legislation, matter summary, master report, etc.) of the selected legislative file(s). M C The reports that are produced can be exported to MS Excel if desired. 2.36. Ability to create configurable reports with legislation history including votes, verbatim minutes etc. M C 2.37. Ability to capture and display the mover, seconder and the votes in the history of the legislative files. M C This will be displayed in the history of the legislative file as well as on the public display associated with the electronic voting module. 2.38. Ability to work on the legislative file concurrently on different versions by different users. M N Accela purposely does not allow users to do this for a wide variety of reasons, the main one being that it causes too much confusion amongst users as to which is the new and accurate version. 2.39. Ability to link the video clipping of the discussion of the item during meeting(s) to the legislative files. Note: It is possible that the item was discussed at various times within a meeting. So, system should have the ability to combine all clippings or provide the list of clippings. M C 2.40. Seamless easy integration with electronic records management system (currently Laserfiche) M C Accela worked with Laserfiche to develop their seamless integration. 2.41. Ability to watermark all pages of legislation report as draft until it is fully executed. M C 2.42. Ability to select multiple files and make them available on/off the web. M C Page 26 of 97 Last Saved On 3/19/2015 1:50:00 PM City ofMiatni Agenda, and Meeting Management System Requirements RFP No. 472340 2.43. Ability to provide simple check box options to be selected to include verbose notes, action notes, vote records, directive notes, lower board actions, action history, etc. along with the legislation reports. Sample given below. Prefer to have M C Multi -select lists can be set up to alter the item template. them configurable using control tables. Include the following along with the legislation report (check appropriate box) Verbatim ■ Action Notes Vote Records Directive Notes ■ Lower Boards Actions Page 27 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 ■ Action history ■ Review and Approval History 2.44. Ability to mark the video clippings and set the retention schedule for those video clippings. M N Accela does not provide retention, as we make all video and document available forever. 2.45. Ability to choose the destination of the report (screen, email, adobe, electronic document management system, the agenda application, printer, etc.) M C 2.46. Ability to select multiple files or to tag multiple files from a file location and. attach as supporting documents to a legislative item. file or to tag those multiple files M N Attachments must , be added one at a time to a legislative file. 2.47. Ability to rescind a resolution or an ordinance. M C 2.48. Ability to create a sub agenda by a user with the list of items of their choice maintaining the same item numbers as that of the complete agenda. M C 2.49. Ability to mark item as tabled. Tabled items are discussed in the same meeting on the same day at a later time. M c Page 28 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 AGENDA ITEMS APPROVAL WORKFLOW Req # Requirements Type Compliance Comments 3. Agenda Items approval Work Flow 3.1. Ability to configure unlimited user defined work flows for legislative file types M C 3.2. Ability for email notifications in workflow using MS Mail Exchange service (MS Outlook). Currently City uses MS Office 2010 and MS Office 2007 and/or using City's electronic mailing system. M C 3.3. Ability to track documents through workflow process M C 3.4. Ability to have multi -level (multiple criteria, multiple approvers) workflow. Simple use case is given in Appendix D — Section 18 M C 3.5. Ability to insert attachments (supporting documents) for items in any step of the workflow M C 3.6. Ability to withdraw item(s) and/or attachment(s) to items from the workflow when priority shifts. M C 3.7. Ability for criteria -based notification of workflow (for example, delay of approval triggers notification ) M N 3.8. Ability for appropriate notification of workflow events (approval/rejection of legislative items) via email and/or reports or option media. M C Every workflow step can have users assigned to it who can be notified via automated email when the step is reached or has action taken on it. 3.9. Ability for workflow re-routing, based on inadequate response time, or escalation due to timeliness, holiday or illness. This would allow the assignment of approvals to designees. M C All approvers can assign a delegate, who is someone who can approve the item on their behalf should any of the listed scenarios occur. 3.10. Provide authorized users with the ability to create standard and ad hoc workflows for the approval process. M C 3.11. Ability to track the status of each agenda item by report or dashboard. M C Page 29 of 97 Last Saved On 3/19/2015 1:50:00 PM RFP No. 472340 CaryofMiami, Ajzenda, and MeetinsrManaQementSystem Requirements 3.12. Ability to change a user assigned to a role without requiring that a workflow be reconfigured. Reassignment of role or membership in a group within the system. Historical tracking needs to be in place to track changes. M C 3.13. Ability to implement or assign dynamic roles for a user and capture the role in M C Page 30 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 approvals/disapprovals. Dynamic role is a person who is not normally in the work flow but is required during special circumstance, such as Acting City Manager, Interim Director etc. 3.14. Ability to tightly integrate the work flow with e-forms An e-form must be capable of triggering a workflow process. In order to place an item in the agenda for people who do not have access to the system, he/she should be able to fill in an e-form and submit to the agenda office/city manager/designee. Receipt of that form should create a legislative file in the system based on the action of the agenda coordinator/designee. 0 N 3.15. Ability to notify users of jobs in the workflow queue through the system and their e-mail system. M C Users will receive real time emails when there are items waiting for their approval, in addition to a nightly dashboard email, in addition to the dashboard view and "Waiting for My Approval" view inside the application. 3.16. The workflow shall not limit in any way the type and size of electronic files that can be attached to the flow. M C 3.17. Ability to approve multiple legislative files at the same time with selection and click (to be used by department heads/assistant manager/manager). M C Users can easily accomplish this via their user dashboard. 3.18. Ability to indicate approved and unapproved changes in revised documents without affecting the use of strikethroughs and underlines we use for legislation modifications. M C 3.19. Ability for departments to restart work flow. M C Page 31 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 4 AGENDA MANAGEMENT Req # Requirements Type Compliance Comments 4. 4.1. Ability to create meeting agendas. M C Users can easily create meeting agendas in one single click. 4.2. Ability to create multiple meeting agendas for the same date and time. M C In one single click, users can create up to 5 different versions of the agenda for a given meeting, regardless of its date and time. 4.3. Ability to update meeting agendas. M C Users can easily update meeting agendas with easy to use drag and drop and right click functionality. 4.4. Ability to merge agenda items and attachments into an Agenda package whose file size generally exceeds 150MB in the current system. ( Sometimes complete agenda could go beyond 3000 pages) M C There are no limitations placed on size of the agenda items and attachments. Accela has customers who create agendas over 5,000 pages long. 4.5. Ability to group the agenda items (Resolutions, First Reading Ordinances, Second Reading Ordinances, etc.) M C This can be done automatically via the agenda template for given meeting / meeting group. 4.6. Ability to mark items in agenda as companion items. M C 4.7. Ability to define various sections in agenda (Consent Agenda, Resolutions, First Reading Ordinances, Second Reading Ordinances, Board Appointments, etc.) M C Page 32 of 97 Last Saved On 3/19/2015 1:50:00 PM ty of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 4.8. Ability to have standard paragraphs or disclosure Notes to appear in all agenda. M C 4.9. Ability to configure the standard paragraphs or disclosure Notes to appear in all agenda. M C 4.10. Ability to add or remove sections from agenda M C 4.11. Ability to auto number the items in the entire agenda M C 4.12. Ability to auto number a section of the agenda without affecting the numbers on other sections of the agenda. M N The agenda is created as a whole document. 4.13. Ability to update the item number as items are added/removed from a section in agenda. M C 4.14. Ability to create agenda in the current format (see APPENDIX F: Section 14) and any other desired format using user defined template. M C 4.15. Ability to print the requesting department/body in the agenda. M C 4.16. Ability to print the agenda item type (resolution, ordinance, etc.) in the agenda. M C 4.17. Ability to configure to print the status of the agenda items (first reading, second reading, emergency ordinance, etc.) for all or some agenda item types. M C 4.18. Ability to select the version of the file to be placed in agenda M C The most recent version of the item is always placed in the agenda. 4.19. Ability to provide the option to print the version of the agenda item on the agenda M C The most recent version of the item is always placed in the agenda. 4.20. Ability to add page breaks easily. M C Page 33 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 4.21. Ability to auto -adjust page breaks when new page breaks are added. M N 4.22. Ability to add/delete sections in the agenda once the draft agenda is created. M C 4.23. Ability to add single or multiple files under a section after the draft agenda is created. M C 4.24. Ability to move agenda items between the sections or within sections (Drag and Drop). M C This is accomplished using simple drag and drop functionality. 4.25. Ability to provide the option to print the simple history of the item (previous actions taken and its result) on the agenda. M C 4.26. Ability to provide the option to print the simple history of the item (previous actions taken in a lower board and its result) on the agenda. M C 4.27. Ability to provide the option to print the vote details of the previous action(s) taken on the item in a commission meeting or in a lower board. M C 4.28. Ability to configure the history lines to be printed on agendas for each of meeting body. Each legislative file may have many history lines such as, approval history line, city commission action history lines, lower board history lines, law department review and approval history lines. All of these histories may not be included in the agenda. Currently the history of actions taken at the commission meetings and its result along with mover and seconder are printed on the agenda (see sample agenda). The system should provide the ability to choose which history lines should be included in the agenda of each of the meeting bodies. For example, City Commission agenda, the history lines of all past actions, the versions and the results of the action by the City Commission should be printed. And the recommendation from the lower board also should be printed on the agenda. Sample page of City Commission Agenda is below. C/N Accela can limit certain items listed here as part of the "history lines" and others cannot be limited and all would show. Page 34 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 4.29. il city commleaton Meeting Apo January 12,2012 SR.2 ORDINANCE SECOND READING 11-00987 AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING CHAPTER 53 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS Giw,4fanager4 Q@Ica AMENDED, ENTITLED "STADIUMS AND CONVENTION CENTERS/ IN GENERAL, MORE PARTICULARLY BY AMENDING SECTION 53-1 TO INCREASE THE RATE 0P SURCHARGE PAYMENT ON PAID ADMISSIONS, ALLOWINGTHE SURCHARGE TO APPLY WHERE TICKETED EVENTS OCCUR IN THE PUBLIC RIGHT-OF-WAY, AND PROVIDING FORA CERTAIN PORTION OF THE TICKET SURCHARGE TO BEALLOCATED SPECIFICALLY TO FUND PARADES, COMMUNITY EVENTS, AND COMMUNITY PROGRAMS, AS APPROVED BY THE COMMISSION; CONTAINING A SEVERABILITY CLAUSE AND PROVIDING EORAN EFFECTIVE DATE. SPONSOR; COMMISSIONER MICHELLE SPENCE-JONES DATE: OCTOBER 27, 2011. MOVER: COMMISSIONER SPENCEJONES SECONDER: VICE CHAIRMAN CAROLLO VOTE: AYES: 5- COMMISSIONER(S) GORT, SARNOFF, CAROLLO, SUAREZ AND SPENCEJONES ACTION: CONTINUED -PASSED DATE: NOVEMBER 17, 2011 MOVER: COMMISSIONER SPENCE-JONES SECONDER: VICE CHAIRMAN CAROLLO VOTE: AYES:.3 • COMMISSIONER(S) GORT, CAROLLO AND SPENCE-JONES NOES: 1 • COMMISSIONER(S) SARNOFF ABSENT: 1 - COMMISSIONER(S) SUAREZ ACTION: PASSED ON FIRST READING —PASSED DATE: DECEMBER 15, 2011 MOVER: COMMISSIONER SUAREZ SECONDER; COMMISSIONER SARNOFF VOTE: AYES: 4 - COMMISSIONER(S) GORT, SARNOFF, CAROLLOANDSUAREZ ABSENT: 1 - COMMISSIONER(S) SPENCEJONES ACTION: CONTINUED —PASSED END OF ORDINANCES • SECOND READINGS 4.30. Ability to create multiple agenda templates for M each board. C 4.31. Ability to track the changes in agenda I templates. (track when the templates have changed) C 4.32. Ability to prepare the summary document M and/or fact sheets for each agenda item (Summary sheet, fact sheet etc. Samples attached See Appendix E: Section 13) C 4,33. Ability to print the agenda item number on each M of the agenda packet and number the agenda packet pages, restarting the paging for each agenda item. C 4.34. Ability to associate and print single or multiple M sponsors of an agenda item in the agenda. (Sponsors can be one department, multiple departments, mayor, one commissioner or multiple commissioners) C 4.35. Ability to provide notifications of and enforce I Agenda submission deadlines. C Page 35 of 97 Last Saved On 3/19/2015 1:50:00 PM Caty of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 4.36. Ability to create an agenda summary with the M C Page 36 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 ability to drill down to a detailed document. 4.37. Ability to automatically produce a table of contents for the agenda with page numbers. See sample below CONTENTS PR. 9,DOA,M, PRESENTATIONS AND PROCLAMATIONS PR.1 Protocol Item Presidente Supermarket El Dorado Furniture Angels of Hope Toy Drive INVOCATION AND PLEDGE OF ALLEGIANCE MV. !MAYORALVETOES M N The Accela solution produces an automatically bookmarked, page numbered, item numbered PDF packet, but does not produce a table of coucents. AM. 'APPROVING THE MINUTES OF THE FOLLOWING MEETINGS: I Regular Meeting of December15, 2011 Planning and Zoning Meeting of December 15, 2011 END OF APPROVING MINUTES CA. CONSENT AGENDA CA.1 Execute Agmt.-NMMABoat Show CA 2 Auth Allocation Funds • Miami -Dade County Association CA 3 Establishing Revenue Joint Law Enforcement Operations END OF CONSENT AGENDA PH, PUBLIC HEARINGS 900A,M, PH,1 ,Approving Allocation Funds • HOPWA PH.2 Auth,TransferCDBGFunds- CodeEnforcementActivities PH 3 Approving Procurement • Physio•Control External Defibrillators PH.4 Approving Procurement • 911 Workstations PH,5 ;Auth, & Execute Amendment -Global Spectrum Limited PH.6 Auth Grant Easement • Coconut Grove Convention Center END OF PUBLIC HEARINGS SR, ORDINANCES• SECOND READING SR.1 Amend City Code Financial Integrity Principles SR,2 Amend, City Code • Increase Rate Surcharge Payment END OF ORDINANCES • SECOND READINGS FR, ORDINANCES - FIRST READING FR.1 Amend, City Code Repair/Right•Of•WayDediations 4.38. Ability to print a portion vs. the entirety of an agenda package with the selected attachments (supporting documents). M C 4.39. Ability to provide limited access to certain agenda items and associated documentation. M C Items and / or individual attachments can be marked as confidential or internal, which would provide limited access to them. 4,40. Ability to restrict items being made public (Only for temporary period of time). M C Page 37 of 97 Last Saved On 3/19/2015 1:50:00 PM Caty of Miami Agenda, and Meeting Mana 'ement System Requirements RFP No. 472340 4.41. Ability to make the agenda available on the web very easily. Once an agenda is created provide the ability for a user to publish the agenda to the web with associated links to supporting documents. M C Users can put the agenda on the web with the simple clicking of a check box. 4.42. Ability to add additional comments on the web whenever the agenda is revised after its first M C Page 38 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 publication. Ability to handle supporting documents that were missed on the first day of publication of agenda (Five business days prior to commission meeting.) Ability to mark them as late items. 