1-RFP 260201 Solicitation Document.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Monday, September 14, 2026

REQUEST FOR PROPOSAL NO. – 260201

Sealed Request for Proposal will be received in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, OCTOBER 16, 2026.

Electronic submissions are requested. One (1) electronic copy of the proposal is required. Proposals are to be submitted through the City’s Procurement Portal wichita.gov/procurementportal using secure login/password for:

CITY MANAGER’S OFFICE/CITY CLERK

Agenda Management Software Solution

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

Specifications for the sealed proposals are on file in the office of the City Purchasing Manager, 12th Floor, City

Hall, 455 North Main, Wichita, Kansas, (316) 268-4636. This information is also available on the City of Wichita

Web Site at wichita.gov/procurementportal.

Sealed proposals shall be received (electronically as stated) in the office of the City Purchasing Manager prior to 10:00 o’clock a.m., Friday, October 16, 2026.

The review and evaluation of the submitted Proposals will take estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council. If the Purchasing Division may be of further assistance, please contact us at (316) 268-4636.

Dated at Wichita, Kansas, on the 14th day of September, 2026.

Josh L. Lauber, MBA, CPSM

Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure; Provide conditions for living well.

City of Wichita 1 RFP #260201

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

PURCHASING@WICHITA.GOV

WICHITA.GOV/PURCHASING

WICHITA.GOV/PROCUREMENTPORTAL

REQUEST FOR PROPOSAL #260201

Agenda Management Software Solution City of Wichita – City Clerk

September, 2026

PROJECT DEFINITION

The City of Wichita is seeking proposals from firm(s) for Agenda Management Software Solution for the City Clerk. One of the goals of obtaining goods and/or services is to increase City efficiency and effectiveness of tasks relating to organizing, managing, publishing, and data reporting of City Council governing body meetings and if possible, other use cases upon successful adoption for related purposes.

The selection of the consulting firm by the City’s Staff Screening and Selection Committee will be based on several factors, including: (1) Checklist (Section III. Scope of Services; E.) (10%), (2) Proposer Experience and Resources (Section III. Scope of Services; G.) (15%), (3) Functional and Technical Requirements (Section XI. Appendices; Attachment B) (15%), (4) Proposers Hardware and Software Requirements (Section III. Scope of Services; H.) (10%), (5) Customer Support and Warranty/Maintenance (Section III. Scope of Services; I.) (10%), (6) Training and Documentation. (Section III. Scope of Services; J.) (10%), (7) Costs (Section III. Scope of Services; L. Costs) (10%), (8) Minimum Qualifications and Mandatory Elements (Section IV. Proposal Terms; E and F.) (10%), and (9) Small & Emerging Business Enterprise Program participation (10%).

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Chris Haislett (chaislett@wichita.gov) no later than 5:00pm September 22, 2026.

Questions must be submitted via email or procurement portal, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule

RFP Released September 14, 2026

Questions Due Via Email September 22, 2026 5:00pm CT

Questions Answered Via Addendum October 2, 2026

Proposals Due October 16, 2026 10:00am CT

Evaluation October-November, 2026

Project Awarded (tentative) December, 2026 mailto:Purchasing@wichita.gov https://wichita.gov/PURCHASING mailto:chaislett@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 2 RFP #260201

Table of Contents

1. OVERVIEW AND SUMMARY

A. Current Environment:

B. Volumes:

2. PROJECT OBJECTIVES

3. SCOPE OF SERVICES

A. Introduction:

B. Functional Specifications of the Proposed Agenda Management Software Solution:

C. Value Added Service and Options of the Agenda Management Software Solution:

D. Mandatory Technical Requirements:

E. Checklist:

F. Proposer and Subcontractor Information:

G. Proposer Experience and Resources:

H. Proposers Hardware and Software Requirements:

I. Customer Support & Warranty/Maintenance:

J. Training & Documentation:

K. Scope of Work:

L. Costs:

4. PROPOSAL TERMS

A. Questions and Contact Information:

B. Proposal Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Mandatory Elements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

5. CONTRACT PERIOD AND PAYMENT TERMS

6. INSURANCE REQUIREMENTS

7. GENERAL SPECIFICATIONS:

8. REQUEST FOR PROPOSAL CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

9. S/EBE PROGRAM PARTICPIATION DOCUMENTATION

10. APPENDICES: ATTACHMENT A – IT TECHNOLOGY AGREEMENT TEMPLATE

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 3 RFP #260201

1) Kick-off Meeting

2) Communications Plan

3) Progress Meetings

4) Training and Documentation

5) Application License

6) Restrictions on Application Use

7) Service Level Agreement (SLA):

