CIVICO LIMITED

Civico hybrid meeting solutions

Civico offers a hybrid meeting management system for local authorities, with cloud-based support for meeting management and webcasting. It features remote setup with Microsoft Teams and Zoom, ensures high performance to SLA standards, provides comprehensive training and webinars, offers in-meeting support, and includes unlimited remote language interpretation integrated with Teams.

Features

• Remote deployment and maintenance of Civico cloud software and hosting.
• Manage meetings, webcasts, and language interpretation.
• Synchronously manage integrated Cloud and On-Prem AV systems.
• Continuous monitoring of meeting systems for performance, assurance and testing.
• Hybrid meeting training, webinars, and events.
• In-meeting, webcast, and interpretation support for public meetings.
• Support Remote Simultaneous Language Interpretation: Aural and BSL.

Benefits

• Reduces on-site IT needs, cutting operational costs.
• Streamlines meeting organisation, enhancing viewer access.
• Harmonises technology platforms for consistent user experience.
• Ensures high uptime and meeting quality standards.
• Empowers staff with the tools to use systems effectively.
• Provides technical assurance for uninterrupted council meetings.
• Facilitates inclusive communication for diverse audiences.
• Flexibly adapts to service demands and council requirements.
• Protects sensitive information and builds public trust.
• Tailors functionality to meet specific council workflow needs.

£700 a unit

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at daniel@civico.io. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

639293274456795

Contact

DANIEL CREMIN
+447968320455
daniel@civico.io

Planning

• Planning service: Yes
• How the planning service works: Civico offers comprehensive planning services to assist councils in implementing cloud hosting, software, and support solutions seamlessly. We begin with thorough business analysis, understanding your unique needs and objectives. Our tailored solutions optimise committee meetings and decision-making processes, seamlessly integrating with existing workflows.; ; Our security architecture adheres to rigorous standards, ensuring the protection of sensitive government data while promoting transparency and democracy. With robust and scalable cloud infrastructure, we accommodate the growing demand for digital governance.; ; We guide clients through each step, from setup to deployment, ensuring full utilisation of Civico’s capabilities, uniquely certified by Microsoft Teams. Training is integral, supported by an online knowledge centre, webinars, and events to ensure staff proficiency and resource efficiency.; ; Our commitment extends to ongoing support, providing live meeting assistance, monitoring, and Remote Simultaneous Interpretation for inclusivity and accessibility. Our planning services provide end-to-end support, enabling local governments to confidently embrace Civico’s cloud solutions with a clear roadmap for deployment, adoption, and sustained use.
• Planning service works with specific services: Yes
• Hosting or software services the planning service works with:
  • Cloud-Based Meeting Management: Host, coordinate, and administer council meetings.
  • Hybrid Meeting Platforms: Integrated in-person and remote participation.
  • Secure Cloud Storage: Protect data with robust access controls.
  • Webcasting: Live streaming for public engagement and transparency.
  • On-Demand Content Delivery: Archived meetings accessible anytime, anywhere.
  • Remote Collaboration Tools: Facilitate council work with cloud applications.
  • Council Workflow Automation: Streamline processes with cloud-based software.
  • Interactive Documentation: Digital agenda and minutes management.
  • Public Feedback Integration: Hosting platforms for citizen engagement and input.
  • Cloud-Supported Voting Systems: Secure platforms for decision-making processes.

