SPECIFICATIONS

SCOPE

Harris County is seeking proposals from qualified vendor(s) to provide a comprehensive solution for an agenda and meeting management system as described herein. The term shall begin on or about October 1, 2026 and continue until go-live and all implementation services have been satisfactorily delivered and accepted or performed satisfactorily for the using department.

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held Wednesday, June 3, 2026 at 10:00am local time, Houston, TX via Microsoft Teams. Attendance is not mandatory; however, all vendor(s) are encouraged to attend in order to have a better understanding of the requirements of this Request for Proposal (RFP). Persons with disabilities requiring special accommodations should contact Office of the Purchasing Agent at 713-274- 4400 at least two (2) days prior to the conference.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/21478908496601?p=rZnQXBSV0YLWpuHUUl Meeting ID: 214 789 084 966 01 Passcode: Ki6zj6XA

Dial in by phone +1 281-985-1862 Find a local number Phone conference ID: 270 021 696#

It is the responsibility of each vendor to examine the entire RFP package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid.

Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

BACKGROUND

Harris County, Texas is the 3rd most populous county in the nation, ranking behind Los Angeles County, California and Cook County, Illinois. The county seat is Houston, Texas, the 4th largest city in the nation. There are 38 municipalities located within the 1,788 square mile geographical boundary of Harris County. Harris County has a culturally diverse community with a population near 5 million according to the 2020 U.S. Census estimate. The county is governed by a five-member Commissioners Court, which is comprised of four County Commissioners (Precincts 1 - 4) and the County Judge.

Harris County has over 18,000 employees across various departments, and the system is expected to be scalable to meet the demands of a large and dynamic workforce. Harris County Universal Services (HCUS) is the internal technology solution Vendor for the County departments.

Agenda and Meeting Management System for Harris County

SPECIFICATIONS

HCUS soliciting proposals from qualified firms to conduct a comprehensive assessment of its current identity and access management tools and processes. The objective is to identify opportunities for modernization, streamline workflows, and implement technologies that align with industry’s best practices.

To ensure data security, compliance with applicable laws, and operational oversight, offshore services are strictly prohibited under this contract. All work, including data processing, system development, support, and hosting, must be performed within the United States.

The County reserves the right to determine the appropriateness of online and remote work arrangements on a case-by-case basis. Any remote or virtual service delivery must be pre-approved by the County and meet all security, performance, and accessibility standards outlined in this RFP.

Vendor shall demonstrate their experience and expertise in relation to the scope of services defined in Section 2 (Functional Requirements) and Section 3 (Technical Requirements).

Section 1: Scope Harris County Commissioners Court Offices, the County Clerk’s Office, and the Office of County Administration, in partnership with HCUS, are seeking a new Agenda and Meeting Management solution for Commissioners Court meetings. Identifying an integrated solution will provide the best user experience for Agenda and Meeting Management during Commissioners Court meetings.

HCUS, in collaboration with the above Harris County agencies and the Office of the Purchasing Agent, are accepting proposals from qualified vendors to provide automated solutions for the respective areas:

Agenda Management Meeting Management Speaker Appearance Management Vote Management Public access to Court Agenda and Meeting results Audio/Video streaming

The current agenda and meeting management system presents a valuable opportunity for improvement through modernization and integration. This RFP process will enable the County to select a modern platform that consolidates and streamlines agenda and meeting management. Upgrading from the legacy system to a unified platform will provide a valuable opportunity to address performance concerns and enhance the user experience across all stages such as pre-court preparations, in-court meetings, and post-court documentation.

The Proposer must demonstrate their experience and expertise in connection with the Scope of Services defined in Section 2 and HCUS Technical Reference Architecture. In addition, the Vendor shall demonstrate their relevant qualifications, as defined under Section 4.

Section 2: Functional Requirements This section provides detailed requirements necessary to streamline application processes through automated notifications, intuitive self-serve portal for users, eliminating redundant efforts, improving productivity by providing system generated calculations, and reducing paper-based processes.

