Project Management The vendor must assign a dedicated Project Manager who will oversee all phases of the project, acting as the single point of contact and working in alignment with the County’s designated project manager. Responsibilities will include coordination of planning, execution, communication, and risk management, as well as facilitating collaboration with County IT for system configuration and integration. The Project Manager must follow a defined project management methodology, provide regular status updates, maintain meeting minutes, track changes, and ensure the project remains on schedule and within scope. Key project deliverables will include a comprehensive project plan detailing scope, objectives, roles and responsibilities, communication and risk mitigation strategies; a project schedule with clearly defined milestones and deadlines; and recurring status reports highlighting progress, risks, and any emerging issues. A gap analysis must be conducted for each functional area prior to implementation to assess differences between current and desired functionality. The vendor must also establish documented procedures for submitting and escalating change requests. Solution Design The vendor will provide all necessary professional services to design, configure, and implement the digital signage system in accordance with the County’s specifications. This will include identifying any functional or technical gaps, proposing appropriate solutions, and working closely with County IT to design and validate the technical environment. The vendor must also coordinate the provisioning of any hardware and software needed to support deployment across development, quality assurance, and production environments. Software The software platform must be cloud-based, scalable, and accessible via standard web browsers without requiring proprietary plugins. It should support centralized management of digital content across multiple kiosks, user-role configuration, and secure administrator access. The system must allow the display of various content types including PDFs, legal notices, meeting agendas, RSS news feeds, elected official bios, and directory information. It should feature a real-time dashboard for previewing live kiosk displays, managing scheduled content updates, and enabling alert or banner messages. User activity must be logged, and permissions should be configurable to support different levels of access, such as full access for IT staff and limited publishing rights for Deputy Clerks. Content Management The system must allow for flexible and efficient content administration. It should support uploading of PDFs, HTML files, and images, and include drag-and-drop content creation with customizable templates and dynamic layouts. Users must be able to schedule content in advance and post public-facing items such as County events, emergency alerts, and PSAs. To ensure reliability, the platform should include an offline failover capability, displaying cached content in the event of a network interruption. Hardware The vendor must supply two indoor kiosk units: one upright and one tilted. Both units must be floormounted, tamper-resistant, and equipped with commercial-grade 55” touchscreens. They must support ADA compliance standards and be capable of 24/7 operation, with automatic reboot, internal ventilation or cooling systems, and secure wired network connectivity.
