Guilford County - LegislativeManagement Proposal - 1/22/15PRESENTED BY: Jeffrey Schaefer, Granicus

PRESENTED TO: Guilford County, NC

DELIVERED ON: January 22, 2015

EXPIRES ON: February 28, 2015

Proposal Template

Prepared By: Jeff Schaefer

Prepared For: Guilford County, NC

Delivered on: January 22, 2015

January 22, 2015

Dear Robin,

Thank you for considering Granicus, we're excited to support your agenda software initiatives. It has been a pleasure towork with the County of Guilford North Carolina over these past eight years. We look forward to establishing arewarding, long-term relationship with you.

On the following few pages, you will find a breakdown of the needs that we have uncovered, our proposed solution,some of our key differentiators, some unofficial pricing talking points, and a checklist that outlines our next steps.

Primary Agenda Creation IssuesDuring our previous conversations and assessment of Guilford County's primary business challenges, we discovered thefollowing issues:

• Issue #1 There is a lot of duplication. The Clerk has to copy and paste each item in the data base and push intoword. This step has to be repeated multiple times in the agenda creation process.

• Issue #2 The Clerk has to meet with each department stakeholder in person and make changes to a paper copyof the agenda. The changes are then uploaded into word by hand.

• Issue #3 Files created by individual departments have no templates, no controls, no lock outs, no tracking andno spell check.

• Issue #4 Departments still have access to agenda items after submitted. Can make changes without notifyingClerks department.

• Issue #5 Clerk manually breaks apart full packet and makes individual PDF files of agenda covers, and separateattachments to re-save outside of agenda system. Items must then be individually saved and renamed.

• Issue #6 Three different systems currently used in managing agenda creation. Any changes to agenda have tobe updated individually in each system.

SolutionsWe have discussed some specific ways to address the challenges Guilford County is facing. Below is a list that I believerepresents the best possible solutions.

• Solution #1 Fully automated software ( Legistar Agenda Management)• Solution #2 Customized templates, controls, and tracking ability.• Solution #3 One location for all agenda items created, stored, and tracked.

Value or Impact of SuccessWe discussed how Guilford would measure and determine success with proposed Granicus solutions. The followingwere items that you wanted to achieve:

• Goal #1 End duplication and redundancy.• Goal #2 Streamline entire process,end individual meetings with department stakeholders, and prevent

unauthorized changes to agenda.• Goal #3 Ability to have any changes in the agenda update automatically through out the system.• Goal #4 Drastically reduce the time spent creating and managing the agenda.

PlanBased on the feedback I received, the current process for creating agendas is very time consuming and difficult tomanage. The Legistar system can greatly reduce the time and effort put into creating agendas. The current deploymenttime frame for Legistar is about 90 days.

Attached you will also find a default project plan that shows the standard duration of projects such as yours as well asthe resources that you will need to have on hand during important phases of the project.

Over 1000 jurisdictions have selected Granicus as a partner to help them build trust with citizens, reduce staff timespent on processing meetings, and engage citizens in productive new ways. Granicus has over 35 years of government-focused experience which has allowed us to develop solutions with government in mind. We hope that you enjoy beingpart of the Granicus client family.

Most Sincerely,

Jeff SchaeferAccount Management720-897-6256Granicus, Inc

Pre-Project Start MilestonesItem Date Contact

Additional Solution Demonstration (if needed) TBD Robin Keller

Technical Solution Review

Project Timeline Review

Funding/Procurement Process Review TBD Robin Keller

Project Approved TBD

Work Order Received

Contract Executed

Training Outline for your Solution

Legislative Management - Online Administration TrainingAdmin Online Sessions (3 Sessions, 2 hours each)

2-hour online training session for up to 6 attendees.

Who should attend: Anyone responsible for administrating Legistar

Goals: Legislative Management - with ATS & Admin training

Legislative Management - Onsite User TrainingDrafter Training

2-3 hour training sessions for up to 12 attendees

Who should attend: Those who are responsible for drafting and entering new agenda items and their supportingdocumentation into the Legistar system and those responsible for administrating Legistar.

Approvers Training

1-hour training sessions for up to 12 attendees

Who should attend: Those who are responsible for utilizing the Approval Tracking System (ATS) to approve agendaitems prior to their acceptance to future agendas and those responsible for administrating Legistar

Agenda Preparation

3-4 hour training sessions for up to 6 attendees

Who should attend: Those who are responsible for creating and publishing agendas from the approved agenda itemsand those responsible for administrating Legistar

Live Meeting Indexing

2-3 hour training sessions for up to 6 attendees

Who should attend: Those who are responsible for taking minutes during the meeting (time-stamping agenda items,recording notes, motions and votes during the meeting) and those responsible for administrating Legistar

Trimming Video/Editing Timestamps for h.264 (in MediaManager)

2 hour training sessions for up to 6 attendees

Who should attend: Those who are responsible for editing the archived video and time-stamped agenda prior toMinutes processing and those responsible for administrating Legistar. It is recommended that the same person who isresponsible for live meeting indexing also be responsible for the trimming/editing of the archived video.