These details provide requirement number (No.), Priority (PR), Requirement, Requirement Need (Req.) – Must Have (MH) or Nice to Have (NH).

The vendor proposal must include a response to each functional requirement in the provided Requirement Matrix. The response must confirm one of the following.

1) Requirements can be met through one of the following options:

Out of the box – Solution supports the requirement without any configuration or

Programming changes. The out-of-the-box solution meets requirement.

Configuration Required – Solution supports the requirement by changing configuration settings. For example, if the requirement can be met by changing a user-updated rules in a rule’s engine, indicate that the solution is “configurable”.

Customization Required – Solution supports the requirement through customization.

2) Or Requirement cannot be me

Section 2.1: Core Functions Below are the listed core functions and whether they are Must Haves or Nice to Have.

2.1.1 Agenda Management System

No. PR Requirement Req.

2.1.1.1 1

System must deliver high-performance in agenda generation, uploads and publishing by maintaining consistent functioning irrespective of the file size.

MH

2.1.1.2 2 System must handle a high volume of Agenda form uploads, including the support documents, efficiently.

MH

2.1.1.3 3 System must have no dependencies with existing peripheral applications. Incorporate the functionalities of all supporting applications into the new system.

MH

2.1.1.4 4 Allow departments to enter the request for any Agenda type directly into the new system. MH

2.1.1.5 5

Ability to do direct intake process through the system via a customizable intake form that includes dependency drop-down and mandatory/optional field capabilities, with a provision to triage items prior to adding them to Agenda list.

MH

2.1.1.6 6

Ability to accommodate all the listed agenda type formats in the new intake form.

- Request For Court Action (RCA)

- Travel and Training Request Forms (In Texas)

- Travel and Training Request Forms (Out of Texas)

- Capital Improvements Program (CIP Investment Memo)

- Fiscal Review Request Form (FRRF)

- Form 3441

- Budget Review Request Form

- Decision Analysis Matrix

MH

2.1.1.7 7 Ability to attach the backup/supplement documents to agenda items. MH

2.1.1.8 8 System provides reordering of the agenda items and meeting minutes, to accurately place at the desired position within the list.

MH

2.1.1.9 9 Ability to implement a system that prevents duplication of agenda items during agenda creation, while permitting duplication during the minutes phase.

MH

2.1.1.10 10 Ability to route rejected Agenda items back to the originating department for corrections.

MH

2.1.1.11 11 System must automatically route resubmitted agenda items to the department that originally rejected them during the review process.

MH

2.1.1.12 12 Ability to prevent multiple users from editing the same item simultaneously, allowing only role-based and agenda status-based permissions granting editing access.

MH

2.1.1.13 13

Ability to develop an internal approval process of Agenda item for all departments, Commissioners Court Precinct offices and County Judge’s office with customized permissions for corresponding departments.

NH

2.1.1.14 14 Ability to keep Agenda Captions consistent across all departments, which will streamline search and grouping of new items.

NH

2.1.1.15 15 System should support advanced query functionality, allowing users to customize search options with additional filters for keyword searches such as agenda title, table content, agenda text, etc.

NH

2.1.1.16 16 System should provide public facing webpages with advanced search capabilities for efficient data retrieval, including the supplements.

NH

2.1.1.17 17 System must have the ability to identify the initiatives by each Commissioner’s precinct.

MH

2.1.1.18 18 System must handle last-minute additions to agenda items while keeping the numbering consistent.

MH

2.1.1.19 19 System should be streamlined by eliminating unnecessary steps during submission process. Selection of the default process should not be mandatory within the system.

NH

2.1.1.20 20 System must have the capability to select discussion items and pull them into a dashboard, with the list visible to all interested parties.

MH

2.1.1.21 21 System should provide version control with change tracking. NH

2.1.1.22 22 System must have provisions to Approve and Remove the RCAs and/or Supplements from listing to the public website pre-court and post-court.

