RFP 2020-052, Agenda and Meeting Management System€¦ · Agenda and Meeting Management System Due Date: March 19, 2020 Time: 2:00 PM EST Submittal Location: Union County Government

Request for Proposals No. 2020-052 Agenda and Meeting Management System

Due Date: March 19, 2020 Time: 2:00 PM EST Submittal Location: Union County Government Center

Procurement Department 500 N. Main Street, Suite 709 Monroe, NC 28112

For Questions Please Contact:

Cheryl Wright, CPPO, CLGPO Director of Procurement 704.283.3563 cheryl [email protected]

mailto:[email protected]

1 Contents 2 Notice ofAdvertisement.................................................................................................. : .................. 3

3 Submittal Deadline and Question Information .............................................................................. 4

3.1 PROPOSAL SUBMISSION DEADLINE ............................................... : ......................... ......... ....... ...................................... 4 3.2 PROPOSAL QUESTIONS ................................................................................................................................................... 4 3.3 ADDENDUM ......................................................................... .......... ........................... ...... .............. .......................... ........ 5

4 Agenda and Meeting Management System ..................................................................................... 5

4.1 INTRODUCTION ...............................................................................................................................................................5 4.2 COUNTY ................... ...... ............................................. ... ............................................ ................................. .................... 5

5 Scope of Work ..................................................................................................................................... 5

5.1 PROJECT OVERVIEW .............. ......................... ........................................... ......................................................... ..... ... ..... 5 5.2 GOALSANDEXPECTATIONS ........................... .............................. .............. ..................................................................... 6 5.3 DOCUMENTATION ........................ ............ ............ ...................................... ......................... ................... ...... ............ ....... 6 5.4 LICENSESTRUCTURE............................... .. .... ...................................... ................. ........ ............. ................... ................... 6 5.5 MAINTENANCE ................................................................................................................................................................6 5.6 SUPPORT .......................... ..................... .. '..................... .................................................................................................... 7 5.7 TRAINING...................................................................................... ............. ...................................................................... 7 5.8 WARRANTY ..................................................................................................................................................................... 7 5.9 PROJECTIMPLEMENTATION ................. ........................................................ ... ................................................................ 7 5.10 EXPECTATIONS ...... ..... ...... ..... ................... ............................................................................... ................ ............ ........ .... 7

5.11 SYSTEM REQUIREMENTS...... ...... ... .......... ........... ....... ········ · .... ....... .................................... .. ... ................ .............. .......... 8

6 Detailed Submittal Requirements ................................................................................................... 17

6.1 PROPOSALFORMAT... ........................................... .................. ......... ............ ...................................................... .......... . 17

7 Evaluation Critelia and Selection Process .................................................................................... 22

7.1 SELECTION PARTICIPANTS ....................... ................................................. .. ................... .............................................. 22 7.2 EVALUATION SELECTION PROCESS .............................................................................................................................22 7.3 AWARDPROCEDURE ........................ ............................................... ............. ......................... ................... ....... ............. 23

8 General Conditions and Requirements ......................................................................................... 23

8.1 TERMS AND CONDITIONS .............................................................................................................................................23 8.2 CONTRACTUAL OBLIGATIONS ................... .................................................................... .............................................. 24 8.3 SUB-CoNTRA.CfORIPARTNERDISCLOSURE.................................................................................. .................. ............... . , ... 24 8.4 EXCEPTIONTOTHERFP ..... ..................................................................................................... ........... .......................... 24 8.5 MODIFICATION OR WITHDRAWALOFPROPOSAL ........................................................................................................24 8.6 EQUALEMPLOYMENTOPPORTUNITY........................................................................................................ .................. 24 8.7 MINORITY AND SMALL BUSINESS PARTICiPATION PLAN ............................................................................................ 24 8.8 LICENSES............... ......... ............. ..... ....................... .................... ....... .............................................................. ...... .. ..... 25 8.9 E-VERIFY ...................................................................................................................................................................... 25 8.10 DRUG-FREE WORKPLACE ........................................ ............ .. .................. ................................. ................... .... ............. 25 8.11 INSURANCE ...................................................................................................................................................................25

9 Indemnification ................................................................................................................................. 27

10 Appendix A cost form - Total System/Services Cost. .................................................................. 28

11 Appendix B - Proposal Submission Form .................................................................................... 29

12 Appendix C -Addendum and Anti-Collusion Form .................................................................. 30

13 Appendix D - Vendor Payment Notification ................................................................................ 31

Page 2 of.'W

Union County, North Carolina RFP#2020-052, Agenda and Meeting Management System

2 NOTICE OF ADVERTISEMENT

Union County, North Carolina Request for Proposals No. 2020-052 Agenda and Management System

Sealed proposals, so marked, will be received by mail or hand delivery to Union County's Procurement Department until 2:00 PM EST on March 19, 2020 at the Union County Government Center, Procurement Department, 500 North Main Street, Suite No. 709, Monroe, NC 28112. List RFP#2020-052, Agenda and Management System on the outside of the envelope or box.

Union County, North Carolina, through Information Technology Department, is seeking proposals from qualified companies having experience with agenda management systems to respond to this solicitation.

RFP No. 2020-052 may be examined at the Union County Government Center, Financial Services, Procurement Department, 500 North Main Street, Suite 709, Monroe, NC 28112, Monday through Friday between the hours of 8:00 am and 5:00 pm. Copies of the solicitation may be obtained from the locations listed below:

1. Download the Bid Documents from the Union County Web-Site www.unioncountync.gov (Procurement Page, Current Bids).

2. Download the Bid Documents from the State of North Carolina IPS Web-Site www.ips.state.nc.us (Bid by Departments, search County of Union).

Union County (UC) reserves the right to reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest.

Offerors are required to comply with the non-collusion requirements set forth in the Bidding Documents.

Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and Small Businesses.

Page ,'J of 80

Union County, Notth Carolina RFP#2020-052, Agenda and Meeting Management System

www.ips.state.nc.us

www.unioncountync.gov

3 SUBMITTAL DEADLINE AND QUESTION INFORMATION

3.1 PROPOSAL SUBMISSION DEADLINE Proposals shall be sealed and labeled on the outside envelope: RFP 2020-052, Agenda and Meeting Management System. Proposals are to be received by the Union County Procurement Department by 2:00 PM EST, March 19, 2020. Any proposals received after this date and time shall be rejected without exception.

Ship, Mail or Hand Deliver Submission Packets Addressed as follows to:

Union County Government Center Procurement Department 500 North Main Street, Suite 709 Monroe, NC 28112 Attention: Cheryl Wright, Director of Procurement RFP 2020-052, Agenda and Meeting Management System

The proposal must be submitted in printed form and electronically on a non-returnable flash drive. One (1) original (marked "ORIGINAL") plus five (5) hard copies of the proposal must be submitted. The original proposal package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. All additional proposal sets may contain photocopies of the original package.

