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General

  1. 1. CITY OF OKLAHOMA CITY REQUEST FOR PROPOSALS REQUEST FOR PROPOSAL AGENDA MANAGEMENT SYSTEM ELECTRONIC AGENDA MANAGEMENT SYSTEM
  2. 2. CITY OF OKLAHOMA CITY REQUEST FOR PROPOSALS Table of Contents SECTION 1Introduction...........................................................................................................................1 1.1 General...........................................................................................................................................1 1.2 Project Background.........................................................................................................................1 1.2.1 Current Environment .................................................................................................................1 1.3 Project Objectives.............................................................................................................................2 1.3.1Document Management Automation............................................................................................2 1.3.2Citizen Access to Information.......................................................................................................2 1.3.3Direct User Input and Access to Information.................................................................................2 1.3.4Utilization of Existing City Assets..................................................................................................3 1.3.5End-User Confidence and Acceptance.........................................................................................3 1.4 Project Schedule.............................................................................................................................3 1.5 Proposer Qualifications....................................................................................................................3 ............................................................................................................................................................4 1.6Compliance with Laws, Standards and Practices................................................................................4 SECTION 2General Information, Terms & Conditions, Response Procedures .....................................1 2.1 Intent...............................................................................................................................................1 2.2 Scope of Systems Covered..............................................................................................................1 2.3 Complete System to Be Described...................................................................................................1 2.4General Information ..........................................................................................................................1 2.4.1Explanations or Clarifications.......................................................................................................1 2.5Terms and Conditions........................................................................................................................2 2.5.1Proposal Evaluation, Ruling Order of Documents.........................................................................2 2.5.2Contract Period – Renewal Option...............................................................................................3 2.5.3Purchase Orders.........................................................................................................................4 The ordering departments will utilize purchase order numbers or purchasing cards for ordering the materials they require as the need arises during the contract period. ....................................................4 2.5.4Payment/Invoice.........................................................................................................................4 2.5.5Contract Payment and Retainage................................................................................................5 2.5.6Upgrades and Substitutions.........................................................................................................5 2.5.7Guarantee and Performance Bond..............................................................................................5 2.5.8Taxes.........................................................................................................................................5 2.5.9Brand Names..............................................................................................................................5 2.5.10Delivery ...................................................................................................................................5 2.5.11F.O.B. Destination.....................................................................................................................5 2.5.12Commercial Packaging..............................................................................................................6 2.5.13Order of Precedence.................................................................................................................6 2.5.14Warranty...................................................................................................................................6 2.5.15Prices.......................................................................................................................................6 2.5.16Signature..................................................................................................................................6 2.5.17Subcontractors..........................................................................................................................6 2.5.18Indemnity..................................................................................................................................6 2.5.19Liability and Property Damage Insurance...................................................................................7 2.5.20Right to Reject..........................................................................................................................7 2.5.21Clarification...............................................................................................................................7 2.5.22Withdrawal of Proposal..............................................................................................................8 2.5.23Approval of Information Release................................................................................................8 2.5.24Termination...............................................................................................................................8 2.5.25Independent Contractor.............................................................................................................8 2.5.26Exceptions................................................................................................................................8 2.5.27Software Escrow Requirement...................................................................................................8 2.5.28Proposal Preparation Costs.......................................................................................................8 2.6 Proposal Format..............................................................................................................................9 ELECTRONIC AGENDA MANAGEMENT SYSTEM
  3. 3. 2.7 Submission Document Requirements.............................................................................................11 SECTION 3 Current Technical Environment..........................................................................................1 3.1Overview...........................................................................................................................................1 3.2Desktop Systems..............................................................................................................................1 3.3Network Environment........................................................................................................................1 3.4GIS Capabilities.................................................................................................................................2 SECTION 4Technical Preferences...........................................................................................................1 3.5General.............................................................................................................................................1 3.6General Preferences.........................................................................................................................1 3.7Networking Preferences.....................................................................................................................1 3.8Server /Desktop Preferences.............................................................................................................2 3.9 GIS Preferences...............................................................................................................................3 3.10 Interfaces / Integration....................................................................................................................3 SECTION 5 System Requirements.........................................................................................................1 