MH

2.1.1.23 23 System must provide public facing webpages in multiple languages. MH

2.1.1.24 24 System must be able to retrieve the items upon search from the migrated data from legacy systems.

2.1.2 Meeting Management System

No. PR Requirement Req

2.1.2.1 1 System must support integrated transcription capture methods with a high level of accuracy.

MH

2.1.2.2 2 Ability to attach the backup/supplement documents to agenda items, appearing as hyperlinks in the final document.

MH

2.1.2.3 3 Ability to provide an RCA as a backup attachment for each item in the system.

MH

2.1.2.4 4 System must allow for the consolidation of non-discussion (Consent) items and record the result of the motion, second, and votes on each item in the minutes phase.

2.1.2.5 5 System must record the result of the motion and display visibly during the court session.

MH

2.1.2.6 6 System must have the ability to search for motions and review results post court.

MH

2.1.2.7 7 Ability to extend the display of the voting result to the court screens, not limiting it to only the Commissioner’s and Judge’s monitors.

MH

2.1.2.8 8 Ability to allow edits/corrections of motions/votes as needed in real-time/live during meetings.

MH

2.1.2.9 9 Ability to mark items skipped during a meeting and retrieve for later review.

MH

2.1.3.10 10 Ability to allow multiple court office staff to enter motions made at the dais directly into the system and allow collaborative changes to motions. Notes must be visible to all users viewing the agenda item.

MH

2.1.2.11 11 Ability to upload the meeting minutes including backup/supplementals to the public website after legal review.

MH

2.1.2.12 12 Ability to download Agenda items to the department system of records.

MH

2.1.2.13 13

Ability to flag various items for follow-up using an identifier (e.g.

color schemes) to allow quick recognition (e.g. Discussion items, No Action items, etc.) with different meanings in Pre-court, in-court and post-court/minutes phases.

MH

2.1.2.14 14 System with ability to stamp images to backup documents needing official stamping. System must have the provision to stamp and approve agenda items, backup documents, and meeting minutes.

MH

2.1.2.15 15 Ability to internally route backup documents for electronic signature within the system and allow signed official documents to be forwarded to other departments for further processing if required.

MH

2.1.2.16 16 Ability to record the presence and absence of members, with edit options.

MH

2.1.2.17 17 Ability to track the departure and return of the members during a court session and in minutes management with an edit option.

MH

2.1.2.18 18 Ability to generate a report on incomplete items. MH

2.1.2.19 19 Ability to handle recesses into multiple business days. MH

2.1.2.20 20 Ability to list minutes in chronological order of agenda items as they were taken up in court with timestamp.

MH

2.1.2.21 21 System that can be run virtually and in-person the same way for the court members and CCO staff.

MH

2.1.2.22 22 System must have the capability to select discussion items and pull them into a dashboard, with the list visible to all interested parties.

MH

2.1.2.23 23 Ability to toggle between different motions within the same item depending on court’s requests.

MH

2.1.2.24 24 Ability to remove or redact confidential or sealed post-court agenda items and meeting minutes before public release.

MH

2.1.2.25 25 System must provide automatic page break on items that split into two pages. This feature must include spacing solution and editing on word document within the system.

MH

2.1.2.26 26 The system must provide maximum efficiency during the meeting so administrative staff can keep up with all court actions including but not limited to voting, motions, minutes, and modifications to the consent agenda. (E.g. Auto text/shortcuts for recurring instances)

2.1.2.27 27 System must provide public searchable archives of agendas, minutes, and supporting docs.

2.1.3 Speaker sign-up and appearance management

No. PR Requirement Req.

2.1.3.1 1 System must include a Speaker Registration form in multiple languages (Appearance Request Form).

MH

2.1.3.2 2 Ability to incorporate Speaker sign-in form that automatically notifies the system upon a speaker’s arrival at court.

MH

2.1.3.3 3 Ability to view the Speaker list for designated departments. MH

2.1.3.4 4 System must provide an option to cancel an appearance request, either via a direct link in the confirmation email or through a system page using the registration ID.