Training

• Training service provided: Yes
• How the training service works: Civico delivers tailored training for our cloud-hosted services, optimising clients' experience of our hybrid committee meeting solutions. Our training includes:; ; • Implementation Guidance: Step-by-step instructions for setting up and integrating Civico’s cloud services.; • Maintenance Instruction: Best practices for ensuring service continuity and security.; • Operational Training: Hands-on sessions enabling daily users to navigate and maximise platform usage.; • Live Support: Real-time assistance during meetings to swiftly resolve technical issues.; • Webinars and Workshops: Scheduled events introducing new features and updates.; • Resource Accessibility: Access to tutorials, FAQs, and manuals for self-paced learning.; • Custom Sessions: Tailored training for specific client needs or roles upon request.; • Feedback-driven Updates: Regular updates to training content based on user feedback and service changes.; ; Our objective is to equip clients with the confidence and skills to effectively manage local government meetings using our cloud-hosted systems, promoting efficiency and effectiveness.
• Training is tied to specific services: Yes
• Services the training service works with:
  • Hybrid Meeting Management: Training on conducting virtual and in-person meetings.
  • Live Webcasting Services: Streaming council meetings for public engagement.
  • Interactive Voting Systems: Training on secure voting platforms for councils.
  • Council Meeting Archival: Storing and retrieving meetings in the cloud.
  • Remote Interpretation: Training on inclusive language interpretation for meetings.
  • On-Demand Access: Training on accessing meetings anytime via cloud services.
  • MS-Teams Integrations: Training for seamless MS-Teams connection and functionality.
  • Secure Document Handling: Learn encrypted document storage and sharing materials.
  • Public Engagement Tools: Software training for public interaction during meetings.
  • Accessibility Compliance: Training on ensuring accessibility standards for all users.

Setup and migration

• Setup or migration service available: Yes
• How the setup or migration service works: • Pre-migration Assessment: We evaluate the client's current infrastructure and identify key services to tailor a migration plan that fits their unique needs.; • Tailored Migration Plan: We develop a customised implementation strategy to ensure minimal disruption and alignment with the client’s specific goals.; • Data Security Assurance: Safeguarding data integrity and confidentiality throughout the integration/migration process with robust encryption and secure data handling practices.; • Training and Support: We provide dedicated training sessions and support materials to ensure client teams are fully prepared for the new system.; • Pilot Testing: Conducting controlled pilot implementations to validate processes and make necessary adjustments before full-scale migration, ensuring confidence in the new system.; • Continuous Communication: Keeping stakeholders informed with regular updates to ensure transparency and build trust.; • Post-Migration Optimisation: Reviewing system performance and making necessary optimisations to guarantee efficient operation.; • Ongoing Technical Support: Providing continuous technical assistance post-migration to swiftly address any emerging issues and maintain system reliability.; ; Civico's client-centric approach streamlines the migration process, minimises risks, and empowers clients to leverage our state-of-the-art cloud solutions effectively.
• Setup or migration service is for specific cloud services: Yes
• List of supported services: DANIEL TO CONIFRM

Quality assurance and performance testing

• Quality assurance and performance testing service: Yes
• How the quality assurance and performance testing works: Comprehensive Planning: We develop a detailed plan outlining the scope, objectives, and criteria for QA and performance testing, tailored to the client's unique requirements.; Expert Team Involvement: Our experienced QA professionals collaborate closely with clients to understand their systems and devise test scenarios that mirror real-world usage.; Advanced Testing Tools: Leveraging industry-standard tools, we conduct thorough testing covering functionality, usability, security, and performance across various conditions.; Automated and Manual Testing: We utilise both automated tests for efficiency and repeatability, and manual testing for nuanced, user-centric issues.; Continuous Integration/Continuous Deployment (CI/CD): Implementing CI/CD practices ensures that new code changes undergo automatic testing and reporting, facilitating a swift feedback loop.; Performance Monitoring: Deploying real-time monitoring tools enables us to track the system’s performance, promptly detecting and addressing any issues.; Stress and Load Testing: We simulate high traffic and usage scenarios to ensure the system performs under peak load conditions.; User Acceptance Testing (UAT): We facilitate UAT to validate end-to-end business flow and user experience, ensuring alignment with expectations.; Feedback Incorporation: We integrate client feedback into the testing cycle for continuous improvement.; Documentation and Training: We provide documentation and training to equip the client's team with the skills to independently conduct future tests.

Security testing

• Security services: Yes
• Security services type: Other
• Other security services:
  • Strategic Security Planning: Align with client goals for robust defence.
  • Risk Management: Identify and mitigate cloud vulnerabilities for enhanced security.
  • Security Architecture: Integrate foundational security into cloud solutions from inception.
  • Certification Compliance: Uphold cybersecurity certifications
  • Penetration Testing: Conduct thorough tests to address security weaknesses.
  • Incident Management: Provide swift response to manage security threats.
  • Regular Audits: Ensure policy adherence and enhance security processes.
  • Training Programs: Empower staff to tackle security challenges effectively.
  • Regulatory Compliance: Guide clients through data protection regulations compliance.
  • Protected Access: Safeguard data with encryption and strict access control.

