ProfileEVALUATION

Outdoor Digital Kiosk System

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Records and Election Services
Project ID:  82219
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Question & Answer

Questions and clarifications about the project

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1. No subject Sep 6 2019 at 3:43 PM

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    Anonymous Sep 6 2019 at 3:43 PM
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    Hi, We are trying to complete our company profile. (no option to input country or province) Is this bid open to Canadian vendors. Thank you John
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    Kellee Mac Donald Sep 19 2019 at 5:58 PM
    City of Santa Monica
    Yes, this bid is open to Canadian vendors. Currently, the new system the City is testing does not accommodate international addresses, however we are in the process to correct this. In the meantime, please enter as much information as possible in order to create a Profile (may need to select a State just to complete registration) and submit a proposal. If needed, bidders' addresses will be updated at a later time.

2. Questions Sep 11 2019 at 8:38 PM

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    Anonymous Sep 11 2019 at 8:38 PM
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    • How many users & departments will need access to post into Kiosk? • Will this include past and future agendas or just future agendas? • Do you want the agendas to be searchable? • What URL’s or Websites currently contain the information you’d like available on the kiosk? o Is this one correct and is there others like it https://www.smgov.net/departments/clerk/agendas.aspx • If it is possible would it be helpful if we could integrate with Granicus? • Does the city plan to run power and data to location of kiosk as described in the attachments? • Is it possible to deviate from the height requirements as described in the attachment? • What is the desired screen size for the kiosk?
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    Kellee Mac Donald Sep 19 2019 at 5:58 PM
    City of Santa Monica
    One Department will need access to post into the kiosk. One user will mainly be responsible for posting information, but up to 3 backup users should also have access to post into the kiosk. Of the 4 users, one should have a separate Admin account to manage system level tasks. The kiosk should just include future agendas and legal notices that have yet to pass or expire. Although not required, the ability to search through agendas and legal notices would be a useful feature. Please treat this item as an Additive Alternative bid and itemize separately. The information we would like to be available in the kiosk are found in several URLs/websites: City Council Agendas - https://www.smgov.net/departments/clerk/agendas.aspx Rent Control Board - https://www.smgov.net/Current_Board_Meetings.aspx Links to Boards & Commissions directory pages leading to their respective webpages/agendas - https://www.smgov.net/departments/clerk/boards/ Example of Council-appointed Commission Agenda page - https://www.smgov.net/Departments/Airport/Commission/ Example of a non Council-appointed Board Agenda page - https://www.smgov.net/Departments/CCS/content.aspx?id=52743 Legal Notices - Currently not online and sometimes received as hard copies (not electronic) This is one of several links to the City's various board/commission agendas. See previous answer regarding direct links. Although not a requirement, integration with the City's current and any future Agenda Management System would be a useful feature. However, not all boards/commissions will be using the Agenda Management System (ex. non Council-appointed or outside agency boards/commissions). Please treat this item as an Additive Alternative bid and itemize separately. Power and data is already available at the location referred to in the attachments. At the Landmarks Commission review phase, there may be some flexibility in the height only if it is dependent upon the kiosk’s overall function and design. The City does not desire a specific screen size for the kiosk and looks to bidders' expertise to recommend the optimal size that meets the City's requirements. A screen no smaller than 32 inches may serve as a baseline. The screen must also be: large enough to meet ADA requirements, a standard size that can be easily replaced, and suitable for the height of the proposed kiosk.

3. Digital Kiosk Project Questions -  Sep 12 2019 at 4:59 PM

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    Anonymous Sep 12 2019 at 4:59 PM
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    1. Is a screen size specified? We typically recommend a 55" or 65" in this situation. 2. Should we be quoting a touchscreen? 3. Will you need integration with any other data sources?
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    Kellee Mac Donald Sep 19 2019 at 5:58 PM
    City of Santa Monica
    1. A screen size was not specified as the City looks to bidders' expertise to recommend the optimal size that meets the City's requirements. A screen no smaller than 32 inches may serve as a baseline. The screen must also be: large enough to meet ADA requirements, a standard size that can be easily replaced, and suitable for the height of the proposed kiosk. If various screens of different sizes, please treat these items as an Additive Alternative bid and itemize separately. 2. Yes, please quote a touchscreen. 3. Although not required, integration with the City's current and future Agenda Management System or website would be a useful feature. However, not all boards/commissions will be using the City's Agenda Management System (ex. non Council-appointed or outside agency boards/commissions), and legal notices are currently not posted online.

4. No subject Sep 12 2019 at 9:10 PM

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    Anonymous Sep 12 2019 at 9:10 PM
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    How are meeting agendas currently created? Is a software like Granicus used? Are all agendas created using the same software solution, or are multiple software/methods used? For categorization purposes, how many Agenda types/departments are anticipated? Beyond agendas, are any additional file/document types required as supplemental material? Or links to documents posted on the web? Do all meetings take place in the same location, or does the kiosk need to supply location mapping?
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    Kellee Mac Donald Sep 19 2019 at 5:58 PM
    City of Santa Monica
    City Council meeting agendas are created with an Agenda Management System. Boards & Commission agendas are currently created with Microsoft Word and Adobe Acrobat. Some agendas are provided to us as a hard copy and not in electronic form. See previous answer regarding an Agenda Management System and Council agendas. See previous answers regarding agenda creation. However, not all boards/commissions will be using the Agenda Management System (ex. non Council-appointed or outside agency boards/commissions), and legal notices are currently not posted online. Currently, there are 28 boards/commissions and 9 subcommittees that post agendas with our office. NOTE: Kiosk system must be: flexible enough to add/remove boards/commissions or subcommittees (as needed), able to accommodate multiple agendas for the same day but different times, and retain an average of 10-15 legal notices. No additional file/document types are required to supplement agendas. However, the kiosk must also be able to post legal notices not related to a board/commission. Although agendas/notices will contain embedded weblinks, the kiosk is not required to direct visitors to these websites and should restrict access to the internet. Meetings do not take place in the same location. Although not required, location mapping would be a useful feature. Please treat as an Additive Alternative bid and itemize separately.

5. No subject Sep 12 2019 at 9:52 PM

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    Anonymous Sep 12 2019 at 9:52 PM
    User information is private
    1) Is the City seeking to have the kiosk be an extension of their website, or a simplified version?
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    Kellee Mac Donald Sep 19 2019 at 5:58 PM
    City of Santa Monica
    While some content may be pulled from the City's website and other content from non-electronic formats, the City does not seek to have the kiosk as an extension of its website, and should be a separate system.