INSTRUCTIONS
This questionnaire is required as Attachment A. The "General - Required" Tab is required for all organizations bidding on any component. Each additional tab is only required if you are bidding for that specific component. If you are bidding on multiple components, you must complete each tab that applies.
We encourage each organization to visit our website to see our current agenda's and audio/video files.
Tabs:
1. Agenda Management - This is to bid for a comprehensive Agenda Management that includes a real-time management system.
2. Boards, Commissions, & Committees - This is to bid for Boards, Commission, & Committee component. This includes the ability to solicit, receive, and manage applications for these groups.
3. Video Streaming - This is to bid for the City's video streaming needs related to City Council meetings and Boards/Commissions/Committees.
4. Glossary
Glossary of Terms used in this document
Acronym/Term Definition
Agenda List identifying each item to be discussed or transacted at a legislatve body meeting per Brown Act requirements.
Agenda Drafter City staff employee who adds/edits/submits an agenda item and attachments.
Agenda Item One of the items to be discussed on the Agenda for that meeting body.
Agenda Packet Complete Agenda with all attached reports, presentations, resolutions, ordinances, written communication, and other attachments.
Approver City staff employee who approves an item in the approval workflow.
Audit Trails An audit trail is an immutable, security-relevant chronological record, set of records, and/or destination and source of records that provide documentary evidence of the sequence of activities that have affected at any time a specific operation, procedure, or event.
Boards, Commissions, &
Committees
Legislative meeting bodies established by the Chula Vista Charter or ordinance and subject to the Brown Act.
Brown Act Ralph M. Brown Act, beginning in Section 54950 in the California Government Code.
Maddy Act California Government Code Section 54972
Marked Agenda Agenda that notes motion voting results, attendance, and other notes taken during the meeting. This is not minutes, nor official record of the meeting.
Staff Report A template agenda drafters and staff must use when adding an Agenda Item to further describe the item, provide information, and give more information as an attachment to the Agenda.
Submitter Staff who submits an agenda item for approval. Kicks-off the approval workflow.
What's comprehensive
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement General Questions and Requirements
G.1 Has the company been in business >10 years?
G.2
What is your standard system implementation schedule, from Contract Signing to GoLive/Implementation? Please briefly describe.
G.3
Does your solution have any mobile apps?
If so, please state the name and all devices it does/does not support.
G.4 Does your solution support single sign-on (SSO)?
G.5
Are there operational maintenance procedures required (e.g. reboot server, or provide attention to peripherals, or clear caches)?
Please describe frequency and how this is accomplished.
G.6
Do you provide technical support?
Please describe the levels of support; including hours and average response times.
G.7 What time is customer support available in Pacific Time? G.8 Does your customer support (interchangeable to Service Desk and Customer Service department) provide support for trouble-shooting?
G.9 Can an approximate count of service requests per week, month, and/or past year be provided for your solution (per component bidding)?
G.10
Does solution support product and OS updates as they are released? Please describe how this will be satisfied.
General Questionnaire
The following questions consist of business and technical requirements. This is required to be considered. 6 Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement General Questionnaire
The following questions consist of business and technical requirements. This is required to be considered.
G.11
What are the client device hardware and software requirements (Browser product/version, Java, .Net, ActiveX, etc.) for your solution? Please describe and list any web browsers the soluriong does/does not support.
G.12
Are there third party products, proprietary hardware, applications, and/or services required to support your application?
If so, please explain any dependencies, additional costs, and life expectancy.
G.14 Is your solution completely web based and not require download to user devices? G.15 Does your solution require any software/uncommon files to be installed on user devices?
G.16
Will standard hardware satisfy the requirements of your solution? Please describe how this will be satisfied.
G.17
Are there any warranty and/or licensing product constraints? Please describe how this will be satisfied.
G.18
Does your solution currently provide or is it capable of providing integrations to other systems?
Please list the most common.
G.19
Does your solution provide the ability to produce various types of files for integration to multiple systems (e.g. ability so other vendors can embed link)? Please describe how this will be satisfied.
SECURITY
G.20 May City users authenticate from any internet-connected workstation on the City network?