Electronic (email) or facsimile submissions will not be accepted.

There is no expressed or implied obligation for Union County to reimburse firms for any expenses incurred in preparing proposals in response to this request.

Union County reserves the right to reject any or all proposals or to select the proposal, which in its opinion, is i_n the best interest of the County.

The County reserves the right to award to multiple Offerors.

3.2 PROPOSAL QUESTIONS

Proposal questions will be due on or before February 27, 2020 at 4:00 PM EST. The primary purpose of this is to provide participating firms with the opportunity to ask questions, in writing, related to the RFP. The County may respond with an addendum to answer applicable questions.

Submit questions by email to Cheryl Wright at [email protected] by the deadline shown above. The email should identify the Proposal number and title. All questions and answers may be posted as addenda on www.unioncountync.gov and/or www.ips.state.nc. us.

I'ngc ,J of30

Union County, North Carolina RFPtf.2020-052, Agenda and Meeting Management System

www.ips.state.nc



3.3 ADDENDUM

Union County may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum.

Should an Offerer find discrepancies or omissions in this RFP or any other documents provided by Union County, the Offerer should immediately notify the County of such potential discrepancy in writing via email as noted above.

Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of effect unless incorporated in the written addenda. Receipt of Addenda shall be acknowledged by the Proposer on Appendix C, Addendum and Anti-Collusion Form.

4 AGENDA AND MEETING MANAGEMENT SYSTEM

4.1 INTRODUCTION

Union County, North Carolina (hereinafter, "The County") is seeking proposals from qualified firms to provide Agenda and Meeting Management System technology to

•manage the Union County agenda process more efficiently. Union County seeks to acquire and implement a comprehensive organization-wide agenda automation and legislative history software system that will accommodate its expanding needs, improve access to information, streamline agenda preparation and management processes, clarify and improve agenda access and access control.

Union County intends to award a contract to the vendor whose solution most closely meets the requirements defined in this RFP. The vendor's ability to provide a clear project plan and approach towards the successful implementation of these services, as well as provide on-going support, are critical factors in the selection process.

4.2 COUNTY

The County (estimated population 237,477) is located in the central, southern piedmont. The County provides its citizens with a full array of services that include public safety, water/wastewater utilities and sanitation, human services, cultural and recreational activities, and general government administration.

5 SCOPE OF WORK

5.1 PROJECT OVERVIEW

The goal of this RFP is to provide Union County with technology to manage the agenda process more efficiently. This section provides an overview of the project and some of the expectations of Union County. This section is not intended to be all inclusive. Therefore, vendors should include in their responses any items they deem relevant and important to the project or Union County.

This RFP represents the best effort by Union County to define its existing and future requirements for a comprehensive agenda automation management system. Statements, questions, and information contained within this document should not in any way be construed as binding on Union County, and are subject to final interpretation or modification by Union County as seen fit.

Page 5 of.30


5.2 GOALS AND EXPECTATIONS

Union County is seeking a software system that can meet the standards outlined in this document. With this in mind, the system shall (in no particular order) accomplish the following primary goals:

• Provide a centralized web based approach to compiling the agenda • Provide workflow capability • Provide the capability to submit and view agenda items online • Provide external and internal capability to view final agenda online, print, or copy to

external media • Provide search capabilities for agenda, agenda items and supporting material, and

minutes • Be functionally rich in capabilities to automate agenda preparation, manage legislative

history, and enhance document workflow • Provide excellent intra-department and user security controls • Provide an option for document management and retention • Provide the ability to create and store images of documents using non-proprietary

image formats • Provide the capability to prepare minutes including but not limited to taking roll call,

making notes, recording motions, and recording votes • Provide video recording of meetings with indexing • Provide video hosting

The proposed solution shall be of an expandable, modular design to readily incorporate additional enhancements in the future. It should be developed, tested, and maintained using a high-quality software development methodology for long-term reliability and technical efficiency.

5.3 DOCUMENTATION

Union County expects the chosen vendor will provide for each software component a complete set of software documentation for users and administrators in an electronic format. Union County will be given permission to reproduce the documentation or parts of the documentation as needed. It is expected that the vendor shall maintain its copyrights to all materials.

5.4 LICENSE STRUCTURE

Union County expects the licensing structure to be enterprise-based so that it will also accommodate growth. Union County also expects the licensing structure will include price breaks at reasonable intervals for number of licenses acquired by Union County.

5.5 MAINTENANCE

The chosen vendor must maintain the proposed system if implemented. Vendors must clearly outline how the software is maintained, including bug fixes, feature and technology upgrades, and assimilation of state-of-the-art technologies.

Page(, r~/'30


5.6 SUPPORT

Union County anticipates the chosen vendor will have the technical expertise, staffing, and protocols to effectively support the implementation of its product in Union County. Live support should be offered during Union County regular business hours at a minimum. Other desirable support options include FAQs, known issues tracking, email support, and access to support managers and development staff if required.

5.7 TRAINING

Training is considered an essential element of this project. One aspect of training Union County will be considering heavily is how quickly and easily the proposed system can be adopted. How difficult is the system to learn? Is it intuitive for users familiar with Microsoftbased systems? Does the vendor offer user groups and conferences as means of exposure to current and new technologies? We will be looking for answers to these questions and others within RFP responses, demonstrations, and discussions with vendor representatives.

5.8 WARRANTY

Union County expects all software to be covered by a reasonable warranty period no less than 90 days. All software and hardware warranties should provide for the operability of the system.

5.9 PROJECT IMPLEMENTATION

This section provides a brief description of the expectations and training considerations Union County anticipates during project implementation. As before, this section is not intended to be exhaustive and Union County is relying on vendors who submit proposals to incorporate the highest levels of service and expertise during the implementation phase(s) of this project.

5.10 EXPECTATIONS

The goals for this project were outlined above. Here Union County will attempt to describe briefly its expectations while working with vendors during not only the proposal process, but also during implementation.

The following list represents the core expectations of Union County:

• The County expects vendors to represent their products and services in an accurate and complete way.

• The County expects to provide a fair selection process that evaluates all opportunities presented to Union County and that secures the best possible solution for our organization.

• Union County seeks to work with an organization that fits with our culture and approach to establishing good customer service and productive business relationships.

• By implementing the selected Agenda and Meeting Management system, Union County fully expects to achieve its goals as listed under Scope of Work.

