Agenda and Meeting Management System Request for ProposalsCity of Dubuque
City Council Meeting
Action Items # 06.
Copyrighted
February 5, 2024
ITEM TITLE: Agenda and Meeting Management System Request for Proposals
SUMMARY: City Clerk recommending Mayor and City Council approval to release a
Request for Proposals (RFP) for an Agenda and Meeting Management
System for City Council meeting agendas, replacing NovusAgenda.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description
Staff Memo
RFP
Type
Staff Memo
Supporting Documentation
Dubuque
City Clerk's Office
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City Hall
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50 W. 13`h Street
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Masterpiece on the Mississippi
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www.cityofdubuque.org
TO: Mayor Brad M. Cavanagh
and Members of the City Council
FROM: Adrienne N. Breitfelder, City Clerk
SUBJECT: Agenda and Meeting Management System Request for Proposals
DATE: January 30, 2024
INTRODUCTION
The purpose of this memorandum is to request Mayor and City Council approval to
release a request for proposals (RFP) for an Agenda and Meeting Management System
for City Council meeting agendas, replacing NovusAgenda.
BACKGROUND
Since 2011, the City has used the NovusAgenda Agenda and Meeting Management
System to digitally manage and publish City Council agendas. NovusAgenda was
acquired by Granicus in 2017. Granicus representatives have disclosed that
NovusAgenda is considered a legacy solution that will not be part of their long-term
portfolio. Granicus developed and is prioritizing their own Agenda and Meeting
Management System. Thus, City staff were aware that NovusAgenda would be
discontinued in the foreseeable future and communicated this to the City Council during
the City Clerk's Office Fiscal Year 2024 Budget Presentation.
Granicus recently announced an official timeline to discontinue NovusAgenda through
two key dates:
Event
Event Definition
Date
End -of -Support
Granicus will cease to provide additional minor
October 31,
updates or enhancements. Critical bug fixes and
2024
security updates will continue through to the end -
of -life date.
End -of -Life
Granicus will cease to provide all support for
September 30,
NovusAgenda, including critical bug fixes and
2025
security updates.
DISCUSSION
City staff recommend identifying a replacement Agenda and Meeting Management
System through an RFP. A replacement system is intended to maintain the City's current
processes of streamlining agenda building and posting via a digital solution. The initial
emphasis of this RFP is for agenda and meeting management for City Council meetings
with the intent to offer the application for other City public meetings in the future.
The RFP has been prepared with the input of the recommended committee members,
along with Chief Information Officer Chris Kohlmann and Purchasing/Risk Manager Tony
Breitbach. The following members are recommended to review the submittals and
formulate a recommendation:
1. Adrienne Breitfelder, City Clerk; RFP Committee Lead
2. Brad Cavanagh, Mayor
3. Trish Gleason, Assistant City Clerk
4. Stephanie Valentine, Executive Assistant to the City Manager
5. Tony Steffen, Lead Application/Network Analyst
6. Felicia Carner, Multimedia Specialist
7. Jenny Messerich, Paralegal
8. Dawn March, Purchasing and Safety Coordinator
The desired schedule is as follows:
Date
Description
February 7, 2024
Release RFP
February 20, 2024
Deadline for requests for clarification prior to pre -proposal
conference (4.00 PM CDT)
February 21, 2024
Pre -proposal conference (1:00 CDT)
February 29, 2024
Last day to accept questions and requests for clarification on
the RFP (4:00 PM CDT)
March 4, 2024
Answers to submitted questions provided
March 7, 2024
Proposals due (4:00 PM CDT)
March 25, 2024
Finalists notified for software demonstrations
April 2024
Software demonstrations
May 2024
Complete contract negotiations with recommended vendor
June 2024
Award of contract by City Council
July - August 2024
Implementation Begins
Once the contract has been awarded to the selected vendor, City staff will work with the
vendor to establish a timeline to transition to the new Agenda and Meeting Management
System. The estimated transition date will depend on the selected vendor's availability.
Training will be provided to the City Council and City staff on the new Agenda and Meeting
Management System. Additionally, City staff intend to publish resources for the new
system on the city's website for the public to access.
BUDGET
The City Clerk's Office annually budgets $5,800 toward maintenance of NovusAgenda.
While this amount will support the replacement Agenda and Meeting Management
System, it is anticipated that additional funding will be necessary to cover both the
implementation and ongoing maintenance costs of a new system.
A $21,000 improvement package was approved in Fiscal Year 2024 (FY24) for a
replacement Agenda and Meeting Management System in anticipation that Granicus
might discontinue NovusAgenda in FY24. The improvement package consists of $9,000
in non -recurring expenses for one-time costs associated with installing a new Agenda
and Meeting Management System. If payments for installing the new Agenda and
Meeting Management System occur after FY24, then City staff will request to carryover
the $9,000 non -recurring funds into the following fiscal year via a budget amendment. The
remaining $11,000 in recurring expenses is for ongoing maintenance and support of a
new system. Actual costs will depend on vendor selection.
In summary, the total funding available for a new Agenda and Meeting Management
System is as follows:
$9,000 in non -recurring funds for one-time implementation costs
$16,8000 in recurring funds for ongoing maintenance ($5,800 annual allocation plus
$11,000 approved in an FY24 improvement package)
Total amount of funding: $26,800
RECOMMENDATION
I respectfully recommend Mayor and City Council approval to release an RFP for an
Agenda and Meeting Management System for City Council meeting agendas.
cc: Michael Van Milligen, City Manager
Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Brad Cavanagh, Mayor
Trish Gleason, Assistant City Clerk
Stephanie Valentine, Executive Assistant to the City Manager
Tony Steffen, Lead Application/Network Analyst
Felicia Carner, Multimedia Specialist
Jenny Messerich, Paralegal
Dawn March, Purchasing and Safety Coordinator
Chris Kohlmann, Chief Information Officer
Tony Breitbach, Purchasing/Risk Manager
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
DAB E
ISSUE DATE: February 7, 2024
CONTACT: Adrienne Breitfelder
PHONE NO: 563-589-4121
Masterpiece on the Mississippi
EMAIL: abreitfe@cityofdubuque.org
SUBMIT PROPOSAL/OFFER PRIOR TO:
SUBMIT TO:
CLOSING DATE: March 7, 2024
See Section A
CLOSING TIME: 4:00 P.M. (CDT)
FAX NOT ACCEPTED
DESCRIPTION:
AGENDA AND MEETING MANAGEMENT SYSTEM
o RECEIPT OF PROPOSAL ACKNOWLEDGEMENT
If you are considering a response to this RFP, please mark the box to
the left, fill in the information below and return this sheet as a confirmation
that you received this RFP.
El NO RESPONSE REPLY
If you do not want to respond to this RFP at this time, please mark the
box to the left, fill in the information below and return this sheet only.
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY/STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
Nu
M OF
_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Masterpiece on the Mississippi
REQUEST FOR PROPOSAL (RFP)
FOR AN
AGENDA AND MEETING MANAGEMENT SYSTEM
Release Date
February 7, 2024
Optional Pre -Proposal Conference (Remote/Phone)
February 21, 2024
Due Date
March 7, 2024
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Contents
SECTION A: RFP INTRODUCTION...................................................................................... 4
PURPOSEOF THE RFP................................................................................................................... 4
ABOUTTHE CITY..........................................................................................................................
