Addendum No. 01 - Issue Date: February 23, 2024 - Addendum to RFP 274-IT2024-01 Agenda and Meeting Management Platform

Sep 19, 2026

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Addendum No. 01 to Raleigh, NC Request for Proposals 274-IT2024-01 establishes additions, clarifications, and changes to the original RFP for an Agenda and Meeting Management Platform. It directs all proposers to acknowledge receipt by signing and returning the addendum, and it provides Q&A responses covering meeting delivery, migration volume estimates, submission copy requirements, contract exception handling, and the treatment of requested contract changes. Additional guidance addresses financial statement access, free-form agenda templates, document handling workflows, workflow seriality, and integration priorities via APIs.

LanguageEnglish

CategoryLetters

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Addendum Overview

Receipt and submission instructions

Q&A Responses by Section

General questions

Section 1.6 Proposers Must Submit

Contract and legal terms

Financial Statements access

Product Requirements

Integrations and workflows

v.04/2022 City of Raleigh Request for Proposals \#: 274-IT2024-01 Title: Agenda & Meeting Management Platform Proposal Due Date and Time: March 8, 2024 at 5:15pm ADDENDUM NO. 01 Issue Date: February 23, 2024 Issuing Department: Information Technology Direct all inquiries concerning this RFP to: Veronica Luna Enterprise ITS. Business Analyst [Veronica.luna@Raleighnc.gov](Veronica.luna@Raleighnc.gov) City of Raleigh Addendum \# 01 to RFP 274-IT2024-01 Agenda and Meeting Management Platform Issue Date: To: All Proposers This Addendum, containing the following additions, clarifications, and/or changes, is issued before receipt of proposal packages and does hereby become part of the original RFP documents and supersedes the original RFP documents in case of conflict. Receipt of this addendum must be acknowledged by signing in the area indicated below. Please make the following additions, clarifications, and/or changes to the RFP as listed below and sign and return this addendum with your proposal package. | City of Raleigh
Agenda and Meeting Management 274-IT2024-01 | | | | --- | --- | --- | | Section | Question | Response | | General | Do your meetings take place on Zoom? | No. | | General | What is the approximation of how many total meetings' worth of migrated agendas and data you need to have transferred over as our migration services have a cost associated with each "meeting" regardless of the amount of data? (For example, "there are roughly 100 meetings each year, and we'd like to migrate over the last twenty years, so that would be approximately 2,000 meetings") . | Meeting history is available via the City website:
[http://www.boarddocs.com/nc/raleigh/Board.nsf/Public](http://www.boarddocs.com/nc/raleigh/Board.nsf/Public) | | Section 1.6, under'Proposers Must Submit'item C | How many paper-printed copies of the signed proposal are required to be submitted? In section 1.6, under'Proposers Must Submit' item C, a number is not indicated. | The City would prefer to have all material sent in electronically. We allow candidates to submit hard copies if they cannot send their documents electronically. If you are sending in hard copies, we need two copies. | | Contract | Is the City open to considering utilizing the awarded vendor's contract agreement rather than the City's, provided they meet the City's Standard Terms & Conditions? Preference for doing so as agreement is specific to cloud based software outlining vendor's commitments to the City. Historically, have found that client's standard contracts are broad and not relevant to software. | If a vendor insists on using their template contract, modified to incorporate City business and legal requirements, that should be noted as an exception to the City’s standard terms, and a copy of the template must be provided. To the extent the template contains terms in conflict with the standard terms within the RFP, the vendor must indicate whether they will accept the City standard term or insist on their own boilerplate. The City may reject any proposal where the exceptions and template terms presented are determined to be unacceptable from a legal or business perspective. | | --- | --- | --- | | Contract | Are requested contract changes legally binding upon proposal submission, or will they be open to negotiation for the awarded proponent? | Any exceptions indicated in the proposal are not binding upon the City until included in a signed contract that is acceptable to the City. Any exceptions that violate City standards (business or legal) or will be deemed unacceptable to the City and are listed as non-negotiable by the vendor may render a proposal subject to rejection. | | Financial Statements | Is the City open to receiving access to financial statements via a secure online portal rather than paper submission? Due to security risks, there is a preference for providing access to a secure online portal. If permitted, the Names and Emails of e

FAQs

What does Addendum No. 01 change about the RFP?

It provides additions, clarifications, and/or changes before proposal receipt, and it becomes part of the original RFP while superseding it in case of conflict.

How should proposers acknowledge and return this addendum?

Proposers must acknowledge receipt by signing in the indicated area and sign and return the addendum with their proposal package.

How many hard copies are required if a proposer cannot submit electronically?

The City would prefer electronic submission but allows hard copies when necessary; if sending hard copies, two copies are needed.

Sep 19, 2026

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