MH

2.1.3.5 5 System must identify the speaker’s precinct in advance and provide notification to the respective Commissioner’s Precinct staff.

MH

2.1.3.6 6 Ability to identify each speaker’s number and their approximate time of appearance and provide this information to the speaker prior to the Court session. Options include text messages and email.

MH

2.1.3.7 7 System must provide a method to indicate if speaker appeared and spoke or did not speak.

MH

2.1.3.8 8 Ability to automatically renumber the speaker queue based on the signed-up list and move up the speaker if a prior speaker does not show up.

MH

2.1.3.9 9 Ability to display the Speaker list and time of appearance within the system.

MH

2.1.3.10 10 System must display the speaker’s name on the screens in the courtroom as well as amount of time they have left to speak.

MH

2.1.3.11 11 System must provide a provision to add and display additional speakers on the day of court to accommodate last-minute sign-ups, even after court has begun.

MH

2.1.3.12 12 System must provide real-time synchronization to wall clock for speaker timer.

MH

2.1.3.13 13 Ability to view and print the final appearance list of speakers with their contact information and denote non-speakers.

NH

2.1.3.14 14 System should send the confirmation email in the language chosen if an interpreter is chosen during registration.

NH

2.1.3.15 15 System should allow sorting functionality on the column headers of the speaker list table.

NH

2.1.3.16 16 System should provide an option to sign up for text message alerts. NH

2.1.3.17 17 Ability to denote the items that were skipped during a meeting for review at the end of the court.

MH

2.1.3.18 18 Speaker timer chime that can be heard by everyone in the courtroom as well as anyone speaking virtually.

MH

2.1.3.19 19 Ability for CCO to start/stop/restart timer at will with a configurable time.

2.1.4 Vote Management System

2.1.4.1 1

Provision to view the items that were chosen as Consent voting items. Ability to add and remove from consent vote. System must have the ability to automatically exclude certain flagged items (E.G.

discussion items, no action items, previously approved items, etc.)

from its consent vote item list.

MH

2.1.4.2 2 System must display the active discussion agenda item and vote results.

MH

2.1.4.3 3 Ability to flag the voting results using an identifier (e.g. color schemes) to allow quick recognition and allow search using these identifiers.

MH

2.1.4.4 4 Provision for real-time display of agenda during meeting, display of any additional motions made during court, and votes taken.

MH

2.1.4.5 5 Ability to broadcast the voting results on the livestream and also display on the huddle room and court screens.

MH

2.1.4.6 6 System must provide integrated voting capture & recording for each motion, including multiple motions for one item.

MH

2.1.4.7 7 System must highlight any items still needing to be voted on/action taken on and can easily show us all the items with motions/votes that have been completed.

MH

2.1.4.8 8 Ability to group multiple items for a single vote and track outcome. MH

2.1.4.9 9 System must do auto-linking of motions, votes, and discussion text to agenda items.

MH

2.1.4.10 10 System must have the ability to reflect the motion/vote for each item separately within the minutes phase.

MH

2.1.4.11 11 System must have the ability for long-term preservation (Texas State Library standards: PDF/A, TIFF). Retention Scheduling per Clerk’s Statutory requirements.

MH

2.1.4.12 12 Ability to allow multiple court members make first and/or second motion jointly for an item and display the member's name against the motions.

2.1.5 Audio/Video Management System

2.1.5.1 1 System must display character content in the lower third format as opposed to picture in picture or picture by picture.

MH

2.1.5.2 2 System must display lower thirds on dais monitors, lobby monitors, Live streams, court screen and huddle rooms.

MH

2.1.5.3 3 System must provide configurable options to define which data elements are displayed hence not limiting to the display of Agenda item number, description, speaker name and precinct.

MH

2.1.5.4 4 System must incorporate scrolling features if the agenda description is too large to remain stationary at the lower third.