11. APPENDICES: ATTACHMENT B – FUNCTIONAL AND TECHNICAL REQUIREMENTS MATRIX

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 4 RFP #260201

1. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the city’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100 mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six member City Council, elected by district, and a full time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

A. Current Environment:

The City of Wichita, IT Department provides core network services, virtual and physical server infrastructure, application support, and end user computing equipment to all departments. Desktops, laptops, tablets and other mobile devices are provided and managed by the IT department and are maintained on a 5-year replacement plan. The City utilizes a variety of 3rd party products for infrastructure.

The City Clerk’s office currently utilizes a Software as a Service (SAAS) platform to manage agenda and meeting management activities.

Technology Challenges

• Approval Steps and Task Management ability to create customizable, user-friendly workflow approval steps for approval by City Department subject matter expertise outlining areas of agenda item impact (i.e. – Finance, Legal, Zoning, etc.).

• Task and Workflow Automation to allow system tracking, approvals, and removal of email applications.

• Template Creation and Library to allow agenda items to be uniform, standardized, and easily managed.

• Version Control allow a single document with synchronized editing to prevent lost tracked changes or conflicting edits.

• Digital Agenda Packets allow meeting agendas to be compiled for multiple agenda items, associated information and attachments, and text-searchability to aide in elected participant reading and review.

• Agenda Item and Document Interaction facilitate and allow software license users to view, pose questions, and document compiled questions for an agenda item by all licensed users to assist City staff to prepare and inform public presentations from collected questions and comments received over a defined period of time (2-3 weeks internal publishing).

• In-Meeting Tools facilitate real-time license user notes/interaction, motions, and individual and/or collective voting records within the software solution. Facilitate voting that would allow for easily observable and viewable screens that can be streamed live to social media, YouTube, and other media platforms in real time as the meeting is conducted live.

• Public Portals ability to publish final meeting agendas, agenda item materials, meeting minutes, and media links to a public website.

• Meeting Transcription facilitate meeting minutes creation, recording, and archiving to allow licensed user “review” post meeting to allow final publication to a public website of all https://www.wichita.gov/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 5 RFP #260201 interaction(s) in the City meeting to include recorded verbal statements by City officials, guest speakers, and online verbal (when meeting speakers attend virtually) and meeting attendees viewing online provide written interaction and statements (meeting comments section). These interactions can all be facilitated, collected, and archived as part of the official City records and the meeting that took place.

• License User Roles and Responsibilities facilitate ability of City staff to compile “internal-facing” and “public-facing” supplemental documentation to support an agenda item’s history and explanation for archiving purposes. These documents may include City staff approvals, direction to place the agenda item for Council discussion, internal staff memorandums, and supplemental materials outside of published public agenda items.

• Accessibility Standards facilitate document materials and integrated media to meet federal, state, and local regulations regarding Americans with Disabilities Act (ADA) compliance and open-meeting regulations.

o Kansas Open Records Act o Kansas Open Meetings Act

• Auditing & Data Analytics facilitate API library usage and data collection to allow software user interactions to be documented, date & time-stamped, and retrievable. Facilitate City staff internal reporting, upon request, by interested stakeholders to outline instances of agenda item types, frequencies, and questions posed that would include performance management and City Department requirements impacting the City Clerk’s workload and meeting management activities to be reportable through Key Performance Indicators (KPIs) to evaluate meeting management efficiency and effectiveness.

Business Process Environment The City Clerk is responsible for management, facilitation, and presiding over all City Council meetings as the City official to record, scribe, and publish all City public transactions directed by the City Council governing body.

The agenda currently is reviewed on a number of different occasions through varying levels including, Department Director, City Clerk, City Manager, and Cabinet Members comprising of the Assistant City Manager, City Manager, City Attorney, and Director of Finance. This cycle is from beginning to end on all agenda items.

Business Process Challenges The challenges to manage and oversee meeting agenda, minutes, and archiving include the following business process challenges:

• Manual Tasks Currently o Numbering the Agenda, or renumbering when items are moved o Uploading to the website manually by downloading the agenda and then uploading to the website.

o Uploading minutes to the website manually in the same fashion as the agenda o Manually typing frequently used phrases instead of having a short cut to use to insert them into the minutes o Moving the Agenda Report to be the first attachment o Doing edits by downloading the document, editing and then reuploading to the software , then the departments have to download the edited document, finalize it, and reupload it o No way to lock the agenda or “finalize it” to keep things from being added late

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 6 RFP #260201 o Roll call is done by adding attendees manually, then clicking everyone’s name individually instead of an “all present” option o No way to preview documents without downloading them within the system o Creating the same type of item for all meetings, for instance Board of Bids – we have to manually create the agenda item for each meeting

• Data Integrity o Items get deleted by “accident” so easy – sometimes it shows a person deleted the document or item from the agenda if they are in the item at the same time as someone else.

