Active SLED Opportunity · WASHINGTON · CITY OF SAMMAMISH
AI Summary
City of Sammamish seeks proposals for a cloud-based website and digital services platform. Contract duration will be negotiated post-selection. Electronic bid submission required. Question deadline is July 31, 2026; proposal due August 17, 2026.
Once a vendor has been selected, contract duration will be negotiated. **Solicitation Type**: RFP - Request for Proposal (Informal) **Source ID**: PU.AG.USA.2672054.C17414126 **Piggyback Contract**: No **Question Acceptance Deadline**: 07/31/2026 06:00 PM EDT **Questions are submitted online**: Yes **Bid Submission Type**: Electronic Bid Submission **Solicitation Number**: RFP-0000000020 **Reference Number**: 0000431052 **Pricing**: In attached document **Bid Documents List**: | Item Name | Description | Mandatory | Limited to 1 file | |---|---|---|---| | Bid Documents | Documents defining the proposal | Yes | No | **Questions and Answers**: | Question | Answer | |---|---| | Is Attachment B (Functional and Technical Requirements table) to be submitted as a stand-alone/separate file upload from the technical proposal? | Answered in Communication 1 | | Is the City interested in electronic voting for council members? | Answered in Communication 1 | | Does the city receive many written public comments ahead of the meetings and do you have many people who sign up to speak at the meetings? | Answered in Communication 1 | | Does the City want Closed Captioning on the live stream and on-demand video? | Answered in Communication 1 | | Does the City expect to have more than 500 existing meeting videos to import into a new system? | Answered in Communication 1 | | Can the City define the criteria it is looking for in a "311 Digital Experience" in relation to both the agenda and meeting management platform and public records requests? | Answered in Communication 1 | | How are items routed and approved? | Answered in Communication 2 | | Are there any parts of the process happening outside of the current solution? If so, what are they? | Answered in Communication 2 | | How are items tracked as they move from meeting body to meeting body? | Answered in Communication 2 | | How many forms and services do they see themselves digitizing? | Answered in Communication 2 | | How many Service requests come through the 311 solution now? | Answered in Communication 2 | | How do you want resident self services to flow? | Answered in Communication 2 | | Does the City use a permitting & licensing solution yet? | Answered in Communication 2 | | Did the City include "video streaming" in its definition of "meeting management" when compiling the RFP? | Answered in Communication 2 | | Does the City want to have integrated video solutions proposed with agenda management? | Answered in Communication 2 | | Are ADA concerns spurring any/all of these requirement inclusions? | Answered in Communication 2 | | Does code compliance fall under the 311 umbrella at the agency? If so, are CE complaints handled in See.Click.Fix., MyBuildingPermits, or a work order management system? If the latter, who does the City use for EAM? | Answered in Communication 2 | | How many databases/platforms do you see 311 being able to connect with via integration - just EAM, or other platforms that relate to 311 services in some way? | Answered in Communication 2 | | Has the city considered other CRM platforms or functionality? | Answered in Communication 2 | | How many PDRs does the City get in a year? Does the City process PDRs for the police? What percentage of those come from other law enforcement/governmental agencies? Are subpoenas (duces tecum) handled differently than PDRs? | Answered in Communication 2 | | Regarding engagement, is the City considering hiring a contractor, or is it planning to be manage initiatives with in-house teams? If in-house teams will be responsible, what level of support is the City looking for from a vendor to facilitate these initiatives? | Answered in Communication 2 | | Regarding interactive agent(s), does the City have any use cases in mind that the agents should be able to accomplish or help site visitors do? | Answered in Communication 2 | | Does the City want vendors to propose a hosting solution, or will the vendor procure hosting separately? | Answered in Communication 2 | | The RFP identifies Recreation Management as an area of "Significant Interest," while also noting the City currently utilizes PerfectMIND for class registrations, event registrations, and facility reservations. Can the City clarify whether Recreation Management is within the scope of this procurement, or whether vendors should simply describe their capabilities? If the City is considering replacement of PerfectMIND, could it provide additional information regarding the modules currently in use, desired future functionality, and whether pricing for a replacement recreation management solution is requested? | Answered in Communication 2 | | The RFP identifies Codification Management and Publication as an area of "Significant Interest." Should vendors include pricing for codification services as part of this proposal, or should responses be limited to describing available capabilities and integration options unless the City intends to include codification within the initial project scope? | Answered in Communication 2 | | For modules identified as "Significant Interest" or "Possible Interest," but not listed as required, should vendors complete all associated functional requirements and provide pricing, or is it acceptable to identify these solutions as optional future phases that would require additional discovery and scoping? | Answered in Communication 2 | | Can the City confirm which modules will be included in the evaluation and vendor selection for this procurement? Specifically, will evaluations be limited to the core implementation identified in the RFP (Website/CMS, Council Agenda Management, and Public Records Portal), or will proposals for Recreation Management, Codification, and other "Significant Interest" modules also be evaluated as part of the initial award? | Answered in Communication 2 | | Is the City looking to self-manage, partially manage, or have a vendor fully manage the video process of its meetings? | Answered in Communication 2 | | Is this City looking to replace Permitting and Licensing too? | Answered in Communication 2 | | How many hours of closed captioning/audio descriptions would the City need? | Answered in Communication 2 | | Is the City seeking ongoing full-service codification, including the incorporation and publication of newly adopted ordinances? In addition, is the City interested in a full legal review and update of the existing Municipal Code through a recodification project? | Answered in Communication 2 | | The RFP indicates a website deployment before April 2027. Does this deadline apply only to the Website/CMS, or to all requested modules, including Public Records and Council Management? Can the City identify which modules are considered Phase 1 versus future implementation phases? Is Microsoft Entra ID (Azure AD) the City’s preferred identity provider for Single Sign-On, and are there any MFA or security compliance requirements vendors must meet? What internal City resources will be assigned to the project (business owners, content authors, IT staff, and SMEs), and what level of participation is expected during implementation, testing, and content migration? Is the City's primary objective to replace the existing Umbraco website, or to implement an integrated digital services platform that includes Website/CMS, Public Records, Council Management, and other future modules? What is your Budget? | Answered in Communication 2 | | Who is the City's Payment Processor? | Answered in Communication 2 | **Communications**: - Communication No.2: Q & A for RFP-0000000020 Website and Digital Services. — Q&A Document 2.pdf - Communication No.1: Questions and Answers — Q & A Communication 1.pdf
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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