Digital_Signage_Kiosk_System.pdf

REQUEST FOR PROPOSAL

2025-RFP-0045

DIGITAL SIGNAGE KIOSK SYSTEM

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: June 25, 2025

DEADLINE FOR QUESTIONS: July 14, 2025

RESPONSE DEADLINE: July 24, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Digital Signage Kiosk System

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Sacramento County Standard Terms and Conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy

11. Insurance Requirements for Contractors

12. Web Accessibility Policy

13. Security Supplemental - Terms and Conditions

Attachments:

A - Supplement A - Current Kiosk Interface and Placement

B - Supplement B - Sample Agendas and Legal Notices

S - SaaS - Terms and Conditions

Z - Appendix Z1 - Sacramento County Sample Contract

Request for Proposal #2025-RFP-0045 Title: Digital Signage Kiosk System

1. Definitions

Response: The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default: A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination: A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County of Sacramento is seeking proposals from qualified vendors to replace two indoor digital signage kiosks. The kiosks will be located the main lobby of the County's Administration Building, and must meet all relevant technical, accessibility, and operational requirements. The kiosks will display public meeting agendas and other legal notices in PDF format, building directories, County department directories, County News and Events via RSS feed, elected official information, date and time, and 7-day weather forecast. Integration with an Agenda Management Software System is not required as external organizations do not utilize the County’s system to generate agendas. The project is expected to be completed prior to April 2026.

2.2. Background

The Sacramento County Clerk of the Board of Supervisors plays a critical role in ensuring compliance with legal and procedural requirements, including adherence to California’s Brown Act, which mandates transparency and public access to government proceedings. Central to this responsibility is the posting of meeting agendas and legal notices, which must be made publicly available at least 72 hours in advance of meetings to ensure community members have sufficient opportunity to review and engage with matters before the Board. The Clerk also ensures that all public notices and agendas are displayed in accordance with legal requirements. The Clerk’s office is essential to maintaining transparency, accountability, and public participation in local government.

2.3. Contact Information

Any inquiries or requests regarding this solicitation must be submitted via OpenGov. Contact with unauthorized County personnel during the selection process may result in disqualification.

Project Contact:

Brenda Duran Paredes

Information Technology Analyst III

799 G Street

Sacramento, CA 95814

Email: paredesb@saccounty.gov

Phone: (916) 876-5531

Procurement Contact:

Jonathan Martinez

Senior Contract Services Officer

9660 Ecology Lane

California, CA 95827

Email: jhmartinez@saccounty.gov

Phone: (916) 876-6367

Department:

Technology mailto:paredesb@saccounty.gov tel:(916)876-5531 mailto:jhmartinez@saccounty.gov tel:(916)876-6367

Department Head:

Rami Zakaria

Chief Information Officer

2.4. Timeline

The timeline here is tentative and is subject to change at County's final and absolute discretion. The

County may opt to not conduct any optional stages, or to delay any stated dates as may be needed at any time, or for any reason.

The dates listed in this section take precedence over any other dates and times listed in other documents.

Release Project Date June 25, 2025

Pre-Proposal Conference (Non-Mandatory) July 9, 2025, 1:30pm

A non-mandatory pre-proposal conference will be offered both virtually and in person:

Virtual Option (Zoom):

Call: 669-254-5252

Conference ID: 160 967 2260

Join Online: https://saccounty-net.zoomgov.com/j/1609672260

In-Person Option:

Sacramento County Administration Building

700 H Street

Sacramento, CA 95814

Question Submission Deadline July 14, 2025, 5:00pm

Addendum Issued (if necessary) July 18, 2025, 5:00pm

Submission Deadline (Proposal Due Date) July 24, 2025, 5:00pm

Award Contract (Tentative) August 4, 2025 https://saccounty-net.zoomgov.com/j/1609672260 https://saccounty-net.zoomgov.com/j/1609672260

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. See Appendix Y (RFP) Submittal Checklist for a complete list of appendices/forms. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: F.O.B. Destination, freight prepaid and added: Seller pays freight charges and adds to invoice, Seller owns goods in transit, Seller files claims (if any); Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 180 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Proposals will be scored on pricing and other factors in your proposal such as ability to meet the requirements of the RFP, experience, references, risk assessment, etc. Contract(s) will be awarded to the highest scoring proposer(s).

