HomeMy WebLinkAboutContracts & Agreements_201-2014_CCv0001.pdf AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of agenda management and online meeting broadcast
services associated with the City of Redlands' ("Agreement") is made and entered in this 7th day
of October, 2014 ("Effective Date"), by and between the City of Redlands, a municipal
corporation ("City)" and NovuSolutions ("Consultant"). City and Consultant are sometimes
individually referred to herein as a"Party" and,together, as the "Parties." In consideration of the
mutual promises contained herein, City and Consultant agree as follows:
ARTICLE 1 —ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant to provide agenda management and online meeting
broadcast system services for City's Department of Innovation and Technology (the
"Services").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a Ievel of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2—SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit
"A," entitled "Scope of Services," which is attached hereto and incorporated herein by
reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to State prevailing wage
laws.
ARTICLE 3 —RESPONSIBILITIES OF CITY
3.1 City shall make available to Consultant information in its possession that may assist
Consultant in performing the Services.
3.2 City designates Danielle Garcia, Chief Innovation Officer, as City's representative with
respect to performance of the Services, and such person shall have the authority to
transmit instructions, receive information, interpret and define City's policies and
decisions with respect to performance of the Services.
ARTICLE 4—PERIOD OF SERVICE
4.1 This Agreement shall commence on its Effective Date and shall have a term of two (2)
years (the"Term").
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4.2 The implementation of the agenda management and online meeting broadcast system
shall occur according to Exhibit"B"—"Project Schedule."
ARTICLE 5—PAYMENT AND NOTICE
5.1 Compensation for Consultant's performance of Services during the first twelve (12)
months of the Term shall be as follow: Twenty Two Thousand One Hundred and Sixteen
Thousand Dollars ($22,116) for Consultant's agenda management and online meeting
broadcast system implementation, licensing and training; and during the second twelve
(12)months of the Term shall be: Sixteen Thousand Six Hundred and Sixty Eight Dollars
($16,668)for the ongoing software services subscription,maintenance and support.
5.2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, and the number of hours
spent and by-whom, and a description of reimbursable expenses related to the Services.
5.3 At any time during the Term of this Agreement, City may request that Consultant
perform Extra Services. As used herein, "Additional Services" means any work which is
determined necessary by City for the proper completion of the project or work for which
the Services are being performed, but which the Parties did not reasonably anticipate
would be necessary at the time of execution of this Agreement. Provided the Extra Work
does not exceed twenty percent (20%) of the compensation to be paid by City to
Consultant for the Services, such Extra Work may be agreed to by the Parties, by written
amendment to this Agreement, executed by the City Manager. Consultant shall not
perform, nor be compensated for, Extra Work without such written authorization from
City. Examples of Extra Work include: the addition of modules to increase productivity,
automation of internal workflows, and possible integration with the Cityworks permitting
process and other enterprise software.
5.4 All notices shall be given in writing by personal delivery or by mail. Notices sent by mail
should be addressed as follows:
city Consultant
Danielle Garcia, Chief Innovation Officer John Kercher
Department of Innovation and Technology Managing Partner
City of Redlands 10012 North Dale Mabry Hwy, Suite 115
35 Cajon Street, Suite 222 Tampa, FL 33618
Redlands, CA 92373
When so addressed, such notices shall be deemed given upon deposit in the United States
Mail. Changes may be made in the names and addresses of the person to whom notices
and payments are to be given by giving notice pursuant to this section 5.4.
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ARTICLE 6—INSURANCE AND INDEMNIFICATION
6.1 Insurance required by this Agreement shall be maintained by Consultant for the duration
of its performance of the Services. Consultant shall not perform any Services unless and
until the required insurance listed below is obtained by Consultant. Consultant shall
provide City with certificates of insurance and endorsements evidencing such insurance
prior to commencement of the Services. Insurance policies shall include a provision
prohibiting cancellation or modification of the policy except upon thirty (30) days prior
written notice to City.
6.2 Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Consultant is self-insured or exempt from the workers' compensation laws of
the State of California. Consultant shall provide City with Exhibit "C," entitled
"Workers' Compensation Insurance Certification," which is attached hereto and
incorporated herein by this reference prior to occupancy of the Premises.
6.3 Consultant shall secure comprehensive general liability insurance with carriers acceptable
to City. Minimum coverage of One Million Dollars($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate for public liability,property damage and personal
injury is required. City shall be named as an additional insured and such insurance shall
be primary and non-contributing to any insurance or self-insurance maintained by City.