Merit..................................................................................................................................................2 Requirement......................................................................................................................................2 Merit..................................................................................................................................................9 Requirement......................................................................................................................................9 Merit................................................................................................................................................12 Requirement.....................................................................................................................................12 Merit................................................................................................................................................12 Requirement.....................................................................................................................................12 SECTION 6 Implementation ....................................................................................................................1 3.16Implementation................................................................................................................................1 3.17Time Constraints.............................................................................................................................1 SECTION 7 Warranty And System Maintenance.....................................................................................1 3.18General...........................................................................................................................................1 3.19Warranty.........................................................................................................................................1 3.20Maintenance of Vendor Furnished Software .....................................................................................1 SECTION 8 Pricing Considerations.........................................................................................................1 3.21General...........................................................................................................................................1 3.22Pricing Format.................................................................................................................................1 ATTACHMENT A ANTICOLLUSION AFFIDAVIT....................................................................................1 ATTACHMENT B NON-DISCRIMINATION STATEMENT........................................................................1 ATTACHMENT C VENDOR REGISTRATION FORM..............................................................................1 ELECTRONIC AGENDA MANAGEMENT SYSTEM
  4. 4. CITY OF OKLAHOMA CITY REQUEST FOR PROPOSALS SECTION 1Introduction 1.1 General The City of Oklahoma City (“City”) is seeking proposals from qualified organizations to provide software and services necessary to successfully implement an Agenda Management system. The City of Oklahoma City’s agenda management process encompasses workflow throughout City Departments, City Council, Boards, Trusts, and Commissions. The City is seeking an organization with a proven history of success within the Agenda Management information systems industry. The City’s intention is to purchase an off-the-shelf, open system standards-based package that requires little or no custom software development to meet the features and functions stated in this solicitation. This RFP sets forth the requirements for the new system and solicits a detailed response from firms to include functional and technical requirements, implementation services, on-going software maintenance and support, pricing, and demonstrations of the proposed software from the finalists as described in the Selection Process section. It is the City’s intention to award a contract for the purchase of software and associated services only; however, the proposer shall propose a complete solution including all software, hardware, training and other services necessary to meet the requirements listed in this solicitation. The City, at its sole option, reserves the right to purchase hardware separately. Firms must submit information that details how their proposed solution complies with the City’s minimum requirements. Firms are also encouraged to submit any information that indicates how their proposed solution would provide the City with existing features and enhancements that exceed the minimum requirements as set forth in this RFP. 1.2 Project Background 1.2.1 Current Environment Oklahoma City is the capital city in the state of Oklahoma. The City covers an area of approximately 622 square miles. The population is in excess of 500,000 in a metropolitan area with a combined population of over 1 million people. The City Clerk’s Office prepares the Mayor and City Council Meeting Agendas approximately every week. A Council Memo and routing slip are submitted by City Departments to track Agenda Items through the approval process. Support documents may also be associated with the item. The Agenda Items go through a multi-step review and approval process before they are assembled on the meeting Agenda. Following approval for submission to City Council, items are categorized in the agenda based on the respective legislative body. The collection of Agenda Items, associated documents, and Meeting Agendas for a specific meeting date are collated and sent to the City’s Print Shop for duplication. Additionally, they are converted to PDF and exported to the City’s website for public access. Boards, Trusts, and Commissions throughout the City operate similar to the City Council agenda management process. Documents are prepared, reviewed, approved, and distributed based on a paper-driven process. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 1 PAGE 1
  5. 5. 1.3 Project Objectives The City of Oklahoma City needs to streamline the City Council, Boards, Trusts, and Commissions agenda management process from document preparation through archival. An Agenda Management system would provide the ability to submit, track, approve, maintain legislative history, and manage the entire legislative process in an electronic environment. In order to provide the best possible service to recipients, processes need to be made as simple and effective as possible. The following objectives include specific primary goals, which will be considered during the evaluation process, as well as measurement indicators of post- implementation project success.  Implement a solution to optimize management of agenda process throughout the City  Increase operational efficiencies, streamline work processes, and facilitate data management control  Create a central repository to provide shared electronic document storage, efficient document searching and retrieval, and more cost effective distribution options  Standardize agenda management process for City Council and all boards, Trusts, and Commissions 1.3.1 Document Management Automation The City desires to automate the submission, tracking, and approval of documents submitted for Mayor and Council through the Agenda Management System. The proposed system will accept an Agenda Item Request document with associated metadata and supporting documents. The system will provide a query mechanism that returns Agenda Item Requests and associated documents based on user-selected metadata. 1.3.2 Citizen Access to Information A required benefit of an Agenda Management system will be to maximize the use of technology to make as much information as possible available to citizens in the most convenient means possible. This must include, but not be limited to, the use of the Internet. A new system should include read-only information access for citizens. 1.3.3 Direct User Input and Access to Information The City is interested in systems that enable direct providers and users of information to input useful data at the source, as well as assimilate and retrieve information necessary for meaningful investigation, analysis, and reporting purposes. The City is not interested in implementing systems intended to provide employment opportunities for data entry clerks and programmer analysts. Data that is erroneous, superfluous, or inaccessible represents a drain on both human and system resources. ELECTRONIC AGENDA MANAGEMENT SYSTEM
