HomeMy WebLinkAboutItem No. 09 Agenda and Meeting Management System SoftwareCity Council Agenda Report
City of Lake Elsinore 130 South Main Street
Lake Elsinore, CA 92530
www.lake-elsinore.org
File Number: ID# 22-156
Agenda Date: 4/26/2022 Status: Approval FinalVersion: 1
File Type: Council Consent
Calendar
In Control: City Council / Successor Agency
Agenda Number: 9)
Agenda and Meeting Management System Software
Approve and authorize the City Manager to execute a five -year Professional Services Agreement with
Prime Government Solutions, Inc. in an amount not to exceed $172,471 for the initial project cost and
five years of ongoing system costs.
Page 1 City of Lake Elsinore Printed on 4/21/2022
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REPORT TO THE CITY COUNCIL
To: Honorable Mayor and Members of the City Council
From: Jason Simpson, City Manager
Prepared By: Candice Alvarez, MMC, City Clerk
Date: April 26, 2022
Subject: Agenda and Meeting Management System Software
Recommendation
Approve and authorize the City Manager to execute a five-year Professional Services Agreement
with Prime Government Solutions, Inc. in an amount not to exceed $172,471 for the initial project
cost and five years of ongoing system costs.
Background
In 2008, the City contracted with Granicus for web streaming City Council, Planning Commission,
Public Safety Advisory Commission (PSAC), and Citizen Corps meetings. In 2013, the City
upgraded the Granicus system to include the legislative management suite, which offered an
automated agenda workflow process that replaced the manual process of creating items,
assigning them to City Council meeting dates, posting agenda packets on the City’s website, and
distributing published agenda packets to the City Council and Commissioners. In 2016, the City
again upgraded the Granicus system to include the meeting efficiency suite, which allowed for
electronic voting. The current agreement with Granicus is in place through November 19, 2022.
On February 28, 2022, the City Clerk issued a Request for Proposals for a new agenda
management system, for which the deadline for vendors to submit proposals was March 28, 2022.
Discussion
The City has maintained the contract for the legislative management suite with Granicus for nearly
nine (9) years. Implementing the automated agenda management solution has allowed the City
to reduce costly resources and staff time in the agenda preparation process. Automating the
workflow helped to keep track of documents, assists in controlling the level of consistency with
documents submitted, saves time in posting the agenda to the web and allows for all city users to
have access to the system to submit agenda items. However, Granicus has lacked customer
support and general upgrades to the system for several years. The needs of the City are not being
met with the current solution and an upgrade is needed.
On February 28, 2022, the City Clerk issued a Request for Proposals for a new agenda
management system, for which the deadline for vendors to submit proposals was March 28, 2022.
Four proposals from Prime Government Solutions, eSCRIBE, CivicPlus, and Dess Technologies
Prime Government Solutions, Inc
Agenda and Meeting Management System Software
April 26,20222
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were received. A team including the City Clerk, Deputy City Clerk, IT Management Analyst,
Community Development Administrative Assistant, and City Clerk Administrative Assistant
viewed demonstrations of all four solutions and narrowed the top vendors to PrimeGov and
eSCRIBE. An additional team including the Deputy City Manager, City Manager’s Office
Administrative Assistant, and the Administrative Services Department’s Senior Accountant
viewed demonstrations by PrimeGov and eSCRIBE and discussed the various options to improve
both current and future processes. The full team unanimously agreed that PrimeGov’s solution is
the best option for an agenda and meeting management solution providing all the capabilities of
the current system and more. PrimeGov will allow the City to improve the level of acces s to
information for all citizens and improve our transparency to the public.
The functions unique to the PrimeGov system include:
The PrimeGov software is 100% cloud-based and can be used from any location without a
VPN (Virtual Private Network) setup or programs or apps to be downloaded to a device.
PrimeGov is integrated with Google Translate which will allow residents to translate the
agenda into over 100 languages with a single click.
PrimeGov is integrated with SwagIt to provide superior video streaming. As a result, streaming
City Council meetings will work on all devices with unlimited live viewers and video storage.
In addition, live indexing of agenda items, motions, votes, video transcriptions, and multi-
language translation will be available when the meeting concludes.
PrimeGov has cloud-based Live Closed Captioning to enhance meeting videos.
PrimeGov offers a complete Zoom video conferencing integration with 100% cloud-based
meeting management tools. That will allow meetings to move into a virt ual environment
instantly if needed and allow elected officials to vote, request to speak or make presentations
securely from offsite locations. The City Clerk’s office will also have remote access to all
meeting management tools including displaying vote results, speaker timers, and the current
motion. In addition, staff can continue to manage community engagement processes including
speaker sign-up or digital comments for a particular public meeting or a specific agenda item.
PrimeGov offers a proprietary API-based software tool for migrating data from Granicus
solutions to allow for a seamless transition between providers.
Fiscal Impact
The cost for data migration, implementation, deployment, and training for the first year amounts
to a one-time cost of $62,600.80. The annual proposed cost for year two is $25,331.04, year three
is $26,597.59, year four is $27,927.47, and year five is $29,323.84. Funds will be budgeted for in
the Information Technology Division budget beginning in the Fiscal Year 2022-23. These costs
amount to a minimum of $20,000 in savings per year.
Exhibits
A – Professional Services Agreement
A2 - Proposal
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AGREEMENT FOR PROFESSIONAL SERVICES
Prime Government Solutions, Inc. (PrimeGov)
Agenda and Meeting Management Software and Services
This Agreement for Professional Services (the “Agreement”) is made and entered into as
of April 26, 2022, by and between the City of Lake Elsinore, a municipal corporation (‘‘City") and
Prime Government Solutions, Inc., a Corporation ("Consultant").
RECITALS
A. The City has determined that it requires the following professional services:
Agenda and Meeting Management Software and Services.
B. Consultant has submitted to City a proposal, dated March 28, 2022, attached
hereto as Exhibit A (“Consultant’s Proposal”) and incorporated herein, to provide professional
services to City pursuant to the terms of this Agreement.
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to perform the services described in this Agreement on the terms and conditions
described herein.
D. City desires to retain Consultant to perform the services as provided herein and
Consultant desires to provide such professional services as set forth in this Agreement.
AGREEMENT
1. Scope of Services. Consultant shall perform the services described in
Consultant’s Proposal (Exhibit A). Consultant shall provide such services at the time, place, and
in the manner specified in Consultant’s Proposal, subject to the direction of the City through its
staff that it may provide from time to time.
2. Time of Performance.
a. Time of Essence. Time is of the essence in the performance of this
Agreement. The time for completion of the professional services to be performed by Consultant
is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently
the professional services contemplated pursuant to this Agreement according to the agreed upon
performance schedule in Consultant’s Proposal (Exhibit A).
b. Performance Schedule. Consultant shall commence the services pursuant
to this Agreement upon receipt of a written notice to proceed and shall perform all services within
the time period(s) established in the Consultant’s Proposal (Exhibit A). When requested by
Consultant, extensions to the time period(s) specified may be approved in writing by the City
Manager.
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c. Term. The term of this Agreement shall commence upon execution of this
Agreement and shall continue until the services and related work are completed in accordance
with the Consultant’s Proposal (Exhibit A).
3. Compensation. Compensation to be paid to Consultant shall be in accordance
with the fees set forth in Consultants’ Proposal (Exhibit A), which is attached hereto and
incorporated herein by reference. In no event shall Consultant’s compensation exceed one
hundred seventy two thousand four hundred seventy one dollars ($172,471) without additional
written authorization from the City. Notwithstanding any provision of Consultant’s Proposal to the
contrary, out of pocket expenses set forth in Exhibit A shall be reimbursed at cost without an
inflator or administrative charge. Payment by City under this Agreement shall not be deemed a
waiver of defects, even if such defects were known to the City at the time of payment.
4. Method of Payment. Consultant shall promptly submit billings to the City
describing the services and related work performed during the preceding year to the extent that
such services and related work were performed. Consultant’s bills shall be segregated by project
task, if applicable, such that the City receives a separate accounting for work done on each
individual task for which Consultant provides services. Consultant’s bills shall include a brief
description of the services performed, the date the services were performed, and a description of
any reimbursable expenditures. City shall pay Consultant no later than forty-five (45) days after
receipt of the annual invoice by City staff.
5. Background Checks. At any time during the term of this Agreement, the City
reserves the right to make an independent investigation into the background of Consultant’s
personnel who perform work required by this Agreement, including but not limited to their
references, character, address history, past employment, education, social security number
validation, and criminal or police records, for the purpose of confirming that such personnel are
lawfully employed, qualified to provide the subject service or pose a risk to the safety of persons
or property in and around the vicinity of where the services will be rendered or City Hall. If the City
makes a reasonable determination that any of Consultant’s prospective or then current personnel
is deemed objectionable, then the City may notify Consultant of the same. Consultant shall not
use that personnel to perform work required by this Agreement, and if necessary, shall replace
him or her with a suitable worker.
6. Suspension or Termination.
a. The City may at any time, for any reason, with or without cause, suspend
or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty
(30) days prior written notice. Upon receipt of such notice, the Consultant shall immediately cease
all work under this Agreement, unless the notice provides otherwise. If the City suspends or
terminates a portion of this Agreement such suspension or termination shall not make void or
invalidate the remainder of this Agreement.
b. In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of termination,
provided that the work performed is of value to the City. Upon termination of the Agreement
pursuant to this Section, the Consultant will submit an invoice to the City, pursuant to Section
entitled “Method of Payment” herein.
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7. Plans, Studies, Documents.
a. Ownership of Documents. All plans, studies, documents, and other
writings prepared by and for Consultant, its officers, employees and agents and subcontractors
in the course of implementing this Agreement, except working notepad internal documents, shall
become the property of the City upon payment to Consultant for such work, and the City shall
have the sole right to use such materials in its discretion without further compensation to
Consultant or to any other party. Consultant shall, at Consultant’s expense, provide such reports,
plans, studies, documents and other writings to City upon written request. City shall have sole
determination of the public’s rights to documents under the Public Records Act, and any third-
party requests of Consultant shall be immediately referred to City, without any other actions by
Consultant. City will not acquire any title copyright or other proprietary rights or Intellectual
Property Rights in the Service or to the source code of the Service including in any materials or
supporting documentation provided under the Service as provided in this Agreement.
b. Licensing of Intellectual Property. The Consultant shall at all times be the
sole owner of all title and Intellectual Property Rights emanating from any intellectual property,
additional coding, data or patents, any discovery, invention, secret process, development,
research or improvement in procedure that may be generated in connection with this Agreement
including, but not limited to, any derivative works and Customer-specific enhancements and
modifications. All intellectual property and other proprietary rights made, conceived or developed
by the Supplier alone or in connection with the Customer in the course of the supply of the Service
shall at all times be and remain the sole and exclusive property of the Supplier along with any
improvement of any process, know-how, technology and any other materials in respect of the
Service to be provided under this Agreement. The City agrees not to remove, modify or use in
any way any of the Consultant’s proprietary marking, including any trademark, product, or service
names or copyright notice, without the prior written consent of the Consultant.
c. Confidentiality. All ideas, memoranda, specifications, plans, procedures,
drawings, descriptions, computer program data, input record data, written information, and other
Documents & Data either created by or provided to Consultant in connection with the performance
of this Agreement shall be held confidential by Consultant. Such materials shall not, without the
prior written consent of City, be used by Consultant for any purposes other than the performance
of the services under this Agreement. Nor shall such materials be disclosed to any person or
entity not connected with the performance of the services under this Agreement. Nothing
furnished to Consultant which is otherwise known to Consultant or is generally known, or has
become known, to the related industry shall be deemed confidential. Consultant shall not use
City’s name or insignia, photographs relating to project for which Consultant’s services are
rendered, or any publicity pertaining to the Consultant’s services under this Agreement in any
magazine, trade paper, newspaper, television or radio production or other similar medium without
the prior written consent of City.
8. Consultant’s Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating to charges for
services, or expenditures and disbursements charged to City for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to Consultant to
this Agreement.
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b. Consultant shall maintain all documents and records which demonstrate
performance under this Agreement for a minimum period of three (3) years, or for any longer
period required by law, from the date of termination or completion of this Agreement.
c. Any records or documents required to be maintained pursuant to this
Agreement shall be made available for inspection or audit, at any time dur ing regular business
hours, upon written request by the City Manager, City Attorney, City Auditor or a designated
representative of these officers. Copies of such documents shall be provided to the City for
inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually
agreed upon, the records shall be available at Consultant’s address indicated for receipt of notices
in this Agreement.
d. Where City has reason to believe that such records or documents may be
lost or discarded due to dissolution, disbandment or termination of Consultant’s business, City
may, by written request by any of the above-named officers, require that custody of the records
be given to the City and that the records and documents be maintained in City Hall. Access to
such records and documents shall be granted to any party authorized by Consultant, Consultant’s
representatives, or Consultant’s successor-in-interest.
9. Independent Contractor.
a. Consultant is and shall at all times remain as to the City a wholly
independent contractor pursuant to California Labor Code Section 3353. The personnel
performing the services under this Agreement on behalf of Consultant shall at all times be under
Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or
agents shall have control over the conduct of Consultant or any of Consultant’s officers,
employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or
in any manner represent that it or any of its officers, employees, or agents are in any manner
officers, employees, or agents of the City. Consultant shall not incur or have the power to incur
any debt, obligation, or liability whatsoever against City, or bind City in any manner.
b. Notwithstanding any other federal, state and local laws, codes, ordinances
and regulations to the contrary and except for the fees paid to Consultant as provided in the
Agreement, Consultant and any of its employees, agents, and subcontractors providing service
under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any
claims to, any compensation, benefit, or any incident of employment by City, including but not
limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution
to be paid by City for employer contribution and/or employee contributions for PERS benefits.
10. PERS Eligibility Indemnification. In the event that Consultant or any employee,
agent, or subcontractor of Consultant providing services under this Agreement claims or is
determined by a court of competent jurisdiction or the California Public Employees Retirement
System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer
contributions for PERS benefits on behalf of Consultant or its employees, agents, or
subcontractors, as well as for the payment of any penalties and interest on such contributions,
which would otherwise be the responsibility of City.