• Paper Forms o Ordinances, resolutions, and contracts, paper copies of original documents.

• Processing Time o Items are due on the agenda 13 days prior to the meeting, so 13+ days depending how early they add it.

• Information Access o If a person does not have a username/password for Granicus, and the agenda is sent to them, it requires them to sign into the agenda or they cannot view the links. The only way around this is to publish the agenda, which a working agenda is not ready for the public to view until 6 days prior to the council meeting date . We used to be able to send the agenda and if they had the link they could view the agenda. We had to create user name and passwords for all cabinet members so they could view the draft agenda 12 days prior to the meeting date. I hope this helps.

B. Volumes:

This section contains selected current and future (projected) volume information for sizing the computing, network, and business resource requirements of the new system, the system(s) upon which an application will be based, the related infrastructure, and the resources to support and maintain the system or application. The volumes, provided by City personnel, are approximate and are included to provide prospective Proposers with information to gauge requirements. However, the proposed systems should be readily expandable or field upgradeable. The proposed systems should be sized to meet the performance standards for the projected volumes plus a margin for unexpected volume growth.

o Up to 48 meetings per year (NLC and sometimes holidays makes a no meeting day, 2026 had

46 meetings) o The number of agenda items varies. Sometimes there are 1 new business, sometimes there are 15. Same with Consent, there are sometimes there are 10, and other times there are 35.

o We are busiest when we have a high volume of ordinances, lengthy meetings with multiple topics and extensive back-and-forth that require detailed minutes, or during holiday weeks when our workweeks are shortened and we are essentially completing two days’ worth of tasks in one day.

2. PROJECT OBJECTIVES

The purpose of the proposal is to demonstrate the qualifications, competence and capacity of firms seeking to provide services specified herein for the City of Wichita, in conformity with the requirements of this Request for Proposal. The proposal should demonstrate the qualifications of the firm and the staff to undertake this project. It should also specify the proposed approach that best meets the Request for Proposal requirements.

The proposer must address each of the service specifications under the Scope of Services.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 7 RFP #260201

The City’s overall project goals include the following:

• Replace current system with a new system that successfully performs all current business processes and implements best practices.

• The system will integrate with other City applications and interface with our third-party providers through standard techniques.

• The product will be supported by the proposer, easily configurable and upgradeable, meeting City’s business needs for the foreseeable future.

• The system will be based on current technology and proposer will have a well-defined enhancement strategy.

• Enhance operational effectiveness by making more timely, accurate and complete information available to citizens, the Mayor, City Council, City Manager and other City personnel.

• Utilize information technology to improve service to the community.

• Increase productivity by eliminating redundancy and unnecessary tasks.

• Improve management and public policy decision making by increasing the ability to analyze data.

• Allow for continuous upgrades of technology to support current and future core functional needs.

• Utilize and manage technology in a cost-effective manner.

• Increase operational effectiveness via improved system training.

• Enhance internal and external communications through the use of information technology and improved business processes.

• Provide appropriate staffing levels to effectively manage and utilize new information systems.

• Provide quick response to respond to Council mandates and regulatory constructs within a timely manner.

• Improve sharing of information between City and external agencies.

Proposer responsibilities for this project include the following:

The Proposer shall supply:

• Comprehensive, entity relationship diagrams, and data dictionary during implementation.

• Support solution with regular releases/upgrades and service desk support within an annual maintenance and support agreement.

• A product solution with zero or minimal modifications rather than a custom developed solution or extensive product customization.

• The City will consider a hosted solution or a self-hosted solution. Either approach shall include a contingency solution in case of internet connection disruption.

• Detailed breakdown of all costs required for the successful implementation and ongoing operation of the proposed solution.

3. SCOPE OF SERVICES

A. Introduction:

The City of Wichita, Kansas (“City”) invites your company to submit a written proposal to provide a comprehensive, fully integrated Agenda Management Software Solution specifically designed for government agencies, including delivery, installation, integration, customization, data conversion, training, documentation, and support and maintenance. The City is seeking a proven system that is in operational use by at least three other municipalities, preferably similar in scope of the requirements and size of the City of

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 8 RFP #260201

Wichita, Kansas. Proposers are to propose a fixed cost solution based upon the City’s requirements. The City requires a prime Proposer, or systems integrator, to act as a prime contractor legally and financially responsible for all implementation services of proposed solution.