4.2. Scoring Criteria

Proposals will be scored on pricing and other factors in your proposal such as ability to meet the requirements of the RFP, experience, references, risk assessment, etc. Contract(s) will be awarded to the highest scoring proposer(s).

4.3. Proposal Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 180 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

The County reserves the right to make a single award, multiple awards, or no award at all to this RFP, or to procure any materials, equipment or services specified in this RFP by any other means, or to determine that no project will be pursued. In addition, the RFP may be amended, canceled, or reissued as necessary to meet requirements. The County reserves the right to waive or correct any informalities and minor irregularities in proposals received. The County reserves the right prior to submission deadline for proposals, to modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals.

The evaluation factors reflect the totality of considerations to be used in evaluating the requested

Proposal responses. While cost is important, other factors are also significant, and the County may not select the lowest cost proposal. The objective is to choose the proposal that offers the highest quality product and services and will achieve the project’s goals and objectives within a reasonable budget.

4.4. Evaluation Phases

All proposals will be evaluated by a County designated Evaluation Committee consisting of key County stakeholders. All proposals will be evaluated using the same criteria and with the same amount of possible points. Evaluations will be based on the criteria listed below, which corresponds to information requested in various sections of the proposal:

Phase 1

• Proposer’s minimum qualifications (pass/fail) (Appendix R – Minimum Qualifications )

• Proposer’s organization and experience

• Proposer’s response to Solution Requirements (Appendix T)

• Proposer’s response to Narrative Response (Appendix U)

• Proposer’s response to Project Management Methodology (Appendix W)

• Proposer’s response to Support and Maintenance Plan (Appendix X)

Phase 2

• Total Costs (Appendix I – Pricing )

• Proposer’s References (Appendix H – Customer References)

• Proposer’s Demonstration

The evaluation process will be completed in two phases. The first phase will evaluate the timely submitted written proposals including minimum qualifications, organization and experience, solution requirements, narrative response, technical requirements, project management and deployment methodology, support and maintenance. Proposals that do not include all relevant required forms and sections, or do not meet minimum qualifications, are subject to rejection without further evaluation.

Based on the scores from the proposal evaluation, the Evaluation Committee will determine which

Proposers will be invited to participate in the second phase.

The second phase will evaluate proposer demonstrations, cost and customer references. Phase 2 will consist of in-person product/ Zoom demonstrations from invited Proposers. The product demonstrations may be held on-site at a County facility. Proposers must bring a dynamic, working product to the demonstration for the County to evaluate. Product demonstrations will be scripted so that each Proposer follows a standardized outline; the County is not interested in a corporate or sales presentation. Proposers must be prepared to demonstrate their understanding of any requirement outlined within the proposal. Proposers are expected to use sample County content during the demonstration, this includes sample agendas, legal notices in PDF format, department directories, and other representative content provided in the RFP appendices or by County staff. The County reserves the right to ask additional questions during demonstrations to clarify the scope and content of the written proposal or demonstrated product. During the demonstrations, County users may request to be given a chance for hands-on interaction and exploration in the solution demonstrated.

Points from Phase 1 (proposal review) will not be factored into the Phase 2 (live demonstration, cost and references) evaluations.

During the course of evaluations, the Evaluation Committee may:

• Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services. The County may coordinate independent site visits with references provided to understand the product in a working environment.

• Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or make major revisions to the original response.

• Request work product examples for any documentation deliverables outlined in this proposal.

• Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

• Invite additional Proposers from Phase 1 to participate in Phase 2 evaluations.