4
PROJECTBACKGROUND...............................................................................................................
4
CURRENT AGENDA MANAGEMENT PROCESS...............................................................................
5
NOTICETO VENDORS...................................................................................................................
7
CITY RIGHTS RESERVED..............................................................................................................
7
INQUIRIES AND REQUESTS FOR CLARIFICATION...........................................................................
8
PRE -PROPOSAL CONFERENCE......................................................................................................
8
RFPSCHEDULE............................................................................................................................
9
EVALUATION CRITERIA................................................................................................................
9
INTEGRATION REQUIREMENTS WITH APPLICATIONS AND THIRD -PARTY SYSTEMS ....................
10
PROPOSAL SUBMISSION INSTRUCTIONS......................................................................................
11
SECTION B: ATTACHMENTS
....12
ATTACHMENT 1 - AGENDA PREPARATION WORKFLOW.............................................................
12
ATTACHMENT 2 - RFP SUBMITTAL CHECKLIST.........................................................................
13
ATTACHMENT 3 - TRANSMITTAL LETTER...................................................................................
14
ATTACHMENT 4 - VENDOR STATEMENT.....................................................................................
15
ATTACHMENT 5 - COMPANY BACKGROUND...............................................................................
16
ATTACHMENT 6 - REFERENCE FORM..........................................................................................
17
ATTACHMENT 7 - FUNCTIONAL REQUIREMENTS........................................................................
18
ATTACHMENT 8 - INTEGRATION WITH APPLICATIONS AND THIRD -PARTY SYSTEMS ..................
21
ATTACHMENT 9 - TECHNICAL SPECIFICATIONS..........................................................................
22
ATTACHMENT 10 - IMPLEMENTATION PLAN...............................................................................
25
ATTACHMENT 11 - TRAINING.....................................................................................................
26
ATTACHMENT 12 - ONGOING SUPPORT......................................................................................
27
ATTACHMENT 13 - PRICE PROPOSAL..........................................................................................
29
ATTACHMENT 14 - INSURANCE REQUIREMENTS SCHEDULE J....................................................
30
ATTACHMENT 15 - STATEMENT INDICATING ABILITY TO MEET INSURANCE REQUIREMENTS ...
34
ATTACHMENT 16 - CITY OF DUBUQUE CONTRACT TERMS AND CONDITIONS ............................
35
ATTACHMENT 17 - STATEMENT REGARDING CONTRACT TERMS AND CONDITIONS ...................
40
ATTACHMENT 18 - VENDOR AGREEMENT..................................................................................
41
ATTACHMENT 19 - EXCEPTIONS TO THE RFP.............................................................................
42
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Section A: RFP Introduction
Purpose of the RFP
The City of Dubuque, Iowa is issuing this Request for Proposal (RFP) for purchase of an Agenda and
Meeting Management System. The City requires that any proposal for an Agenda and Meeting
Management System also include professional services necessary to implement the system. The initial
emphasis of this RFP is for agenda and meeting management for City Council meetings with the intent to
offer the application for other City public meetings in the future.
About the City
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois
and Wisconsin. Settled in 1785 and chartered in 1837, the City of Dubuque covers just over 31
square miles. The City continues to experience significant growth and has a population of 59,667
(2020 US Census).
The City operates under the Council -Manager form of government. The Dubuque City Council
consists of seven elected representatives: a mayor and two council members elected at large, and
one council member elected from each of Dubuque's four wards. The mayor and other council
members serve four-year staggered terms. The council is the legislative body; its members are the
community's decision makers. The council also focuses on the community's goals, major projects,
and such long-term considerations as community growth, land use development, capital
improvement plans, capital financing, and strategic planning. The council hires a professional
manager to carry out the administrative responsibilities and supervises the manager's performance.
The Dubuque City Council meets regularly on the first and third Monday of each month. Work
sessions often occur before regular meetings or on separate dates.
Dubuque provides a full range of services typical of municipal governments, including police, fire
and emergency medical protection; public works activities such as highway and street maintenance,
refuse and recycling collection, water utility; parks and recreation activities; community
development activities including planning and zoning enforcement, economic development, and
construction inspection; and general and financial administration (finance, legal, information
technology, and human resources). The City government includes 29 departments and over 700
employees. The City's fiscal year operates from July 1 — June 30. The City's fiscal year 2024
adopted budget is approximately $172 million. Additional information can be found at the City's
website: www.CityofDubuque.org.
Project Background
The City currently uses Granicus's NovusAgenda for City Council agenda management and is seeking to
replace NovusAgenda based on the software's forthcoming end -of -life. It is anticipated that a replacement
agenda and meeting management system will continue the City's current processes of streamlining
agenda building and posting via a digital solution.
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
The City seeks to purchase a system that is commercially available without major customizations, in use
by other similar agencies in other jurisdictions of a similar size and complexity, and has proven to operate
effectively over time.
Current Agenda Management Process
The following subsections summarize the current agenda management process with the expectation that
the new system meets or exceeds the following processes:
User Access
The City Clerk is the administrator/superuser for NovusAgenda with the Assistant City Clerk serving as
the backup. The City Clerk is responsible for adding and updating City user privileges in NovusAgenda.
City staff request access to NovusAgenda by contacting the City Clerk. Additionally, the City Clerk
generates password resets for any City user who needs to reset their password.
Technical Issues
Any user who experiences technical issues with NovusAgenda notifies the City Clerk as soon as possible.
The City Clerk is the point of contact for all communications with the Granicus technical team. The City
Clerk will open a ticket with Granicus for technical support and will follow up via phone call if escalation
is necessary.
Agenda Templates
Pre -defined agenda templates exist for regular City Council meetings and special City Council meetings.
Work sessions that occur immediately before a regular City Council meeting are submitted on the same
agenda as the regular meeting.
It is desired for the City Clerk to have the capability to directly edit agenda templates.
Workflows
The City Clerk has the authority to create and edit workflows for submitting and approving agenda items.
This includes the ability to add and remove users to established workflows.
Submitting Agenda Items
Departments submit agenda items for inclusion on each City Council agenda. Items for placement on the
City Council agenda are titled and added in NovusAgenda by departments by 9:00 a.m. on the Monday
prior to the next regularly scheduled City Council meeting or in accordance with deadlines as scheduled
by the City Manager's Office. Departments upload all supporting documentation (ordinances, resolutions,
memos, agreements, etc.) as attachments to their agenda items and submit for approval by 9:00 a.m. the
Tuesday prior to the next regularly scheduled City Council meeting or in accordance with deadlines as
scheduled by the City Manager's Office. Most department agenda items consist of a memo addressed to
the City Manager, a resolution or ordinance, and any supporting documents. If an item has been added to
the agenda but has not been submitted for approval, the Executive Assistant to the City Manager or City
Clerk will follow up with the department via email or phone call to confirm the status of the agenda item.
Agenda items are submitted through two consecutive workflows:
1. Department Workflow: Agenda items are first reviewed and approved by the submitting
department. Designated department approvers review and approve department agenda items via a
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
defined department workflow. Once the department approver reviews the agenda item
attachments for accuracy and completeness, that individual approves the agenda item. Approvers
can reject agenda items back to the agenda item creator for any changes. A "Comments" tab
exists for each agenda item in which users can input reasons for rejecting an item, or any other
applicable comments.