  6. 6. 1.3.4 Utilization of Existing City Assets The City has a significant investment in a number of technology assets that should be leveraged by the successful Proposer. These assets include:  Network infrastructure (see sections 3.3 and 4.3)  Desktop systems (see sections 3.2 and 4.4)  Operating system standards (see section 4.4)  GIS standards (see sections 3.4 and 4.5) Proposals that compromise the use of these existing assets will be considered; however, potential benefits must be both compelling and justifiable. 1.3.5 End-User Confidence and Acceptance No system can be successfully implemented without a high degree of user confidence that the vendor can deliver on proposal promises. Additionally, departmental users must believe that systems offer needed functionality in operationally friendly formats before they commit to the time and effort required to fully utilize any system. Consequently, the City will be looking for proposals from stable, reputable organizations with proven products; a history of delivering what was promised (when it was promised); along with a track record of ongoing customer support and satisfaction. 1.4 Project Schedule The implementation of any system is a significant undertaking. Consideration must be given to the day- to-day operations of City agencies, which must not be adversely disturbed or interrupted. The following represents significant events and the associated proposed timetable from release of this RFP to award of contract(s): PROPOSED TIMETABLE Request for Proposal to Prospective Proposers...............................................6/6/06 Proposal Questions Due..............................................................................6/15/06 Proposal Due Date........................................................................................7/6/06 Proposer's Oral Presentations.....................................................7/24/06 thru 8/4/06 Recommendation to City Council..................................................................8/29/06 Projected Contract Award……………..…………………………………………10/30/06 1.5 Proposer Qualifications The successful system Proposer must furnish and install all applicable software and equipment, and provide services related to the installation and optimization of the system, sub-systems, and other ancillary devices described by this RFP. This RFP seeks assurance of the following: ELECTRONIC AGENDA MANAGEMENT SYSTEM
  7. 7.  Timely implementation  Fault tolerant systems  Software soundness and performance  Equipment soundness and performance  Operator / user friendliness  Maintainability  Reliability  Long-term useful life  Quality training for users and technicians  Quality Service & Maintenance The successful Proposer must have demonstrated successful performance on installations of a similar nature to that requested by this RFP. Specifically, Proposers must demonstrate a history of a successfully developed and implemented Agenda Management system of similar scope and size. 1.6 Compliance with Laws, Standards and Practices Proposals must comply with all federal, state, county, municipal and local laws. Materials and workmanship must conform to the highest standards of manufacturing and engineering practices. All items used must be new and unused in first class condition, of current manufacture and be of the type generally accepted for the proposed use. Where the Proposer does not agree with the City’s standard terms & conditions, we require the proposal to identify the specific clauses the Proposer wishes to amend or delete and suggest alternative wording. Statements such as “We comply with the following clarification” followed by an exception should be avoided. We discourage proposals which simply state that “the proposal is subject to the Proposer’s standard terms & conditions”, or that “the terms & conditions are subject to negotiation after award.” ELECTRONIC AGENDA MANAGEMENT SYSTEM
  8. 8. SECTION 2General Information, Terms & Conditions, Response Procedures 2.1 Intent The City of Oklahoma City is requesting sealed proposals from qualified Proposers for an integrated Agenda Management application. This Request for Proposals (RFP) includes specific information to guide you in the development of your proposal for the various systems, equipment, and communications infrastructure. 2.2 Scope of Systems Covered Public meeting processes within the City are manual and primarily paper driven. While this approach has been successful for many years, it is time consuming and labor intensive. City departments spend a great deal of time each week preparing and routing items for submission to the respective Board, Trust, or Commission and to the City Council. Some processes have been automated where possible; however, inconsistencies continue to exist between City departments. Process automation provides an opportunity to increase operational efficiencies, streamline work processes, and facilitate data management control in a legislative environment. 2.3 Complete System to Be Described Proposals must describe all software components, hardware components (whether supplied by Proposer or City), services, and tasks required to implement a working, fully functional system, and clearly state whether said components and services are to be furnished by the Proposer or not. Any and all components - whether hardware or software - required to make the system usable and fully operational that are not described in the proposal documents as being necessary, shall be provided at the Proposer’s expense. The price listed in the proposal shall be the delivered price, including freight to and installation at the site(s) of work in Oklahoma City. Submission of a proposal shall be conclusive evidence that the Proposer has investigated and is satisfied as to the conditions to be encountered in performing the work. 2.4 General Information 2.4.1 Explanations or Clarifications Inquiries regarding this RFP may be addressed to: Refer questions to: Stacey Saunders 100 N Walker, Suite 600 Oklahoma City, OK 73102 (405) 297-2687 (405) 297-3021 (fax) stacey.saunders@okc.gov Responses to written questions concerning this RFP will be made by way of addendum sent to prospective Proposers who were originally sent an RFP or have contacted The City of Oklahoma City of their intent to propose. If a proposer wishes to be added to the list that will receive email updates, a request must be sent to stacey.saunders@okc.gov. Anyone receiving an addendum or update via email shall acknowledge such by an email reply to stacey.saunders@okc.gov. Any addendum or update shall become part of the ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 1
  9. 9. RFP and shall be returned with the proposal (or before the proposal due date) as required in Section 2.8 (G). Only replies by formal written addenda (amendments) shall be binding. Oral and other interpretations or clarifications shall not be binding on the City. Respondents are required to acknowledge all addenda (amendments) by signing and returning such document either with the proposal or before the closing date. After award, any changes beyond the scope of the contract will be addressed by contract amendment. 2.5 Terms and Conditions 2.5.1 Proposal Evaluation, Ruling Order of Documents City personnel will evaluate the proposals with the objective of selecting the system and the vendor deemed to represent the best product and service at a competitive price. Evaluation criteria will include: A. System Design and Technical Performance - 35 points. a) Functional Requirements b) Technical Requirements c) Interface Requirements d) Vendor Requirements B. System Pricing For All Software, Equipment, and Services - 25 points. This will include, but is not limited to: a) Software Licensing - Software pricing must include number of users, concurrent users, server size, etc., depending on the method you use b) Professional Services - Professional services must include firm-fixed price for services at defined milestones or estimated hours by service provided, depending on the method you use c) Software Maintenance - Software maintenance and support pricing for year one is to be calculated into the proposed initial implementation price. “Out year” maintenance and support costs must be clearly delineated for years 2-5 d) Training - Training must include number of students, number of days or hours of training, number of classes and topics to be covered. The City’s preference is using on-site facilities for training. To reduce impact on City business, duplicate training should be made available in successive sessions so multiple personnel could be trained on identical material at different times. e) Hardware (Optional) - Pricing must be included in your firm’s proposal; however, the City reserves the right to purchase equipment elsewhere if it is deemed in the City’s best interest to do so ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 2
  10. 10. C. Vendor Experience and Ability To Provide Proposed System - 15 points. D. Installation, Management, Maintenance, Training, and Support Services - 15 points. E. Proposal Quality - 5 points. a) Completeness and thoroughness of written response b) Proposer's adherence to RFP guidelines and instructions. F. Project Implementation Schedule - 5 points. This will include, but is not limited to a scrutiny of: a) Key team leaders, including project experience and length of time with the firm. b) Proposed schedule. If more than three proposals are received, the evaluation team will select a short list of Proposers using the above criteria. Proposal finalists will be required to conduct on-site oral presentations that fully demonstrate system capabilities as purported by their respective proposals. Proposal finalists will be required to set up and conduct the demonstrations on fully functional systems which are representative of proposed configurations. Proposal finalists will be required to demonstrate end-to-end functionality and integration via ad hoc and scripted means. Additional technical question and answer sessions and site visits may be used in the final selection process. A recommendation will then be submitted to the Oklahoma City Council, requesting approval to proceed with contract negotiations with the preferred Proposer. In submitting proposals, Proposers must note exceptions in cases where, in the Proposer's opinion, the requirements are based on methods and features of a particular name brand or vendor's product. In evaluating the exceptions, the City will consider whether in its judgment the proposed system offers a degree of functionality and cost effectiveness which nullifies the standards on which the specifications are based. The RFP, the proposal documents, and the oral presentation will be incorporated into the contract by reference; therefore, all requirements not specifically addressed as an exception in the proposal and subsequent contract documents will stand as contractual responsibilities of the Vendor. The prices submitted in the original proposal, subject to any modification in the negotiated contract, shall apply for the life of the contract; however, during the contract period, should the Vendor offer the same service, optional equipment, or upgrades to other agencies or the public at a lower cost due to price reductions or promotions, the Vendor shall also charge Oklahoma City the lower price. In some sections of this document, the word "Bidder" may be used to mean the Vendor submitting a proposal, and the word "bid" may be used interchangeably with "proposal." 