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6.E. - Page 4 of 10 California Government Code Section 16.5. The evaluation team consisted of representatives from IT, the City Manager's Office, the City Attorney's Office, and the City Clerk's Office. The team met with DocuSign and Adobe Sign to participate in a demonstration for each platform. Staff determined that Adobe Sign was the preferable solution for Redwood City at this time. Both services met the legal and technical requirements and both platforms were relatively easy to use with Adobe being preferred by the team. Furthermore, as a part of the City's current three-year licensing agreement for Adobe Acrobat, entered into in February 2020, 5,000 Adobe Sign transactions are included each year for the duration of the agreement term, through 2022. A transaction consists of one or more documents needing e -signing, regardless of number of signatures within each document. If the City exceeds 5,000 transactions in a year, an additional charge of $3.50 a transaction will be billed to the city. For comparison, a similar number of transactions from DocuSign would cost more than $50K over the same three year period. Adobe Sign provides staff with a variety of efficient tools that will ease the routing and tracking process for internal and external documents that require a signature. Documents that require multiple signatures can be tracked through the routing process and Adobe Sign provides real-time tracking and updates about document status. Adobe Sign uses an email -based authentication system and allows required signers to authorize an additional signer to sign a document on their behalf. All of the metadata is captured along with the signatures and is included in an audit report that can be archived with the signed document. The audit report will detail who signed the document, the time that the document was signed, and who, if anyone, was reassigned the authority to sign the document. In addition to adding transparency to the document routing process, the Adobe platform seamlessly integrates with a variety of tools that are currently in use throughout city operations. Beginning in March 2020 as shelter in place orders were issued and the majority of City operations shifted to remote facilitation, several city departments began to use Adobe Sign in limited instances to continue providing service to Redwood City residents. Electronic signatures have been used to complete residents' applications for rental assistance and have allowed City staff to continue daily operations such as executing agreements and signing internal memos and reports. For these reasons staff recommends Adobe Sign as the electronic signature solution for the City until the current Adobe agreement expires, at which time the vendor should be reevaluated to ensure it remains the best solution for Redwood City. The policy states that the City Manager, on the advice of the Administrative Services Director who oversees the IT Division, is authorized to make the final determination of acceptable vendors. Implementation of Policy and Automated Document Workflow Process Citywide implementation of electronic signatures will require collaboration between the offices of the City Clerk, City Manager, and City Attorney, and will require buy -in from all City staff. Implementation will consist of direct training, administrative instruction and a comprehensive technical use manual. Implementation will be conducted using a phased approach in order to tailor the training and support for staff based on their level of interaction with documents that require a signature from internal staff or Page 4 of 6 1 M& 1 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org 125