RFP 258-26 Council Meeting Agenda/Meeting Management Solution

Agency:	City of Riverton
State:	Utah
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541519 - Other Computer Related Services 541618 - Other Management Consulting Services
Posted Date:	Aug 5, 2026
Due Date:	Aug 18, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

description	opening date	closing date
RFP 258-26 Council Meeting Agenda/Meeting Management Solution	August 04, 2026 :	August 18, 2026 2:00 PM

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Purchasing Department

12830 S Redwood Rd

Riverton, UT 84065

801-208-3175

REQUEST FOR PROPOSAL #258-26

PURPOSE OF REQUEST:

The purpose of this Request for Proposal, hereinafter referred to as RFP, is to establish a contract for

a cloud-based agenda management, meeting management, video streaming, and ADA accessibility

solution for the City’s public meetings.

RESPONSE DATE AND LOCATION:

Offers must be received by 2:00 PM on August 18, 2026.

Offers may be electronically submitted at ccalvert@rivertonutah.gov. The reference number for this

RFP is #258-26. Any proposal that is received after this due date and time will be returned unopened

to the proposer. All proposals and communications relative to this proposal must bear RFP 258-26. If it

becomes necessary to revise the RFP in whole or in part, an addendum will be provided to all proposers

on record who received the original RFP.

ADMINISTRATIVE GUIDANCE:

The information provided herein is intended and designed to provide those interested in responding

sufficient basic information regarding minimum requirements. It is not intended to limit a proposal's

content or exclude any relevant or essential data therefrom. Proposers are at liberty and are

encouraged to expand upon the specification to evidence service capability under any agreement.

The city will not be liable for any cost proposers may incur in the preparation or presentation of this

proposal.

Proposals of the successful firm shall be open to public inspection for a period of ninety (90) days after

the announcement of the selection of the Contractor. Proposals of those who responded but are not

awarded contracts shall not be open to public inspection.

PROPOSAL CONSIDERATION:

An evaluation team will evaluate the submitted proposals. The city reserves the right to: 1) reject

any or all proposals, or to make no award; 2) require modifications to initial proposals; 3) negotiate

or 4) make partial or multiple awards. The city further reserves the right to excuse technical defects

in a proposal when, in the sole discretion of the City, such excuse is beneficial to the city.

The city may award based on initial proposals received, without discussion of such proposals. If

required by the city, a short list of responders may be invited to make presentations/demonstrations

of proposed solution to the evaluation team, other city personnel, as deemed appropriate. To the

extent permitted by law, all documents submitted as part of the proposal will be deemed by the city

as confidential during the evaluation process, and until selection of finalists. There shall be no

disclosure of any information to competing companies prior to award of the contract.

BACKGROUND:

The city currently has an agenda management/meeting management solution and has been satisfied

with the solution. The intent of this RFP is to allow the city to explore what options are available.

Currently, there are approximately 42 to 48 meetings a year where this solution is used

TERMS OF CONTRACT:

The agreement will be in accordance with requirements set forth in the scope and terms of this RFP.

All provisions of the agreement must be in compliance with established State and Local laws and

ordinances of the State of Utah and its political subdivisions.

Any contract or contracts that may arise from this request, will include the attached terms and

conditions and the following:

- Contract term will be for a for a period of five (5) years.

- Contract may be terminated at any time by either party with advance written

notification of at least 30 calendar days, (negotiable, provide proposed

termination terms with proposal response).

- Payment will be made on an annual basis.

SCOPE OF SERVICES:

The successful vendor shall provide, at a minimum, the following:

 Provide a secure, cloud-based agenda and meeting management system capable of creating,

routing, approving, publishing and archiving agendas, agenda packets, minutes, and supporting

documents. Needs to be cloud hosted in the U.S. but does not need to be GOV Cloud.

 Configure and implement the software, including project management, system setup, workflow

configuration, user permissions, administrator training, and end-user training.

 Import historical agenda packets, minutes, videos, and associated meeting records from the

City's existing system while preserving searchable archives and hyperlinks between documents

and meeting recordings.

 Provide live video streaming for City Council, Planning Commission, and other public meetings,

including recording, automatic archiving, and on-demand playback through a public-facing

portal. The city would prefer to stream at a higher resolution than 720p, which is what we are

currently streaming.

 Ability to receive our video/audio stream from our current AV System through SDI or HDMI

input.

 Support integration with the City's existing audiovisual equipment or provide any required

encoder or streaming hardware necessary to deliver a complete streaming solution.

 Provide searchable video indexing that synchronizes agenda items, minutes, timestamps, and

meeting recordings to allow users to navigate directly to specific agenda items.

