Multi Site Emergency Communication and Training System and Websites Services

The Vendor is required to provide a company to design, develop, and deploy three public-facing regional websites—each serving a specific program—with a secure backend.
- The system should also support inquiry management, dissemination of public information, search engine exclusion to prevent indexing by crawlers, and emergency communication management across three department grant-supported focus areas.
- Project Objectives
•    Develop and deploy three branded, accessible, mobile-responsive public websites, each serving program-specific audiences.
•    Enable secure login and role-based access for vetted users, ensuring protected access to confidential and grant-related materials.
•    Provide user-friendly tools that support communication, inquiry management, and training logistics.
•    Ensure interoperability with key enterprise and emergency management systems, including Microsoft 365, Esri ArcGIS Online, and future third-party integrations via documented APIs.
•    Implement robust security, compliance, and service-level standards to protect sensitive information and ensure reliable performance.
•    Deliver comprehensive support, training, and documentation for system deployment, maintenance, and future scalability.
- This platform will enable administrators, volunteers, and stakeholders to collaborate effectively from any location, while ensuring secure, compliant, and reliable service delivery.
- The solution must provide a secure, cloud-based, software-as-a-service (SaaS) platform with the following core capabilities:
•    Content creation, management, and publishing, including intuitive, mobile responsive web content management supporting multiple program sites.
•    Role-based security, including granular access controls, authenticated sessions, and audit logging to protect sensitive content.
•    Collaboration and inquiry handling, including tools to support stakeholder communication (e.g., bulk emails, contact groups, surveys/forms with conditional logic) and inquiry management across program audiences.
•    Integration and interoperability, including compatibility with enterprise systems, such as Microsoft 365 and Esri ArcGIS online, with documented APIS for future integrations.
•    Scalability and performance, including infrastructure designed for unlimited users, high availability, and disaster recovery.
•    Accessibility and compliance, including conformance with section 508 / WCAG 2.1 AA standards and department/act cybersecurity guidance and automated machine translation or manual translation workflows.
- The solution must deliver platform-level functionality that enables consistent and secure use across all program websites, including:
•    Secure sign-in and role-based access with multifactor authentication (MFA), dashboards, notifications, and audit logging.
•    Document and inquiry management with centralized routing, upload/download tracking, and expiration-based file access.
•    System setup and migration, including device pre-installation (as needed); default profiles; and transfer of existing files, contacts, and materials.
•    Custom programming support to accommodate program-specific workflows (e.g., training tracking, department reporting, secure file submission portals, optional e-signature integration).
- Secure Content Protection
•    Authenticated session access: secure files and pages must require login; direct URLS must not bypass controls.
•    Search engine exclusion: restricted content must be excluded from indexing by crawlers using server-side controls (robots.txt alone is insufficient).
•    Granular role-based permissions: access control at page, folder, and document levels; example roles include public, volunteer, participant, admin, power user, and reviewer.
•    Native file security: files must be secured within the platform removing the current necessity to add security to individual files.
•    Audit logging: all secure file access logged (date, user, action). Logs must be exportable for compliance reviews.
- Integration and Interoperability
•    Single sign-on (SSO): the platform must support single sign-on through the city enterprise identity provider (Microsoft azure active directory). This capability is a required condition for it security compliance and must be fully implemented as part of system deployment.
•    Collaboration suites: support for Microsoft 365 (including azure ad SSO, calendar, file storage, and team’s integration) or equivalent enterprise platforms.
•    Geospatial systems: Esri ArcGIS online (AGOL) integration to embed interactive maps, display live data feeds, and provide secure access to geospatial datasets and dashboards.
•    API access: documented restful APIS or equivalent to enable integration with third-party systems (e.g., WebEOC, Everbridge, state/local alerting platforms).
•    Extensibility: vendor must provide a process for requesting, configuring, and testing new integrations throughout the contract.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 17, 2025