Agenda Management Solution

The vendor is required to provide cloud-based agenda management solution must enable a holistic approach to agenda management that can be used by all county departments.
- Include capabilities like agenda document creation consistent with county processes and templates, automated notifications, document management, and integration with other systems.
- Key features of this solution should include:
1. Agenda creation
•    Support within a single solution to generate and format agendas that utilize county-defined templates and facilitates the need to include an unlimited set of attachments. 
•    Build, edit, and distribute meeting agendas with customizable templates. 
•    Compile agenda packets of hundreds of pages including maps.
2. Content and document management
•    Ability to store and share related agenda documents such as minutes and presentations. 
•    Compatible attachment types should include word, excel, publisher and pdf format documents.
3. Search
•    Archiving and full-text search functionality for historical agendas and minutes. 
•    Enhanced document search capability: the ability for documents to be organized and searchable using both standardized and ad hoc criteria, multi data field, in-document search, and natural language search. 
•    Search feature integration with county portal for integrated search for customers who search on the county site.
4. Automated workflows and signature capture
•    Ability to create and manage tasks and document workflows based on established business rules and roles. 
•    Customizable workflow for staff reviews and approval of agenda items.
5. Dashboards
•    Configurable department user work management dashboard for management of workflow status, reminders, important dates, etc. 
6. Data analysis and reporting
•    Ability for users to create and analyze data within the system, including access to personal and team metric and workload dashboards 
7. Meeting scheduling and invitations
•    Features to schedule meetings, invite attendees, and manage RSVPs. 
•    Tools to facilitate real-time notetaking, tracking of actions, and automated minute generation. 
8. Voting and approvals
•    Functionality to track electronic votes and approvals on agenda items. 
9. Minute taking and distribution
•    Tools to record minutes and distribute them to attendees. 
10. Collaboration
•    Features to facilitate collaboration on agenda items and meeting discussions. 
11. Public portal access
•    Must integrate and be fully interoperable with the county’s official website, enabling seamless data flow and user interaction to avoid a disjointed user experience. 
•    The ability to work seamlessly with the current public meeting sites such as: commission meeting videos, commission archives, sample public hearing meeting page, etc. 
12. Live streaming of meetings
•    Bookmark video to the appropriate section of the agenda and playback video as well as be able to recognize bookmarking done by the current video and audio solutions.
13. Presentation capabilities
•    Ability to support creation of presentation (i.e., PowerPoint slides) to display on the audience screens in the chamber during meetings. 
14. Voice recognition during recordings
•    Voice recognition capabilities for up to 20 or more people speaking during board meeting recordings. 
15. Systems interfaces and integrations
•    Ability for the system to seamlessly operate with established business solutions such as microsoft outlook, microsoft teams, OneDrive, DocuSign, microsoft office 365, and adobe pro. 
•    Solution also should be compatible with microsoft office, pdf formats, and video streaming services. 
•    This includes the previously mentioned county’s integration. 
16. Mobile accessibility
•    Responsive design for access via desktop, tablet, and mobile devices 
17. ADA accessibility: 
•    Ensure accessibility compliance by adhering to web content accessibility guidelines 2.2 aa for color contrast, font sizes, and alternative text. 
18. Visual design and branding:
•    Provider will look to the communications department for guidance and direction on all communications collateral which includes all materials produced or controlled by the county or any service provider for the purposes of promoting or representing the county. 
•    Provider will include their assigned communications liaison on all communications regarding communications collateral and will provide regular updates on deliverables for review and approval to ensure alignment with the county’s brand.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 3, 2025