4.43. Ability to create supplemental agendas M N 4.44. Ability to create the calendar of meetings for a year M C 4.45. Ability to cancel/reschedule a meeting in the calendar M C 4.46. Ability to continue a meeting in the calendar M C 4.47. Ability to protect all legislative files from editing the version that is in agenda. M C 4.48. Ability to prevent the attachments that are included in any agenda and or minutes from deletion. However, they may be marked and amended and/or removed from the agenda and/or minutes. M c 4.49. Ability to create agenda based on the template for each meeting body. M C 4.50. Ability to create agenda drafts. M C 4.51. Ability to create links to, or associate supporting material for meetings, with Agenda Item document. Ability to create hyperlinks to each of the supporting documents for all agenda items in the agenda. Ability to create bookmarks/hyperlinks to each of the agenda item in the agenda. M C 4.52. Ability to allow flexible reformatting of the document, such as font, indentation, numbering, order of items, etc. M C 4.53. Ability to allow pending items to be placed on the agenda with or without notes ("As Is" cases). M C The agenda preparer can easily add pending items onto the agenda into whatever section desired by using simple drag and drop functionality. 4.54. Ability to print entire Agenda and all attachments with configurable numbering. M C 4.55. Allow supporting materials to be attached to an Agenda item during the "scanning process" (Directly Scanned to Item). M N Users can scan to PDF and then use the virtual PDF printer to attach. Page 39 of 97 Last Saved On 3/19/2015 1:50:00 PM RFP No. 472340 Benda, and MeetingManaQementSystem Requirements 4.56. System provides a post meeting capability for tracking, numbering and signing documents. M C 4.57. Provides ability to use workflow in post meeting activities to manage post meeting activities. M C 4.58. System provides an Interface that allows a user to download the complete Agenda and/or a portion of agenda with all supporting materials. M C 4.59. Ability to make notes on Agendas and any supporting materials. M C Using the "split view" feature, staff and board members can add electronic notes to any item or attachment. These notes are cloud based, tied to the log in information of the user, and are attached directly to the item or attachment. Should the item get moved to a later meeting date, the user would see those notes when opening the "split view" at that later meeting. 4.60. Provide automatic notification when a document is revised and Record responses to M C Page 40 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 an Agenda Item or document 4.61. Ability to allow versioning of agenda's and agenda items; allow process steps such as draft, revised, and final agenda. M C 4.62. Ability to allow agenda items to be moved with all associated attachments from one agenda to another. M C 4.63. Ability to see the status and result of each of the agenda item in the work flow process. M C 4.64. Ability to automatically convert attachments (supporting documents) to agenda items to PDF for printing and public distribution. M C 4.65. Ability to support annotations to attachments. M C 4.66. Ability to allow revision control of attachments. M C 4.67. Ability to use electronic signatures. 0 C Electronic signatures can be applied to documents created in the system. Accela is currently developing an electronic signatures module that will be able to sign supporting documents such as contracts and other documents. 4.68. Ability to select individual pages and/or sections of a document to be viewed, routed, included in packet, or printed M N _ 4.69. Ability to provide an agenda review and approval screen with a log of items that were reviewed for each meeting. M C 4.70. Ability to support flexible query capability for ad -hoc reporting based on user -defined criteria to be used in Legislative Hub search M C 4.71. Ability to provide a well -documented, user- friendly query and report writing tool (Include list of reporting tools supported) M C 4.72. Agenda templates shall include preloaded drop -down designations for all Board/Committee/Subcommittee and an option to edit these designations. M C 4.73. The proposed system shall be of a non- M C Page 41 of 97 Last Saved On 3/19/2015 1:50:00 PM City ofMiami A'enda, and Meetinjz Management System Requirements RFP No. 472340 4.74. Agenda templates will include a checklist of standard items, including roll call, public presentation and order of the day. As needed, the checklist of standard items can be edited and amended by authorized users. M C 4.75. The agenda automation package shall have the ability to publish a finalized agenda to the Web with all associated attachments as links to the appropriate agenda item. This process must be accomplished using a single mouse click (Create document with bookmarks similar to way PDF doc is created). If any of the documents in the Zink is replaced proper notification should be given to the user. M C 4.76. The agenda automation package shall have the ability to create an agenda packet for printing. M C 4.77. The agenda automation package shall have M N Page 42 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 redaction capability. 4.78. Ability to create draft agenda while items are pending approvals. M C 4.79. The agenda automation package shall maintain and make available the history of all agenda items that have been copied to other agendas. M C 4.80. The agenda automation package shall allow actions to be added for each agenda item. The actions can be added manually for each item or selected from a pre -configured list tied to each agenda item type. M C 4.81. The agenda automation package shall have the ability to scan attachments to an agenda. P N 4.82. Seamless integration with Electronic Records Management System (ERMS) (currently Laserfiche) M C Accela worked with Laserfiche to develop a direct integration that can be set to happen automatically. 4.83. Ability to create agendas accessible by state- of -the -art tablets and/or mobile devices such as iPad, kindle, etc. M C 4.84. Ability to watermark all pages of the agenda when it is in DRAFT status. M C Page 43 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 5 MINUTES MANAGEMENT Req # Requirements Type Compliance Comments 5. 5.1. Ability to take roll calls M C 5.2. Ability to take multiple roll calls on single meeting M N There is only one roll call per meeting, but you can edit the roll call throughout the meeting and indicate what time the person may have arrived or left the meeting, using simple drop down functionality. 5.3. Ability to mark multiple items as consent items and take one single consent vote electronically and/or verbally. M C 5.4. Ability to unmark items that are marked as consent. M C 5.5. Ability to take vote on individual items that were originally placed under consent items M C 5.6. Ability to give enactment numbers (resolution numbers) to all those items that were adopted M C and passed in consent. Examples of current format of enactment number: R-YY-NNNN; Prefix + Sequence + Suffix) 5.7. Ability to break tie votes or manage tie votes. P C 5.8. Ability to predefine exceptions in vote requirements (4/5, 5/5, etc.) M C 5.9. Ability to NOT to give enactment number when the item fails M C 5.10. Ability to automatically generate the enactment number based on the agenda item type when adopted and passed M C 5,11. Ability to give unique enactment number (out of sequence). M c 5.12. Ability to remove or modify enactment numbers by users with security privileges. M C 5.13. Ability to provide multiple enactment numbers to an item — Items that may be challenged in court after its adoption in commission may come back to commission for further action. This may require providing another enactment number for a different version of the item. (Please see a sample Master Report Appendix —B; Section 10) M C Page 44 of 97 Last Saved. On. 3/19/2015 1:50:00 PM City ofMiami Agenda, and MeetingManagementSvstem Requirements RFP No. 472340 5.14. Ability to provide enactment numbers at single or multiple lower boards following a predefined format and sequence. (Examples of current format: PZAB-R-YY-NNNN; CRA-R-YY- NNNN; Prefix + Sequence + Suffix) M C 5.15. Ability to start new sequence for enactment numbers every year for city commission and other boards M C 5.16. Ability to configure same or separate enactment number sequence for each matter type and board except for ordinances. M N Accela has come across this before with another large city in the US and has a much more streamlined approach that was adopted by the City. Accela would be happy to share this approach. Page 45 of 97 Last Saved. On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 5.17. Ability to take item in any random order during M the meeting. C 5.18. Ability to take multiple item on the same meeting possible actions attached is possible to table an adopt the item on the reconsider the item, continue the item, but the same meeting. actions given below. 1d Il OVAL VIIIN. JI uN 1111P I1OX.IYLV YIN ow actions on the same M agenda. (List of See Appendix A). It item during meeting, same meeting, then make a motion to finally to adopt during Some sample set of a C 4/14/2011 CilyCo scion DEFERRED 1 Pass Note for the recard;Her F 9/19/2011 CityComrdsNci RECONSIDERED 1 Pass r 4/19/2011 tit/ Commission ADOPTED 1 Pass Commoner Dunn: Mr. 9/23'2010 GryCormsson ADOPTED 2 Pass 9/232010 0tyWow RECONSIDERED 2 Pass 9/232010 CityComnwsslon ADOPTED W1RHMODIFICATIONS 3 Pass 5.19. Ability to show two separate votes for M emergency ordinances and other items when two separate votes are to be taken during the same meeting. C 5.20. Ability to handle items that may be vetoed by M mayor. C 5.21. Ability to approve the minutes of multiple M previous meetings and capture the date on which the minutes are approved. The minute approved date should be associated will all related records such as video, audio, log notes, etc. that are related to the meeting. C/N Accela can approve the minutes of multiple meetings, however, we do not timestamp any of the records. 5.22. Ability to add items that were not included in M the agenda (Non agenda Items) to the minutes. C 5.23. Ability to maintain multiple versions of the M agenda item. The agenda item that was introduced in agenda might be different from the one that was adopted. The system should be able to track the versions that was in agenda and that is adopted during meeting (minutes). C The Accela solution will even create a snapshot history of the different versions for comparison. Page 46 of 97 Last Saved On 3/19/2015 1:50:00 PM Cup of Miami Azenda, and Meetin�ManagementSvstem Requirements 5.24. Ability to add unlimited verbatim text and M perform spell check and correction on verbatim text. C Users can add an unlimited amount of verbatim text and even use the MS Word integration to type that verbatim text in the MS Word program. 5.25. Ability to print various minutes reports with M and/or without the verbose text. Currently, Marked agenda and Verbatim minutes are the two reports used without and with verbose text, respectively. C Page 47 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 5.26. Ability to enter directives from the commission for each item and ability to track them. M C 5.27.- Ability to do key word and date range searches on verbose text. M C 5.28. Ability to publish the verbatim minutes to the web, and lock the minutes from any changes to be made except by authorized users. Ability to create the marked agenda which includes only the actions, votes, directives and special motions; which is separate from the verbose text and the verbatim minutes. M C 5.29. Ability to capture the verbatim minutes from the audio using speech recognition software as guideline for transcribers P N 5.30. Ability to link the video and audio clipping(s) for the item from meeting. The item may be discussed at various times during a single meeting or multiple meetings. M C 5.31, Ability to maintain a calendar and update the calendar to display the availability of minutes. This could be the single calendar on the web used for the meeting dates and agenda publishing. M C 5.32. Ability to create meeting minutes template. M C 5.33. Ability to create an attendee list for each meeting based on the membership in boards and commission. The attendee list should track the attendee name and title. Or the Ability to generate and save the attendance report from the roll call. M C 5.34. Ability to add sections and agenda items and give item numbers to the newly added items to the minutes without affecting any other agenda or minutes settings. M C 5.35. Ability to create unlimited standard paragraphs or default texts that could be used using HOT Keys (shortcuts) for motions, directives, action notes/summary, etc. Some sample texts are: "A motion was made by Vice Chairman Carollo/Commissioner Suarez/Commissioner Spence -Jones/ Commissioner Gort [NAME], seconded by Vice Chairman Carollo/Commissioner Suarez/Commissioner Spence -Jones/ Commissioner Gort [NAME], and was passed unanimously, with Vice Chairman Carollo/Commissioner Suarez/Commissioner Spence -Jones/ Commissioner Gort [NAME] absent, to waive the residency requirements in M C/N The Accela solution can have an unlimited number of standard paragraphs that can be selected from a list that is fully text searchable by the user, but can't be applied using hot keys. Page 48 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 Section 2-884(a) by a four/fifths (4/5) vote of the members of the full City Commission, as it relates to [Member Name] as a member of the [Board Name]" HOT KEY : "ALT + I" : "ANY PERSON WHO RECEIVES COMPENSATION, REMUNERATION OR EXPENSES FOR CONDUCTING LOBBYING ACTIVITIES IS REQUIRED TO REGISTER AS A LOBBYIST WITH THE CITY CLERK PRIOR TO ENGAGING IN LOBBYING ACTIVITIES BEFORE CITY STAFF BOARDS, COMMITTEES, OR THE CITY COMMISSION. A COPY OF THE APPLICABLE ORDINANCE IS AVAILABLE AT THE OFFICE OF THE CITY CLERK (MIAMI CITY HALL), LOCATED AT 3500 PAN AMERICAN DRIVE, MIAMI, FLORIDA 33133." 5.36. Ability to configure and modify meeting minute templates. M C 5.37. Ability to select agenda item(s) and make minute entries or notes M C 5.38. Ability to make notes public or private (Private Notes are reminders to the users). P N 5.39. Ability to record motions and to log mover and seconder M C 5.40. Ability to take and record votes on individual items (Votes could be Aye (Yes), Nay (No), Absent, Abstain, N/A — used for alternate members in a board.) The system should be able to configure the weight of the vote. M C 5.41. Ability to take action on items in random order desired M C 5.42. Ability to take action on individual item or entire agenda sections and take vote. (Sometimes all items in a section are continued by a single motion, and the system should provide the ability to capture the mover and seconder for these items that are continued). These are not consent items in agenda. M C 5.43. Ability to track, add and time speakers. M C 5.44. Ability to perform spell check and provide suggestions similar to MS word spell check. Also provide ability to add words to the dictionary (prefer). M C 5.45. Ability to switch between meetings and take action on agenda items from multiple M C Page 49 of 97 Last Saved On. 