4.5. Acceptance Criteria

Satisfactory completion of a mutually agreed-upon acceptance test for each stage of the implementation is required. The project team will develop an acceptance test that is agreeable to both the Proposer and the

County. The acceptance test will include a confirmation of each functional requirement and requirements identified during the initial business process analysis.

At the completion of each phase, indicating a Component is operational and available to the County for testing, an acceptance test will be conducted.

After all System Components are integrated, operational, and available to the County for testing, a final acceptance test will be conducted.

Severity Level Designations

• Level 1 – System or System Component cannot go-live until problem is resolved.

• Level 2 – System or System Component may go-live, but will not be accepted until problem is resolved.

• Level 3 – System or System Component may go-live, System or System Component may be accepted;

problem will be added to a punch list and final payment will not be made until problem is resolved.

A performance test will be required to demonstrate the capability of the System or System Component to handle peak volumes. For this purpose, a stress test will be designed and applied by the Proposer to simulate full capacity utilization.

Deliverable Acceptance

Review and acceptance of each document deliverable shall be based upon the following deliverable quality standards. Each deliverable shall:

• Address all components required by the Contract and the requirements for that Deliverable, and any areas identified subsequently through meetings and planning sessions.

• Be in compliance with all format requirements described in the Contract.

• Be comprehensive in level of detail, organized, and professional.

• Be consistent in style and quality. If the document is the composite work of multiple individuals within the Contractor's organization, the document must be edited for style and consistency.

• Support the purpose for which the deliverable was developed.

Final System Acceptance

Sacramento County will agree to final acceptance only after the contracted services and deliverables are considered by the County to be in compliance with the Contract specifications, terms and conditions and ready for practical application for the intended purpose conveyed herein.

Sacramento County will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

Upon successful completion of the module and complete system tests and achievement of all milestones as specified in the Contract, the County will issue a notice of Final Acceptance. After County acceptance, the

Contractor must ensure that any Sacramento County confidential data is erased from their non-County systems so that it is not recoverable. Certain County information is legally confidential; this information must be protected and may not be shared.

4.6. Warranty

Due to the high cost of post end-of-life software support and the potential for security vulnerabilities, Sacramento County Department of Technology strives to stay within two major versions or four minor versions of all software used by the County. We also expect vendors to keep their software, supporting systems and components current.

• a) Vendor will certify their product is compatible and runs without defect with versions of supporting systems that are within two major versions or four minor versions of the most recent release by the component manufacturer. These supporting systems include, but are not limited to, client and server operating systems, databases, web servers, Java clients, programming languages, 3rd party application components (such as grids, calendars and widgets), reporting tools, etc.

• b) Should the Vendor fail to keep their products current within two major versions or four minor versions of the most recent release by the component manufacturer, the Vendor will forego maintenance payments by the County until such time as the Vendor‘s product is compatible.

• c) Should the Vendor lapse in updating their product to be compatible with newer supporting platforms, the Vendor will reimburse the County for any necessary costs incurred to keep the supporting systems under maintenance by the component manufacturer after their end-of-life date

(e.g. Microsoft Extend Life Support for operating systems).

• d) If the Vendor‘s product processes, stores or transmits credit card information, the Vendor will ensure their product meets the current Payment Card Industry Data Security Standard (PCI DSS).

• e) Vendor shall at no additional charge beyond maintenance and support fees, provide the County any developments, enhancements, or improvements to the system and any other evolution of functions, features or technologies. This includes any new major or minor versions of the system provided by Vendor to the County. In addition, Vendor shall provide County with release notes that detail the changes in the Software for any major releases to the Software. As part of the release process for any major release.

The entire System solution as proposed in this RFP should include a first year warranty for Vendor-supplied hardware and software for a minimum of twelve (12) months after the formal final System Acceptance date. The County also requires a warranty for implementation services (e.g. work products, developed modifications, and System configuration) for the same period of time. The warranty should conform to contractually agreed upon specifications, and protect against any defects or damage caused by manufacturers, Proposers, or proposed subcontractors to the System’s equipment or software, or existing, interfacing systems.