Minutes Processing

3-4 hour training sessions for up to 12 attendees

Who should attend: Anyone responsible for creating & publishing minutes and those responsible for administratingLegistar

iLegislate Training

1 hour training session for up to 12 attendees

Who should attend: Anyone administrating iLegislate and/or using the application

Admin Review

2 hour training sessions for up to 6 attendees

Course Prerequisite: Admin Online Session #1, #2, #3

Who should attend: Those responsible for administrating Legistar

Project Meeting/Q&A

2 hour training sessions for up to 12 attendees

Who should attend: The Clerk/Secretary, Project Lead and those responsible for administrating Legistar

Pricing Breakdown for your SolutionSoftware

Name Quantity Unit (Monthly) Total (Monthly)

Legislative Management Suite 1 $1,300.00 $1,300.00

Total Software Monthly Cost: $1,300.00

Training

Name Quantity Unit (Upfront) Total (Upfront)

Legistar Agenda Management 1 $1,700.00 $1,700.00

ATS Package - Legislative ManagementSuite

4 $212.50 $850.00

ATS Package - Legislative ManagementSuite

4 $212.50 $850.00

Onsite Training Day - LegislativeManagement Suite

3 $1,700.00 $5,100.00

Total Training Upfront: $8,500.00

Installation, Configuration, Project Management

Name Quantity Unit (Upfront) Total (Upfront)

Legislative Management Suite - ATSPackage

1 $0.00 $0.00

Legislative Management Suite - ATSPackage

1 $0.00 $0.00

Legislative Management Suite - ATSPackage

1 $0.00 $0.00

Total Installation Upfront: $8,400.00

Installation, Configuration, Project Management

Name Quantity Unit (Upfront) Total (Upfront)

ATS Package - Legislative ManagementSuite

12 $150.00 $1,800.00

Workflow Configuration - LegislativeManagement Suite

1 $1,200.00 $1,200.00

Deployment Services - LegislativeManagement Suite

4 $1,200.00 $5,400.00

Total Installation Upfront: $8,400.00

Total Upfront Cost: $16,900.00

Total 1st Year Cost: $32,500.00

Total Subsequent Year Cost: $15,600.00

Legislative Management SuiteThe Legislative Management Suite offers a complete and automated agenda workflow solution. Create agenda itemsand assign them to the appropriate agenda, making agenda creation seamless. Item approvals are done automatically –approvers are notified when it's their turn to review. Seamlessly connect agenda data to the iPad to review agendas andsupport documents, take notes and more through the iLegislate application. Capture all meeting actions after themeeting into the public record. Plus, you can organize and store electronic documents of any file format in onerepository. All documents are automatically tagged and indexed, making search and retrieval easy. This Suite also allowsyou to track legislation from inception through approvals and actions taken. Click here for more information on theLegislative Management Suite.

• Agenda item drafting• Electronic approval process• Agenda packet generation and publication• Organize, store and retrieve documents• Continuous legislative workflow• Track and search legislative data

Managed ServicesGranicus provides a comprehensive Managed Services package with every solution to ensure long-lasting success withour technologies while maximizing your solution's performance. Our fully managed and hosted infrastructure offersunlimited bandwidth, storage and the highest security standards of your data through a cloud-based platform. Ourremote, proactive systems monitoring guarantees faster response time, predicts problems before they arise, and helpsreduce the cost of IT support and maintenance.

The Granicus team works around-the-clock to ensure your applications are protected and operating smoothly. You alsoreceive continual access to advanced learning tools and the hands-on support, knowledge, and expertise of our skilledSupport Engineers and Customer Advocacy professionals.

Professional ServicesIn order to ensure a successful implementation and user experience, Granicus provides professional services with eachsolution. Below is a list of the requisite professional services for your solution.

Legislative Management Suite

Project Management &Deployment

A collaborative series of workflow analysis calls and guided administrative dataentry will be used to ready the system for use.

Onsite TrainingIn-person system training for up to 12 users will be provided onsite for 3 or 3.5days, depending on installed components. For more than 12 users, werecommend the LMS Trainers course to create your own in-house trainer.

Granicus Differentiators

• World's most experienced provider of government transparency, citizen participation, meeting efficiency, andlegislative management solutions with:

• Over 1,000 clients in all 50 states, at every level of government• Over 31 million government webcasts viewed• More than 265,350 government meetings online

• First fully integrated legislative workflow management system for local government• Open API architecture and SDK allow for seamless integrations with systems already in place• Certified integrations provide flexibility and choice of agenda workflow solutions• Exclusive provider of the iLegislate iPad application that allows users to review agendas and supporting

materials, bookmark and take notes on items, stream archived videos, and review community feedback• Only government webcasting service to provide encoding, minutes annotation, transcription, and closed

captioning services• Truly unlimited storage and distribution for all meeting bodies and non-meeting content• Indefinite retention schedules for all archived meeting and non-meeting content• Only provider of both government webcasting and citizen engagement services• 24/7/365 customer service and support• 97% customer satisfaction rating, 98.5% client retention rating• One of the 100 companies that matter most in online video by Streaming Media magazine• Ranked 185 on Deloitte 500 fastest growing companies• Ranked 419 on Inc 500 fastest growing companies• Client Success stories are available here: http://www.granicus.com/customers/case-studies/

If your Granicus solution requires on-site training, additional costs and fees are associated with this training. You may bebilled for travel expenses, including but not limited to, air travel and automobile rentals, as well as lodging expenses.You will receive an itemized invoice for all expenses related to on-site training within 30 days of the completion of theon-site visit. You will not be billed for expenses in excess of $2,000 per on-site visit.