Public Meeting Agenda Management Software

expired opportunity(Expired)
From: Kent County Administration(County)

Basic Details

started - 31 Oct, 2022 (17 months ago)

Start Date

31 Oct, 2022 (17 months ago)
due - 15 Dec, 2022 (15 months ago)

Due Date

15 Dec, 2022 (15 months ago)
Bid Notification

Type

Bid Notification

Identifier

N/A
Kent County Administration

Customer / Agency

Kent County Administration
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1 FISCAL SERVICES DEPARTMENT PURCHASING DIVISION Kent County Administration Building, 300 Monroe Avenue N.W., Grand Rapids, Michigan 49503-2289 Phone: (616) 632-7720 Fax: (616) 632 -7715 Email: purchasing@kentcountymi.gov SOLICITATION Solicitation Type Request for Information (RFI) Solicitation Number 4966 Description Public Meeting Agenda Management Software Date of Issuance 11/14/2022 Inquiries Deadline Date & Time (local) 12/1/2022, 2 PM Due Date & Time (local) 12/15/2022, 2 PM Pre-Submission Conference Yes: Non-Mandatory Teleconference (attendance recommended & pre-registration required) Conference Date & Time (local) 11/30/2022, 1:30 PM Buyer Name Brinks INTRODUCTION The Kent County Purchasing Division is requesting information ("RFI") for public meeting agenda management software for its Boards, Commissions and Advisory Committees. The RFI seeks input and feedback from industry-qualified experts and will provide
guidance for the procurement of the software. The County desires a turnkey cloud-based solution for a product that is complete and ready for immediate use. Respondents are encouraged to emphasize their existing software functionality and best practice solutions rather than software customization. The intent is to use the system for efficient and accurate agenda and action requests (ARs) production resulting in a quality product for the County Board of Commissioners, Standing Committees, and various Advisory Committees replacing the current manual process. We do not desire software used for a collaboration tool for Elected Officials and Board members. The projected contract award date is October 1, 2023. Kent County may select RFI finalists to interview in advance of a subsequent Request for Proposal (RFP) offer. Kent County does not guarantee the opportunity will be provided for others that fail to respond to the RFI to be included and able to participate in the RFP process. Submitted recommendations shall in no way bind Kent County to any purchase for any reason. DESIRED FUNCTIONALITY (EXAMPLES) 1. Agenda & AR template, required fields, attachments. Meeting agenda is auto created by the system and ARs/Resolutions (and attachments) auto compiled with the meeting agenda for less Le ~ KENT Wwe 2 time invested by staff in typing the agenda and compiling the meeting materials; reduced risk of errors. 2. Upload attachments for AR (grant summary forms, memos, etc.). Items attached to the AR in the software to eliminate need for tracking additional documents in a shared folder and confusion with different versions 3. History of AR versions/changes. Retain earlier versions of an AR and staff comments on draft versions; one user at a time making changes and all changes in one place in the system to eliminate multiple versions of an AR floating via email; avoid mix ups about whether weve have processed the most updated version in the folder. 4. Customizable workflow, routing, alerts, reminders system that distributes AR to reviewer review, comment and approval for County Board of Commissioners and Standing Committees. Automatic email notification to the reviewer when an AR is ready for review. Electronic signatures option to add electronic signature confirming review and approval completed. 5. Meeting calendar and reports by meeting date. Staff access to calendar of upcoming meetings and ARs scheduled on future meeting agendas; ability to run reports of ARs scheduled on agendas for improved agenda planning to reduce confusion when ARs are scheduled to go to County Board of Commissioners, Standing Committees, and various Advisory Committees so staff can better plan for upcoming agendas by easily viewing what items staff has inserted for each date and can produce reports on upcoming agendas for communicating with Board Chair and County Administrator. 6. Notification Option. Once AR is set for County Board of Commissioners, Standing Committees, and various Advisory Committees, notify department representative to attend the meeting including where to go and when to come. Trigger Outlook calendar invitation if possible. Reminder to attend meetings desired. 7. Agenda and attachments software that provides electronic notetaking, highlighting, etc. tools for efficient online review of the ARs. 8. Board resolutions component: adopted/not adopted button, request feature for certified copies of resolutions. We want to be able to search through resolutions with key words. 9. Minutes component for the Clerks Office. 10. Customizable search features with easy access to past and future ARs by searching topics. For example, quickly find ARs when you dont know the date it was/will be on agenda. 11. Meet the County/State records retention, Freedom of Information Act, Open Meetings Act requirements, and Board standing rules. 12. Retention/destruction/archival of agenda and minutes. 3 INFORMATION TECHNOLOGY BEST PRACTICE CONSIDERATIONS (EXAMPLES): 1. A cloud-based system is desired. 2. The Respondent should provide a general overview of the companys philosophy of cloud computing including security, technology implemented, data storage, logging, monitoring, threat management, vulnerability management, and incident management. 3. The Respondent should provide a general overview of administrative functions including account management, support, help desk and support ticketing processes, availability, and responsiveness. 4. The Respondent should provide a general overview of Service Level Agreement (SLA) and contract performance including, SLA basics, SLA failure process, and contract termination. 5. The Respondent should provide a general overview of data extraction (data portability) including data formats and extraction methods. 6. The Respondent should provide a general overview of its business continuity and disaster recovery capabilities and processes. 7. The Respondent should provide information on how desired services or overall organization are ranked by industry research firms such as Gartner and Forrester. 8. The Respondent should provide a general overview of their platforms integration capabilities with 3rd party or client business systems. 9. The Respondent should describe what experience your organization has in meeting the unique requirements of local government. 10. Information classification capabilities are desired. For example, information can be classified as non-public and/or privileged in some way. 11. The service should have some way of providing multifactor authentication (MFA) or should be able to plug into our MFA provider, Okta. 12. Data retention capabilities are desired. Specifically, data retention capabilities of the application that can be configured to match the public records requirements and retention requirements set by Corporate Counsel and statute in Michigan. 