If the Vendor is unable to perform under these guidelines, then a separate provider of the County’s choice will be used and the repair costs passed on to the Vendor.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Scope of Work

Overview

The County of Sacramento is seeking to replace two indoor digital signage kiosks located in the main lobby of the County Administration Building at 700 H Street. These kiosks serve a critical role in ensuring legal compliance, transparency, and public access to government information, as mandated by the California

Brown Act and other regulatory requirements. Specifically, they are used to display legally required materials, including public meeting agendas and legal notices, as well as building and department directories, news feeds, elected official information, and weather updates.

The current kiosks are outdated and must be replaced with a modern, cloud-based solution that fully supports PDF content display, ADA accessibility, and centralized content management. The system must comply with all functional, technical, and accessibility requirements outlined in this RFP and its appendices. It is a strict requirement that the new system fully supports the display of PDF files.

The Clerk of the Board of Supervisors will oversee the project in collaboration with the Department of

Technology. As the office responsible for ensuring adherence to transparency and procedural laws, the

Clerk’s role includes posting and maintaining all public meeting materials in compliance with State regulations. These kiosks are a key tool in supporting that mission.

The project must be completed by April 2026.

Requirements

Functional and non-functional requirements are defined in Appendix T - Solution Requirements. Further descriptions of the ability to meet requirements are required in Appendix U - Narrative Response. Proposers must submit completed all requirements appendices (Appendices T and U) with their proposals.

Proposers are strongly encouraged to review the supplemental RFP attachments for:

• Details of the current kiosk layout and user interface, which must be replicated or enhanced, not removed or replaced with lesser functionality

• Examples of agendas and legal notices to understand content types and formats.

Scope Description

Project Management https://procurement.opengov.com/signup

The vendor must assign a dedicated Project Manager who will oversee all phases of the project, acting as the single point of contact and working in alignment with the County’s designated project manager.

Responsibilities will include coordination of planning, execution, communication, and risk management, as well as facilitating collaboration with County IT for system configuration and integration. The Project

Manager must follow a defined project management methodology, provide regular status updates, maintain meeting minutes, track changes, and ensure the project remains on schedule and within scope.

Key project deliverables will include a comprehensive project plan detailing scope, objectives, roles and responsibilities, communication and risk mitigation strategies; a project schedule with clearly defined milestones and deadlines; and recurring status reports highlighting progress, risks, and any emerging issues.

A gap analysis must be conducted for each functional area prior to implementation to assess differences between current and desired functionality. The vendor must also establish documented procedures for submitting and escalating change requests.

Solution Design

The vendor will provide all necessary professional services to design, configure, and implement the digital signage system in accordance with the County’s specifications. This will include identifying any functional or technical gaps, proposing appropriate solutions, and working closely with County IT to design and validate the technical environment. The vendor must also coordinate the provisioning of any hardware and software needed to support deployment across development, quality assurance, and production environments.

Software

The software platform must be cloud-based, scalable, and accessible via standard web browsers without requiring proprietary plugins. It should support centralized management of digital content across multiple kiosks, user-role configuration, and secure administrator access. The system must allow the display of various content types including PDFs, legal notices, meeting agendas, RSS news feeds, elected official bios, and directory information. It should feature a real-time dashboard for previewing live kiosk displays, managing scheduled content updates, and enabling alert or banner messages. User activity must be logged, and permissions should be configurable to support different levels of access, such as full access for IT staff and limited publishing rights for Deputy Clerks.

Content Management

The system must allow for flexible and efficient content administration. It should support uploading of PDFs, HTML files, and images, and include drag-and-drop content creation with customizable templates and dynamic layouts. Users must be able to schedule content in advance and post public-facing items such as

County events, emergency alerts, and PSAs. To ensure reliability, the platform should include an offline failover capability, displaying cached content in the event of a network interruption.