 Provide ADA-compliant accessibility features, including document remediation or automated

document accessibility tools, such as live and/or automated closed captioning services and

subtitle generation services that meet current and new upcoming ADA and WCAG accessibility

laws/standards.

 Provide a public portal that allows residents to access agendas, packets, minutes, videos, and

related documents through a searchable interface accessible from desktop and mobile devices.

 Allow configurable workflows for agenda item submission, departmental review, approvals,

notifications, and publishing, with user role and permission management.

 Provide unlimited or scalable user licensing for City staff, elected officials, and administrative

users without requiring individual per-user licensing whenever possible.

 Provide secure cloud hosting with routine software updates, system maintenance, backups,

cybersecurity protections, and a minimum 99.9% system availability.

 Provide technical support during implementation and throughout the contract term, including

access to online support resources, customer service, and designated account management.

 Integration Capabilities: Must be able to embed, API or standard connectors to support future

integration with municipal software platforms, document management systems, and municipal

website services.

PROPOSAL FORMAT:

Proposals must be concise and in outline format. Please furnish one (1) original copy and one (1)

committee member copy of your proposal. Both are to be electronic, in pdf format and should not

exceed a file size of 5 MG. The committee member copy is not to include pricing, do not include

anything regarding pricing in the committee member copy; only purchasing will know the pricing during

the scoring, committee members will not know the pricing. Pertinent supplemental information should

be referenced and included as attachments. All proposals must be organized and tabbed to comply

with the following sections. If they are not, they may be rejected. Each tabbed section must clearly

and fully address the subject and be understandable. Failure to do so will negatively impact the

evaluation of your submitted RFP. Proposals should be long enough to expand on the qualifications and

experience; however, lengthy, encyclopedic RFPs are not encouraged. Proposals should not exceed

twenty (20) pages, including covers, dividers and resumes.

Each proposal shall include, at a minimum, the following information:

1. Primary Contact. Provide the name and title of the person who will be the primary contact

and manager for the contract, plus contact phone number(s), email andmailing address.

2. Company Information. Provide an overview of the history of the company, such as, but not

limited to, range of services typically provided, expertise, key personnel and role for each.

Include professional resumes of key personnel and any relevant previous work product as

deemed appropriate by the vendor.

3. Executive summary of the offering. Provide a detailed description of the proposed

solution. The detailed description may include literature, power point slides, etc.

4. Approach, Methodology & Deployment Plan. Review the scope of services and provide a

detailed approach, methodology and timeline for completing the services requested, which

must include implementation schedules, training plans, data migration strategy, and post-

implementation support to ensure a smooth transition from the City's current agenda

management and streaming systems.

5. Proposal Costs:

Provide a price for the following:

- Software solution

- Unlimited users & departments

- Unlimited support

The price should be a “Not to Exceed” lump sum price for:

- The first year’s price, which is to include the deployment/set-up fee and the first-year

software fee.

- The annual renewal fee for four years following the first-year.

Provide a price for the following add-on options:

- Additional 100 GB of Storage (if applicable)

- Any additional add-on options proposed solution may have

6. References. The proposer shall submit a minimum of four (4) references. These should

be of similar City’s or governmental entities that have deployed a similar solution and

must include: The name of the institution, phone number, business address, and the

name of a contact person.

EVALUATION CRITERIA:

All proposals will be evaluated and ranked by a review committee. The selected committee members

will receive an electronic copy of the summited proposal, excluding the costs section. The award of the

contract shall be based upon the following factors and are listed in order of importance of evaluation.

 Proposed Solution (software) - 30%

 Experience and Qualifications (firm and personnel) - 25%

 Cost - 25%

 Approach, Methodology & Deployment - 20%

The city may select a short list of responders to provide a demo of the proposed solution. The city may

require additional information from those vendors chosen for demos.

Understandability and comprehensiveness of information supplied in this RFP will affect the evaluation

of the above criteria.

The City may issue Best and Final Offers (BAFO) after the due date and before the award of the RFP to

make clarifications in the scope of work, changes to contract terms and conditions and/or clarifications

in pricing.

PROPRIETARY INFORMATION:

Proposers are required to mark any specific information contained in their proposal which is not to be

disclosed to the public or used for purposes other than the evaluation of the proposals. A declaration

must accompany the proposal stating the reasons the information should not be disclosed. Any

proposal that is marked confidential in its entirety will be questioned. Pricing and service elements of

the successful proposal will not be considered proprietary. All materials become the property of

Riverton City and may be returned only at the City's option. Proposals submitted may be reviewed and

evaluated by any person, not competing proposers, at the discretion of the City.

ELEMENT INFORMATION:

Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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RFP 258-26 Council Meeting Agenda/Meeting Management Solution

Description

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See Also