RE__AB_339_Compliance_Check__Agenda_Management_Software.pdf

From: Sarah Rebensdorf To: Tina Saloutos; Grace Quitzon; Doris Mejia Cc: Teresa Villa Subject: RE: AB 339 Compliance Check: Agenda Management Software Date: Monday, February 9, 2026 9:21:58 AM Attachments: image001.png

Good Morning, As the training is for the new software, it is not something that necessarily can be done by staff at the outset. Therefore, I do not see any requirement to notify any bargaining unit.

Thanks, Sarah

From: Tina Saloutos <Tina.Saloutos@santamonica.gov> Sent: Sunday, February 8, 2026 1:15 PM To: Grace Quitzon <Grace.Quitzon@santamonica.gov>; Sarah Rebensdorf <Sarah.Rebensdorf@santamonica.gov>; Doris Mejia <Doris.Mejia@santamonica.gov> Cc: Teresa Villa <Teresa.Villa@santamonica.gov> Subject: FW: AB 339 Compliance Check: Agenda Management Software

Good Afternoon HR team, I am reaching out to ensure compliance with AB 339 requirements for an RFP for Records and Elections. While this is primarily for Software as a Service (SaaS), the scope does involve training and support services. Given this specific concern, I have included all details provided in the SOW but highlighted the language for the specific training and support services below. Kindy advise if the scope of work (SOW) encompasses any work within recognized employee organization classifications. I look forward to your response by COB Tuesday, February 17th and will hold off on advancing this RFP any further until your feedback is received.

Scope of Work Furnish and deliver an agenda management system that is commercially available without significant customizations, is in use by other jurisdictions of a similar size and complexity, and has been proven to operate effectively. The City prefers to purchase from vendors who have demonstrated extended viability as a company and long-term commitment to other municipalities through regular product enhancements and ongoing support.

Training and Support Requirements

Provide training (in-person and/or virtual) for the following groups:

Administrators (City Clerk staff and Admins.);

Power users (Department submitters, reviewers and approvers);

End-users (Council members, Board and Commission members and City staff).

mailto:Sarah.Rebensdorf@santamonica.gov mailto:Tina.Saloutos@santamonica.gov mailto:Grace.Quitzon@santamonica.gov mailto:Doris.Mejia@santamonica.gov mailto:Teresa.Villa@santamonica.gov

Provide necessary support and dedicated staff to training Administrators (as needed) until system is fully operational.

Provide a resource library with training materials (i.e. video tutorials, reference guides, learning modules).

Provide a training plan and schedule.

Functional Requirements The system functionality shall include the following:

Customization of agenda templates; allow for City to make minor edits to agenda templates and board/commission templates with minimal assistance from the vendor.

Automation of headings/footers in Staff Reports (e.g. department names, division names, staff titles, subject, preparer, etc.). See Attachment A.

Allow the City to create a special agenda for the Mayor or the ability to add internal notes to agenda items to assist with conducting the meeting (Example: Add notes to ask for a presentation, public speakers, questions from Council, motion/second and votes).

Be cloud enabled and have ability to access, approve, submit staff reports, post agendas and meeting packets from a desktop computer or mobile device Ability to create, edit and submit staff reports of all sizes, including inserting images, charts and tables into the body of a staff report.

Ability to append electronically signed files from Docusign and Adobe to agenda and meeting packets. For example, executed contracts/agreements, signed resolutions, etc.

Allow two or more Departments to submit a joint staff report and incorporate both Department’s names, Department Head, and staff report writers in the report.

Ability to set role-based access with varying levels of authority, with audit capabilities.

Ability for specific users to make account updates with minimal assistance from City Clerk staff, such as:

Profile updates (e.g., job title) Add/removing users in department’s workflow

Ability to enter votes, real-time notes, action item tracking, and generate meeting minutes.

Ability to automate the creation and posting of the agenda and meeting packets online to a public portal in both HTML format for web display; and download individual agenda items (including attachments) and/or option to print entire meeting packet in Adobe PDF format from a public portal.

Ability for administrative users to create distribution lists for agenda notification (posting and updates).

The system must provide Council and board/commission members with the ability to:

Securely log in to their accounts; on any desktop computer or mobile device;

Electronically add, edit, and save personal notes on individual agenda items. Ensure that saved notes persist even if the meeting packet is later updated with new or revised items, so users do not lose their annotations.