11. Interests of Consultant. Consultant (including principals, associates and
professional employees) covenants and represents that it does not now have any investment or
interest in real property and shall not acquire any interest, direct or indirect, in the area covered
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by this Agreement or any other source of income, interest in real property or investment which
would be affected in any manner or degree by the performance of Consultant’s services
hereunder. Consultant further covenants and represents that in the performance of its duties
hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act
because Consultant:
a. will conduct research and arrive at conclusions with respect to his/her
rendition of information, advice, recommendation or counsel independent of the control and
direction of the City or of any City official, other than normal agreement monitoring; and
b. possesses no authority with respect to any City decision beyond rendition
of information, advice, recommendation or counsel. (FPPC Reg. 18700(a)(2).)
12. Professional Ability of Consultant. City has relied upon the professional training
and ability of Consultant to perform the services hereunder as a material inducement to enter into
this Agreement. Consultant shall therefore provide properly skilled professional and technical
personnel to perform all services under this Agreement. All work performed by Consultant under
this Agreement shall be in accordance with applicable legal requirements and shall meet the
standard of quality ordinarily to be expected of competent professionals in Consultant’s field of
expertise.
13. Compliance with Laws.
a. Consultant shall comply with all local, state and federal laws and
regulations applicable to the services required hereunder, including any rule, regulation or bylaw
governing the conduct or performance of Consultant and/or its employees, officers, or board
members.
b. Consultant represents that it has obtained and will maintain at all times
during the term of this Agreement all professional and/or business licenses, certifications and/or
permits necessary for performing the services described in this Agreement, including a City
business license.
14. Licenses. Consultant represents and warrants to City that it has the licenses,
permits, qualifications, insurance and approvals of whatsoever nature which are legally required
of Consultant to practice its profession. Consultant represents and warrants to City that
Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term
of this Agreement, any licenses, permits, insurance and approvals which are legally required of
Consultant to practice its profession. Consultant shall maintain a City of Lake Elsinore business
license.
15. Indemnity. Consultant shall indemnify, defend, and hold harmless the City and its
officials, officers, employees, agents, and volunteers from and against any and all losses, liability,
claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily
injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law
or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts
or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they
could be held strictly liable, or by the quality or character of their work. The foregoing obligation
of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of
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law arises from the sole negligence or willful misconduct of the City or its officers, employees,
agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents
have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is
understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend
as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance
certificates and endorsements required under this Agreement does not relieve Consultant from
liability under this indemnification and hold harmless clause. This indemnification and hold
harmless clause shall apply to any damages or claims for damages whether or not such insurance
policies shall have been determined to apply. By execution of this Agreement, Consultant
acknowledges and agrees to the provisions of this Section and that it is a material element of
consideration.
16. Insurance Requirements.
a. Insurance. Consultant, at Consultant’s own cost and expense, shall
procure and maintain, for the duration of the contract, unless modified by the City’s Risk Manager,
the following insurance policies.
i. Workers’ Compensation Coverage. Consultant shall maintain
Workers’ Compensation Insurance and Employer’s Liability Insurance for his/her
employees in accordance with the laws of the State of California. In addition, Consultant
shall require each subcontractor to similarly maintain Workers’ Compensation Insurance
and Employer’s Liability Insurance in accordance with the laws of the State of California
for all of the subcontractor’s employees. Any notice of cancellation or non-renewal of all
Workers’ Compensation policies must be received by the City at least thirty (30) days prior
to such change. The insurer shall agree to waive all rights of subrogation against City, its
officers, agents, employees and volunteers for losses arising from work performed by
Consultant for City. In the event that Consultant is exempt from Worker’s Compensation
Insurance and Employer’s Liability Insurance for his/her employees in accordance with
the laws of the State of California, Consultant shall submit to the City a Certificate of
Exemption from Workers Compensation Insurance in a form approved by the City
Attorney.
ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than one million dollars ($1,000,000) per
occurrence for bodily injury, personal injury and property damage. If a commercial general
liability insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
Agreement or the general aggregate limit shall be at least twice the required occurrence
limit. Required commercial general liability coverage shall be at least as broad as
Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed.
11/88) or Insurance Services Office form number GL 0002 (ed. 1/73) covering
comprehensive General Liability and Insurance Services Office form number GL 0404
covering Broad Form Comprehensive General Liability. No endorsement may be attached
limiting the coverage.
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iii. Automobile Liability Coverage. Consultant shall maintain
automobile liability insurance covering bodily injury and property damage for all activities
of the Consultant arising out of or in connection with the work to be performed under this
Agreement, including coverage for owned, hired and non-owned vehicles, in an amount
of not less than one million dollars ($1,000,000) combined single limit for each occurrence.
Automobile liability coverage must be at least as broad as Insurance Services Office
Automobile Liability form CA 0001 (ed. 12/90) Code 1 (“any auto”). No endorsement may
be attached limiting the coverage.
iv. Professional Liability Coverage. Consultant shall maintain
professional errors and omissions liability insurance appropriate for Consultant’s
profession for protection against claims alleging negligent acts, errors or omissions which
may arise from Consultant’s services under this Agreement, whether such services are
provided by the Consultant or by its employees, subcontractors, or sub consultants. The
amount of this insurance shall not be less than one million dollars ($1,000,000) on a
claims-made annual aggregate basis, or a combined single limit per occurrence basis.
b. Endorsements. Each general liability and automobile liability insurance
policy shall be with insurers possessing a Best’s rating of no less than A:VII and shall be endorsed
with the following specific language:
i. Notwithstanding any inconsistent statement in any required
insurance policies or any subsequent endorsements attached thereto, the protection
offered by all policies, except for Workers’ Compensation, shall bear an endorsement
whereby it is provided that, the City and its officers, employees, servants, volunteers and
agents and independent contractors, including without limitation, the City Manager and
City Attorney, are named as additional insureds. Additional insureds shall be entitled to
the full benefit of all insurance policies in the same manner and to the same extent as any
other insureds and there shall be no limitation to the benefits conferred upon them other
than policy limits to coverages.
ii. This policy shall be considered primary insurance as respects the
City, its elected or appointed officers, officials, employees, agents and volunteers.
Any insurance maintained by the City, including any self-insured retention the City may
have, shall be considered excess insurance only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with respect to the limits of
liability of the insuring company.
iv. The insurer waives all rights of subrogation against the City, its
elected or appointed officers, officials, employees or agents.
v. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its elected or appointed officers, officials,
employees, agents or volunteers.
vi. The insurance provided by this Policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits except after thirty (30) days written
notice has been received by the City.
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c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City. At the City’s option, Consultant shall
demonstrate financial capability for payment of such deductibles or self-insured retentions.
d. Certificates of Insurance. Consultant shall provide certificates of insurance
with original endorsements to City as evidence of the insurance coverage required herein.
Certificates of such insurance shall be filed with the City on or before commencement of
performance of this Agreement. Current certification of insurance shall be kept on file with the
City at all times during the term of this Agreement.
17. Notices. Any notice required to be given under this Agreement shall be in writing
and either served personally or sent prepaid, first class mail. Any such notice shall be addressed
to the other party at the address set forth below. Notice shall be deemed communicated within
48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Lake Elsinore
Attn: City Clerk
130 South Main Street
Lake Elsinore, CA 92530
If to Vendor: Prime Government Solutions, Inc.
Attn: PrimeGov Finance
3429 Derry Street
Harrisburg, PA 17111
18. Assignment and Subcontracting. The parties recognize that a substantial
inducement to City for entering into this Agreement is the professional reputation, experience and
competence of Consultant and the subcontractors listed in Exhibit B. Consultant shall be fully
responsible to City for all acts or omissions of any subcontractors. Assignments of any or all
rights, duties or obligations of the Consultant under this Agreement will be permitted only with the
express consent of the City. Consultant shall not subcontract any portion of the work to be
performed under this Agreement except as provided in Exhibit B without the written authorization
of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for
all acts or omissions of those subcontractors. Nothing in this Agreement shall create any
contractual relationship between City and any subcontractor nor shall it create any obligation on
the part of the City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise is required by law.
19. Waiver. Waiver of a breach or default under this Agreement shall not constitute a
continuing waiver of a subsequent breach of the same or any other provision under this
Agreement.
20. Litigation Expenses and Attorneys’ Fees. If either party to this Agreement
commences any legal action against the other party arising out of this Agreement, the prevailing
party shall be entitled to recover its reasonable litigation expenses, including court costs, expert
witness fees, discovery expenses, and attorneys’ fees.
21. Mediation. The parties agree to make a good faith attempt to resolve any disputes
arising out of this Agreement through mediation prior to commencing litigation. The parties shall
mutually agree upon the mediator and share the costs of mediation equally. If the parties are
unable to agree upon a mediator, the dispute shall be submitted to JAMS or its successor in
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interest. JAMS shall provide the parties with the names of five qualified mediators. Each party
shall have the option to strike two of the five mediators selected by JAMS and thereafter the
mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation,
either party may commence litigation.
22. Prohibited Interests. Consultant maintains and warrants that it has not employed
nor retained any company or person, other than a bona fide employee working solely for
Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid
nor has it agreed to pay any company or person, other than a bona fide employee working solely
for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. For breach or violation
of this warranty, City shall have the right to rescind this Agreement without liability. For the term
of this Agreement, no member, officer or employee of City, during the term of his or her service
with City, shall have any direct interest in this Agreement, or obtain any present or anticipated
material benefit arising therefrom.
23. Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee or
applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex
or age. Such non-discrimination shall include, but not be limited to, all activities related to initial
employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or
termination.
24. Prevailing Wages. Consultant is aware of the requirements of California Labor
Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8,
Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage
rates and the performance of other requirements on "public works" and "maintenance" projects.
Consultant agrees to fully comply with all applicable federal and state labor laws (including,
without limitation, if applicable, the Prevailing Wage Laws). It is agreed by the parties that, in
connection with the Work or Services provided pursuant to this Agreement, Consultant shall bear
all risks of payment or non-payment of prevailing wages under California law, and Consultant
hereby agrees to defend, indemnify, and hold the City, and its officials, officers, employees,
agents, and volunteers, free and harmless from any claim or liability arising out of any failure or
alleged failure to comply with the Prevailing Wage Laws. The foregoing indemnity shall survive
termination of this Agreement.
25. Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this
Agreement shall continue in full force and effect.
26. Controlling Law Venue. This Agreement and all matters relating to it shall be
governed by the laws of the State of California and any action brought relating to this Agreement
shall be held exclusively in a state court in the County of Riverside.
27. Authority to Enter Agreement. Consultant has all requisite power and authority to
conduct its business and to execute, deliver, and perform the Agreement. Each party warrants
that the individuals who have signed this Agreement have the legal power, right, and authority to
make this Agreement and to bind each respective party. The City Manager is authorized to enter
into an amendment or otherwise take action on behalf of the City to make the following
modifications to the Agreement: (a) a name change; (b) grant extensions of time; (c) non-
monetary changes in the scope of services; and/or (d) suspend or terminate the Agreement.
Page 10
28. Counterparts. This Agreement may be executed in several counterparts, each of
which shall constitute one and the same instrument and shall become binding upon the parties
when at least one copy hereof shall have been signed by both parties hereto. In approving this
Agreement, it shall not be necessary to produce or account for more than one such counterpart.
29. Entire Agreement; Incorporation; Conflict. This Agreement contains the entire
understanding between the parties relating to the obligations described herein. All prior or
contemporaneous understandings, agreements, representations and statements, oral or written,
are superseded in total by this Agreement and shall be of no further force or effect. Consultant’s
Proposal is incorporated only for the description of the scope of services and/or the schedule of
performance and no other terms and conditions from such proposal shall apply to this Agreement
unless specifically agreed to in writing. In the event of conflict, this Agreement shall take
precedence over those contained in the Consultant’s Proposal.
30. Amendments. This Agreement may be modified or amended only by a written
document executed by both Consultant and City and approved as to form by the City Attorney.
[Signatures on next page]
Page 11
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the
date first written above.
“CITY”
CITY OF LAKE ELSINORE, a municipal
corporation
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
Director of Administrative Services
“VENDOR”
Prime Government Solutions, Inc., a
Corporation
By: Sherif Agib
Its: President
Attachments: Exhibit A – Consultant’s Proposal
Exhibit B – List of Subcontractors
Page 12
EXHIBIT A
CONSULTANT’S PROPOSAL
[ATTACHED]
Page 13
EXHIBIT B
LIST OF SUBCONTRACTORS
[ATTACHED]
Page 14
EXHIBIT C
CERTIFICATE OF EXEMPTION FROM WORKERS= COMPENSATION INSURANCE
I hereby certify that in the performance of the work for which this Agreement is entered
into, I shall not employ any person in any manner so as to become subject to the Workers’
Compensation Laws of the State of California.
Executed on this day of ,20 at ,
California.
Consultant
Page 15
EXHIBIT D
COST PROPOSAL PRICING PAGE
The Pricing Page must itemize the cost to the City for all services to perform the scope of services
outlined in Section IV. A narrative may be attached to clarify any pricing data submitted (e.g. hourly
rates).
INITIAL PROJECT COST
1. Initial Software Licensing Costs:
Software Licensing Costs
(identify licensing terms and conditions (e.g., site license, concurrent
users, per seat)
$
2.
Training:
$
3. Installation Labor $
4. Configuration Labor and Data Migration $
5. Other: $
TOTAL INITIAL PROJECT COST
$
ONGOING SYSTEM COST
1. Annual Software Maintenance Costs $
(for five years of ongoing system maintenance and support and
extended warranties)
Software
2. Other Technical Support/Future Upgrade Costs $
3. Other $
TOTAL ONGOING SYSTEM COST $
PrimeGov Comprehensive Legislative
Management Solution
Proposal for Lake Elsinore, CA
March 28th, 2022
Submitted To:
Candice Alvarez
City Clerk
130 South Main Street
Lake Elsinore, CA 92530
(951) 674-3124 Ext. 269
Submitted By:
Joshua Hurni, Sales Director
PrimeGov
3429 Derry Street
Harrisburg, PA 17111
joshua.hurni@primegov.com
512-347-939
Prime Government Solutions | 3429 Derry Street | Harrisburg, PA 17111 | 1-833-634-6349
Transmittal Letter
Dear Candice Alvarez,
Thank you for the opportunity to help the City of Lake Elsinore upgrade to a cohesive agenda
management system that manages your public meeting processes with the latest, easy-to-use
technology. Prime Government Solutions, Inc. (“PrimeGov”) is familiar with the City’s needs in
part because we have selectively recruited the most experienced team members in the industry.
