Ontario Planet bids #2015

City of Ontario Agenda Management Software and Implementation Services Solicitation

The City of Ontario is seeking proposals for a modern agenda management software solution and associated implementation services to upgrade its Records Management operations. - Government Buyer: - City of Ontario, Purchasing Department (Records Management) - OEMs and Vendors Mentioned: - Common Sense AI Inc. - Concourse Tech Inc. - Convene, Inc. - Granicus LLC - Lorexus Inc. - Nexinite - Products/Services Requested: - Agenda Management Software-as-a-Service (SaaS) platform - Features: agenda workflow, meeting minute management, live/on-demand video and audio streaming, document management with video storage, AI features (with strict guardrails), integration with Laserfiche and A-List systems - Professional Implementation Services - Includes: configuration, workflow development, data migration (including migration from Granicus), integration, training, testing, and go-live support - Unique/Notable Requirements: - Compliance with accessibility (WCAG 2.1 AA) and security standards (SOC 2 Type II) - Integration with Laserfiche for document management - Migration of historical data from Granicus - Support for AI features with strict safeguards - Robust support and licensing provisions - Electronic submissions only via PlanetBids - No substitutions without prior written approval - Contract Term: - 3 years with an optional 2-year extension (up to 5 years total) - Pricing proposals must cover subscription, implementation, data migration, training, and support for the full term

Description

The City of Ontario is requesting proposals for an agenda management software solution to replace the existing system. The solution should be integrated, configurable, automated, and user-friendly, including components such as agenda management workflow with approval process, meeting minute management, live and on-demand video and audio streaming, and document management with video storage. The procurement includes software-as-a-service and professional implementation services like configuration, workflow development, data migration, integration, training, testing, and go-live support. Proposals must be submitted electronically by September 30, 2026, and the award is subject to available budget and the City's discretion.

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