RP034-25, Provision and Implementation of an Agenda Management Solution on a Multi-Year Contract

Gwinnett County, Georgia is seeking competitive sealed proposals for a comprehensive Agenda Management Solution through RFP RP034-25, targeting a multi-year contract for the Department of Information Technology Services. The county requires a cloud-based Software as a Service (SaaS) solution to replace its current FileNet system, with capabilities for creating, distributing, and managing meeting agendas across all county departments. The proposed solution must support agenda creation, document management, workflow automation, meeting scheduling, and public portal access, with specific requirements including electronic signatures, dashboards, reporting, live streaming, and integration with existing technologies like Microsoft 365, Oracle Fusion Cloud, and Liferay DXP portal. Evaluation criteria will comprehensively assess vendor responsiveness, experience, solution description, functional requirements, implementation approach, project management capabilities, and references. The proposal is due by November 12, 2025, with an anticipated contract start date of January 1, 2026, and a potential five-year contract term. Vendors must provide detailed functional requirements documentation, pricing proposals, and meet stringent security compliance standards including FedRAMP, SOC 2, HIPAA, PCI-DSS, and CJIS.

The procurement opportunity includes specific restrictions, notably that firms on the Gwinnett County ineligible source list are prohibited from submitting proposals. While no explicit set-aside designations for disadvantaged enterprises are mentioned, the county emphasizes rigorous vendor vetting, including mandatory employee background checks, multi-factor authentication, and comprehensive cybersecurity standards. The solution must support approximately 6,000 county employees and accommodate various boards and commissions, with a requirement for seamless technology integration. Although the pricing proposal document shows placeholder $0.00 entries, the county expects detailed pricing across subscription costs, professional services, implementation, training, and potential interface expenses. The county is tax-exempt and requires firm fixed amounts with no post-submission modifications. The preferred solution will offer a highly configurable platform with robust data protection capabilities, tiered replication models, and offline disaster recovery approaches. While specific award values are not explicitly stated, the multi-year contract and comprehensive requirements suggest a significant technological investment for modernizing the county's agenda and meeting management processes.