In fact, we started PrimeGov because we had developed strong relationships with government
staff over the years and we were disheartened by the steady decline in the quality of service and
the lack of technical innovation by the big software providers in this space.
PrimeGov is different because our only focus is on managing the public meeting process. We do
not build websites or other non-legislative products. We live to make clerks’ lives easier. It’s just
what we do. Having that focus means that every day our team is in the field with our clients to
see and hear for ourselves exactly where the legislative process needs automation. Then,
because our development team is not distracted by other products, we quickly build solutions
to meet those challenges. A recent example is the ability to send property notices via postcard
without ever leaving our system.
Here are some of the many ways we stand above the rest:
•Every member of our executive team and board has years of experience working with
clerks. Unlike document management companies or private equity firms, we understand
the pressure staff is under during a meeting and the need for us to respond quickly,
especially when the council and the public are waiting.
•We build our solution on widely used and supported web applications. Technology,
particularly video, has improved dramatically over the last five years; it no longer makes
sense to recreate a video player or storage when Google and Microsoft have spent
billions developing and maintaining their products. Our role as a company isn’t to
recreate the wheel but to adapt software to meet the specific needs of clerks. We offer
seamless, superior integrations with popular, easy-to-use products such as Laserfiche,
YouTube, Word, Zoom, Chrome, and more.
•Our dedication to delivering the best solutions specific to local government frees up
our team to develop software relevant to clerks and members of the public looking for
information. This feature, along with our new Quick Voting solution, is why the City of
Los Angeles contracted with us to replace four of their existing systems with our one.
•PrimeGov’s software is 100% cloud-based and can be used from any location without a
VPN (Virtual Private Network) setup. There are no client-side installations, stream-lining
1
deployment and implementation. PrimeGov's completely virtual environment ensures
business continuity even when faced with the toughest externalities, such as a natural
disaster or a public health crisis.
•PrimeGov’s agenda management system allows for the instant generation of agenda
packets. Compiling and converting various staff reports and attachments into a complete
agenda packet can take hours, but with PrimeGov, this important function happens
immediately.
•The system does an automatic check to ensure that the files of supporting documents
function prior to compiling. If they are corrupt, it identifies the broken file for easy
replacement, saving you hours of time otherwise spent searching for the specific file.
•PrimeGov provides powerful and flexible workflows. Our workflows can be set up to
automate a number of tasks such as appointing citizens to boards or sending emails to
appointees. Furthermore, staff can create a peer review group as part of a workflow that
allows reviewing or editing permissions for staff members without disrupting the
standard approval process.
•PrimeGov’s agenda solution is directly tied to our committee management tool and
allows for direct item approval through the entire agenda process. This means your
workflow and forms controls can be based on specific committee processes. In addition,
items can be pushed all the way through the approval process by automation-based
approval actions.
We are professionally and personally committed to making the City of Lake Elsinore’s
deployment a success. Our implementation plan, flexible training options, and understanding of
your requirements ensure that your system will be widely adopted. Once deployment is
complete, we’ll be there for you with our experienced support staff and stable, modern
technology.
We look forward to working with you so you can see for yourselves how easy PrimeGov is to
use and why our experience, technology, and focus on the legislative process make us uniquely
capable of meeting your requirements.
The proposal and the prices contained therein will remain firm for a period of ninety (90) days
after receipt by the City.
Sincerely,
Joshua Hurni, Sales Director
2
Table of Contents
Transmittal Letter ................................................................................................................................................... 1
Table of Contents ................................................................................................................................................... 3
Proposer Checklist ................................................................................................................................................. 5
Statement of Qualifications ................................................................................................................................. 6
Our Understanding of Lake Elsinore’s Needs ........................................................................................... 6
Proposed Solution .............................................................................................................................................. 6
Why Choose PrimeGov .................................................................................................................................... 6
PrimeGov’s Company History ........................................................................................................................ 7
Key Project Team Members ............................................................................................................................ 9
Project Team ..................................................................................................................................................... 11
References ......................................................................................................................................................... 12
Desired Functionality Matrix (Appendix B) ................................................................................................. 13
Implementation Plan .......................................................................................................................................... 27
PrimeGov Implementation: Methods and Stages ................................................................................. 27
Projected Timeline .......................................................................................................................................... 28
Project Team ..................................................................................................................................................... 28
User Testing ...................................................................................................................................................... 29
Training Plan ..................................................................................................................................................... 30
Training Breakdown ....................................................................................................................................... 32
Scope of Services ................................................................................................................................................. 34
Agenda Automation ....................................................................................................................................... 34
Agenda Compilation and Publishing .................................................................................................... 35
Key Module: Meeting Viewer and Annotations ................................................................................. 37
Meeting Management .................................................................................................................................... 37
Member Voting ............................................................................................................................................ 38
Video Streaming .............................................................................................................................................. 38
Public Portal ...................................................................................................................................................... 39
3
Data Migration .................................................................................................................................................. 39
Global Features and Services ...................................................................................................................... 40
Standard Reports ........................................................................................................................................ 40
Custom Reporting ....................................................................................................................................... 40
Mobile Accessibility .................................................................................................................................... 41
API ................................................................................................................................................................... 41
Integrations ....................................................................................................................................................... 41
PrimeGov x Laserfiche Integration ........................................................................................................ 41
Additional Modules Available: .................................................................................................................... 42
Community Engagement .......................................................................................................................... 42
Committee Management .......................................................................................................................... 42
Live Closed Captioning ............................................................................................................................. 43
Additional Products ........................................................................................................................................ 44
Ongoing Technical Support .............................................................................................................................. 47
Unparalleled Customer Support ................................................................................................................ 47
SaaS Solutions - Data Storage and Backup ............................................................................................ 47
Data Storage ................................................................................................................................................ 47
Data Backup Process ................................................................................................................................. 47
Network Bandwidth and System Requirements .............................................................................. 48
Updates .......................................................................................................................................................... 48
Restore Points and the Restoration Process ...................................................................................... 48
Backup Redundancy and Availability ................................................................................................... 48
SaaS Solutions - Service Level Agreements (SLA) Support Services Contract .......................... 49
Pricing Page (Appendix C) ................................................................................................................................ 51
Cost Proposal Narrative ............................................................................................................................ 51
Acknowledgement of Contract Requirements ........................................................................................... 53
AJA Helo Encoder Information ........................................................................................................................ 54
4
PROPOSER CHECKLIST
This checklist has been provided to assist Proposer in complying with RFP requirements. All items
listed must be included with the proposal. To assist in proposal evaluation, Proposer shall cross-
reference the required item with the applicable page in the proposal.
Proposer shall check off each item as it is assembled into the proposal, enter the page number
where the item can be found in the proposal, detach the checklist from the RFP and submit it as
part of the proposal.
Proposal
Page
One electronic copy of proposal submitted in PlanetBids
Cover Page
Proposer Checklist
Transmittal Letter
Statement of Qualification
Desired Functionality Matrix
Implementation Plan
Scope of Services
Ongoing Technical Support
Pricing Page
Acknowledgement of Contract Requirements
0
5
1
6
13
27
34
47
51
53
5
Statement of Qualifications
Our Understanding of Lake Elsinore’s Needs
At PrimeGov, we take pride in fully understanding your project before it begins. Before project
initiation, we will provide you with a project plan and, if requested, a Scope of Work (“SOW”)
document to support a clear understanding of the project. We are dedicated to providing our
clients with the best software solutions in the local government space as well as the most
knowledgeable implementation teams, a proven training methodology to support wide internal
adoption of the system, and world-class technical support. Our Service Level Agreement
outlines our targeted uptime of greater than 99.95% as measured on a monthly basis. (For more
information, please see Schedule 1 of our standard services agreement.)
PrimeGov’s implementation methodology framework includes planning and discovery,
implementation, and project closure. The discovery period includes comprehensive review and
analyses of the Client’s business processes for agenda and management. Additional discovery
sessions will be held with subject matter experts to map and document workflows, forms, and
documents to drive a successful configuration period and lead into training, go
live, and transition to the support team for on-going, long-term support.
Proposed Solution
The following list is a summary of the proposed PrimeGov modules for the City of Lake Elsinore.
Each module is 100% cloud-based SAAS and our solution’s expandable, modular design can
readily incorporate additional enhancements in the future.
• Agenda Automation: Supports the Lake Elsinore staff in the full lifecycle of the agenda
creation. Starting with the creation of a meeting, an item or even just the user itself,
Agenda Automation will support managing the entire agenda process.
• Meeting Manager: PrimeGov’s module for meetings, managing the roll calls, motions,
votes, minutes, notes actions, video streaming and much more.
o Speaker Management: Control speaker time with the timer.
o Member Voting: Support the council’s need to vote electronically.
o Kiosk: Allow residents to register to vote at the kiosk when attending a meeting
• Video Streaming: Lake Elsinore is looking to have complete transparency with its
residents, which starts with video streaming. PrimeGov’s video module supports live
stream and on demand recording directly to YouTube, creating some of the most
powerful streaming in the market.
Why Choose PrimeGov
6
PrimeGov is led by a team that has been working with local governments for over 20 years. That
experience provides the strongest background in the industry in understanding the needs of
clerks, the checkmarks for IT, the transparency of the council, and the contracting of
procurement.
PrimeGov is in a unique position to offer all the expertise needed to guide Lake Elsinore on this
next step of software automation. Our implementation, project management, and support
teams work solely with local government staff, providing the best possible customer
experience and partnership to our customers.
PrimeGov’s Company History
Prime Government Solutions was founded in 2014 when several jurisdictions—dissatisfied with
their current agenda management software options—began looking for a company committed
to the legislative process. The PrimeGov team came together to solve this problem. We are a
group of leaders that have been serving municipal clerks for more than 20 years. We are
passionate about providing quality products, world-class customer service, and close
collaboration with our clients. We are dedicated to unlocking the potential of municipal
governments through technology, to promoting transparency to empower communities, and to
fostering civic engagement.
Prior to 2014, our team designed and implemented hundreds of legislative management
solutions as founders of Granicus, Inc. Over the years, we have worked hard to develop strong
relationships with government staff throughout the US and Canada and we were disheartened
to see the steady decline in service quality and the lack of legislative focus by the leading
software providers. It’s because of this decline that our founder started developing the PrimeGov
Legislative Management Suite in February 2015. The goal was to utilize the latest technology,
strategic partners, and our decades of experience to bring the best possible legislative
management product to market. By building our solution on widely used and supported
“commercial” web applications and social media, we have been able to rapidly build a single
product that can handle the entire legislative process.
Cities and counties all over the country soon took notice and entered into agreements with us.
In the last six years, we have gone from one client to more than eighty of all sizes: from the City
of Los Angeles to Oklahoma City to Oviedo, Florida.
Our Future is Solid
In March 2021, PrimeGov accepted an offer from Rock Solid Technologies, backed by Strattam
Capital. This has allowed PrimeGov to continue our client-based philosophy while bringing in
additional resources to capitalize on the market opportunities ahead of us.
Rock Solid Technologies provides constituent relationship management (CRM) and citizen
engagement solutions for local government. Founded in 1994, Rock Solid is currently a company
7
of 200+ employees and has headquarters in Austin, TX and San Juan, PR as well as multiple
satellite offices. PrimeGov and Rock Solid first partnered on a deal with the City of San Antonio,
which confirmed the value of a combined solution as well as validated our assessment that an
integrated offering would create the premier digital solution for government.
Bringing the Rock Solid and PrimeGov companies together has allowed PrimeGov to:
• Align our vision and mission with our new parent company
• Strengthen and support our engineering and sales resources
• Continue to scale and grow with our current PrimeGov team in place
We look forward to partnering with Lake Elsinore and working together towards a bright and
successful future.
8
Key Project Team Members
PrimeGov’s leadership has decades of experience in agenda management and this is built into
our company culture and procedures. Our staff leverages this experience as well as their own
expertise to deliver projects in a highly professional and efficient manner.
Please note that project team members are subject to change based on time and resource
commitments. Any staffing changes will be confirmed prior to the start of the project.
Name and Title Project Role Summary
Sherif Agib, President Executive Sponsor Oversees project health and customer
satisfaction.
Ensures customer stakeholders receive
optimal service per agreement.
Larry Thorpe, Technical Lead Implementation
Consultant
Configuration, testing and technical
guidance
Padraig Supple, Project
Manager
Project Manager Primary point of contact focused on
project management, discovery, and
training of overall solution
Sydney Erickson, Support
Analyst, Team Lead
Support Lead Primary point of contact for continued
support
Joshua Hurni, Sales Director Sales Contact Primary point of contact for solution
design and pricing
Sherif Agib
• https://www.linkedin.com/in/sherifagib/
• Education/Certification: AMA Executive Leadership Program
• PrimeGov:
o President, Mar 2021 – Present
o CEO, Mar 2020 – Mar 2021;
o COO, Jul 2019 – Mar 2020
• Other relevant experience:
o Granicus (highest role: VP of Operations) Jul 2008 - Jun 2015
Larry Thorpe
• https://www.linkedin.com/in/larry-thorpe-66418185/
• Education/Certification: Utah State University
• PrimeGov QA/Customer Success Manager, Aug 2018 - Present
• Other relevant employment:
9
o Hyland Software, aka Sire Technology (highest role: Technical Support Manager)
Aug 2011 - Aug 2018
Padraig Supple
• https://www.linkedin.com/in/padraig-supple-64895631/
• Education/Certification: University College Cork (BSc); National University of Ireland,
Galway (MSc)
• PrimeGov Project Manager, Mar 2020-Present
• Other relevant employment:
o Propylon (highest role: Senior Business Analyst) Feb 2013-Mar 2020
Sydney Erickson
• https://www.linkedin.com/in/sydneyherickson/
• Education/Certification: Berklee College of Music
• PrimeGov Technical Support Lead, Jul 2020 – Present
• Other relevant employment:
o Granicus (highest role: Customer Support Team Lead) Sep 2015 – Jun 2019
Joshua Hurni
• https://www.linkedin.com/in/joshuahurni/
• Education/Certification: Seattle University (BA), San Francisco State University (MA)
• PrimeGov Director of Sales, Jun 2018-Present
• Other relevant employment:
o Granicus (highest role: Account Manager) Jan 2014-Jun 2018
10
Project Team
PrimeGov’s leadership has decades of experience in agenda management, and this is built into
our culture and company procedures.