6.4 Consultant shall secure professional liability insurance in the amount of One Million
Dollars ($1,000,000)per claim made.
6.5 Consultant shall secure business auto liability coverage, with minimum limits of One
Million Dollars ($1,000,000)per occurrence, combined single limit bodily injury liability
and property damage liability. This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services, hired and non-owned
vehicles, and employee non-ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City.
6.6 Consultant shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from and against any and all claims, losses or liability, including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by and negligent act or omission, or willful misconduct, of Consultant, or its officers,
employees and agents in performing the Services.
ARTICLE 7—CONFLICTS OF INTEREST
7.1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
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represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate,rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize the City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan,design, report, study or similar item;
(vi) adopt or grant City approval of, policies, standards or guidelines for City or
for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity,participate in making
a governmental decision or otherwise perform the same or substantially the same
duties for City that would otherwise be performed by an individual holding a position
specified in City's Conflict of Interest Code under Government Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests,
Consultant shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8—GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party.
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms, and conditions of this Agreement.
8.3 All documents, records, drawings, designs, cost estimates, electronic data files, databases
and any other documents developed by Consultant in connection with its performance of
the Services, and any copyright interest in such documents, shall become the property of
City and shall be delivered to City upon completion of the Services, or upon the request
of City. Any reuse of such documents, and any use of incomplete documents, shall be at
City's sole risk.
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8.4 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor of its agents shall
have control over the conduct of Consultant or ConsuItant's employees, except as herein
set forth. Consultant shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City. Consultant
shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority, express or implied, to
bind City to any obligation.
8.5 Unless earlier terminated as provided for below, this Agreement shall terminate on
October 7, 2016; provided, however this Agreement may be terminated by City, in its
sole discretion, by providing ten (10) days prior written notice to Consultant (delivered
by certified mail, return receipt requested) of City's intent to terminate. if this
Agreement is terminated by City, an adjustment to Consultant's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant. Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
otherwise make available to City, copies (in both hard copy and electronic form, where
applicable) of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services. Consultant shall be compensated
on a pro-rata basis for Services completed up to the date of termination.
8.6 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant.
8.7 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations,written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, an
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8.8 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
8.9 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
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and shall not affect, impair or invalidate the remaining sentences, clauses, paragntphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bar-ain under this Agreement.
C
IN WITNESS WHEREOF, duly authorized representatives of the City and Consultant have
signed in confirmation of this Agreement,
CITY OF REDLANDS NovuSolutions
Ilya . By:
Fete,e, A g 4uil Mayor John 4K-er er, an ging'Partner
Attest:
mV
Sam Irwin
City Clerk
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Exhibit A - Scope of Services
Agenda Management and Online MeetingBroadcast System
Solution t
NovusAGENDA is an electronic solution designed to create; approve and track items for
upcoming and past Board meetings. The entire-process creates ars automated paperless Agenda
Solution. Adding an Agenda item, like the approval for a new employeebenefit offering r the
construction of baseball ball fi ldE can now be controlled in a well-organized systematic solution
Various workflow options allow you to control the review and approval process for each item
with a complete historyfor trading purposes,
NovusBOARDVIEW offerboard members electronic access to agenda, draft and final minutes
and full research c s ilityMembers can easily view upcoming agendaand make private
comments as part of their meeting preparation. These meeting comments can be used daring the
meeting to remind the member of comments they want to make or present. Viewing draft
minutes prior to the next meeting is easy using NovusBOARDVIEW and;comments call be
made on draft minutes as well if there is discussion required prior to approval of minutes. Th
online research option offers members rs the opportunity to quickly research past items with a few
mouse clicks, This feature reduces the strain on staff who often receive calls from members for
rsarcha
NovusMEETING is a fully integrated refecting management solution. Once your agenda i
prepared in NovusAGENDA it is seat t 1ovusME TIN ni NovusMEETING allows you to
record motions, votes and minutes in an easy to use interface,
The ntir package is weir based and easily configured to meet the exact needs of your
organization, Novusolutions can use your existing agenda and minute format to create your web
erased publications,
NovusREPORTING is a module allowing for reports to be run against data in the sysr rn:
Because our solution is highly configured for each client we do not offer lots of standard reports
however NovusAGENDA docs cornu with several reports that trach time to approval and
rejection rates. tither custom reports can be generated at client request at modest added nista.
Reporting is more e luable after some time has passed and the sy=stem contains real data.