MH

2.1.5.5 5 System must display the voting results in real-time. MH

2.1.5.6 6

System must display closed captions configurable to the choice of preferred language for huddle room monitors. For all other courts and livestream AV, the system must allow the language to be selectable.

2.1.5.7 7 System must ensure glitch-free transitions when switching between courtroom cameras and online speakers.

MH

2.1.5.8 8 System should display the constituent’s preferred language on their personal livestream device.

NH

2.1.5.9 9 System capable of doing onsite video directing and live streaming to multiple destinations.

NH

2.1.5.10 10 System must support livestream transcript display in multiple languages, allowing constituents to choose their preferred language.

Expectation is to at least have the Spanish option.

MH

2.1.5.11 11 Ability to display the camera preview within the in-house system. MH

2.1.5.12 12 Incorporate hand raise features, display speakers list and remote participants from video conferencing platform on commissioner’s monitor.

NH

2.1.5.13 13 Combine live streaming and in-house presentation into one system. MH

2.1.5.14 14 System must have redundant hardware for real-time fail over situation. In case of a Disaster situation the RTO would be 4 hours.

MH

2.1.5.15 15

System should have split camera options to handle a multi-view situation System should display on the live screen the Reconvene time announced by the Judge to resume court proceedings after a recess or break.

NH

2.1.5.16 16 System must have split camera options to handle a multi-view situation.

MH

2.1.5.17 17 System should have improved camera quality on the broadcasts. NH

2.1.5.18 18 System must ensure the designated camera is properly focused on its subject.

MH

2.1.5.19 19 System must have a provision to upload the audio and video recording to the public.

MH

2.1.5.20 20 System must have time-stamped linking between video/audio and agenda items.

Section 2.2: Mobile Capability

2.2.1 1 System must be compatible with mobile device usage. MH

2.2.2 2 System must offer phone-friendly speaker registration and sign-on forms.

2.2.3 3 System should be capable of reactive webpage design. NH

Section 2.3: Security/Support Features

2.3.1 1 System must support and integrate with Harris County’s single sign-on (SSO) solution.

MH

2.3.2 2 System must provide role-based access to the users based on the approvals.

2.3.3 3 The system must implement security controls to enforce access restrictions, ensuring prevention of unauthorized access and unauthorized operations.

MH

2.3.4 4 System must prevent multiple users from editing the same item simultaneously; edit access must be limited to departments with appropriate permissions.

Section 2.4: Notifications/Alerts

2.4.1 1 Ability to send autogenerated reminder notifications to all responsible parties regarding submission deadlines.

MH

2.4.2 2 Ability to send notifications when changes are made to RCAs or any Agenda item, including attachments.

MH

2.4.3 3 Ability to send notifications when backup documentation is added to RCAs or any agenda item.

NH

2.4.4 4 System should allow the departmental users to configure their notification preferences.

NH

2.4.5 5 Ability to search and filter based on department, item type, and other parameters within the system notification list.

NH

2.4.6 6 System must notify submitters if there are issues with submitted Agenda item.

Section 2.5: Access/Tracking/Reporting

2.5.1 1 System to allow pull data through an API at customizable intervals. MH

2.5.2 2 Ability to extract all agenda data and transfer it to HCUS internal repository.

MH

2.5.3 3 System must provide user interface to query the agenda items to generate reports.

MH

2.5.4 4 Ability to extract all agenda data and minutes data and transfer it to CCO internal repository.

MH

2.5.5 5 Final minutes and all backup export in archival formats (PDF/A, TXT) with embedded metadata.

Section 2.6: Integration/Migration

2.6.1 1 System must support and integrate with Harris County’s single sign-on (SSO) solution.

MH

2.6.2 2 Ability to migrate all relevant data from the current Harris County Agenda system to the new system in the correct structure and format.

MH

2.6.3 3 Ability to migrate Legacy data from a separate SQL Server instance with a different format.

MH

2.6.4 4 System must provide a set of modern APIs that follow current best practices.

MH

2.6.5 5 Capability to integrate with existing applications whose functionality is not supported by the new solution.