Sherif Agib
President, PrimeGov
July 2019 - Present
LinkedIn
VP of Operations at Granicus
2011-2015.
Over a decade of experience
working with government
professionals.
Padraig Supple
Project Manager
March 2020 - Present
LinkedIn
Former Propylon Sr.
Business Analyst 2013 –
2020.
8 years of experience in
government tech.
Tom Spengler
CEO, Rock Solid Technologies
Nov 2019 - Present
LinkedIn
Member, Board of Directors at
Propylon, Ascendify, and
PrimeGov.
Granicus co-Founder and CEO
1999 – 2014.
20+ years of experience working
with government professionals.
Sydney Erickson
Technical Support Lead
July 2020 - Present
LinkedIn
Former Granicus Customer
Care Engineer and Customer
Support Lead 2017-2019.
Larry Thorpe
Technical Lead
Aug 2018 - Present
LinkedIn
Former Technical Support
Manager for Hyland Software
(Sire)
2011-2018.
10 years of experience in local
government tech.
Joshua Hurni
Director of Sales
Jun 2018- Present
LinkedIn
Former Granicus Account
Manager 2014-2018.
7 years of experience in
local government tech.
11
References
• San Bruno, CA
o Description: San Bruno uses many of PrimeGov’s solutions for its
legislative management needs including: Agenda Automation, Video
Streaming, Committee Management, and Meeting Management (including
Voting)
o Address: 567 El Camino Real, San Bruno, California 94066
o Contact: Melissa Thurman, City Clerk
o Email: mthurman@sanbruno.ca.gov
o Phone: (650) 616-7070
o Go-live Date: 11/2021
• Lake Forest, CA
o Description: The City of Lake Forest uses many of PrimeGov’s solutions
for its legislative management needs: Agenda Automation, Video
Streaming, Committee Management, and Meeting Management (including
Voting).
o Address: 100 Civic Center Dr., Lake Forest, CA 92630
o Contact: Jennifer Connally, Assistant City Clerk
o Phone: 1 (949) 461-3423
o Email: jconnally@lakeforestca.gov
o Go-Live Date: 3/18/20
• Moorpark, CA
o Description: The City of Moorpark uses PrimeGov’s Agenda Automation
solution to streamline their approval process, organize and compile large
agenda packets, and publish the agenda onto the City’s website.
o Address: 799 Moorpark Ave, Moorpark, CA 93021
o Contact: Ky Spangler, City Clerk
o Phone: 1 (805) 517-6200
o Email: kspangler@moorparkca.gov
o Go-Live Date: 7/27/20
12
Item #Description
Mandatory,
Desired,
Optional
Comply
(Y/N/P/F)Detailed Explanation
A-1
Ability to audit all current and
historic actions on documents and
routing
M Y This is standard PrimeGov
functionality.
A-2
Ability to create multiple standard
workflow/ routing templates for
reuse
M Y This is standard PrimeGov
functionality.
A-3 Ability to create ad-hoc workflows
for unusual document processing M Y
PrimeGov's workflow capabilities
allow for complex and customized
designs with multiple workflows.
A-4
Ability for system to alert Clerk if a
staff report is inactive in a
reviewer’s inbox
M Y
This is on our workflow roadmap. The
functionality will be adding deadlines,
which can then default to a
notification.
A-5
Ability to seamlessly merge all
approved items into a final agenda
packet
M Y
PrimeGov’s agenda management
system allows for the instant
generation of agenda packets.
Compiling and converting various staff
reports and attachments into a
complete agenda packet can take
hours, but with PrimeGov, this
important function happens
immediately. Once an agenda and all
its supporting materials have been
added to the system, the Client can
compile them into a packet with the
click of a button.
A-6
Ability to create a summary list of
preliminary agenda items pending
approval for a specific meeting
M Y This is standard PrimeGov
functionality.
A-7
Ability for management to see
upcoming meeting items by various
views (meeting date, date
submitted, department, author,
etc.)
M Y
PrimeGov's search will do a full text
and metadata search. Search filters
include dates, date ranges, titles,
keywords, Committee types, item
types, tracking numbers, sponsors,
and more.
A-8 Ability for Clerk to monitor status
of all in-progress items M Y
The PrimeGov reporting engine allows
users to configure reports on any data
stored in the system, including item
status. Users can filter and re-run
standard reports or save them.
DESIRED FUNCTIONALITY
Specific services and responsibilities to include:
13
A-9
Ability to notify Clerk if an item is
not being reviewed at some point
in the process
D Y
Deadlines can be set on each
workflow step, catering for an email
or auto-route of the workflow based
on time before the meeting cut off or
time since the task was created.
A-10
Ability for system to show a
projected timeline for an item
when the item is being added to
the workflow
O P
Deadlines can we set on meeting
date, response time, or extended
deadline dates for supplementary
document approval.
A-11
Ability to run reports from the
system for user performance and
overall process stats
D Y
The PrimeGov reporting engine allows
users to configure reports on any data
stored in the system. Users can create
“views” using system tools then use
those views to create their own
report. Standard reports are also
provided and include: Agenda
Forecast Committee member reports
Committee Vacancy Reports Vote
Records Attendance Records Audit
report (login, adds, deletes, etc.)
Usage Reports (Items Submitted,
Items Approved, Review Time) All
reports can be exported to (PDF, CSV,
and Excel). Users can filter and re-run
standard reports or save them.
A-12 Ability of system to enforce cutoff
deadlines for submittals of reports M Y
We have a number of ways to
accomplish this including one cut off
for creating an item and one for
adding attachments
A-13
Ability of system to enforce
deadlines on adding or editing
agenda items/titles
M Y This is standard PrimeGov
functionality.
A-14
Ability to allow items to be
processed outside of deadline
parameters (late submittals) with
special approvals/ justifications
M Y This is standard PrimeGov
functionality.
A-15 Ability to categorize items into
categories M Y Workflow activation is partly
contingent on item categorization.
A-16
Ability for the Clerk to rearrange
items on an agenda with
numbering sequences self-
adjusting
M Y PrimeGov features Drag and Drop
that auto renumbers.
A-17
Ability to select an image from a
drop-down list of images in a staff
report
M P
Our strong integration with Office
365 or 2016 makes it easy to paste
images and tables into the staff report
while maintaining the formatting. This
is a key difference for us.
14
A-18
Ability to automatically update the
subject title and recommendation
on the agenda when the staff
report title/recommendation is
changed
M Y This is standard PrimeGov
functionality.
A-19 Ability to create a PDF document
from the final assembled items M Y
The PrimeGov application is
compatible with all major document
processing software, including the
Microsoft Office365 Suite as well as
Adobe PDF Reader and Writer. While
Nitro Pro has not been officially
tested, PrimeGov's solution allows for
.pdf files to be uploaded and
downloaded within the system, so any
other non-Adobe PDF readers can be
used, too.
A-20
Ability to use document templates
to ensure consistent format and
structure of agenda items
M Y
There is no limit to the number of
agenda templates that can be created
in the PrimeGov solution. Multiple
templates can even be created for
individual meeting types. For
example, there could be a regular
meeting and a closed session meeting
for the same body. The Client has
complete control of the templates,
and how they are formatted.
A-21
Ability to add attachments to staff
reports, including ease in switching
out or deleting attachments once
in the system
M Y
We work with all standard formats
and it is very easy to update or delete
them. There are no size limits to our
attachments.
A-22
Ability to upload attachments and
view as one document instead of
viewing each attachment
separately
M Y
This can be accomplished using our
mini-packet, which compiles the item
and its attachments into a single PDF
file.
A-23 Ability to copy or move items from
one agenda to another M Y
Users can copy and move items with
associated attachments among
agendas, future agendas, without
modifying the current item
status. Users have the option to copy
item with or without the attachments,
start a new workflow or copy items in
bulk or individually.
A-24 Ability for author to track where in
the workflow their active item is M Y
PrimeGov Agenda Automation
provides the ability to view the status
of an item and who currently needs to
review and approve.
15
A-25 Ability for author to see past items
they have created M Y
The Task page in PrimeGov Agenda
Automation will allow the originator
to see any item that they submitted
for approval
A-26
Ability for users to pick which
meeting date the document is
intended for
M Y This is standard PrimeGov
functionality.
A-27
Ability for author to add additional
information in a workflow with the
document (Comments, notes, etc.)
M Y
Any standard file type (image, .PDF,
etc.) may be added to the document
as additional information.
A-28
Ability to add warnings and tips as
the workflow is being interacted
with (e.g., "Are all departments
needing to review this on the
workflow?", or "Confirm that you
are ready to submit this item to go
on an Agenda")
D Y This is standard PrimeGov
functionality.
A-29
Ability to create agendas for more
than one meeting body (i.e.
Successor Agency, Planning
Commission, etc.)
M Y This is standard PrimeGov
functionality.
A-30
If system uses internal application
for creating/editing text, have spell
check
M Y
Spell checking would occur via the
browser or if you are using our Word
integration then via Word.
A-31 Ability to insert tables, graphs, and
images into the staff report M Y
Our strong integration with Office
365 or 2016 makes it easy to paste
images and tables into the staff report
while maintaining the formatting. This
is a key difference for us.
A-32
If system uses internal application
for creating/editing text, the ability
to indent, hanging indent, italicize,
bold, underline, and accept a
variety of fonts
M Y
PrimeGov provides flexible formatting
and editing options such as font, size,
indention, bulleted and numbering
lists, drag and drop ordering,
redaction tool. Users also have the
ability to upload or create tables and
graphs, copy/paste from other
documents/software.
A-33
Ability to track what changes are
made from user to user/ by user as
a document moves through the
process (track changes)
M Y Track changes from Word are shown
within the solution.
A-34
Ability to create and use hyperlinks
from within documents to outside
sources of information
M Y This is standard PrimeGov
functionality.
A-35
Ability to identify a new workflow
item by various pick list categories
(e.g., Ordinance, Resolution,
Contract, etc.)
M Y Particular workflows are determined
by pick list categories.
16
A-36 Ability to effectively manage digital
signatures D Y
PrimeGov has the ability to do
individual or bulk signatures on staff
reports.
A-37
Ability to use dual page numbering
for the entire agenda packet and
for attachments to individual staff
reports
D Y
If we're understanding this correctly,
we can include the items page count,
document page count and the entire
compiled document page count.
A-38
Ability to automatically label staff
report by agenda item as well as
individually labeling exhibits/
attachments to staff reports
M Y This is standard PrimeGov
functionality.
A-39
Ability for system to create logical
numbering system for items in a
final agenda packet
M Y
This is standard PrimeGov
functionality. PrimeGov also features
Drag and Drop that auto renumbers.
A-40
Ability to create notifications for
users that they have pending
documents to review
M Y This is a standard feature of the
PrimeGov workflow system.
A-41
Ability to re-notify users when a
document is continuing to await
their review/ coming due
M Y
Deadlines can be set on each
workflow step, catering for an email
or auto-route of the workflow based
on time before the meeting cut off or
time since the task was created.
A-42
Ability of reviewers to return the
document to a previous point in
the process or to the original
author
M Y
Our workflows are completely
customizable and configurable to
meet your specific needs.
A-43
Ability of system to lock files as
they are edited to avoid revision
contention issues
M Y
We are able to accomplish this in a
few different ways. The upcoming
collaboration release will allow real-
time collaboration from all users. You
can also leverage our workflow to
only include a single user, which
essentially locks the document.
A-44
Ability to provide author the option
to be notified when different
events happen in the system --
every time it moves, fails to move,
reaches final
M Y This is standard PrimeGov
functionality.
A-45
Ability to have users redirect
workflows to a proxy when they
are away from the office
M Y
Approval on behalf of someone who is
Out Of Office and Out of Office
options can be turned on by an
administrator.
A-46
Ability to add staff (reviewer)
comments to a workflow which are
outside of the document itself
D Y This is a standard feature of the
PrimeGov solution.
A-47
Ability to add personal comments
to a workflow which are outside of
the document itself viewable only
by
D Y This is a standard feature of the
PrimeGov solution.
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A-48
Ability to generate an e-mail
notifying author and their dept.
head that a particular item failed to
meet the deadline for a particular
agenda
M Y This is a standard feature of the
PrimeGov solution.
A-49
Ability to indicate/auto-fill on the
initial face sheet the Author and
Department Head contact
information.
M Y
Our forms (i.e. staff reports, memos,
etc.) are completely customizable and
configurable.
A-50
Ability of system to embed
hyperlinks in notification e-mails
that lead reviewers directly to item
in the queue.
M Y This is a standard feature of our
PrimeGov workflow system.
A-51 Ability for approvers to review and
approve items remotely M Y
The PrimeGov solution is cloud-based
and can be accessed from any device
with a modern browser and an
internet connection.
A-52
Ability to predefine groups and
alternates in the case of a reviewer
being non-responsive
M Y This is a standard function of the
PrimeGov workflow.
A-53
Ability to return an item to the
author with questions and have it
returned without restarting the
item at the
M Y
Our workflows are completely
customizable and configurable to
meet your requirements.
A-54
Ability to add items to a published
agenda (i.e. written
communications received after the
agenda was posted)
M N
Once the agenda is published,
changes can be made and republished
as the Amended agenda. Following
the Robert's Rules of Order, PrimeGov
does not have the ability to make
changes to published meetings
without republishing.
A-55
Allow content to be imported from
Microsoft Office and/or cut and
paste from web browser
M Y This is a standard feature of the
PrimeGov solution.