Deliverables by Novusolutions
Novusolutions will deliver Novus G , iovusl MEET]' , nvu,,REPORI'INGand
NovusBOARDVIEW software along with the professional services outlined in this agreement.
NOVEA"ISIAGENDA
Product
ovusAGEN soft-ware, will be setup for the lien with t t ' r es and
within 30 days of receipt of order.
lovusolutiotts will deliver training manuals and installation u t ntropical y
in Microsoft Word format.
Web leased training videos will be delivered via secure client log in off the i ovusolutions
site.
1U Server, Encoder Software Installation, System Bum-In, Rackniount Kit(4 posts-
universal) Standard definition
Branded Video Library Design,n,Branded Mayer Design
Licenses for Software/Triols(Flash Media,EASE, HT L ,Microsoft CSS)
o Viewcast Osprey Video Captors Card 260-e with Simulstrearn Software
Customizations and Forms to be delivered-The forms are created under the services
agreement
ent
Custom Item details screen
This screen is customized to your specifications and layout requirements-
*
Custom Public Agenda
The public agenda is custr mined to yourspecifications including font,
style,layout and other matters.,
o Custom Minutes page set
The page set includes one t 1 t draft and time tl final minutes layout,
`ustorn Workflows
Custom workflows can be pre-configured allowing users to simply submit iterns
to gamed NvorkIlows which are their britt for theist automatically,
* PDF Converter
Custom Public Interface
* Custorn Mobile Device Interface
Serbe delivered bvice,v toYNovusolutions
Dedicated project manager
Delivery and remote setup support of NovusAGENDA software
Delivery and Rernote Install of Encoder
Up to 25 video meetings indexed by its for you and includes LIVE feed;
ustorn forms and worltf o s as outlined its product to be delivered above.
l
N(.,)vusAGENDA
* Remote consulting with the your staff to revievv CLIStOM forms and workflows
* Provide software orientation and capabilities
* Agenda layout
* Draft Minutes layout
* Final Minutes layout
* Agenda Item Creation form
* Comprehensive understanding cif your Workilows
* Identity best practices
* Modify workflows in the software to match your business process
* Revievi/niodify final templates with staff as needed
* Remote training for key staff and Clerk—This training is delivered via,web meeting
technology
* Functional Testing
o Validate standard operation ofl ovusAGENDA
o Test all user modules of NovusAGENDA, NovusBOARDVIEW,
NovusMEETING,NovusREPORTING
o 'rest client defined workflow and forms and make adjustments as needed.
* Functional Documentation provided via our client portal
* User manuals
* Admin Manuals
Services not included by Novusolutions
* This SOW does not includvusolutions training on client's site beyond the hours
specified here. Additional dates for end user training at the client's site can be purchased
at$2.500 per day including travel with a two day ininimurn,
* Modification to NovusAGENDA base code. 'rhis would be any modifications not
discussed above in the deliverables.
Client will provide:
* A dedicated project overseer
* Provide a channel Of COMMUnication as needed to clarify any questions regarding forms
or workflows.
* Provide assistance defining and documenting client workflow as needed
* Provide onsite support during software, setup, your IT staffif needed. Novusolutions
staff will support software setup remotely, Not applicable if installing in the
NovusAGENDA cloud.
* Servers, hardware and software as specified in our prqposal-Locally bested clients
* Possible end user training using standard manuals supplied by Novusolutions
o Novusolutions can provide this trainingif needed at the rates quoted in the pricing
section.
MWAREW
Novw,sAGENDA
Ongoing Support by Novusolutions
Clients receive gull support and maintenance nan for one year after shipment of product. The support
contract would coverthe following areas:
• Repair of all hags discovered during the support period
• Timely response to all technical inquiri s
• Provide updates to technical d t mentati n as these items are developed
• Access to product enhancements made to the base product, (some new features may
requires service fees to implement)
Supported Items
This support contract covers the errors product purchased from Novusohnions, This support
contract does not cover supporting hardware or software, (i.e.operating cyst rrrs; web servers, or
databases),
Response Times
All issues will receive a response from Novusolutions within 24 hoursfirom the tiara the issue
was reported to Novus luti ns
All issues will be categorized as a Level I, Level 2, or Level priority, 'The Client and
N vusolutions will work together to determine the appropriate level for ars item. The targeted
resolution tiara for ars issue will be based on the issue's level.