The software and hardware and/or application should efficiently support the City’s projected volume in Section I. OVERVIEW AND SUMMARY; B. Volumes.

The proposal should clearly demonstrate how the City would be provided with the software, services and support, and any related hardware that will best satisfy the City’s requirements.

The proposal should include:

1. A detailed description of your proposed approach to Business Process Reengineering (BPR) during a discovery phase to be accomplished prior to the commencement of the implementation phase.

Identify the Proposers BPR or subcontractor staff including a description of their experience. Costs associated with BPR services shall be included in the cost proposal. Include a description of the City’s responsibilities during these efforts.

2. Appropriate application software to support the business functions as listed above.

3. All system and network hardware to support the proposed solution including specifications for the main processor or server computer(s) and all related peripherals necessary for the normal operation of the proposed solution, including recommended system printers, drives, and other special, unique, or optional equipment.

4. All network and security requirements to support the proposed solution.

5. Relational Database Management System (RDBMS) requirements to support the proposed solution.

6. All System and Network software (i.e., operating system) requirements to support the proposed solution.

7. Interfaces available in or through the proposed solution to/from City and external systems.

8. Implementation services, installation, configuration, data conversion, training services and integration of existing systems and support for remote users.

9. Maintenance, knowledge transfer, and support services for the proposed systems.

This Request for Proposal (RFP) states the overall scope of services desired, procurement terms and conditions, specific hardware and software requirements as well as Proposer experience and qualifications to be provided. The following sections are provided to assist in navigating the requested scope of services:

Section I. OVERVIEW AND SUMMARY & Section II. PROJECT OBJECTIVES. - Presents a brief background description of the City of Wichita, Kansas and its desired approach to implementing the Agenda Management Software Solution. This section also contains a brief description of existing systems and networks installed within the City.

Section III. SCOPE OF SERVICES; A. Introduction – D. Mandatory Technical Requirements - Provides instructions to Proposers for responding to the detailed Business Functional Requirements, including the City’s General and Technical Requirements.

Section III. SCOPE OF SERVICES; E. Checklist – K. Scope of Work – Requires Proposer responses including company background and qualifications, specifications and capabilities of proposed systems, and services to be provided.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 9 RFP #260201

Section III. SCOPE OF SERVICES; L. Costs - Requires Proposer responses for proposal cost information.

Section IV. PROPOSAL TERMS. - Provides the rules of preparation for the proposal.

Appendices. - Includes the City’s IT Technology Agreement template and Attachment B – Functional and Technical Requirements Matrix.

Your response should clearly detail how the hardware, software and services that you are proposing can best satisfy the City’s requirements. The City requires a comprehensive solution with a prime contractor with legal and financial responsibility for all hardware, software, installation, integration, implementation, and support and maintenance services. One consolidated response with all cost items included in the cost summary shall be submitted. The prime contractor shall be the sole point of contact for the City with regard to contractual matters.

To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated within this section and the format established within this RFP.

Failure to comply with or complete any portion of this request may result in rejection of a proposal.

B. Functional Specifications of the Proposed Agenda Management Software Solution:

Through this RFP, the City intends to accomplish the acquisition, installation and implementation of a commercially available and proven Agenda Management Software Solution. The City requires that a single Proposer, or systems integrator, propose the solution including the acquisition, installation, and implementation of Agenda Management Software Solution itself. Subcontractors may be used for portions of the project, and it is required that the selected Proposer, or systems integrator, and any subcontractors will provide complete and comprehensive system implementation services, including data conversion, installation, training, software modification, custom development, support, and maintenance as required.

