8151 - Scope of Services and SpecificationsRFP #8151
Scope of Services and Specifications
Data Display and Multimedia Content Display Management
Contents
INTRODUCTION ................................................................................................................................................................................. 2
PRUPOSE OF REQUEST ................................................................................................................................................................................ 2
BACKGROUND INFORMATION ....................................................................................................................................................................... 2
SCOPE OF DESIRED SOLUTION ........................................................................................................................................................... 3
GENERAL ARCHITECTURE ............................................................................................................................................................................. 3
DATA INTEGRATION .................................................................................................................................................................................... 4
SUPPORTED ELEMENTS ................................................................................................................................................................................ 5
SCREEN DEVELOPMENT AND CUSTOMIZATION ................................................................................................................................................. 5
COLLECTION ADMINISTRATION AND DISTRBUTION ............................................................................................................................................ 5
HARDWARE SUPPORT AND INSTALLATION ...................................................................................................................................................... 5
IMPLEMENTATION SERVICES ......................................................................................................................................................................... 6
USE CASE EXAMPLES ......................................................................................................................................................................... 7
RESPONSE REQUIREMENTS ............................................................................................................................................................... 7
SELECTION AND AWARD ................................................................................................................................................................... 8
SERVICE COST .................................................................................................................................................................................... 9
2
Introduction
Purpose of Request
The purpose of this request for proposal (RFP) is to seek proposals from software companies, hardware
companies and their certified implementors to assist in the implementation, deployment and support of a digital
content management systems and displays. The chosen solution will be scalable to meet the City of Denton’s
(“City”) organizational needs today and in the future and provide users with multiple configuration options.
The system will facilitate the collection, presentation and distribution of consistent digital content to multiple
locations throughout the city. The content to displayed could include the following:
• Digital multimedia (images or video)
• Charts, graphs and other data aggregation
• Schedules and calendars
• Text and mixed media articles
This content will need to be displayed in multiple environments and meet location specific needs of different
sizes and aspect ratios.
The system will be evaluated on its ability to meet the business needs to:
• Present content to customers and employees across multiple locations
• Present complex data in a simplified or aggregated format
• Present alerts or recent event data quickly across multiple locations
• Allow administrators to easily and quickly distribute verbal, visual or multimedia content
• Present media and information in a visually appealing manner
• Easily combine content from citywide content creators and department specific content creators
The City will be responsible for providing wireless internet connectivity at each location. It is preferred the
vendor submits a proposal that includes providing all hardware and installation, including the displays, and
mounting. Alternatively, the vendor should provide clear system requirements to meet the needs of the City.
Background Information
The city of Denton is a full-service city. It provides its residents with nearly all public services, including
police, fire, utilities (including electricity, water and wastewater, solid waste, landfill, and recycling), libraries,
street and traffic management, parks and recreational programs, and other services.
The City employs approximately 1,700 full-time, part-time, seasonal, and temporary employees.
3
Scope of Desired Solution
General Architecture
For the purpose of this RFP the following terms will be used: Data, Element, Screen and Collection. This is for
context and consistency within the RFP only. The proposed solution may function differently as long as the
ultimate goals of the City are met.
The system will allow separate administrators to develop and manage a number of screens based on the needs
of their target audiences. Each screen will contain elements (text, images, charts, etc.) arranged in a
customizable layout. Each screen may be intended for specific departments, locations, staff or external
customers. These screens will then be bundled together into a collection that an automated endpoint or user can
consume.
4
Data Integration
Data will be provided from custom data sources developed by the City or directly from third party systems, if
the vendor offers a built-in or fully supported integration. The specifics of the data will be determined during
the initial engagement. The data sources will be a combination of cloud-hosted and on-premise systems. All
integrations are one-directional and facilitated through a read-only connection. Target data will be hosted in a
combination of cloud and on-premise.
Vendor Supported Integrations
The City will strongly consider vendors who offer built-in or fully supported integrations with the specific
systems listed here:
• Kronos/Telestaff
• Microsoft SharePoint Online Lists
• Microsoft Outlook Calendars
• ESO Suite: Scheduling, Incidents, Analytics
• PowerBI Datasets
• Everbridge
• Cisco
In order for an integration to be considered built-in or fully supported, the vendor must be capable of
working directly with the system and their support to configure, deploy and maintain the integration. Please
indicate in your proposal if you have a built-in integration or fully support an integration with any of the
systems above.