2.5.2 Contract Period – Renewal Option 1. This contract is renewable for two additional one-year periods at the option of the Contracting Entity. Should the Contracting Entity desire to renew the contract, a written preliminary notice will be furnished to the contractor prior to the expiration date of the contract. (Such preliminary notice will not be deemed to commit the Contracting Entity to renew.) ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 3
  11. 11. 2. Upon receipt of the Contracting Entity's preliminary notice, the contractor shall, if desired, submit a written agreement to continue contract performance for an additional one-year period. 3. Should the Contracting Entity exercise this option for renewal, the contract as renewed shall be deemed to include this option provision except that the total duration of this contract, including any renewals, shall not exceed three years. 4. In all cases, contract renewals shall be approved by the Contracting Entity's governing body, and sufficient appropriations shall have been made for the particular fiscal year for which the renewal is sought. The contract period shall commence with approval of the agreement by the Oklahoma City Council. The contract may be renewed annually, if requested by the City, with approval of the Vendor, but only after the City shall have ratified and confirmed the same. The renewal of this contract shall only be with the intent and purpose of exercising the City’s options for maintenance and/or upgrades and options proposed in the original proposal documents. The termination of any contract resulting from this RFP will not cause or imply termination of the other agreements made pursuant to this RFP. 2.5.3 Purchase Orders The ordering departments will utilize purchase order numbers or purchasing cards for ordering the materials they require as the need arises during the contract period. The City of Oklahoma City shall not be held liable for any and all damages sustained by vendors for delivery of materials awarded by contract unless accompanied by an authorized purchase order or purchasing card reference name and number. Delivery of materials to any Oklahoma City department without a purchase order document, purchase order number or purchasing card reference name and number given at the time the order is placed shall constitute an unauthorized purchase. 2.5.4 Payment/Invoice 1. Payments will be processed promptly after completion of delivery of ordered items and after receipt of properly prepared invoices. 2. Invoices must contain the following information: a. Vendor's name and address b. Ship to address (department name) c. Purchase order number - MUST BE INDICATED ON THE INVOICE d. Itemization of each item purchased to include: (1) description/stock number (2) unit price (3) quantity (4) unit of issue (each, box, dozen, pound, etc.) (5) total price e. Total amount of invoice f. Date of delivery 3. Invoices should not reflect any outstanding back orders. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 4
  12. 12. 2.5.5 Contract Payment and Retainage The contract shall be prepared under the direction of the City, and shall incorporate all applicable provisions. A firm fixed price or not-to-exceed contract is contemplated, with progress payments as mutually determined to be appropriate. 2.5.6 Upgrades and Substitutions During the contract period, if any of the optional equipment or software named in the contract is replaced in the Vendor's product line by products performing the same functions, but using improved technology, and priced the same, lower, or within seven percent of the item originally specified, then the newer product may be substituted with approval of the City Project Manager. Said substitutions may also be noted in any subsequent contract renewal documents without necessitating a re-bid process; provided, however, that this clause shall not be construed to allow inclusion of any equipment model, product, or service that changes the scope of the intent, technical specifications, or applications described in the RFP. 2.5.7 Guarantee and Performance Bond All Proposers shall guarantee that the software and equipment they propose to furnish shall be in accordance with the manufacturer's specifications and shall perform the function for which they were designed and manufactured. The Vendor shall provide all standard manufacturers’ warranties, guarantees, and/or exchange policies for defective items purchased under this contract. In addition, full warranty, including labor for all items supplied as part of any resulting contract, shall be provided for no less than one year from date of acceptance by the City. A performance bond equal to the total purchase price plus installation charges and a signed, executed copy of the Performance Bond Form, to be provided during contract negotiations, shall be on file before a contract will be executed by the City. 2.5.8 Taxes Purchases of goods or services for City use are usually exempt from City, State, and most Federal Taxes. Proposals should not include exempted taxes. The successful Vendor should request a Tax Exemption Certificate from the Purchasing Office. Under no circumstances shall the City be liable to pay exempt taxes under any contract. 2.5.9 Brand Names The use of any brand name or trade name in the RFP is meant solely as a reference as to the design, features, and quality of the item mentioned. It should not be construed to imply that any brand name would be given preference in the evaluation of this RFP. 2.5.10 Delivery Proposers shall specify their expected delivery times for the requested services. Time is of the essence in any City purchase. If the indicated date cannot be met or the date is not indicated, the Vendor shall state its best delivery time. 2.5.11 F.O.B. Destination The Vendor shall deliver each item F.O.B. Destination, Oklahoma City, Oklahoma, and to any and all points located within the City's corporate limits. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 5
  13. 13. Inside delivery is required. 2.5.12 Commercial Packaging Preservation, packaging, and marking will be in accordance with Contractor's best commercial practice, to provide adequate protection against shipping damage. 2.5.13 Order of Precedence In the event of an inconsistency between provisions of this contract, the inconsistency shall be resolved by giving precedence in the following order: (1) contract articles, (2) general instructions and requirements for Proposers, (3) contract instructions, and (4) other references. 2.5.14 Warranty The Proposer warrants that at the time of final system acceptance, all items furnished under any resulting contract will be free from defects in material or workmanship and will conform to the specifications and all other requirements of this contract. All Proposers will furnish with their proposal one copy of their warranty applicable to the supplies or equipment to be furnished. As to any item which does not conform to this warranty, the Proposer agrees that the City shall have the right to: A. Reject and return each nonconforming item to the Contractor for correction or replacement at the Contractor's expense, or B. Require an equitable adjustment in the contract price. This warranty shall be in addition to any other rights of the City. All equipment and software warranties shall start on the date of system acceptance, and will be for no less than one year following final system acceptance. 2.5.15 Prices Proposals shall be firm unless otherwise specified. In the event of a discrepancy between unit prices and extended price, the lowest of the price quotations shall govern. 2.5.16 Signature The Proposer must sign each document in the RFP requiring a signature. The Proposer must initial any change made to the proposal. 2.5.17 Subcontractors The price proposed shall include any and all work to be done by subcontractors, and the City will only process claims and payments to the prime Contractor. A list of subcontractors to be hired shall be submitted as a part of the proposal (see Section 2.6). Use of subcontractors does not relieve the Contractor of prime responsibility. The City reserves the right to approve all proposed subcontractors. 2.5.18 Indemnity ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 6