2. Administration Workflow: Once an agenda item is approved in the department workflow, it is
then routed to the Administration Workflow. Items in this workflow are approved in the
following order: Executive Assistant to the City Manager > City Manager > City Clerk. All three
can reject an item back to the department for corrections and resubmittal, using the "Comments"
tab to input reasons for rejecting an item, or any other applicable comments.
There are specific agenda items that the City Clerk compiles from multiple departments and adds to the
agenda. These items include board and commission minutes, signed contracts, and improvement
contracts. Departments will email these items directly to the City Clerk, who then creates the agenda item
and uploads the attachments. No cover memo is included.
Items requested on the agenda by the public must be approved by the Mayor. Public items approved by
the Mayor shall be submitted to the City Clerk's Office not later than noon on Wednesday prior to the
next regularly scheduled City Council meeting. The City Clerk is responsible for adding any approved
items from the general public to the agenda.
All agenda items are visible to the City Clerk via a high-level agenda view. Three agenda statuses exist
for each agenda item:
1. Draft — The agenda item is still in the department -level workflow.
2. Pending — The agenda item has been submitted to the Administration Workflow. Items will
remain in pending status until approved by all three approvers of the Administration Workflow.
3. Approved — The agenda item has been approved by all three Administration Workflow approvers,
therefore considered complete.
The City Clerk adds each agenda items' title and description to the agenda by downloading the City
Manager's memos and any resolutions or ordinances. Documents are downloaded in Microsoft Word
format so the City Clerk can copy the necessary verbiage and paste it in the agenda title and description
fields of each agenda item. The City Clerk selects the suggested disposition for each agenda item from a
drop -down menu of pre -defined options. Cover pages for each agenda item are automatically generated
based on the agenda titles, descriptions, and suggested dispositions selected by the City Clerk.
The City Clerk reorders agenda items based on the City Manager's direction. Agenda items are reordered
via a drag and drop function.
When agenda item attachments are not ready for inclusion in the agenda by posting deadlines, the
preparing department works with the Executive Assistant to the City Manager, City Manager, and City
Clerk to have the pending material uploaded to the agenda by an agreed upon deadline.
Attachment 1 contains a workflow of the City's agenda preparation process for reference.
City Council and Public Agenda Access
The City Council is granted access to the agenda, including all attachments, prior to a Monday City
Council meeting. City Council Members are assigned a specific user privilege that allows them to view
the agenda by logging into a secure webpage.
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
The agenda, including all attachments, becomes available to the public via the webpage
https://cityofdubuque.novusagenda.com/AgendaPublic/ at 9:00 a.m. the Friday prior to a Monday City
Council meeting.
The published agenda is available in two formats:
1. A PDF packet containing each agenda items' cover page and attachments. The packet pages are
ordered based on the order of the agenda items.
2. A webpage version where each agenda title links to that agenda item's cover page and
attachments. When a user clicks on an agenda title, they are taken to a webpage version of the
agenda cover page in which they can view the agenda title, summary, and suggested disposition
of that agenda item. Additionally, links to all attachments are included on the cover page. When
users click on an attachment it automatically downloads the attachment as a PDF.
Meeting Minutes Tracker
A meeting minutes tracker to document City Council motions and votes in real-time during City Council
meetings is not currently utilized. However, the City is interested in considering any meeting minutes
tracker that is included in an agenda and meeting management system.
Notice to Vendors
Failure to carefully read and understand this RFP may cause the proposal to be out of compliance,
rejected by the City, or legally obligate the vendor to more than it may realize. Only the format described
in the RFP and the attachments included with this RFP will be accepted as compliant for the submitted
proposal. Failure to completely fill out all required attachments may result in disqualification.
City Rights Reserved
• The City reserves the right to select the proposal(s) which in its sole judgment best meets the
needs of the City. The lowest proposed cost will not be the sole criterion for recommending the
contract award.
• The City reserves the right to reject any or all proposals and to waive technicalities and
informalities when such waiver is determined by the City to be in the City's best interest.
• The City may modify this RFP by issuance of one or more written addendum. Addendum will be
posted on the City's Bid Website (See Inquiries and Requests for Clarification).
• The City reserves the right to meet with select vendors at any time to gather additional
information. Furthermore, the City reserves the right to remove or add functionality (i.e.,
modules, components, and/or services) as needed.
• This RFP does not commit the City to award a contract. All proposals submitted in response to
this RFP become the property of the City and are considered public records, and as such, may be
subject to public review.
• The City shall not be liable for any pre -contractual expenses incurred by prospective vendors,
including but not limited to costs incurred in the preparation or submission of proposals. The
City shall be held harmless and free from any and all liability, claims, or expenses whatsoever
incurred by, or on behalf of, any person or organization responding to this RFP.
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Inquiries and Requests for Clarification
• Inquiries concerning this RFP are to be directed by email to the following contact. Questions
over the phone will not be accepted:
Contact: Adrienne Breitfelder
Title: City Clerk
Email: abreitfe@cityofdubuque.org
• All questions concerning the RFP must reference the RFP page number and section heading.
Questions will be answered and posted to the City's website in the form of an addendum to the
RFP. All addendums will be posted to the City's website: https:Hcityofdubuque.org/bids.aspx
• Inquiries or requests for clarification submitted prior to the deadline listed in the RFP Schedule
will be addressed at the pre -proposal vendor conference. Additional inquires or requests for
clarification will be accepted until the deadline listed under the RFP Schedule.
• Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes
and withdrawals must be submitted in writing and received by the City prior to the deadline for
proposals. After the deadline for proposals, no change in prices or other provisions prejudicial to
the interest of the City or fair competition shall be permitted.
Pre -Proposal Conference
A pre -proposal vendor conference will be held on the time and date specified in the RFP Schedule by
virtual means. Attendance at the pre -proposal conference is not mandatory. Vendors intending to
participate in the pre -proposal conference should request meeting access information by contacting City
Clerk Adrienne Breitfelder at abreitfe@cityofdubuque.org. Answers to questions submitted prior to the
conference and answers to all questions asked at the pre -proposal meeting will be officially answered by
addendum after the meeting.
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
RFP Schedule
The expected RFP schedule is listed below. The City reserves the right to change the schedule. If
changes are made, vendors will be notified by the City in the form of an addendum to this RFP, emailed
directly to all registered vendors and posted on: https:Hcityofdubuque.org/bids.aspx
ate
February 7, 2024
escrl w
Release RFP
February 20, 2024
Deadline for requests for clarification prior to pre -proposal conference
(4:00 PM CDT)
February 21, 2024
Pre -proposal conference (1:00 PM CDT)
February 29, 2024
Last day to accept questions and requests for clarification on the RFP (4:00
PM CDT
March 4, 2024
Answers to submitted questions provided
March 7, 2024
Proposals due (4:00 PM CDT)
March 25, 2024
Finalists notified for software demonstrations
April 2024
Software demonstrations
May 2024
Complete contract negotiations with recommended vendor
June 2024
Award of contract by City Council
Jul - Au st 2024
1 Implementation Begins
Software demonstrations will be held using remote presentations and can cover all functional areas listed
in this RFP including software or implementation services and are limited to one hour. It is
recommended that key implementation team members who will be proposed for this project be available
for these interviews.
Evaluation Criteria
The City will review all proposals received as part of a documented evaluation process. The sole purpose
of the proposal evaluation process is to determine which solution best meets the City's needs.