Png e 7 of3U


5.11 SYSTEM REQUIREMENTS

General

• The proposed solution should be a system developed and supported by a single point of contact offering all the elements necessary to meet the requirements outlined in this RFP. This includes the agenda process system, videotaping of meetings, meeting minutes, and video hosting.

• The proposed solution must be entirely scalable to meet the expanding needs of the client over time.

• The proposing vendor must have experience and references in the government market.

• The proposing vendor must list references of similar scope and size to that of the County.

• The proposed solution must be open architecture and fully allow for integration to the County's existing computing infrastructure.

• The County strongly prefers the solution be built on a proven platform such as .NET technology.

• Is the proposing vendor a Microsoft Certified Partner? • Proposing vendor must be able to provide a demonstration of the system upon

request. • Proposing vendor must provide onsite training.

Software Requirements

• Vendor must have the ability to provide a test environment for testing new product features and versions.

• What is the suggested server configuration the bidder's System will run on? (Please provide complete hardware specifications within the bidder's response.)

• What type of web browser does the bidder's System support? • Do you support the use of either MS SQL Server 2000 (or later release)? • Can the system be deployed enterprise wide across multiple platforms and multiple

locations? • Is the bidder's end user access web-based? • Does the bidder's software run on a Microsoft server 2008R2 or later platform? • The proposed system must provide group and user security. • The proposed system should have a Systems Administrator function that can manage

security and provide overall system help to users. • Ability to assign user rights based on a user's role in the agenda process. • Ability to configure system based upon security rights. • Must have ability to manage multiple boards and commissions, including the ability to

dissolve boards or commissions for public view, but retain for historical/archival content.

• Must have ability to support simultaneous multiple-user access to all components of the agendas.

• Does the security access allow different sections of the system to be defined as read-only, read and write, or no access?

• Does the system integrate with Active Directory? • Ability to link from current County website. • Ability to support multiple browsers (i.e. Microsoft Explorer, Mozilla Firefox, Google

Chrome, etc.).

Page ll of.,W


• Do you have the ability to provide 24x7 customer support? If not, what are the bidder's hours of support?

Public Access - Intranet and Internet

• The agenda automation package must provide a method to post all agendas to the Web.

• The agenda automation package must provide a method to download the agenda and all associated attachments as a single PDF.

• Automatically post agendas and minutes for viewing over the Internet. • Provide Internet links to the public of digitally stored audio and video records. • Provide Public access, via the Internet, to archival/historical information, such as

meeting minutes, motions, and votes. Current archival information must be migrated and accessible in the new system.

• The agenda automation package shall have the ability to download a copy of a meeting with all the supporting material to a folder providing easy off-line access.

• The offline agenda version shall allow each user to make notes for each agenda item.

Requirements - Searching

• Provide for searching of Agenda, agenda items, attached documents and minutes, full-text or metadata. Provide for searching of items added to minutes after final agenda has been compiled.

• Ability to OCR documents in order to allow search of text within document. • Ability to print any search result. • Allow searches by date and/or within date ranges. • Support grouping and searching documents based on metadata content. • Search on agenda titles, agenda content, supporting materials content, supporting

materials annotation. • Public can search meeting agendas, minutes, and associated documents

simultaneously. • Return a list of all search results with links to the agenda item and supporting

documents within the respective agenda.

Requirements - Workflow_

• Provide tracking of document through workflow process. • Provide multi-level (multiple criteria, multiple approvers) workflow. • Allow for flexibility in making changes to workflow by administrators. • Support criteria-based escalation or reassignment of workflow approval. • Allow insertion of items to any step of the workflow. • Allow the withdrawal of an item from the workflow. • Provide the ability to add comments by users in the workflow. • Support criteria-based notification of workflow (delay of approval triggers notification

for example). • Provide appropriate notification of workflow events. • The workflow shall allow deadlines to be set based on meeting time, date, response

time. • The workflow shall allow for escalation and notifications based on deadlines. • Provide authorized users with the ability to create standard and ad hoc workflows for

the approval process. The system must give users the ability to track the status of each agenda item.

Page lJ of.W


• The workflow must provide a GUI front end for administering, creating and editing workflows with point-and-click or drag-and-drop functionality.

• The workflow shall be able to assign roles dynamically based on information gathered during the flow process.

• The workflow must be tightly integrated with an e-forms product. An e-form must be capable of triggering a workflow process.

• The workflow shall be able to utilize notifications within the product as well as email notification.

• The workflow shall not limit in any way the type of electronic files that can be attached to the flow.

• The workflow should display all workflow queues that a specific user is responsible for at one time and allow the user to decide which queue they would like to access.

• Workflow must have configurability through the administrator. • Ability to see the status of any item and graphically view where it is at in the workflow

process at any given point. • The workflow shall have the ability to assign coverage if a user will be out of the office

for a specified period of time. • The workflow processes shall be of modular design and provide the ability to start

additional workflows at any step based on specified criteria. • The workflow shall allow routing to be determined dynamically based on information

gathered during the flow process. • The workflow shall allow roles to be assigned for the routing of items. • The workflow shall allow parallel processing of items as well as sequential processing

of items. • The workflow shall allow delegation of items to other users of the system. • Workflow must have configurability by an authorized user. • Out of office configuration within the workflow.

Requirements - E-Forms/Form Templates

• System should contain an integrated, web-based e-forms product for publishing forms to the intranet/internet.

• The e-forms product shall be tightly integrated with the agenda automation package. • The e-forms application shall have the ability to publish information directly to the

agenda application. • Thee-forms application shall have the ability to embed a form directly into a workflow.

• The e-forms application shall allow the ability to auto populate fields on a form such as date fields, auto-incremental fields, etc.

• Supports creation of forms with user input fields that can be configured to represent existing paper forms.

• The e-forms application must be capable of defining and using composite fields to create structured agenda titles as part of an agenda item.

• The e-forms application shall allow users to configure multiple field types on an eform. These types must include lookups, composite, text, date, mask, integer, float, Boolean, auto date, incremental, agenda meeting date, agenda meeting time, agenda meeting caption, agenda meeting location and agenda meeting type.

• There shall be no limit to the number of forms that can be created and published in the e-forms application.

• The e-forms application shall utilize a publishing functionality that allows the administrator to determine when a form is published and made available to the users.


• The e-forms should have the ability to perform spell check.

Requirements • Agenda Management

• The application shall support the creation and viewing of an agenda with an easy user interface. The interface needs to display the item status and allow for easy editing such as adding documents to an item, adding item details, or adding item notes.

• Once an agenda is created provide the ability for authorized users to publish the agenda to the web with associated links to supporting documents.