  14. 14. The Contractor agrees to hold harmless, defend, and indemnify the City from all claims for damages alleged to arise from the Contractor's acts and/or omissions. 2.5.19 Liability and Property Damage Insurance The Contractor assumes all risks incident to or in connection with its purpose to be conducted hereunder and shall indemnify, defend, and save the City and their officers, agents, and employees harmless from damage or injuries of whatever nature or kind to persons or property arising directly or indirectly out of the Contractor's operations and arising from acts or omissions of its employees, and shall indemnify, defend, and save harmless the City from any penalties for violation of any law, ordinance, or regulation affecting or having application to said operation or resulting from the carelessness, negligence, or improper conduct of the Contractor or any of its agents or employees. The minimum insurance requirements set forth below shall not be deemed to limit or define the obligations of the Proposer under this agreement. The Contractor shall obtain and maintain insurance written with an insurance company acceptable to the City for the coverage and amounts of coverage not less than those set forth below, and shall provide certificates to evidence such coverage to the City before any contract may become effective. Such certificates shall provide that there may be no termination, non- renewal, or modification of such coverage without 30 days prior written notice to the City. All insurance shall be maintained for the duration of the contract. The amounts of such coverage shall be: A. Adequate Workers’ Compensation coverage to comply with state laws and Employer's Liability coverage in the minimum amount of $100,000. B. Comprehensive General Liability Coverage sufficient to meet the City’s maximum liability under the Government Tort Claims Act (51 O.S. §§ 151 et seq.) as it may be amended from time to time. The current required minimum General Liability Coverage is $175,000 per person for bodily injury or death, $25,000 for property damage, and $1,000,000 for any number of claims arising out of a single accident or occurrence. C. Said insurance shall name the City as additional named insured parties on (B) and (C) above, and shall not be cancelable except upon 30 days written notice to the City. A company approved by the City shall issue the insurance policies. The City shall be furnished with Certificates of Insurance, which shall provide that such insurance shall not be changed or canceled without 30 days prior written notice to the City. Certificates of Insurance shall be delivered to the City prior to the commencement of the Agreement. The policy shall list the City of Oklahoma City as co-insured or additional insured. Any lapse of insurance coverage shall be a breach of contract, and the City may, at its option, suspend the contract until there is full compliance or terminate the contract for non-performance. 2.5.20 Right to Reject The City reserves the right to reject any or all proposals or to award the contract to the next most qualified respondent if the successful respondent does not execute a contract within 45 days after authorization to negotiate. 2.5.21 Clarification ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 7
  15. 15. The City reserves the right to request clarification of information submitted and to request additional information from any or all of the respondents. 2.5.22 Withdrawal of Proposal Any proposal may be withdrawn until the date and time set for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for the period of 180 days, to provide the City with the services set forth in the attached specifications, or until the proposals have been approved. 2.5.23 Approval of Information Release No reports, information, or data given to or prepared by the Vendor under the contract shall be made available to any individual or organization without the prior written approval of the City. 2.5.24 Termination Any resulting agreement may be terminated at the discretion of the City upon 30 days notice to the other party. 2.5.25 Independent Contractor The Vendor is, and shall remain at all times, an independent contractor with respect to activities and conduct while engaged in the performance of services for the City under any resulting contract. 2.5.26 Exceptions If any exceptions are taken to any portion of the RFP, the Proposer must clearly indicate the exceptions taken and include a full explanation as a separate attachment to the proposal. The failure to identify exceptions or proposed changes with a full explanation will constitute acceptance by the Proposer of the RFP as proposed by the City. 2.5.27 Software Escrow Requirement Upon contract execution, the Vendor shall place a complete set of the Source Code to all Contractor software provided to the City under this agreement in object form in escrow. Throughout the contract period, the Contractor will update the software escrow consistent with the most current release. The Source Code will be released to the City in the event of the Contractor’s material breach of this Agreement, the Contractor’s abandonment of support and maintenance of the City’s software, or the Contractor’s abandonment of support and maintenance of the City’s software to the extent that the City’s operations are severely impaired. In the event that the Source Code is released to the City, the City agrees to use it exclusively for internal purposes, to maintain its confidentiality, and to otherwise be bound by all other terms and conditions of this agreement not inconsistent with its possession and use of the Source Code. 2.5.28 Proposal Preparation Costs All costs directly or indirectly related to preparation of a response to the RFP, including costs associated with bonding requirements, travel to the City for any pre-award on-site visits, or any oral presentations required to supplement and/or clarify a proposal which may be required by the ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 8
  16. 16. City, shall be the sole responsibility of and shall be borne by the Proposer(s). All responses to this RFP become the property of the City. 2.6 Proposal Format Prefacing the proposal, the Proposer shall provide an Executive Summary of five pages or less, which gives a summation of the proposal in brief, concise terms. The proposal itself shall be organized in the following format and informational sequence: A. Part I - Business Organization State the full name and address of your organization and identify the parent company if you are a subsidiary. Specify the branch office or other subordinate element that will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the state in which you are incorporated or licensed to operate. Provide the name, phone number, email address, and fax number for your proposal contact. B. Part II - System Concept and Solution Provide a point-by-point response to this RFP. If a paragraph provides information but is not a deliverable requirement, the response to the paragraph should be “Acknowledged”. Clearly differentiate proposal response from RFP text by use of bold, color, or other contrasting format. An electronic version of this RFP will be provided on the Internet and can be provided by email or on CD upon request. Provide all details as required in this RFP and any additional information necessary to evaluate your proposal. C. Part III – Scope of Work Describe your technical plan for accomplishing the required work. Include such time- related displays, graphs, and charts as necessary to show tasks, sub-tasks, milestones, and decision points related to the Statement of Work and your plan for accomplishment. Specifically indicate: a) A description of your work program by tasks. Detail the steps you will take in proceeding from Task 1 to the final tasks. b) The technical factors that will be considered in the section above, and the depth to which each will be treated. c) The degree of definition provided in each technical element of your plan. d) The points at which written, deliverable reports will be provided. e) The amount of progress payments you are requesting upon successful completion of milestones or tasks, deducting 15 percent, which will be paid upon final acceptance by the City. f) A statement of your compliance with all applicable rules and regulations of Federal, State, and Local governing entities. The Proposer must state compliance with terms of this Request for Proposal in the point-by-point response. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 9
  17. 17. D. Part IV - Project Management Structure Provide a general explanation and chart which specifies project leadership and reporting responsibilities and interface with City project management team personnel. If the use of subcontractors is proposed, identify their placement in the primary management structure, and provide internal management description for each subcontractor. E. Part V - Prior Experience Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. Do not include experience prior to 2003. Supply the project title, year, and reference name, present title, address, and phone number of the principal person for whom prior projects were accomplished. F. Part VI - Personnel Include names and qualifications of all professional personnel who will be assigned to this project. State primary work assigned to each person and the percentage of time each person will devote to this work. Identify key persons by name and title, and their time with the firm. Provide all resumes. G. Part VII - Proposal Acceptance Period All proposals must include a statement that they are valid for a minimum period of 180 days subsequent to the RFP closing date. H. Part VIII - Proprietary Information All material submitted to the City becomes public property and is subject to the Oklahoma Open Records Act upon receipt. If a Proposer does not desire proprietary information in the proposal to be disclosed, each page must be identified and marked proprietary at the time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the District Court. If the Proposer fails to identify proprietary information, he agrees that by submission of his proposal that those sections shall be deemed non- proprietary and available upon public request. Notwithstanding this provision, Proposers must not identify the entire proposal as proprietary. I. Part IX - Financial Information Please provide the following information about your company: a) A copy of your company’s most recent audited financial statement b) A copy of your firm’s 10k form c) Two bank references J. Part X - Authorized Negotiator Include name, address, and telephone number of the person in your organization authorized to negotiate contract terms and render binding decisions on contract matters. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 10