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 meetings. It is possible that there are two or more agendas on the same day and items are taken randomly from any of the agenda. So, the system should have ability to handle this. 5.46. Ability to change the voting order for each meeting as may be needed (Ability to change the order of members for taking votes). P N 5.47. Ability to add and/or delete members from committee rosters on -the -fly for specific meetings so that attendance and votes can be recorded properly. Alternate members can vote whenever there is no quorum. There should be ability to accommodate this. M C 5.48. Ability to take multiple motions for a single item, including substitute motions. M C 5.49. Integrate with an electronic wireless roll call and voting system M C 5.50. View Vote Result as members vote, and make it public once all members have voted. M C 5.51. Manual override of votes, roll call, motions taken using the electronic wireless system. M C 5.52. Ability for the voting solution to be compatible with a touch -screen interface. M C 5.53. Ability to create a request to speak during commission meeting and View all Speakers in queue in order as requested for each item (For Lobbyists and constituents could request to speak on a particular item once the agenda is published on the web. This could be a supplement to the speaker sheet that is collected during the commission meeting by the City Clerk staff). P C 5.54. Add and/or Delete Speakers in "Request to Speak" Queue M C 5.55. Mechanism to capture the request to speak and associate it to a speaker category. P C 5.56. Ability to send request to speak notification to the City Clerk and to the Commission Chair. P C 5.57. Ability to have unlimited number of speakers. M C 5.58. Ability to create configurable motion strings M C from the motions, actions, votes, and make them automatically appear in minutes. Sample motion string is: "Motion made by (Mover Name with title or role in the meeting body], seconded by {Seconder Name with title or role in the meeting body}, that the matter/item be {ACTION NAME} PASSED/FAILED by the following/above Page 50 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 vote." 5.59. The minutes can be taken in real-time along M with the streaming video or after the meeting in a stand-alone mode. C 5.60. Ability to produce linked minutes in user M desired format. The end user may click on any item within the Minutes document to link to the audio/video. (Note: the item may be discussed at various times during meetings and hence may require linking multiple links). C 5.61. Clerk will be able to go directly to any motion, M vote, or note in meeting and listen to corresponding audio for easy editing. All agenda items will be linked individually to audio/video. C 5.62. Ability to watermark all pages of the minutes M until it is approved by the body. C 5.63. Ability to add signature lines for approval in M the minutes report. Sample format of the signature lines currently used by the Civil Service Board is given below. (Due to scheduling conflicts). ADJOURNMENT: The Chahm MI caad for a make to ADJOURN which resulted as fdlom: Motion by Member Silverman, seconded by Member Dames, to APPROVE. PASSED by the following vote. Aye: Kaplan, Silva' man, de la 0, Dame and hicy The meating ADJOURNED at 12012m. A &ode was talon at 1227. 1231 pm. SIGNATURE: C Miguel M. de la 0, Chairperson ATTEST: Tishria L. Mindingali, Executive Secretary 5.64. Ability to hyperlink all items and supporting M documents from minutes C 5.65. Ability to go to the details of a legislative file M from a hyperlinked item in minutes. C 5.66. Ability to make complete minutes with all M attachments similar to the complete agenda (This needs to be done once all items in the minutes are completed including the attachments and all the legislative files are reviewed and approved). C 5.67. Ability to indicate the missing supporting P documents N 5.68. Ability to print the version of the file in minutes M C Page 51 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 6 REPORTS REQUIREMENTS Req # Requirements Type Compliance Comments 6. 6.1. Ability to generate various reports C 6.2. Ability to generate a report to get the signature of Mayor for all/some adopted legislations. This report should have the File ID, action, version and the enactment number for each of the item that was passed and a provision to mark "sign" or "veto" for each item. This report should have a signature line for Mayor, and attestation line for City Clerk. The resolutions that are of administrative nature does not require Mayor Signature — Board appointments, election results etc. does not require Mayor Signature. (See Appendix C for sample report) M N 6.3. The Names of Mayor, City Clerk, Commissioners, Board Members, City Manager, City Attorney, etc., should not be hard coded in any report. M C 6.4. Ability to format the reports M C 6.5. Ability to create new reports M C 6.6. Ability to create reports on voting records, body header records (Boyd header is the list of members and administrative staff names that is printed in the cover page of agenda and/or minutes.) M N 6.7. Ability to create reports on the valid actions for each of the agenda item types for each of the boards M C 6.8, Ability to create hearing notices (See Appendix G: Section 15) for legislative files. M C 6.9. Ability to run meeting reports; number of meetings scheduled, cancelled, etc. for a date range. M N 6.10. Ability to create meeting continuance report or meeting reschedule report M N 6.11. Ability to run report on various directives given to various departments by Commission during meeting. M N 6.12. Ability to create attendance report on various boards M N 6.13. Ability to run reports on legislative files that are adopted but pending review M C Page 52 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 and approval from Office of City Attorney Page 53 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 7 MEETING MANAGEMENT- AUDIO RECORDING Req # Requirements Type Compliance Comments 7. 7.1. Ability for audio recording of the meeting using 4/8/16 channels M N Accela provides the encoder device and software to record the meetings. Any equipment outside of that is at the sole discretion of the City. 7.2. Ability to log notes of the meeting. M C 7.3. Ability to link each of the notes to the exact point in the recorded audio M N 7.4. Ability to convert the entire audio, or portion of the audio (user selected) to formats like MP3, wav, and any industry standard formats. M C/N Accela cannot convert portions of the video, however, it is already in a standard format. 7.5. Ability to play -back audio for transcribing purposes. M C 7.6. Ability to turn off/on, single or multiple channels. M N This is outside of the Accela solution. 7.7. Ability to use foot pedal for playing, forward, rewind the audio. M C 7.8. Ability to copy a portion of the audio while it is being recorded M N 7.9. Ability to publish the audio of the meeting to the meeting calendar on the web. M C 7.10. Ability to convert the log notes to word document for editing M C 7.11. Ability to edit the log notes M C 7.12. Ability to have customizable Word Lists and Hot Keys for speakers, actions, quick notes, etc. to take log notes. M N 7.13. Ability to record meetings for various meeting bodies M C 7.14. Ability to configure the location for archival of the audio M C 7.15. Ability to record meetings that takes place in locations other than the commission chambers M C 7.16. Ability to search and receive content M C 7.17. Ability to spell check the log notes (with ability to ignore or include the acronyms used by user) M C Page 54 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami A,ienda, and MeetinfMona gement SPstem Requirements RFP No. 47234 7.18. Ability to adjust playback volume on each channel M N This is outside of the Accela solution. 7.19. Ability to archive log notes M C 7.20. Ability to adjust playback speed M N 7.21. Ability to have compact view of Log notes and Player M C 7.22. Ability to switch between log notes of meetings. M N Page 55 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 7.23. Instant access to specific recordings without fast -forwarding or rewinding M C 7.24. Ability to seal recordings M C 7.25. Ability to manually migrate or back-up content to offline storage M C 7.26. Concurrent archiving of the recording to at least two or three locations M C 7.27. Ability to listen to any combination of individual channels during play -back M N This is outside of the Accela solution. 7.28. Preserve tone automatically during high speed play -backs M N 7.29. Ability to provide low or no audio recording alarms M N 7.30. Ability to provide audible and visual notification for a paused recording M C 7.31. Ability to provide "Confidence Monitoring" - capable of playing audio while recording is taking place to ensure that recording is actually occurring. M C 7.32. Ability to indicate that recording is taking place by means of an independent dialog box that counts up with a timer. M C Page 56 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 8 ROLL CALL AND VOTING MANAGEMENT Req # Requirements Type Compliance Comments 8. 8.1. Provide an electronic roll call and voting system; preferably wireless M c 8.2. Display the summary of the item under consideration — sometimes multiple items (companion items) M C 8.3. Customize the roll call or voting devices with meeting body membership list M C 8.4. Ability to allow the "member device" to move and second items. M C 8.5. Ability to Record/capture and Display the mover and seconder M C 8.6. Ability to manage request to speak M C 8.7. Ability to disclose voting results only after all votes are taken M C 8.8. Ability to predefine and configure the exceptions in voting requirements (4/5, 5/5, simple majority, supermajority)) and disclose voting results based on the predefined voting requirements M C 8.9. Record and display the meeting activities Item under consideration. Action taken and results M C 8.10. Easy control to what is displayed on the plasma screens M N 8.11. Ability to display more than one screen shot on different screens (One displaying the item, one showing the votes, etc.) M N 8.12. Integrate the electronic roll call and voting system with the "minutes" module of the proposed system. M C Accela Digital Boardroom is managed from the Minutes Maker tool. 8.13. Easy to connect and transfer the electronic voting solution/application from machine to machine M C 8.14. Ability to configure hand held device to be used by multiple members (from different boards). M C Accela Digital Boardroom allows multiple members to use a single device by using log in credentials to recognize the user. Page 57 of 97 Last Saved On 3/19/2015 1:50:00 PM RFP No. 472340 Agenda, and MeetingMona gementSvstem Requirements 8.15. Ability that this system does not interfere with WI-FI network and devices, Wireless microphones, Emergency radio communications, and any other wireless devices M C 8.16. Ability to capture votes simultaneously M C Page 58 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 8.17. Ability to provide a separate device with features to manage meetings for chairman/leader device machine with features to manage meeting M C 8.18. Ability to manage gavel -to -gavel changes M C 8.19. Ability to have flawless identification of user from the wireless voting key pad or touch screen M C Users have to log in with the proper credentials (username and PW). 8.20. Ability to scroll time -certain items on screen and ability to customize the sped and duration of the scroll/crawl M N Page 59 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 9 WEB STREAMING OF PUBLIC MEETINGS REQUIREMENTS Req Requirements Type Compliance Comments 9. 9.1. Provide a system to Multicast real time streaming of commission meetings and other public meetings that are televised M C. 9.2. Provide Multicast live streaming of City of Miami cable television programs 24/7 M C 9.3. Provide a web streaming system that interfaces with Video format: SDI (Serial Digital Interface) SMPTE 259M, NTSC, 75 ohm BNC connector M C 9.4. Provide a web streaming that interfaces with Audio Format: Analog Stereo, Balanced, Line level, XLR type connector, Impedance >15K ohm, Maximum Input Level 24 dBu. M C 9.5. Provide the ability to preface or tag any video segment with specified city message or promotion P_M C/N Adding segments into the video can run the risk of throwing off time stamps. 9.6. The system shall be able to use Microsoft Windows Media Player. P C 9.7. The system shall be able to serve Flash on non HTML5 compliant browsers. M N Accela uses Silverlight for Live Streaming. 9,8. The system shall be able to serve the HTML5 player to mobile devices and newer browsers. M C 9.9. The system shall be able to use Quick Time for Mac Users, and other open standard media formats M N 9.10 The system shall be able to video stream meetings concurrently. P C 9.11 Identify the agenda Items as they occur in the meeting P C 9.12 Provide the ability for closed captioning M C 9.13 The system shall be able to provide easy mechanism to download portions of video using various applications like iTunes and other open standard formats in a reasonable time. P N Users can download the entire meeting video if desired, right from the public portal. Page 60 of 97 Last Saved On 3/19/2015 1:50:00 PM City ofMutmi Agend 9.14 Ability to provide us with an embeddable player (preferably in HTML5) and other open standard media. players those are accessible on iPads, and other mobile devices. M C 9.15 The system shall allow Video Library M C Page 61 of 97 Last Saved On 3/19/2015 1:50:00 PM Ciry of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 bodies. 9.16 The system shall provide the ability for authorized city staff to easily carry out the following tasks associated with maintenance of video library: 1. add new meetings to the library, 2. replace a document associated with a meeting in the library, 3. delete meetings from the library (mark meetings to be deleted from the library) 4. Mark documents associated with a meeting to be deleted when the meeting is marked for deletion or leave it there to associate with another video. 5. print various reports with alternative, user -selectable sort orders M C 9.17 The system must allow a convenient means for the search to be limited to a date range. M C 9.18 The system shall provide the ability to copy meetings M C 9.19 The system shall provide ability to combine meetings that span across multiple days. M N 9.20 The system shall provide ability to trim meetings to remove advertisements, and other video portions that are relevant to the meeting. M C 9.21 The systems video library feature should be able to manage large meetings that may be of 12-18 hours of duration and may span between days. M C 9.22 The document being added and associated with a video can be stored in Draft status until an authorized user finalizes, approves and publishes it. P C 9.23 The user should be able to dissociate a document (agenda, marked agenda and minutes) to a video file in the library and associate a new and updated document and add that document to the library and vice versa. M C 9.24 The system shall provide the ability for users to assign a Meeting Type Code and a Document Type Code to each meeting record in the Meeting Document Library and Video Library. These codes shall indicate what type of M N Page 62 of 97 Last Saved On. 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 meeting and what type of document(s) are associated with the meeting video. This code should be configurable and table driven. If changes are made to the code, then the start date and end date for the code change shall be captured and maintained. For Example, the document code can be City Commission Agenda — CCAG City Commission Marked Agenda — CCMA City Commission Meeting Minutes — CCMM The Meeting type could be some code to represent various types of meetings as Regular, Special, Budget Hearing, Supplemental, Board, Work Shop, Training, and the like. 9.25 The system shall provide users and citizens with the ability to look up meetings and corresponding videos by whole or partial meeting body name. For example, users must be able to look up and retrieve a meeting by searching on "Commission" or by searching on "City'"" where the * constitutes a wild card search. The system may use industry standard wild card characters. M C 9.26 The system's Video Library feature shall be able to manage large meeting agendas that have a single meeting date, but many agenda items and multiple versions for the item and various supporting documents (attachments) associated with it. M N 9.27 The system should be able to manage multiple agendas associated with a single video. For example, there might be more than one agenda for a single day meeting. Explain if the entire meeting (one video) is associated with two or more agendas/minutes OR if the video is split to accommodate the separate agendas M N There can only be one agenda for a given meeting video. Page 63 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 on the same meeting day. 9.28 The system shall provide the capability to add and update meeting documents (agendas, marked agendas, and minutes) to document library and associate documents to video library. There might be more than one document associated with one video file. M C 9.29 The system shall provide authorized users and citizens the ability to look up meetings, its corresponding documents and Zink to the file on the web (Web portion of the legislative file and ERMS) to look up for legislation and/or attachments (the supporting documents for the legislation) by user -defined criteria. This should open a new window keeping the video streaming window opened behind. M C 9.30 The system shall NOT be in such a manner as to require City to re -name or re -number its legislative file Ids, or Enactment numbers. M c 9.31 The system shall allow an authorized user to find, update and delete meetings and/or documents. Deletion of a document can mean logical deletion if it is associated with a video or physical deletion if, for instance, a meeting set- up is started in error and there has been no activity associated with that meeting. M C 9.32 The system shall prevent complete and permanent deletion of a meeting, its documents, and video from the Library. The permanent deletion access may be allowed only to System administrator. M C 9.33 The system shall be able to accommodate at least 500 meetings per M C Accela allows for an unlimited number of meetings and an unlimited amount of storage. year (Normal meeting duration will be 8- 10 hours and at least a few meetings that may be of 16-18 hours duration). Meeting Type (Comments), Document Type, Meeting Body, Meeting Date, Meeting Time are required fields for each Meeting. The system will track and visually present user information such as the create date; create user, recent activity date, and activity user. 9.34 The system shall allow user to add a M C Page 64 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 new meeting with all or partial data associated with the particular meeting including meeting name, meeting date, meeting time, meeting comment, etc... 9.35 The system shall provide the capability to delete meeting documents associated with the video file(s) in the library records. The delete function shall be available such as to NOT physically delete the documents record in order to allow accurate historical reporting. For example, if a document associated with a video is not correct, and if it was replaced by another document, then the original document should not be physically deleted from the system. It should be kept for history purposes. M C 9.36 The system shall provide the ability for authorized users to record meetings and maintain history indefinitely, with the capability to selectively archive such data and indicate that the archived meeting exists. M C 9.37 The system shall be able to accommodate additional meeting bodies, should new meeting bodies meeting be televised. M C 9.38 The system shall be able to record trainings that are given to elected officials, board members, etc. and use it for refresher training purposes. M C Accela allows for an unlimited amount of media content, including trainings, public events, and other types of events. 