The system must provide the following document management:

Ability to archive final versions of staff reports and minutes into the City’s document management system, Laserfiche (operating on the cloud);

Export via API integration.

Branding and Integration

The ability for the public portal to match the look and feel of the City’s website at www.santamonica.gov and for the system and its contents to be searchable within the City’s website.

Apply the City’s custom font, Santa Monica Sharp, on templates and the website.

Provide a configurable, cloud-based solution that is scalable, secure, and fully accessible from any location using any device.

The system must also provide:

1. API capabilities that will allow City’s system to integrate with the vendor’s data comprehensively,

2. allow the City’s search engine the ability to crawl the vendor’s portal, and

3. a secure two communication via APIs, including REST APIs, between the City's systems and the vendor's systems.

As part of the City’s commitment to create an equitable and inclusive digital experience for everyone, all deliverables must adhere to WCAG 2.1 standards and may require additional functionality beyond WCAG 2.1 if needed to create an inclusive and accessible experience for the Santa Monica community. This includes but is not limited to user testing using Narrator and Voice Over, the ability to navigate pages using Narrator and Voice Over, ability to use the system without requiring a mouse, contrast, font size, and the ability to structure content in a way that is coherent to our end users who require the use of accessibility tools.

System compatible with PC and Mac OS.

Vendors must complete the attached Vendor Information Security Assessment (VISA) form and provide a System & Organization Controls (SOC) Type 2 report.

It is not required but desirable for the system to offer additional features for:

Ability for Single Sign-On (SSO) to system, allowing users to log in using existing City credentials.

Ability to perform data migration of a minimum of 12 years of historical meeting agendas & minutes, which is currently stored and published in Granicus (IQM2) system. The system needs to be adaptable, offering customizable fields with export functionality.

Ability for specific users within a Department to delegate approval to another colleague when unavailable.

Ability to integrate Department Head electronic signatures on staff reports upon final approval.

Option for constituents to subscribe to an agenda distribution list via direct link on the public portal and automatically added to the list without manual involvement.

https://www.santamonica.gov/

Allow for an unlimited number of users and administrators.

Options for generating reports:

Allow Departments/staff to generate a report to view consolidated summaries of specific sections within agenda items. For example: the Finance Review Group having the ability to filter, view and compile all financial sections across the agenda for upcoming meeting.

Allow City Manager Group to generate a report that provides a view or list of upcoming scheduled meetings (date and time) and staff reports; ability to filter by Departments for overall oversight of agendas and staff reports. See Attachment B for example.

Allow for written comments:

Allow constituents to submit written comments online for agenda items.

Creation of a summarized report of written comments submitted for Council to view.

Ability for written comments to be incorporated into the meeting packet online and later the document management system.

Ability for constituents to submit requests to speak using a portal or physical kiosk.

Offer option to send push notifications during Council meetings to public speakers when it is nearing their turn to speak;

Ability for electronic voting. Allow Council or board/commission members to vote electronically from a computer or voting device, displaying results in the Council Chambers or video feed, including integration of voting results into minutes.

Ability for multiple users to make simultaneous real-time edits on staff reports.

Ability to edit attachments other documents (e.g. resolutions) and use track changes and comments.

Ability to set a workflow to track ordinances, resolutions, and contracts.

Draft → Introduced → First Reading (if applicable) → Second Reading (ordinances) → Adopted Council approved (contracts)

Ability to note and track follow-up actions regarding agenda items after a meeting.

Option to integrate the following:

video streaming services (City currently uses Granicus).

video conferencing software (City currently uses Microsoft Teams).

Municipal Code publishing (City currently uses General Code).

Have automatic backup of reports in the event a report is accidentally deleted or the system crashes.

The City welcomes additional information on data migration (incorporating reports from the current agenda management system, archived webpages and a document management system; vendors’ systems for video streaming and managing boards and commissions).

Best regards, Tina Saloutos Principal Buyer (310) 458-2201 x 2759 santamonica.gov Facebook | Twitter | Instagram Subscribe to City of Santa Monica Email Updates https://www.santamonica.gov/ https://www.facebook.com/cityofsantamonica/ https://twitter.com/santamonicacity https://www.instagram.com/cityofsantamonica https://smgov.us12.list-manage.com/subscribe/post?u=a5d6f52c79917c7b57cc5cef0&id=8df381560e