Request for Information - Agenda Management, Meeting Video Streaming, and Boards & Commissions Information Systems

Agenda Management, Meeting Video Streaming, and Boards & Commissions Information Systems

The City of Lake Forest (City) is seeking information from qualified and experienced firms to assist the City in the development, administration, implementation of a comprehensive Agenda Management System (AMS), Meeting Video Streaming, and Board and Commissions Information Systems. The City’s AMS is critical to providing timely and transparent information to the public regarding all public meetings conducted by the City.

This Request for Information (RFI) has three (3) main components:

1. Agenda Management,
2. Meeting Video Streaming; and
3. Boards & Commissions Information Systems

The Agenda Management function, which is utilized for City Council and Boards and Commissions, allows staff to create and process administrative reports, assemble and produce agendas, create meeting minutes, provide public access and search functionality, and allows the City Clerk to manage meetings in real time.

Video Streaming provides the community with access to both live and recorded public meetings for City Council and Boards and Commissions, including timestamping to facilitate easy navigation to stored video content.

Boards and Commissions Information Systems compiles information and data related to meeting dates, commissioner terms and application data.

Proposers will have the opportunity and flexibility to submit a proposal for one component, a combination of two components, or all three components as described above.

Project goals include improving online customer service, public accessibility to information, and increasing civic participation and communication regarding the City’s programs and services. The City is seeking information for a solution that is versatile, forward-thinking, service-based, responsive, easy to update, intuitive, capable of adapting to new technologies and open government applications, with a flexible content management system (CMS) that integrates with various 3rd party applications in use throughout the City.

About the City

The City of Lake Forest is located in southern Orange County, California, in the area commonly referred to as the Saddleback Valley, with a population of approximately 85,000. It is the County's thirty-first city and the second largest city within the Saddleback Valley, encompassing 16.6 square miles. The City of Lake Forest's fiscal year begins on July 1 and ends on June 30.

The City was incorporated in 1991, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected by district. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members. The Council meets on the first and third Tuesdays of each month.

City Hall is located at 100 Civic Center Drive, Lake Forest, California 92630. The telephone number is (949) 461-3400, and the fax is (949) 461-3511. The City website address is http://www.lakeforestca.gov .