• Allows drafts to be created. • Allow for multiple Agenda types to be created (examples: full Agenda, summary

Agenda} • Create links to, or associate, supporting material for meetings with Agenda Item

document. • Allow flexible reformatting of the document, such as font, indentation, numbering,

order of items, etc. • Ability to set default formatting to ensure consistency in documents submitted for

agenda. • Allow pending items to be placed on the agenda. • Ability to approve agenda items individually or as a group within a meeting. • Support creation of Long Range agenda items. • Ability to print entire Agenda and all attachments with configurable numbering. • Allow supporting materials to be attached to an Agenda item during the scanning

process (Directly Scanned to Item). • Under Consent Agenda, motions and votes can be added under each item and not

just for the entire Consent section. Ability to move from Consent Agenda to Regular Agenda.

• System provides a post meeting capability for tracking, numbering and signing documents. Provides ability to use workflow in post meeting activities to manage post meeting activities.

• Users can make notes on Agendas and any supporting materials. • Support the concatenation of associated documents for display, website and print. • Provide automatic notification when a document is revised. • Record responses to an Agenda Item or document. • Provide Shells/Templates for meeting types. • Support electronic note-taking by meeting participants. • The agenda automation package should provide capability to allow versioning of

agenda's and agenda items; allow process steps such as draft, revision, and final agenda.

• The agenda automation package shall allow agenda items to be moved with all associated attachments from one agenda to another.

• The agenda automation package shall have the option to show where an agenda item is within the workflow process and its status (approved, rejected}, being drafted, final draft, etc.

• The agenda automation package shall have the ability to accept different types of attachments to support and link to agenda items. These file types include but are not necessarily limited to text, graphics, word processing applications, spreadsheets, acrobat, HTML, XML, Java, and photos and other images. Digital media such as visual files shall also be supported (TIFF, JPEG, Mpeg, GIF, PDF, BMP, Raw, Scitex, Targa, PCX, Pixar, PNG, Pict, and AV).

--------------------------~ -------~


• The agenda automation package shall have the ability to automatically convert all documents to PDF for printing and public distribution.

• The agenda automation package shall have the ability to support annotations to attachments.

• The agenda automation package shall allow revision control of attachments. • The agenda automation package shall allow an unlimited number of meetings to be

added and managed by the system. • Support electronic signatures. • Ability to select individual pages or sections of a document to be viewed, routed,

included in packet, or printed. • Provide reviewer with a log of items that were reviewed for each meeting. • Ability to support flexible query capability for ad-hoc reporting based on user-defined

criteria. • Ability to provide a well-documented, user-friendly query and report writing tool

(Include list reporting tools supported). • Ability to create retention schedules for all documents associated with an agenda

based on document type. • Archive documents within the system, with the ability to expire documents from view

without removing them from the system. • Provide an email notification for documents that are approaching retention limits. • Agenda templates shall include preloaded drop-down designations for all

Board/Committee/Subcommittee and an option to edit these designations. • Agenda templates will include a checklist of standard items, including roll call, public

presentation and orders of the day. As needed, the checklist of standard items can be edited and amended by authorized users.

• The system proposed shall be of a non-proprietary nature. Describe any functions, features or components that are, or may be proprietary and why they do not restrict utilization of the system.

• The agenda automation package shall have the ability to perform, but not be limited to the following document import methodologies: fax and direct scanning; direct loading and copying.

• The agenda automation package shall have the ability to publish a finalized HTML agenda to the Web with all associated attachments as links to the appropriate agenda item. This process must be accomplished using a single mouse click

• The agenda automation package shall have redaction capability to protect confidential information.

• The system shall be able to work with sizes up to D and E size documents. • An agenda can be rolled up as draft agenda while items are not approved. • The agenda automation package shall maintain and make available the history of all

agenda items that have been copied to other agendas. • The agenda automation package shall allow actions to be added for each agenda

item. The actions can be added manually for each item or selected from a preconfigured list tied to each agenda type. And the pre-configured list must be editable by an authorized user.

• The agenda automation package shall have the ability to scan attachments into an agenda.

• The agenda automation package shall have the ability to select an agenda item and scan the attachments to the item.

• Ability to link an agenda Item to Google maps so the public can see the GIS by selecting the link.

Poge .12 of.10


• Shall provide the ability to send an item to a future agenda (including all materials, recommendations, etc.) without disrupting any workflow processes associated with the item.

• Ability to distribute agenda packets electronically to commission members. • Make the notes, which were created by the voting members, available to the

electronic packet for the voting members in the voting system. • The system shall allow users to add documents provided at one meeting as support

information for an item at another meeting without having to re-add them to the new item.

• Ability to create a summary of action items taken at a meeting. • Ability to make revisions to agenda packets including the ability to add attachments

that are received at a meeting without regenerating the agenda. • Ability to keep revisions of documents that are changed during the approval process. • A "Legislative History" summary page showing results of a search for a topic, meeting

with listings of: meeting dates, agendas, minutes, resolution numbers, ordinance numbers, legislation text, supporting documents, video records, and legislation demographics such as Resolution number, ordinance number, titles, effective dates and voting history.

• Ability for commission members and the public to be notified of agenda and legislative packet availability. With the ability for the public to sign-up or subscribe for this notification via the web.

• The system shall allow documents to be marked as confidential so they are not published and/or are not part of the PDF packet.

• The system shall provide for Google-type searching capabilities of agenda, minutes, closed captioning, video, supporting material, etc.

• The system shall offer the ability to track items even after the meeting. • The system shall allow user defined numbering of agenda items. • The system shall have the ability to manage codification processes. • Shall provide the ability for all agenda data to be synchronized to an off-site location

for disaster recovery and remote access purposes.

Requirements - Meeting Management, Minutes, & Voting

• Ability to create meeting minutes template with default text for minutes, motions, and voting.

• Ability to create an attendee list for each meeting type. The attendee list needs to track the attendee name and title.

• The agenda automation package shall allow sections to be added to an individual agenda without modifying the meeting type for all meetings.

• Ability to assign attendees from the attendee list who will be attending a meeting, voting in the meeting, or part of the roll call for the meeting.

• Ability to Import Agenda into minutes application to use for minutes template. • Ability to configure and modify meeting minute templates. • Ability to take roll call. • Ability for staff to take and modify attendance and roll call at a meeting (including

someone coming in late or leaving early). • Ability to activate items and make minute entries or notes. • Ability to make notes public or private. • Ability to record motions and to log mover and seconder. • Ability to take and record votes on individual items. • Ability to activate items in any order desired.