Custom Datasources
In order to access data not available through a vendor supported integration, the system must be capable of
pulling data from the following generic sources:
• ESRI GIS Map Services
• MS SQL Databases
• Webhosted JSON data
• sftp hosted flat files
For data provided through custom data sources, the City will be responsible for maintaining the data
provided and providing an authentication method to the vendor. The vendor will be responsible for
accessing and ingesting the data for use in the system.
Data Dictionary Development
A data dictionary will be developed as part of the vendor’s engagement during the scoping of each slide,
datafeed and integration. This data dictionary will define the data points, type, source system and owner of
the data. Example of desired data dictionary-
Table/View Attribute Type Source Owner
Dispatches Time Datetime2 CAD Dispatch
Dispatches Type Varchar(2) CAD Dispatch
Dispatches Status Char(5) CAD Dispatch
Shift Employee_ID Integer Kronos Finance
Shift Employee_Name Varchar(20) JDE HR
5
Supported Elements
The ideal solution will be capable of supporting a wide variety of element types that can be added to each
screen. The City would like to see functionality around the following types:
• Text
• Images
• Video
• Arc Online Maps
• PowerBI Dashboards
• Charts and Graphs
• Embedded Elements (iFrames or javascript objects)
Screen Development and Customization
During the initial engagement the vendor will work with the City to scope, design, develop and implement 30
initial screens. After the initial engagement the City should be capable of creating additional screens, making
modifications to existing screens, or engaging the vendor for developing additional screens. The initial screens
will be developed for the displaying the following content:
• Citywide alerts or announcements
• Department specific news or information
• Upcoming events at a specific location (Hourly, Weekly or Monthly)
• Current staffing status, availability and duties
• Summary information about current operations and performance indicators
• Marketing or promotional materials
• Available items for purchase with cost details
• Mapped events, current conditions or assets
Collection Administration and Distrbution
Each collection of slides/screens should be configurable to include or exclude screens based upon the purpose
of that collection (for example- a single collection may be internal citywide messaging and department specific
screens).
The collections should be capable of automatically transitioning from screen to screen or allowing manual
navigation across screens.
Hardware Support and Installation
The screens and collection should be easily consumed on by a computer or mobile device with an internet
connection. Additionally, the vendor must provide a proposal or system requirements for displaying the content
on a digital display with minimal hardware (such as utilizing a microconsole connected to HDMI).
While the proposed solution should be capable of running on a number of devices and only a recommended
hardware configuration is required to be submitted. The City will prefer proposals that are an end-to-end and
include hardware installation and support.
6
Implementation Services
This RFP is intended to solicit proposals for a turnkey solution and a web-based “software as a service” model
is preferred. The proposal should include a clear understanding of the roles and responsibilities of the vendor
and the City. The vendor may use the following proposed roles and responsibilities and modify it based upon
their proposal or submit their own explanation.
Proposed Roles and Responsibilities
Vendor City
R: Responsible, A: Approves, C: Consulted, I: Informed
Implementation and Initial Configuration
Project Plan Development R A
Implementation project management R I
Initial system provisioning and configuration R I
Initial slide design and development R C, A
Required hardware installation and set-up R I
Administrative user training and support R C
End-user user training and support R C
Data Integration and Access
Data identification C R
Final data dictionary development R C, A
Enable Access to on-premise data I R
Vendor supported system integration development and ingestion R I
Custom data feed development (JSON Webservices, SQL Views, Flat File) C, I R
Custom data feed ingestion (JSON Webservices, SQL Views, Flat File) R I
Built-in and vendor supported integration development R I
Testing and troubleshooting supported data feeds R C
Operational Support and Maintennace
Performing regular system security updates and patching R I
Supporting custom integration issues with from source to data feed I R
Supporting custom integration issues with from data feed to screen R I
Maintaining secure network connectivity at all locations I R
Setting up additional screens C R
New user training R
7
Use Case Examples
The following use cases represent desired functionality of the system being requested. Include in the response
how the proposed system can meet the needs identified in each situation. Please include estimated costs for each
of these proposed solutions and interface mock-ups or functional examples where possible.
Fire Station Use Case: Daily Shift Staff schedule displayed from Telestaff or ESO, Incidents from CAD
displayed as calls come in, Department updates and news displayed, Maps from Arc GIS/ESRI
displayed, Daily Station To-Do list displayed from ESO (Displays would be located inside each station
and in each vehicle bay)
Meeting Room and Resource Display Use Case: Display of outlook meeting room data for the day.
System will connect to existing outlook data regarding room or resource availability and display data for
visitors and staff.