Level —these are business critical issues. Every effort,will be made to resolve these
issues within l business day, We will acknowledge receipt of issues within I hours and
male every effort to repair urgent issues quickly. It is important that customers report
concerns in a timely manner to insure a rapid response,
Level ----these are important but not critical issues. Ev=ery etTort will be made to resolve
those issues within 5 business days
Level 3—these rninor issues that do not affect the usability of the software, Evry effort
will be made to resolve these issues within 10 business days,
Support Crest Process
All support issues must be seat to Novusolutions via e-mail atI.L)P>ttLii A)VLISO IUtiOlIS,COIII.
Novusolutions technical staff monitors this e-mail address during normal basin ss hours pacific
Time United Stats (until 6 pm) 24/7 technical support is also available for all cloud clients
w
NOVUSAGENDA
Support Rspa se Process
Upon receipt of an issue, Novusolutions will verifythe receipt f the issue within 24 hours from
the time l onus aluti ars was notified f the issue.
Novusolutionswill i y the client aria email when an issue has been resolved,
ovus luti ras will notify the client when it is not possible to resolve an issue the targeted
response time.
Support atDates
This is a twelve-month support contract. The initial contract will cornmence on the day product
is shipped to the Tient.
Y�
NdvusAGENDA
Pricing
All pricing includes an unlimited use license enabling support firs many meeting types as you
deed at no added license costs. There are no user licenses either. "Unlimited ease" mans
unlimited use with NovusAGENDA no matter hich installation option you choose,
No vusA GENDA Software Pricing
Item Pricing(Annually"
N vusAGE-NDA $8,550
No s El TIN Included
vus A1 ' W Ideeded
NovusR.EPORTING Included
Board and Committee Included
management
Video Integration Included
Video-Services —, See Video Services
Considerations
La scrficl c integration Includ d in self-hosted
only;not availablefor
Sava jiv�t tions
Option In Meeting To�_J_s Included
(Voting, etc.)
Total Annual Cast $8,550
NOVUSAGENDA
3
Items DescriptionIp�
w.0 b Front)
w ° / c� c� iii x
1U Server,Encoder Software Installation,system Bora-in,Ra ckmou t Kit l
a
posts-universal)Standard definition ion `" 2,90
.. ... .. ... ..e
t r ices required for setup
wli :,.
j Branded Video Library Design,
.Branded Player Design
n
3
Remote Install(Typically 3 hears)
Licenses for Software/Tools]Flash Media,EASE,I TML ,Microsoft sof )
.,..., t...
r
ler est Ospr y Video Capture Card 260-e with Slrrrcrlstr arrr Software
e
s
L
'Tota lYpftn t.c..os.h ar aref e� rsr rt ,+w.: r a s , me 4,985" u.
. ..
Novu,vAGENDA Training,Priang
Standard rain rr services r Alred Tor denlovurent and are a orae-time fee,
Standard ert esct°ltlrt
ill is
Administrator "r ining This is remote training to train one or t
system administrators on managing user
rights hts in NovusAGENDA. The cost is for the
Mass not per strident. This Mass is delivered
remotely using web meeting tin technology
managed by,Novusolutions.
Board Mark Training Training including meeting mana meat,
agenda preparation, minutes and system
oversight. Delivered rem lye using web
to tin .
User ra Trainin Training includes creating it m , rrpy�ir�g cold
it nis to new meeting and item submission
and approval process. Delivered ivered m t lye
rrsirr web rnetirr
Board Training Training includes viewing agendas, minutes,
and all d cr nnentati2 Ear tr c rnln
No,vusAGENDA
meetings, making private notes, researching
past meeting information and notes, and
anal An re arts j!Ldrr� tart dataa ._
Web used Training Web-based training videos for all staff to
view on demand via Internet, Videos include:
* User training
* Board Clerk Training
* Board Tralrrilr
Total One Time Cost— $750
Optional Training Services
Additional remote training--Included for new releases and refresher training. If retraining is
needed due to turnover or other issues and the client does not want to use the included Web-
Based Training Portal, nor sign up for the regularly scheduled Client Webinars, '
. private remote
classes can be scheduled for$125 an hour.
Onsite training - $2,450 per day includes travel, 2-day minimum.
Additional Set Up Feefor NovusA GENDA Clients that wish to hovt themselva
(Option 2)
For all clients that elect Option I to purchase NovusAGENDA in the cloud,you can, skip this
section. For those clients that are looking to install NovusAGENDA on their own servers,there
will be a one-time set up fee to install,QA,and test NovusAGFNDA on the client's
environment. The client will need to provide remote access to the necessary servers fbr our team
to accomplish this set up. The cost of this service is a one-time fee of$,3,450.