  18. 18. 2.7 Submission Document Requirements A. SUBMISSION OF FORMS. All proposals must be completed in ink or typewritten, on the forms provided by the contracting entity prior to contract award. Any erasures or other changes must be initialed by the individual signing the proposal. The non-discrimination statement (Attachment B) must be completed prior to pricing agreement/contract award. The anti-collusion affidavit (Attachment A) must be executed by the proposer or an authorized representative and notarized prior to pricing agreement/contract award. The notarization must contain: [1] the notary’s signature [2] jurisdiction where notarization took place (i.e., State of _____, County of _____), [3] date of notarization, [4] the notary’s commission expiration date [5] the notary’s commission number (Oklahoma) [6] the notarized seal and [7] comply with all other applicable laws. B. Proposers shall submit proposals using the format provided above. To facilitate proposal evaluation, TEN COMPLETE COPIES OF THE PROPOSAL, INCLUDING ATTACHMENTS, SHALL BE SUBMITTED. One of ten documents shall be clearly marked, "ORIGINAL," and contain the forms having the signatures in ink, and obvious imprints and/or ink icons of required notary and corporate seals. The other nine copies can contain reproductions of these pages and signatures. Additionally, the City requests that ONE copy of the entire proposal be submitted on CD-ROM media in Microsoft Word 2000 (only) or PDF format. Signatures and City forms may be omitted on the CD-ROM version. This CD-ROM will be used by the City for convenience only and for legal purposes will not substitute for the one (1) paper document labeled “ORIGINAL” described above. Proposals shall be submitted to: City Clerk’s Office The City of Oklahoma City 200 N. Walker Ave 2nd Floor, North End Oklahoma City, OK 73102 Compile your proposal document in the following order: A. First, your Cover Letter B. Second, the Proposal in the format requested in Section 2.6 C. Last, attach a copy of this RFP AS RECEIVED ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 2 PAGE 11
  19. 19. SECTION 3 Current Technical Environment 3.1 Overview The current generation of information technology used by the City represents the results of numerous projects, which began in the late 1980’s. Approximately 17 years ago, an effort began to migrate from a single mainframe environment to multiple systems of small to medium size processors, implemented along functional boundaries, and connected through a common standards-based network. One of the principal goals was to enable a single workstation (located in any City facility) the ability to connect to multiple functional systems. A centralized Information Technology (IT) department, in concert with departmental contacts, provides City support for information systems. System standards are established through and approved through a formal process. Deviation from standards must be approved in writing. 3.2 Desktop Systems City Desktop systems are currently a minimum of 800 Mhz Pentium III processors with 256 meg of RAM running Windows XP and Microsoft Office 2000. The City uses Outlook 2002/2003. 3.3 Network Environment The City of Oklahoma City network, at present, encompasses 149 facilities/sites interconnected with Cisco equipment. The network design follows the Cisco Enterprise Scalable Core – Distribution –Access model incorporating Cisco and Industry Best-Practices whenever possible. The campus, defined as any building leveraging fiber optic transport to the network center, is inter- connected via 1000Mb Ethernet. Riser plant is also 1000Mb Ethernet. WAN connectivity is accomplished via combinations of leased 56K circuits, T-1 & T3 circuits, broadband cable modems and wireless point-to-multi-point connections. End devices leverage 100Mb switch ports. The network is defined as Class A with each building defined as Class B with Class C assigned to each floor/equipment closet. A minimal number of connections, to equal less than 5% of the network, are on a shared 10mb legacy network that is being decommissioned with completion of the decommission scheduled for 2006. Network saturation levels are very low: 1% average bandwidth utilization with spikes to 6% on riser and building inter-connects with spikes to 20% at peak times on the server farm ingress/egress ports. Current potential bottlenecks are WAN links as described above. The network is provisioned to support streaming video/audio that are IGMP/CGMP sparse mode compliant. The City of Oklahoma City has implemented a TCP/IP routed environment. TCP/IP is the only protocol permitted in the routed environments. All new systems are required to utilize DNS for name resolution and may not utilize broadcast based naming resolution. DHCP with Dynamic DNS Update provisions the majority of IP addressing for end devices. All network services require validation by a Windows 2003 Active Directory before resources can be accessed and plans are in place to migrate to a secure shell. The Cisco scalable model has been implemented leveraging three (3) tertiary redundant Cisco 6500 series Catalysts chassis as peer cores interconnected with Cisco’s 10Gig Ethernet fiber solution. Server farms also leverage the 6500 series Catalyst chassis. The Cisco PIX firewall is configured in Exclusive Denial mode. No external initiated, inbound connections are permitted to traverse the firewall into the City’s intranet. All internal initiated, outbound transactions require configuration to address: source, destination, protocol and port. Internet activity is monitored and controlled. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 3, PAGE 1
  20. 20. The City of Oklahoma City has established a structured wiring plan that requires the use of CAT6 cabling to RJ-45 wall jacks in a modular configuration: conductors from faceplate to MDF/IDF can transport either data or voice as required with discrimination implemented in the equipment closet by appropriate patch. Legacy wiring is CAT5e. All additional wiring and equipment will comply with this plan unless specific, written authorization has been given by the Information Technology Department before installation. Networks other than the City’s will not be directly connected to The City of Oklahoma City network. For remote access to the network, The City of Oklahoma City has provisioned Remote Access Server (RAS) and Virtual Private Network (VPN) services. This will be the only supported method to access systems within The City of Oklahoma City network unless specific, written authorization has been given by the Information Technology Department before installation. 3.4 GIS Capabilities The City maintains a very robust central Geographic Information System (GIS). The City’s GIS is currently maintained in a Microsoft SQL Server 2000 database management system using ESRI’s Spatial Database Engine (SDE) version 9.1. Client GIS software includes ArcGIS 9.1 Desktop, ArcIMS 9.1 (Internet Map Server), and custom in-house MapObjects (version 2.2) applications. City GIS data is stored in mature geodatabases on ESRI SDE 9.1 on SQL Server 2000. The City’s GIS database includes major datasets such as aerial photos, street centerlines, lot and block polygons, FEMA flood zones, zoning, and city infrastructure (Water and Sewer, bridges, etc.). The city completely updated aerial photographs and planimetric base layers for building footprints, train tracks, street centerlines, edge of pavement, hydrology and elevation countours, in 2004. GIS data can be made available to Proposers for review or incorporation into an onsite demonstration. The City maintains a central Master Address database in the GIS system. Address management is performed in the GIS system. Other City business systems (aside from some legacy systems) are required to be consumers of this master address database and be directly integrated with the GIS system and datasets for address information. External systems must also be able to store a foreign key to the Master address record and be capable of having automated address record updates. ArcGIS client applications and ArcIMS Map Services are heavily utilized in the City for various operations. Currently the City is moving forward with GIS integrated systems for work order, field services, asset management, and public safety. The GIS represents the fundamental framework within which the City does business and must be integral to the day-to-day systems of operation. Integrated systems must utilize GIS information for decision support where appropriate. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 3, PAGE 2
