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FINAL SOW REQUEST FOR PROPOSAL Combined Community Engagement and Community Sentiment Software TABLE OF CONTENTS General: Community Profile Scope of Services Evaluation and Award General 1. COMMUNITY PROFILE - DENTON GENERAL INFORMATION A. Brief Description of Denton The City of Denton has an estimated population of 139,869, and is in the northern portion of the Dallas/Fort Worth Consolidated Metropolitan Statistical Area (CMSA). It is part of the Dallas/Fort Worth Metroplex and is situated at the apex of a triangle based on Dallas (37 miles to the southeast) and Fort Worth (35 miles to the southwest), providing excellent access to and from all parts of the area. Scope of Services VISION: The City of Denton is seeking a software platform designed to help local governments gather and analyze community sentiment for more informed decision-making. Our goal is to utilize this type of software to significantly enhance our data-driven decision-making as well as our ability to understand and respond to resident needs. Integrating all possible channels of resident feedback into a centralized platform would create a hub for collecting and analyzing resident sentiment, allowing us to see past an often-vocal minority and capture a more accurate and holistic picture of community perspectives. This comprehensive approach would not only benefit Marketing and Communications but also provide invaluable insights for Executive Leadership, enabling them to make data-driven decisions that align with the City Council’s vision for Denton. During this process, staff will make a short list of vendors and at the evaluation teams’ discretion, conduct software demonstrations may be conducted upon request. 1. PURPOSE The purpose of the software is to combine the following functionalities in one space: • SaaS Platform for gathering and processing organic feedback from channels throughout the community and translating that data into quickly digestible analysis and personalized insights, including: o Full integration with all data sources provided by vendor o Unlimited projects, automated anomaly highlights, automated reports, digests and media mentions. o Publishing and scheduling to social media accounts and collecting engagement analytics on official (agency operated) social media channels. o Recurring, online survey measuring resident satisfaction, with data always viewable from a live dashboard and representative results aggregated into a report at least once a year. This SaaS platform should also provide: • Diverse opportunities for the community to share their feedback. • Diverse methods for measuring the community’s feelings on certain topics. • Variety of videos, documents, image galleries, key dates, project lifecycles, and other information tools to educate, build confidence in City projects or programs and drive participation. • An expansion the City’s engagement programs to include an online option to empower the community to collaborate with staff and stay informed on important projects impacting our city. • Data reporting tools to understand community sentiments behind feedback. 2. SCOPE OF SERVICES REQUESTED Consultant may be requested to provide various services from time to time, including but not limited to the following: 1. Compile reports to present to Denton leadership staff that analyze resident sentiment, allowing staff to see past an often-vocal minority and capture a more accurate and holistic picture of community perspectives. These reports should provide invaluable insights for Executive Leadership and enable them to make data-driven decisions that align with the City Council’s vision for Denton. 2. Participate in regular, set, customer success check-ins 3. Provide subject matter expertise on the direction and scope of a survey or community engagement project 4. Proposal a. Please provide a descriptive overview of your software. b. Identify all methods of community sentiment collection and address how the platform meets the purpose outlined above. c. List all reporting capabilities. d. An a la carte price breakdown of all software modules within the platform. BUDGET: Please note the services requested are not guaranteed. The City of Denton reserves the right to request the expansion of services on an as-needed basis. Evaluation and Award 1. EVALUATION CRITERIA a) Proposed project scope and content (FACTOR: 20%). The respondent's understanding of the objectives and scope of the requested services of the primary areas in a clear and concise written expression. The respondent will provide a sample or demonstration of the cost of service as part of the evaluation criteria. b) Past performance and experience on projects, including municipal experience, rate design, and model development (FACTOR: 30%). The respondent's successful experience in projects within the primary areas, like the scope of work requested in this RFP, will be a significant consideration. Based on the past performance of the individual project personnel and the respondent, the City of Denton will determine if the respondent has the track record to provide the required services in successfully administering similar projects. c) The Respondent's experience, qualifications, and key personnel are available for this project (FACTOR: 30%). The respondent's qualifications in terms of experience, service capability, and resources will be reviewed to assess the ability of the respondent to complete the project assignment. The firm’s ability to provide professional and technical expertise and supervision will be a significant consideration. The qualifications and experience of the individuals directly assigned to the primary areas are major evaluation factors to consider. When evaluating the respondents, their professional credentials and direct experience on similar projects will be considered. Experience with other municipal projects and with municipal requirements and procedures will also be considered in the evaluation process. d) Schedule for this service as defined in the scope of work (FACTOR: 10%) Proposed schedule for completion of the scope of work. e) Price, Total Cost of Ownership (FACTOR: 10%) The price of items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.