Summary of Specifications:
A. INTRODUCTION / BACKGROUND The City of Miami Beach is seeking a solution to automate its current City Commission agenda preparation process. It is desired that the proposed system provide an automated workflow to prepare, track, modify and monitor the progress of individual items for a specific agenda date. After review by appropriate persons, the system should allow for easy assembly of the documents into a single cohesive agenda packet for publication. The system should provide an ability to easily audit individual items to determine the modifications made by reviewers to the original document, and provide flags for items that have not been reviewed in the process. Integration with the City’s existing Microsoft Exchange e-mail system will allow for notification e-mails at specific milestones in the processing of items.
The system must provide for paper and paperless distribution of agenda packets (iPad, web or smartphone) and paperless meetings, and to support other legislative bodies, boards and Commission Committees. City personnel and he public must be able to search meeting agendas, minutes/after-actions and associated documents simultaneously. The system must also provide the capability to prepare meeting minutes/after-actions (records motions, votes, etc.). The selected vendor must provide “basic” training and/or “advanced” training to selected users.
The City is seeking a total solution that addresses the needs outlined in this RFP, vendors may not respond a la cart to items identified in this proposal.
B. RFP TIMETABLE The tentative schedule for this RFP is as follows: RFP Issued - October 31, 2013 Pre-Proposal Meeting - November 15, 2013 Deadline for Receipt of Questions - November 18, 2013 Proposals Due - November 28, 2013 Evaluation Committee Review - December 12, 2013 Tentative Commission Approval Authorizing Negotiations - January 2014 Contract Negotiations - Following Commission Approval
Statewide