Updated Pricing Summaryfor NovusA GENDA
NovusAGENDA $750 for Remote $8,550 $9,300
Training
Video Encoder $4,985 $4,985
Video Services $8,995 $8,995
Package 4
A'dd ()n' Opoovr-':
Onsite Installation $3,450
(Only needed if Active
Directory Integration
is required)
Onsite Training(Not $2,450 per day
required as unlimited including travel. 2
remote training day Minimum.
options included)
'V
NovusAGENDA
NovusAGENDA
Including:
Remote
Training
Encoder
Ido Services
Package
. $17,545
� x
F
NovusAGENDA
Video Services
Package
17,545
E,11 R
NovusAGENDA
Video Services
Package
There areNO long terra contracts to sign with NovusAGENDA,
a dt Terms—Payment is due at the end of the successful pilot term.
Limitation LiabilW
IN NO EVENTSHALL EIT14ER PARTY IAB O THE 'I-HER UNDER ` 141S
LICENSE AGREEMENT FOR ANY CONSEQUENTIAL, INCIDENTAL, [NDIRECT,
PUNITIVE SPECIAL DAMAGES, L l DATA, LOSS OF BUSINESS PROFITS,
ITS,
BUSINESS INTERRUPTION I Off. LOSS OF BUSINESS INFORMATION ION ARI I OUTOF
"T-lig, USE OF OR INABILITY TO USE THE NOVUSAGENDA SOFTWARE, EVEN I ` SUCH;
PART' HAS BEFNADVISED F THE POSSIBILITY OF SUCH DAMAGES
Sqftware License
This is an unlimited use license which allows clients to add as marry systems users and meeting
types ss they choose. Client may nor resell,distribute or use NovusAGENDA in any manner that is
not consistent with their primary business purposes.,
Nv
Exhibit B - Project Schedule
Agenda Management and Online Meeting Broadcast System
Collect all the information necessary to generate your agenda,coversheet,and minutes,
List of Meeting Types
The name of all meeting types you would like to manage in No rus GEND . Examples would be
Regular Council,Special Council,Workshop,Planning,Zoning,etc:
Sample Agendas
One agenda example for each meeting type, If possible, please send the examples in Microsoft" lord
or PDF, We only need a copy of the agenda itself and not the full packet with the backup material,
Coversheets,and Item Data Collection
Most organizations have a document that provides detailed information about an individual agenda;
item, NovusAGENDA refers to this document as the item coversheet, The coversheet casually contains
information about fiscal impact,recommended action,list of backup material,approval routing,etc:,
Is it common for different meeting types to use different coversheets. For instance,a council may use
a different coversheet than a zoning commission. Please include a sample coversheet for each
meeting type if the meetings utilize different coversheets
In addition to your current coversheet also include any neer information you would like to Collect
about your agenda `sterns. Examples include organizational goals, fiscal impact amounts whether an
item is budgeted or not,etc.
Minutes
The corresponding minutes for each sample agenda provided. For instance, if you have provided d
copy of the August :'agenda as a sample please provide a copy of the minutes from August loth
a s f orkilow Ds in'rient Collection
Collect all the information necessary to create the approval routes for your agenda items, Depending
on the complexity of your organization, this process can take creeks to complete. Every though
workflows are configured later in the project it is important t°o begin the workflow discussions with keys
deportrnents early;in the project,
List of Departments
Provide a list of all the departments within your organization. If present; also provide d list of the
divisions within large departments,
Workflows
m
r
.y
i .
WorkHows are the paths an agenda items takes within your organization from the point it is created
until the point when it is approved for final placement on the agenda. Workflows can vary significantly
from one organization to the next so we always start with a default workflow and make modifications
to meet your organizations specific needs.
You o need to provide Novusolutions with Departmentoil Workflows and Organizotional Workflows
(Novusolutions will provide you with a workflow worksheet to help the documentation process). Both
workflows are defined below,
Departmental Workflows
The default workflow for a department routes the item from an Item Creator to an Item Approver.
This Item Approver is usually the department head responsible for"signing off'on the item.
Larger departments may have multiple approvers between the person who creates the item and the
department head who approves the item. Some departments may have different workflow$ for
different types of items. For instance,contracts may take one route in your legal department while
litigation issues take a different route.
Organizational Workflows
These workflows define the route an item travels once it has been approved by the department head.
For instance,a contract may go to legal, purchasing,then your a8encla preparer. A proclamation may
go straight from the department to the agenda preparer with no additional steps.
3, 111ithil Configuradml
Novusolutions will configure the agendas and coversheets within NovusAGENDA based upon the
sample documents provided.