9.39 The system shall provide the capability for authorized users to generate a statistical report of activity as it manages the system. The system should report on the web streaming usage grouped by internal and external users. P C Accela's solution allows for the user of a Google Analytics account to report on usage statistics. 9.40 The system shall allow the city employee to generate reports and view them on the screen, with actual and accurate data, prior to deciding to print the report. The system shall also allow the user the ability to print selected pages of the report. P N Page 65 of 97 Last Saved On 3/19/2015 1:50:00 PM RIP No. 472340 ementSystem Renuirements 9e41 The system shall provide the ability for authorized users to read, search, copy and print system logs that report various P N Page 66 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 system conditions, such as error conditions, system failures, time outs, traffic volume, and user usage. The system shall provide the ability for the authorized users to maintain, archive, and purge the system log information. The system shall provide the option for access to specified system information by authorized city staff. 9.42 The system shall provide for optimal load balancing and fault tolerance distributed over multiple servers. For example, the access for a user from a particular location shall automatically switch over to an alternate designated server in the case of hardware/software failure or excessive system load. M C 9.43 The proposed hardware and configuration must provide the response times specified below for these interactive functions: The vendor shall consider the following assumptions. a) Normal user count of 400 users b) Peak user count of 1,000 users c) Meeting Day user count of 5,500 users M C 9.44 If redundant servers are required, each server instance must be able to operate completely independent of the other locations, if necessary. M C 9.45 Provide ADA compliant closed captioning M C 9.46 The system, in connection with hardware, software, supplies, and/or services under contract, shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA) M C 9.47 The website should be Section 508 compliance of ADA M C 9.48 Archive commission and all public meetings stored external to City (at the vendor's media storage site) for a minimum of one-year for on demand viewing via internet. M C Accela will store an unlimited amount of content for the life of working together without taking any down. 9.49 Archive Commission and all public meetings stored on City's Internal M N All content is archived on Accela's Page 67 of 97 Last Saved Qn 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 Network using City's Storage Infrastructure. servers. 9.50 Allow indexing of video content in real- time during live recording and broadcasts M C 9.51 Ability to generate video index based upon meeting agenda sections and items in real-time and offline. M C 9.52 Provide user friendly interface to generate video indexing of archived content M C 9.53 Provide Simultaneous offline editing while web streaming live M N 9.54 Provide ability to seamlessly view listing of available video content internal to the City, by type and/or date (Le. commission meeting, information video) M C 9.55 Provide ability to seamlessly view listing of available video content external to the City, by type and/or date (Le. Commission meeting, information video) M C 9.56 Provide end user keyword searching of indexed archived video from the City's library of video archives M C 9.57 Provide end user keyword searching of the titles (the title of legislation) of all content (i.e. documents- agenda, minutes, etc. and slides) linked to video archives M C 9.58 Provide end user keyword searching of the closed captions of all content (i.e. documents, slides) linked to video archives M C 9.59 Provide ability to open various types of hyperlinked documents from the agenda, minutes, etc. that are associated with the video M C 9.60 Links documents (agenda and/or minutes) to archived video, directly associating them with indexed segments of video content M C 9.61 The vendor's integration strategy and process shall include methods for conversion and migration of data such as meeting documents from Legistar, meetings in video media, records from Laserfiche, if necessary. M C Accela developers have written a tool that will migrate all of the City's existing Legistar data. 9.62 Ability to integrate with the agenda and minutes management software in taking roll call, votes, actions, automatically M C Page 68 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 assign enactment numbers for passed items, minutes, etc. 9.63 All recorded actions (Motions, votes, Roll call, Notes, etc.) will be time stamped to video. M N The entire item gets time stamped. 9.64 Provide ability to mark few committee members as nonvoting members. M C 9.65 Automatic publishing of agenda, minutes and video with few mouse clicks. M c 9.66 Combine summary and verbatim notes with comments, documents and agenda items to create a single source to access information about a specific meeting M C 9.67 Provide automated tools for generating meeting minutes: Explain how the integration with the application that generates the minutes can be accomplished; M C The Accela Minutes Maker will generate a few versions of the Minutes document in one single click. Page 69 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RF'PNo. 472340 10 BOARDS, AGENCIES AND COMMITTEES MANAGEMENT SYSTEM Provide a module in the proposed system that will enable the City Clerk to manage the membership of various boards, Agencies, and Committees and their compliances. City has currently 35 boards and 349 members. The generic requirements are below: Req # Requirements Type Compliance Comments 10. 10.1. Ability to capture the Board Information and . various descriptive data relative to the board like M C The Accela Boards & Commissions module will allow the City to 1. Enabling Code/Ordinance etc. 2. Authority 3. Appointments 4. Number of voting members 5. Number of alternate members 6. Compensation 7. Appointments (how appointments are made) 8. Attendance requirements 9. Indemnification 10. Meetings — How often the meetings to be held 11. Officers capture whatever data is desired in various portions of the program, as users can easily add a unlimited amount of custom fields (date picker, open text, look up, multi -select) to either the application, user info, member info or Boards/Department info. 12. Procedures 13. Purpose 14. Qualifications 15. Vacancies 16. Terms, maximum number of years a person can serve in a board, can it be waived, and number of years in each term. 17. Report 18. City Staff Liaison 19. Assigned Attorney 20. Maximum consecutive term allowed to serve in the board 21. Whether the body meets 22. Default meeting location 23. Meeting time 24. Body Active from date 25. Body Inactive date from 26. Body. Liaison 27. Contact Information 28. Body type (Board, Trust, Agency, etc.) 29. State Board or City Board 10.2. Ability to capture various requirements for M C Page 70 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 each of the boards 10.3. Ability to capture various compliances (Annual Reports, Oath,Ethics, Real Property disclosures, Financial Disclosure, Employment, etc.) and the forms that needs to be submitted for each of these for each of the boards. M C 10.4. Ability to capture various waivers and votes required for waiving them. (Waivers are: excessive absences, terms, employment, residency, etc. and Votes are 4/5 or 5/5) M N 10.5. Ability to capture/record various forms to be used to meet each of the compliances and/or requirements M C 10.6. Ability to set reminders for sending the various compliance packets to the members M N 10.7. Ability to create various packets of documents (welcome packets, compliance packets, and other such packets) to be send to the members of each board. M N 10.8. Ability to capture how the attendance should be counted along with the number of allowed absences. Capture whether the absences be counted per year or per term. M N 10.9. Ability to capture the personal information M C 10.10. Ability to prevent from entering duplicate entries M C 10.11. Ability to capture home address, work address and mark them as primary/alternate M C 10.12. Ability to mark individual's information as confidential. M C 10.13. Ability to prevent printing address and other contact information of individuals who are marked as confidential. M C 10.14. 10.15. Ability to capture the office information (name of the board, role in the board, voting status, start date, end date, original appointment date, resolution number/memo of appointment, resolution date, termination date, termination reason, term serving, seat number/category, appointer name, remarks/comments/notes, etc..) M C 10.16. Ability to capture the various waivers and the date it was granted to the board members. M N 10.17. Ability to capture the original term end date M C Page 71 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 and the extended term end and the actual term end date for the each term 10.18. Ability to capture the nomination information of the member. M C 10.19. Ability to capture the various compliances based on the board compliance requirements. M C 10.20. Ability to assign the appointment date and appointment resolution numbers for multiple members and multiple boards. M C 10.21. Ability to generate and print the welcome letters based on templates, to members, and ability to save those letters in the Electronic Records management System (ERMS) and apply metadata. M C 10.22. Ability to automatically capture/record the dates when the welcome letters are send. M C 10.23. Ability to provide reminders to the user about the members who has not submitted the required completed forms. M N 10.24. Ability to generate thank you letters from predefined templates for all members whose term ended for one reason or other. M C 10.25. Ability to send reminder letters and/or emails to board members based on templates. These letters are to be sent when their term terminates with at least a 30 day notice. M C 10.26. Ability to attach the packets for the boards to the email and save the letters to ERMS. M N 10.27. Ability to change the role of a member within a term period without creating a new office record: Within a term, a member may become vice chair and chair of the board. M C 10.28. Ability to track the role changes within a board and within city. M C 10.29. Ability to track the appointer (Commissioners may appoint members to various boards. The members appointed by them may continue to serve until the incoming commissioner appoints someone to that position. Also, it is possible that a commissioner may become a Mayor. The system should be able to differentiate the appointments made by the elected official who was a commissioner and Mayor.) M C 10.30. 10.31. Ability to schedule meetings and maintain a calendar on the web M C 10.32. Ability to cancel a meeting and maintain the M C/N Meetings can be Page 72 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 cancelled meeting information on the calendar and notify the City Clerk's office automatically of when a board meeting has been cancelled and/or rescheduled. cancelled and the cancelled meeting can stay on the calendar as party of the history, but there is no automatic notification for the clerk. 10.33. Ability to track the changes made to the calendar and access this log easily. M N 10.34. Ability to trace the user name and time in the audit/tracking log when the changes are made to calendar M N 10.35. Ability to capture the meeting cancellation reason and report them • M C 10.36. Ability to run report on the number of meetings scheduled, held, and cancelled fora date range. M C 10.37. Attendance Requirements C 10.38. Ability to capture the attendance of the members in a meeting. M N 10.39. Ability to mark a particular absence as "excused" or NOT to be counted against the number of absences M N 10.40. Ability to count the consecutive absences for each member in a given term and report them. M N 10.41. Ability to count the number of absences for each member in a calendar year and report them. M N 10.42. Ability to count the number of absences for each member in a given term and in a given year. M N 10.43. Ability to select multiple members of a board and mark them as present/absent for a given date. M N 10.44. Ability to make comments for the attendance (ex. Late arrival etc.) M N 10.45. Ability to capture the attendance from the roll call for all boards that may use the system for agenda and minutes. M C 10.46. Letters C 10.47. Ability to create unlimited letter types (welcome, thank you, oath, disclosure information, etc.) M N There is a finite number of letter types in Boards and Commissions. Page 73 of 97 Last Saved On 3/19/2015 1:50:00 PM Agenda. and Meeting Management Sy stem Requirements RFP No. 472340 1.0.48. Ability to create multiple templates for the same type of letter (more than one template for welcome letter depending on the board). M N For example, "Welcome Letter 1.doc and Welcome Letter 2.doc are two templates of the letter type welcome." Now the system should prevent assigning these two templates to a board as it may confuse the user. Page 74 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 10.49. Ability to create various types of templates (welcome letters, thank you letters, oaths, disclosure information letters, reminders, requirements waiver letters etc.) M C There is a finite number of letter types in Boards and Commissions. 10.50. Ability to use a single template for multiple boards M C 10.51. Ability to assign which letter template to be used for each type for a board. M N 10.52. Ability to use electronic signature. M C 10.53. Ability to prepare the packets (which may include letter, forms, etc.) for each type of letter (welcome, thank you, etc.) and make it as one file for emailing/printing and sending. M N 10.54. Ability to track the dates the packets are emailed/mailed M C 10.55. Ability to remind or warn the user of pending letters to be sent based on the appointment or resignation or predefined dates for disclosure letters. M N 10.56. Ability to capture the various compliances for each board member. M C 10.57. Ability to add disclosure requirements and/or other requirements. M C 10.58. Ability to capture the date of compliance. M C 10.59. Ability to capture form(s) submitted for compliance (It is possible that the multiple forms are submitted on a single date for compliance) M C 10.60. Ability to have the predefined list of compliance forms M C 10.61. Ability to add compliance forms M C 10.62. Ability to add comments to the compliance record (no signature, pages missing, not the correct form, etc.) M N 10.63. Ability to check and warn whether the form submitted satisfies the disclosure requirements. P N 10.64. Ability to create various custom reports with ability to drill down. 1. Current membership 2. Past members for a date range 3. Members appointed after a specific date 4. Board Member history 5. Members serving in multiple boards 6. Members appointed by a specific appointer 7. Various Compliance report 8. Various noncompliance report M C This is one of the top strengths of the program, the ability to create customized and saved views that can function as reports, which are sorted by the many pieces of meta data that are collected throughout the application /appointment process. Page 75 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 9. Absence report 10. Liaisons reports 11. Upcoming appointments for an appointer 12. Upcoming appointments fora board 13. Reports on meetings 14. Members appointed in a specific. year 15. Board members serving on a specific date (ex: yearend) 10.65. Ability to hide the confidential information from all reports. M C Page 76 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and MeetingManagement System Requirements RFPNo. 