DOCUMENT

RFP - Scope of Work - Electronic Agenda Management System 2007

  • YEAR CREATED: 2007
  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: RFP - Request for Proposals
The City of Ocean Shores is seeking proposals for an Electronic Agenda Management System. The purpose of the system is to provide a user-friendly software program for the preparation, dissemination, tracking, and web publishing of Council meeting agenda packets, related documents, and meeting minutes. The system should streamline the creation and distribution of agenda packets, capture and track meeting decisions and documents, provide storage and search capabilities, and be easily accessible by the public. The City currently uses Windows-based servers and computers, and the software should be customizable and have a spell check feature. It should also have security features for draft agendas and confidential documents, as well as a routing system for approval. The software should have a financial impact feature, allow attachments from external sources, and provide a personal notes field for users. The user interface should be simple and use common Windows functionality, and the system should use an industry-standard SQL database. The system should allow for the creation of meeting templates, provide meeting security and workflow capabilities, allow for the creation of drafts and forms, and enable searching of agenda items. It should be web-enabled for public access and be installable on existing hardware. The system should also support all commissions, committees, and boards, allow for the creation of new agenda items, generate minutes templates, provide permissions-based access, and display updates in real-time. The proposals should include an executive summary, company profile, proposed delivery model and technical architecture, implementation timeline, purchase price and maintenance costs, customer service plan, contingency plan, and references. The City will evaluate the proposals based on solution scope and features, maintenance program, pricing, and reserves the right to reject any or all proposals and waive any irregularities or informalities.
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