A-56
Provide ability to attach documents
and reports to the agenda in
multiple formats (docx, pdf, png,
jpg, pptx, xlsx, etc.)
M Y This is a standard feature of the
PrimeGov solution.
A-57
Boards & Commissions Module -
Application, appointment tracking,
automation, meeting body and
commissioner information, etc.
D Y This is standard PrimeGov
functionality.
A-58
Ability for the public to subscribe
to meeting updates including when
agendas are posted, etc.
M F
PrimeGov can send email
notifications, but we do not currently
have the ability for a resident to
subscribe. This is on our roadmap.
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A-59
Ability for the public to submit
written comments through the
online agenda.
D Y
PrimeGov's Community Engagement
tools allow members of the public to
post written comments online on
individual items or multiple
items. Comments can be added into
Council's agendas.
A-60
Automaton of post-meeting
signature documents (i.e.
automatically routing Resolutions,
Ordinances, and Agreements after
approval.) – signatures must be
verifiable.
D Y
PrimeGov provides automation for
Post-meeting activities such as
ordinance/resolution numbering,
document numbering, tracking,
electronic signatures, redactions,
follow-up activities and approvals.
A-61 Microsoft Office/Office365
Integration M Y
The PrimeGov application is
compatible with all major document
processing software, including the
Microsoft Office365 Suite as well as
Adobe PDF Reader and Writer.
A-62
Customized forms and workflows
for agenda item submission and
approval
M Y
PrimeGov provides powerful and
flexible workflows. PrimeGov's user-
friendly workflows are tightly
integrated with built-in customized
templates/forms, triggering a
workflow process based on multiple
factors. Workflows automate many
tasks approval, collaboration and
editing. Staff can create a peer review
group as part of a workflow that
allows reviewing or editing
permissions for staff members
without disrupting the standard
approval process if permissions allow.
Built-in tools such as comments,
signatures, redaction tools, highlight,
strike through, font, size and
Microsoft Word integration allows
users the editing tools to make their
work easy while allowing for
administrator control and assignment
of roles.
A-63
Ability for form field to include a
drop-down list with either an
image or words that are
automatically replaced with an
image.
M P
We may be able to accomplish this
feature once we have more details on
the requirement. If we cannot do it
exactly that way we are confident we
could meet the goal here.
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P-1
Provide an easy to use online
portal linked from the City’s
website for public access.
M Y
The PrimeGov solution includes a
Public Portal that can be inserted as
an iFrame or a full page from a link
directly within the Client website.
Within the Public Portal, users have
feature functionality that includes
organized public meetings with
agenda, minutes, packets and video
content as well as an advanced search
capability for all meeting content,
including OCR'd PDFs.
P-2
Agenda/documents/video archive
website provides: Full text search,
Print search results, Grouping by
meeting type and body and is
expandable
M Y This is a standard feature of the
PrimeGov Public Portal.
P-3
Provide a system for the legislative
body to cast their votes through
computers (Electronic Voting)
M Y
The Voting solution allows members
of the board to record their own votes
using any web-enabled device. The
Meeting Management interface called
Meeting Viewer also provides a means
for the members to record their vote
during a meeting and offers the ability
to communicate the voting process of
agenda items to the public.
P-4
Ability to collect actions, motions,
and votes during the meeting and
assist in creating the minutes for
the meeting.
M Y
During a meeting, all roll calls,
motions, votes, minutes, notes,
actions, and video streaming can be
performed with
ease. The PrimeGov real-time meeting
management tools provide a single
interface that allows all aspects of the
meeting to be managed, often by a
single user. They also provide options
for citizen engagement: information
about the current item, speakers,
motion information, and votes can be
displayed in the meeting or online via
the Public Portal in real time.
P-5
Ability to record how a vote is
taken, by roll call or by voice, and
display votes when voting is
complete.
M Y
PrimeGov can show the votes in the
minutes and as part of the vote
display. The vote display is
configurable.
P-6 Ability to activate items in any
order desired.M Y
Items can be activated in any order
simply by clicking on the item at the
moment you discuss the item during
the meeting.
20
P-7
Ability to activate individual items
or entire agenda sections (i.e.
Consent Calendar).
M Y This is a standard feature of our
Meeting Management module.
P-8
View all speakers in queue in order
as requested, with agenda item
number to clearly identify what
speaker is going to address.
M Y This is a standard feature of our
Community Engagement solution.
P-9 Add and delete speakers in
Request to Speak Queue.M Y This is a standard feature of our
Meeting Management module.
P-10
Provide hosted audio/video
services and live streaming meeting
video
M Y
PrimeGov's technology provides the
ability to accept captions, broadcast
live, and display once a meeting is
archived. PrimeGov solution also
offers the ability for automated
captions through text to speech
technology. PrimeGov provides full
HD 1080p webcasting and video
archives are available for search on-
demand in multiple web browsers.
PrimeGov is a device agnostic
solution.
P-11
Provide remote meeting option for
both City Council Members and
Public
D Y
We have an integration with Zoom
Business and our voting solution could
be used remotely
P-12 Ability to index the video by
agenda items M Y
The Video/Audio recording is
integrated into the live meeting
module and allows the video to be
easily started, items to be
timestamped, and video to be
embedded into the public portal and
legislative history. All of this is
performed within the same interface
used for running the meeting.
P-13 Ability to archive the indexed
agenda videos for web playback M Y
PrimeGov provides full indexed HD
1080p webcasting and video archives
are available for search on-demand in
multiple web browsers. PrimeGov is a
device agnostic solution.
P-14
Video is compatible for viewing
with a wide variety of desktop and
mobile devices including smart
phones, laptops, and tablets
M Y
We use the YouTube video player
which has multiple bitrates and is very
responsive.
P-15
Video streaming should
automatically compensate the
stream quality according to the
bandwidth of the receiving device
to ensure a stable viewing
experience
M Y
PrimeGov's Video Streaming includes
an integration with YouTube, which
also compensates the stream quality
according to the bandwidth of the
receiving device (i.e. multibit rate).
21
P-16
Mobile solution that allows
designated officials access to
published agenda packets on
mobile devices; including features
to annotate on both the agenda
and
M Y
The annotations are done via the
users own app installed on their
device. They can also access the
documents via the public portal and
Meeting Viewer.
P-17
Ability to auto-publish in html the
final agenda, with no file size limit,
to the City website styled with the
look
M Y This is a standard feature of our
PrimeGov Public Portal.
P-18
Ability to receive, share, and
manage public speaker requests
during the meetings
M Y This would be achieved by using our
Community Engagement solution.
P-19
Ability for staff to take and modify
attendance and roll call at a
meeting
M Y This is standard PrimeGov
functionality.
P-20 Ability to create, configure, and
modify meeting minute templates M Y
PrimeGov provides easy to edit
minute templates with default
options. The PrimeGov system is very
flexible and we encourage clients to
configure it as much as they like and
to take full advantage of its
capabilities.
P-21
Ability to assign attendees from the
attendee list who will be attending
a meeting, voting in the meeting,
or part of the roll call for the
meeting.
M Y This is a standard feature.
P-21
Ability to import agenda into the
minutes application to use for
minutes template
M Y This is standard PrimeGov
functionality.
G-1
Availability to provide immediate
technical assistance support which
is most critical when trying to get
an agenda packet out by the
deadline time frame
M Y
We provide 24/7 support. See service
level agreement provided in the
response.
G-2
Ability for users to log on while not
on network (review from home or
while on the road)
M Y
The PrimeGov solution is 100% web-
based. You can access our solution
from any browser, any device,
anywhere, anytime.
G-3
Ability for users to configure the
look of their interface to the
application
O Y
The system automatically configures
the look of the system based on the
users permissions and what they have
access to see and do within it.
22
G-4
Ability to create hyperlinks on the
agenda to take an outside user
directly to the staff report and
M Y
This is standard functionality within
the PrimeGov solution. In addition,
the internal users can bookmark the
video, allowing the public to jump to a
particular agenda item within the
video.
G-5 Ability to search the system for
items by phrase M Y
The PrimeGov Public Portal has
advanced search options, including of
item keywords and phrases, and all
documents added to the system are
OCR'd for full text/highlighted search.
G-6
Depict Department’s dashboard
view of items: list of all agenda
items that
M Y This is a standard feature of the
PrimeGov solution.
G-7
Enable an approver or reviewer of
an item to see on their dashboard
the list of items they approved or
reviewed and where the items are
in the overall workflow process,
including if/when they are on an
M Y
Identical to the Submitters viewing
capabilities, the other parties who are
invovled in the workflow process of
an item will be able to view the item
and its status at any time in the Task
section
G-8
Ability to natively OCR documents
in order to allow search of text
within document
M Y
Documents are automatically OCR
scanned and converted into
searchable PDFs.
G-9 Permissions can be set on a group
or individual level M Y
The PrimeGov solution has granular
permissions and security settings.
Permissions can be set to meet your
needs based on group or individual
with the ability to go further if
needed.
23
G-10 Provides comprehensive online
help system/user manual M Y
PrimeGov users have access to an
online knowledgebase full of helpful
training videos, manuals, and articles.
The major documentation categories
(e.g., PDFs and webpages) in the
knowledgebase are:-Resolution
Articles (for both Admin and general
users; broken out by product type)-
Product Guides and Administration
(for both Admin and general users;
broken out by product type)-How-To
Articles (for general product
troubleshooting and training)-Product
Updates (for continued
communication and training on
product improvements)-Release
Notes (for communication regarding
product fixes and improvements)-
System Requirements (for Admin and
general users)More details and
examples can be provided upon
award of contract.
G-11 Single Sign-On through Active
Directory Services D Y PrimeGov offers MS Office 365 and
Google SSO.
I-1 Able to integrate with e-mail
systems (Microsoft Exchange)M Y
The system is built and configured to
use the native email account currently
in place. Communication and email
notification are handled within
PrimeGov through the email system
like Outlook or Office365.
I-2
Supports a variety of web
browsers, including Internet
Explorer, Chrome, Firefox, Safari,
and Edge and provides responsive
design for mobile browsers. Please
provide specific versions for
compatible browsers. Include
strategy for maintaining
compatibility as newer versions of
supported browsers are released.
M Y
We no longer support Internet
Explorer because it has been
deprecated by Microsoft. We do
support Edge, Chrome, Safari, Firefox
and other Chromium-based browsers.
We include browser support in our
Agile-based release cadence.
Our recommended browser is Chrome
for best performance. Our supported
Browsers and versions:
• Chrome: version 80 or later
• Internet Explorer: version 11 or later
(not recommended)
• Microsoft Edge: version 80 or later
(Microsoft recommended browser)
• Mozilla Firefox: version 75 or later
24
I-3
Ability to integrate with
functionality of Laserfiche for
seamless depositing of final
agendas into the archive
M Y
PrimeGov has an out-of-the-box
integration with Laserfiche, which is
one major reason why the City of
Rancho Cucamonga selected us via
RFP. Documents can be published to
selected Laserfiche folders when
published from PrimeGov. Laserfiche
folders can be accessed to select files
to upload when adding attachments
to sections and items in PrimeGov.
I-4 Ability to integrate with City’s
website M Y
The PrimeGov Public Portal easily
integrates with our clients' websites
through direct link or iFrame at their
discretion. The search and browse
capabilities for documents and files
would appear seamlessly within the
client's website.
I-5 Provides user-dependent views/
security based on role M Y
The system administrator can create
unlimited and granular roles for the
Client team to view and use the
solution in PrimeGov.
I-6 Provide adequate security to
safeguard documents, processes M Y
We use Windows Defender on end-
user workstations and there are no
servers we directly manage for the
Prime Gov offering.
Per our implementation of NIST SP
800-53 controls, we implement access
controls, change and configuration
management controls, vulnerability
management (in our software using
Sonarqube SAST scanning and Qualys
DAST scanning, and server/OS/3rd
party using Qualys scanning), logging
and monitoring using ELK-based log
analytic, Incident Response with
PagerDuty for incident response
orchestration, CloudFlare for Layer 7
protection at the DNS level, and Azure
DevOps for software change and
configuration management.
I-7
Does the platform make use of a
customer provided Database
Management System (aka SQL
Server)? Iif so, specify
requirements and options
O Y Yes, PrimeGov uses Microsoft Azure
SQL server as the database.
I-8
Is technical support provided with
software (cost and type/ level of
support)?
M Y
We provide 24/7 support. See service
level agreement provided in the
response.
25
I-9 Are upgrades included in the
maintenance price?D Y All software maintenance and
upgrades are included in the offer.
I-10
Ability of system to time out users
due to inactivity of their client
connection (admin configurable
time
D Y This is standard PrimeGov
functionality.
I-11 Proposed solution is hosted by
vendor.D Y
PrimeGov is a 100% cloud-based, SaaS
solution. We host our software on MS
Azure's world-class infrastructure and
media servers.
I-12
Mobile solution that allows
platform- independent review and
approval from tablet devices
(Windows, Android or iOS)
M Y
As a completely web-based
solution, anyone with permissions can
view and access the agendas,
minutes, and supporting documents
from any device that has a
web browser. The solution has been
designed with mobile-first technology
so that the product displays and
scales appropriately depending on the
device the user is viewing it on.
26
Implementation Plan
At PrimeGov, we take pride in fully understanding your project before it begins. Before project
initiation, we will provide the City of Lake Elsinore with a project plan and, if requested, a Scope
of Work (“SOW”) document to support a clear understanding of the project. Although PrimeGov
makes every attempt to provide accurate estimates, it is possible that additional Client
requirements or details can emerge. If new requirements are discovered or additional products
and/or services are required, it may change the estimated cost and timeline provided.
PrimeGov Implementation: Methods and Stages
PrimeGov uses a consultative approach to implementation, and our implementation
methodology framework includes planning and discovery, implementation, and project closure.
The discovery period includes comprehensive review and analyses of the Client’s business
processes for agenda and management. Additional discovery sessions will be held with subject
matter experts to map and document workflows, forms, and documents to drive a successful
Configuration period and lead into Training, Go Live, and Transition to the Support team for on-
going, long-term support.
