Proposer_Checklist.pdf

This is a Proposer RFP Checklist document for the City of Santa Monica's procurement of cloud-based agenda management software applicable to Los Angeles County and San Francisco City jurisdictions. The City seeks a qualified vendor to provide a Software as a Service (SaaS) solution to replace its current Granicus IQM2 system and manage the City Council's staff report and agenda development process. The solution must be commercially available without significant customization and proven in jurisdictions of similar size and complexity, supporting approximately 140 staff members across 15 departments and 21 advisory boards and commissions. Questions must be submitted by March 24, 2026, with proposals due on April 7, 2026, at 3:00 p.m. The vendor must achieve full system operability by July 31, 2026, with public go-live scheduled for October 2026. The contract term is three years with two optional one-year renewal periods exercisable at the City's sole discretion, and proposers' responses remain firm for 180 days after the proposal due date or 60 days after best and final offer submission.

Key requirements include completion of a Vendor Information Security Assessment (VISA) questionnaire, submission of SOC Type 2 audit reports or third-party cybersecurity assessments, and comprehensive training in both in-person and virtual formats. The solution must integrate with the City's enterprise technology ecosystem including Tyler ERP (Munis), ServiceNow Platform, SharePoint, Laserfiche, Orchard CMS, AWS, Tableau, and Granicus video streaming, with full WCAG 2.1 accessibility compliance and 99.5% uptime service levels. Insurance requirements mandate Commercial General Liability coverage of at least $1,000,000 per occurrence, Workers' Compensation insurance complying with California statutory requirements, and Technology Professional Errors and Omissions/Cyber Liability insurance with minimum limits of $1,000,000 per occurrence or $2,000,000 annual aggregate. The procurement requires Living Wage Certification if the contract exceeds $54,200, completion of the Oaks Initiative Disclosure Form, Certificate of Compliance, Non-Discrimination Policy and Debarment Certification, and Levine Act Disclosure Forms. Evaluation criteria include functional capabilities (30 points), value-add and breadth of service (10 points), experience and references (15 points), cost (20 points), and ability to meet work plan and timelines (25 points).