G.21
Does your solution support the creation of audit trails to:
1. Identify all modifications to security settings and parameters
2. Prevent deletion, overwriting, or modification of audit trails
3. Provide management reports of security access
Please describe how this will be satisfied.
7 Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement General Questionnaire
The following questions consist of business and technical requirements. This is required to be considered.
G.22
Does the application support Single Sign On (SSO) or otherwise force a complex password and a password change on initial login?
Please describe how this is accomplished.
G.23
Does your solution lock the user account after consecutive unsuccessful attempt to log on?
Please describe how this will be satisfied.
G.24 Does your solution limit users to a single login preventing concurrent sessions? G.25
Do you have a data/workflow backup plan?
Please briefly describe.
G.26
Does your company have world class reliability standards? What is your SLA? How many 9's of service do you provide?
Please describe how this will be satisfied.
G.27 Is your solution capable of operating for a minimum of 7 years? G.28 Please describe your process to migrate current data to your platform.
End of General Questionnaire
3 Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement
GENERAL
A.G.1 Does your solution provide a comprehensive agenda management system? A.G.2 Does your solution allow agenda management of 30 or more meeting bodies? A.G.3 Does your solution provide a comprehensive, real-time meeting management system? A.G.4 Does your solution have a video streaming component to play live and archived meetings online? A.G.5 Proposers must include a list of web browsers and devices their system does/does not support.
A.G.6 Does your solution integrate with Laserfiche and store agenda and materials? A.G.7 Is your solution compatible with use Microsoft Office, Adobe, and Nitro Pro? A.G.8 Does your solution produce a standard data format for all documents and corresponding meta data about those documents in an XML, JSON, RSS, or CSV export in a public URL link to integrate with the City's campus kiosk system? A.G.9
Does the application support and integrate with document management applications like Laserfiche or SharePoint? If so, please describe integration capabilities inlcuding integration with any and all components in this RFP.
A.G.10 Does your solution have unlimited hosted data storage? A.G.11
Does your solution have the ability to integrate with the City's website with search and browsing capabilities to view and download documents and files accessible by City employees and the public? Please describe how this is satisfied.
A.G.12
Does your solution have an eComment portal for the public to use for the main meeting body as well as other boards, commissions, and committees? Are there any limitations such as maximum number of ecomments per agenda/item? Please describe the level of effort required to add/edit various meetings for eComments.
A.G.13
Does your solution provide the ability for the public to submit comments during Public Comment period prior to the meeting? The comments should be easily viewable in real time by the Clerk, Council, and published for public viewing and can be acted upon within the system.
Please describe how this is satisfied and name the mobile app, if any.
A.G.14 Does your solution allow for eComments to be closed during a live meeting as the meeting is progressing and time stamp this action?
A.G.15 Does your solution allow eComment reports to be exported into PDF by agenda item in a simple one-step process? Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.G.16 Does your solution allow previous meetings with eComments to be available in the public portal? A.G.17
Does your solution prevent an individual from entering mulitple comments on the same item? If so, briefly describe how this will be satisfied.
A.G.18 Does your solution support configurable data elements (e.g. user roles, agenda item categories, standard text inserts)? A.G.19
Does your solution support for user(s) to have administrative rights to add, remove, and configure users and user roles? If so, please briefly describe the level of configuration administers can perform.
A.G.20 Does your solution support administrative users to have the rights to configure templates, drop downs, etc.? A.G.21
Does your solution allow for different user roles?
Please list all roles and elements.
A.G.22 Is your user interface intuitive and easy to navigate? A.G.23 Does your solution provide a single, centralized means to receive, finalize, and publish agenda's and agenda packets? A.G.24 Does your solution allow an agenda packet in .pdf be condensed to a smaller file size? A.G.25 Does the solution have the ability to compress large files for publication online? A.G.26 Can the application be configured to support multiple system environments (e.g. development, test, and production)? A.G.27 Does your solution easily add minutes using the agenda as a template? A.G.28 Does your solution have easily searchable features and display options to view agendas, attached documentation, and minutes with key words and phrases? For both internal users and the public.
A.G.29 Does your solution have Optical Character Recognition (OCR), allowing for full text search of all documents from the hosted website?
