Administrative
Report
N.2., File # 23-7259 Meeting Date: 12/12/2023
To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO, CMC, CITY CLERK
MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
DISCUSSION AND POSSIBLE ACTION ON THE PREPARATION OF A REQUEST FOR
PROPOSALS (RFP) FOR THE PROCUREMENT OF A NEW AGENDA MANAGEMENT SYSTEM
EXECUTIVE SUMMARY
As part of the strategic planning process, the City Council adopted an objective to modernize the City’s communication systems, including creating a request for proposals (RFP) for a new agenda management system. This item provides an opportunity for the Council to provide input on the RFP before its completion and release to prospective vendors.
BACKGROUND
The City’s agenda management system is critical to providing timely and transparent information to the public regarding all public meetings conducted by the City. The proposed RFP will address the two major components of a modern agenda management system: agenda workflow management and video streaming. The agenda management function allows staff to create and process administrative reports, assemble and produce agendas, create meeting minutes, compile information for various Boards and Commissions, provide public access and search functionality, and allows the City Clerk to manage meetings in real time. Video streaming provides the community with access to both live and recorded public meetings, including timestamping to facilitate easy navigation to stored video content.
Agenda Management, Boards, Commissions and Committees, Public Meeting Management, Video Streaming Software and Services
The City of Redondo Beach currently utilizes a combination of Granicus/Legistar, Audio/Visual (A/V) systems in the Council Chambers and Main Library and presents public meetings through Zoom, YouTube, and 2x PEG-Funded Video Channels. The current systems are out of date and suffer from occasional A/V buffering issues, less than desirable accessibility, and poor integration with other City information systems.
The systems are maintained by a patchwork of support agreements, warranties, and in-house technicians, which results in a significant expense to the City to keep the system operational. The City has not completed a competitive evaluation of the agenda management and video streaming solutions in several years. The City is seeking a partner(s) to provide modern/improved technology to support agenda management, public meeting management, and video streaming software/service
N.2., File # 23-7259 Meeting Date: 12/12/2023
to support agenda management, public meeting management, and video streaming software/service for future public meetings.
Prospective bidders may elect to bid on any or all aspects of the Agenda creation/publishing/calendaring aspects of these systems, day-of/live meeting support, and video streaming and playback.
City staff has conducted research through the Cal Cities (formerly the League of California Cities) and Municipal Information Systems Association of California (MISAC) list server, which has resulted in responses from cities such as Chula Vista, Santa Ana, Yorba Linda, Gilroy, and Hawaiian Gardens.
The City Clerk, City Clerk staff, and the IT Director met and prepared the questionnaire (Attachment No. 1) including features and requirements, to be attached as part of the RFP bid packet. After receiving the City Council’s input, additional features will be added to Attachment No. 1, and incorporated into the final RFP. The features and requirements listed on Attachment No. 1 have been prepared to allow vendors flexibility to select the component(s) they wish to bid on.
Proposals must include installation, configuration, systems integration and migration, testing, training, and deployment of all hardware and software necessary to successfully implement the desired system(s). The City will provide virtual servers, network connectivity, and any other necessary technology required for installation.
Proposals must include support for all devices and software packages including phone support, remote troubleshooting, and Service Level Agreements for managed services.
An evaluation committee will be established by the City to review the submitted proposals based on a fair, impartial, and competitive selection process. Evaluation will not be limited to price alone.
All proposals received will be considered and the review will include phases such as vendor interviews, demonstrations, and requests for a best and final offer if appropriate.
COORDINATION
This report was coordinated with the City Clerk’s’ Office and IT Department.
FISCAL IMPACT
There is no fiscal impact associated with this item. Once the selection process is completed, a contract with the recommended vendor will be brought to the City Council for consideration. Funding for the City’s agenda management and video systems is included in the annual budget. Adjustments to future budgets may be required depending on the final cost of the new system(s).
ATTACHMENTS
· Proposed RFP Questionnaire Spreadsheet
· Proposed RFP and Project Schedule
· City Council Presentation, December 5, 2023