Hardware

The vendor must supply two indoor kiosk units: one upright and one tilted. Both units must be floor-mounted, tamper-resistant, and equipped with commercial-grade 55” touchscreens. They must support ADA compliance standards and be capable of 24/7 operation, with automatic reboot, internal ventilation or cooling systems, and secure wired network connectivity.

Accessibility

All kiosk hardware and software components must meet or exceed ADA, Section 508, and WCAG 2.1 Level AA standards. This includes providing accessible kiosk height, tactile input interfaces, audio and screen reader support, and sufficient clear floor space for wheelchair access. The digital interface must offer high contrast modes and font resizing. The vendor will be required to conduct post-implementation accessibility audits and provide documented timelines for resolving any identified compliance issues.

Installation

The vendor will perform complete physical installation of both kiosks, including wiring, secure mounting, and network setup in coordination with County staff. Additional coordination with County IT is required to ensure proper configuration for each site. Once installation is complete, the vendor must verify that all hardware and software components are fully operational and that the installation complies with all applicable building codes and security standards.

Testing

The County must be included in User Acceptance Testing (UAT) to validate that the solution meets functional and accessibility requirements. Documentation of all test cases, results, and resolved issues must be provided, and the vendor must demonstrate that all content types, including legal notices, display as expected on the kiosks. Before system go-live, the vendor must conduct a comprehensive testing process that includes unit, system, performance, integration, and accessibility testing.

Training

The vendor will deliver tailored training sessions for County staff, including technical administrators, content managers, and County IT personnel. Training must address both operational and administrative functions, using customized user guides that include screen captures, step-by-step instructions, and FAQs. Post-launch, the vendor must offer refresher training and provide access to support materials such as videos, slide decks, and printable handouts. Documentation must also cover system configuration, ADA tools, and day-to-day administrative tasks.

Support and Maintenance

The vendor must complete Appendix X - Support and Maintenance and provide a comprehensive support plan with multiple levels of service, including defined service level agreements (SLAs) and options for after-hours support. A trained primary support contact must be assigned who is familiar with Sacramento County’s system configuration. Support services must include online issue reporting and tracking, escalation procedures based on issue severity, and regular software updates for bug fixes, feature enhancements, and security patches. The vendor must describe procedures for requesting and prioritizing small, medium, and large change requests, including timelines, approval processes, and communication protocols. Ongoing accessibility audits and compliance assurance are required as part of continued maintenance.

Reporting and Metrics

The system must capture and report on real-time and historical data related to kiosk uptime, user interaction, and content posting. Reports must include information on document file names, posting dates, duration of visibility, and system health. The platform should support filtering reports by kiosk location, file type, and time of day. Metrics should also track the use of accessibility features such as screen reader activations or font resizing.

Web Component

To ensure broad access to public content, all kiosk content must be mirrored on a standalone web page. This online version must meet accessibility standards and be available 24/7, including when the Administration

Building is closed to the public.

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions:*

• Sacramento County Standard Terms and Conditions

• Sacramento County Additional Terms and Conditions

• SaaS - Terms and Conditions (located in the attachments)

• Appendix Z1 Sample Contract (located in the attachments)

Proposers who believe a required appendix or document is not applicable to their response may indicate this by claiming an exception and providing a brief explanation in the 'Solicitation Exceptions' section.

☐ Please confirm

*Response required

7.3. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

7.4. Information Security Requirements*

Please download the below documents, complete, and upload.

• Information_Security_Requir...

*Response required

7.5. Proposal*

Please Upload your COMPLETE Proposal here. Your submission should include a detailed scope of work and project timeline, clearly demonstrate how your solution meets the County’s requirements, and address all applicable components outlined in the RFP. Proposers are encouraged to include a proof of concept or sample content using the sample agendas and legal notices provided in the Attachments section to support their proposal.