A.G.30 Does your solution allow for authorized users to publish agendas, minutes, and other related material to the public research page in a single, automated step?
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
REGULATORY
A.R.1
Does your solution comply with The Brown Act? Examples below.
1. Show "current" meeting at the top of the displayed web page
2. Ease of public portal e.g. download/view the agenda
3. Customizable and comprehensive search options for agenda, minutes, and videos
4. Ability to manage and publish unlimited meetings and events
5. Ability to post the agenda, marked agenda, approved minutes, and associated documents for public web access
6. Capable of displaying/retrieving archives meetings, agendas, and associated documents
7. Display votes on minutes in an easy to read and efficient manner including names of voters Please describe how this will be satisfied.
A.R.2
Does your solution guarantee 24/7 access to upcoming agendas? Please briefly describe what measures are in place to ensure compliance.
A.R.3
Is your solution completely compliant with the American Disabilities Act (ADA)? Are all incorporated attachments' compliance maintained (PDF's not converted to images, Powerpoints and PDF's remain searchable, etc.)? Please describe in detail.
A.R.4 Does your solution have the ability to generate and/or edit a legal caption within the agenda and within attached documents?
A.R.5 Does your solution have the ability to ensure the legal caption matches the agenda and the attached document? A.R.6
Does your solution allow the uploading of new and/or replacement of audio/video files for a published meeting with history? Please describe how this will be satisfied and the required format options.
If a third party is used (e.g. Youtube), describe your level of support for troubleshooting.
USER MANAGEMENT
A.U.1 Does your solution provide a screen that allows for the reset of a self service channels user’s password without the assistance or intervention of an administrator?
TRAINING & ADDITIONAL SUPPORT
A.T.1
Please describe how training will be delivered (e.g. online, in class, number of site training days, number of instructors , etc.)
-- System Administrator Training; 6
-- Clerk User (Including agenda/minutes production); 40 -- Agenda Item Drafter/Approver; 100
A.T.2 Does your organization provide onsite or local training that covers all aspects of the system prior to go-live? Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.T.3
What ongoing training is available for your solution?
- Annual workflow review
- Free webinars
- Videos
- Guides
- Online Manuals
A.T.4
Does your solution roll out enhancements and new features? If yes, please describe the frequency.
A.T.5 Is your organization willing to provide all training materials in an editable format (e.g. .doc)? A.T.6
Does your organization provide any ongoing support to promote efficiencies with your customers? Please describe how this will be satisfied.
OPERATIONAL
A.O.1 Does your solution allow for roll-call vote and manual entry into the system? A.O.2
Does your solution support effective and efficient internal controls so that errors and loss are prevented, detected and minimized (e.g. standardized text, attachment requirements for agenda items, etc.)? Please describe how this will be satisfied.
A.O.3 Does your solution allow a variety of standardized text options within drafting an agenda item and within minutes? A.O.4 Does your solution allow for "Hot Key" functionality in order to perform various functions (including shortcuts and macros) with minimal keystroke or one screen selection?
A.O.5 Does your solution allow for the creation of agendas in both a Microsoft Word and PDF format? A.O.6 Does your solution support Microsoft Word as the drafting editor, including minutes and agenda attachments? A.O.7
Within your solution, can a user edit and save attachments automatically and save the new version? If so, how does your solution prevent overriding if multiple people are working within the document(s)? A.O.8
Does your solution allow a user to modify a variety of fields (added, removed, and/or revised) that are entered by the user in the item and/or staff report, such as agenda title, department, environmental language, recommended action, and others?
- Can it be limited by user vs Administrator
A.O.9
Does your solution have real-time spell check feature?
Please describe how this will be satisfied.
A.O.10
Does your solution have a built-in redaction feature?
Please describe and include details on any automated redaction (e.g. search and redact a word or number).
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.O.11 Does your solution have a built in read aloud feature for eComments subitted to be read into the record? A.O.12 Does your solution allow for links on the each agenda item to other applications such as video and online codes? A.O.13 Does your solution provide for an automated attachment feature? This includes the ability to embed or link any and all file types. Please indcate the file types, if any, that are compatible A.O.14 Does your solution support drag and drop for attachment adding? A.O.15 Does your solution support tagging documents and/or stored files with location metadata such as address, street, street intersection, etc?
