The vendor required to provide online engagement website platform will enhance accessibility, inclusivity, and transparency by enabling participation across diverse demographics, encourage meaningful dialogue, and providing city staff with efficient tools to analyze community input.
- Requirements
• Must be accessible to people living with disabilities.
• The platform will be accessible by screen readers and alternative input methods.
• Should have reporting capabilities servicing both internal clients and external public participants, reports are expected to be in an easy-to-access and understand format e.g., include images, charts, word clouds, excel format, power point exports, pdfs and understandable format.
• The ability to export data to excel, csv, an open API, statistical software SPSS.
• Provide the ability to follow-up with participants through the collection of an email into a database, membership and mail system
• Should be accessible across different desktop and mobile devices (pc and mac) for both the programmer and the participant.
• Platform should have responsive design and be adaptive to all device types and screen sizes.
• All functions should be accessible on all devices.
• User experience should be simple and should be straight forward, easy to use and appeal to a broad range of users.
• The solution should have the ability to reach a wide cross-section of citizens, including those who are less experienced in online technologies
• Real time, dynamic dashboard and the capability to display current results directly after the survey has been completed (widgets) functionality.
• Should be a self-serve model capable of addressing customized and quick turn-around needs.
• City has full access to program, deploy surveys and manage analytics internally.
• The ability to maintain a database of members that are invited to surveys – organized through registration of basic demographic formation enabling development of an easy to access contacts database that can be targeted by demographics.
• Ability to send notifications for upcoming collaborations, surveys.
• Participants should have the ability to select topics on which they would like to be contributing and engaged.
• The ability to support anonymous responses.
• Should have the ability to track drop off rates and where they occurred in the survey.
• Should support unlimited users, please outline your platform’s user structure and related fees.
• The city to apply city of branding to user interface screens as well as manage content style sheets.
• The ability to ask an unlimited number of questions and collect an unlimited number of responses (i.e. Completed surveys).
• The following survey capabilities:
o Skip or branching logic (e.g., the answer to one question determines the next questions that are asked).
o Question needs should be addressed while optimizing respondents’ experience by only showing questions applicable and relevant to each.
o Single or multiple-choice answers
o Open-ended (free text) questions, including numeric answers
o Dropdown menu answers with both single and multi-select options
o Radio buttons (mutually exclusive answers)
o Use of scale questions
o Ranking questions
o Use of images in both the question and within the response
o Ability to embed videos
o Crosstab reporting, ability to show relationship between two or more survey questions, side by side comparison show insight into how different groups answered survey questions.
o Mapping question type with the ability to pin locations
o Interactive graphic slider rating scale, e.g., budget allocation, slider will adjust the total overall budget amount and show how the adjusted amount that will be allocated for a given service area will impact another service area.
o Ability for the survey respondents to save as they go, come back to the survey later and complete later without having a log-in (n) should in general, for all question types, have the ability to navigate backward and forward through the survey
o The ability to export the survey into a pdf or word document, including images and formatting.
o The exporting function will be easy to use, (no computer programming knowledge required).
o Users with different skill sets should be able to export and manipulate the data.
o A readable copy of the survey should be available in a common and easy-to-use format (e.g., PDF or MS word) for printing and distribution.
o Randomization of answer choices (e.g., People are presented with the answers sorted in a different order)
o A survey progress tracking bar
o Heat mapping functionality
o Story telling
o Crowd sourcing ability
o Should have a community question board, enable someone in the community to post a question.
o Platform should provide 24-hour support and monitoring of the community question board.
• Provide collaboration capabilities, e.g., Interactive community board, and support self-monitoring where the participant community is able to report inappropriate and bad comments.
• The capability to send a quick poll following completion of the survey to gauge the survey participant experience
• Time awareness capabilities (enable and support year to year comparisons)
• The ability to clone a past survey and make a new survey maximizing efficiencies when conducting surveys that are similar.
• Be able to house a library of pre-set questions, pre- built surveys, with drag a drop technology
• The capability to present a pick list of questions based on category or type, like a catalogue e.g., Transportation, transit, recreation, planning and development, etc.
• The capability for a participant to complete a survey by phone, IVR
• The ability within the tool to link to hyperlinks.
• Have the capability to insert help icons on specific questions as required to be able to provide additional information for the respondent.
• Optional ability for the respondent to submit questions.
• The ability to natively host the survey in multiple languages (i.e., Translation is inherent in the solution not third party or external translation service).
• Any spatial components of the proposed platform such as location data, location intelligence (GIS) should be directly consumable by the city’s GIS platform which includes Esri’s ArcGIS server) or ArcGIS online.
• The capability to integrate or export to other city software applications
• The ability to integrate with captcha or equivalent to prevent spam, multiple and automated bot survey entries.
- Budget: $63,000.00
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 3, 2026