Ongoing support

• Ongoing support service: Yes
• Types of service supported: Hosting or software provided by your organisation
• How the support service works: Civico provides comprehensive support for our cloud-hosted solutions and software services, ensuring optimal performance and client satisfaction:; ; • 24/7 Monitoring and Assistance: Continuous system monitoring with live support for prompt issue resolution.; • Regular Updates and Maintenance: Scheduled activities enhance functionalities and security without disruption.; • Customised Training Programs: Tailored sessions ensure staff proficiency in software utilisation.; • User-Friendly Documentation: Comprehensive guides aid troubleshooting and easy reference.; • Feedback Implementation: Actively gather and incorporate client feedback for service improvements.; • Data Backup and Recovery: Robust protocols prevent loss and enable quick recovery.; • Security Assurance: Continuous updates safeguard sensitive data against cyber threats.; • Integration Support: Seamlessly merge Civico's services with existing workflows.; • Performance Analytics: Provide insights to enhance meeting engagement and system performance.; • Accessibility Compliance: Ensure all services meet accessibility standards for inclusivity.; ; Our support structure empowers local governments with reliable, efficient, and secure decision-making tools.

Service scope

• Service constraints: Civico’s cloud services come with clear considerations to ensure optimal operation:; ; • Reliable Internet Connection: Stable internet needed for accessing meetings and support.; • System Compatibility: Local IT must align with Civico’s requirements.; • Scheduled Maintenance: Planned downtime communicated in advance.; • User Training: Staff training provided for effective use.; • Change Management: Adoption may require process updates.; • Data Governance Compliance: Understand data protection responsibilities.; • Third-party Integrations: Discuss compatibility for non-Civico applications.; • Feedback and Updates: Enhancements rely on client feedback.; ; We prioritise clear communication and follow best practices for seamless integration and ongoing quality.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Monday-Friday, 9am to 10pm (excluding bank holidays):; • Level I: Critical issues addressed within 15 minutes during live meetings via dedicated live chat.; • Level II: Urgent issues handled same-day, responding within 30 minutes via live chat, phone, or email.; • Level III: Minor issues addressed within 1 working day via phone, email, or support ticket.; ; Out of these hours, support will be substituted by an emergency 24/7 support phoneline. Our support ticketing system allows clients to raise support tickets and track how they are progressing in real time. Tickets display which team member is the owner of the issue.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: All our web applications meet the WCAG guidelines, ensuring AA level accessibility. To guarantee compliance, we integrate cutting-edge online accessibility testing tools into our workflow. These tools ensure that our Live Chat application adheres to the WCAG 2.1 AA and EN 301 549 standards. To complement this, we also include human assessment from a dedicated Civico team member. This dual approach ensures thorough evaluation.; ; Our testing process is robust. We utilise specialised tools that focus on testing user flow accessibility, using a specific workflow scanner. This allows us to pinpoint potential accessibility issues and address them promptly. By combining automated tools with human insight, we ensure our Live Chat application is not only compliant but also user-friendly for everyone.
• Support levels: With ISO 27001 and Microsoft accreditation, Civico ensures 24/7 management and monitoring of the Cloud Hosted solution. We offer structured service levels of support that enable clients to manage their user-facing applications seamlessly before, during, and after meetings.; ; Our support tiers are tailored to meet your needs promptly:; ; • Critical support is provided within 15 minutes.; • Urgent support is addressed within 30 minutes.; • Non-urgent support is resolved within 1 day.; ; In addition, our systems and services undergo proactive 24/7 monitoring, utilising intelligent live SNMP system telemetry reporting to swiftly identify and address performance issues. Our technical engineers also conduct regular remote and onsite scheduled maintenance programmes to uphold system integrity.; ; Civico's service continuity and support structure are built on Agile principles, prioritising adaptability, customer satisfaction, and continuous improvement. This ensures that customers receive responsive, flexible, and dependable support services, aligning with their evolving needs and expectations for sustained and optimal operation of audio-visual systems.