A.O.16
Does your solution allow to enable and disable agenda items and documentation from pubic view until the final agenda is published?
Please describe how this will be satisfied.
A.O.17 Does your solution have an "internal only" feature for closed items or other confidential attachments that don't become part of the agenda packet?
A.O.18
Is your solution capable of attaching unlimited number of supporting documents in any file format and of any size? Please describe how this will be satisfied and any file/size restrictions.
A.O.19
Does your solution have the ability to create PDF documents from submitted items via scanning software or software conversion?
Please describe how this will be satisfied.
A.O.20
On the public viewing site, does your solution have search and display options for the agendas and documents to be viewed by date, date range, meeting body type, and location? Please describe.
A.O.21
Does your solution have the abillity to identify the agenda category (e.g. Special Orders, Consent Calendar, etc.)? Please describe how this will be satisfied.
A.O.22 Does your solution clearly label each agenda with the meeting date, version number, and time stamp? A.O.23 Does your solution assign an agenda and minutes status (e.g. draft, final, marked, etc.) and note it clearly on the document?
A.O.24
Does your solution allow for items to be grouped together and automatically add them under one header (e.g. consent calendar, action items, etc.)?
Please describe how this will be satisifed.
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.O.25
Does your solution allow for the creation of multiple draft agendas to be routed for final approval? Please decribe how this will be satisfied.
A.O.26 Does your solution allow a user to work on multiple agendas, meeting dates, and minutes? A.O.27 Does your solution allow an agenda drafter to request the meeting date on which the item will be presented? A.O.28 Does your solution allow the listings of future meetings? A.O.29 Does your solution allow for agenda items to be copied and added to another meeting date (e.g. first reading, second reading, etc.)?
A.O.30
Does your solution have the capabilities to allow draft agendas to be restricted to agenda categories and items only with no supporting documents?
Please describe how this will be satisfied.
A.O.31
Does you solution allow, based on workflow rules, an agenda item to be routed or returned to the appropriate department for approval and/or revision?
Please describe how this will be satisfied.
A.O.32
Does your solution have the capabilities of approval sequences be preset by an administrator user role and configured for departments and sections?
If yes, please state if there is a limit to unique sequences.
A.O.33
Does your solution allow for agenda items and attachments be routed to an administrator designated by workflow? Please describe how this will be satisfied.
A.O.34
Does your solution provide the ability for the approver to edit item(s) and attach documents? Please describe how this will be satisfied.
A.O.35
Does your solution provide the ability to have multiple approvers ordered by workflow? Please describe how this will be satisfied.
A.O.36
Does your solution allow certain approvers to be set to approve concurrently and prevent simultaneous edits? Please describe how this will be satisfied.
A.O.37
Does your solution allow authorized users to see the status of an item or entire agenda? Please describe how this will be satisfied.
A.O.38
Does your solution allow the insert of a placeholder item on an agenda? Within this feature, can the user hide or delete the placeholder? A.O.39 Does your solution allow a copy and/or a revision of a postponed or second reading item from a past agenda and place it on a future agenda?
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.O.40 Does your solution use Microsoft Outlook to e-mail notices and/or calendar events? A.O.41
Does your solution have the capability for subscribers to easily register to receive agenda emails and for the City to send the agenda directly within your solution?
If so, does this feature have a report available detailing the number of subscribers or any other analytics information? Does this feature allow a customizable field such as asking which district they are in? Please describe how this will be satisfied.
A.O.42
Does your solution, within the eComment feature, allow the Council and administrative users or other designated user(s) to reply to an eComment submitted by a member of the public, but restrict the ability for the public users to comment on each others comments?
A.O.43 Does your solution have customizable cover pages for eComment reports, such as a graph or chart with the overall sentiment of the comments by agenda item or topic?
STRATEGY
A.S.1 Does your solution have the capability to capture subscribers interested in receiving meeting and agenda emails? A.S.2 Does your solution support approval workflows for agenda minutes? A.S.3 Does your solution provide the ability for an approval workflow for draft, final, and approved minutes? A.S.4
Does your solution provide the ability to produce various reports using various data points and export as an .csv and .xlsx and other formats?