Pog,, 18 of :w Union County, North Carolina RFP#2020-052, Agenda and Meeting Management System

• Ability to activate individual items or entire agenda sections. • Ability to track, add and time speakers. • Ability to perform spell check. • Ability to do meetings within a meeting. • Must offer a spell checker within the minutes taking solution. • Out of the box capability for the public to query voting records by (to include but not

be limited to) topic, meeting type, meeting date (Date range). • Allows members to be added and deleted from committee rosters "on the fly" for

specific meetings so that attendance and votes can be recorded properly. • Allows the voting order to be changed for each meeting as may be needed. • Summary minutes must be linked to the appropriate agenda and the headings,

numberings and item descriptions from the agenda will populate the summary minutes. This function shall be editable.

• Roll calls must be able to be performed at any time during a meeting in case people leave for any reason.

• Modification of minutes must be simple to perform and not require extensive cleanup. • Must allow users to enter multiple motions for a single item, including substitute

motions. • View Vote Result as members vote. • Manual override of votes, roll call, motions, and amendments to agenda and minutes. • Is the bidder's voting solution compatible with a touch-screen interface? • Add and Delete Informal Comments Speakers. • Provide visual indicator of time available to speakers. • Speaker time limits must be configurable. • Recording Resulting Motions, Votes, Roll call, and Notes from software interface will

automatically appear as text in Minutes. • The Minutes can be taken with the streaming video or in a standalone mode and

imported back into the agenda solution. • Minutes Annotation Software should produce Linked Minutes document in .html

format. The end user may click on any item within the Minutes Doc to link to the audio/video.

• Clerk will be able to jump directly to any motion, vote, or note in meeting and listen to corresponding audio for easy editing. All of these items will be linked individually to audio/video.

• Ability to work on tasks after the meeting. • Ability to record how a vote is taken, by roll call or by voice, and calculate percentage

of For vs. Against votes in real time. • Ability to choose whether or not electronic voting is used. In other words, if the board

prefers not to use the electronic voting system it can be switched off. Then if a future board would like to use it, it can be switched back on.

• Ability to view the activity status of an item after a meeting is complete to ensure they are processed.

• Automatic history notation throughout the entire agenda process, as well as option to input manual history.

• Ability for the system administrator to create and modify forms. • The minute's application should have the ability to view meetings that have been

entered into the system and also an individual account of items within a specific meeting.

• Must be able to upload newly created items and Agendas immediately.

Page I 1f of 30

Union County, North Carolina RFP#2020-052, Agenda and Meeting ManagementSystem

• After a meeting has taken place, the system should have ability to automatically create an action summary of the meeting.

• System must support more than one meeting type. • Allows for user friendly configurability of the agenda while a meeting is taking place,

must be adaptable to changes. • The minute's application must allow for the distinction between the meeting chair and

the minutes taker. • Ability to use voting system without the minute's component. • Ability to customize voting options (i.e. NO instead NAY). • Ability to populate predetermined text for motions. • Ability to use custom tags within the voting application. • Ability to record when a voting member enters or exits the meeting. • Ability to customize individual voting members screen layout. • Ability for voting members to view the information being displayed to the public on

their voting monitor without using a manual switch to change inputs. • Ability to run reports on legislative indexing, Board Decisions, and Document Status.

Reports should have the ability to be run by department or by meeting date. • Each Agenda item should have its own status column. • Application should have the ability to sign documents. • Time settings should have options to not be enforced. • Allows for editing, revising or replacing scanned documents. • Notifies users if there are missing PDF files while compiling a packet. • System should send email notifications to end users as deadlines for agenda abstract

submissions occur. • Ability to add a new agenda item as part of the Minutes process. • Ability to configure and modify meeting minutes templates. • Ability to accommodate a meeting within a meeting. • Ability to customize post-meeting disposition of documents, i.e. numbering, storage,

signing, etc. • Approved Meeting Minutes should be exported as PDF files instead of Word

documents.

Requirements - Video Streaming

Video should be linked to Agenda Items, Minutes, and Supporting Material. • Minutes and Video systems must have ability to work in disconnected mode . • Must have a Customizable Web Interface . • Stream meetings as they happen or record them and publish to the web together with • the meeting minutes, supporting materials and the meeting agenda if desired. Video, minutes, meeting agenda and supporting material are all in a searchable• format.

• Must Support.Multicast Broadcasting . Video system must run on the same database as the agenda system to eliminate data • redundancy issues. Users must be able to control the stream of both video and audio at the time of• recording. If during a live meeting a connection problem ensues users must be able to continue• to record the meeting, allowing us to post the audio/video once the network is restored.

• Video/Audio file storage must be located within a secure firewall protected network. Information held on private networks must not be publicly accessible. --~


• Allows for a presentation monitor that will display supporting materials and documentation as well as voting results to the citizens attending the meeting.

• Big Screen Capabilities are desired for item review and discussion of supporting materials.

• Ability to burn Video, Minutes, and Supporting materials to DVD and view recording without being connected to the internet.

• What options does the County have for location of hosting the video files? • Does the bidder's solution allow us to manage the backup of files or is this controlled

by the vendor? • What video editing tools will be provided? • What type of mobile encoder is used? What type of encoder is used? • What is the bidder's typical stream rate for video broadcasts? • What type of cards does the successful bidder typically use in installations? • Is it hardware platform dependent or will it runs on any server platform? • Are you using redundant Internet connectivity? If yes, explain. • There must have an interface that manages the video streaming and must be

integrated with the Minutes Application and Voting System. • The streaming audio/video must be time stamped so the user can go directly to the

point of the video for any given item in the agenda. • Archives of all AudioNideo Content available on-demand. • Archives of all AudioNideo Content must be migrated to new system. • Single view that includes video, audio, closed-captioning, drop-down menu of agenda

items to link to, and document viewing area that has any supporting agendas, minutes, and staff reports.

• Is the bidder's solution compatible with Windows Media Player? • Is Vendor capable of providing podcasting as a service? • Stream meetings as they happen or record them and publish to the web together with

the meeting minutes, supporting materials and the meeting agenda if desired. • Ability to control video output, must include ability to display the presentation material

(supporting materials and documents of specific items) on the video output. • The solution must support closed captioning. • The solution shall allow closed captions to be searchable. • Can this solution include a portable encoder as well to allow indexing of minutes to

the audio/video during the meetings for meetings held in places other than the commissioner board room where a permanent encoder will be installed?

• How many years can video be stored and accessed? Can this be extended?

Hardware Requirements • Describe in detail all hardware required to implement the proposed software system.

Support all suggestions.

• Provide diagram of the recommended hardware configuration.

• If the bidder's firm is acting as a hardware reseller, describe the details and duration of any manufacturer's warranties on proposed hardware.

• List minimum client workstation requirements.

• List minimum scan workstation requirements.