4. 1 n i H a I 'nra i ri,i i i g err%d Te s tin
Novusolutions will conduct training and testing with you in the following areas:
Agenda Preparer Its Creation Meeting Management Training
Novusolutions will conduct web-based training with the agenda preparer staff, This training will cover
how to create agenda items and how to manage meetings within NovusAGENDA. The training lasts
about one hour and at the conclusion of the training the agenda preparers will be able to follow a
testing script to begin testing NovusAGENDA.
Agenda and Coversheet Formats
Initial testing will focus on the appearance,order,and completeness of the agendas and coversheets,
The agenda preparers will take note of any display issues with agendas and coversheets for all agenda
types.
The initial testing will also publish agendas to the public,intranet,and board sites. These sites will be
tested to insure the appropriate information is being published to the correct site (i.e, executive
session attachments are only visible in Board View). The timing of the agenda publishing will also be
test(i.e.whether or not the board sees an agenda before the public).
5, Final
Once the initial testing is completed Novusolutions will begin final configuration.
Departments
All departments and groups will be created in accordance with the information obtained daring the
Workflow Document Collection.
Workflows
Departmental and Organizational nal or flowers will be created in accordance with the information
obtained during the Workflow dement Collection.
Minutes
The minutes will be configured for each meeting g type.
6Final Training and, 'N:,-!sdng
Administration n Training
Staff members designated as Administrators well be trained on the all system administration functions
of NovusAGENDA.
Create System Users
The designated Administrators will create the user accounts and assign the users to the appropriate
groups,
User Training
Web-based training will be provided for all agenda item creators and aper rs, Training will last 60
minutes s per session and there is a maximum of 15 people per sessions.
Workflow Testing
Agenda items creators and approvers will follow a test script;to create, submit to workflow, review,
and approve items;:
Agenda pr parr Minutes Training
The staff members responsible for creating the minutes are trained can the minutes module. This
training session take erre hour to complete.
Parallel Full Systems Test
All users rs f the system will create a "mock agenda' in NovusAGENDA in parallel with their normal
agenda process. This will provide a final test of all aspects of the system,
Board MemberTrainin
Board members are trained to access and annotate the agenda through ovusAG 's Beard View,,
This training session takes about 20 minutes to complete and is best conducted before a regularly
scheduled meeting to comply with meeting notice lags.
�P
T Go Live
After the successful parallel test you are transition t "live" status and assigned a Novusolutione
Support Representative to assist you with any questions or issues. your project manager will stay
engaged in your project for approximately 30 days after you live to insure a smooth transition t
the Support team.
1n("�I in
°
Stagy Time after PO
Agenda Document Collection 7 days
Workflow ocumeet Collection 14 days
Initial Configuration 21 days
Initial Training and Testing 25 days
Final Configuration 35 days
Final Training and Testing 40 days
Gey Live 45-60 days
EXHIBIT
tfy
WORKERS' COMPENSATION INSURANCE
CERTIFICATION
Agenda Management nt anal Online beating Broadcast
ast
System
Every employer, except the State, shall secure the payment of compensation in one or more of
the following .°a °s;
ra By being insured against liability to pay compensation by one or more insurers
daily authorized to Nvritecompensation insurance in this Staten,
bf By securing from the Director of industrial Relations, a certificate of consent to
self- insure, either as an individual employer, or as one employer in a gro,nig of
employers, which h may be given upon furnishing proof satisfactory to the Director of
Industrial Relations of ability to self-insure and to pay any compensation that may
become due to his or her employees.
CHECK C'I ONE
I aria award of the provisions of Section 3700 of the Labor Code which requires every employer
to be insured against liability for Workers' Compensation or to undertake self-insurance in
accordance with the provisions of that Code'.'. and I will comply with such provisions before
commencing the perfortnance of the work and activities required or;permitted lander this Agreement.
(Labor Code
§1861).
I affirm that at all times, in performing the Nvork and activities required r permitted lander this
Agreement, [ shall not employ any person in any manner such that I become subject to the workers'
compensation lavas of Calitornia. However, at any time, if I employ ally person such that I become
suhj ct to the workers' compensation lays of California, immediately t shall provide the City with a:;
certificate of consent to>self-insure, or a certification n of workers' compensation insurance.
I certify lander penalty of p duly° tinder the laws of the State of California rnia th at the information
and representations made in this certificate are trace and correct,
LJ
NovuSmutlous
B
y'
John I ercher, as ag g ru er
-1