Rancho Cucamonga Planet bids #RFP #26/27-009

Integrated Agenda Management and Meeting Media Services for the City of Rancho Cucamonga

The City of Rancho Cucamonga is seeking an integrated agenda-management and meeting-media solution to replace its existing system. - Government buyer: City of Rancho Cucamonga, Finance Department, Procurement Division, with City Clerk Services Department involvement. - Requested solution: Configurable agenda and legislative management, including agenda workflows, staff reports, meeting minutes, public access, translation, subscriptions and notifications, and integration with the City website, Laserfiche, Granicus, and Council Chambers technology. - Meeting media: Live and on-demand audio and video with closed captioning, accessibility features, searchable archives, and links between recordings, agendas, and minutes. The City also needs DVD creation and recording that can be posted after an internet outage. - Migration and scale: Migrate data from Granicus and OneMeeting, and approximately three years of Granicus meeting videos. Support at least six boards, cloud access, and unlimited storage. - OEMs and vendors mentioned: Granicus and Laserfiche are named as existing/integration systems, not as selected providers. Prime Government Solutions is identified as the agreement consultant; Sherif Agib is its representative. Prospective bidders listed in the notice are CivicPlus, LLC; CompBase, Inc.; Concourse Tech Inc.; Floral Park Consulting LLC; Indra Solutions LLC; Just Appraised Inc.; MCCi; and rfp@websiteworldwide.com. The notice does not identify a selected vendor or require a particular OEM. - Agreement and service requirements: The sample agreement describes hosted software licensing and related customization, integration, data import/export, support, maintenance, training, backup, and recovery. It states a rate of $19,000 per year, but leaves the agreement term and total ceiling amount blank. Cloud storage requires written City approval; applicable ISO/IEC 27001–27018 controls and storage in the continental United States are specified unless otherwise authorized.

Description

The City of Rancho Cucamonga is seeking proposals for an automated agenda management system. The listed items include agenda and staff report management, meeting minutes management, live and on-demand video and audio streaming with transcription and closed captioning, and video integration and archiving. The RFP documents provide further details on the scope, preparation, and submission requirements; proposals must be submitted electronically through PlanetBids. The response deadline is November 2, 2026, at 9:00 AM.

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