The proposal evaluation criteria, which will be developed by the City prior to opening of proposals,
should be viewed as standards that measure how well a vendor's approach meets the desired requirements
and needs of the City. The criteria that will be used to evaluate proposals may include, but are not limited
to the following:
■ Response to Functional Requirements (Attachment 7)
■ Implementation Approach
■ Experience with Similar Sized Public Sector Organizations
■ Customer References
■ Technical Support
■ Service Level Guarantees
■ Cost
The City reserves the right to determine the suitability of proposals on the basis of any or all of these
criteria or other criteria not included in the above list.
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IowA
Masterpiece on the Mississippi
Integration Requirements with Applications and Third -Party Systems
The following information addresses current applications and Third -Party Systems (TPS) that are used by
the City for functions that may be related to agenda and meeting management.
Laserfiche Integration Overview
The City Clerk's Office uses Laserfiche Quick Fields, an automated document capture solution, to scan a
PDF of each City Council agenda packet into Laserfiche for easy retrieval and access. The City also
licenses Laserfiche's Weblink software for access to City Council agenda packets via the City's website.
The vendor must specify if their agenda and meeting management system is dependent on a specific
feature of a document management environment and note if integration with Laserfiche is possible.
City Website Integration Overview
The City's website is found at www.cityofdubuque.org. The City's website serves as a tool for search,
retrieval and sharing of information that is of interest to residents and visitors. It also contains bill
payment and incident management functionality. Currently the site is hosted and updated utilizing the
functionality found in the following table by the vendors indicated.
Functi
Vendo
Website Design & Support
CivicPlus
Resident Response Management and
GovQA
Work -Order System
Interface for Public Documents Database
Laserfiche Weblink (Laserfiche product hosted by
the City)
Streaming Video
Cablecast
The vendor must specify if their agenda and meeting management system is dependent on a specific
feature of the City's current website environment and note if integration with the website is possible.
Cablecast Integration Overview
The City offers live streaming and video on demand for Dubuque's government access channel,
CityChannel Dubuque. This technology allows anyone with a high-speed internet connection to view live
and past Dubuque City Council meetings, Dubuque Zoning Advisory Commission meetings, and all
CityChannel Dubuque programming on their computer and mobile devices.
For additional convenience, the video on demand playback will display the meeting agenda for City
Council and Zoning Advisory Commission meetings and include chapter markers for agenda items.
The vendor must specify if their agenda and meeting management system is dependent on video
streaming functionality and note if integration with Cablecast is possible.
Additionally, the vendor is responsible for verifying that the agenda output is compatible with Cablecast
display.
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Proposal Submission Instructions
Proposals are to be submitted electronically via upload to the City's secure FTP site:
https://cityofdubuque. sharefile.com/r-rb0102be2e9e7456eb28517bOa33b5959
Proposals must be uploaded prior to 4:00 PM CDT on 3/7/2024. Late submissions will not be accepted.
If you have questions about uploading your proposal, you may contact:
Adrienne Breitfelder, City Clerk
Email: abreitfe@cityofdubuque.org
Failure to comply with the requirements of this RFP may result in disqualification. Proposals received
after the time and date specified above will not be considered.
Use Attachment 2 (RFP Submittal Checklist) to ensure that all required documents, forms, and
attachments have been completed and submitted as instructed.
By submitting a proposal, the vendor is providing a guarantee to the City that, if chosen, it will be able to
provide the proposed products and services. Upon submission, all proposals shall be treated as
confidential documents until the selection process is completed. All proposals and supporting documents
become public information after an award has been made and are available for public inspection by the
general public in accordance with State of Iowa public records statutes. Vendors shall give specific
attention to clearly identify those portions of its response that it considers confidential, proprietary
commercial information or trade secrets. Respondents are advised that, upon request for this information
from a third party, the City is required to make a determination whether the information can be disclosed.
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Section B: Attachments
Attachment 1 - Agenda Preparation Workflow
Provided for reference only.
Emails specific items
directly to City Clerk:
Board and
Commission Minutes,
Signed Contracts,
Improvement
Contracts.
City Clerk creates the
agenda items and adds
the attachments.
No cover memo.
Department Workflow
Department Creators and Approvers
Create agenda items and assign to a specific
meeting date
Submit for Reject for
approval corrections
Department Approvers
Approves all department agenda items
Item fully approved by department
Administration Workflow
Executive Assistant to the City Manager
Reviews agenda items, makes any necessary
changes, adds cover memo and approves
Submit for
approval
City Manager
Approves agenda items
Submit for
approval
City Clerk
Final approval on all agenda items
Adds titles and descriptions to the agenda
Publishes agenda to the public
Requests City Clerk add public agenda items
Mayor
Approves agenda items requested by
the public
Reject for
corrections
Public City Clerk PAGE 12 OF 42
Requests agenda items Relays request to Mayor
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 2 - REP Submittal Checklist
This attachment is for vendor reference only and is not required to be included in the RFP submission.
Submittal
Pa e #
Checklist
Item
Submitted
14
Attachment 3 - Transmittal Letter
15
Attachment 4 - Vendor Statement
16
Attachment 5 - Company Background
17
Attachment 6 - Reference Form *minimum of 3 submissions required
18-20
Attachment 7 - Functional Requirements
21
Attachment 8 - Integration with Applications and Third -Party Systems
22-24
Attachment 9 - Technical Specifications
25
Attachment 10 - Implementation Plan
26
Attachment 11 - Training
27
Attachment 12 - Ongoing Support
29
Attachment 13 - Price Proposal
34
Attachment 15 — Statement Indicating Ability to Meeting Insurance
Requirements
40
Attachment 17 — Statement Regarding Contract Terms and Conditions
41
Attachment 18 — Vendor Agreement (if applicable)
29
Attachment 19 - Exceptions to the RFP
The following attachments are included for reference only and therefore do not require any action by the
vendor.
Page #
Item
12
Attachment 1 —
Agenda Preparation Workflow
13
Attachment 2 —
RFP Submittal Checklist (this document)
30-33
Attachment 14
- Insurance Requirements Schedule J
35-39
Attachment 16
— City of Dubuque Contract Terms and Conditions
PAGE 13 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 3 - Transmittal Letter
A letter of transmittal briefly outlining the vendor's/proposer's understanding of the work shall be
submitted.
The transmittal letter should be:
• On company letterhead
• Signed by an official in your organization authorized to bind the vendor to all statements, including
services and prices, contained in the proposal.
• State the length of time the proposal terms remain firm, which must be for a minimum of 120 days from
the proposal due date.
• Please note that an unsigned cover letter will cause rejection of the proposal.
PAGE 14 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 4 - Vendor Statement
By submitting a response, the vendor acknowledges that the vendor is acquainted with the terms, scope,
and requirements of the project based on the information contained in this RFP and any addendums. Any
failure by the vendor to be acquainted with available information will not relieve the vendor from the
responsibility for estimating properly the difficulty or cost of successfully performing the work available.
The City is not responsible for any conclusions or interpretations made by the vendor on the basis of the
information made available by the City.
All issued addendums, listed by the vendor below, have been acknowledged and are included in our
response. Proposals that do not acknowledge addendums may be rejected.