The project will consist of three distinct stages:
Planning & Discovery
• Kick Off
• Process Review
Implementation
• Configuration & Test
• Training
Project Closure
• Go Live
• Transition to Support
27
Projected Timeline
The estimated project timeline is 24 weeks. The projected timeline can be impacted by changes
to the project scope and based on commitments to the general project requirements.
The PrimeGov Project Manager will work with the Client team during the Planning and
Discovery Phase to identify implementation priorities and may shift the timeline and the timeline
duration based on those priorities.
Project Team
PrimeGov’s Project Team includes a dedicated Project Manager, Implementation Consultant,
and Technical Lead. Throughout the project, our team’s goal is to ensure a successful, on-
time Go Live of the PrimeGov system and long-term successful use. Our team brings industry
best practices and product expertise to all sessions to ensure we are meeting your needs and
working to simplify and improve processes, workflows, committee management, and meeting
management. The PrimeGov Project Manager will be responsible for leading the project to drive
dates, deliverables, and completion of the project. The PrimeGov team will partner with the
assigned Client Project Manager during the entire project cycle to ensure transparency,
accountability, and successful completion of the project.
Client Team
It is important for the Client to create a solid project team for a successful PrimeGov
implementation and wide adoption of the solution. Below are the recommended project team
roles:
1. Project Manager: The Project Manager should be someone who manages the Client
team’s performance of project tasks and secures acceptance and approval of deliverables
from the Client stakeholders. The Project Manager is responsible for communication,
including status reporting, risk management, escalation of issues, and, in general, making
sure the project is delivered on schedule and within scope. The Project Manager will have
signature authority for the acceptance of deliverables by Client. The Project Manager’s
responsibilities will also include, but not be limited to:
a. Collaboration with PrimeGov resources on the project schedule deliverables;
b. Coordination with key stakeholders, representatives, and decision makers;
c. Facilitation of timely decision-making and resolution of issues; and
28
d. Coordination of Client resources for decision-making, project management,
testing, training, etc.
2. System Administrator: The System Administrator should be a person who is closely
involved with the legislative process: from the approval process of legislation to the
creation of minutes. This person should consider him or herself computer-savvy. The
System Administrator is responsible for maintaining the administration tab, managing
the configuration of the system, user management, etc. in PrimeGov. The System
Administrator’s responsibilities will also include, but not be limited to:
a. Collaboration with PrimeGov resources on the project schedule deliverables;
b. Serving as internal resource to PrimeGov users; and
c. Coordination with key stakeholders, representatives, and decision makers.
3. IT Lead: The IT Lead works closely with the Project Manager to ensure that PrimeGov is
deployed properly and helps solve IT issues that might arise.
4. Subject Matter Experts: It is important that Subject Matter Experts—such as the Clerk,
department management and staff, and the City Manager—are an integral part of the
Project Team to consult on the legislative process of the Council, from the approval
process of legislation to the creation of minutes. These people may also be responsible
for indexing the recording during the meeting if video/audio recording is involved.
5. Backup System Administrator: This Backup System Administrator will serve as support
to the System Administrator and preferably has a solid understanding of the legislative
process of the Client jurisdiction—from the approval process of legislation to the creation
of minutes—as well as a good level of technological skills.
User Testing
PrimeGov’s implementation includes walk-throughs and approvals of the system by the Client
for each milestone ("User Acceptance Testing"). Thorough testing is required throughout the
project plan prior to designated walk-throughs and approvals (“Sign-Off”). Prior to training and
overall project completion, end-to-end walkthroughs of the system and approval is required
during the Implementation Stage.
Testing starts with PrimeGov’s comprehensive testing of each area throughout the configuration.
Once testing passes PrimeGov’s standards, the Client and PrimeGov will walk-though the area.
After the walk-through, the Client's user groups will spend time—as a group and as
individuals—continuing to test all areas of the project prior to moving to the next project
milestone. Issues reported are tracked and organized on a templated test case system to ensure
transparency and real-time access to updates and improvements. Issues reported will be fixed
and feature requests will be documented prior to sign-off.
Prior to Training, extensive end-to-end testing will be completed by the PrimeGov team. We
will assign the Client project team members with user acceptance testing for final sign-off and
further familiarity with the PrimeGov solution. Training materials are available at this stage to
enhance the user testing experience prior to final walk-through and sign-off.
29
Training Plan
PrimeGov’s implementation includes comprehensive training courses and written
documentation that will allow the City’s users to learn at their own pace. Our software is not
only easy to install, but easy to use as well. As a result, training requirements are much less
intrusive and time-consuming when compared to other systems.
Please note: due to the health and safety concerns of performing onsite training during the
coronavirus pandemic, all PrimeGov training will be performed remotely until PrimeGov
leadership deems it safe for our team to travel and meet clients onsite.
All remote trainings are recorded and provided to the client at no additional fee. This allows
users to review the material at their own pace and on their own time.
To ensure the proper training of PrimeGov users and administrators, we recommend adherence
to the following guidelines:
• We recommend that at least two individuals be trained as Administrators. These
Administrators should be prepared to attend all training sessions to gain a deep
understanding of all users will be interacting with the PrimeGov system.
• We recommend not more than two people per workstation during training classes to
ensure adequate levels of hands-on experience for each participant.
System Administration Training
We recommend that at least two individuals be trained on system administration. One would
be the primary System Administrator and the other would be the secondary or Backup System
Administrator.
Training really starts during the installation process. PrimeGov project team members frequently
discuss and include system administrators, so they become familiar with all aspects of the
system. Then, several days of formal training take place.
The training will train participants on troubleshooting the software and provide answers for
specific needs or questions.
User Training
User training takes place after installation is complete. This is important because trainings utilize
the newly installed system. Users can immediately begin using the software upon completion
of the end-user training.
Instructional Methods
Training is entirely hands-on and designed to appeal to different user types, learners, and skill
levels. Our basic training model consists of these four parts:
• Explain: The instructor offers students an explanation of the concept and its possible
applications.
30
• Demonstrate: The instructor shows students exactly how to perform the operation or
how the concept works.
• Practice: The students practice the concept using the software.
• Evaluate: The instructor and students review the concept and practice performance.
This gives students a chance to ask questions and give input
Ongoing Training Opportunities
There are multiple training options available after the initial implementation of your solution has
completed. They include onsite training (when permitted), online “webinar” training, training
videos, and written documentation. Clients also have access to our searchable online
knowledgebase, which is constantly updated and expanded and includes how-to videos, helpful
articles, release notes, and much more.
Recommended Offering for Lake Elsinore
As part of system set-up, PrimeGov offers live training sessions through Zoom. The PrimeGov
training package includes up to 15 hours of live training. Our recommended training schedule is
a total of 12.5 hours over a four-day period and is organized to train three user groups: System
Admins, Clerks/Staff and Council Members.
We also include an additional 2.5 hours that can be used for any additional training needs as
determined by the project team. Training hours are valid during the training stage of
implementation and expire two weeks after your first live meeting with PrimeGov.
The table in this document summarizes the recommended training schedule including audiences,
length, and descriptions for each session. This training package is included in the PrimeGov
system set-up fee. In addition to live training, the Client will also have 24/7 access to PDF and
video resources in our support knowledgebase.
Live Training Notes
• Trainings are delivered virtually through Zoom and range between 60-120 minutes per
session.
• Trainings are recorded for future reference and links to recordings will be provided.
• We recommend users be logged into their PrimeGov accounts to follow along
with trainings.
• We recommend System Admins attend all trainings.
• The training schedule outlined below is flexible and can be revised if that is determined
to be desirable and/or necessary by the project managers for Client and PrimeGov.
Training Requirements by Audience
• System Admins: 12.5 hours of training sessions. We recommend Admins attend all
sessions.
• Clerks/Staff: 8 hours of training sessions.
• Council/Committee Members: One 60-minute training session. Members need their
tablet or laptop devices typically used for voting and viewing in documents with them
at these trainings.
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Training Breakdown
Training
Day Audience(s) Training Session Length Description
1 System
Admins
System
Management:
Session 1
90 mins
This is the first of two sessions for system
administrators only. This training will dive into the
Admin area in the PrimeGov system and cover
"maintenance" or "system upkeep" responsibilities
like updating positions/ user access/ meeting roles/
etc.
System
Management:
Session 2
90 mins
This is the second of two sessions for system
administrators only. This training will continue from
the first admin session.
2
Clerks/ Staff,
System
Admins
Building an
Agenda:
Submitting Items
and Managing
Task Lists
90 mins
This session will cover all areas of building an
agenda before the meeting. We'll start with
submitting an agenda item through a form all the
way through managing tasks and moving items
through the workflow to ultimately make it onto the
agenda.
Finalizing an
Agenda and the
Live Meeting
90 mins
This session will cover all areas of finalizing and
compiling agendas to the public before a meeting.
We'll also dive into a live meeting covering your
steps right before the 'go-live' and during the
meeting actions. Come ready to participate and get
familiar with the live meeting system.
Post Meeting
Processes 60 mins
This session will cover post-meeting responsibilities.
Topics like post-meeting clean-up, time stamping
videos, and compiling Minutes and Packets to
publish publicly will all be covered during this
session.
3
Clerks/ Staff,
System
Admins
Mock (short) Live
Meeting #1 120 mins
This will be the first of two practice walkthroughs of
a live meeting. This is interactive, mimicking the
behaviors and actions of a meeting like activating
items, roll call, minutes and motions, etc. Includes
Q/A session.
4
Council
Members
(Council
members
attend only
1 session),
System
Admins
Council/
Committee
Member Training
(Group #1)
60 mins
This session is for the first group of council and
committee members. We will show council members
and committee members how to use the PrimeGov
system for their meeting participation. We'll cover
viewing agenda details along with voting and using
Zoom, if you're virtual. Voting devices are required
for this session for each member. Each member
should attend only one of the council member and
committee member trainings. There should be no
majority of council members present.
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Training
Day Audience(s) Training Session Length Description
Council/
Committee
Member Training
(Group #2)
60 mins
This session is for the second group of council and
committee members. We will cover the same details
as with the first group.
Clerks/ Staff,
System
Admins
Mock (short) Live
Meeting #2 120 mins This will be the second of two practice walkthroughs
of a live meeting.
Misc. TBD TBD 150 mins
This is a 2.5-hour bucket of optional training
sessions to be used at the discretion of the project
team.
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Scope of Services
Agenda Automation and Meeting Management Solution
Agenda Automation
With PrimeGov, you can manage the entire agenda process--from submitting an agenda item
for a meeting to ensuring that the item has all the necessary supporting materials to be heard.
Agenda items can have pertinent item information tracked such as sponsor, background,
speaker, recommendations, etc. All custom fields can be searched and tracked for reporting
purposes.
Agenda items can be moved or copied to another meeting with a full legislative history available.
As items are moved, copied or arranged within the meetings, the numbering and formatting of
the item is automatically adjusted. This makes last-minute changes and item prioritization simple
to handle.
As part of Agenda Automation, PrimeGov includes customizable electronic forms and our
Workflow module. Using this automation, the Client can add an agenda item and send it through
an approval process. This automation provides an efficient and trackable way of making sure
that an item is properly reviewed and ready to be presented at a meeting.
There is no limit to the number of
agenda templates that can be
created in the solution. Multiple
templates can even be created
for individual meeting types. For
example, there could be a regular
meeting and a closed session
meeting for the same body. The
Client has complete control of
the templates, and how they are
formatted.
Documents that are added to an item either directly or through workflow can be in any format
and will have OCR performed on them so they can be searched easily. There is no limit to the
number or type of documents that can be added to an item. They will also be converted to PDF.
There are no proprietary file formats used in the solution.
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Agenda Compilation and Publishing
Once an agenda and all its supporting materials have been added to the system the Client can
compile them into a packet with the click of a button. That packet as well as the agenda can be
published to the Client website with another click of a button. The format for the published
agenda is configurable and includes all of the industry-standard programs such as HTML, PDF,
and Microsoft Word. Both the agenda and the packet are automatically collated for printing or
publishing.
PrimeGov also supports unlimited meeting bodies, allowing each Board and Commission the
unique permission levels to create and publish their own agendas and minutes. Publish dates
can be controlled by each Board and Commission to meet State requirements.
Automatic Electronic Signatures
PrimeGov offers the same functionality that electronic signature solutions like Docusign
provide without the need to manage and login into multiple solutions. The ability to
electronically sign documents within the PrimeGov application is controlled by the workflow
system. Users can designate the signature’s location and the required signee. Moreover,
controls within the workflow allow for iteration and finalization of the document before it
reaches the signatory for final signature. This eliminates the need for multiple steps of
finalizing a document within the document management system as well as needing another
application for electronic signature. PrimeGov offers both functionality within the same process
and in the same system.
Key Module: Workflow
The PrimeGov Workflow module allows for the automation of virtually any business process.
This means that not only can it be used to track and manage the submission of agenda items,
but it can also be configured to automate the processes surrounding meeting such as forward
planning, scheduling, notifications, agenda review, agenda distribution, citizen input, meeting
actions, and staff follow up after the meeting.
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Included Features:
• Automatic initiation of workflow when an action request is submitted electronically
• Automatic text replacement shortcuts such as financial formatting, committee/
councilor names, and title prefaces
• Easy document routing for review and approval
• Automatic notification via email or workflow queue
• Parallel work process
• User friendly administration
• Unlimited workflows can be created to automate any process
• Reporting
• Real-time monitoring of flows to show where action requests are in the process
• Deadlines can be set for tasks to be completed
PrimeGov workflows and security levels are highly flexible and can assign tasks, priorities, and
security at both the individual and group levels. Creating, tracking, and prioritizing an item for
inclusion on the common agenda is simple and efficient when utilizing the workflow’s parallel
work process and real-time status updates. Highly editable, custom workflows would also
allow for easy maintenance of the list of pending agenda items to ensure nothing gets left out
of the next meeting.
The PrimeGov workflow system allows for easy, visual changes to business rules as needs
grow and evolve. These changes can be made without impacting in-flight work. Peer Review
adds an additional level of inter-departmental review prior to moving on to the next approver
in order.
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Key Module: Meeting Viewer and Annotations
The PrimeGov Meeting Viewer is provided with the solution. Meeting Viewer allows users to
view different document types without having to have the native application on their device. It
also allows users to annotate their copy of the agenda and supporting materials. Some of the
annotations included are notes, highlighting, redaction, signatures, and more.