Required Functional Specifications

• Collaborative Agenda – ability to see others’ changes

• Workflow process with approvals

• Systematic Generation or “auto numbering” of Meeting Agenda to include Arabic, Roman Numerals, and Alphabetic upper/lower case and Numerical subheadings/formatting

• Customizable to City of Wichita branding, graphics, and logos

• Ability to “lock” Meeting Agenda after finalized by City Clerk

• Text Header Titles and/or “snippets” to make minutes more efficient and reviewable at a glance

• Integrates to website with ease,

• Integrates to YouTube

• Ability to Index Video

• Integration to Municode software solution to data transfer ordinances passed and updated

• Cost effective encoder – not proprietary hardware

• Timer on-screen with audible sound when time is expired

• ADA Compliant agenda and packet

• Easily attach documents, files and attachments with ability to control internal/external files

• “Batch Creation of Meeting Agendas” from multiple agenda item creations

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 10 RFP #260201

• Ability to omit, remove, and defer agenda items entered into the software solution

• Remote Voting for virtual meeting attendance

• Online Agenda creation and publication for Council Members to view documents and make notes

• Agenda software automatically integrates with the voting software – no need to “publish” for a meeting

Desired Functional Specifications

• Votes do not show on screen until marked as passed or failed

• Text Alpha/Numerical search feature in meeting agenda to allow software solution users to expedite review and/or “take a user where they directly need to view”

• Beginning/End button options to view Meeting Agendas with single click functionality

• Agenda Item attachment organization and manual sequence to allow marking of an attachment to be listed first under that meeting section, even if the document is updated after a subsequent attachment file.

• Edit an attachment from the program instead of downloading, editing then reuploading

• Ability to send agenda to subscribers.

• If recommendation lists a resolution or an ordinance, one should be attached – include a checklist.

C. Value Added Service and Options of the Agenda Management Software Solution:

• Migration Plan

• Communication Plan

• Training and Acceptance Plan

• System Interfaces

• Data Conversion Services

• Maintenance and Support for Interfaces with to external systems or organizations

• Application Hosting/ASP (Application Service Provider)

D. Mandatory Technical Requirements:

The following are mandatory technical requirements that the Proposer must meet for the proposal to remain eligible for consideration. You must clearly show that your product or service meets these mandatory technical requirements, or your proposal will be rejected as non-responsive. The City requests a one-page or appropriate-length document as part of your proposal response, to clearly show compliance to these mandatory technical requirements. The RFP Coordinator may choose to determine mandatory technical requirements by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how you meet the mandatory technical requirements without looking at any other material. Those that are not clearly responsive to these mandatory technical requirements shall be rejected by the City without further consideration:

• ADA accessibility compliance for meeting agendas, packets, documents, and digital media, ensuring materials published publicly are accessible to individuals with disabilities, including people with visual, hearing, and other disabilities.

• .The proposed system must offer exceptional customer service options through online service offerings/information, payment options, issue tracking, maintenance, etc.

• The proposed solution must have current best practice interface options such as API and/or Web Services.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 11 RFP #260201

• The Proposer must provide validation of any claimed certifications related to the proposed solution.

E. Checklist:

The following checklist has been included to ensure Proposer compliance to the required RFP responses. Please indicate whether each item specified is included in your response and cross-reference to the page where the item is located.

Item Included

Y/N Proposer Proposal

Page Reference

Audited Financial Statements

Reference List

High-level System Architecture

Technical Brochures

Documentation Table of Contents

Description of capability to deliver requirements

Implementation and Training Plan/Schedule

Communication Plan

Resumes

Task/Hours Schedule

Outlines for Training Course(s)

Section III; F-K Proposer Response of this RFP

Section III; L Costs of this RFP

Any exceptions to Appendix A - IT Technology Agreement Template

Appendix B – Functional and Technical Requirements Criteria Matrix

If any of the requested items are not included, please explain the reason. Proposals may be rejected if any requested item is not completed and submitted.

F. Proposer and Subcontractor Information:

This section must be completed for each Proposer and all subcontractors included in the proposal.

Proposer or Subcontractor:

Company Name

Local Address

Headquarters Address

Company Web-site Address

List of all products or services to be provided.

Contact Representative(s)

Name Title Telephone and Email

Address

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 12 RFP #260201

Company Information:

How many years has the company actively provided comparable e-government systems and solutions to state and local government?

Which office will serve the City of Wichita?

How many years has the office, which will service the City, been operational?

How many employees does the company have?

Nationwide :

Personnel in State and Local Government Services :

Office serving City :

Support personnel in office serving City :

G. Proposer Experience and Resources:

Provide a reference list for the three (3) most similar sites which use similar hardware configurations and software applications proposed by the Proposer/systems integrator. Specify sites in which subcontractor applications included in this proposal are currently interfaced or integrated with the prime solution. Include the following:

• Name, Address, Contact, Title, Phone Number, and Email.

• Approx. Number of Employees/Operating Budget/ Population of Jurisdiction.

• Operational Applications (Product Name & Version Number/Install Date).

• Type of System Installed (Hardware, DBMS, OS).