472340 11 INTEGRATION WITH ERMS Provide integration with our current enterprise wide Electronic Rerecords Management System (ERMS) which is Laserfiche. The City has all resolutions, ordinances, meeting agendas, minutes, etc. in Laserfiche. Currently, the integration with Laserfiche is not automated. The system should provide a seamless integration with Laserfiche with minimal manual intervention. Req # Requirement Req Type Compliance Comments 11. The following documents need to be stored in Laserfiche. 1. All agendas 2. All minutes 3. All Legislations 4. All discussion items 5. All reports 6. All public notices pertaining to commission and boards meetings. 7. All notifications that are send to board members M C Page 77 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 12 DOCUMENTATION Req # Requirement Req Type Compliance Comments 12. Documentation Requirements 12.1. The vendor must provide a written Business Continuity Plan. This plan will be a product from analysis of the requirements and interviews with key project stakeholders. The model will contain but not be limited to: 1. Recovery Strategies; 2. Disaster Recovery Plan; 3. Planning, and Implementation; 4. Testing, Maintenance, and Training. This plan will be used to develop the implementation plan of the system. C 12.2. The system documentation provided by the vendor shall contain sufficient database schematic documentation to identify all of the tables and a description of which tables can and must be maintained. A data model, including all data elements, entity relationship diagram, logical relationships and a diagram shall also be provided. N 12.3. The system shall include a complete set of (a) technical documentation, (b) database and application documentation, and (c) end user documentation that will be delivered and considered as an integral part of the software solution. It shall be acceptable for the vendors to submit complete online sets of this documentation, integrated with its software solution, in meeting this requirement. Any online documentation shall be indexed and searchable. C 12.4. The vendor must provide a Security Architecture Model. This model will be a product from analysis of the requirements and interviews with key project stakeholders. The model will contain but not be limited to: 1 Security policy, procedures, standards, baselines, and guidelines; 2 Risk analysis to assess availability, integrity, and confidentiality of protected information resources; 3 Information classification and controls; 4 Encryption, Authentication, and Authorization plans; 5 Establish roles, responsibilities and C Page 78 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RI+PNo. 472340 access controls; 6 Development, operations, physical, network, security; 7 Business Continuity Plan; 8 Security Test Plans; 9 Breach recover plan; 10 Establish metrics for continued monitoring. This plan will be used to develop the design, development, implementation, and retirement of security technology and tools. Page 79 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 13 SECURITY Req # Requirements Type Compliance Comments 13. 13.1. Authentication The system should support Microsoft Active directory as authentication method. The system must support a single sign on (only one user -id and password needed to fully utilize the system). M N 13.2. Authorization The system shall provide the system administrator(s) the ability to grant different levels of access and authorization privileges and mechanism to identify who gets what access, such as Role -Based access rights. For example, the application must allow a city staff member to have a different level of access and authorization to various modules in the system. By way of further example, a designated city user might have full access and authorization privileges to view, modify, and delete data using the modules in the system. However, the system must provide the ability for system administrators to restrict a user's access and authorization privileges within the documents and video library modules (fbr example, only allowing read-only access). C 13.3. The transaction audit log shall record the identification of the user and date and time of the attempted operation. M C 13.4. The system architecture shall support centralized administration of application security features, roles and permissions. M C 13.5. The system architecture and C Page 80 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 components should be flexible enough to allow interoperability with external security components such as firewalls, content filtering, intrusion prevention, etc. 13.6. The vendor shall participate in the development of a clear, enforceable security policy for the system, with input from City staff. M C 13.7. In case if the solution must use its own credentials, it must provide full password management policy. It should include: • First-logon change • Periodic change, per policy/role • Admin reset • Self-service The system should support limitations to length, repetition, and choice of passwords. The system should limit location of access such as server, city workstation, or laptop for changing passwords. M C 13.8. The system should also support automated display to the user of Date and Time of last system access. M C 13.9. The system administration module should have separate access rights to manage Applications general Global settings, Local Program Settings and other administrative settings. M C 13.10. The system shall log all user transactions in a user transaction audit log including data such as "before" and "after" copies of the change whenever there is change made by user. P N 13.11. The system should capture pertinent information relative to the citizen access of the system for analytics. P C 13.12. Each audit log entry shall include additional audit trail information such as the type, reason, date, time, and user. M N 13.13. Only the system administrator and users authorized by the system M N Page 81 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 administrator shall have access to read, search, copy, print, archive and purge the transaction audit log once retention period is met. 13.14. The system shall provide a database security management capability that allows at least two persons, identified by the City, to act as , security and recovery managers, controlling access and authorization privileges for all other users. This capability will also leave an audit trail of changes that identify persons and changes made to the database. It shall be the responsibility of the vendor to specify and support City to successfully implement this security capability during the implementation. It shall be the responsibility of the vendor to support in the implementation the database management system in such a manner that no one can circumvent the application software in such a manner as to gain unauthorized access to the underlying database. M N irrelevant Accela provides a hosted environment that renders much of this section to the type of services that we offer. 13.15. The software shall have the ability for the system administrator to establish granular role -based access permissions to various files, and or tables in the database. For example, the security managers might decide to establish "read-only" data access M C for all users in one department to every element of every record in the database. However, only a limited number of authorized users in the city might be able to "update" any data record in the File Library, but not have the ability to "delete" any record in the file. Only limited number of users might be authorized to view, add, create, delete, and print the address library file. This requirement shall provide the system security administrator an automated mechanism to establish Page 82 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 and maintain security and access controls for all files and tables used within the solution. 13.16. The system shall allow field -level security at the user level. For example, certain users may not have privileges to modify particular fields on a screen, while other users might have the rights. M N 13.17. The system will support separation of duties so that separate steps may be performed by different, identified personnel creating a need for collusion in order to manipulate the system or data (Le. deletion of system objects, assigning privileges, authorization, and authentication, or any data change). All changes and users will be included in the audit log. M N 13.18. The system shall provide the system administrator the ability to control which authorized users can edit and view the comment fields associated with a video record. M N Page 83 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 14 ADMINISTRATION/SUPPORT Req # Requirements Type Compliance Comments 14. 14.1. Provide 24/7 Support to Systems Administrator(s) and technical staff. M C Support is available 24/7 via telephone. 14.2. Provide 24/7 Support to end City staff users P C Support is available 24/7 via telephone. 14.3. Provide summary reports about detailed site content usage (Le. content popularity, # of streaming P C Google Analytics can be used to gather citizen portal statistics. 14.4. Allow for media Clip Administration tools to edit, trim and merge video. P C Accela Civic Streaming offers an extremely easy to use trim tool to easily trim the front and back of the video as soon as the meeting ends. 14.5. Monitor the feed 24/7 and prompt for appropriate action to resolve any issue in FOUR Hours. M C 14.6. Provides custom website screens to match City look and feel for listing indexed content and display of video player as part of implementation M C Accela will provide a forward facing citizen/ staff portal that will have the look and feel of the City of Miami's website. In addition, Accela leaves the back end of the portal open and easily accessible for addition of custom CSS and 1avaScript. 14.7. Training, Maintenance and Support M C 14,8. Provide training to all users M C 14.9. Provide Training Manuals M C 14.10. Provide a mechanism to capture public meetings conducted outside of the commission chambers fo M C Page 84 of 97 Last Saved On 3/19/2015 1:50:00 PM Cate ofMiami, Axienda, andMeetin 14.11. Link documents (agenda and or minutes — which may have hyperlinks embedded in it ) from Meeting P c . 14.12. Support the city in creating Standard Operating Procedures for each of the meeting body M C Accela strongly feels that based off of many of the listed requirements that the highly experienced Accela training staff can help the City of Miami streamline many processes and procedures. 14.13. Support City in modifying the standard operating procedures based on the policy changes M C Page 85 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 15 APPENDIX A — CURRENT ACTIONS FOR VARIOUS BOARDS ADOPTED ADOPTED as an emergency measure, waiving the requirement for two separate readings ADOPTED as an emergency measure, with modifications, waiving the requirement for two separate readings ADOPTED WITH MODIFICATIONS ADOPTED, Notwithstanding the Mayor's Veto AMENDED AMENDING APPROVE APPROVED APPROVED WITH CONDITIONS BACK TO FIRST READING CLOSED CLOSED AS EXONERATED CLOSED AS NO FINDING CLOSED AS NOT SUSTAINED CLOSED AS SUSTAINED CLOSED AS UNFOUNDED CONTINUED CORRESPONDENCE MADE DEFERRED DELIVERED DENIED DENIED BY PZAB, DENIED BY THE ZONING BOARD, DIRECTED DISCUSSED DISMISSED WITHOUT PREJUDICE DISSMISSED WITH PREJUDICE FAILED HEARD HEARING TO BE CONTINUED INDEFINITELY DEFERRED MOTION MOTION TO DEFER MOTION TO DENY NO ACTION TAKEN NO ACTION TAKEN on the vetoed item NO MAYORAL VETOES NOT PRESENTED NOTIFIED PASSED ON FIRST READING PASSED ON FIRST READING WITH MODIFICATIONS PRESENTED RECEIVED AND FILED Recommended Approval Recommended Approval with Conditions Page 86 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 Recommended Approval with Modifications Recommended Denial RECONSIDERED REMANDED TO FIRST READING DUE TO SUBSTANTIAL CHANGES REMANDED TO HISTORIC & ENVIRONMENTAL PRESERVATION BOARD REMANDED TO PLANNING ADVISORY BOARD REMANDED TO ZONING BOARD REPEALED REPEALING RESCHEDULE RESCIND RESCINDED RESCINDED BY ADMINISTRATIVE ORDER RESCINDING Returned unsigned by the Mayor Review Pending Reviewed and Approved Reviewed and Disapproved SETTLED Signed and Attested by City Clerk Signed by the CRA Chair Signed by the Mayor TABLED Vetoed by the Mayor WITHDRAWN Page 87 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 16 APPENDIX B- SAMPLE MASTER REPORT This sample report will provide an example of multiple versions, multiple enactment numbers, enactment numbers at lower boards, enactment number at commission level, and multiple attachments. City of Miami Master Report File Number: 04-01208 City flail 3600 Parr American Drive Miami, FL 33133 www. m iairt rgov.caom File Number: 0 441208 Version: 12 File Type: Resolution Status: Passed Reference: Controlling Body: Office of the CRY Cleric Requester. Cost Introduced: 10/20.2004 File Name: Class IFAppesi-5101 Bitvd Final Action:05127/2010 Title:: ARESOLU11ONOFTHE IvIIA3wIICITYCOMMISSION, WITH ATTA IEIt"T(S), DEMING THE APPEAL BYMORNINGSIDECIVIC ASSDCTATION, INC. AND ROD ALONSO, RON STEBBI1vS,scan CRAWFORD AND ELVIS CRUZ; AFFIRtylINDTHEDEQSIONorTHE ZONlZGBOARD, THEREBY APPROVINGTHECLASS IISPECIAL PERMIT APPLICATION N R3-03£6, ISSUED EYTHE PLA+v7INDDIREGTOROl1JULY21,Mt, TOALLOwNEV CONSTRUCTION, SIMECT TO THE MODIFICATIONS AS AREPROVEDEDHERE1 LOCATED AT APPRC 01vLATELY5101BISCAYNEBOtUI.EVARD, MIAMI,FLORIDA. Note s:'Please see File !DO 4-f11366for City Commission re�consid�ergtion�an12JQ'904, jl2-28 - Code Sections: Agenda Date:05127f.3010 Indexes: Agenda Number. Sponsors: Atfaohmeats: 04-01208 Zoning Map pdf,04-01208 Aerial Map.pdf,04.01208ZB 10-04-04 Ress.PDF,04-01208 Exhibit A.PDF,04-0120BClass II Appeal Letter.PDF,04-+01208 Class II Refe;rral,PDF,04-01208 Class II Final De cision.PDF;04-01208 UDRB Reso.PDF,04 01208 Legislation (Version 2). P DF,04-01208 Legslaiien (Versio n B): PDFi0401 08 Exhibit A.PDF,04-01208ZB Appeal LetterPDF,04-01208 Plana.PDF,04-01208-Submittal-l.pdf,04-01208-Subm lil aI-2.pdf04-01208-Subnittei-3.p f,04-01208-Submittal- 4.pdf,04-01208-Submias.1-Marcus-5. pdf 04-01208-Sub mitat-6.pdf,04-01208 Submdtal-7,pdr,VlDEti TS.IFO,O 4-01208 CC 11-184) 4'Fact Sheet pdf,O4-01208C 05-26.05 FaotSheet.pdf;04-01208CC07-2S-D5 Fact Sheet,pdff,04-01208 CC 07 -2845 Fact Sheet.p df,04-0120&su bmitts Ipdf,04-0 1208-sub mittall. p df,04-O 1208 ZB 02 25-07 Feot S heet;pdf,04- 01208 28 04-08.07 Fact Sheet.pdf,04-01208ZB 05-210 Fact Sheat; df,fl4-01208 ZB 07-0`8=07 Fart Sheet.pet,04-01208ZB 07-09-07 Reso.PDF,04 01208 City Attorney Enactment Date: 05/272010 Enactment Number: R-10-0220 MystAtlaml Raga r memo an 11tr42011 Page 88 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 MasrarRaporr.COOTOPerf:jdd D124Sj Docu rnent7.;pelf, 04-01208 October 4, 2004 ZB Transcript. pdf,04-01208 CC 10-25-07" Legislation (Version 6). pdf,04-01208 GC 1 Q-25-07 L igation (Version 7) pdf,O4-01.208 CC 10-25=07Fact She et pdf,04-01208 CC 02-28-07 Fact Sheet:pdf,94-01208-Subnittsl=Cnnespondence: Arthur J. Marc'us.pdr,04-0i2D8-Submittal-Memo-RsfaeI Suarez-Riores.pdf,0+-01208.Submikal-Chrono1ogy.pdf 0 4-0'1208Submittal-Correspondence Susan E. Trench .pdfO4-01208-Submittal-PowerP int Presentation -Elvis Cruz pdf, 04-01208 CC 04-22-10 Legislation :(Version'10) pdf,04.01208 CC 04-222-10 Legislation (Version 11) pdf 04-0`1208 CC 04-22-10 Fact Sheet.pdf,04-01208 CC Fully -Executed Legislation (Version 1D).pdf,04-01 08CCFully-Executed Legislation (Version 1 1)pdf,04-01208 CC 05-27-10 Fact Sheet.pdf,04 01028-Submitt l;Mike Sastrap-c f, History of Legislative File !tom- Acting Body: Date: Action: Sant To: Due Date: Retum Result: Date: 3 Uity tommission 3 Office of the Mayor 3 U ice of the Udyt Jerk 3 City Commission .3 Uttice et the UdyAttcrney 'Office of the CiityAttcrney 2 Office of the City Attorney 1 City Jommissron 1 City Commission 3 CtyCommisaion 3 Uttroe at the Mayor 3 Office of the City Clerk 4 Zoning Board 4 Zoning Board 11/ 18/2UU4 P UUH tlsU Ayes: 4 Uommissioner(i) Cionzatez, tltflnton Sanchez and Alien Absent: 1 tiomrnrsstoner(st