When a user annotates
their copy of the agenda,
they will have their
annotations on the
agenda when they log in
for the meeting. Because
the PrimeGov solution is
100% web-based and
has been designed with
mobile-first technology,
users can access the
system from any device
that has a web browser.
Meeting Management
During a meeting, all roll calls, motions, votes, minutes, notes, actions, and video streaming can
be performed with ease. The PrimeGov real-time meeting management tools provide a single
interface that allows all aspects of the meeting to be managed, often by a single user.
Alternatively, the system
allows members of the
board to record their own
votes using their web-
enabled device. The real-
time meeting tools also
provide options for
citizen engagement.
Information about the
current item, speakers,
motions, and votes can
be displayed in the
meeting or online via the
public portal in real time.
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Citizens can also participate in conversations with other citizens and leave comments about the
meeting as it progresses via the public portal. All the comments, conversations, and information
about the meeting and specific agenda items can be archived and stored or made available to
the public post meeting as part of the meeting page or legislative history if the Client chooses
to do so. In addition, a Speaker Management system is built in that allows for speakers to sign
up for a topic they want to address the board about. Once they begin speaking a user can start
the timer, so they know when their time is up.
Key Feature: Speaker Management
A speaker management interface is included
as part of Meeting Management and includes
a timer that can be displayed in chambers.
Speaker Management can be configured in a
few different ways. Members of the public
that would like to speak on a particular item
can either sign up online, and be automatically
added in the system, or can be manually
added by the clerk or other user that is managing the meeting in the system. How they are
placed in the system is completely up to the Client. Once it is time for the speaker to start talking
the clerk or other user can start the timer. Additional time can be added if needed.
Member Voting
The Meeting Management interface
known as Meeting Viewer also
provides a means for the members to
record their vote during a meeting and
offers the ability to communicate the
voting process of agenda items to the
public. This solution allows voting
members and support personnel the
opportunity to electronically view items
and supporting documentation on the agenda and to electronically cast votes on motions. The
Voting solution provides an automated and effective approach to recording the events of the
meeting to make it easy for the supporting personnel to follow along and manage the meeting
as it is in session.
Video Streaming
The Video/Audio recording is integrated into the live meeting module and allows the video to be
easily started, items to be timestamped, and video to be embedded into the public portal and
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legislative history. The timestamps can also be cross-linked with the relevant agenda item and
its corresponding documents. All of this is from within the same interface used for running the
meeting.
The live stream and on-demand recordings are managed through YouTube’s powerful
distribution platform. One of the advantages to using YouTube is that they provide a free audio-
translation component that can be used for closed captions. The Client will need an encoder to
stream, but all existing cameras, microphones, etc. will work. Through PrimeGov’s encoder
technology, clients have the ability to pass the video signal to other platforms such as PEG
channels and social media platforms.
Public Portal
The Public Portal can be integrated directly within the Client’s website, providing a seamless
look and feel. Constituents can search for and view meeting agendas, minutes, supporting
materials, and video/audio. The portal
also provides the ability for constituents
to search the legislative history of an
agenda item with a unique ID showing
virtually all the information the system
knows about a particular item. This
includes the meeting history, voting
records, speakers, and video specific to
the item. All documents added to the
system about the item are OCR'd for full
text or highlighted search for additional
information.
An internal portal can also be used if the Client would like to publish specific information
internally prior to it being made available to the public.
Data Migration
PrimeGov has developed custom data migration tools to transfer the Client’s data from Granicus
(Legistar) into the PrimeGov system to ensure the Client keeps all its meeting information and
videos. PrimeGov will work with the Client to establish the scope of migration which varies
based on volume of data and current systems. The migration tool can access the data (read-
only) to pull it from the current system and bring it into the PrimeGov system. We conduct each
migration with three stages followed by a validation period. These stages of migration are
meeting records, video uploads and metadata/attachments.
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Global Features and Services
Standard Reports
The PrimeGov reporting engine allows users to configure reports on any data stored in the
system. Users can create “views” using system tools then use those views to create their own
report. Standard reports are also provided and include:
• Committee Member Reports
• Committee Vacancy Reports
• Vote Records
• Attendance Records
• Audit report (login, adds, deletes, etc.)
• Usage Reports (Items Submitted, Items Approved, Review Time)
All reports can be exported to (PDF, CSV, and Excel). Users can filter and re-run standard
reports or save them.
Custom Reporting
The Committee Management module’s robust programming makes generating detailed reports
quick and easy. The custom reports can be tailored to include specific information such as
composition and demographics of the city’s various boards and commissions, including
information pertaining to their gender, race, veteran status, disability status, address, and city
district of residence while still differentiating between applicants and confirmed appointed
persons.
Future developments scheduled for mid-2022 include dedicated Demographic Infographics,
making demographic information easily accessible through the dashboard environment.
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Mobile Accessibility
As a completely web-based solution, anyone with permissions can view and access the
agendas, minutes, and supporting documents from any device that has a web browser. The
solution has been designed with mobile-first technology so that the product displays and scales
appropriately depending on the device the user is viewing it on. PrimeGov is ADA and WCAG
compliant.
API
The PrimeGov Legislative Management Suite is driven by Restful Web Services. This allows
virtually anyone (other software vendors, open data developers) the Client allows to consume
the data available in the system. Access is controlled by the Client and the available “datasets”
are published by the Client, just like publishing an agenda.
Integrations
PrimeGov builds our solution on widely used and supported web applications. Technology,
particularly video, has improved dramatically over the last few years. Our role as a company isn’t
to reinvent the wheel but to adapt software to meet the specific needs of clerks. We provide
out-of-the-box Laserfiche, Zoom, Microsoft Office365 SSO, Google SSO, and YouTube
integrations to pair our best-in-class solutions with our clients’ existing systems.
PrimeGov x Laserfiche Integration
PrimeGov provides an out-of-the-box integration to match our best-
in-class solutions with our clients’ preferred Laserfiche document
management software. More than 20% of PrimeGov clients opt to use this integration in their
solutions. This integration helps our customers manage their documents and link with their
existing software solutions.
The PrimeGov integration with Laserfiche provides two primary features:
• Documents, and their related metadata, can be published to selected Laserfiche folders
when pulled from PrimeGov
• Laserfiche folders can be accessed to select files to upload when adding attachments to
sections and items in PrimeGov
Our solution removes the need for users to manually download files from one system to place
in the other. We save our users time and reduce the risk of errors due to manual work. In addition,
the mapping of metadata when publishing documents from the PrimeGov system into Laserfiche
provides even more time saving and error reduction, ensuring data is accurate and present in all
files.
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Additional Modules Available (not included)
Community Engagement
Improving community engagement options is core to the PrimeGov mission. We believe
technology can improve communications between elected officials and their local community.
The Community Engagement module includes the following:
Key Feature: Community Comment
This software creates a public portal for citizens to comment on individual agenda items.
The comments are text-based and a character limit can be established to replicate the
time limit used for public speakers when meetings are in person. All comments will be
aggregated into a simple report and provided to elected officials. Comments are not
publicly viable until they are published by the agency during or after the meeting.
Key Feature: Community Request-to-Speak
The Request to Speak functionality allows community members to sign up to request to
speak for any agenda item. The software will manage the sign-up and provide an ordered
list of public speakers that can be called on during the meeting.
Key Feature: Kiosk View
The Kiosk View functionality is a tablet-based kiosk view, which allows community
members to sign up to speak quickly and easily in meetings.
Committee Management
PrimeGov has integrated the management of boards and commissions as a core part of our
solution. It is not a separate module or an afterthought, it’s built right in. Viewing, editing, and
adding committees, boards, members, or positions, has never been easier. In one succinct view,
a user can take care of all committee tasks efficiently and effectively. They can quickly create
initial and subsequent terms, and even split terms if a seat becomes vacant mid-term.
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Customers can create meetings customized to a committee's schedule, including the ability to
specify the exact cadence, time, and location of meetings. Once the meeting is scheduled, the
PrimeGov Committee Management will keep committee members regularly informed about
their upcoming meetings.
Committee members
have access to their
schedule and meeting
materials on their mobile
device so that they are
always informed
wherever they go.
Integrating Committee
Management as a core
piece of the software
allows an unlimited
number of meeting types
to be created for each committee. Each meeting type can have a variety of templates (agenda,
minutes, action summary, confidential, etc.) that allows for maximum flexibility without
duplicating data entry or administrative efforts.
Live Closed Captioning
Clients may choose to take advantage
of PrimeGov’s cloud-based Live Closed
Captioning offering to enhance their
meeting videos. Automated closed
captioning is available without the
purchase of any additional equipment
and increases accessibility and
transparency for constituents.
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Additional Products (not included)
PrimeGov works closely with Rock Solid to make the necessary functions of government easier
and more efficient. The following solutions are two other products that readily complement the
PrimeGov solution and may help the City in other areas:
Rock Solid’s Streamline solution is specifically designed to provide the City with a centralized
system of receiving, managing, and responding to PRR and FOIA. As an accelerator product,
Streamline combines the built-in value of a software product and the flexibility of custom
development. Unlike fully custom-built solutions, this proposed solution can be quickly
implemented within 2-4 weeks to make a tangible difference in operations.
Streamline’s main features include:
•A multi-language (English/Spanish) solution platform in the Software as a Service
(SaaS) model that incorporates record and document management, workflow
automation, performance metrics, MS Excel integration, built-in alerts, electronic
messaging, mobile compatibility, improved security and best practices.
•A web, desktop and mobile compatible, public portal to enable residents, business and
media to easily submit public record requests and access self-service capabilities to
manage profile, see notifications, track status of request and download responsive
documents.
•A web, desktop and mobile compatible, staff portal with built-in dashboard and
reporting capabilities that enables staff to receive interact with requestor, collaborate
with other departments and process requests while streamlining the process with
automated workflows.
•An Extensible API for bi-directional integrations such as MS SharePoint, Outlook,
Active Directory, and more
•Reliable and consistent service delivery measurements across all functions, and
advanced reporting and dashboard capabilities.
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ONEVIEW
Rock Solid’s OneView CRM for D365 is a web-based civic relationship management product
that will provide the City with a centralized system of record for storing and managing citizen
information. It will allow City users to log and track citizens’ inquiries and requests. It will also
provide functionality to create and send assignments to each City department responsible for
providing the service. Field workers and citizens will have online access to their cases and
assignment status. With OneView CRM for D365, citizens may present their inquiries or
requests through a variety of channels, including a City-branded mobile app, a self-service
portal, and social media. Built using the Microsoft Dynamics365 CRM platform (Microsoft’s
latest version of CRM), OneView CRM for D365 provides a comprehensive knowledge base to
help City staff answer questions and resolve requests. Its native integration to Microsoft Office
365 provides a seamless experience for managing email communications and reporting.
Rock Solid’s OneView solution gives the City a purpose-built, highly configurable solution that
combines the deep functionality of an omni-channel enterprise CRM built on D365 at an
affordable price point with an extensible mobile platform that is future ready. The robust
integration layer utilizes an (optional but proposed) enterprise service bus to connect existing
systems for additional value. The proposed solution offers:
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• An upgrade to the existing system utilizing a Software as a Service (SaaS) platform
that incorporates existing workflows and best practices.
• Intake and resolution of service and information requests from residents and customers
with an omni-channel approach (e.g., website, mobile app, phone call, text, email, and
chat), including self-service capabilities.
• A unified identity for each new customer and ability to consolidate multiple customer
accounts into one unified account for each existing customer via an authentication
and/or identity service.
• Rock Solid Integration Engine for out of the box bi-directional integrations (GIS, Infor,
MUNIS, MS SharePoint, ActiveNetwork, Outlook, LDAP, and more), provides a future
proof approach.
• Reliable and consistent service delivery measurements across all functions, and
advanced reporting and dashboarding capabilities.
• A robust knowledge base developed in coordination with the City, containing a wealth
of information regarding the City and its services, which can be used to research issues,
retrieve department and service data, and enable rapid responses to requests for
information.
• English/Spanish capabilities across interface platforms, including the native app using
the phone’s language to present the appropriate language.
• Complementary benefits available when deploying our product in existing Microsoft
environment.
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Ongoing Technical Support
Unparalleled Customer Support
PrimeGov insists that customers always have access to staff and resources to ensure an
outstanding customer experience. Our support team is located primarily in Colorado and are
staffed with the needs of local government in mind. Regular Support Services are provided
between 5:00 am and 5:00 pm Pacific Time, Monday through Friday. On-call and emergency
support are provided outside of regular Support Service hours online and by phone.
In addition to contacting the support team by phone and email, PrimeGov provides a searchable
online knowledge base for all its clients as part of their services. The knowledge base is available
on the same website as our support ticket management system, making the PrimeGov support
portal a one-stop shop. The documentation provided includes product updates, technical
assistance, tutorials, and more. The content is regularly updated and expanded, and each article
contains links to related articles for increased navigation.
SaaS Solutions - Data Storage and Backup
Data Storage
PrimeGov provides unlimited data storage for its clients as part of our standard solution
offerings. Clients will never have to worry about running out of storage space or needing to
upgrade to a larger data storage package.
Data Backup Process
All data is backed up and stored in multiple locations in real-time. Databases have Point in Time
Restore up to 35 days. This means we can restore to any minute within the last 35 days. After
that, restorations are saved weekly up to 6 months. Individual files have Point in Time Restore
up to 2 days and daily backups for 30 days afterwards.
PrimeGov hosts all data in Microsoft Azure, which is a Tier 4 data center, and all connectivity is
automatically managed by the Azure infrastructure. Azure guarantees a permanent data failover.
Extra data backups are available upon request. Clients may also export data to external devices
for additional storage.
PrimeGov follows the standard protocols for recovery stated by Azure. PrimeGov uses HTTP2
protocol, so all communication between the client and server is secure and encrypted. Our
database, backups and other data at rest is stored on Azure resources that have automatic
encryption on all the elements.
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Network Bandwidth and System Requirements
The entire application is web-based, so there are no minimum bandwidth requirements for web
application usage. For video viewing, each user would use 5 Mbps as it’s a 720p stream.