PRINTED NAME OF AUTHORIZED AGENT (TITLE)
SIGNATURE OF AUTHORIZED AGENT DATE
PAGE 15 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 5 - Company Background
Complete one form for each firm included in the proposal.
CompanyBackground
Company Name:
Location of corporate headquarters:
Name and Title of Contact Person:
Phone Number of Contact Person:
Email Address of Contact Person:
Regional office closest to the City of Dubuque
(if applicable):
Vendor Experience
# of years in business:
# of years providing systems similar to this
proposal:
Customer Base
# of public sector clients using proposed system:
# of public sector clients using proposed system
in Iowa:
About the Company
Number of Total Employees:
Number of Employees Supporting Product
(Maintenance and Support) (if applicable):
Number of Employees Dedicated to Product
Development (if applicable):
Any current litigation in process:
Security Breach Events occurring in the past 24
months:
PAGE 16 OF 42
Nu
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 6 - Reference Form
Please provide at least three (3) references for other customers with installed systems of the software that
you are proposing who are similar to our requirements. The references should include the following
information:
• Name of Client
• Address
• Contact Name
• Title
• Phone
• E-mail
• Date of system implementation
• Length of time Client has utilized the system
PAGE 17 OF 42
Nu
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 7 - Functional Requirements
Vendor must reply to all features outlined with an appropriate response indicating whether your
application supports (Y) or does not support (N) the feature.
If an additional explanation is necessary for any response to the following questions, the vendor may
submit additional documentation to elaborate. Additional documentation must include the heading
Attachment 7 — Functional Requirements — Supplemental Information and reference the specific
question that you are providing additional information on.
Agendai
Feature
Y/N
Secure Log -in available allowing login for users
City Clerk is centralized administrator
Ability for City Clerk to create user accounts
Ability for City Clerk to delete user accounts
Ability for City Clerk to generate password resets for users
Ability to establish "Creator" roles for users in which users can create
agenda items for a specific department
Ability to establish "Approver" roles for users in which users can
create and approve agenda items for a specific department
Ability to establish specific privileges for certain users (i.e. Executive
Assistant to the City Manager can replace documents that were
approved in the department -level workflow)
Ability for users with "Approver" status to reject agenda items
Client -defined approval workflows that can be edited by the City
Clerk
Users can create and submit agenda items in all major web browsers
(Chrome, Safari, Microsoft Edge, Firefox)
Ability to create and approve agenda items via desktop, tablet, and
smartphone
Ability for City Clerk to edit the agenda via desktop, tablet, and
smartphone
Support for multiple meetings
Support for multiple types of meetings (i.e. regular sessions, special
sessions, etc.)
Ability to create meeting templates
Ability for City Clerk to modify meeting templates
Document tracking/history of each agenda item beginning to end in
real time
Ability to reorder agenda items via a drag and drop option
Ability to reorder attachments within each agenda item via a drag and
drop option
Dashboard for City Clerk to track the status of every agenda item in
the routing process
Dashboard shows high-level status of each agenda item (ex. draft,
pending, approved)
Agenda items in the dashboard view are numbered based on their
PAGE 18 OF 42
Nu
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
order on the agenda
Ability to move or copy agenda items from one meeting to another
Ability for multiple users to edit the agenda simultaneously (i.e.
multiple users can submit agenda items simultaneously; City Clerk can
edit agenda titles and descriptions while users are submitting and
approving agenda items)
Ability for City Clerk to create agenda titles and descriptions for each
agenda item
Spell check enabled when creating agenda titles and descriptions
Ability for City Clerk to select the "Suggested Disposition" for each
agenda item from a pre -defined drop -down menu
Ability for specific users to edit agenda items at any time in the review
process
Supports multiple file formats for attachments, including MS Word,
MS Excel, and PDF
E-mail notifications to system users:
Password resets
Agenda item rejected for edit/correction
Approvers notified when agenda items are pending approval
Agenda can be downloaded as a PDF
Cover page automatically generated for each agenda item that lists
agenda item title, agenda item description, and suggested disposition
Agenda packet generated as a PDF that includes all agenda cover
pages and attachments for each agenda item
Access to the agenda for City Council members via secure log -in
Ability to amend the agenda after it has been made public
Public facing agenda includes a webpage version containing
hyperlinks to all agenda items and associated attachments
Attachments can be downloaded from the public facing agenda
Public facing agenda is available in all major web browsers (Chrome,
Safari, Microsoft Edge, Firefox)
Public facing agenda is available via desktop, tablet, and smartphone
eature Y/N
Client -defined template
Template can be edited by the City Clerk
PAGE 19 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Meeting Minutes Tracker
Feature
Y/N
Offering automatically included in proposal of agenda management
system (i.e. not a separate offering and cost from an agenda
management system)
Client -defined template
Template can be edited by the City Clerk
One -click creation from agenda
Record Roberts Rules of Order Actions (motions, seconds, etc.)
Record votes
Record real-time notes
Additional Items
Feature
Response
List the maximum number of end users allowed
to access the system
List the maximum number of meetings that can
be created
List all file formats accepted for attachments
uploaded to agenda items (i.e. Microsoft Word,
Microsoft Excel, PDF, Outlook Message
Format, etc.)
List the maximum file size for attachments
uploaded to agenda items
List what file formats attachments will
download in when selected from the public
facing agenda (i.e. (i.e. Microsoft Word, PDF,
etc.)
PAGE 20 OF 42
Nu
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 8 - Integration with Applications and Third -Party Systems
Please confirm via the following table whether your proposed system is compatible with Laserfiche, the
City's Website, and Cablecast meeting manager.
Laserfiche
Question EMI
Is the vendor's system dependent on a
specific feature of a document
management environment? (Y/N)
If answered "Y" to the above question,
can the system be integrated with
Laserfiche?
Is there anything the City should be aware
of regarding the vendor system's potential
integration or interaction with Laserfiche?
City Website
Question
Response
Is the vendor's system dependent on a
specific feature of the City's current
website environment? (Y/N)
If answered "Y" to the above question, is
integration with the City website
possible?
Can the public facing agenda webpage be
imbedded in a City of Dubuque webpage?
(Y/N)
Is there anything the City should be aware
of regarding the vendor system's potential
integration or interaction with the City
website?
MeetingCablecast Manager
Question NoResponse
Is the vendor's system dependent on
video stream functionality? (Y/N)
If answered "Y" to the above question, is
integration with Cablecast possible?
Is there anything the City should be aware
of regarding the vendor system's potential
integration or interaction with Cablecast?
Is the agenda output compatible with
Cablecast display?
PAGE 21 OF 42
Nu
M OF
-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 9 - Technical Specifications
Please respond to the following questions. You may attach additional pages if responses do not fit within
the designated fields. Additional documentation must include the heading Attachment 9 — Technical
Specifications— Supplemental Information and reference the specific question that you are providing
additional information on.
SpecificationsTechnical
Network and Device Access
Desktop requirements
Mobile options supported (Apple iPad app,
Android App, Surface, other tablets that have been
tested)
Hosting Environment — please describe the
hosting environment including location of the
hosts, replication and database environment used
Optimal and minimum network requirements
Which web browsers are supported?
What, if any, requirements for remote support are
needed? (ie VPN, GoToMyPC)
PAGE 22 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Recurring Service (recommended backups,
routine database administration, performance
tuning, other system maintenance, etc.)