- Number of Agenda Items added by user or user group
- Number of Agenda Item types
- Statistical information in relation to various deadlines - List upcoming items by department
Please describe how this will be satisfied.
A.S.5 Can your solution have an embedded Google translate widget to allow the public to translate the agenda and agenda packet in google translatable lanuage?
A.S.6
Does your solution have the ability to selectively print items and documents within the application? Ex: option to print item #4, and it would print all related documents.
A.S.7 Does your solution allow the download of an agenda and/or documentation to any device for easy offline access? A.S.8 Does your solution allow the public to bookmark an agenda/file for future reference and share it through different channels (e.g. Facebook, Outlook)?
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.S.9
Does your solution allow for search functions within an agenda packet and for the user to make private notes directly onto the agenda or document? If yes, can those notes be available offline and/or saved? - For Councilmembers, staff, and the public.
Please describe how this will be satisfied.
A.S.10 Does your solution have the ability to create a summary description, title, recommended action, and other possible fields for each agenda item with these values transferring to the Staff Report? A.S.11 Does your solution allow redline versions of the attachments to be finalized with the redline showing? A.S.12
Does your solution provide for the use of unlimited number fonts, numbering, groupings and headers for the agenda template(s)?
Please describe how this will be satisfied.
A.S.13
Does your solution allow a numbering system for each item per a definable format? If an item is added/removed, does it adjust the numbering accordingly?
- A,B,C in some sections and numeric in others.
Please describe how this will be satisfied.
A.S.14
Does your solution allow the creation of a marked agenda and sub-sequently assign an ordinance or resolution number accordingly?
Please describe how this will be satisfied.
A.S.15
Does your solution allow the creation of a marked agenda and sub-sequently assign an ordinance or resolution number accordingly and finalize?
- Add number, complete applicable variables, enter vote, date, and signature line preparation.
Please describe how this will be satisfied.
A.S.16 Does your solution allow insert, edit, reorder, delete agenda items, and attached documents based on user permissions? A.S.17
Does your solution have the ability to electronically distribute complete agenda packets compatible with all user devices? Please list any deficiencies.
A.S.18
Does your solution have the capabilities to create distribution groups of users and non-users, and send notifications to different groups when a new agenda is available (with a link to the agenda) for any agenda status (draft, final, revised, etc.)?
A.S.19
Does your solution provide configurable automated email notifications? - When agenda packets in the workflow need approvals, additional information/processing, upon completiong, status changes, or other user-defined process milestones.
A.S.20
Does your solution allow deadlines to be set based on a meeting date and response time? If so, does this include a feature to "lock" the meeting and prevent additions after the deadline.
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.S.21
Does your solution support addition of late items or last minute-agenda items with notifications sent to users? Please describe how this will be satisfied.
A.S.22
Does your solution provide a screen view of status of items for a selected meeting date to see at a glance the status/disposition/status of "current approver"?
A.S.23
Does your solution maintain audit trails of any changes made to the final agenda or attachments? Does the Email include details of "text change"?
Please describe how this will be satisfied.
A.S.24 Does your solution allow approvers to easily review and approve from a mobile device? A.S.25 Does your solution have automatic notification to submitters and other designated users when a document is removed (e.g.
Agreements)?
A.S.26
Does your solution support the ability to configure workflow to support the business goal of getting agenda items approved per deadline dates/certain timeframes?
Please describe how this will be satisfied.
A.S.27
Does your solution have the ability to allow authorized users to override a submitter's item category and agenda routing path?
Please describe how this will be satisfied.
A.S.28
Does your solution have the ability for authorized users to override the final agenda and insert/change items, capture the reason, note this on the agenda, and distinctly mark agenda as such (e.g. revised)? Please describe how this will be satisfied.
A.S.29 Does your solution support rules-based workflow generated according to actions and document type? A.S.30
Does your solution provide for configurable templates and workflows for creating, editing, tracking, monitoring, and approving agenda packets, summary of actions, and capture minutes? These templates should be able to match the City's branding style.
Please describe how this will be satisfied.
A.S.31
Does your solution allow designated users to revise the templates mentioned above? If not, explain the process and turnaround times.