  21. 21. SECTION 4Technical Preferences 3.5 General As stated in Section 1.3, the City desires to acquire a system that streamlines and automates its agenda management processes. Those objectives can only be reached by implementing a new system that includes the following minimum attributes: a) An application that includes the functionality required by departments to conduct their business efficiently and effectively. b) An application that is made available to the user within a secure technical environment that has: a. Availability b. Accessibility c. Flexibility d. Maintainability e. Stability f. Expandability g. Capacity h. Responsiveness Consequently, in addition to providing the functionality defined within the prior sections, the City also requires the Proposer to fully describe the technical environment envisioned for the City in order to achieve its stated objectives. Please include ways in which the proposed technical environment will address the aforementioned attributes. With the possible exception of specialized components which comprise the wireless data infrastructure and mobile data computing requirements, the City anticipates purchasing any additional servers, networking components, desktop systems, and associated system software through existing contracts. Proposers may include such items as alternates for consideration; however all specifications, unit pricing, discount pricing, installation, and warranty information must be clearly provided and described. Regardless of how the required hardware and system software is purchased, the Proposer must accept responsibility for defining the technical requirements and associated configuration required to meet the City’s stated objectives. 3.6 General Preferences The City does not wish to discourage creative solutions nor stifle effective competition. Consequently, various technical architectures and system environments will be seriously considered and evaluated. There will, however, be certain expectations and preferences that will guide the evaluation process. 3.7 Networking Preferences The City’s networking infrastructure is maintained and managed solely by City personnel. Proposers must take responsibility for specifying the requirements necessary for network communications as ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 4, PAGE 1
  22. 22. required to successfully implement the proposed systems. To that end, the following concepts should be observed: a) The City’s network configurations and components are not generally accessible to vendors. Vendors will not be allowed to monitor, configure, or add network components to the existing infrastructure without prior written permission. b) The vendor may propose additional network expansion, or may instead choose to identify capacity requirements between devices. c) Vendors must specify bandwidth requirements between clients and servers, as well as between the various servers. d) Vendor is expected to define the required interface / connection between wireless data infrastructure and the City network. This should include, but not be limited to, explanations of client-side software requirements, supported operating systems, device options, and bandwidth requirements. e) Vendor must specify proposed demarcation of responsibilities between the City and the vendor during system installation, testing, warranty, and maintenance. 3.8 Server /Desktop Preferences Proposer must specify both the minimum and recommended hardware configurations for Servers, Clients, and Network paths required to operate the applications at the required service and performance levels. Proposers may assume no competing load for the purpose of the specification. Proposer must specify disk-sizing requirements for databases, code, and any necessary work areas and temporary storage for at least ten (10) years of online data storage. Vendor must specify proposed demarcation of responsibilities between the City and the vendor during system installation, testing, warranty, and maintenance. Server/Desktop preferences are as follows: a) In general, there is a preference for commodity-based, non-proprietary hardware. Any departure from this will require extensive justification. b) Architectural preference is for a redundant, scaleable, multi-tiered, multi-server environment. c) Preference is for a common shared backup management, logging, and recovery environment. The City currently uses various LTO tape drives (Dell 136T and 128T) with Veritas Backup Exec. d) The City utilizes numerous Dell PowerEdge servers managed by Dell’s OpenManage systems management software and Microsoft’s Operations Manager for central logging. e) Operating System preference is for Windows Server 2003 Standard or Enterprise Edition. The City uses native Windows Server 2003 Active Directory domain. f) Relational database management system preference is Microsoft SQL Server 2005 with latest service packs applied. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 4, PAGE 2
  23. 23. g) The expectation is for a high-capacity, high-speed, redundant online disk storage subsystem. The City is currently using an EMC Clariion, Fibre Channel 2 Storage Area Network using McData switches and Qlogic model QLA2340 HBA’s. We would prefer to leverage this storage system if it is economically feasible for this implementation. h) The City uses Exchange 2003 as its messaging and collaboration system. i) The primary desktop client is an Intel-base system, with Windows operating systems. Currently 95% of the clients have XP with the remaining 5% on 2000 or NT. The City’s client PCs that have been purchased over time include many different processor speed and other hardware combinations, so Proposers must specify minimum required client configuration. New desktops being purchased are 2.8 GHz, 1 Gig RAM, XP Operating System, and Office 2000. 3.9 GIS Preferences Numerous times throughout this document references have been made to the importance of GIS as the underlying basis for address verification and reporting. In order to reinforce the previously stated requirements, the following global requirements should be followed: a) The City’s central GIS system must be the basis upon which all subsequent geographic data sets are derived and maintained. 3.10 Interfaces / Integration The Proposer is responsible for carefully reading and recognizing any functional requirement which (viewed in light of the Proposer’s system capabilities) will require an interface. It is critical that prospective Proposers demonstrate an understanding of the general nature of the interface requirements and make a good faith attempt to account for and describe the planned approach to accomplish the task. The following list is not intended to be exhaustive or fully descriptive; however it is meant to further reinforce the City’s expectation of areas where data must be shared between systems. a) Active Directory (user authentication) b) GIS (use of City’s central GIS as baseline for subsystem population and maintenance) Most importantly, the City would prefer an application architecture and methodology that promotes information sharing between both internal and external applications. For example, the Proposer should describe how the application makes data available to other modules and external applications. The City desires to be able to provide selected data to both public and external organizations through the Internet. The City believes that systems provided by forward- thinking vendors will use standards-based architecture such as XML to provide the needed environment for such activity. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 4, PAGE 3
  24. 24. SECTION 5 System Requirements 3.11 General The following requirements apply to all agenda management activities regardless of department and/or division. Each requirement is listed with its Merit – or Importance - to the City of Oklahoma City. Merit is indicated as follows: C = Critical I = Important D = Desirable Indicate with an “X” in the appropriate column as to what degree your system will meet the requirement. Below, you will find the legend for the columns: Fully Meet System can fully meet with no configuration or customization Meet w/ Config System can meet with a configuration (configurable by user, no effect on future upgrades, etc.) Meet w/ Custom System can meet with a customization (modification to code, impairs future upgrades, etc.) Meet w/ 3rd Party System can meet using a third party Cannot Meet System cannot meet the requirement Other Alternative solution (please explain in comments section) The evaluation team will confirm all information. Any proposing firm found to be submitting false information may be subject to immediate disqualification. ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 1
  25. 25. 3.12 Functional Requirements M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other General Functionality Ability to accept all types of supporting documents and to link to agenda items. These file types include but not be limited to text, graphics, word processing documents, 1 C spreadsheets, acrobat, HTML, SML, photos, and other images. Digital media should also be supported (TIFF, JPEG, MPEG, GIF, PDF, BMP, AVI) Comments: Capable of viewing native files without requiring native software such as MS Office Suite (Word, 2 D Excel, PowerPoint, Project) and the related WordPerfect Office set of products as well as PDF, Tiff, AutoCAD, etc. Comments: Ability to auto generate and send an email reminder to a City user when action is required. 3 C This should relate to work for any “task” that is part of a workflow including review and approval requests. Comments: Ability to allow override of incomplete prerequisites 4 C based on a system administrator defined rules Comments: Ability to perform a spell 5 C check Comments: Ability to scan, view, and 6 C print various size paper documents Comments: Ability to OCR documents 7 C in order to allow search of text within document Comments: ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 2
