Meeting Agenda Software

The vendor required to provide meeting agenda software will be used to streamline the creation, management, and distribution of meeting agendas, minutes, and related documents for various city departments and public meetings.
- Agenda creation and management
•    Ability to create, edit, and manage meeting agendas with a user-friendly interface.
•    Support for multiple agenda templates customizable to different types of meetings.
•    Drag-and-drop functionality for easy reordering of agenda items.
•    Integration with existing document management systems for easy attachment of supporting documents.
- Minutes management
•    Tools for recording and managing meeting minutes, including real-time minute-taking capabilities.
•    Automated generation of minutes from agenda items and notes.
•    Ability to track and manage action items and follow-ups from meetings.
- Public access and transparency
•    Public portal for citizens to view and download meeting agendas, minutes, and related documents.
•    Search functionality to allow users to find specific documents or agenda items easily.
•    Compliance with act standards to ensure accessibility for all users.
- Notifications and alerts
•    Email and SMS notifications for meeting participants and stakeholders.
•    Automated reminders for upcoming meetings and deadlines for agenda item submissions.
- Security and compliance
•    Role-based access control to ensure that only authorized users can create, edit, or view specific documents.
•    Compliance with all relevant local, state, and federal regulations regarding public meetings and records management.
•    Data encryption and secure storage to protect sensitive information.
- Integration and compatibility
•    Compatibility with existing it infrastructure, including operating systems, browsers, and mobile devices.
•    APIS for integration with other city systems, such as document management, email, and calendar systems.
- Reporting and analytics
•    Tools for generating reports on meeting attendance, agenda item status, and other key metrics.
•    Customizable dashboards for tracking and analyzing meeting-related data.
- Requirements
1. Implementation and training
•    Comprehensive implementation plan, including timeline and milestones.
•    On-site and remote training sessions for city staff and stakeholders.
•    Detailed user manuals and documentation.
2. Support and maintenance
•    24/7 technical support via phone, email, and online chat.
•    Regular software updates and patches to ensure the system remains secure and up-to-date.
•    Service level agreement (SLA) outlining response times and resolution times for support requests.
3. Data migration
•    Assistance with migrating existing meeting agendas, minutes, and related documents to the new system.
•    Data validation and verification to ensure accuracy and completeness of migrated data.

- Questions/Inquires Deadline: November 25, 2025