RFP - Agenda and Meeting Management System for Harris County

Harris County, Texas is soliciting proposals through a Request for Proposal (RFP) for an Agenda and Meeting Management System to serve the Commissioners Court Offices, County Clerk's Office, and Office of County Administration. The solicitation was posted on May 15, 2026, with proposals due by June 22, 2026, and a pre-proposal conference scheduled for June 3, 2026, at 10:00 AM via Microsoft Teams. The County seeks a comprehensive integrated solution that automates agenda management, meeting management, speaker appearance management, vote management, public access to court agendas and meeting results, and audio/video streaming capabilities, with implementation commencing on or about October 1, 2026, for an initial one-year term with four optional one-year renewals subject to Commissioners Court approval. Vendors must meet minimum qualifications including five years of experience performing similar work, five years as a solution partner to government entities or corporations, and five years implementing and supporting solutions for similarly sized organizations, with all work to be performed within the United States with no offshore services permitted. The RFP requires comprehensive proposals organized into eight sections addressing transmittal letter, executive summary, functional and technical requirements with implementation timelines, pricing using a fixed all-inclusive fee model, qualifications and experience with three public-sector references, sample project management plans, maintenance and support details, and legal documents. Evaluation criteria are weighted as follows: functional requirements (25%), technical requirements including integration and migration (25%), maintenance and support (15%), sample project management plan (10%), pricing (10%), qualifications and experience (5%), training (5%), and vendor presentations/demonstrations (5%), with cybersecurity and IT controls assessed on a pass/fail basis. Vendors must demonstrate 99.95% availability service level agreements, five-second average response times, comprehensive encryption standards, full audit trail capabilities, and integration with existing Harris County systems such as Active Directory and Citizen Registry, with disaster recovery capabilities meeting defined recovery time and recovery point objectives.

Harris County has not designated specific set-aside percentages for minority and women-owned business enterprises in the available documentation, though the RFP requires submission of a Minority- and Woman-Owned Business Enterprise (M/WBE) Utilization Plan with documentation of good faith efforts if the established M/WBE goal cannot be met, with certified M/WBE firms required to establish a Significant Local Presence in Harris, Fort Bend, Montgomery, Brazoria, or Galveston counties. All vendors must comply with Harris County's minimum wage policy requiring $21.65 per hour for eligible contract workers, adjusted annually effective October 1st, and must maintain comprehensive insurance coverage including Workers Compensation with Employers' Liability limits of $1,000,000 per accident, Commercial General Liability of $1,000,000 per occurrence with $2,000,000 general aggregate, Automobile Liability of $1,000,000 combined single limit, and Professional/Errors & Omissions Liability of $1,000,000 per occurrence. Vendors are required to acknowledge and comply with Harris County's IT Vendor Controls and Cybersecurity requirements outlined in the Minimum IT Security Vendor Controls List and must complete the Harris County Universal Services Reference Architecture Questionnaire demonstrating alignment with the county's six integrated service domains. No incumbent vendor information or existing system specifications are disclosed in the available documentation, and specific award values or budget ranges are not provided in the RFP materials; however, Harris County anticipates awarding to a single vendor subject to Commissioners Court approval, though reserves the right to award multiple vendors if deemed beneficial. The contract includes provisions for milestone or progress-payment basis upon completion of agreed deliverables and submission of progress reports, with 12 months of mandatory maintenance and support upon go-live and 24/7 technical support availability required.