  26. 26. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Ability to configure the system to log changes to 8 C specific data by User ID and time/date stamp (audit log) Comments: Ability to configure security at the system, business function, screen, file, and field level. 9 C Restriction is by user, or defined user group for access to private information and related processing Comments: Ability to administer security with secondary 10 C security functions administered by department administrators Comments: Ability to apply separate 11 C security for each meeting type Comments: Ability to establish 12 C different levels of security within each meeting type Comments: Ability to grant permission based on the type of tasks 13 C that can be performed on agenda items Comments: Ability to maintain user- defined configuration and 14 C data definitions effective after software release upgrades Comments: Ability to perform but not be limited to the following document import methodologies: scanning 15 C and direct upload from native software (Word, Excel, Powerpoint, PDF, etc.) Comments: Ability to convert 16 C documents to PDF format Comments: Ability to provide secure 17 C electronic signature capabilities Comments: ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 3
  27. 27. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Administrator can disable 18 I email notices Comments: Templates and Forms Allow creation of diverse 19 C agenda templates for multiple meeting types Comments: Allow creation of multiple 20 C workflow templates Comments: Supports creation of forms with user input fields that 21 C can be configured to represent existing paper forms Comments: Review and Approval Workflow Supports the association of an Agenda Item 22 C Request document with related supporting documents Comments: Allow insertion of additional supporting 23 C documentation to any step of the workflow Comments: Allow the withdrawal of an 24 C item from the workflow Comments: Allows parallel approval 25 C workflow for multiple meeting approvals Comments: Provide tracking of item 26 C throughout the workflow Comments: Ability to display the status of an agenda item upon 27 C request of the user (new, approved, edited, workflow, etc.) Comments: Display the 28 C owner/originator of each agenda item Comments: Provide the ability to change the owner of an 29 C agenda item by an administrator Comments: Provide workflow override 30 C by authorized users Comments: ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 4
  28. 28. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Restrict withdrawal or renaming of an item 31 C based on security permissions Comments: Ability to select individual pages or sections of a 32 C document to be viewed, routed, included in packet, or printed Comments: Ability to open document 33 C attachments in a separate window when reviewing Comments: Provide reviewer with a 34 C log of items that were reviewed for each meeting Comments: Provide email notification to originator and prior reviewers when a 35 C document is revised during the review and approval process Comments Provide email notification 36 C to reviewer of delay of approval Comments: Allow a reviewer to delegate document review to other users in addition 37 C to the predefined workflow and provide email notification to originator of additional reviewers Comments: Provide criteria-based escalation or reassignment of review 38 C and approval workflow and email notification to originator of reassignment Comments: Once a document has been electronically ‘signed’, the system must provide the ability to 39 C negate the authorization, notify the originator, and re-route the document for new approval signatures Comments: Ability to support 40 C annotation to attachments Comments: ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 5
  29. 29. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Allow notes to be added to 41 C each agenda item Comments: Ability to use last action of an item to create a 42 I subsequent action. Insert previous action to new item upon request Comments: Documents of any kind 43 C can be exported from the system Comments: Agenda and Meeting Management Allow an unlimited number of meetings to be added 44 C and managed by the system Comments: Provide security for 45 C adding, viewing, deleting, or moving agenda items Comments: Allow reformatting of the 46 C agenda without modifying the meeting template Comments: Support creation of long 47 C range agenda items Comments: Allow users to compile, 48 C view, and print long range draft agendas Comments: Allow long range notes to be added to an agenda 49 C item and be displayed on the long range draft agenda Comments: Ability to automatically create a web-based 50 C agenda with links to all supporting documents once agenda is approved Comments: Ability to create meeting minutes template with 51 C default text for minutes, motions, and voting Comments: Ability to create an attendee list for each meeting type. The 52 C attendee list needs to track the attendee name and title ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 6
  30. 30. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Comments: Ability to assign attendees from the attendee list who will be attending a 53 C meeting, voting in the meeting, or part of the roll call for the meeting Comments: Ability to create an action list that can be assigned 54 C to any agenda created with a predefined meeting type Comments: Allow actions to be added to agenda items manually 55 C or selected from a predefined list tied to each agenda type Comments: Ability to send email notification to agenda 56 C manager of a Public Meeting Notice Due Date Comments: Ability to reassign items 57 C that have been deferred to a future meeting Comments: Ability to convert agenda item and attachments 58 C used to support agenda items to PDF for printing and distribution Comments: Ability to create an agenda packet for export 59 C to a single PDF or for printing Comments: Ability to enforce deadline dates for adding agenda items and reports to an 60 C agenda. These dates are specified at the time the meeting dates are set. Comments: Allow an administrator to override deadlines for 61 C submission of items following the preset deadlines Comments: Ability to copy or move agenda items with all 62 C associated attachments from one agenda to another ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 7
  31. 31. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Comments: Maintain a history of all agenda items that have 63 C been moved or copied to other agendas Comments: Allow agenda items and sections to be reorganized on an agenda including 64 C the ability to move items between sections of an agenda Comments: Allow item request and document to be modified prior to agenda meeting 65 C without automatic re- routing for approval signatures (Bond Contracts) Assign and display each 66 C agenda item’s unique item number Comments: Public Access Functionality Provide a method to post all agendas to the Web as 67 C an HTML with links to all supporting material Comments: Public can search meeting agendas, minutes, and 68 I associated documents simultaneously Comments: Public can view agendas/ 69 I minutes in HTML format Comments: Public can download the agenda and all associated 70 C attachments as a single PDF Comments: Report Functionality Ability to support flexible query capability for ad-hoc 71 C reporting based on user- defined criteria Comments: Ability to produce standard reports (Include 72 C list of standard reports with your proposal) Comments: ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 8
  32. 32. M Meet Meet R Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) Meet Config Custom Party Meet Other Ability to provide a well- documented, user-friendly 73 C query and report writing tool (Include list reporting tools supported) Comments: Searching Ability to query notes and 74 C comments by keyword Comments: Ability to query on all 75 C fields Comments: Ability to sort on any field 76 I during a query Comments: Ability to search for 77 C agenda items using the agenda item number Comments: Ability to search text within 78 I supporting documents Comments: Return a list of all search results with links to the agenda item and 79 C supporting documents within the respective agenda Comments: Document Retention Ability to create retention schedules for all 80 C documents associated with an agenda based on document type Comments: Provide an email notification for documents 81 C that are approaching retention limits Comments: 3.13 Technical Requirements Req M uire Meet Meet men Fully w/ Meet w/ w/ 3rd Cannot Item (C, I, N) t Meet Config Custom Party Meet Other The system utilizes a 82 C browser-based client Comments: The system allows user 83 access via the intranet or internet ELECTRONIC AGENDA MANAGEMENT SYSTEM SECTION 5, PAGE 9

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