Identify any licenses, hardware, or other products
not included in this proposal that would be
required to operate at a reasonably expected
performance level for any of the proposed
solutions contained in this proposal
Security
What security tools are provided in software?
Identify data encryption approach used
Does system support single sign on?
PAGE 23 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Disaster Recove
What is your disaster recovery plan and
methodology for maintaining high availability
including physical security and number of failover
sites?
Network Bandwidth
What are the bandwidth requirements for optimal
performance?
City Responsibility for Installation and Maintenance
Please identify the exact tasks that the City of
Dubuque must perform and/or be responsible
for to accomplish the installation and
maintenance of the system, if any.
PAGE 24 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 10 - Implementation Plan
Provide a brief overview of your implementation methodology and expected timeframe for this project
including resources the City is required to provide in terms of time and tasks that will be assigned to the
City.
PAGE 25 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 11 - Training
Provide an overview of proposed training plan/strategy, specifying how and when training is to be
delivered for administrators and end -users.
• Vendor must provide at least one training of end -users and one training of administrators.
Trainings can be web -based. Include costs for such in Attachment 13 — Price Proposal.
• Describe training resources that are available to end -users, including videos and manuals/user
guides and include costs for such in Attachment 13 — Price Proposal.
• Explain any roles and responsibilities the City is expected to provide for the training effort
including, but not limited to, training coordination, training material development, training
delivery, etc.
PAGE 26 OF 42
Nu
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 12 - Ongoing Support
The proposal should specify the nature of on -going support. Support must be minimally available during
the City's "normal" business hours which are Monday - Friday, 8:00 a.m. - 5:00 p.m. Central Time Zone
with options stated for "after hours support." Please provide information about the support your
organization provides. You may attach additional pages if responses do not fit within the designated
fields. Additional documentation must include the heading Attachment 12 — Ongoing Support —
Supplemental Information and reference the specific question that you are providing additional
information on.
What are the options for technical assistance
(phone/web-based help)
Describe the tracking system for ensuring requests
are promptly addressed. Please include the service
level agreement with response times to issues and
how issues may be given priorities (ie low,
medium, high) with description of response
expectations and contract obligations.
Escalation process for support tickets
What hours are technical support staff available?
Frequency and delivery mechanism for new
software releases
Notification and delivery method for bug fixes and
patches
PAGE 27 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Notification of application down time (both
planned and unplanned) with updates on status
Define any service level options and/or disclose
which services are included in the annual
maintenance fees and which are optional.
PAGE 28 OF 42
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 13 - Price Proposal
Please provide pricing in the following format:
1. Software and Annual Maintenance Cost
2. Implementation Cost
a. Please specify any training costs as part of implementation costs
3. Please specify any other costs (either annual or one-time)
4. Total 1St year cost (implementation + software/annual maintenance)
5. Total 2' year cost (software/annual maintenance)
6. Please specify when billing occurs (quarterly, annually)
PAGE 29 OF 42
THE CITY OF
DT T E REQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
lJ CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 14 - Insurance Requirements Schedule J
INSURANCE SCHEDULE J
shall furnish a signed certificate of insurance to the City of Dubuque, Iowa for
the coverage required in Exhibit I prior to commencing work and at the end of the project if the
term of work is longer than 60 days. Contractors presenting annual certificates shall present a
certificate at the end of each project with the final billing. Each certificate shall be prepared on
the most current ACORD form approved by the Iowa Department of Insurance or an equivalent
approved by the Director of Finance and Budget. Each certificate shall include a statement under
Description of Operations as to why the certificate was issued. Eg: Project # or Project
Location at or construction of
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of
these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance
shall be considered a material breach of this agreement.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and maintain during
the performance of work insurance for the coverages described in this Insurance Schedule and
shall obtain certificates of insurances from all such subconsultants and sub-subconsultants.
Contractors agree that they shall be liable for the failure of a subconsultant and sub-
subconsultant to obtain and maintain such coverages. The City may request a copy of such
certificates from the Contractor.
6. All required endorsements shall be attached to certificate of insurance.
7. Whenever a specific ISO form is listed, required the current edition of the form must be used, or
an equivalent form may be substituted if approved by the Director of Finance and Budget and
subject to the contractor identifying and listing in writing all deviations and exclusions from the
ISO form.
8. Contractors shall be required to carry the minimum coverage/limits, or greater if required by law
or other legal agreement, in Exhibit I. If the contractor's limits of liability are higher than the
required minimum limits then the provider's limits shall be this agreement's required limits.
9. Contractor shall be responsible for deductibles and self -insured retention.
PAGE 30 OF 42
THE CITY OF
DT T E REQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
lJ CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
INSURANCE SCHEDULE J (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products -Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG 00 01 or business
owners form BP 00 02. All deviations from the standard ISO commercial general
liability form CG 00 01, or business owners form BP 00 02, shall be clearly
identified.
2) Include ISO endorsement form CG 25 04 "Designated Location(s) General
Aggregate Limit" or CG 25 03 "Designated Construction Project (s) General
Aggregate Limit" as appropriate.
3) Include endorsement indicating that coverage is primary and non-contributory.
4) Include Preservation of Governmental Immunities Endorsement. (Sample
attached).
5) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers. Use ISO form CG 20 26.
6) Policy shall include Waiver of Right to Recover from Others endorsement.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A Statutory —State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Coverage B limits shall be greater if required by the umbrella/excess insurer
OR
Nonelection of Workers' Compensation or Employers' Liability Coverage under Iowa
Code sec. 87.22. Completed form must be attached.
PAGE 31 OF 42
THE CITY OF
DT T E REQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
lJ CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
INSURANCE SCHEDULE J (continued)
D) UMBRELLA/EXCESS LIABILITY $1,000,000
Umbrella/excess liability coverage must be at least following form with the underlying
policies included herein (General Liability, Automobile, Workers Compensation).
E) PROFESSIONAL LIABILITY $1,000,000
Provide evidence of coverage for 5 years after completion of project.
F) CYBER LIABILITY $1,000,000
_X_ yes _ no
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
PAGE 32 OF 42
THE CITY OF
DT T E REQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
lJ CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that the purchase
of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any
of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa
Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurer further agrees that this policy of insurance shall cover only those
claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it
now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa
Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting
any defense of governmental immunity, and may do so at any time and shall do so upon the timely written
request of the insurer.
4. Non -Denial of Coverage. The insurer shall not deny coverage under this policy and the insurer
shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for
reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of
the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
PAGE 33 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 15 - Statement Indicating Ability to Meet Insurance
Requirements
Please verify that the vendor is able to meet the City's insurance requirements for professional services.
(See Attachment 15: Insurance Schedule J — Appendix D.) Submittal of insurance documents as part
of this RFP is not required.
Statement
Y/N
The Vendor has read and understands Attachment 15 and is able to meet the
Ci 's insurance requirements for professional services.
PAGE 34 OF 42
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 16 - City of Dubuque Contract Terms and Conditions
CITY OF DUBUQUE STANDARD TERMS AND CONDITIONS
ACCELERATED PAY DISCOUNTS - Accelerated discounts should be so stated on the bid submittal
page. If quick pay discounts are offered, the City reserves the right to include that discount as part of the
award criteria. Prices must, however, be based upon payment in net thirty (30) days after receipt, inspection
and acceptance. In all cases, quick pay discounts will be calculated from the date of the invoice or the date
of acceptance, whichever is later.