t aiatb 12/01 /2004 Signed by the Mayor Office of the City i,let8t 11/01/2UU4 Signed and Attested by City Clerk 12/09/2004 RECONSIDERED 13/ 1:U/1UU 4 Itevrewed and Approved 05/24/2005 Reviewedand Approved 05/24/2005 Reviewed and Approved U9/Xb/ZOUb CON I'NUE) 07/28/2005 CONTINUED 09/22/2005 ADOPTED Ayes: 4 Comniiseener(s) Gonzales, tith'nton, Sanchez and Allen Absent: 1 Commissioner(s) Regaled) U8/1311UUb 3tgnen.by the Mayor t.,ttttoe of the tally Clerk sass Pass 09/25/2005 Signed and Atteste.d by City Clerk 02/2812007 CONTINUED Pass Ayes: 7 Member Ange4at jszig,MemberClaries a�ezMemberIteam Hernandez -Acosta ChaitpereonJuverele:tge mberMiguel A.Qgb*, t4temberlton Llcrtion'.anti tatamberBretberIin Absent: 1 Member Joseph mum 04/09/2007 CONTINUED Pass City otmramr Page 2 Primed on 11114/2011 Page 89 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 1t Ince ot the UdyAttaney Office of the City Marley 11 9 City Commission 12 City Commission 12 Office of the Mayor 4 Zoning Board 4 Zoning Board 5 City Commission 8 City CommisSion Ayes: 16 Member Anal Wriazipie Member Ciarlespa,-)agliA Member Joseph Armig,5, Unairperson Juvenairm, !Manner !Ave] A. p4.1310 ants Memos! Cornelius Shiver Absent: 3 Member !team Nerrendez-Aocsta, Member Kan Cotton and Mensber t!,ret Berlin 05121 /2007 CONTI N UED Pass Ayes: 9 Mem ber Angel gmipis, Member C harlespemos)14 MemberJorge Luis Lopez, fil ember Jrseph perAstzfa C barperson J menet aim, Member Miguel A. c7;504 Member Ron Corribri, Member Bret Berlin and Member Cornslius Shiver Absent: 1 Member llama HerrentizeAcosta 07/09/2007 APPROVED- Pass Ayes: 8MemberAngel Urwipje, Member Clerles§mwas, MemberJoseph gloms, Chairperson Juvenaltim, Member Miguel A. a5,1.4s, Member Ron Cordon, Member Bret Satin east M Ember Cornelius Shiver t: 1 Meru bar Joige LuisLopez Absent: 1 'Member llama HerrandeMposta 10/25/2007 INDEFINITELY DEFERRED 02/28/2008 ADOPTED INTH MULIIHUAIIUN8, Ayes: 4 Commissioner(s) Sarnoff, Sanchez, REgalado and Spenceslcnes Absent: i Commissioner(s) Gonzalez 8 office of the Mayor u-Arturzins signed by the Mayor Mice ot the urly Clerk 8 Office of the City Clerk 03/10/2008 Signed and Attested by City Clerk 8 Office of the City Attorney 04/03/200B Reviewedand Approved Notes: Modifications madeby 9 Office of the City Money 04/21/2010 Reviewedand Approved 04/2112010 l(emwed and Approved 04/21/2010 Rev iewedand Approved 04/22/2010 CONTINUED Ayes: 3 Comm issioner(s) Gort, Sarnoff anti Dunn II Absent: 2 Commissioner(s) Carona and Suarez 05/27/2010 ADOPTED WITH MODIFICATIONS Ayes: b Liommissioner(s)Uarolio, tiort, 5arrott, Suarez and U Inn 11 06/07/2010 Signed by the Mayor Office of the City ulEric 12 Once ot me Urty Uient ubiturtUtu signed and Amsted by City Clerk 12 Office of the City Atorney 07/09/2010 Reviewedand Approved NAB: tirJUII-fLiA I X.IM /1.44UE BY L4W Pass Pass Pass Clry or Mlamf Page 3 Mined on 1044011 Page 90 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, andMeetingManagementSystem Requirements RFFNNo. 472340 MRSKET RPgort CP:WM.1K 614.70204._.._ Text of Legislative File 04-01205 A RESOLUTION OFTHE MIAMI CITY' COMMISSION, WITHATI'ACHMENT(S), DENYINGTHE APPEAL BY MORNINGS IDECIVIC ASSOCIATION, INC. AND ROD ALCNSO, RON STEBBINS,SCOTTCRAWFORDAND ELVIS CRUZ; AFFIRMINGTHE DECISION OF THEZONINC3 BOARD, THEREBYAPPROVING THE CLASS II SPECIAL PERMIT APPLICATION NO.:O3-0309, ISSUED BY THE PLANNING DIRECTOR ON JULY21, 2004, TO ALLOW .NEW CONSTRUCTION, SUBJECT TOTHE MOD IFICATIONSASARE 'PROVIDED HEREIN, LOCATED AT APPROXIMATELY51g1BISGAYNEBOULEVARD,MIAMI, FLORIDA WHEREAS, anapaest of thaZoning B nerd decision ofOctober4, 2004, which denied the appealchallenging the issuance of the Class II Special Pend and granted the Class II Special Permitforthe proposed projectto be built at 5101 Biscayne Boulevard, Miarrri, Florida, filed by the Momingside Civic Association, Inc and Rod Alonso, Ran Stebbins, Scott Crawford.and Elvis Cruz; and WHEREAS, the City Commission, aiie r careful consideration of this matter, including, legal argument of counsel forthe respective parties, andtheevidence;presented at the Zoning Board, finds the application forClass II Special Permit does meetthe applicable requirements afZaningOrdinance No. 11000, asamended ("Zoning Ordinance"), and deems it advisable and in the best interest afthegeneral welfare ofthe City of Miami, and its inhabitants to deny the appeal and affirm, subject to certain sand Mans and modificationsprovided herein, thedecision of the Zoning Board and the Planning Directorsnd deny the appeal of Class II Special Permit ashereinaitersetforth; and WHEREAS, the City Commission has made certain written findings and determinations based an the provisions of§1305 of the Marling Ordinance, which provide, in part, that conditional approvals may be madewhen certain conditions are required in orderfor special permitsto:befound in compliancawith all applicablecriteria,arid they havebeen used to approvethe Class II Special Permit forth is n ewconstructian, subject to the ca ndilions arid safeguards setforth in Section 1 305 of the Zoning Ordinance; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSI ON OF THE CITY OF MIAMI, FLORIDA pAsaigsa, The recitals and findings contained in the Preambleto this Resolution are adopted by reference and incorporated ssiffully set forth in this Section. g,..eatlga,g, The decision oftheZoning Beard to deny the appeal by Montingside Civic Association, Inc. and Rod Alon so, Ron Stebbins, Scott Crawford .and Elvis Cruz, of Class II Special Permit application no. 03-0309 issued by the Planning Director on July 21, 2D04, to allow new construction for the property located at approximately 5101 Biscayne Boulevard, Miani, Florida, es leg ally described in attached "ExhibitA,"is affirmed, and to, allow the Class II Special Permit is affirmed and approved; providing however, it is subject to the modifications, conditions and safeguards setforth'herein. asr„ irg;n,;,,, Section 1305 of the Zoning Ordinance, a sft existed in 2003 when this applicationwas filed for this Class 1I1 Special Permit forth is Project, to be located at510 1 Biscayne Boulevard, as proposed by the Applicant are among the applicableregulationsforthis Project. The City Commission takes notice ofthe prcvisionsof§1305in their consideration ofth is appeal based on the record received from theZoning Board (this decision is based upon the record from theZoning Board and argument of counsel). The City Commission takes notice of the following sections oftheZoning Ordinarmees it existed in 2003: (Ord. No. 10353, § 1,3 3-91;Ord.No.1OB76, § 1, 4-20-92) aec '13315 Considerationsgeneraity;standards; findings : and determinations required. As appropriate to the nature ofthe special permit involved and the particular circum-stancesofthe caw, the fallowing considerations and standards shall apply generally, in ad-ditionto anyotter standard sandrequirements set forth concerning the cla:ss orkin d of permit being considered. City agents, agencies, orboards charged with decisions concerning spedal permits shell male, arcause to be made, written findings and determinations concerning such of the following matters as are :applicable in thecase, shall reflect such con siderationsand standards specifically in the record, a nd shall beg uided by such considerations and Gfry of Miami Rage 4 Minted on 11,1412011 Page 91 of 97 Last Saved On 3/19/2015 1:50:00 PM City ofMiami, Agenda, and Meeting Management System Requirements RFP No. 472340 aten.slar* in theirdecisions as to issuance of permits, with or without to nditions and safeguards, 0 rdenial of applications, 1305.1. Ind ressancl egress. Review for adequacy shall beg iven to ingress and egress to the property and structure and uses thereon, with pa rtioula r referencetoauto motive and pedestrian safety a nd convenience, traffic flow and control, and accessin case of fire o rotherernerge nay. 1305.2 gifget parking and loading. Review for ad-2g uacy shall begiven to offstreaparking and loading facilities as related to adjace nt streets, with particular refere nce to automotive and pedestrian safety and co nve-nience, intern el traffic flows nd oo ntrol, arrangement in relation to access in case of fire Droll erernerg ertoy, and screening and landscaping. 1305.3. Refuse and service areas. Review foradequacy shall begiven to the location, smile, de sig n, and screening of refuse and service areas; 'bathe ma nnerin which refuseis to be stored; and to tj:ia,,marmga nd timing of refusecolleation and deliveries, shipment, roth arse Nice activities, as such matters relate to the lotatio n a nd natureof Useson adjoining pmparties and tote location and charaderof adjoining public ways 1305.4. Signs and lighting Review foradequacy shall begiven to- then umber, size, character, location, and orienta-lion of propomdsig ns, and of pro posed lighting forsignsand premises, with pa rticula r refer-enceto traffiasafety, glare, a nd cormatibifity a ad harmony with adjoining and nearbyprop-erty and the oh arader of the area. 1305.5. Utilities. Review for adeq uacy shall be given to utilities required, with pa dim lar refere nce to availability and capacity of systems, loos liOn &connections, anti potentially adverse appear -am ortyliner adverse effects on adjoining and nearby property and thecharacter of the area. 1305.5. Drainage. Review farad equaoy shall b e given to provision for drainag e, with particular reference toeffedtm adjoining and nearby properties and on general drainage systems in the area. Where major drainag e volumes appear likely and capacity ofavailable sydems is found marginal orin adequate, co nsideration shall be given to possibilities for recharge of grou ndwatersupply n the property, temporary retention with gradual discharge, o rother remedial measures. 1305.7. Preservation &natural features. Review fo r approprialeness shall begiven to provision for the presentation of eyisting vegetation and geological featureswhenever possible . 1305.8. Control of pots ntially dverseeffects generally. In addition to the review of detailed items indicated above, as appropriate to the particular class o r kind &special pen -nit and the churnstances of the pa dicularca se, review for a ppro-priaten ess shall be given to potentially adverse effects generally one djoining and nearby properties, the area, the neighborhood, or thecity, oftheuseor occupancy as proposed, o tits lonation, construction, design, character, scale or manner of operation. Where such potentially adverse effectsa re found, consideration shall begiven to speoial remedial measures appro-priate in the particular circumstances ofthera se, including screening or buffering, landscaping. control of man rteror h ours of operation, alteration of propomd design oroondruction of buildings, relocation ofproposed pen sp ace ore Iterato n of um of such space, or such othermeasures as are required to a ssure that such potential adverse effect will be eliminated or minimized to the maximum extent 'reasons* feasible, end that the use oroccupancy will be compaliblea nd harmonious with otherdevelopment in thee rea to a degree which will avoid substantial depreciation of the value of nearby property. The agent, agency, arbody of th ecity designated by this zoning ordinance as having responsibility for issuance or denial of each of the masses cif special perrnits set out in this article 13 sh all have authority to attach to theg rant of any such special permit such conditions and safeguards as rnay be necessary for the purposes of this zoning ordinance in the p articular ca se. The City Commission alsotakes notice of§ 9073.1 end § 907.3.2 of Zoning Ordinance 1 1000 as it existed in 2003 as follows: 907.3. Setbacit and h eight regarding a bulling lots. 907.3.1. Rule concerning setbacks where abutting to h aved ifferentzo fling designations. In -this type of case, the most restrictive condition appliesto all development on both sides of the district boundary City or Miami Page 5 Paned On 11/1412011 Page 92 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 1.4440..rRePrtrrCorur10etlrtie tnzrr ..,.... .._..___ '907.3:2, Rule concerning height of buildings abutting residential districts. Where istricb ailbAirng'building heights overforty (40) feet abut residential districts on the rear, such additional height shall set badk one (1)foot in the horizontalfor every hvo(2) additions lfeet intit vertical dimension. Asso04, Based upon the applicable provision sof Zoning Ordinance 11000 in effect in 2003discussed by he counsel fortheApplicant/ Developer and for the original Appellants inclusive of the Mom.irtgside Civic Association, Inc. and further based on the record distributed to the City Commission for this appellate hearing in conjunction with erg umentsofcounsal forthe respective parties identified above the following finding sof fact and cl etemnin slims set forth below,are madeby the City Cormiissian with respect to the subject property: (1) The Zoning- Board in its 2004 decision referenced in§2ofth isResolution did notappiythe correct law or misapplied.thelaw, i.e. did not observe the essential requirements °flaw in its 2004 decision, failing torequire any setback stall farthe Project o n this Propertyin that, the Property abuts the Momingside Neighborhood, a single family residential district, the mostrestrictive setbackwas required under§907.3.2oftheZoningOrdinancethen in effect, orattematively, thesis should havee been included for the Prrjectas required by § 907.3.1; (2) The Zoning Board inits 2004decision did :not apply the correct j$w s.i.e.did notobservetheessentisl requirements of'•law in its 2004 decision, in failing to considerthe § 1305considerations relative to this Project on The Property, notably in felling to address or consider the Control of Potentially Adverse I mpactsu nder § 1305.8of a ninety (90) footwall directly adjacent to single-family homes; and (3) On appeal the City Commission may affirm, reverse ormodifythedecision oftheZoning Board and in lightof the foregoing the City Commission denies the Appeal but modes the decision of the' Zoning Board to require a thirty-five L) foot height knit forth is Project on the Property. These findings have been made by the City Corrmission toapproveths project, as:modified ,with conditions stated in this Resolution. .4 ` This Resolution shall become effective immediatelyupon its adoption a:nd signature ofthe Mayor. {1) {1 }J# the Mayor:does not sign this Resolution, it ah a II become effective at the end of ten calendar daysfrom the date in Was passed .and adopted. If the Mayorvetoes this Resolution, it shall become effective immediately upon ow n ide of the veto by the City Conrrission. crrycram, Page 8 Primed on riii44tfii1 Page 93 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 17 APPENDIX C — SAMPLE MAYOR SIGNATURE REPORT The first and last pages of the Mayor Signature Report are given below. The cover letter for this report also needs to be generated automatically. Oily of Miami Mayor Signature Report Meeting Date: October 13, 2011! till 3..30 Pan Americas Mead, F. 33133 File Number Title Enactment Number 11-00796. Resolution Enactment No: R-11-0394 ARESOLUTION, OF THENIIAMI CITY COMMISSION, WITH ATTACHMENT(S),. AUTHORIZING THECI'TY MANAGER TO EXECUTEAREVOCABLE UCEt' SE AGREEMENT, IN SUBSTANTIALLY THEATTACHED FORMt , BETWEEN! THE CITY OF MIAMI -CITY') ARID TI-IE DAJDE HERITAGE TRUST, INC., AFLLDRIDA NON-PROFIT CORPORATION ("LICENSEE), FOR THE USE OF APPROXIMATELY 1,-057 SQUARE FEET OF CITY -OWNED PROPERTY LOCATED AT 190. SOLPTHFAST 12 TERFLACE. Mb Mi. FLORIDA, FOR THE PURPOSE OF PROMDINI3 SFYCEFOR IJCENC.CC S OPERATION, COMMENCING FROM THE EFFECTIVE DATE,WITH THEiJCENSEE TO FAY a.MONTHLY USE FEE TO THE CITY OF FIFrrpo LARS(950). PLUS :STATE OF FL iI AUSETAX (IF APFLIC'API Fti, WITH ADDITIOWAL IortMSANDCONDITIOUSASMORE FARTICUL RLY:SETFORTHINSAIDA/GREEME7 T. Sign E Veto El 11-00941 Resolution Enactment No: R-11-0395 ARESOLUTIONOF THEtu1IAMI CITYCOMMISSION AUTHORIZING F',YMENTTO C.A MECHANICAL. IhNANAMOUNT NOT TO EXCEED E13, r7332T. FOR EMERG-ENCYAIR CONDITIONING RER JRSAT VARIOUS CITY OF I+i11AIV11 POLICE DEPARTMENT FACILITIES THAT eioa —LIED THE S C,0O CONTRACTAMOUNT; ALLOCATING FUNDS FROM THE POLICE GENERAL FUND, ACCOUNT NO. 00001.131.501. ?Ie000.0000. Sign: i' to ❑ Pages 2-18 are not included in this document. city or tame Rage i or i.9 Foment on 11'flSI20- 11 Page 94 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo, 472340 Fete Number Title Enactment Number 11.00972 Resolution Enactment No: R-11.0418 ARESOLUTION OF THE MIAMI CITY COMMISSION EXTENDING THE HOURS OF SALE FOR ALCOHOLIC BEVERAGES FOR'CONSUMFTION ON THE PREMISES OF CHURCHILUS LEMON CITY OASIS, LOCATED AT 5801 NORTHEAST 2ND AVENUE, MIAMI. FLORIDA TO ACCOMMODATE THE RUGBY WORLD CUP, ON OCTOBER 15. 