SW-58306 - USA (Washington) - Legislative Management Software - Deadline July 21,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-58306

Government Authority located in Washington; USA based organization looking for expert vendor for legislative management software.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide legislative management software.
- Provide an intuitive and efficient search interface to retrieve legislative items, ordinances and resolutions, and agenda items seamlessly. The search interface should be embeddable in the city’s website. Search functionality should be available for the following:
a. A specific date or date range
b. Key word search of title or content
c. Legislation number
- Allow cross-referencing and linking between ordinances, resolutions, minutes, agenda items and meeting video.
- Ability to find a list of topics being considered by the council and all background documents in one place - not just the current council packet, but all topics being worked on.
- Search results should be displayed in an easy-to-absorb and intuitive manner via the city’s website.
- Ability to load historical council agenda packets, minutes, ordinances, and resolutions with ability to search by keywords, wildcard searches, suggested topics, etc. This content must utilize as much of the search features of the legislative management software as possible, comparable to new agenda items being added.
- Priority is to import past content from 6/1/2011 to present into new legislative software system; ideally to import past content from 11/15/2005 to present. The past content is currently stored in at least two different city systems. The city would need to understand clearly the level of effort both on the consultant side and for city staff to import content for these periods.
- Provide analytics and reporting capabilities such as most frequently searched topics, types of searches, etc. Ability to streamline product configuration based on the analytics.
- Must be able to be hosted (SaaS) solution that can be integrated and embedded in the city’s website. Solution must receive standard updates including security updates with minimal to zero downtime.
- 24x7x365 customer support with varying levels of response based on incident severity.
- Knowledge transfer to city staff with access to online help and training for end users.
- Single sign-on (SSO) preferred.
- Provide tools for compiling and publishing agenda items into a meeting packet.
- Enable data entry of agenda items in a consistent, Kirkland-specified format.
- Allow the city to manage and communicate pending legislation, track changes, and publish the final legislation via the city’s publicly available website.
- Allow editing of draft agenda items by multiple editors. Allow for document versioning.
- Allow pre-defined workflows involving approvers in multiple departments depending on type of agenda item and originating department. Allow for primary and backup approvers at each level. Allow email notifications to inform approvers of pending approvals.
- Provide role-based access to configure application including workflows.
- Provide means of managing the agenda items through council cycle.
a. Departments create agenda items. Agenda items may be added by the city clerk’s office directly onto a committee or commission agenda (usually if requested by the city manager or the mayor), but in general the department generated agenda item process is followed.
b. Agenda items are routed internally through the government for approval. The type of routing depends on the parameters of the item.
c. The city clerk will place the agenda items on the meeting requested by the creator if it has met all the deadlines and received all the proper authorizations.
d. The information will be available to city staff and the council 24 hours in advance of being made publicly available.
- Enable auditing of agenda item history by supplying the means to see who created and approved the agenda items.
- Allow presentation materials (i.e., PowerPoint) to be incorporated into agenda items and into the records.
- The legislative agenda system shall have the ability to be customized to the general process that the city prefers.
- Must be fully compatible with the city’s existing streaming media solution (Granicus).
- Allow public access to scheduled meeting agendas and minutes of completed meetings via the city’s website, whether the public is using a computer or mobile devices such as smartphones, iPads, etc.
(2) All questions must be submitted no later than July 8, 2022.
(3) Contract term will be one year.

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Thursday, 21 July, 2022

Question Answer Deadline : Friday, 8 July, 2022

Category : Software, System and Application

Country : USA

State : Washington

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