• Type(s) of Service Provided

• Existing interfaces with other applications in this proposal (Y/N).

• Contract Amount in total dollars for implementation of the proposed solution.

• Final actual cost for the implementation of the proposed solution.

• Scheduled Start and End Dates of the Implementation.

• Actual Start and End Dates of the Implementation.

• What was the Proposer’s annual gross revenue and net profit as a percent of sales for the previous three (3) fiscal years?

Proposer: Annual Gross

Net Profit as a Percent of

Sales

Fiscal year 2023 $ %

Fiscal year 2024 $ %

Fiscal year 2025 $ %

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 13 RFP #260201

• Provide a copy of the company’s last two years financial statements). Indicate attachment name/number. The financial statements for the Prime Proposer shall include the Balance Sheet, Income Statement, Statement of Consolidated Income, Statement of Changes to Cash Flows, and Changes to Shareholder Equity.

• Provide at least one bank reference.

Bank Name_____________________________________________________________________ Contact ________________________________________________________________________ Address _______________________________________________________________________ Phone ________________________________________________________________________

• Provide Dun & Bradstreet Number

• Attach resumes showing professional experience and educational qualifications of personnel that will be assigned directly to the project team. Indicate the experience, in years, with state and local e-government system and services implementation and project references.

H. Proposers Hardware and Software Requirements:

1. Proposed Solution Architecture Provide a detailed description, and attach appropriate diagrams, of the overall proposed solution architecture that clearly illustrates and addresses the following:

• All proposed hardware (e.g., servers, end user devices, peripherals, etc.).

• All software (e.g., application software, RDBMS, client software, etc.) components (including other Proposer or third party applications) and their interrelationships.

• Recommended configurations for e-government systems and services.

• Security features and configurations required for e-government systems and services (i.e., firewalls, DMZ, etc.).

• Describe the methodology to be used in measuring application availability.

• Describe the methodology used to monitor application response time, under what conditions the stated response times will or will not be met, and the remedies for the City if they are not met. Also specify the minimum system configuration (processor, workstation, etc.) you require to meet acceptable response times.

• Describe your approach to archiving and/or maintaining online information.

• Are you offering Application Service Provider (ASP), Software, Infrastructure, or Platform as a Service (SaaS, IaaS, or PaaS) services as an alternative solution? If so, please provide a description of these services and a description of how these services would be implemented given the information provided in this RFP. Include any factors that would limit the City’s ability to operate via an ASP/SaaS/IaaS/PaaS alternative. Also include all costs associated with your proposed ASP/SaaS/IaaS/PaaS offering in Section III; L. Costs.

2. Related Hardware and System Software

This section pertains to the procurement of the proposed Agenda Management Software Solution central processor(s), new peripheral devices and requisite system software as required based on the selected Proposer’s approach. Proposers must recommend all hardware, software, peripheral devices, and cabling necessary for the normal operation of the proposed system(s). The City is responsible for the local area network and cabling however the proposer should make recommendations to achieve optimum performance. Proposers should review Sections I and II and

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 14 RFP #260201 specify whether any existing City servers and end-user hardware and peripherals are compatible and can be used with the proposed system.

All hardware components are to be specified by the Proposer including, but not limited to, recommended manufacture, model, description, and proposed specification. The City requires that all hardware specifications be fully compatible and proven with the proposed solution.

The City requires that system software is considered state-of-the-art technology and represents the most current version in production at the time of installation.

List all system software proposed or available with the system. Include all system software necessary to operate the proposed hardware components. Indicate by a letter code "I" if the software is included in this proposal, or letter code "O" if optional with this system. For those coded "I" or “Included”, all costs should be identified in the Proposer’s Cost Proposal (Section III; L.

Costs).

Respond to the following questions or requests regarding functionality and features of the proposed system:

a. To what level of access can the system be restricted?

• Functional User Groups .............................................................................. Y / N

• Application/Menu Item ............................................................................... Y / N

• Transaction/function type (e.g. inquiry, update) .......................................... Y / N

• Each data field ........................................................................................... Y / N

b. Is the above security implemented by means of the operating system, DBMS, or in the application programs? Explain.

c. Does the system log transactions by:

• Terminal ID / IP Address ............................................................................. Y / N

• User ID ...................................................................................................... Y / N

• Dept. ID ...................................................................................................... Y / N

• Other (Explain) ........................................................................................... Y / N

d. What are the system’s capabilities to detect and log unauthorized access attempts?

e. Describe security and control features that will prevent unauthorized access to the system.