2011, FROM 3:00 Atut'TO d00 AM, OCTOBER 18, 2011, FROM 3:00AM. TO°ooAM, OCTOBER 21,2011, FROM am AM. TO5:00AM, AND OCTOBER 23, 2011, FROM 3:00A M. TO 8:00 AM, PURSUANT TO CHAPTER 4/ARTICLE 1/SECTION 4.3 .ENTITI ED'ALCOHOLIC BEVERAGES/IN GENERAL/HOURS DURING WHICH sALESALLOWED; SUNDAY SALES," 0 ❑ Mayor Tomas Regaledo Mayor Date The i nattre of the mayor indicates review and action for the items (R-11-0394, R-11-0395, R-11-0398, R-11-0399, R-11-0393, R-11-0397, R-11-0400. R-11-0401, R-11-040Z R-11-0403 R-11-0404, R-11-0405, R-11.0393, 13289, R-11-0407, R-11-0408, R-11-0408, R-11.0409, R-11-041Z R-11-0410, R-11-0411, R-11-0417,'R-11-0418, R-11-0419, R-11.0420, R11.0421, R-11-0422, R-11.042~n' R-11-0424,'R-11.0425, R-11-0420, R-11-0427, R-11-0423, R-11-0429, R-11-0430, R-11-0431, R-11-0432, R-11-0433, R-11-0434, R-11.0435, R-11-0438, R-110437, R-14-0438, R11-0439, R-11-0413 R-11.0414, R11.-0418, R-11-0418), If any item dam not indicate a chter inaticn to sign or veto, the Hem shall be deemed to take effect 10 days from the date of the City ConirssionAction. ATTEST: Priscilla A. Thompson Date City Clerk cltyoriAaml Pagel afle - Printer: onfl/1512011 Page 95 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 18 APPENDIX D: SIMPLE USE CASE — SUBMITTING AN AGENDA ITEM 1. Department Director or liaison submits an agenda Item for the Commission meeting a. Item may need to be reworded or additional documentation provide. 2. If item requires budget or Purchasing approval, must be reviewed by budget 3. If the item requires an agreement or contract it must be reviewed and accept by Law a. LSR is required b. Negotiations with Vendor c. Contract ready for Manager's signature. 4. The Department must submit signed template for item requiring signatures from a. Director b. Budget/CIP c. Purchase d. Risk if needs e. Operational or Infrastructure Chief Signature ( Alice Bravo/ Cabrera f. City Manager 5. Item is approved for Commission meeting 6. If legislation require for submission under item 3, Law crafts or writes the legislation for the item. 7. Legislation is sent for review and acceptance a. Lawyer crafting legislation b. Chief Deputy Attorney c. City Attorney 8. Item is reviewed by Agenda Officer. a. Review backup documentation i. Summary form ii. Bid approvals (if needed) 1. RFP results 2. IFQ Results iii. Agreements or Contracts (if needed) iv. Public notice (if needed) 1. Sole Source/Bid waiver of Competitive bidding 2. Public hearing notice v. Review Legislation 9. Agenda is proofed for submission and printing 10. Agenda is printed, published on web and distributed to City Offices. (5 Business days) 11. Agenda item m Page 96 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miatni, Agenda, and Meeting Management System Requirements RFPNo. 472340 19 APPENDIX E: SUMMARY SHEET AND FACT SHEETS Sample Summary Sheet rti,.fsH:� Date: 12/12/11 AGENDA ITEM>Sl1MMgARY FORM FILE ID: .t1_OI1°Dc[ Requesting Department: CEP Commission Meeting Date: 1/12/12 Districts) Impacted: All Type: tgi i .esolution 0 Ordinance 0 Emergency Ordinance 0 Discussion Item 0 Other Subject: Resolution to approve Amendment No. 1 to the Professional Services Agreements with A&P Consulting Transportation Engineers, Corp., ADA Engineering, Inc., and the Corradino Group, Inc,, for the provision of Miscellaneous Construction Engineering and, Inspection Services. Law Department Matter ID No. Purpose of Item: To authorize an increase to the Professional Services Agreements. (Agreements) with A&P Consulting Transportation Engineers, Corp., ADA Engineering, Inc., and the Corradino Group, Inc., for the provision of Constriction Engineering and Inspection Services, in an amount not to exceed $500,000, thereby increasing the total contract amount for each firm froth $500,000, to an amount not to exceed $1,000,000, Further authorizing the City Manager to execute Amendment No. 1 to the Agreements with each firm. "• Background Information: On May 24, 2011, pursuant to Request for Qualifications No. 09-10-016, the City of Miami ("City") 'executed Professional Services Agreements ("Agreements") with A&P Consulting Transportation' Engineers, Corp., ADA Engineering, Inc., and the Corradino Group, Inc., for the provision of Miscellaneous Construction Engineering and Inspection Services in an amount not to exceed $500,000. , ' • The original expenditure limits of $500,000 per firm has diminished by varied but significant amounts based on the volume of work assigned to each firm and the complexity of the projects assigned. The current 'remaining contract balance is not sufficient to cover the costs anticipated for various ongoing projects such as Mary Brickell Village Drainage Improvements, Downtown Streetscape (west portion) and multiple Miami River Greenway Projects. It is therefore •necessary to enter into Amendment No. 1 with each flan, increasing the agreements by $500,000, from $500,000 to a final not to exceed amount of $1,000,000. (� Budget Impact Analysis • NO Is this item related tb revenue? • YES Is this item an expenditure? Hsu, please identify funding source below. General Account No: Special Revenue Account No: CIP Project No: Various •NO Is this item funded by Homeland Defense/Neiglhbprbood Improvement Bonds? •Start Up Capital Cost: Maintenance Cost Total Fiscal'Impact: CIP • N/A Nkrair GSa•_��inn c Idi",tlatiit. Grants Final Approvals (SIGN AND DATE) Budget N/A Risk Management Dept. Director City Manager Page 1 of }�l•:_'i,'.ilj,.}; i�t tk' °i��i{Si�.b��:,:i•i"4"ri i�Y. ��' Page 97 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 Sample Fact Sheet File ID: Title: Location: Applicant(s): Zoning: Purpose: Finding(s): Planning and Zoning Department Recommendation: Analysis: Planning, Zoning and Appeals Board: Note(s): City Commission: CITY COMMISSION FACT SHEET 10-01096cm PZ.1 A RESOLUTION OF THE MIAMI OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), APPROVING A MODIFICATION TO A DECLARATION OF RESTRICTIVE COVENANTS DATED MARCH 31, 1997 AND RECORDED IN OFFICIAL RECORDS BOOK 17604, PAGES 3735-3770, OF THE PUBLIC RECORDS OF MIAM1-DADE COUNTY, FLORIDA, FOR THE PROPERTY LOCATED AT APPROXIMATELY 1900 BRICKELL AVENUE, MIAMI, FLORIDA. Approximately 1900 Brickell Avenue [Commissioner Marc David Sarnoff - District 2] Carlos J. Girnenez, Esquire, on behalf of Dr. Jorge Suarez -Menendez, Owner 121 Alhambra Plaza, le Floor Coral Gables, FL 33134 (305) 262-4433 TS-R Urban Center Zone (Miami 21) R-3 Multifamily Medium -Density Residential (Ordinance 11000) This proposed modification will amend certain restrictions to the existing covenant. Approval with conditions. See supporting documentation. Recommends approval with conditions on January 19, 2011 by a vote of 9-0. See Exhibit 'Vfor conditions. Deferred on March 24, 2011, May 26, 2011 and July 28, 2011. Page 98 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, andMeetingManagementSystem Requirements RFP No. 472340 Page 99 of 97 Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 20 APPENDIX F: SAMPLE AGENDA Meeting Date and City of Miami City Nall 350Q Pan American Drive Miami, FL 33133 www.miamigov com Meeting Agenda Thursday, April 12, 2012 9:00AM REGULAR DRAFT Meeting f City Hall Commission Chambers Name of City Commission Tomas Regalad®;Mayor Francis Suarez, Chairman Marc David Samof,Uice-Chairman Wifredo jWf fy) Gore. ComnrissionerOistricrOne Frank Camila, Commissioner District Three Michelle Spence -Jones, Commissioner DisrrecrFive JohnnyMardnez, City Manager Julie D. ens, CityAttorney Priscilla; A. Thompson, City Clerk Location of Names of the Page 100 of Last Saved On 3/19/2015 1:50:00 PM GO of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission Meeting Agenda April 12, 2012 ANY PERSON WHO ACTS AS A LOBBYIST PURSUANT TO CITY OF MIAMI ORDINANCE NO, 11469, CODIFIED IN CHAPTER 2, ARTICLE VI OF THE CITY CODE, MUST REGISTER WITH THE CITY CLERK, PRIOR TO ENGAGING IN LOBBYING ACTIVITIES BEFORE CITY STAFF, BOARDS, AND COMMITTEES AND THE CITY COMMISSION, A COPY OF SAID ORDINANCE IS AVAILABLE IN THE OFFICE OF THE CITY CLERK, CITY HALL. ANY PERSON OR ENTITY REQUESTING APPROVAL, RELIEF OR OTHER ACTION FROM THE CITY COMMISSION OR ANY OF ITS BOARDS, AUTHOFUTIES, AGENCIES, COUNCILS OR COMMITTEES CONCERNING ANY ISSUE, SHALL DISCLOSE IN WRITING, AT THE COMMENCEMENT (OR CONTINUANCE) OF THE HEARING(S) ON THE ISSUE THE FOLLOWING INFORMATION: 1. WHETHER ANY CONSIDERATION HAS BEEN PROVIDED OR COMMITTED, DIRECTLY, OR ON ITS BEHALF, TO ANY ENTITY OR PERSON FORM AGREEMENT TO SUPP WITHHOLD OBJECTION TO THE REQUESTED APPROVAL, RELIEF OR ACM 2. TO WHOM THE CONSIDERATION HAS BEEN PROVIDED OR COMMITTE 3, THE NATURE OF THE CONSIDERATION, AND 4, A DESCRIPTION OF WHAT IS BEING REQUESTED IN EXCHANGE FOR TH CONSIDERATION. THE DISCLOSURE FORM WHICH IS AVAILABLE FROM THE CITY CLERK MUST BE READ 114TO THE RECORD BY THE REQUESTING PERSON OR ENTITY PRIOR TO SUBMISSION TO THE SECRETARY/CLERK OF THE RESPECTIVE BOARD. PURSUANT TO SECTION 4{g)(5) OF THE CHARTER OF MIAMI, FLORIDA, THE MAYOR MAY VETO CERTAIN ITEMS APPROVED BY THE crrY COMMISSION WITHIN TEN CALENDAR DAYS FOLLOWING THE COMMISSION ACTION. THE COMMISSION MAY, AFTER THE VETO OCCURS, OVERRIDE SUCH VETO BY A FOUR -FIFTHS VOTE OF THE COMMISSIONERS THEN PRESENT. ANY PERSON MAKING IMPERTINENT OR SLANDEROUS REMARKS OR WHO BECOMES BOISTEROUS WHILE ADDRESSING THE COMMISSION, SHALL BE BARRED FROM FURTHER AUDIENCE BEFORE THE COMMISSION EIY TFIE PRESIDING OFFICER, UNLESS PERMISSION TO CONTINUE OR AGAIN ADDRESS THE COMMISSION BE GRANTED BY THE MAJORITY VOTE OF THE COMMISSION MEMBERS PRESENT. NO CLAPPING, APPLAUDING, HECKLING OR VERBAL OUTBURSTS IN SUPPORT OR OPPOSITION TO A SPEAKER OR HIS OR HER REMARKS SHALL BE PERMITTED, NO SIGNS OR PLACARDS SHALL BE ALLOWED IN THE COMMISSION CHAMBERS. PERSONS EXITING THE COMMISSION CHAMBER SHALL DO SO QUIETLY, THIS PRINTED AGENDA IS DISTRIBUTED AT LEAST FIVE DAYS BEFORE THE MEETING, AND THE MATERIAL IN CONNECTION WITH EACH ITEM APPEARING ON THE AGENDA IS AVAILABLE FOR INSPECTION DURING BUSINESS HOURS AT THE OFFICE OF THE CITY CLERK IN CITY HALL, Al AGENDA OFFICEIMIAMI RIVERSIDE CENTER, OR ON-LINE AT WWW.MIAMIGOV,COM. ANY PERSON WHO SEEKS TO ADDRESS THE CITY COMMISSION ON ANY ITEM APPEARING IN THE FOLLOWING PORTIONS OF THIS AGENDA: 'CONSENT AGENDA", "PUBLIC HEARINGS", OR "PUBLIC DISCUSSION" IS INVITED TO DO SO AND SHALL AS SOON AS POSSIBLE INFORM THE CITY CLERK OF HIS/HER DESIRE TO SPEAK, GIVING THE CITY ray vlliamit P 2 Prim -edam l'2120/2 Page 101 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission Meeting Agenda April12.2012 CLERK HISXHER NAME. AT THE TIME THE ITEM IS HEARD, THAT PERSON SHOULD APPROACH THE MICROPHONE AND WAIT TO BE RECOGNIZED BY THE PRESIDING OFFICER. * * * k * * * * a * rt * * a * * * * s * * * Formal action may be taken on any Kern discussed or added to this Agenda. Any person, or persons, wishing to appeal any decision made by the City Commission whit respect to any matter considered at this meeting or hearing, will require a verbatim record of the proceeding upon which the appeal is based. Any person with a disability requiring auxiliary aids and services, for meetings may call the City Clerk's Office, 2250-5360, with requests at least two business days before the meeting date. Or * * * * * * * * * * a * * * * * * * 4 * *. * The City Commission has established a policy that the lunch recess will begin at the conclusion of deliberations of the agenda item being considered at Noon; further, that Commission meetings shall adjourn (a) at the conclusion of deliberation of the agenda item being considered at 10:00 p.m., unless the time is extended by unanimous agreement of the members of the City Commission then present or (b) at the conclusion of the regularly scheduled agenda, whichever occurs first. This rule does not apply when the City Commission is engaged in its annual budget hearings (Ordinance 9258E). f.4ry c/M *ii ,nab 3 Pr11PiY.rNl'.%„ °0?2 Page 102 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission Meeting Agenda Apri112. 2012 CONTENTS kerns may be heard in the numbered sequence or as announced by the Commission PR - PRESENTATIONS AND PROCLAMATIONS AM APPROVING MINUTES MV - MAYORAL VETOES CA - CONSENT AGENDA item 1 which is comprised of items through may be heard in the number sequence or as announced by the CornmSSOn PH - PUBLIC HEARINGS SR - SECOND READING ORDINANCES FR - FIRST READING ORDINANCES RE RESOLUTIONS BC - BOARDS AND COMMITTEES DI - DISCUSSION ITEMS MAYOR AND COMMISSIONERS° ITEMS M MAYOR'S ITEMS D1 - DISTRICT 1 ITEMS D2 - DISTRICT 2 ITEMS D3 - DISTRICT 3 ITEMS D4 - IDISTRICT 4 ITEMS D5 - DISTRICT 5 ITEMS 00 of Mann Pa -4 Prinuedrot 1,27/1`4/2 Page 103 of Last Saved On 3/19/2015 1:50:00 PM City ofMiami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission Meeting Agenda April 12, 2012 900 AM. INVOCATION AND PLEDGE OF ALLEGIANCE PRESENTATIONS AND PROCLAMATIONS APPROVING THE MINUTES OF THE FOLLOWING MEETtNG: Regular Meeting of March 9, 2012 END OF APPROVING MINUTES MAYORAL VETOES (Pursuant to Section 4(g){5) ct the charter of Miami, Florida, Item(s) vetoed by the Mayor shall be placed by the city clerk as the first substantive item(s) for the commission consideration.) Ceo, 41511-mt PrAParelan .W7,1611. Page 104 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City CI) mission Meeting Agenda April 12, 2012 CONSENT AGENDA Unless a member of the City Commission wishes to remove a specific item front this portion of the agenda, Items CA.1 through CA.(Iast number) constitute the Consent Agenda. These resolutions are self-explanatory and are not expected to require additional review or discussion. 'Ear; °-M "- recorded as individually numbered resolutions,, adopted unanlntouslyf hythe followinc "...that the Consent Agenda comprised of items CA.1 through: CA.(last number) be adopted..." The IPresic ing Officer or City Clerk shall state the following: "Before the vote on adopting items included In the Consent Agenda is taken, is there anyone present Who is an objector Cr proponent that wishes to speak on any item in the Consent Agenda. Hearing none, the vote on the adoption ate Consent Agenda will now be taken, CA.1 RESOLUTION 120250 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO EXECUTE AN Ugar%aentofPolice AMENDMENT TO THE LEASE AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, BETWEEN THE CITY OF MIAMI AND MIAMI-DARE COUNTY, FOR THE NORTH DISTRICT POLICE STATION, LOCATED AT 1000 NORTHWEST 62ND STREET, MIAMI, FLORIDA 33127, TO COMPLY WITH THE FEDERAL EMERGENCY MANAGEMENT AGENCY'S ("FEMA:'') GRANT CONDITIONS OF EXECUTING A MODELACKNOWLEDGEMENT OF CONDITIONS FOR MITIGATION OF PROPERTY IN A SPECIAL, FLOOD HAZARD AREA WITH FEM4 GRANT FUNDS, IN SUBSTANTIALLY THE ATTACHED FORM. RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO ACCEPT AN ASSIGNMENT OF A 'PROFESSIONAL SERVICES AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, FROM JAMES !DEL V'ALLE TO JDV FORENSIC SERVICES, INC., AMENDING THE ORIGINAL PROFESSIONALSERVICES AGREEMENT DATED JUNE 13, 2008. CA.2 12-00259 Department of Police CA.3 12-00.260 Department of Purchasing RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED FEBRUARY7, 2012, PURSUANT TO INVITATION FOR BID NO, 290252, FROM VARIOUS RESPONSIVE AND RESPONSIBLE BIDDERS, FOR THE SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE, FOR THE PURCHASE OF AUTOMOTIVE OILS, LUBRICANTS AND GREASES, ON AN AS -NEEDED CONTRACTUAL BASIS, FOR AN INITIAL CONTRACT PERIOD OF ONE (1) YEAR, WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE-YEAR PERIODS, ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING ADDITIONAL SUPPLIERS TO THE CONTRACT AS DEEMED IN THE BEST INTEREST OF THE CITY OF MIAMI. Ciry:ofhlramr Fag d .gymfardgarr .17:1OJ. Page 105 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 City Commission Meeting Agenda April 42, 2012 CA.6 RESOLUTION 1240290 A RESOLUTION OF THE MIAMI CITY COMMISSIO l,. WITH ATTACHMENTS) CO;DES!GNATING SOUTHWEST 25TH NENUE FROM CORAL WAY/SOUTHWEST 22ND STREET TO SOUTHWEST 27TH STREET, M AMI, FLORIDA, AS 12tFCMARIUS L. ;FERRERO AVENUE;" FURTHER DIRECTING THE ClTi MANAGER TO INSTRUCT THE DIRECTOR OF PUBLIC WORKS TO TRANSMITA COPY OF THIS RESOLUTION TO THE HEREIN DESIGNATED OFFICES. SPONSORS: HONORABLE MAYOR TOMAS REGALADO CHAIRMAN FRANCIS SUAREZ END OF CONSENT AGENDA t �n :,f un2mr Pa 8 Fr i rund cu r 1 tee;*.12012 Page 106 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 City Commission Meeting Agenda April 12, 2012 PH.1 12-0&262 Department ()public FacEitic PUBLIC HEARING RESOLUTION A RESOLUTION OF THE MI,AMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT OF EASEMENT, IN SUBSTANTIALLY THE :ATTACHED FORM, TO FLORIDA POWER AND LIGHT COMPANY A FOR -PROFIT FLORIDA CORPORATION, FOR A PERPETUAL, NON-EXCLUSIVE EASEMENT OF AN APPROXIMATELY TEN (10) FOOT WIDE STRIP OF CITY OF MIAMI ("CITY) OWNED PROPERTY LOCATED AT 1415 SOUTHWEST 32 AVENUE, MIAMI, FLORIDA (ALSO KNOWN AS CORAL GATE PARK), AS MORE PARTICULARLY DESCRIBED IN EXHIBIT "A", ATTACHED AND INCORPORATED, FOR THE CONSTRUCTION, OPERATION AND MAINTENANCE OF ELECTRIC .UTILITY FFCILITIES, WITH THE RIGHT TO RECONSTRUCT, IMPROVE, ADD TO, ENLARGE, CHANGE AND REMOVE ALL OR ANY OF THE FACILITIES AND FOR NO OTHER FACILITIES' INSTALLATIONS