Request for Proposal. Meeting Management & Records Management System

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1 Request for Proposal Meeting Management & Records Management System Municipality of South Huron 322 Main Street South P.O. Box 759 Exeter, ON N0M 1S6 Attention: Genevieve Scharback Corporate Services Manager/Clerk Telephone: Page 1

2 Table of Contents Introduction... 3 Closing Date and Time... 3 Inquiries / Contact Information... 3 Proposal Requirements... 3 Scope... 3 Rights Reserved by Municipality... 4 Proposal Content... 4 Accessibility... 4 General... 4 Evaluation Process... 5 Evaluation of Submissions... 5 Decision... 5 Engagement... 6 Schedule... 6 Meetings/Training... 6 Payment... 6 Municipal Freedom of Information... 6 Respondent Information... 7 Page 2

3 1. Introduction The Municipality of South Huron is located in Huron County in Southwestern Ontario and has a population of approximately 10,000. The Municipality was formed in 2001 as a result of amalgamation consisting of the former Townships of Stephen and Usborne and the Town of Exeter. The Municipality of South Huron is committed to being open and transparent to the public and to retaining and preserving the records of the municipality and its local boards in a secure and accessible manner. This Request for Proposal (RFP) is to invite proposals from respondents for the provision and implementation of a Records Management System and Meeting Management System, following the requirements of the Municipal Act, 2001, the Municipal Freedom of Information and Protection of Privacy Act, and the principles of The Ontario Municipal Records Management System (TOMRMS), for the management of records within the municipality and the efficient flow of information to and from meetings. Closing Date and Time: The proposal must be submitted electronically in.pdf format to no later than 1:30 p.m. on April 20, The date and time stamp on the Municipality s received will be the official submission time. The subject line should read: Records Management System RFP Inquiries / Contact Information: Please direct any inquiries regarding the proposal to: Genevieve Scharback, Corporate Services Manager/Clerk Telephone: ext Oral clarifications do not form part of the RFP document. Any modifications to the document will be in the form of an addendum which will be posted on the municipal website, 2. Proposal Requirements Scope: The Municipality of South Huron Meeting Management System shall apply to all meetings of the Council of the Corporation of the Municipality of South Huron and shall address the creation and distribution of agenda packages, track follow up actions required, and improve the provision of meeting information to Council members, staff and members of the public through the municipal website. Page 3

4 The Municipality of South Huron Records Management System shall apply to all records in the custody and control of the Council and it s committees, municipal administration and the local boards of the municipality, regardless of their physical medium and shall recognize that records are valuable corporate assets needed to support effective decision making, to meet operational requirements and to protect legal, fiscal, historical and other interests of the municipality. Rights Reserved by Municipality: The Municipality reserves the right, without prejudice, to reject any or all proposals, and to determine its own judgement the proponent best qualified to undertake this contract. The lowest cost proposal will not necessarily be accepted. The Municipality is not liable for any costs incurred in the preparation of proposals. Proposal Content: The proposal should include the following information: a) The profile of the firm. b) A sample list of the firm s current and prior projects of similar nature. c) The names and phone numbers of previous municipal clients that may be contacted as references. d) The total cost of the project, excluding HST. e) The firm s quality control procedures to ensure timely and thorough deliver of the project. f) Annual costs for software licensing and/or support, as well as any annual cost escalation factors. g) A detailed implementation plan, including timeline expectations. h) Training provided with the implementation plan as well as costs for additional training and any additional costs related to training. i) Page 7, Respondent Submission must be signed and accompany proposal. Accessibility: Content created by the software implemented to be published to the public via the municipal website must meet the accessibility standards as required by the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). General: Provide a brief explanation of why your firm should be selected with specific, detailed and verifiable information. Please include any information that may be a benefit and is not otherwise clarified in the RFP. Page 4

5 Evaluation Process: Proposals submitted will be evaluated by an Evaluation Committee consisting of the Municipality of South Huron Chief Administrative Officer, Corporate Services Manager/Clerk and Financial Services Manager/Treasurer. The Municipality reserves the right to request additional information or clarification from proponents, or to allow corrections or omissions. Evaluation of Submissions: Proposals may be evaluated for, but not limited to, the following categories; Meeting Management Price Reverences rating Data storage Customer Support Initial set-up and training Additional training/coaching Published agendas and minutes Agenda building Agenda, minute and report templates Tracking/reporting templates Automated Meeting Follow-ups Meeting document tracking Works with Microsoft Office Agenda annotation on Ipad or PC/laptop Posting agendas, minutes on website Meeting calendar updates on website notification option for public and/or media Context searching across all documents Records Management Searching record database Multi-department availability Integrated TOMRMS classification system and retention schedule Record destruction tracking Manage records regardless of their medium Record label printing Import data from existing EXCEL database Decision Selection of a firm is expected to occur within one (1) week of the closing date. Page 5

6 3. Engagement Schedule, Meetings, Assistance The Selection Team, along with other members of Municipality of South Huron staff, will become the Project Team throughout the term of the engagement. The Project Team will work with the successful proponent to schedule meetings, (in person, by conference call or via internet), as necessary to: a) reach the expected milestones and completion dates set out in the proposal, as well as to clarify questions; and b) enhance understanding and address concerns/questions of the Project Team throughout the implementation process. Invoicing and Payment All payments will be made in response to invoices itemized in accordance with the final signed contract, based on work described in the scope of the project. Should a significant increase or decrease occur in the scope of work to be conducted by the firm during the terms of the engagement, the firm must discuss this change with the Project Team and must provide a firm quote of the impact of such change on fees, if any, prior to the commencement of any additional work. Municipal Freedom of Information and Protection of Privacy Any personal information collected by or on behalf of the Municipality under this Request for Proposal is subject to the Municipal Freedom of Information and Protection of Privacy Act. The information provided to the municipality may be used to confirm certain information provided in the submissions for this project. The person submitting this proposal consents to such collection and use of the information. The person submitting this proposal acknowledges the proposal is a public document and that the information contained in the proposal may become public and consents to the release of that information. By responding to this Request for Proposal, respondents waive any challenge to the Municipality s decision in this regard. Questions regarding the collection, use or disclosure of information should be directed to the Corporate Services Manager/Clerk. Page 6

7 Respondent Submission: Supply of Meeting Management and Records Management System I certify that the information provided in this RFP Response Document is true and complete. Legal Company Name: Respondents Signature: Respondents Printed Name: Respondents Title: Business Phone: Page 7

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