f. What data is encrypted in the proposed solution and to what level / standard?

g. What systems are used within the proposed solution to accept cardholder data?

h. How is sensitive data (e.g. credit card, SSN, etc.) data stored and access to such data controlled?

i. If required during a processing procedure, system restart should not necessitate beginning the entire procedure again. Specifically discuss system restart in this context and describe system integrity features that will prevent data or control problems during system failure/restart procedures.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 15 RFP #260201

j. Describe system’s ability to queue jobs for unattended processing.

k. Are all system functions (inquiry and update) available during backup? Explain.

l. Fully describe the backup approach including Proposer recommendations, and explain any restrictions on access or system functions during this process.

m. Describe all disaster, data recovery, and business continuity capabilities available in the proposed solution.

n. Describe all circumstances under which the system is unavailable to users.

o. Describe all networking requirements including those required services or processes requiring access via specific ports as well as all firewall, routing and switching considerations as associated with the proposed solution.

p. Describe your approach and implementation experience with Storage Area Networks (SANs).

Please describe in your response any SAN equipment needed specifically for the proposed solution; recommended replication method; back-up storage array type; and TCP offload engines for moving TCP/IP and load balancing.

q. If applicable, provide a proposed SAN configuration and related services including, but not limited to, storage hardware (e.g. capacity/RAID level), storage software, storage networking components, and SAN implementation Services.

3. Application Software The City requires that the Proposer identify the application packages proposed. The Proposer should provide the following information for each application:

a. Describe the features of all proposed applications in the proposed solution that support functions for e-government (e.g., Procurement, Billing, Self-Service, etc.). Also include a brief description of sites where these features have been implemented and are currently in use.

b. What approach will the Proposer take in order to determine the modifications necessary to its standard packages to meet the requirements of the City? Describe how any required customization would be handled.

c. Are software fixes found at other sites provided to the City at no charge?

d. Describe the tasks required for the City following a new release/major redesign of an application.

e. Describe the upgrade installation process including City staff roles and typical timelines.

f. Describe your policy for installing new releases.

• Frequency (Include currently planned schedule for new releases).

• Are upgrades/new releases included in maintenance costs?

• Is data conversion assistance provided? Describe approach and any additional costs.

• Is new documentation supplied with each release or upgrade? If so, describe.

• Describe approach to and any related additional training costs for new releases.

• Describe approach for providing release installation assistance and any additional costs.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 16 RFP #260201

g. How long is maintenance continued for an old release? (Months)

h. How will the City be notified of new system releases and updates?

i. Is there a regional user group? If so, please provide contact information for information and reference.

j. Describe what type of system modifications or configuration items can be performed without affecting system source code. Are system modifications maintained after an upgrade?

k. Describe the proposed solutions capabilities for the following:

• Interoperability with third-party applications (including, at minimum, MS Excel, MS SQL, Oracle, other).

• Ability to integrate third party applications into the menu structure.

• Ability for user to customize forms and menus.

• Graphical user interface capabilities.

• Ability to customize bill print data files and forms

• Ability to develop, maintain, and manage automated Workflow processes including reassignment activities and actions

• Ability to integrate or interface with third party applications/solutions including any constraints, limitations, or specific/special requirements the proposed solution may have. Please identify any third party applications you successfully interface with.

Include the third party company name and their specifications/requirements.

l. Is the application 32, 64, or 128-bit?

m. Does the proposed DBMS provide SQL capabilities? .......................... Y / N

n. Is the DBMS ODBC compliant? ........................................................... Y / N

o. Does the DBMS provide a data dictionary that is integrated with all tools supplied for application development and ad hoc database access? ...................... Y / N

p. Does the DBMS provide its own scripting language? ........................... Y / N

q. Does the DBMS support a Microsoft Windows interface? .................... Y / N

r. Does the DBMS include a fourth generation language? ...................... Y / N

s. Does the DBMS include an activity-monitoring feature to maintain statistics on performance, disk I/O, index usage/non-usage, etc.? .......................... Y / N

t. Does the DBMS include record locking techniques for concurrence control? Y / N

u. Does it provide the capability to selectively journal any or all database transactions to an audit trail file? .................................................................................. Y / N

v. What specific capabilities for user modifications are provided under a run-time license?

.............................................................................................................. Y / N

I. Customer Support & Warranty/Maintenance:

1. Proposed Services - Complete the warranty and maintenance matrix below based on the proposed approach. For services proposed within the matrix include all costs in Section III; L. Costs of this RFP as appropriate.