Bandwidth requirements per client are dependent on user usage.
With mobile accessibility in mind, PrimeGov has been designed to run on any device that can
support the latest web browsers including Chrome, Safari, Microsoft Edge, and more.
Updates
PrimeGov provides an average of 24 releases per calendar year. Our software handles all
upgrade related activities and requires no action from the customer. PrimeGov has an Agile
approach, releasing new versions (updates) to the server every two weeks.
All updates are automated using Microsoft automation tools. All release notes and update
information is freely accessible and stored in our online knowledge base. If a patch is defined as
a hot fix and has a heavy impact on customers, it will be released as soon as possible with little-
to-no down time. Please see the Support Services Agreement (Schedule 1 of the Services
Agreement) for more information.
SaaS Business Continuity and Disaster Recovery
Restore Points and the Restoration Process
All data is backed up and stored in multiple locations in real-time. Databases have Point in Time
Restore up to 35 days. This means we can restore to any minute within the last 35 days. After
that, restorations are saved weekly up to 6 months. Individual files have Point in Time Restore
up to 2 days and daily backups for 30 days afterwards.
PrimeGov hosts all data in Azure and all connectivity is managed by the Azure infrastructure
automatically. Azure guarantees a permanent data failover and PrimeGov follows the standard
protocols for recovery stated by Azure. There is no need to migrate service or data because the
data is multiple locations already, thereby minimizing any disruptions or inconveniences due to
outages.
Backup Redundancy and Availability
PrimeGov is organized as 3-layer module program with supporting microservices. Components
are deployed to either a Windows-based Virtual Machine, with specifications determined by
workload and re-evaluated regularly, or to a computational platform such as Azure Functions or
Azure AppService. These provide models for autoscaling based on demand to ensure low
response times. All application code is written in .NET Framework or .NET Core, and deployed
to the most recent available version of Microsoft Windows Server.
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PrimeGov data architecture focuses on attaining 4th normal form in database normalization, and
leverages foreign key and other database constraints to ensure consistency.
SaaS Solutions - Service Level Agreements (SLA) Support Services
Contract
SCHEDULE 1 – Support Services Contract
This Support Services Contract describes the expected performance of the PrimeGov Service, the procedures for reporting an issue, and
expected turnaround time on issues reported.
1. Service Uptime Target. PrimeGov has a target uptime of >99.95% measured on a monthly basis. This time excludes any planned
maintenance that have been identified to the Customer. PrimeGov shall give a minimum of two (2) business days’ notice for planned
maintenance updates. Planned maintenance will be targeted to occur between 11:00 pm Pacific Time on Thursday to 02:00 a.m. Pacific
Time on Friday. Update notes are published as part of the maintenance notification, highlighting new features, improvements, and
bug fixes. Maintenance time frames are subject to change by PrimeGov, and proper notification is provided to the Customer within
the minimum two (2) business day period.
2. Reporting an Issue.
a. Contact Details. At PrimeGov, we built our support system with alerts to anticipate any service disruption so that our
Customer Success team can address any technical items before they become an issue for our customers. In the case where
a Customer discovers an issue, or the Service is unavailable, the Customer should notify the PrimeGov Customer Success
team through one of the following channels:
i. Entering a ticket in the help desk system at support.primegov.com.
ii. E-mailing the Customer Success team directly at support@primegov.com.
iii. Calling the Customer Success team at 1-833-634-6349.
b. Hours of Coverage. Regular Support Services are provided between 5:00 am and 5:00 pm Pacific Time, Monday through
Friday. On-call and emergency support are provided outside of regular Support Service hours online and by phone. More
specifically, the hours are as follows:
i. Call for phone support. Phone support is available twenty-four (24) hours a day, seven (7) days a week by calling
1-833-634-6349.
ii. Enter an issue in the help desk system. This service is available twenty-four (24) hours a day, seven (7) days a
week at support.primegov.com.
iii. Email an issue to the Customer Success team. This service is available twenty-four (24) hours a day, seven (7)
days a week.
c. Customer Priority Identification. The Customer will supply their determined priority for each support item logged in
accordance with the following Priority Code:
PRIORITY CODE DESCRIPTION
P1 - Critical The problem is impacting all Users by the Service being unavailable with no work-
around available.
P2 - High The problem is impacting a significant number of Users and is causing a significant
business impact, where there is no work-around available.
P3 - Moderate The problem is impacting a small number of Users and is causing a minor business
impact or is causing a significant business impact, but there is a workaround
available.
P4 - Low Non-service affecting defect. Non-urgent or cosmetic problems, queries, causing
inconvenience only.
3. Resolving an Issue
a. Steps to Resolution.
i. PrimeGov Customer Success staff will analyze the issue and revert to the Customer with an assessment of the
issue.
ii. The issue will then result in one of the following actions:
1. The PrimeGov Customer Success staff will send a set of steps to close the issue with associated times.
2. PrimeGov Customer Success staff will ask for more clarification/ information on the issue.
3. PrimeGov Customer Success staff may discuss the priority of the issue.
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4. The Customer and the PrimeGov Customer Success staff will mutually agree to close or reprioritize
an issue.
iii. If a support issue is closed because it has been successfully resolved, then PrimeGov Customer Success staff will
provide a brief description of the final solution to the Customer.
b. Target Response Time. PrimeGov will aim to provide the Customer with a response within a specific time limit based on
the agreed Priority Code of the Support Issue (a “Target Response Time”). The following Target Response Times are within
the hours of coverage:
PRIORITY CODE DESCRIPTION TARGET RESPONSE TIME <
P1 Critical 30 minutes
P2 High 1 hour
P3 Moderate 2 hours
P4 Low 40 hours
4. Problem Escalation. A Support Call’s Priority Code may be escalated by either the Customer or PrimeGov, if it is found to be more
business critical than first realized or if the steps to resolve are proving unsatisfactory. In the event of escalation, the following contacts
from PrimeGov should be called:
ROLE NAME CONTACT EMAIL
Technical Support Lead Sydney Erickson sydney.erickson@primegov.com
Technical Support Director Larry Thorpe larry.thorpe@primegov.com
President Sherif Agib sherif@primegov.com
5. Minor Enhancements. Requests by the Customer for minor enhancements or changes to the Service not relating to a defect or error
inherent in the Service will be considered on a case-by-case basis and will be included under this Agreement at the sole discretion of
PrimeGov if in the PrimeGov software product roadmap.
6. Knowledge Base. PrimeGov provides a searchable online knowledge base for questions and issue resolution is available at
support.primegov.com. The documentation provided includes product updates, technical assistance, and tutorials. The content is
regularly updated and expanded and each article contains links to related articles for increased navigation. The knowledge base is
available on the same website as the support ticket management system for ease-of-use.
7. Exclusions
a. Requests by the Customer for significant enhancements or changes to the Service not relating to a defect or error inherent
in the Service will be excluded from this Agreement and will be managed separately.
b. PrimeGov is only obliged to provide the Support Services with respect to the then current version of the Service. If PrimeGov
provides Support Services for older versions/releases, this is done without obligation on an “as-is” basis at PrimeGov’s sole
discretion and without any service level applying and PrimeGov may make the provision of further Support Services for
older versions of the Service subject to the payment of additional fees.
c. Any alteration, modification or maintenance of the Service by the Customer or any third party which has not been
authorized in writing by PrimeGov.
d. Any failure by the Customer to implement any recommendations, solutions to faults, problems or updates previously
advised or delivered by PrimeGov to the Customer.
e. Either Party being subject to Force Majeure.
f. The Customer’s failure, inability or refusal to allow PrimeGov’s personnel proper and uninterrupted access to the Service.
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Pricing Page (Appendix C)
Cost Proposal Narrative
Initial Project Costs
• Initial Software License provides unlimited user access to the following modules:
o Agenda Automation
o Meeting Management
o Video Stream
o Member Voting
o Laserfiche Integration
• Training (15 hours, remote)
• Installation Labor includes the following set up
o Agenda Automation (4 Meeting types, 2 workflows, and 2 forms)
o Meeting Management (4 Meeting types)
o Video Stream (1080p, unlimited meetings)
o Member Voting (5 members)
o Laserfiche Integration
• Data Migration (up to 680 meetings or $12.50 per meeting)
Please see Cost Proposal sheet on the next page.
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Page 15
EXHIBIT D
COST PROPOSAL PRICING PAGE
The Pricing Page must itemize the cost to the City for all services to perform the scope of services
outlined in Section IV. A narrative may be attached to clarify any pricing data submitted (e.g. hourly
rates).
INITIAL PROJECT COST
1.Initial Software Licensing Costs:
Software Licensing Costs
(identify licensing terms and conditions (e.g., site license, concurrent
users, per seat)
$
$
$
2.Training: 15 hours remote
3.Installation Labor
4.Configuration Labor and Data Migration $
5.Other:$
TOTAL INITIAL PROJECT COST $
ONGOING SYSTEM COST
1.Annual Software Maintenance Costs $
(for five years of ongoing system maintenance and support and
extended warranties)
Software
2.Other Technical Support/Future Upgrade Costs $
3.Other $
TOTAL ONGOING SYSTEM COST $
Year 3- $26,597.59 Year 4- $27,927.47 Year 5-$29,323.84
Included
$22,976
$5,000
$8,500(includes migration of up to
700 meetings)
1 Helo Encoder $2,690
$39,166
Included
$133,304.70
Ongoing Support Year 1-$24124.80 Year 2-$25,331.04
Included
$133,304.70
Unlimited users
Acknowledgement of Contract Requirements
The City’s standard Professional Services Agreement (Exhibit A) is acceptable as written, with
the following exceptions:
• Section 4: Method of Payment –
o Billing is performed annually, not monthly. Wording needs to be changed to
reflect this.
o “Number of hours spent and by whom” is not applicable as billing is done on
fixed fee pricing.
• Section 6: Suspension or Termination –
o PrimeGov will require the standard 30 days’ notice for suspension or
termination of the agreement.
• Section 7: Plans, Studies, Documents –
o Ownership of documents – Additional language will need to be added to
include exception of any documents that include copyright or trademarked
content as this is the sole property of PrimeGov.
o Licensing of Intellectual Property - This language will need revision to exclude
any intellectual property, or copyright as that is solely owned by PrimeGov and
license only for use.
PrimeGov is fully able to meet the necessary insurance and indemnification requirements. Such
documents will be provided upon request.
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AJA Helo Encoder Information
The remainder of this page left intentionally blank.
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HELO - Spec Sheet 05/23/2019 Page 1 of 2
HELO
HELO is AJA’s powerful H.264 streaming and recording stand-alone appliance. HELO brings both
SDI and HDMI I/O into a single appliance with the ability to simultaneously stream out to your
Content Delivery Network (CDN) as well as encode and record beautiful H.264 files to either SD,
SDHC or SDXC cards, USB storage or NFS or CIFS mounted network based storage simultaneously.
https://www.aja.com/products/helo
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HELO - Spec Sheet 05/23/2019 Page 2 of 2
Video Formats
(2K) 2048 x 1080p 23.98, 24, 25, 29.97, 30, 50, 59.94, 60*
(HD) 1080p 23.98, 24, 25, 29.97, 30, 50, 59.94, 60
(HD) 1080i 50, 59.94, 60
(HD) 720p 50, 59.94, 60
(SD) 525i, 625i
*2K inputs are center cut to 1080p and are only supported on SDI input
Video Codec Support
H.264/MPEG-4 Encoder
Video Encoding Parameters
100 kbps to 20 Mbps streamed output
100 kbps to 20 Mbps recorded output
Up to 1080p 60
Supports Baseline, Main and High
Audio Encoding Parameters
32 kbps to 256 kbps
48 kHz 2-Channel stereo
MPEG-4 AAC-LC
Protocols
RTMP, RTSP (10 clients), RTMPE, RTMPS, HTTPS and RTP/UDP Unicast
and Multi Unicast
Storage
1x USB Slot (USB 2.0 and USB 3.0 media, exFAT or FAT32)
1x SD card slot, SD, SDHC, SDXC cards (exFAT)
Mounted Network Share (CIFS or NFS)
Video Input Digital
1x 3G-SDI, SMPTE-259/292/296/424, 10-bit
Single Link 4:2:2, 4:4:4 (1x BNC)
1x HDMI Standard Type A connector
HDMI v1.4a, RGB or YCbCr
Video Output Digital
1x 3G-SDI, SMPTE-292/296/424, 10-bit
Single Link 4:2:2 or 4:4:4 (1x BNC)
1x HDMI Standard Type A connector
HDMI v1.4a, RGB or YCbCr
Audio Input Digital
2-Channel, 24-bit SDI embedded audio, 48 kHz sample rate,
synchronous
2-Channel, 24-bit HDMI embedded audio, 48 kHz sample rate,
synchronous
Audio Input Analog
2-Channel, Analog (Line Level, Unbalanced
stereo 1x 3.5mm TRS connector)
Audio Output Digital
2-Channel, 24-bit SDI embedded audio, 48 kHz sample rate,
synchronous
2-Channel, 24-bit HDMI embedded audio, 48 kHz sample rate,
synchronous
Audio Output Analog
2-Channel, Analog (Line Level, Unbalanced stereo 1x 3.5mm TRS
connector)
Network Interface
10/100/1000 Ethernet (RJ-45)
Embedded web server for Configuration and Control
Regionalized interface support - Simplified Chinese
User Interface
Stream Button
Record Button
Web UI
Simple Web Configuration via AJA eMini-Setup (macOS and Windows)
Integrated calendar
Control and Automation
Integrated calendar scheduler
Support remote ICS calendars
Scriptable REST control API
Closed Captioning supported
Size (w x d x h)
7.00” x 4.66” x 1.02” (177.8 x 118.37 x 25.91 mm)
Weight
0.8 lb (0.4 kg)
Power
100-240V, 50/60 Hz Universal Input, +5-20V DC 13W Max
Environment
Safe Operating Temperature: 0 to 40 C (32 to 104 F)
Safe Storage Temperature (Power OFF): -40 to 60 C (-40 to 140 F)
Operating Relative Humidity: 10-90% noncondensing
Operating Altitude: <3,000 meters (<10,000 feet)
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