Electronic Filing System

The Vendor is required to provide to manage, administer and improve upon the City’s current electronic filing portal for City employees, candidates, lobbyists, and other designated filers (City’s Current System).
- Storage of approximately 50 GB hosted by the contractor with the following information stored:
•    2674 active filers
•    377 lobbyist firms
•    254 lobbyist organizations
- System Include:
•    Platform: Solution must be capable, at a minimum, of being deployed on android, iOS and windows operating systems for all desktops and mobile devices.
•    Usability: Solution must deliver the capability of being intuitive to use, promote the adoption of the solution by users, and provide a high level of functionality and adaptability.
•    User experience: Solution must deliver an experience to the filer and public users that is uncomplicated, with simplified navigation, with understandable user inputs.
•    User support guides: Solution must be capable of providing (or linking to) a help guide to the end user relevant to the task that is being performed such as the instruction sheet of a filing.
•    File hosting:  ability to host statements of economic interests (form 700), lobbying forms, agency forms, ab1234 certificates, and campaign forms (redacted and original)
•    File formats:  ability to support formats such as .CAL, .doc, .DOCX, .html .PNG, .jpg, or .pdf.
•    Performance. Solution performance must not be degraded during synchronizing actions as to remain maintain the public view of filings. 
•    User administration: allow for various levels of administrative users with specific restrictions related to the actions that each user type can make. 
•    Data retention. Solution must have the ability to archive data securely while maintaining compliance with data retention policies and regulations. 
•    File retention: proposed solution must follow federal, state, and local requirements for retention and disposition (deletion) of electronic files. 
•    System administration. Solution must have the ability to provide office of the city clerk staff the ability to remove admin user access and provide a report of users with information such as type of access and role, and status. 
•    Audit trail data fields:  Solution logs should include at a minimum: old data, new data, date and time of change, and user who made the change
•    historical view option:  show available filing history including transactions for a particular filer, lobbyist, or committee as an optional and expandable view
•    Quarterly lobbyist report. Solution must have a built-in report for lobbyists that details the quarterly filing requirement to identify  non-filers, activity expenses, municipal decisions lobbied by organization lobbyists, municipal decision lobbied by lobbying firms, new registrations, terminations, expenditure lobbyist reports filed, and lobbyist reporting no activity during that quarter. 
•    Filing compliance reports. Solution must have reports related to late filers, outstanding filers, and non-filers as well an agency compliance report to identify when the filing was due by, when the filing was entered, and when, and if, the filing was received. 
•    Payment verification report. Solution provides automated reporting of failed payments. 
•    Quarterly lobbyist report notification. Solution allows a templated notification to be sent to subscribers and attach the quarterly lobbyist report in pdf or .csv or .XSL file.
•    Ab1234 ethics certificate compliance report: proposed solution must track learning certificates of individual filers and report last training day and upcoming or overdue training.
•    Active filer list. Solution must have an active filer list that has the filer name, position, and title. 
•    Link checking: Solution provides automated and recurring review of internal links to ensure viability (e.g., broken links).

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: August 05, 2025