ADA COMPLIANCE
1. The Contractor shall comply with all applicable provisions of the Americans with Disabilities Act
(Public Law 101-336, 42 U.S.C. 12101 et seq.) and applicable Federal regulations under the Act.
2. Bids for design, construction, programs, policies and concessions of any type shall comply with
the 2010 Standards for Accessible Design, the ADA title II regulation, Section 504 of the 1973
Rehabilitation Act, and similar statutes and regulations prohibiting discrimination on the basis of
disability.
3. The Contractor shall ensure that its websites and all online services, including those websites or
online services provided by third parties upon which Dubuque relies to provide services or content,
comply with, at minimum, Web Content Accessibility Guidelines - WCAG 2.0 AA.
ASSIGNMENT - The City and the Contractor each are hereby bound and the partners, successors,
executors, administrators and legal representatives of the City and the Contractor are hereby bound to the
other party to the Contract and to the partners, successors, executors, administrators and legal
representatives (and said assigns) of such other parry, in respect of all covenants, agreements and
obligations of the Contract. Any assignment or attempt at assignment made without prior written consent
of the City shall be void.
BID CURRENCY/LANGUAGE - All bid prices shall be shown in US Dollars ($). All prices must remain
firm for the duration of the Contract regardless of the exchange rate. All bid responses must be submitted
in English.
BID FORM - Each bidder must submit an original bid and additional copies as required on the forms
attached. The bidder shall correctly sign the bid, and the bid may be rejected if it shows any omissions,
alterations of the form, additions not called for in the bid, or any irregularities of any kind. In case of a
discrepancy between the unit price and the extended price, the unit price shall prevail.
BID INFORMATION IS PUBLIC — The bid and all documents submitted with any bid shall become
public documents subject to Iowa Code Chapter 22, which is otherwise known as the "Iowa Open Records
Law". By submitting the bid any document to the City of Dubuque in connection with a bid, the submitting
party recognizes this and waives any claim against the City of Dubuque and any of its officers and
employees relating to the release of any document or information submitted. Each submitting party shall
hold the City of Dubuque and its officers and employees harmless from any claims arising from the release
of any document or information made available to the City of Dubuque arising from any opportunity. Bid
information requested by the public or other bidders will be provided in an alternative format if the requestor
is a person with a disability and requires an alternative form for comprehension.
BID REJECTION OR PARTIAL ACCEPTANCE - The City reserves the right to accept or reject any
or all bids or parts thereof. The City further reserves the right to waive technicalities and formalities in
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_EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
bids, as well as to accept in whole or in part such bids where it is deemed advisable in protection of the best
interests of the City.
CONFLICT OF INTEREST - The Contractor represents, warrants, and covenants that no relationship
exists or will exist during the Contract period between the Contractor and the City that is a conflict of
interest. No employee, officer or agent of the Contractor shall participate in the selection or in the award
if a conflict of interest, real or apparent, exists. The provisions of Iowa Code ch. 68B shall apply to the
Contract. If a conflict of interest is proven to the City, the City may terminate the Contract, and Contractor
shall be liable for any excess costs to the City as a result of the conflict of interest. The Contractor shall
establish safeguards to prevent employees, consultants, or members of governing bodies from using their
positions for purposes that are, or give the appearance of being, motivated by the desire for private gain for
themselves or others with whom they have family, business, or other ties. The Contractor shall report any
potential, real, or apparent conflict of interest to the City.
CONTRACT DOCUMENTS — The Contract Documents are this Contract, the Request for Bids, the
Contractor's Bids, and the following additional documents, if any:
In the event of a dispute with respect to any term or condition in the Contract Documents, they shall be
interpreted in the following order: this Contract, the Request for Bids, the Contractor's Bids, and the
following additional documents, if any:
DISPUTES - Should any disputes arise with respect to the Contract, the Parties agree to act immediately
to resolve such disputes. Time is of the essence in the resolution of disputes. The Contractor agrees that,
the existence of a dispute notwithstanding, it will continue without delay to carry out all of its
responsibilities under the Contract that are not affected by the dispute and the City shall continue to make
payment for all Work properly performed. Should the Contractor fail to continue to perform its
responsibilities regarding all non -disputed work, without delay, any additional costs incurred by the City
or the Contractor as a result of such failure to proceed shall be borne by the Contractor. The unintentional
delayed payment by the City to the Contractor of one or more invoices not in dispute in accordance with
the terms of the Contract will not be cause for Contractor to stop or delay Work.
FORCE MAJEURE - Force majeure shall be any of the following events: acts of God or the public enemy;
compliance with any order, rule, regulation, decree, or request of any governmental authority or agency or
person purporting to act therefore; acts of war, public disorder, rebellion, terrorism, or sabotage; floods,
hurricanes, or other storms; strikes or labor disputes; or any other cause, whether or not of the class or kind
specifically named or referred to herein, not within the reasonable control of the party affected. A delay in
or failure of performance of either party shall not constitute a default hereunder nor be the basis for, or give
rise to, any claim for damages, if and to the extent such delay or failure is caused by force majeure. The
party who is prevented from performing by force majeure shall be obligated, within a period not to exceed
fourteen (14) days after the occurrence or detection of any such event, to give notice to the other party
setting forth in reasonable detail the nature thereof and the anticipated extent of the delay, and shall remedy
such cause as soon as reasonably possible, as mutually agreed between the parties.
INDEMNIFICATION - To the fullest extent permitted by law, the Contractor shall indemnify and hold
harmless the City, its officers and employees, from and against all claims, damages, losses and expenses,
including but not limited to attorneys' fees, arising out of or resulting from performance of the Contract,
provided that such claim, damages, loss or expense is attributable to bodily injury, sickness, disease or
death, or injury to or destruction of property, including loss of use resulting therefrom, but only to the extent
caused in whole or in part by negligent acts or omissions of the Contractor, or anyone directly or indirectly
employed by the Contractor or anyone for whose acts the Contractor may be liable, regardless of whether
or not such claim, damage, loss or expense is caused in part by a party indemnified hereunder.
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CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
LAWS AND REGULATIONS - The Contract shall be governed, interpreted and enforced in accordance
with all applicable federal, State of Iowa, and local laws, ordinances, licenses and regulations and shall
apply to the Contract throughout, as the case may be. The Contractor certifies that in performing the
Contract it will comply with all applicable provisions of the federal, state, and local laws, ordinances,
licenses and regulations. Venue for any action arising out of this Contract shall be the Iowa District Court
for Dubuque County, Iowa.
METHOD OF AWARDING - The City reserves the right to make awards based on the entire bid or on
an item by item basis. However, if Contractor's bid is based on an "all or none" condition, the City may
consider its bid non -responsive and reject the entire bid.
NO GIFT STANDARD - The City of Dubuque is committed to upholding the highest ethical standards in
all of its business practices. This standard recognizes the need to avoid even the perception of improper
gifts or favors to employees. Therefore, all suppliers have been asked to abide by the City's "No Gift"
standard. The "No Gift" standard also applies to all offers of discounts or free items at any place of business
targeted toward a City employee and not available to the general public, regardless of the value.