Complete one (1) matrix per Proposer or other hardware/software company offering warranty/maintenance services.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 17 RFP #260201

Proposer or Other Company Name: _______________________

Response (Application

Software)

Response (Hardware)

What is the length of the warranty (months)?

Does warranty begin from installation or acceptance?

What are the hours of warranty coverage (e.g., Mon-Fri 7:30 a.m.—5:30 p.m.)?

What are the hours of maintenance coverage (after the warranty expires)?

Warranty/Maintenance Services:

• Telephone Support (Y/N)?

• Remote Support (Y/N)?

• Normal hours of support operations (Central Time Zone)?

• Extended/Emergency hours support operations (Central Time Zone)?

• Toll Free “800” number (Y/N)?

• Remote software diagnostics (Y/N)?

• Remote software updates (Y/N)?

• Updates and enhancements included (Y/N)?

• How often are enhancements provided?

• User group membership (Y/N)?

• Newsletter (Y/N)?

Service/support response time (hours)

• Via telephone or email

- Average

- Guaranteed

• On-site

- Average

- Guaranteed

2. Further describe your proposed customer service & warranty/maintenance services.

3. Will you guarantee a fixed maintenance cost for the software and any configuration changes? If so, indicate number of years.

4. List any exceptions or limitations to your proposed warranty/maintenance services for the software as indicated within the matrix.

5. List additional services provided for at no additional cost to the City.

6. Describe available services/programs in addition to those proposed within the matrix. Also include associated costs as appropriate:

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 18 RFP #260201

7. Is the warranty and maintenance for system software different from hardware? (Y/N) If so, explain.

8. Describe the service coverage provided under the warranty period.

9. Describe the level of service and responsiveness that the Proposer commits to providing the City.

10. Describe the qualifications, experience, and technical expertise of the Proposer’s Customer Support staff.

J. Training & Documentation:

1. The City expects all training to be relevant specifically to government and to be modified to include BPR, quality control, best practices and agreed upon standard operating procedures. All users are expected to be thoroughly trained to accomplish specific job duties and to have substantial knowledge and skills to operate and maintain the proposed solution. All classes should have agreed upon curriculum with hands-on-exercises to be provided before, during and after all said classes including suggested follow-up materials. Materials developed in this process will be maintained by the Proposer and provided in full to the City with customizations for exercises, testing, online help and follow-up material. Areas of training to be developed in conjunction with the project plan should include but not be limited to:

• Pre-Implementation: Agenda Management Software Solution technical training

• Pre-Installation: User training per module

• Implementation: Helpdesk, online help customization, On-the-job (floor) training

• Post-Implementation: Refresher and cross-over training.

2. Describe how your proposed training and implementation services will meet these objectives.

3. Describe your training approach/methodology.

4. Provide any pertinent details, limitations, exceptions concerning the services offered for training.

5. Attach and clearly identify a list or catalog of optional classes or training available but not included in this proposal.

6. Identify and describe your online training courses provided.

7. Identify your customized training for government entities and your approach to customized training needs identified in the business process reengineering activities during implementation.

8. Do you provide maintenance of training materials and curriculum online?

9. What additional training may be provided?

10. What additional training is offered post-implementation?

11. What are the Knowledge Management capabilities of your software?

12. Describe each Training Service offered; total hours to be provided for each, allowed number of attendees, and the associated cost for each service.

13. Describe the type of documentation that will be provided.

14. Is electronic training materials available?

15. Is the user permitted to make unlimited copies of the documentation for internal use?

16. Indicate documentation to be provided and number of copies.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 19 RFP #260201

Type (i.e., hardcopy/CD) and No. of Copies Comments

Hardware (for each type)

Operating Instructions and Procedures

Trouble-shooting

System and Software Administration

Backup/Recovery

Security

Utility Usage

Other

17. Is the application software documentation available electronically, and if so, in what format?

18. Are on-line documentation and help functions available?

• Context (field specific) ....................................................................................... Y / N

• Screen specific ................................................................................................. Y / N

• Function specific ............................................................................................... Y / N

• Supplied with system ........................................................................................ Y / N

• User defined and maintained ............................................................................ Y / N

19. Attach the published technical brochures for all recommended hardware, peripherals and proposed system software (including speed, capacities, transfer rates, access times, etc.).

K. Scope of Work:

Using the outline provided below, please provide a proposed Scope of Work including, where relevant and applicable, information, activities, and deliverables for each sub-contractor included in your proposal.

Indicate how each sub-contractor will be integrated into the prime Proposer’s proposed…