UNLESS SPECIFICALLY REQUESTED BY THE CITY, WITHIN SAID EASEMENT. END OF PUBLIC HEARING CV0, cittiuur Fmv 9 Prima on 1'2 `3#r17 Page 107 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 City Commission Meeting Agenda April 12,: 22012 ORDINANCES SECOND READING. Note: Any ,proposed ordinance listed as an item for second reading in this section may be adopted as an emergency measure upon being so determined by the City Commission. SR.1 ORDINANCE SECOND READING 12-00256 AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING CHAPTER 10.1ARTICLE IV OFTi-IE CODE OF THE CITY OF MIAMI, Office of the City FLORIDA, ASAMENDED, ENTITLED "BUILD}NG REGISTRATION OF Attorney VACANT, BLIGHTED, 'UNSECURED OR ABANDONED STRUCTURES", MORE PARTICULARLY BY AMENDING SECTION 106, ENTITLED "ENFORCEMENT' AUTHORIZING LEVY AND COLLECTION OF SPECIAL ASSESSMENT LIENS, AND PROVIDING FOR THE ENFORCEMENT THEREOF, CONTAINING A SEVERABILITY CLAUSE AND PROVIDING FOR AN IMMEDIATE EFFECTIVE DATE. DATE: MOVER: SECONDER: VOTE:. ACTION: MARCH 22, 2012 COMMISSIONER SPENCE-JONES COMMISSIONER CAROLLO AYES: 5 - COMMISSIONER(S) GORT, SARNOFF, CAROLLO, SUAREZ AND SPENCE-JONES PASSED ON' FIRST READING --PASSED airy rfAlYurvf Page 108 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 City Commission Mooting Agenda April12, 2012 SR.2 ORDINANCE SECOND READING 12-00153 AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING CHAPTER 10i ARTICLE IV OF THE CODE OF THE CITY OF MIAMI, CityManager's Office FLORIDA, AS AMENDED. ENTITLED "BUILDINGS/REGISTRATION OF VACANT, BLIGHTED, UNSECURED OR ABANDONED STRUCTURES', MORE PARTICULARLY BYAMENDING SECCTION'10-63 ENTITLED "RESPONSIBILITIES OF OWNERS OF VACANT, BLIGHTED, UNSECURED OR ABANDONED STRUCTURES"', TO ADD METALLIC COVERINGS TO THE L1BT OF MATERIALS USED TO SECURE BLIGHTED, UNSECURED OR ABANDONED STRUCTURES; AND PROVIDINGFOR THE ENFORCEMENT THEREOF; CONTAINING A SEVERAB1LITY CLAUSE, AND PROVIDING FOR AN IMMEDIATE EFFECTIVE DATE. DATE: F EB RUARY 23, 2012 MOVER:. COMMISSIONER GORY SECONDER: COMMISSIONER SPENCE-JONES VOTE: AYES: 4 - COMMISSIONERS) GORT, SARNOFF, SUAREZ AND SPENCE-JONES ABSENT:1 - COMMISSIONER(S) CAROLLO ACTION: PASSED ON FIRST READING -PASSED DATE: MARCH 8, 2012 MOVER: COMMISSIONER CAROLLO SECONDER: COMMISSIONER GORT VOTE: AYES: 5 - COMMISSIONER(S) GORT, SARNOFF, CAROLLO, SUAREZ AND SPENCE-JONES ACTION: CONTINUED --PASSED END OF ORDINANCES - SECOND READINGS Cray nrktrauu Ave d1 P aced at.irsl',10t2 Page 109 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission Meeting Agenda April 1Z 2012 ORDINANCES - FIRST READING Note: Any proposed ordinance listed as an item forfirst reading in this section may be adopted as an emergency measure upon being so determined by the City Commission. FRA 11-00567 (*Manager's Cyjice ORDINANCE TO BE WITHDRAWN BY THE ADMINISTRATION AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING CHAPTER 39/ARTICLE It OF THE CODE OF THE CITY OF MIAMI, FLORIDA„ AS AMENDED, ENTITLED "PEDDLERS AND ITINERANT VENDORS/SIDEWALK AND STREET VENDORS", TO ELIMINATE SIDEWALK AND STREET VENDING WITHIN THE ram AREININ PROHIBMNG VENDING IN THE BISCAYNE BOULEVARD SPECIAL VENDING DISTRICTS AND TO ABOLISH THE LOTTERY SYSTEM AS A MEANS OF ASSIGNING VENDORS TO SPECIFIC VENDING ZONES; CONTAINING A SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE. FIRST READING DATE: JULY 14, 2011 MOVER: COMMISSIONER SARNOFF SECONDER: VICE CHAIR CAROLLO VOTE: AYES: 4 - COMMISSIONER(S) GORT, SARNOFF, CAROLLO AND DUNN II ABSENT: 1 - COMMISSIONER(S) SUAREZ ACTION: DEFERRED -PASSED DATE: OCTOBER 13„ 2011 MOVER: COMMISSIONER SUAREZ SECONDER: VICE CHAIR CAROLLO VOTE AYES: 4-. COM MIS SIONER(S) GORT, SARNOFF, CAROLLO AND SUAREZ ABSENT: 1 - COM MISSIONER(S) SPENCE-JONES ACTION: INDEFINITELY DEFERRED --PASSED Lrly clAfrawi Ave ).2 Prank d 1.27,N.11 Page 110 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 City Commission Meeting Agenda April 12, 2012 FR.2 12-00240 Department of Public Facilities ORDINANCE FIRST READING AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING CHAPTER 2/ARTICLE IX OF THE CODE OF THE' CITY OF MIANII, FLORIDA, AS AMENDED, ENTITLED "ADMINI TRATIONICITY-OWNED PROPERTY, MORE PARTICULARLY BY CREATING SECTION 2779, ENTITLED' SIGNS ON CITY -OWNED PROPERTY;" TO PERMIT THE PLACEMENT OF OUTDOOR ADVERTISING SIGNS ON CITY OF MIAMI OWNED PROPERTY, SUBJECT TO THE APPROVAL OF THE CITY MANAGER AND THE DIRECTOR OF PLANNING AND ZONING; CONTAINING A SEVERABILITY CLAUSE AND PROVIDING FOR AN EFFECTIVE DATE. DATE: MARCH 8, 2012 MOVER: COMMISSIONER CAROLLO SECONDER: COMMISSIONER GORT VOTE: AYES: 5 - COMMISSIONER(S) GORT, SARNOFF, CAROLLO, SUAREZAND SPENCE-JONES ACTION: CONTINUED —PASSED FR.3 ORDINANCE FIRST READING 12. 0033t1 AN ORDINANCE OF THE MIAMI CITY COMMISSION AMENDING: CHAPTER 54/ARTICLE I OF FHE CODE OF THE CITY OF MIAMI, Department of FLORIDA, AS AMENDED, ENTITLED 'STREETS AND SIDEW ALKS//IN O reet Parking GENERAL/PLACING SIGNS ON ANY PORTION OF PUBLIC RIGHT-OF-WAY, STREET OR SIDEWALK SURFACE, MORE PARTICULARLY BYAMENDING SECTION 54-9, BYADDING SECTION (F), TO PERMIT THE PLACEMENT OF SIGNS OR ADVERTISING ON CITY OF M;AMI, OR AN AGENCY OF THE CITY OF MIAMI, OWNED FACILITIES OR FIXTURES LOCATED WITHIN THE RIGHT-OF-WAY; CONTAININGA SEVERABILITY CLAUSE AND PROVIDING FOR AN EFFECTIVE DATE. FR.4 12-00075 Daa+f'rnent of Planning ORDINANCE IMPACT FEES END OF FIRST READING ORDINANCES FIRST READING t77y, 4ftaun Page 111 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission MetinAgenck Apri112, 2012 RE .1 12-00270 Apadment of Fire -Rescue RE.2 12-00263 DepaHment ofPublic Works RESOLUTIONS RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S) ADDING THE AGENCIES OF THE BROWARD COUNTY SHERIFF'S OFFICE AND THE PALM BEACH COUNTY SHERIFFS OFFICE, AS PARTICIPATING AGENCIES IN THE MIAMI URBAN AREA SECURITY INITIATIVE ("UASI") GRANT PROGRAM FISCAL YEAR 2010, PURSUANT TO RESOLUTION NO. 11-0478, ADOPTED NOVEMBER 17, 2011; AUTHORIZINGTHE CITY MANAGER TO EXECUTE MEMORANDA OF AGREEMENTS, IN ,SUBSTANTIALLYATFACHED FORM, WITH THE PARTIESRESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE UASI PROJECT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF F1RE-RESCUE. RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE BID RECEIVED JANUARY 11, 2012, PURSUANT TO INVITATION FOR BIDS NO. 11-12-015, FROM SUPERIOR LANDSCAPING & LAWN SERVICES, INC., THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, FOR THE PROJECT ENTITLED "BISCAYNE BOULEVARD MAINTENANCE CONTRACT, IVI-0039", FOR A ONE (1) YEAR PERIOD, IN AN ANNUAL AMOUNT NOT TO EXCEED $301,730; FURTHER AUTHORIZING FOUR (4) ADDITIONAL ONE (1) YEAR OPTIONS TO RENEW, IN AN ANNUALAMOUNT NOT TO EXCEED 5301,730; ALLOCATING SAID FUNDS, FROMACCOUNT NUMBERS 0001.204000.534000.0.0 AND 00001.207000.534000.0.0, FOR FISCAL YEAR 2012, WITH. FUTURE FISCAL YEAR FUNDING SUBJECT ONLY TO BUDGETARY APPROVAL; AUTHORIZING THE CITY' MANAGER TO EXECUTE A CONTRACT, IN SUBSTANTIALLY THE ATTACHED FORK FOR SAID PROJECT; FURTHERAUTHORIZING THE CITY MANAGER TO EXECUTE SAID OPTIONS TO RENEW SUBJECT TO THE AVAILABILITY' OF FUNDING AND THE CONTRACTOR'S PERFORMANCE. Criy aildeatur Pep. Prtrnedon N2P2.0/1 Page 112 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 12-00342 Department of Managemimt and Budget City Commission Meeting Agenda April 12, 2012 RE.19 RESOLUTION FISCAL YEAR 2010-11 CLOSEOUT BUDGETADJUSTMENTS. END OF; RESOLUTIONS Cr•rm,rAn011m Page 113 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City Commission Meeting Agenda April 12., 2012 BC.1 12-00283 Office of the City BC.2 12-0028-4 Office of tke City aerk BOARDS AND COMMITTEES RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION APPOINTING CERTAIN INDIVIDUALS AS MEMBERS OF THE ARTS AND ENTERTAINMENT COUNCIL FOR TERMS DESIGNATED HEREIN. APPOINTEES: NOMINATED BY: Mayor Tomas Regaled° Mayor Tomas Regaled° Chairman Franc Suarez RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION APPOINTING A CERTAIN INDIVIDUAL AS A MEMBER OF THE BAYFRONT PARK MANAGEMENT TRUST FOR A TERM AS DESIGNATED HEREIN. APPOINTEE: NOMINATED BY: ( BC.3 12430331 Office ofthe City ark Chairman Francis Suarez RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION CONFIRMING THE ELECTION AND APPOINTMENT OF CERTAIN INDIVIDUALS AS MEMBERS OF THE CIVIL SERVICE BOARD FOR TERMS AS DESIGNATED HEREIN. ELECTED REPRESENTATIVES: SEATS REPRESENTED: Sean Moy Seat fri Christine S. Gomez Seat tr2 APPOINTEES: NOMINATED BY: Commission -At -Large Commitsion-At-Large CoMmission-At-Large Pivr 2; 1,17/26L1 Page 114 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 Page 115 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFP No. 472340 City -Commission Meeting Agenda April 12, 2012 BC.20 12-00308 4ffice of the CYO aerk RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION APPOINTING A CERTAIN INDIVIDUAL AS A MEMBER OF THE WATERFRONT ADVISORY BOARD FOR A TERM AS DESIGNATED HEREIN. APPOINTEE: NOMINATED BY: Chairman Francis Suarez END OF BOARDS AND COMMITTEES of,4 Inuit Foga II Prima ralt Page 116 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Managetnent System Requirements RFP No. 472340 City Commission Filesting Agenda April 12, 2012 DISCUSSION ITEMS NOTE: Legislation may result from City Commission consideration of any Commission Discussion item. This portion of the agenda is separately designated as being available for the purpose of providing and securing City °omission information, direction, and guidance In significant pending and concluded matters, including raafters not specifically set forth in this section. It is anticipated that no input from anyone other than the City personnel is needed or expected while the City Commission is considering any matter in this portion of the Agenda; accordingly, no member of the public may address the City Commission during this time. D1.1 DISCUSSION ITEM 12-00017 DISCUSSION CONCERNING THE CITY ATTORNEYS PREPARATION OF VARIOUS RESOLUTIONS FOR CHARTER AMENDMENTS THAT CHANGE THE DATES OF THE CITY OF MIAMI'S ELECTIONS TO COINCIDE WITH COUNTYWIDE ELECTIONS. 01.2 12-00297 Department of Hamm Resources DATE: ACTION: DATE: MOVER: SECONDER: VOTE: MARCH 8, 2012 NO ACTION TAKEN MARCH 22, 2012 COMMISSIONER CAROLLO COMMISSIONER SPENCE-JONES AYES: 5 - COMMISSIONER(S) GORT, SARNOFF, CAROLLO, SUAREZ AND SPENCE-JONES ACTION: DEFERRED --PASSED DISCUSSION ITEM DISCUSSION REGARDING AN ANALYSIS OF ALL THE POSITIONS WITHIN EACH CITY DEPARTMENT TO DETERMINE WHICH POSITIONS SHOULD BE EXCLUDED FROM THE CLASSIFIED SERVICE AND INCLUDED IN THE UNCLASSIFIED SERVICE. END OF DISCUSSION ITEMS Cf.ryqfMiiii Paz,: Ptivesame 3,27.10,12 Page 117 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, andMeetingManagementSystem Requirements RFPNo, 472340 City Commission Meeting Agenda April .12, 2012 MAYOR AND COMMISSIONERS' ITEMS CITYWIDE HONORABLE MAYOR TOMAS REGALADO. END OF CITYWIDE ITEMS CYO, t>fdfianit 33 Printed on 31274012 Page 118 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 City Commission Meeting Agenda April 12, 2012 DISTRICT 1 COMMISSIONER WIFREOO (WILLY) GO END OF DISTRICT 1 Nee 34 Pnntednn 3 27, ..12 Page 119 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNo. 472340 Page 120 of Last Saved On 3/19/2015 1:50:00 PM City of Miami, Agenda, and Meeting Management System Requirements RFPNoe 472340 21 APPENDIX G: SAMPLE HEARING NOTICE CITY OF MIAMI NOTICE OF PUBLIC HEARING Notice to the Public, Subject Property Owners) and Owners of Real Estate within 500 Feet A public hearing will be held before the City Commission as follows: Date: Thursday, April 26, 2012 Time: 2:00 PM Place: City Hall, 3500 Pan American Drive Petition for: File,12-00002ac CLOSING, VACATING, ABAND©NINGAND DISCONTINUING AN ALLEY ABUTTING THE 3860 SW 40 ST, 3880, 3884 & 3890 BIRD AV, 3025 & 3035 SW 39 AV, 3030 & 3040 SW 38 CT, Page 121 of Last Saved On 3/19/2015 1:50:00 PM Accela 7 Appendix B: Price Proposal Schedule Appendix B can be found on the page immediately following this one. © 2015 Accela. Inc. All lights reserved Legislative Management Software RFP #472340 Page 75 of 75 City of Miami, Florida Agenda and Meeting Management System RFP No.472340 Appendix B Price Proposal Schedule INSTRUCTIONS: The Proposer's price shall be submitted on this form "Price Proposal Schedule", and in the manner stated herein. Proposer is requested to fill in the applicable blanks on this form and to make no other marks. If proposing more than one solution, Proposer must complete one Price Proposal Schedule for each solution. 1. Total One -Time Costs for Initial Term (Years 1 through 5) The Proposer shall state its price for providing the Agenda and Meeting Management System as stated in Section 3, Scope of Work. The proposed price shall be a not -to -exceed flat rate and shall include all tasks deemed necessary to provide the system. The proposed price shall include all fees, including one-time and recurring, and value added options. Description Proposed One -Time Cost Year 1 Year 2 Year 3 Year 4 Year 5 1 System Design $0 $0 $0 $0 $0 2 Software (initial cost) $0 $0 $0 $0 $0 3 Hardware $0 $0 $0 $0 $0 4 Installation/Customization $0 $0 $0 $0 $0 5 Data Migration $0 $0 $0 $0 $0 6 Infrastructure $0 $0 $0 $0 $0 7 Training (including all training materials) $0 $0 $0 $0 $0 8 Implementation/Testing $0 $0 $0 $0 $0 9 Maintenance (annual recurring) $70,524 $70,524 $70,524 $70,524 $70,524 10 Administrative/Technical Support $0 $0 $0 $0 $0 11 Travel Expenses $0 $0 $0 $0 $0 12 Other One -Time Costs N/A N/A N/A N/A N/A Total Price For Each Year $70,524 $70,524 $70,524 $70,524 $70,524 Total One -Time Cost for Initial Term (Years 1-5) Total price should be the aggregate price for the five years listed above. $352,620 Notes: 1) The City reserves the right to correct and re -calculate any errors found in Proposer's calculation. 2) Proposer should use a separate paper to itemize any recurring annual and monthly costs for maintenance and support. Include base and optional features, as well as other issues that impact pricing. The total cost for the recurring maintenance cost should match row 9 above. 3) Proposer should use a separate paper to itemize the anticipated travel expenses necessary for this contract. The total cost for travel should match row 11 above. 4) Proposer should use a separate paper to itemize all other one-time costs, including, but not limited to: enhancements, proposes modules, third party software, etc. The total cost for one-time costs should match row 12 above. 2. Option to Renew Years (Two. Five -Year Periods) 1 Miami -Dade County, Florida Agenda and Meeting Management System RFP No.472340 The Proposer shall state its price below for the cost of maintenance and technical support during the optional renewal years. Description Annual Fee Total Price for each 5 Year OTR Period Year 6 Maintenance and Technical Support $70,524 $352,620 Year 7 Maintenance and Technical Support $70,524 Year 8 Maintenance and Technical Support $70,524 Year 9 Maintenance and Technical Support $70,524 Year 10 Maintenance and Technical Support $70,524 Total Price for First OTR Period (years 6-10) Year 11 Maintenance and Technical Support $70,524 $ 352,620 Year 12 Maintenance and Technical Support $70,524 Year 13 Maintenance and Technical Support $70,524 Year 14 Maintenance and Technical Support $70,524 Year 15 Maintenance and Technical Support $70,524 Total Price for Second OTR Period (years 11-15) 3. Additional Services The Scope of Work outlined herein identifies the work that the selected Proposer shall perform under the Agreement. To address future City requests for any additional work; modifications, or changes outside of the scope of work, please provide not -to -exceed hourly rates for personnel who will be assigned to this contract. Personnel Not -To -Exceed Hourly Rates Onsite Training $1,500 per day plus reasonable travel expenses $ $ $ $ $ $ $ $ *Use additional paper if required Notes: 1. The rates above in Sections 1 shall be fixed and firm for the initial contract term. The rates for the option -to -renew years shall be negotiated 90 days prior to the renewal of the contract for each option to renew period. Any extensions to the Agreement will be at the then current rates, 2. All out-of-pocket expenses, including employee travel, per diem and miscellaneous costs and fees, should be included in the Proposer's price, as they will not be reimbursed separately by the City. Refer to CH.112.061 of the Florida Statutes regarding adherence to travel expenses. 3. Sections 1 through 3 will be used to determine the price points for the price criteria as indicated in Section 5.1, Evaluation Criteria of this Solicitation. 4. Notwithstanding the proposed hourly rates in Sections 3 above, the City reserves the right to negotiate the not -to -exceed pricing on a project by project basis, at the City's sole discretion. 5. The positions identified in the table above shall be the same as the key positions identified in the Proposer's proposal. The City expects that the personnel in those positions will be performing the services.