Page l6 of.W


6 DETAILED SUBMITTAL REQUIREMENTS

6.1 PROPOSAL FORMAT

Offerors should prepare their proposals in accordance with the instructions outlined in this section. Each offeror is required to submit the proposal in a sealed package. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer's capabilities to satisfy the requirements of the RFP.

The successful offeror's proposal must include all responses to the requirements contained within this RFP and all appendices (if applicable) must be completed in their entirety.

By submitting a proposal, the successful offeror's firm agrees to all applicable provisions, terms and conditions associated with this RFP.

This RFP, the successful bidder's submitted proposal, all appendices and attachments (if applicable), and stated terms and conditions may become part of the resulting contract.

Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included.

Proposals shall be 8 1/2" x 11" with one (1) inch margins with Arial or Times New Roman font and text size minimum of eleven (11) points. Charts and screenshots are not restricted to formatting requirements; however, please use your judgment for decipherability.

The proposal should be organized into sections:

• Tab A - Cover Letter • Tab B - Company Background/Experience

• Tab C - Proposed Solution

• Tab D - Implementation Plan • Tab E - Maintenance and Support Program • Tab F - Cost Proposal

• Tab G - Required Signature Forms

o Appendix A - Cost Form o Appendix B - Proposal Submission Form o Appendix C - Addenda Receipt and Anti-Collusion

Omissions and incomplete answers may be deemed unresponsive. Please initial any

corrections.

Page 17 ,~j'30

Union County, North Carolina RFP#-2020-052, Agenda and Meeting Management System

Tab A - Cover Letter

Provide the following information about your company. Respond to each item and provide supporting documentation and/or exhibits as requested or desired. The cover letter may

be a maximum of three (3) pages.

1. Please give an overview of the proposed solution including the successful bidder's unique abilities to meet the project requirements, software requirements, and hardware requirements. Include exceptions to the RFP if any. This section need only be one to five pages.

2. Legal Company Name Address Telephone Number Fax Number

Email Address Name of Single Point of Contact

3. Name of Person with Binding Authority

Address Telephone Number

Email Address

4. List the type offirm or organization (corporation partnership, joint venture, etc.) that

will service as the prime contracting party.

5. Make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its proposal: "The information contained in this proposal or any part thereof, including any exhibits, schedules, and other

documents and instruments delivered or to be delivered to the County, is true,

accurate, and complete."

Tab B - Company Background/Experience

This section provides each vendor with the opportunity of demonstrating how its history, organization, and partnerships differentiate it. Careful attention should be paid to providing information relevant to Union County needs.

History and Profile

Provide a concise profile of the bidder's organization to include the following:


• Corporate history, and number of years in business under the current organizational

name and structure and services offered.

• What is the bidder's total number of installations of the proposed application software product?

• What is the bidder's service commitment to customers and measurements used?

• What are the bidder's annual sales?

• Are audited or otherwise verifiable financial statements available upon request?

• Is the bidder's organization involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services

If you are a Value Added Reseller of the system you are proposing, answer the above questions for the software's parent company.

References

Give contact information for three to five of the offeror's customers including organization name and the following; Also include the products the customers are using.

• Company Name

• Contact Name and Title

• Include the products the customers are using. • Project start and end date

• Address

• Phone Number

• Email Address

Tab C - Proposed Solution

Please give a detailed description of the solution you are proposing. Include software modules and hardware required to operate the system. Tell why the bidder's solution best meets the needs of Union County.

Documentation

Both system level and user documentation must be provided. List and describe the available documentation that is included in the proposal pricing in this RFP and the media on which it is published.

License Structure

Please describe the bidder's software licensing structure in detail. Do so for each product or module if they differ from one another.

Warranty

Describe what is included with the manufacturer's warranty.


Tab D Implementation Plan

This section covers various aspects of the successful bidder's approach to implementing projects. Please respond with as much relevant detail to Union County, project as possible given the information you've been provided in this RFP.

Project Team

List the bidder's project team. Provide names, roles, involvement levels and durations, and relevant experience for each person on the team.

Timeline

Provide a proposed schedule for implementation steps.

Training

Describe what type of training and the number of people to be trained that is included as part of the initial installation.

Describe how you will schedule and provide for training of end users, technical staff, and system administrators including initial training, consultation, and follow-up training.

Describe what types of additional training may be available either through the bidder's company or through another agency.

Tab E - Maintenance and Support Program

Maintenance

Describe the details and duration of any manufacturer's warranty on proposed software system.

How often do you provide product updates?

Include the firm's willingness and plan for keeping its products up-to-date. "Up-to-date" is defined as continuously adding or replacing products to take advantage of new technology and complying with emerging industry standards.

Describe the process by which user input is incorporated into new product releases.

What is included in the annual maintenance contract?

Support

Vendor shall describe the extent and nature of software support services, including webbased and telephone support, and consulting support.

Do you have a telephone access number for technical phone support? What are the hours of support?

What is the guaranteed response time for telephone support?

Do you have the ability to provide direct remote support? Please describe.


Describe the bidder's support escalation procedure.

What is the bidder's policy for the provision of on-site support?

Do you maintain a client accessible Internet Knowledge Base of known issues and frequently asked questions?

Tab F - Cost Proposal

The successful bidder's cost table should include complete cost breakdowns for software, hardware, maintenance, training and implementation, and any additional services required. Complete Appendix A Cost Form.

Software

List and describe the costs for each component of the proposed software.

Hardware

List and describe the costs for each hardware component of the proposed solution.

Maintenance

List and describe in detail the projected maintenance costs involved in this proposed system.

Training and Implementation

List and describe the costs to train additional 'basic' or 'advanced' users in the future.

Describe the costs for documentation materials.

Describe all costs associated with implementing the solution including, consulting, installation, services, travel, and Per Diem.

Pricing for Optional Items

List and describe pricing for optional items associated with the system.

Tab G Required Signature Forms

Offerers should include signed copies of the following documents:

• Appendix A - Cost Form • Appendix B - Proposal Submission Form • Appendix C - Addenda Receipt and Anti-Collusion Form


7 EVALUATION CRITERIA AND SELECTION PROCESS

7.1 SELECTION PARTICIPANTS

1. Maintaining the integrity of the RFP process is of paramount importance for the County. To this end, please do not contact any members of Union County or its staff regarding the subject matter of this RFP until a selection has been made, other than the County's designated procurement contact person identified in the introduction to this RFP.

2. Representatives of Union County will read, review, and evaluate the RFP independently based on the evaluation criteria. Union County reserves the right to conduct interviews with a shortlist of selected Offerers. Failure to abide by this requirement shall be grounds for disqualification from this selection process.

