Kingston Biddingo #F18-CS-CC-2023-01

City of Kingston Solicitation for Electronic Agenda and Meeting Management SaaS Solution

The City of Kingston, Ontario is seeking a configurable, cloud-based Electronic Agenda and Meeting Management Software as a Service (SaaS) solution to modernize its council and committee meeting processes. - Government Buyer: - City of Kingston, Clerks Department - Contact: Blair Johnson, Corporate Records & Information Officer - Products/Services Requested: - Electronic Agenda and Meeting Management SaaS solution - Must manage and distribute council, committee, and advisory meeting agendas, minutes, addenda, by-laws, public correspondence, staff reports, and other meeting records - Features required: - Agenda workflow automation - Voting and minute management - Video streaming with closed captioning - Mobile access - Boards and committee management - Integration with Microsoft 365 and identity providers (e.g., Azure AD) - Cybersecurity compliance - Historical data migration (agendas, minutes, reports, addenda, correspondence, meeting recordings) - E-signature integration (OneSpan preferred, alternatives accepted) - Zoom integration for hybrid meetings - YouTube or video streaming integration - Potential integration or replacement of existing voting/display systems (e.g., Taiden) - Training and support - OEMs and Vendors: - No specific OEMs or vendors are named in the solicitation - OneSpan (e-signature platform) and Taiden (voting/display system) are referenced for integration - Unique/Notable Requirements: - Solution must be highly configurable and cloud-based - Must support hybrid meetings and video streaming - Strong emphasis on integration with existing systems and cybersecurity - Historical data migration is required - Lump sum pricing for deliverables - Contract Term: - Three years, with options to extend for up to two additional years in one-year increments

Description

The City of Kingston is soliciting proposals for an Electronic Agenda and Meeting Management Software as a Service Solution. The solution should be a configurable cloud-based platform to manage and distribute agendas, minutes, addenda, by-laws, public correspondence, staff reports, and other meeting records for various council and committee meetings. The contract term is three years with an option to extend for up to two additional years. The procurement process includes multiple stages such as evaluation, demonstrations, and contract negotiations.

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