Section 3: Technical Requirements The Proposer is requested to provide information on all the below sections. Items that are not applicable should be stated and a reason for not responding to any section(s) should be stated.

The Technical Requirements are constructed to correlate to the Harris County Universal Services Reference Architecture (USRA) and to determine a vendor’s ability to provide technical capabilities. When proposing a response to this RFP, the Proposer must address all subsections of the Technical Requirements for the proposed solutions and services supporting HCUS needs. Proposers are expected to respond to each of the statements in the technical addendum and the detailed USRA Checklist.

Section 3.1: Harris County Universal Services Reference Architecture

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations. The USRA has been developed to provide guidance on how solutions should deploy and operate within Harris County’s Technology (IT) environment. The USRA serves as a reference for the specific architectures that Proposers may implement to solve County business objectives.

The USRA is composed of six (6) interrelated domains and provides the foundation for the delivery of service to Harris County as described in the USRA attachment in Bonfire.

Section 3.1.1: Universal Services Reference Architecture Checklist

Proposers are required to complete the USRA checklist as part of their proposal response. The USRA Checklist assists the County in understanding the scope, capabilities, technical implementation, and deployment features of the proposed solution.

Section 3.1.1.1: Technical Requirements Domain Proposers are required to respond to technical requirements pertaining to the domains of

1. Data Management.

2. Application Management

3. Infrastructure Management (including Server and Network Services)

4. Security Management

5. Service Management

6. Program Management

7. Disaster Recovery and Business Continuity Management

Proposers are encouraged to reference the diagram for the USRA diagram.

Section 3.2: Methods of Delivery

The Proposer is expected to provide the County information on all the following delivery options for the considered solution and other possible methods of delivery:

Section 3.2.1: Premise-based

The County encourages the Proposer to present a premise-based solution; all servers will be provided by the Proposer, installed at County location(s) and maintained as part of the enterprise. The solution (all hardware and software) is owned by County and is often viewed as a capital expense. County maintain control of the servers and maintain their security.

Section 3.2.2: SaaS (Software as a Service)

The County encourages the Proposer to present a SaaS, an on-demand, and a hosted model. In this case the Provider licenses an application that is hosted at a remote location (i.e., Network Operations Center) to customers through a subscription model, generally a monthly or yearly fee. This approach can also take into consideration a “cloud computing” model where all the technology is in the “cloud” and accessed over the Internet as a service.

Section 3.2.3: Hybrid Model

The County encourages the Proposer(s) to present a hybrid model in which the solution (hardware / software) is hosted at the County location and the provider will perform the day-to-day responsibility of managing (maintain and support) the software/hardware for the County. The managing of the solution could be either through onsite presence or remote. The provider’s expertise and experience in this subject area is important for more efficient operations.

The County encourages the Proposer(s) to share details on all three approaches. In addition, include all other additional approaches that meet the County’s functional needs. All proposed approaches should meet the County’s technical requirements and the data centric architecture approach. At all points the County will have ownership of its data and should be able to access or be provided the required data to support the proposed service or other services deemed necessary to access the information. If otherwise, the vendor should state the reasons (functional and technical), as to why they cannot meet the County’s requirements.

Section 3.3: Platform Administration/ Professional Service

The proposer is expected to provide the County with platform administration (maintain & run). System administration and maintenance of implemented platform, as well as the addition of new software components if needed, is expected to be provided by the proposer based on the method of delivery (Section 3.2.3) adopted.

Section 3.4: Data Management

The proposer is expected to provide the County with details on their approach to the following Data Management areas.

Data Governance Data Quality Data Security Data Operations

Section 4: Acceptance Criteria Vendor shall comply with the following acceptance criteria:

4.1 Product delivery, configuration, and training, which successfully meet all requirements outlined in the

RFP, shall be provided by the specified dates. Any changes to delivery dates must have prior approval (in writing) from the County.

4.2 The County has the sole responsibility of determining the completeness of vendor’s work. The County will complete a review of delivered products, configuration, and training within ten (10) business days from the date of receipt.

