CITIZEN REPORTING & ENGAGEMENT TOOL
| Agency: | City of Keller |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| Posted Date: | Apr 4, 2024 |
| Due Date: | Apr 25, 2024 |
| Solicitation No: | 24-004A |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
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Contact Information
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Request for Proposals
Citizen Reporting & Engagement Tool
RFP# 24-004A
Page 1
Responses Due:
April 25th, 2024
2:00 p.m.
Central Standard Time
Submit Proposals to:
City of Keller
Attn: Jocelyn Wittrock
1100 Bear Creek Parkway
Keller, TX 76248
Table of Contents
Section 1
Section 2
Section 3
Section 4
Section 5
Appendix B
INTRODUCTION………………………………………………………………………………………………………..3
1.0 Introduction
1.1 Objectives
1.2 Background
1.3 Contract
ADMINISTRATIVE INFORMATION………………………………………………….…………………………5
2.0 Procurement Schedule
2.1 Questions, Requests for Clarification, and Suggested Changes
SCOPE OF WORK……………………………………………………………………………………………………..6
3.0 Scope
3.1 Scope of Services
3.2 Out of Scope
3.3 Responses to Functional/Technical Requirements
3.4 System Integrations and Interface Development
3.5 Testing and Launch Strategy
3.6 Traing Requirements
3.7 System Acceptance
3.8 Warranty
3.9 Software Maintenance
3.10 Standards for City Acceptance of Deliverables
3.11 Supporting Documentation
3.12 Cost and Payment Terms
3.13 Data Protection
3.14 Host Service
3.15 Firewall and Network Security
3.16 Business Continuity
3.17 Post-Termination Requirements
3.18 Cyber Risk Insurance
3.19 Internet and Mobile Compatibility
3.20 Liquidated Damages
3.21 Liquidated Damages Calculations
3.22 Liquidated Damages and Waiver
3.23 Project Management
FORMAT AND CONTENT OF OFFER……………………………………………………………………….17
4.0 Instructions
4.1 Part One Proposal/Contract Forms Format of Proposal Contents
EVALUATION..………….…………………………………………………………………………………………..20
5.0 Introduction
5.1 Evaluation Criteria
5.2 Other Considerations
PAST PERFORMANCES FORM………………………………………………………………………………..22
STANDARD TERMS AND CONDITIONS
Page 2
REQUEST FOR PROPOSAL
FOR
Citizen Reporting & Engagement Tool
RFP NUMBER 24-004A
SECTION 1
INTRODUCTION
1.0 INTRODUCTION
The City of Keller is soliciting proposals for a citizen reporting solution and information portal providing mobile application,
web platform, and texting capabilities, preferably a Software as a Service (SaaS) solution. A new tool will allow the city to
upgrade citizen reporting capabilities with the latest technology. The solution will also interface with the city's existing
work order-generating software, Lucity, ESRI, and various Granicus and Tyler Technologies applications, with opportunities
for future connections as city technologies change.
1.1 OBJECTIVES
Objectives are:
• Provide a free downloadable app for Apple and Android devices, allowing branding for the app and weblink
for the City of Keller
• Solution shall have a mobile, web and texting platform for residents to report issues
• Mobile platform will offer essential informational connections to news items, calendar entries, story maps,
contact information and other website top hits
• Integrate with Esri GIS for GPS location by address or X/Y coordinate
• Allow residents to attach photos and short videos to issue reports and other form submissions
• Offer two-way integration with the City's existing applications
• Ensure all data, including photo and video submissions, are transmitted and stored securely
• Provide opportunities for the city to share alerts with users, including through push notifications
• Solution will preferably be provided as Software-as-a-service (SaaS)
• Allow in-house configuration of issue types and workflows to fit city department needs
• Provide Service Level Agreement (SLA) for support response time, system availability, integration availability,
data protection and security
1.2 BACKGROUND
City of Keller
The City of Keller is strongly committed to providing excellent service at the best value to taxpayers. Like cities nationwide,
Keller operates with tight resources, lean staff, and increased community expectations for value, accountability and
transparency. As a result, it is more important than ever that Keller ensures taxpayers receive the most efficient and cost-
effective delivery of high-quality city services.
Page 3
This project will select and implement a citizen reporting tool for Keller residents to inquire and report their queries/issues.
This tool will include a mobile app for Apple and Android devices as well as web-based and texting platforms and will
interface with the existing applications that city staff utilize for daily operations. With a community population of
approximately 47,000 residents, we would anticipate adoption by 5,000-10,000 users.
1.3 Contract
The contract period will be THREE (3) years from the award date, with payments made annually. The City has the option
to renew the contract for TWO (2) additional years in one-year increments. Pricing for the optional renewal periods will
be negotiated prior to award. In the event the vendor decides to discontinue support before the contract renewal period
ends, the city has the option to renew on a month-to-month basis for up to a year to transition to another tool.
The selected vendor will also be asked to provide pricing for future customizations for a potential add-on time and
materials contract, allowing the City to respond quickly to changing community needs and desires.
The vendor acknowledges and understands that this contract is not effective until it has received all the requisite city
approvals, and the vendor shall not begin performing work under this contract until notified to do so by the city. The
vendor is entitled to no compensation for work performed before the effective date of this contract.
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SECTION 2
ADMINISTRATIVE INFORMATION
2.1 Procurement Schedule
The following dates are set forth for informational and planning purposes; however, the City reserves the right to change
the dates.
RFP Schedule
RFP Release Date
Last day for Questions Due
Proposals Due
Short List Letter Issued
Oral Presentations/Site Visits
Mayor and Council Finalist Presentation
Mayor and Council Approval
April 4, 2024
April 18, 2024
2 p.m. April 25, 2024
May 7, 2024
May 13-30, 2024
June 4, 2024
June 18, 2024
2.2 Questions, Requests for Clarification, and Suggested Changes
Vendors are invited to submit written questions and requests for clarifications regarding the RFP. Vendors may also submit
suggestions for changes to the requirements of this RFP.
The questions, requests for clarifications, or suggestions must be submitted to the Ionwave Procurement portal by the
date specified in the RFP Schedule above.
Page 5
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