*Response required https://government-project.s3.us-west-2.amazonaws.com/177867/3b9291d1-4744-43d1-abcd-cce95802b962_Risk_Assessment_Questionnaire.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NUZ5HOIT%2F20250625%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250625T233000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFgaCXVzLXdlc3QtMiJGMEQCIFkFc2tXqkGybImgoStpCMdvifmrcC%2FLBpEalgNnJ%2FZ8AiAlm32fRobbSOmKb3RSuA30Ok%2FgK88k8yjjJBuofUayjiqDBQhREAIaDDg5MjM2NDY4NzY3MiIMw5cWEx9GbP%2F7ckZkKuAEVw5xfvxiv74qh3CWLIyeMH%2B9EFCgJsV7uEy%2F%2FPrOaSbtZ4kprQBqkenHQ0y0T2JGrLljGFjiTsVxeOu5OM53QSGdb%2B3dnd08NIkmBJDDnvktwGRq4zyKep0RpVOo9fWRZJAnIHTe0%2FIwpducJh0fyIJXNtHhq2NngQD79hdMh2osDBN8RbfMk4Ba8Kk3QxDtYytIdJqPpeiSkRrBT%2FebEQvDoJN5aNHbljZFocq1MDw2WzGi%2BXDSuhAhg%2F%2FtFVMiOt83bUeheTSSyJp3KH3UXE44JUsb%2BZ%2FDlrVkl3xEVG35WXxc69lFuNzNuM9P%2BNjrab6vXUAWpPoH8VlYUGkFR78S4c7X%2B931Yx%2BYG8dSyKzU2HVpgTy3ilfoNTizpbiDSfBD1izO3WEhMIDhK%2Bv8sAZZWUUPl%2FQHMDUqQ6mMJPwmGI7m9jhGJdZjB%2F4HA%2FMN1qsv4hli00vZBggR57UrEkkHtZJ66k0BXHfd1D98yW1HSk1lzxlx737wnkms5pwt0QDQTNI3djn4niHVAxC3oLCv2Ccf06PvMBAKPBQVzSllml6AJAu6p4RiMdUh8BAwPVHsRsgEsaAFmD3Ew68EhzjijkKsIJAdiR%2FP850B502VV47fqgH90MxRyqX7Mn4nuhQPiVNzL1YefkzuBhLssYJqbFxAu1F%2Blz3RRn%2Fb7EGv5qkDMuEubK2ODqgVCPkq3aoHLCv41yqWKDiDldAcUEOSGEy2BngFkqd6KolyF0M%2FAo%2B0dJ87L0W3pP%2B8dJqX6G%2Bbwn3vrwJ82HzTOSoaPTNCwZXAwCLjEgJsa9qugWUwuonywgY6nAEYYXXRrvnUR4SbXZi8jqZCdC9gXVHWwirSykL7cNaIQWRkcXevf7iVAYNWgj0gOIV82%2FZobbr1MK4yQI9IpGLSVX0KM5oxji5P7QWUcDv8Xchhdp89xFx7mnbui6nvw%2F6kcZ0M2jEMZIBM%2Fz24sFFYuqWzV3PEVtU%2FXo3ceVaua8CDqmliDajZWv73UMWSsrl7EDmomSf4jc%2FamZk%3D&X-Amz-Signature=1a237fa8dcf93b2b17cddea00e136d08a8ffb7ffd2aa6af3144e473abbc7043a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/177867/95f53357-ac1a-43a5-8d7c-364ad394aac8_Information_Security_Requirements.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NUZ5HOIT%2F20250625%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250625T233000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFgaCXVzLXdlc3QtMiJGMEQCIFkFc2tXqkGybImgoStpCMdvifmrcC%2FLBpEalgNnJ%2FZ8AiAlm32fRobbSOmKb3RSuA30Ok%2FgK88k8yjjJBuofUayjiqDBQhREAIaDDg5MjM2NDY4NzY3MiIMw5cWEx9GbP%2F7ckZkKuAEVw5xfvxiv74qh3CWLIyeMH%2B9EFCgJsV7uEy%2F%2FPrOaSbtZ4kprQBqkenHQ0y0T2JGrLljGFjiTsVxeOu5OM53QSGdb%2B3dnd08NIkmBJDDnvktwGRq4zyKep0RpVOo9fWRZJAnIHTe0%2FIwpducJh0fyIJXNtHhq2NngQD79hdMh2osDBN8RbfMk4Ba8Kk3QxDtYytIdJqPpeiSkRrBT%2FebEQvDoJN5aNHbljZFocq1MDw2WzGi%2BXDSuhAhg%2F%2FtFVMiOt83bUeheTSSyJp3KH3UXE44JUsb%2BZ%2FDlrVkl3xEVG35WXxc69lFuNzNuM9P%2BNjrab6vXUAWpPoH8VlYUGkFR78S4c7X%2B931Yx%2BYG8dSyKzU2HVpgTy3ilfoNTizpbiDSfBD1izO3WEhMIDhK%2Bv8sAZZWUUPl%2FQHMDUqQ6mMJPwmGI7m9jhGJdZjB%2F4HA%2FMN1qsv4hli00vZBggR57UrEkkHtZJ66k0BXHfd1D98yW1HSk1lzxlx737wnkms5pwt0QDQTNI3djn4niHVAxC3oLCv2Ccf06PvMBAKPBQVzSllml6AJAu6p4RiMdUh8BAwPVHsRsgEsaAFmD3Ew68EhzjijkKsIJAdiR%2FP850B502VV47fqgH90MxRyqX7Mn4nuhQPiVNzL1YefkzuBhLssYJqbFxAu1F%2Blz3RRn%2Fb7EGv5qkDMuEubK2ODqgVCPkq3aoHLCv41yqWKDiDldAcUEOSGEy2BngFkqd6KolyF0M%2FAo%2B0dJ87L0W3pP%2B8dJqX6G%2Bbwn3vrwJ82HzTOSoaPTNCwZXAwCLjEgJsa9qugWUwuonywgY6nAEYYXXRrvnUR4SbXZi8jqZCdC9gXVHWwirSykL7cNaIQWRkcXevf7iVAYNWgj0gOIV82%2FZobbr1MK4yQI9IpGLSVX0KM5oxji5P7QWUcDv8Xchhdp89xFx7mnbui6nvw%2F6kcZ0M2jEMZIBM%2Fz24sFFYuqWzV3PEVtU%2FXo3ceVaua8CDqmliDajZWv73UMWSsrl7EDmomSf4jc%2FamZk%3D&X-Amz-Signature=ab78b2e41daddf22f54524a305b52b704b9f8c12edc76bce522f0b3d21bd7d12&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Information_Security_Requirements.docx%22&x-id=GetObject

7.6. Minimum Qualifications*

Please download, complete and upload County document Appendix R - Minimum Qualifications here, no substitute documents will be accepted.

• Appendix_R_-_Minimum_Qualif...

*Response required

7.7. Cost Proposal*

Appendix I must be downloaded, completed and submitted. No substitute documents will be accepted.

• Appendix_I_-_Pricing.docx

*Response required

7.8. Customer References*

Please download, complete and upload County document Appendix H – Customer References here, no substitute documents will be accepted.

• Appendix_H_-_Customer_Refer...

*Response required

7.9. Solution Requirements *

Please download, complete and upload County document Appendix T - System requirements here, no substitute documents will be accepted.

• Appendix_T_-_Solution_Requi...

*Response required

7.10. Narrative Response*

Please download, complete and upload County document Appendix U - Narrative Response here, no substitute documents will be accepted.

• Appendix_U_-_Narrative_Resp...

*Response required

7.11. Project Management*

Please download, complete and upload County document Appendix W - Project Management here, no substitute documents will be accepted.

• Appendix_W_-_Project_Manage...

*Response required

7.12. Support and Maintenance*

Please download, complete and upload County document Appendix X - Support and Maintenance here, no substitute documents will be accepted.

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