4.3 In the event the County does not approve a product or service provided herein, vendor will be notified in writing with specific reasons. Vendor will have fifteen (15) business days to correct the unaccepted product or service.

4.4 Vendor shall correct any latent defects identified after the acceptance of a product or service (where appropriate) at no additional charge to the County.

Section 5: Maintenance/Support/Warranty

Upon Go-Live and training, the maintenance/support/warranty of the system shall commence on the first day of the official operation of the system as designated by Harris County. At a minimum, the system shall include twelve (12) months of maintenance/support/warranty to include upgrades, patches, fixes and support via phone, web, and email. The proposer should be capable to provide technical support post go-live 24x7, 365 days basis.

Vendor shall describe each Service Level Agreement (SLA) associated for each applicable service offering.

Vendor shall meet all SLA requirements to include but not be limited to the delivery of service offerings, maintaining service offerings, measuring Key Performance Indicators (KPIs), reporting compliance and issuance of credits when performance fails to meet performance objectives. Vendor shall disclose its methodology for measuring each of its SLAs, including but not limited to the formulas for calculating those measurements. Vendor shall disclose how vendor shall address failures to perform to SLA levels and any billing adjustments, credits or other compensation offered. SLA provided shall not be less than what is commercially available.

Section 6: Training The County requires comprehensive training for its system administrators and users to support the system after its initial implementation and all future configurations. Training must ensure that the users will be capable of continued operation of the system, and that the systems development staff will be capable of maintaining the software and handling the diagnosis of application problems. Appropriate training, knowledge transfer, and system documentation shall be provided to ensure operations, maintenance, and troubleshooting. Vendor training plan shall include associated training materials, i.e. Reference Guides, User Guides and Online Tutorials, etc.

Vendor shall explain their proposed approach to training, including the nature of training, time allocation recommendations, the number of people the training sessions can accommodate, the number and duration of training, the target audience for each proposed training. Knowledge transfer should include walk through of system design access methods, along with verification of transfer of relevant configuration files, source code, and executable code.

Section 7: Project Management Plan Vendor shall provide a comprehensive Project Management Plan (PMP) for HCUSs review and approval within ten (10) days of contract award.

The PMP shall outline the methodology and strategies to implement and roll out an agenda and meeting management system including, but not limited to, the following:

7.1 Assignment of a dedicated project manager to oversee execution.

7.2 A detailed organization chart defining the structure and roles of the project personnel.

7.3 Development and maintenance of a milestone schedule as part of the project management plan, detailing all tasks and key events.

7.4 Submission of weekly progress reports to ensure transparency and accountability.

7.5 Development of a testing plan with clearly defined acceptance criteria to validate system functionality

7.6 Project start-up, system integration, service transition to go-live training, go-live activities, operations, and end-of-term transition activities.

7.7 Completion of a go-live checklist to confirm readiness for deployment.

7.8 Describe how it proposes transition to go-live and how it will work in parallel with other providers for a period of time if needed.

7.9 Change order requests not relating to the project schedule or monetary changes (may be submitted for review at any time).

7.10 Communications: Define the procedures for controlling all correspondence, submittals and other communication between vendor and Harris County.

7.11 Problems and Resolutions: Identify methodology for identifying problems and the resolution process.

Section 8: Sample Project Management Plan

8.1 A sample project management plan and template of a past agenda and meeting management system implementation shall be provided with vendor response to this solicitation.

8.2 Provide a comprehensive overview of a previously executed project, detailing the initial context to set the stage for understanding the project's background and its significance.

8.3 The scope shall be clearly defined, outlining the objectives, deliverables, milestone, and the extent of work covered. It shall list the stakeholders, including clients, team members, and any third-party collaborators, highlighting their roles and contributions.

8.4 The document shall also address any time constraints or unique challenges faced during the project, providing insight into the vendor's problem-solving abilities and adaptability.