A.S.32 Does your solution have the ability to allow a user to revert back to a previous version of any document in the system? A.S.33
Does your solution allow the ability to set reminders that will alert designated staff when an item has been left in a queue beyond a designated time?
- Both as part of a workflow and also an alert the user can set themselves.
Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.S.34
Does your solution provide the ability to override and reassign workflow for "out of office" conditions? Please describe how this will be satisfied.
A.S.35
Does your solution support routing, approval, and tracking of documents not associated with a meeting (e.g. memos) and create ad-hoc workflows?
Please describe how this will be satisfied.
A.S.36
Does your solution allow concurrent approval, such that multiple approvers are notified and can review simultaneously, as opposed to a linear approval sequence where approvers must approve in a pre-established order? If so, please explain how the concurrent approval works and how approvers are prevented from overwriting each others edits.
A.S.37 Does your solution allow an unlimited number of approval sequences based on meeting body type or need? A.S.38
Does your solution support collaboration of multiple staff members to compile information simultaneously on a file draft? Please describe how this will be satisfied.
A.S.39
Does your solution provide the ability to add notes, add comments, and track changes by submitters? Please describe how this will be satisfied.
A.S.40 Do all users have access (read-only) to prior agenda items? A.S.41 Does your solution allow for voting during a meeting, automatically record the vote to minutes, and have the vote appear on integrated displays in the City Hall Council Chambers and online? A.S.42 Does your solution have the ability to have multi-part items and vote individually (e.g. multiple ordinances and resolutions on one item)?
A.S.43 Does your solution allow for the movement of names for voting results if Councilmembers are absent? A.S.44
Does your solution allow for Councilmembers to conference call in and vote off-site? If so, is the information transferrable to the minutes? Please describe how this will be satisfied.
A.S.45
Does your solution integrate with any video conferencing platforms (e.g. WebEx, Zoom, GoToWebinar, etc)? If so, please list the platforms applicable
A.S.46 Does your solution, post Council meeting, integrate Resolutions, Ordinances, and Contracts, to DocuSign? Requirement Description Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Agenda Management Component
The following questions consist of requirements for the Agenda Management System.
This is a required to submit a proposal for this component.
A.S.47 Does your solution allow for Councilmemners to mark up, annotate, move bookmarks and make other commentary to agendas prior to and mid-meeting, not impacting official/published copies? A.S. 48 Does your solutions support sub item to roll behind an agenda item? A.S 49 Does your solution allow for supplemental materials to be attached to an item after an agenda has been published? A.S. 50 Does your solution provide Grammerly or similar service to review staff reports? A.S. 51 How many agenda items (per agenda) do you support? End of Agenda Management Questionnaire
Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement
GENERAL
B.G.1 Does your solution currently provide the ability to create, receive, and store board and commission applications?
B.G.2 Does your solution have unlimited hosted data storage? B.G.3
Does your solution currently provide the ability to store attachments that come with the applications such as a resume/letter of recommendation? Please describe any file restrictions.
B.G.4 Does your solution have the capability to combine multiple applications and selected attachments and export into a single PDF document?
B.G.5
Does your solution currently provide the ability to track appointed board and commission members?
- Terms, seat history, clearly state vacancies, etc.
Please describe how this will be satisfied.
B.G.6 Can your solution provide a data transfer migration of our past and currently seated board and commission members?
B.G.7 Does your solution allow Agenda management of multiple meeting bodies (up to 50)? B.G.8 Does your solution support configurable data elements; ex: User Roles, Board Member Positions, terms, etc.?
B.G.9 Is your user interface intuitive and easy to navigate? B.G.10 Can the application be configured to support multiple system environments (e.g. development, test and production)?
B.G.11
Does your solution have the ability to integrate with the City's website with search and browsing capabilities to view and download documents and files accessible by City employees and the public?
Please describe how this is satisfied.
B.G.12
Is your solution completely compliant with the American Disabilities Act (ADA)? Please describe in detail.
B.G.13
Does your solution include self-service channels (Internet and Mobile) to allow non-users to provide updated personal information such as address, phone number, employment? Please describe how this will be satisfied?
B.G.14 Is your solution compatible with use Microsoft Office, Adobe, and Nitro Pro? Boards, Commissions, & Committees
The following questions consist of requirements for the Boards, Commissions, and Committees.
