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Introduction  \n2. Term  \n3. Scope of Work  \n4. Questions and Answers  \n5. Vendor Questionnaire  \n6. Evaluation Criteria  \n7. Award Process  \n8. Terms & Conditions  \nAttachments:  \nA-Proposer Checklist  \nB-PSA Contract Template  \nC-IT Consultant PSA Insurance D-Software as a Service Template  \nE-Software License Agreement Template  \n1 Introduction  \n1.1 Summary  \nThe City of Santa Monica is inviting proposals for a new Enterprise Searching platform. This platform is required to enhance search capabilities across the City's digital landscape, including the City's website, 311, mobile applications, and integrated systems.  \n1.2 Background  \nAs our city's digital footprint grows, so does the complexity of managing, accessing, and delivering information. Our current infrastructure is outdated and struggles to keep pace with the growing volume of content and user demand. This issue is prominent on our city's website, which contains approximately 15,000 pages, and extends to mobile and other digital platforms. The limitations of our existing search system, especially its laborintensive maintenance and scalability challenges, highlight the pressing need for a more advanced, user-friendly search platform that can effectively navigate our growing digital environment.  \n1.3 Contact Information  \nAny inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.  \nProject Contact:  \nDenise Mixon  \nSenior Buyer 1685 Main Street, Mail Stop 09  \nSanta Monica, CA 90401 Email: [denise.mixon@santamonica.gov](denise.mixon@santamonica.gov)[ ](denise.mixon@santamonica.gov)[Phone:](Phone:) (310) 458-2211  \nProcurement Contact:  \nDenise Mixon  \nSenior Buyer  \n1685 Main Street, Mail Stop 09  \nSanta Monica, CA 90401 Email: [denise.mixon@santamonica.gov](denise.mixon@santamonica.gov)[ ](denise.mixon@santamonica.gov)[Phone:](Phone:) (310) 458-2211  \nDepartment:  \nInformation Services Department  \nDepartment Head:  \n.  \n.  \n1.4 Timeline  \nProposal Calendar  \nThe following is a list of key dates:  \n\n| Release Project Date | February 4, 2025 |\n| --- | --- |\n| Question Submission Deadline | February 11, 2025, 3:00pm |\n| Question Response Deadline | February 25, 2025, 5:00pm |\n| Proposal Submission Deadline | March 4, 2025, 3:00pm |\n\n2 Term  \nThe City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of three (3) years, with two (2) options for renewal of one (1) year each, tobe exercised at the City’s sole discretion.  \n3 Scope of Work  \n3.1 Scope of Work  \nA desirable solution would be one that is intuitive, efficient, and self-updating, thus minimizing manual efforts while leveraging new technologies to enhance search relevance and content discovery. It should feature capabilities like sensible ranking of search results for our users and revealing deeper connections between data points. Ideally, this system would also integrate seamlessly with our existing platforms such as Orchard, Extron, and Granicus, and connect with tools like ServiceNow, SharePoint, and OneDrive. Proposals that provide scalable solutions that not only meet our needs today, but also anticipate our future requirements would be highly valued as well.  \n3.2 Platform Requirements  \nThe platform shall:  \nA. Have the ability to efficiently index and search approximately 15,000 pages on the City’s website.  \nB. Support for an averag","cbCaigFHF1EVy9AR","https://ap.wps.com/l/cbCaigFHF1EVy9AR","pdf",234503,19,"English","# Introduction\n## Summary\n## Background\n## Contact Information\n## Timeline\n# Term\n# Scope of Work\n## Platform Requirements\n## User Stories and Functionalities\n## Operational Requirements\n## Vendor Responsibilities\n## Deliverables\n# Questions and Answers","[{\"question\":\"What platform capabilities are required for indexing and search performance?\",\"answer\":\"The platform must efficiently index and search about 15,000 pages, support an average of 250,000 queries per month, and manage up to 8,000 searches daily while maintaining reliable service.\"},{\"question\":\"Which integrations and web crawlers must the platform support?\",\"answer\":\"It must provide web crawlers specifically designed for Orchard, Extron, and Granicus, and offer optional connectors for ServiceNow, SharePoint, and OneDrive.\"},{\"question\":\"What operational features are expected to ensure availability and performance?\",\"answer\":\"The solution should include tools and protocols for debugging index corruption, monitoring for service performance and user engagement metrics, and flexible scaling to handle traffic fluctuations without degrading search performance.\"}]","City of Santa Monica - Enterprise Search Platform - Request for Proposals | PDF",1789570637,7]