RFP 25-001 Agenda and Meeting Management Software

Closed State & local contract opportunity

Solicitation number
RFP 25-001
State
Florida
Responses due

Opportunity facts

Jurisdiction
UNSPSC codes
Show all 38

Updated .

About this opportunity

Written by GovTribe AI ·

Citrus County, Florida, through its Board of County Commissioners (BOCC), is seeking a comprehensive Government Meeting Management System via RFP #25-001. The procurement aims to acquire agenda and meeting management software that provides advanced features including customizable agenda templates, workflow configurations, video streaming capabilities, public document portals, and ADA-compliant documentation. Vendors must demonstrate at least three years of experience providing similar solutions to county governments and submit three references. The evaluation criteria totals 105 points, with key focus areas including technical specifications (25 points), completeness of proposed solution (20 points), and references and successful deployments (20 points). Critical procurement dates include a proposal due date of January 8, 2025, at 2:00 PM, with a public opening via Microsoft Teams at 2:15 PM, individual scorer reviews on January 29, 2025, and a public score tally on January 30, 2025. The contract term is two years with an option to renew for three additional one-year periods, and local Citrus County businesses may receive a 5-point preference in the evaluation process.

The solicitation does not explicitly outline specific set-aside designations for disadvantaged enterprises. The county currently shares a public meeting software with the Citrus County Clerk of the Circuit Court & Comptroller, which includes agenda, media, and minutes modules, suggesting potential integration requirements with existing technological infrastructure. While specific budget ranges are not detailed in the provided documents, the sample agreement indicates comprehensive insurance requirements for the selected vendor, including commercial general liability ($1,000,000 per occurrence), automobile liability, workers' compensation, cyber insurance, and professional liability. The software must support a five-member commission and manage advisory board meetings, with robust search functionality, workflow customization, video indexing, and strong record retention capabilities. Compensation terms will be detailed in a subsequent exhibit, with potential price increases limited to actual cost increases and requiring written justification at least 90 days prior to renewal. The county reserves the right to modify agreement terms if sufficient funding is not available, and payments will be processed through an ACH enrollment process.

Opportunity text

As posted by the source.

Citrus County, Florida invites qualified vendors to submit a Proposal to provide a comprehensive Government Meeting Management System that will meet the needs of the Citrus County Board of County Commissioners (BOCC) by providing dependable support and performance for agendas, meetings, minutes, and streaming management.

Files

File Type Posted
RFP_25-001_REVISED_Sample_Agreement.pdf PDF
RFP_25-001_Addendum_No._2.pdf PDF
RFP_25-001_Soliciation_complete.pdf PDF

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