This is a required to submit a proposal for this component.
Requirement Description
Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Boards, Commissions, & Committees
The following questions consist of requirements for the Boards, Commissions, and Committees.
This is a required to submit a proposal for this component.
Requirement Description
B.G.15
Does the application support and integrate with document management applications like Laserfiche or SharePoint?
If so, please describe integration capabilities including integration with any and all components in this RFP.
B.G.16
Does your solution have the ability to track member attendance with customizable notes? Please describe how this will be satisfied.
B.G.17 Does your solution allow administrative users to customize reports? - Headings, columns, etc
B.G.18
Does your solution have the capability to run and export the following reports: Board/Commission Roster (with and without member contact information), member attendance, Chair/Vice Chair, Board Secretaries & Liaisons, applicants who have applied to a specific board or commission, current vacancies, upcoming vacancies, and other annual recruitment reports (rank preferences)?
Ex. Report verifiying AB1234, F700, Oaths of Office
Please list the formats the reports can be viewed.
B.G.19 Does your solution have the capability to redact or ability to hide information/fields in the reports listed above?
REGULATORY
B.R.1
Does your solution comply with the Maddy Act vacancies with terms ending in a certain calendar year?
1. Annual Report of vacancies expiring on September 30th
USER MANAGEMENT
B.U.1
Does your system support an extensive amount of users with varying access levels? Please list the amount of users your system supports (capped, unlimited, etc.).
B.U.2
Does your solution allow for different user roles?
Please list all roles and elements.
B.U.3 Does your solution support for user(s) to have administrative rights to add, remove, and configure users and user roles?
B.U.4
Does your system provide a troubleshooting page and ready assistance if an error(s) occur? Please describe how this will be satisfied.
B.U.5 Does your solution provide a screen that allows for the reset of a self-service channels user’s password without the assistance or intervention of an administrator?
TRAINING & ADDITIONAL SUPPORT
Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Boards, Commissions, & Committees
The following questions consist of requirements for the Boards, Commissions, and Committees.
This is a required to submit a proposal for this component.
Requirement Description
B.T.1
Please describe how training will be delivered (ex: online, in class, number of site training days, number of instructors, etc.)
-- System Administrator Training; 6
-- Applications Management/Approvals; 20
-- Board staff; 40
B.T.2 Does your organization provide onsite or local training that covers all aspects of the system prior to go-live?
B.T.3 Is your organization willing to provide all training materials in an editable format (ex: .doc)? B.T.4
What ongoing training is available for your solution?
- Annual workflow review
- Webinars or online classes/trainings
B.T.5 Does your solution have the ability to independently create templates and reports? - To generate reports with selected fields
OPERATIONAL
B.O.1 Does your solution allow an unlimited number of approval sequences based on meeting body type or need?
B.O.2 Does your solution use Microsoft Outlook to e-mail notices and/or calendar events? B.O.3
Does your solution assign rights, privileges or access at the user and group level to processes for specified tasks?
Please describe how this is accomplished.
STRATEGY
B.S.1
Does your solution allow for multiple customizable workflows from receiving applications to appointment?
Please describe how this will be satisfied.
B.S.2
Does your solution allow for multiple customizable approval workflows in your agenda management component?
If yes, how many?
B.S.3
Does your solution have the capability to send out customizable emails and attachments within the solution?
Please list any format/size restrictions.
B.S.4
Does your solution allow for multiple users to view, and rate, and leave internal notes for applicants?
If yes, please state if the ratings can vary by Board & Commission.
B.S.5 Does your solution have a scheduling component for interviews? Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Boards, Commissions, & Committees
The following questions consist of requirements for the Boards, Commissions, and Committees.
This is a required to submit a proposal for this component.
Requirement Description
B.S.6 Does your solution allow for selected applicants to self-register for certain times/dates the City has made available?
B.S.7 Does your solution have the ability to notify members via customizable emails for interviews within the solution?
B.S.8
Does your solution clearly assign a status to each individual, ex: 1st interview, rejected, Current member, etc?
If yes, are these status’ customizable?
