Automated Agenda Preparation Meeting Management and Video Streaming System

The vendor is required to provide automated agenda preparation meeting management and video streaming system to agenda management system that will streamline the process of creating, managing, publishing, and archiving agendas and minutes for public meetings.
- Provide software and services, including:
•    Agenda item creation
•    Agenda compilation
•    Meeting management
•    Public portal
•    Video integration (optional)
•    Security and access control
•    Cloud hosting
•    Training and support
- General agenda management components
•    Improve staff workflow for creating and reviewing agenda items
•    Automate agenda item submission, approval, and publishing
•    The system must be clear and easy to use for a wide array of city staff with varying degrees of technological ability.
•    Enable easy recording and publication of meeting minutes
•    Increase public access to agendas, minutes, and videos
•    Ensure compliance with public meeting laws
•    Searchable external display of published agendas and items
•    Editable minutes based on entries created in real-time meeting management
•    Ability to upload audio and video files
•    The system must be able to integrate with the council chambers technology and network infrastructure.
•    Ability to handle large attachment file sizes 
•    Real-time meeting management (minute-taking capability, registration of motions and votes) 
•    The system must allow access via apple products, smartphone, tablet, or desktop computer. users must be able to upload, edit, and view agenda materials on these devices from anywhere without any limitations due to compatibility issues. 
•    The city during the course of the system(s) implementation shall include a customized and detailed implementation project plan before the project commences, workflow diagrams, user manuals for various roles, a functional test plan, and a training plan. 
•    Consultant shall conduct project status meetings as requested by the city and submit a weekly written status report in an efficient one-page format.
- Video streaming component
•    Preferred integration with Laserfiche electronic document management system. 
•    Agendas need to be accessible online for city and public use. 
•    The online agenda packets and attachments should be accessible and integrated with the city website, as well as integrated with a web-based streaming media system for meetings to watch a meeting's streaming video while being able to view the meeting's agendas, minutes, and staff reports. 
•    Cloud access shall be security-controlled and provide unlimited storage capacities. 
•    The system should support closed captioning, act accessible. 
•    The live video and archived videos must support multiple media types so that video can be viewed on windows, apple products specifically iPad and mobile devices, etc. 
•    Preferred technical support for issues during city business hours, Monday – Friday 8:00 am to 5:00 pm, and until 10:00 pm pacific time on meeting days. (optional) 
•    If during a live meeting the internet connection fails, it must be possible to continue to record the meeting and allow it to be posted once the network is restored.

- Questions/Inquires Deadline: September 15, 2025