Automated Agenda Management System

The City of Rancho Cucamonga is soliciting proposals under RFP #26/27-009 for an Automated Agenda Management System. The objective is to implement a secure, externally hosted, cloud-based system to facilitate the preparation, tracking, modification, and approval of agenda items while enhancing government transparency. Key functional requirements include automated workflow routing with version control, robust word processing for content creation, and a searchable public interface integrated with web-based streaming media. The system must be ADA accessible, support closed captioning, and integrate seamlessly with Granicus meeting management and the Laserfiche electronic document management system. Responses must be submitted electronically via PlanetBids by November 2, 2026, at 9:00 am PST. The selection process is based on a best-value determination, evaluating responsiveness, technical requirements, and competitive pricing, though the lowest price is not guaranteed the award. Successful suppliers must enter into a Professional Services Agreement, obtain a Rancho Cucamonga Business License within five business days of award, and comply with public works prevailing wage requirements per California Labor Code. Required submissions include a detailed project approach, qualifications, and Exhibits A through H, covering conflict of interest, insurance certifications, and debarment status. Payment for undisputed invoices will be made within 30 calendar days of receipt.