End of Video Streaming Questionnaire
Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement
GENERAL
V.G.1
Are you also bidding on the Agenda Management component? If so, is this a 3rd party?
Who is the 3rd party vendor?
V.G.2 Does your solution allow the streaming of live events as well as ability to upload archived videos from any video source?
V.G.3 Does your solution have restrictions on format or size? V.G.4 Does your solution have the ability to upload an audio file instead of a video file? V.G.5
Is your user solution intuitive and easy to navigate? Are video's indexed and searchable?
Please describe how this will be satisfied.
V.G.6
Does your solution have a web portal that supports the latest versions of Chrome, Safari, Internet Explorer, Edge, and Firefox?
Please state any limitations.
V.G.7
Is your solution hosted on world-class infrastructure and media servers? Please describe which pieces of your solution are on premise or in the cloud. What CDN are you using?
Please expand.
V.G.8
Does your solution have a server up time of 98% or higher? How many 9's do you have video and your CMS?
If available, please provide your SLA.
V.G.9 Does your solution have unlimited hosted data storage for videos? V.G.10
Does your solution have the ability to integrate with the City's website as an embedded page within a City website frame, with search and browing capabilities to view and download documents and files accessible by City employes and the public?
REGULATORY
V.R.1 Does your solution allow the integration or provide closed captioning services? V.R.2
Is your solution completely compliant with the American Disabilities Act (ADA)? Please describe in detail.
V.R.3
If a meeting has a translator, does your solution provide the ability to embed the audio and/or video of the translation?
-- Spanish
- any other language(s)?
Video Streaming Component
The following questions consist of requirements for the Video Streaming system.
This is a required to submit a proposal for this component.
Requirement Description
Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Video Streaming Component
The following questions consist of requirements for the Video Streaming system.
This is a required to submit a proposal for this component.
Requirement Description
V.R.4
Does your solution allow for video and audio backup files to be uploaded into the system to allow for the possibility of system failure?
Please describe how this will be satisfied.
TRAINING & ADDITIONAL SUPPORT
V.T.1
Please describe how training will be delivered (ex: online, in class, number of site training days, number of instructors , etc)
-- System Administrator Training; 6
V.T.2
Does your organization provide onsite or Local training that covers all aspects of the system prior to go-live
Please describe how this is accomplished for each solution.
V.T.3
Is your organization willing to provide all training materials in an editable format (ex:
.doc)?
Please describe how this will be satisfied.
V.T.4
Does your solution roll out enhancements and new features? Please describe how this will be satisfied.
OPERATIONAL
V.O.1 Does your solution provide adaptive display to allow viewing on any device such as tablets and smartphones?
V.O.2 Does your solution support High definition recording (1080p or higher)? V.O.3 Does your solution allow for videos to be searched based on agenda and meeting criteria and closed captioning?
V.O.4
Does your solution provide reports of public participation and viewing of video as well as performance monitorting?
Please describe how this will be satisfied.
V.O.5 Does your solution allow for redundant and intelligent routing to avoid network congestion?
V.O.6 Does your solution use industry standard encoders (e.g. mp4)? V.O.7 Does your solution use adaptive bit rate streaming to deliver the best picture quality for any device?
V.O.8
Does your solution integrate with any video conferencing platforms such as Zoom or Teams?
If so, please state the name of the platform and if it can simultaneously stream to social media and/or Youtube.
V.O.9 Does your solution allow for easy live-streaming via social media (e.g. facebook)? Compliant
(Yes/No/Partial/Anticipated)
Vendor Response and Comments
Please describe how your product complies with the requirement Video Streaming Component
The following questions consist of requirements for the Video Streaming system.
This is a required to submit a proposal for this component.
Requirement Description
V.O.10 Does your solution have portable capabiities and live sream events from various City locations (e.g. parks, libraries, etc.) via smartphones and tablets? V.O.11 Does your solution allow the user to bookmark the video, allowing the public to jump to a particular agenda item within the video?
V.O.12 Does your solution allow for authorized users to trim and add bookmarks, time stamps, voting results, minutes, and ther post meeting additions? V.O.12 Does your solution allow for customers to specify maintenance/downtime windows to avoid maintenance during a meeting?
End of Video Streaming Questionnaire