AGENDA MANAGEMENT SYSTEM REPLACEMENT

Project Title AGENDA MANAGEMENT SYSTEM REPLACEMENT Invitation # RFP 23-002 Bid Posting Date 12/28/2022 5:53 PM (PST) Project Stage Bidding Bid Due Date 01/31/2023 4:00 PM (PST) Response Format Electronic Project Type RFP (Request for Proposal) Response Types Response File DEBARMENT AND SUSPENSION CERTIFICATION (required) CLIENT REFERENCE LIST (required) AFFIDAVIT OF NON-COLLUSION AND NON-DISCRIMINATION (required) AFFIDAVIT OF NON FEDERAL LOBBYIST REQUIREMENTS (required) W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION INSTRUCTIONS FOR ENTERING ELECTRONIC BIDS RFP 23-002 - Agenda Management System Replacement_PACKET Type of Award Lump Sum Categories 541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541513 - Computer Facilities Management Services 541519 - Other Computer Related Services 423430 - Computer and Computer Peripheral Equipment and Software Merchant Wholesalers License Requirements Department Purchasing Address CARSON CITY

HALL 701 E CARSON STREET CARSON, California 90745 County Los Angeles Bid Valid Liquidated Damages Estimated Bid Value Start/Delivery Date Project Duration Bid Bond Bid Bond 0.00% Payment Bond 0.00% Performance Bond 0.00% Pre-Bid Meeting Information Pre-Bid Meeting No Online Q&A Online Q&A Yes Q&A Deadline 01/19/2023 2:00 PM (PST) Contact Information Contact Info Shelly Root 310-830-7600 ext. 1231 sroot@carsonca.gov Bids to Electronic via Planet Bids Owner's Agent CMO/IT/CCO Description Scope of Services The City of Carson has a five-member elected City Council as well as 12 appointed boards, commissions, and committees. These groups conduct regular meetings, once or twice per month, with an estimated 220 meetings during the year. These meetings are posted in accordance with legal statutes. Tasks associated with the preparation for, and conduct of, these meetings, and the resulting reconditions, decisions and legislations, are carried out by staff across the organization. The City of Carson requests proposal including pricing for an Agenda Management System that would replace the current system being used (Granicus) by the City. Pricing is to include professional services for software deployment and migration and maintenance of all selected components, project management, training, future support, and providing a complete installation that meets the City's performance requirements. Other Details Notes NOTE: ALL RESPONSES MUST INCLUDE THE VENDOR NAME, COMPANY ADDRESS AND REFERENCE THE RFP NO. 23-002 ON THE DOCUMENTS. Special Notices Local Programs & Policies This RFP does not commit the City of Carson to award a contract or to pay any cost incurred in the preparation of any response to the RFP. All responses to this RFP become the property of the City. At such time a selection is made, all responses submitted become a matter of public record and shall be regarded as such, with the exception of those elements in responses which are trade secrets or proprietary, marked as such, and otherwise exempt from disclosure under the Public Records Act. Any changes to the RFP requirements will be made by addendum. Unless expressly stated otherwise, documents must be uploaded in PDF format. It is the Proponent’s responsibility to ensure qualification documents are properly and timely received. Qualifications that are missing pages, cannot be opened, etc. may be considered nonresponsive. It is the Proponent’s sole responsibility to contact the City’s online bid management provider (Planet Bids at 818-992-1771) to resolve any technical issues related to electronic bidding, including (but not limited to) registering as a vendor, updating passwords, updating profiles, uploading/downloading documents, submitting an electronic bid/proposal, etc. All questions or requests for interpretation regarding this RFP solicitation must be submitted online through Planet Bids within the date and time specified. Proposers are not to contact City personnel or Elected Officials with any questions or clarifications concerning this RFP other than through Planet Bids. Any City response for this RFP that is not posted through Planet Bids is unauthorized and will be considered invalid. Bidder is solely responsible for “on time” submission of their electronic bid. The Bid Management System will not accept late bids and no exceptions shall be made. Bidders will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those bids that were transmitted successfully. NOTE: E-Bids are sealed and cannot be viewed by the City until the closing date and time. If you need to withdraw your bid, you may do so any time before the bid deadline, by going back into the system and selecting “withdraw”. Place eBid