Streets, Drainage Use Case: Display scheduled work, performance metrics, department announcements
and other data to crews. Location would be in break/common area and out in bay at the Service Center.
Traffic Use Case: Display scheduled work, performance metrics, department announcements and other
data to crews. Location would be in break/common area in the Traffic Operations building.
Fleet Use Case: Display parts availability information, work order status in shop areas at Service Center
and Landfill locations. Display in break room/office area for customer and technician information,
updates, metrics.
Use Case #6: Menu boards and signage at conecession stands, waterpark and recrecation centers with
information regarding items for sale, participation information for activities and upcoming or related
community events.
Response Requirements
All responses must include, at a minimum the following documents:
• Solution Proposal: a description of the proposed solution and how it will meet the City’s needs today
and in the future. Highlight system features, integrations and implementation process.
• Pricing Breakdown: a breakdown of the cost and licensing model of the proposed solution. This should
include one-time costs for implementation and costs for licensing, support and maintenance over 5-
years.
• Use Case Solution Summary: A summary on the proposed system’s ability to meet the need identified
in the listed use cases. This summary should demonstrate the responders understanding of the City’s
needs and the ability for the responder to accomplish these needs.
• Completion of Attachment A - Technical RFP Required Items
8
Selection and Award
The City reserves the sole right to evaluate the proposals submitted, waive any irregularity therein, and select,
or reject any and all proposals.
The content of the proposal of the successful bidder will be considered as contractual obligations. Failure to
meet these obligations may result in the cancellation of the contract.
The City reserves the right to reject any and all proposals received in response to this request if some other
manner of negotiation better serves the interests of the City. The City does not necessarily intend to award the
contract solely on the basis of this request or otherwise pay for the information solicited or obtained.
An evaluation committee will review the proposals and may select a “short-list” of bidders to be invited for
interviews and/or presentations.
Although all elements of RFP submissions are important, certain aspects of the proposal may be more heavily
considered than others. Fees and compensation are important factors in making the final selection; however,
they will not be the only factors considered in determining the best proposal for the City. The City will select
the bidder that, in the City’s sole discretion, best serves the overall needs of the City and whose philosophy best
matches that of the City. Those proposals that do not substantially comply with the requirements of the RFP
will be rejected from further consideration.
Evaluation Criteria:
Price (Implementation and Total Annual Reoccurring Cost): 20%
The total annual cost for system pricing, to include total cost of ownership, such as licensing
for core system and all expenses, and support and maintenance for all application(s).
Project Schedule/Workplan and Deployment Method: 20%
Ability to timely start and complete project. This includes the demonstration of means and
methods to achieve milestones through a Project Plan with project methodology and
implementation schedule approach/workplan. This also includes proposed availability and
options for future orders.
Experience, Qualifications and Probable Performance: 30%
Indicators of probable performance under the contract to include past vendor performance,
financial resources, and ability to perform, experience or demonstrated capability and
responsibility, references, and the vendor's ability to provide reliable maintenance
agreements and support. The responding firms shall demonstrate experience in delivering
similar work as expressed in the Solution Proposal Documents.
Compliance to Specs and Understanding the Needs of the City: 30%
Compliance with the stated specification(s) coupled with the quality and reliability of the
goods and services such as fitness for use that meets or exceeds needs.
9
Service Cost
This RFP is intended to solicit proposals for a set cost contract. Cost should include all required hardware,
including servers, printers, pen-based computers, mini-writers, docking or downloading stations, tape units,
gateways, utilities, etc., are to be included in the proposal. The cost should identify the initial cost of services
(setup, implementation, data ingestions, and end-user training) and recurring costs (licensing and maintenance).
This does not, however, obligate the City to purchase any or all components included in the proposal. The City
will be responsible for all network communications; however, if additional hardware or software is needed,
costs should still be provided, and items should be detailed.
The cost of any non-standard modification or customization included within the proposal should be clearly
identified.
The cost proposal should include training costs both as recommended by the bidder and additional training
options available. The proposal should specify if the proposed training is provided directly by the software
vendor/developer or by a third party.
The proposal should clearly define costs for the initial engagement (as scoped within the RFP) as well as the
costs for the following optional services to be performed after the initial engagement-
• Deploying additional hardware endpoints (displays, mounting and related hardware)
• Creating additional slides
• Developing a future integration from a custom datafeed
• Developing a future integration directly from a supported vendor system
The City is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the proposal shall not
include taxes.