RFP 2840A Agenda Management System
| Agency: | Marin County |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Sep 22, 2023 |
| Due: | Oct 13, 2023 |
| Solicitation No: | 2840A |
| Publication URL: | To access bid details, please log in. |
| Category: | Professional Services |
| Proposal Number: | 2840A |
| Issue Date: | September 22, 2023 |
| Project Description: |
The County of Marin is seeking a software solution to automate our Agenda Management process and
Board Meeting Calendar Management, addressing aspects including but not limited to submissions, approvals, rejections, and finalizing of Board approvals. |
| Project Information: | RFP 2840A Agenda Management |
| Question Submittal Date: |
09/29/23
2:00 PM |
| Submission Due By: |
10/13/23
2:00 PM |
| Contact: | Email Jorge Molina for more information. |
| Delivery Address: | Electronic bids can be submitted on the Bid Express website [External] . |
Attachment Preview
THE MARIN COUNTY CLERK OF THE BOARD/CAO
REQUEST FOR PROPOSAL (RFP) #2840A
AGENDA MANAGEMENT SYSTEM
September 22, 2023
On behalf of the joint effort of the Marin County Administrator and the Clerk of the Board, the Marin
County Procurement Division is seeking to contract for Agenda Management services as described in
this solicitation.
Proposal packages will be received through Friday, October 13, 2023 UNTIL 2:00PM local time, via
Bid Express®
Any proposer who wishes their proposal to be considered is responsible for making certain that the
completed proposal, including all RFP documents, is submitted through Bid Express®.
Copies, alternative formats and auxiliary aids of this RFP will be made available upon request by
contacting Jorge Molina in the Procurement Division at JMolina@marincounty.org.
The County of Marin does not discriminate on the basis of race color, religion, creed, sec, age,
marital status, national origin, mental or physical disability, political belief or affiliation, veteran
status, sexual orientation, gender identity (including gender expression), genetic information, and
any other class of individuals protected from discrimination under state or federal law in any of its
activities or operations. This includes, but is not limited to, hiring and firing of staff, selection of
volunteers and vendors, and provision of services. We are committed to providing an inclusive and
welcoming environment for all members of our staff, clients, volunteers, contractors,
subcontractors, vendors and clients.
The County of Marin is committed to developing and supporting diverse, equitable, and inclusive values within all aspects of its operations. By
conducting business for or with the County, you are representing your commitment to rejecting inequities in employment, services, and practices by
ensuring fair and equitable treatment for all.
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TABLE OF CONTENTS
TABLE OF CONTENTS
2
INSTRUCTIONS TO PROPOSERS
5
General Project Description
5
Pre-Proposal Conference
5
Solicitation Questions
5
Submittal Requirements
5
Timeline of Events
5
Opening of Proposals
6
Informed Proposers/ Examination of Documents
6
Nomenclatures
6
Interpretation, Correction
6
Prices, Negotiations and Mistakes
6
Withdrawal of Proposal
7
Terms of the Offer
7
GENERAL PROVISIONS
8
Responsible Parties
8
Award of Contract
8
Award Evaluation Criteria
8
Preferences
9
Supplier Performance Management Program (SPMP)
9
Addenda
10
Change Orders
10
Invoicing and Payment
10
COUNTY OF MARIN BOARD OF SUPERVISORS
10
Assignment and Subcontracting
10
Force Majeure
11
Nondiscriminatory Employee
11
Fair Employment Provisions
11
Cancellation of Contract
12
2
Termination for Default – Time Extension for Delay
12
Termination for Convenience
12
Nuclear Free Zone
12
Damages
13
Living Wage
13
Cooperative Agreement
13
Joint Procurement
13
Independent Proposer
13
Non-Appropriation of Funds
14
Compliance or Deviation to Specifications
14
Governing Laws
14
Insurance
14
Debarment and Suspension Certification
14
Conformity with Law and Safety
15
Attorney’s Fees
15
Proposer Agreement to Terms and Conditions
15
Right to Audit
16
California Public Records Act (CPRA)
16
Taxes
16
Tax, California Non-Resident Income and Franchise Tax Withholding
16
PROJECT INFORMATION
17
Background
17
General Conditions
17
Submittal Requirements
17
Contract Term
18
Pricing
18
Minimum Qualifications/Experience Requirement
18
Information Security and Compliance (ISC) Requirements
18
SCOPE OF WORK
21
Project Specifics
21
3
Key Goals/Capabilities
21
Technical Requirements
22
Project Timeline
23
EXCEPTIONS TO THE SCOPE OF WORK
24
OFFER
25
SCHEDULE OF PROPOSED FEES
26
REFERENCES AND PERFORMANCE
27
STATEMENT OF QUALIFICATIONS
28
DEBARMENT AND SUSPENSION CERTIFICATION
29
NON COLLUSION DECLARATION
30
TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID
30
LOCAL BUSINESS PREFERENCE CERTIFICATION
31
WORKFORCE PREFERENCE CERTIFICATION
32
ATTACHMENT I
33
SOLICITATION DOCUMENTS TO BE RETURNED
39
4
INSTRUCTIONS TO PROPOSERS
General Project Description
The County of Marin is seeking a software solution to automate our Agenda Management process and
Board Meeting Calendar Management, addressing aspects including but not limited to submissions,
approvals, rejections, and finalizing of Board approvals.
Pre-Proposal Conference
There will not be a pre-proposal conference scheduled by the County.
Solicitation Questions
Proposers may submit questions regarding this solicitation via Bid Express® no later than 2 pm local time
on Friday, September 29, 2023.
Emailed, phone calls and faxed questions will not be accepted.
Answers to all questions concerning this solicitation will be posted on Bid Express® on Thursday, October
5, 2023. It is the responsibility of all interested proposers to access the website for this information.
Submittal Requirements
The Marin County Department of Public Works has transitioned its bidding processes to the Bid
Express® online platform. Bidders can access current solicitations and a how-to guide for first-time Bid
Express users on the County of Marin Bid Express home page at
https://www.bidexpress.com/businesses/53528/home. Bidders must register for a free Bid Express
account to view project solicitations; download bid documents; see the plan holder’s list and submit
bids/responses.
Copies and alternative formats of the solicitation documents, including the option for paper submittals will
be made available upon request by contacting Jorge Molina, Procurement, JMolina@marincounty.org.
The County of Marin reserves the right to reject any and all proposals and to elect not to enter into any
contract for the services described in the scope of work. The County reserves the right to make multiple
awards of this proposal. The County of Marin also reserves the right to request clarification of information
from the proposer.
Timeline of Events
The County of Marin will make all attempts to adhere to the following timeline.
Release of RFP
Deadline to submit Questions
Responses to Questions
Proposal Submission Deadline
Friday, September 22, 2023
Friday, September 29, 2023 – No Later than 2PM Local Time
Thursday, October 5, 2023
Friday, October 13, 2023 – No Later than 2PM Local Time
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For more information, please visit the Publication URL Web page.
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