NON -COLLUSION STATEMENT - Neither the Contractor, nor anyone in the employment of the
Contractor, has employed any person to solicit or procure the Contract nor will the Contractor make any
payment or agreement for payment of any compensation in connection with the Contract. There is no
contract, agreement or arrangement, either oral or written, expressed or implied, contemplating any division
of compensation for Work rendered under the Contract or participation therein, directly or indirectly, by
any other person, firm or corporation, except as documented in the Contract. Neither the Contractor, nor
anyone in the employment of the Contractor, has either directly or indirectly entered into any agreement,
participated in any collusion or otherwise taken any action in restraint of free competitive procurement in
connection with the Contract.
NON-DISCRIMINATION AND EQUAL OPPORTUNITY - All Contractors that engage in contracts
with the City of Dubuque, Iowa agree as follows: The Contractor will not discriminate against any employee
or applicant for employment because of race, sex, color, creed, ancestry, national origin, marital status,
Familial status, religion, age, disability, sexual orientation, gender identity, genetic information, status with
regard to public assistance, status as a veteran or any classification protected by federal, state, or local law,
(Protected Classes) except where age and sex are essential bona fide occupational requirements, or where
disability is a bona fide occupational disqualification. Such action shall include, but not be limited to the
following; (a) Employment, (b) Upgrading, (c) Demotion or transfer, (d) Recruitment and advertising, (e)
Layoff or termination, (f) Rate of pay or other forms of compensation, and (g) Selection for training,
including apprenticeship. The Contractor further assures that managers and employees comply with both
the spirit and intent of federal, state, and local legislation, government regulation, and executive orders in
providing affirmative action as well as equal opportunity without regard to the protected classes, as stated
above. The Contractor will include, or incorporate by reference, the provisions of the nondiscrimination
clause in every contract or subcontract unless exempt by the rules, regulations or orders of the City and will
provide in every contract or subcontract that said provision will be binding upon each Contractor..
REGULATORY AGENCY COMPLIANCE - Compliance with laws and regulations set forth by
regulatory agencies is required. These agencies include, but are not limited to, OSHA — Occupational
Safety & Health Agency, EPA — Environmental Protection Agency, ICC — Interstate Commerce
Commission, DNR — Department of Natural Resources, and DOT — Department of Transportation. The
City of Dubuque expects that Contractors will offer expertise on conformance of regulations applying to
the products they sell and the Work they perform.
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CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
RIGHT TO PROTEST - Anyone wishing to file a protest concerning (1) the specifications, (2) the bid
procedure or (3) the award of the Contract must do so in writing in accordance with the City's Protest by
bidders which is found in the City's purchasing policy
SAFETY DATA SHEETS - The Hazard Communication Standard (HCS) requires chemical
manufacturers, distributors, and importers to ensure that each container of hazardous chemicals leaving the
workplace is labeled, tagged, or marked and to provide Safety Data Sheets (SDS) to communicate the
hazards of hazardous chemical products. It is the chemical supplier's responsibility to determine which
products are covered and to provide SDS with the initial shipment. It is also the chemical supplier's
responsibility to provide any updated or revised SDS, as they become available for any products sold and
delivered to the City of Dubuque. City of Dubuque employees shall not accept a shipment of any chemical
that does not have a SDS attached or currently on file. Safety Data Sheets shall be available in alternative
formats if the requestor is a person with a disability and requires an alternative format for comprehension.
SUBCONTRACTING - All Subcontractors shall be listed in the Contract or in a written amendment to
the Contract.
SUSPENSIONS AND DEBARMENT - The Contractor hereby certifies, pursuant to 2 CFR pt. 180 and 2
CFR pt. 3000, that neither it nor its principles are presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in the Contract by any federal agency. The
Contractor further certifies that it is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in any contracts with the City of Dubuque or the State
of Iowa.
TAXES - The City of Dubuque is exempt from sales tax and certain other use taxes. Any charges for taxes
from which the City is exempt will be deducted from invoices before payment is made.
TERMINATION OF CONTRACT - The City may terminate the Contract at any time for any reason with
or without cause. In that event, all finished or unfinished Work, reports, materials(s) prepared or furnished
by the Contractor under the Contract shall, at the option of the City, become its property. If the Contract is
terminated by the City as provided herein, the Contractor shall be paid for all Work which has been
authorized, provided, and approved up to the effective date of termination. The City will not be subject to
any termination fees from the Contractor.
WARRANTIES - WORK - The Contractor shall perform Work for the City pertaining to the Project as
set forth in the Contract.
Contractor represents that the Work and all of its components shall be free of defects; shall be performed
in a manner consistent with other Contractors in a similar industry and application; and shall conform to
the requirements of the Contract.
Contractor shall be responsible for the quality, technical accuracy, completeness and coordination of all
Work performed under the Contract. Contractor shall, promptly and without charge, provide all corrective
Work necessary as a result of Contractor's acts, errors, or omissions with respect to the quality and accuracy
of the Work.
Contractor shall be responsible for any and all damages to property or persons as a result of Contractor's
acts, errors, or omissions, and for any losses or costs to repair or remedy any Work undertaken by City
based upon the Work as a result of any such acts, errors, or omissions.
Contractor's obligations shall exist without regard to, and shall not be construed to be waived by, the
availability or unavailability of any insurance, either of City or Contractor.
WARRANTIES - INTELLECTUAL PROPERTY - Contractor represents and warrants that all the
materials and Work produced, or provided to the City pursuant to the terms of the Contract shall be wholly
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CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
original with the Contractor or that the Contractor has secured all applicable interests, rights, licenses,
permits or other intellectual property rights in such materials and work. The Contractor represents and
warrants that the materials and Work, and the City's use of same, and the exercise by the City of the rights
granted by the Contract shall not infringe upon any other work or violate the rights of publicity or privacy
of, or constitute a libel or slander against, any person, firm, or corporation. The Contractor further
represents and warrants that the materials and Works does not infringe upon the copyright, trademark, trade
name, trade dress patent, statutory, common law or any other rights of any person, firm or corporation or
other entity. The Contractor represents and warrants that it is the owner of or otherwise has the right to use
and distribute the Work contemplated by the Contract.
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 17 - Statement Regarding Contract Terms and Conditions
The proposer must indicate that they have read and understand Attachment 16 — City of Dubuque
Contract Terms and Conditions, and agree to include the clauses that are listed in Attachment 16 in the
final signed contract. Any exceptions to the Contract Terms and Conditions by the Vendor must be
clearly stated in Attachment 19 — Exceptions to the RFP.
Statement
Y/N
The Vendor has read and understands Attachment 16 - City of Dubuque
Contract Terms and Conditions and agrees to include the clauses that are
listed in Attachment 16 in the final signed contract.
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THE CITY OF
DT T E REQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
lJ CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 18 - Vendor Agreement
If the vendor requires an agreement, then a copy of the agreement should be submitted as Attachment 18.
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-EREQUEST FOR PROPOSALS FOR AGENDA AND MEETING MANAGEMENT SYSTEM
CITY OF DUBUQUE, IOWA
Masterpiece on the Mississippi
Attachment 19 - Exceptions to the RFP
Vendors may take exception to certain requirements in this RFP. Please document any exceptions via the
following table. Add any additional line items for exceptions as necessary and reference any explanatory
attachments within the line item to which it refers. The City, at its sole discretion, may reject any
exceptions or specifications within the proposal.
RFP Section #,
Page #
Exception
Explanation of why
this is an issue for
you
Your proposed
alternate to meet the
City's needs
1
2
3
4
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