13. Role-based security for users is desired. 14. Audit trail of actions performed. All actions are logged in an auditable manner, especially signatures, votes, and administrative actions. 15. It is desirable that the cloud service should be FedRamp certified or have pending certification. 4 16. It is preferred that cloud service are based in US or Canada and are restricted from moving from these geographic areas. 17. Mobile device application/interface is desired. 18. Integration capabilities with Office 365 (cloud) is desired for calendar synching and overall collaboration considerations. 19. It is desirable that the applications meets NIST or ISO standards for data security, including encryption of data in transit and at rest. 20. The Respondent should have a duty to disclose material breaches of data, and should also disclose breaches by contractors and suppliers, if those breaches affect the application in question, or the countys data in any way. Respondents should not use the above functional and IT best practice summaries as a definitive list to develop of submission. The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County Purchasing Division website are incorporated by reference into the solicitation. PRE-SUBMISSION TELECONFERENCE A pre-submission conference is scheduled for this request. Conference registration located here. Registration closes hour prior to the conference scheduled date and time. Attendees should join the conference a minimum of five (5) minutes before the conference is scheduled to commence. Late attendees will not be admitted once the conference has commenced. The purpose of the conference is to provide equal opportunity to seek clarifications regarding this opportunity. Failure to attend the pre-submission conference may result in rejection of non-attendee inquiries. Each Respondent will be given the opportunity to ask questions and is responsible for taking their own meeting notes. One person from the Respondent should be designated to ask questions when prompted by the meeting host for teleconference meetings. All additional attendees should remain muted. Attendees must fully review all solicitation documents and correspondence prior to the conference. Attendee shall be an employee or authorized reseller of the Respondent with requisite knowledge, skills, and abilities to participate. Meeting attendees assume all possible risks including technical issues associated with teleconferencing and deem the County and its service provider harmless and without fault regardless of the reason. Attendees may not screenshot or record any part of the meeting including the audio. Attendees requiring special services are asked to provide their requirements to the Kent County Purchasing Division at least forty-eight (48) hours in advance to allow for accommodations. https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action 5 REQUEST FOR PROPOSAL SUBMISSION Complete submissions must be received in the Kent County Purchasing Division no later than the due date/time specified by the designated clock (local time). Late, faxed, or emailed responses will NOT be considered. The health and safety of the community is a top priority; therefore, Kent County Purchasing Division is shifting all Solicitations to electronic response only until further notice. Reponses may be submitted electronically by selecting the "Submit Online" icon on the Bid Opportunities page of the Kent County Purchasing Division's website. Respondent must include a complete proposal as one (1) non-password protected PDF document, unless otherwise designated by Kent County. The time required to upload a submission may vary. Respondent assumes all risks associated with electronic submission (including all possible technical issues) and deems the County and its service provider harmless and without fault regardless of the reason. Successful electronic submissions are confirmed via Respondent's email. Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time. Submissions must be in the format outlined below: Business Organization One (1) page maximum State the full names, addresses, phone numbers, emails, and websites of any parties and their prospective roles. State whether Respondent is authorized to do business in the State of Michigan. Qualifications - Three (3) pages maximum Summarize Respondent's strong points and how their experience, particularly with similar responsibilities, will benefit the stakeholders. Provide a statement of qualification and what makes you uniquely qualified compared to others to provide these services. Describe your proficiency and experiences with comparable project engagements and share any other relevant special expertise you have that should be considered for this engagement. Recommendation Ten (10) pages maximum Provide a recommendation focusing on the functionality and information technology specifications. Emphasis on clarity and detail is an important consideration in the evaluation process. Sales and Marketing material will not be used to determine the award and is not desired. Timeline & Expectations Two (2) pages maximum Provide a timeline to implement the recommendation efficiently and effectively with emphasis on key deliverables and milestones. Disclose necessary County resources, staffing and/or identify other requirements to implement each phase of the recommendation. Pricing Methodology Two (2) pages maximum The County understands only high-level estimates can be provided until detailed information and additional discussion takes place. Although budget estimates will be considered, they still will be 6 treated as such and will not be considered binding in any respects. Binding cost proposals may be requested through a subsequent "best and final offer" Request for Proposal (RFP) process of County-selected Respondent finalists. Respondent shall provide a cost-effective pricing methodology with attention to detail and understandability that includes a properly designed and implemented all-inclusive response costs necessary to implement the proposed solution. References One (1) page maximum Provide three (3) relevant references, preferably for projects of similar scope and complexity. Include the organization, contact person, current telephone number, email address, description and dates of service and total cost. References shall not include any current/past Kent County employees. Page number maximums are strongly recommended but not compulsorily disqualifying. Kent County is not liable for costs incurred prior to award. Submissions may only be withdrawn by written request if the request is received before the due date/time. Withdrawals subsequent to opening shall be subject to Kent County Fiscal Policy Centralized Purchasing 5(i)(2). NO BID Please provide feedback if you are electing not to participate in this solicitation. https://www.accesskent.com/Departments/Purchasing/vendor.htm https://www.accesskent.com/Departments/Purchasing/vendor.htm https://kentcounty.sjc1.qualtrics.com/jfe/form/SV_23HnX1uQN1GSr9H

300 Monroe Avenue NW Grand Rapids,Michigan 49503Location

Address: 300 Monroe Avenue NW Grand Rapids,Michigan 49503

Country : United StatesState : Michigan

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