3. The Owner will establish an RFP Evaluation Team to review and evaluate the RFPs. The RFP Evaluation Team will evaluate the RFPs independently in accordance with the published evaluation criteria. Union County reserves the right to conduct interviews with a shortlist of selected respondents (not required) .

4. At its sole discretion, the Owner may ask written questions of Offerors, seek written clarification, and conduct discussions with Offerors on the RFPs. ·

5. The County reserves the right to determine the suitability of proposals on the basis of a proposal meeting scope and submittal criteria listed in the RFP. Evaluation criteria and other relevant RFP information will be used to assist in determining the finalist vendor.

7.2 EVALUATION SELECTION PROCESS

A weighted analysis of the evaluation criteria will be utilized to determine the vendor that represents the best value solution for the County.

In the evaluation and scoring/ranking of Offerors, the Owner will consider the information submitted in the RFP as well as the meetings (if applicable) with respect to the

evaluation criteria set forth in the RFP.

The initial evaluation criteria/factors and relative weights listed below will be used to recommend selection of the Proposed Offeror or for the purpose of selecting Short-Listed Offerors. The County may choose to award without engaging in interview discussions.

RFP Criteria Weights

Company Background and Experience 20%

Proposed Solution and Implementation Plan -Documentation, License Structure and Warranty -Project Team, Timeline and Training 35%

Maintenance and Support Program 25%

Cost Proposal & Compliance with Information in RFP 20%

Pllge 22 of.W


Vendors may be invited to give a demonstration of the capabilities of the proposed solution to the Union County evaluation team. The successful bidder's demonstration (if requested), along with questions and answers, will be a critical component of the overall vendor evaluation.

After identification of Short-Listed Offerors, the Owner may or may not decide to invite Short-Listed firms to vendor demonstration interviews. If interviews are scheduled with the Short-Listed Offerors, previous evaluation and rankings are not carried forward. For the purpose of selecting a Preferred Offeror, the evaluation criteria will be given the following relative weights:

Interview Criteria Weights

Vendor Demonstration of Product -Software functionality (all applicable elements) 70%

Price, Quality and Relevance of Interview as it Relates

to the Scope of the RFP 30%

7.3 AWARD PROCEDURE

The County reserves the right to make an award without further discussion of the proposals received. Therefore, it is important that the proposal be submitted initially on the most favorable terms. It is understood that any proposal submitted will become part of the

public record.

A proposal may be rejected if it is incomplete. Union County may reject any or all proposals

and may waive any immaterial deviation in a proposal.

The County may accept that proposal that best serves its needs, as determined by County officials in their sole discretion.

More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

County may select and enter into negotiations with the next most advantageous Proposer if negotiations with the initially chosen Proposer are not successful.

The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the Offeror's proposal as negotiated.

8 GENERAL CONDITIONS AND REQUIREMENTS

8.1 TERMS AND CONDITIONS

The contract award may have an initial term of three (3) years with two (2) one year renewal options at the County's discretion, pending annual budget approval. All payroll taxes, liability and worker's compensation are the sole responsibility of the Offeror. The Offeror understands that an employer/employee relationship does not exist under this contract.

Puge 23 of'3/J


8.2 CONTRACTUAL OBLIGATIONS

The contents of this Proposal and the commitments set forth in the Proposal shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award. All legally required terms and conditions shall be incorporated into final contract agreements with the selected Service Provider( s).

8.3 SUB-CONTRACTOR/PARTNER DISCLOSURE

A single firm may propose the entire solution. If the proposal by any firm requires the use of sub-contractors, partners, and/or third-party products or services, this must be clearly stated in the proposal. The firm submitting the proposal shall remain solely responsible for the performance of all work, including work that is done by sub-contractors.

8.4 EXCEPTION TO THE RFP

An "exception" is defined as the Service Provider's inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the RFP. All exceptions taken must be identified and explained in writing and must specifically reference the relevant section(s) of this RFP. Other than exceptions that are stated in compliance with this Section, each proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP. If the Service Provider provides an alternate solution when taking an exception to a requirement, the benefits of this alternate solution and impact, if any, on any part of the remainder of the Service Provider's solution, must be described in detail.

8.5 MODIFICATION OR WITHDRAWAL OF PROPOSAL

Prior to the scheduled closing time for receiving proposals, any Offerer may withdraw their proposal. After the scheduled closing time for receiving proposals, no proposal may be withdrawn for 180 days. Only written requests for the modification or correction of a previously submitted proposal that are addressed in the same manner as proposals and are received by the County prior to the closing time for receiving proposals will be

accepted.

8.6 EQUAL EMPLOYMENT OPPORTUNITY

All Firms will be required to follow Federal Equal Employment Opportunity (EEO) policies. Union County will affirmatively assure that on any project constructed pursuant to this advertisement, equal employment opportunity will be offered to all persons without regard to race, color, creed, religion, national origin, sex, and marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age.

8.7 MINORITY AND SMALL BUSINESS PARTICIPATION PLAN

It is the policy of Union County that Minority Businesses (MBEs), Disadvantaged Business Enterprises (DBEs) and other small businesses shall have the opportunity to compete fairly in contracts financed in whole or in part with public funds. Consistent with this policy, Union County will not allow any person or business to be excluded from participation in,

Page 21 of.W


denied the benefits of, or otherwise be discriminated against in connection with the award and performance of any contract because of sex, race, religion, or national origin.

8.8 LICENSES

The successful Firm(s) shall have and maintain a valid and appropriate business license (if applicable), meet all local, state, and federal codes, and have current all required local,

state, and federal licenses.

8.9 E-VERIFY

E-Verify is the federal program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program, used to verify the work authorization of newly hired employees pursuant to federal law. Offeror/Firm shall ensure that Firm and any Subcontractor performing work under this contract: (i) uses E-Verify if required to do so; and (ii) otherwise complies with applicable

law.

8.10 DRUG-FREE WORKPLACE

During the performance of this Request, the Firm agrees to provide a drug-free workplace for his employees; post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specify the actions that will be taken against employees for violations of such prohibition; and state in all solicitations or advertisements for employees placed by or on behalf of the firm that the Firm maintains a drug-free

workplace.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a Contractor/Firm in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the Request.

8.11 INSURANCE

At Contractor's sole expense, Contractor shall procure and maintain the following minimum insurances with insurers authorized to do business in North Carolina and rated A-VII or better by A.M. Best.

A. Network Security & Privacy (Cyber)

$1,000,000 Claims Made

ADDITIONAL INSURANCE REQUIREMENTS

A. Before commencement of any work or event, Contractor shall provide a Certificate of Insurance in satisfactory form as evidence of the insurances required above.