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Citation
• ISO/IEC 27001 accreditation date: 05/01/2024
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • CHAS Elite
  • Constructionline

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to addressing our environmental responsibilities, with a keen focus on combating climate change. Our approach encompasses several key initiatives aimed at reducing our carbon footprint and promoting sustainability:; • Firstly, our cloud-based platforms and hybrid meeting systems play a pivotal role in furthering a paperless environment. By minimising the reliance on physical documents, we effectively curb deforestation and waste, aligning with our mission to preserve natural resources.; • Additionally, our commitment to facilitating remote access to meetings significantly reduces travel-related carbon emissions. By enabling virtual participation, we empower councils and constituents to actively contribute to a greener planet while enhancing accessibility and inclusivity in decision-making processes.; • Furthermore, our dedication to eco-friendly practices extends to our choice of data centres. By prioritising facilities powered by renewable energy sources, we ensure that our digital operations leave the lightest possible environmental footprint.; Through these concerted efforts, Civico strives to lead by example in the fight against climate change, demonstrating our steadfast commitment to environmental stewardship and sustainability.

  Covid-19 recovery

  In response to the COVID-19 pandemic, Civico's technology has emerged as a critical tool in ensuring the uninterrupted functioning of governmental operations. Our hybrid meeting solutions play a pivotal role in maintaining accessibility to public services, even during lockdowns or quarantine measures, thereby safeguarding democratic processes.; Through remote participation capabilities, we prioritise the health and safety of individuals while enabling essential council activities to continue without disruption. This adaptability not only aids in immediate pandemic recovery efforts but also equips councils with resilience for future challenges of a similar nature.; By facilitating seamless communication and decision-making, we empower governments to navigate the complexities of the pandemic with agility and efficiency. Our commitment to providing reliable technology solutions underscores our dedication to supporting COVID-19 recovery initiatives and strengthening governmental resilience for the long term.

  Tackling economic inequality

  We are dedicated to tackling economic inequality by democratising access to government proceedings. Our platform is meticulously designed to ensure that regardless of socio-economic background, everyone can participate in local governance. This access is paramount, empowering community members to voice concerns and engage in decision-making processes that can drive economic progress.; By removing barriers to participation, we promote a more inclusive society where every individual has the opportunity to shape policies that impact their livelihoods. This commitment to inclusivity not only fosters a sense of empowerment but also promotes equity and fairness in the distribution of resources and opportunities.; At Civico, we believe that by enabling meaningful participation in governance, we can pave the way for a more equitable and prosperous future for all members of society.

  Equal opportunity

  Civico is unwavering in promoting equal opportunity through our commitment to inclusivity in every aspect of our platforms. Our software is designed to ensure that individuals with disabilities have equitable access to council meetings and services. By adhering to the Web Content Accessibility Guidelines (WCAG), we guarantee that our technology can be seamlessly navigated and understood by all, including those who rely on assistive technologies.; Furthermore, our dedication to inclusivity extends to providing multilingual support, thereby breaking down language barriers and ensuring that diverse communities can fully engage in civic participation and access information without hindrance.; At Civico, we firmly believe that everyone, regardless of ability or language proficiency, should have the same opportunities to participate in governance and access essential services. Our unwavering commitment to equal opportunity drives us to continuously enhance our platforms to better serve all members of society.

  Wellbeing

  The wellbeing of communities is at the heart of what Civico does. Through our services, we strengthen the social fabric by promoting active civic engagement. We provide community members with a platform to express their views and contribute to discussions that directly impact their lives. This empowerment fosters greater community cohesion, enhances trust in local governance, and supports mental health by nurturing a sense of agency and belonging. By facilitating meaningful participation and dialogue, Civico's solutions actively contribute to the collective wellbeing of the societies we serve. We are committed to continuously promoting and nurturing environments where individuals feel valued, heard, and connected to their communities, ultimately fostering healthier and more resilient societies.

Pricing

• Price: £700 a unit
• Discount for educational organisations: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at daniel@civico.io. Tell them what format you need. It will help if you say what assistive technology you use.