RFP - Agenda and Meeting Management System for Harris County

Harris County is seeking to procure an Agenda and Meeting Management System through Solicitation No. 26/0075, with performance scheduled to commence on or about October 1, 2026, and continue for a one-year term. The contract is for IT services focused on business process transformation, system integration, and digital workflow management aligned with the County's operational needs. Proposals must be submitted electronically via the Bonfire portal or in hard copy to 1111 Fannin, 12th Floor, Houston, TX 77002, by 2:00 P.M. Houston time on June 22, 2026, with late submissions strictly disqualified. The solicitation requires vendors to demonstrate compliance with Harris County’s Minimum Information Technology Vendor Controls List, including adherence to NIST, HIPAA, PCI, ISO/IEC 27001, and SSAE 18 standards, and vendors handling protected health information must be prepared to execute a Business Associate Agreement. Evaluation will be conducted using a trade-off process based on nine factors: functional and technical requirements (each weighted 25%), maintenance and support (15%), project management plan (10%), pricing (10%), training (5%), qualifications and experience (5%), vendor presentations or demos (5%), and cybersecurity controls as a mandatory pass/fail criterion. The vendor must provide key personnel resumes, a comprehensive project management plan, and detailed pricing via the required BidTable BT-59GQ, with delivery and performance occurring entirely at Harris County facilities in Texas. Acceptance of deliverables will be determined solely by Harris County within ten business days of receipt, with an obligation to correct deficiencies within fifteen days and remediate latent defects at no cost to the County. The system must include 24x7 support with a minimum one-year warranty following go-live, role-based access controls, simultaneous edit locks, automated notifications, and full compliance with the Texas Public Information Act. Vendors are required to certify M/WBE participation through recognized programs and provide Good Faith Efforts documentation if target goals are not met; they must also carry a minimum of $1,000,000 in liability insurance with waiver of subrogation in favor of the County and are prohibited from charging sales or use taxes. Payment will be processed by the Harris County Auditor’s Office upon submission of properly itemized invoices referencing the purchase order, with no electronic invoicing system specified. No contract