The vendor is required to provide a public engagement software solution that enables citizens to stay informed about upcoming municipal projects and initiatives while offering multiple interactive methods for providing feedback.
- The solution should foster transparent communication, encourage meaningful community participation, and support diverse engagement channels to ensure accessibility for all citizens.
- The software service provider will consist of the following:
• Supply and implement a public engagement system which will include all necessary licensing and support;
• Provide professional services to implement the public engagement system;
• Provide training and documentation;
• Provide post implementation support; and
• Have the ability to migrate content from previous platform to new platform.
- Project management
• The software service provider shall assign a project manager who will be responsible for the management, oversight, delivery and coordination of the project and any associated issues.
• The period from contract initiation, through to the end of the solution acceptance period, the project manager shall provide bi-weekly project status reports, which at a minimum shall include:
o Significant work plan activities performed during the reporting period.
o Identifying project risks and documenting recommendations to mitigate such risks;
o Significant work plan activities planned for the next reporting period;
o Deliverables expected to be completed in the next reporting period;
o Identifying problems or issues and tracking status of problems/issues;
o Compiling project notes and comments.
- Project resources
• Provide well-trained technical, support staff that are knowledgeable in the proposed solution, its features, configurations, and integration capabilities;
• Participate in meetings with city staff;
• Communicate the delivery schedules of all solution delivery implementations to allow the city the ability to track installation and coordinate testing and acceptance.
• The delivery shall correspond to the mutually agreed upon project implementation plan
• Implement all aspects of the solution, to support implementation and “go-live” of the solution.
• Coordinate all project related activities through the city’s designated project manager, and not through members of the user community groups or technical project team members.
- Contract Period/Term: 1 year