Pnge 25 of:JO


B. Contractor shall have no right of recovery or subrogation against Union County (including its officers, agents and employees).

C. It is the intention of the paiiies that the insurance policies afforded by contractor shall protect both parties and be primary and non-contributory coverage for any and all losses covered by the above-described insurance.

D. Union County shall have no liability with respect to Contractor's personal prope1iy whether insured or not insured. Any deductible or self-insured retention is the sole responsibility of Contractor.

E. Notwithstanding the notification requirements of the Insurer, Contractor hereby agrees to notify County's Risk Manager at 500 N. Main Street# 130, Monroe, NC 28112, within two (2) days of the cancellation or substantive change of any insurance policy set out herein. Union, in its sole discretion, may deem failure to provide such notice as a breach of this Agreement.

F. The Ce1iificate ofinsurance should note in the Description of Operations the following:

Department: Contract#:

G. Insurance procured by Contractor shall not reduce nor limit Contractor's contractual obligation to indemnify, save haimless and defend Union County for claims made or suits brought which result from or are in connection with the performance of this Agreement.

H. Certificate Holder shall be listed as follows: Union County

Attention: Keith A. Richards, Risk Manager

500 N. Main Street, Suite #130

Monroe, NC 28112

I. If Contractor is authorized to assign or subcontract any of its rights or duties hereunder and in fact does so, Contractor shall ensure that the assignee or subcontractor satisfies all requirements of this Agreement, including, but not limited to, maintenance of the required insurances coverage and provision of certificate(s) of insurance and additional insured endorsement(s), in proper form prior to commencement of service.


9 INDEMNIFICATION

Contractor agrees to protect, defend, indemnify and hold Union County, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings, or causes of action of every kind in connection with or arising out of this agreement and/or the performance hereof that are due, in whole or in part, to the negligence of the Contractor, its officers, employees, subcontractors or agents. Contractor further agrees to investigate, handle, respond to, provide defense for, and defend the same at its sole expense and agrees to bear all other costs and expenses related thereto.

----Intentionally Left Blank----

Pop;e 27 of.'lO

Union County, Notth Carolina RFP#2020-052, Agenda and Meeting Management System

10 APPENDIX A COST FORM - TOTAL SYSTEM/SERVICES COST

RFP # 2020 - 052 Agenda and Meeting Management System

First Year Expenses System/Service Cost Comments

Software / License

Hardware (use additional page if required)

Installation

Training

Maintenance/ Upgrades

Other (explain)

TOTAL FIRST YEAR

Renewal Expense per Year for Years 2 and beyond CommentsCostSystem/Service

Software / License

Maintenance/ Upgrades

other (explain)

Other (explain)

ONE YEAR'S RENEWAL

This Proposal is submitted by:

Provider Name: ______ _______ _________ ____

Representative (printed):___________ __________ _

Representative (signed):_____________ _____ ____

Page 21/ of30


11 APPENDIX B - PROPOSAL SUBMISSION FORM

RFP 2020-052 Agenda and Meeting Management System

This Proposal is submitted by:

Company Legal Name:

Representative Name:

Representative Signature:

Representative Title:

Address:

City/State/Zip:

Email Address:

Phone Number:

Website Address:

It is understood that Union County reserves the right to reject any and all proposals, to make awards according to the best interest of the County, to waive formalities, technicalities, to recover and re-proposal this project. Proposal is valid for 120 calendar days from the Proposal due date and is submitted by an executive of the company that has authority to contract with Union County, NC.

Name:

Title:

Signature:

Date:

PaAc 29 of30


12 APPENDIX C - ADDENDUM AND ANTI-COLLUSION FORM

RFP 2020-052 Agenda and Meeting Management System

Please acknowledge receipt of all addenda by including this form with your Proposal. Any questions or changes received will be posted as an addendum on www.co.union.nc.us and/or www.ips.state.nc.us. It is your responsibility to check for this information.

Addendum No. Date Downloaded

I certify that this proposal is made in good faith and without collusion with any other offeror or officer or employee of Union County.

Company Name:

Name:

Title:

Email Address:

Signature:

Dat e:

11ng e 8 /J of30


www.ips.state.nc.us

www.co.union.nc.us

13APPENDIX D - VENDOR PAYMENT NOTIFICATION

Pu;.e 31 of.W


Administrative Services Finance Division 500 N Main Street Suite 714 7th Floor Monroe, NC 28112 704.283.3886 www.unioncountync.gov

ATTENTION: ACCOUNTS PAYABLE VENDORS

As part of our Fraud Prevention Program, Union County now prefers two methods for payments to vendor accounts. These methods allow for faster and easier payments to vendors.

The first and preferred method available is to accept a VISA card payment from the County. If you accept payment via VISA, payment is made at the time of the transaction or upon receipt and approval of the invoice.

The second method is an Electronic Funds Transfer. (EFT) This means that you will receive payment of invoices due directly into your bank account. With this method, you will get an email confirmation giving you the date, invoice numbers, and total amount paid. Your payment will be available to you on Monday (or the first banking day if Monday is a bank holiday) following receipt of an approved invoice from the County department invoiced.

An EFT Enrollment Form to enroll in the program is attached for your convenience. You can also visit the Union County website at www.unioncountync.gov at any time to get a new form if your banking information changes. If the banking information changes and you do not notify us, it will delay receipt of payment for invoices.

If you wish to receive payment via the County's VISA card, please contact Alex Whitaker at 704-283-3538 or Christi Climbingbear at 704-283-3543, or send an email to [email protected] and you will be added to the list of vendors

accepting the VISA card method of payment.

Union County prefers all vendors participate in one of the two methods described above.

Thank you in advance for your participation.




Please return this completed form and supporting documents to:

Union County-Finance Office Suite 714, 7th Floor, 500 N. Main Street, Monroe NC 28112

Phone: (704) 283-3886 Fax: (704) 225-0664 Email: [email protected]

Authorization for payment via Electronic Funds Transfer (EFT)

Initial Enrollment

Change Information

Today's Date

Company Name

Street Address

City, State, Zip

By signing below, I hereby authorize Union County to electronically deposit funds into the account indicated below. I understand that if my banking information changes and Union County is not made aware of this change; then payment may be delayed.

Bank Name

Address

City, State, Zip

Routing/ABA # Bank Acct No.

Payment Notification: I hereby authorize the following individual to receive an email notification of payment details for all funds deposited to the above account by Union County.

Name&Title

Email Address

Phone Number

Officer Name & Title

Phone Number

Signature:

FORACCOUNTVERIFICATION, PLEASE ATTACH A VOIDED CHECK.

This authorization will remain in effect until Union County has received written notice to discontinue.

Print Form