8.5 The results or outcomes of the project shall be presented, demonstrating the effectiveness of the strategic plan in achieving its goals and the value it delivered to all parties involved.

Section 9: Capacity and Resources Vendor shall maintain and assign a sufficient number of competent and qualified professionals to meet Harris County requirements. Vendor shall provide Harris County with a staffing plan that identifies the staffing levels, types, and any applicable certifications necessary to meet the requirements of this RFP.

Vendor shall also indicate space, technology and telecommunications infrastructure requirements so that Harris County can allocate workspace for the project team to use during the implementation.

9.1 Project Manager (PM)

9.1.1 Vendor shall dedicate a PM for the length of the project to act as the vendor’s representative for all communication and activities with Harris County. The PM shall be the prime point of contact for Harris County for project matters. The PM shall maintain a detailed and accurate project schedule at all times.

9.1.2 The percentage of the PM’s time dedicated to this project shall be defined. The PM shall have overall responsibility for day-to-day project management. Vendor shall submit a resume for the PM candidate for Harris County to review and approve. At a minimum, the PM candidate shall possess the following qualifications:

9.1.2.1 Five (5) years of project management experience with specific experience related to similar implementations.

9.1.2.2 Demonstrated experience creating detailed dependency-driven schedules and tasks required to implement recommended changes.

9.1.2.3 Demonstrated experience facilitating and supporting formal review sessions with executive stakeholders.

9.2 Key Staff

9.2.2. Vendor shall provide resumes for all key staff for Harris County to review and approve. Key staff is defined as all Subject Matter Experts (SMEs) to be utilized during the project. The resumes shall indicate the key staff knowledge and experience specific to implementation of an agenda and meeting management system, background, years of experience and skill sets to ensure project success. Changes to the key staff, anticipated or unforeseen, shall be immediately relayed to Harris County.

9.3 Qualification of Proposers and Additional Requirements

9.3.1 The County is interested in understanding previous experience in performing similar or comparable work with current or previous support models; with current or past; business and technical organization; staffing and personnel turnover (especially in technical areas); customer lists; financial statement of resources for most current and previous two (2) years; or other relevant information.

9.3.2 The County has established the following Minimum Qualifications for ALL proposers to this RFP. Proposers who do not meet all the Minimum Qualifications defined in this section will not be considered. The County, in its sole discretion, will determine if a Proposer meets the qualifications and will base the decision on the information included in the Proposer’s proposal submitted as well as through investigations conducted by County staff.

Minimum of five (5) years performing similar scoped work and project management.

Solution partner with five (5) years of experience in providing end-to-end solutions to government entities or corporations.

Minimum five (5) years of experience implementing monitoring & supporting solutions for government or private entities similar in size as Harris County.

Proposers should not be in default or arrearage under any previous or existing contract(s) with the County, the State, or any other political subdivision of the State of Texas. The County reserves the right to disqualify any Proposer, or any constituent entity of Proposer, that has pending litigation, claims or debt with the County, or if such proposal includes a proposed sub-contractor.

The successful proposer should be in an established business for five (5) years or more.

9.3.3 Business Process Transformation and Change Management - The success of this project relies heavily on the ability to transform and modernize existing business processes in conjunction with extensive change management. Clear business process redesign that aligns to process goals, configuration build, testing, and execution are needed. Harris County departments will all be impacted by this project, therefore a comprehensive change management program that is monitored for effectiveness and altered as deemed necessary will be required. The response from the proposer should include the plan to address the AS-IS and TO-BE documentation delivery and plan for Organizational Change Management.

9.3.4 Both Vendor and customer resourcing requirements and assumptions must be clearly identified.

Section 10: Optional/Value-Added Products and/or Services Vendor may propose optional or value-added products and/or services related to the scope of goods and/or services described in the specifications and/or listed on the Pricing/Delivery Information sheet(s) of this RFP by identifying other items and/or brands not identified by Harris County in this RFP. At a minimum, discuss product/service capabilities and reasons why it would be valuable for this project.