Agenda and Meeting Management Platform

The Vendor is required to provide a cloud-based agenda and minute’s management platform should enhance efficiency, allow for greater customization, and improve accessibility for both internal users and the public.
- The selected platform should support agenda creation, meeting minute’s management, workflow approvals, version tracking, automated notifications, video streaming integration, and public access.
- A software-as-a-service (SaaS) agenda management solution requirements:
• The vendor will provide a service-level agreement featuring industry-standard operations, incident response, and maintenance terms, and reasonable remedies if the terms are not met.
• System must provide reasonable performance levels consistent with industry standards for SaaS solutions.
• System must possess adequate storage capacity to accommodate the comprehensive range of services outlined in the proposal, including agenda management, document storage, and video storage and optional streaming functionalities.
• System must include daily backups managed by the vendor, and the vendor must maintain a current, tested disaster recovery plan to ensure service continuity.
• System must provide user-based access control with audit trails and version control to track changes made to agenda items, documents, and recordings.
• System should be optimized for access from windows and mac devices, edge and chrome web browsers, apple iPad, and apple and android mobile devices.
• The system should offer single sign on (SSO) through SAML or Microsoft Entra.
• Robust API for third-party integrations.
• Integration with hyland’s on base for records storage preferred but not required.
- Agenda management component
• System will enable the creation, editing, and publishing of customizable meeting agendas and associated materials in a user-friendly manner.
• An intuitive workflow system for agenda items will be included to facilitate efficient decision-making and approvals.
• The system should support multiple agenda types for different boards, each with its own workflow process.
• AI assisted agenda item generation process. (Optional)
• System must support simultaneous multi-user agenda editing capabilities to streamline collaboration among city staff.
• Published agendas and items must be searchable and accessible to the public through an external web interface.
• Ability to seamlessly upload and integrate audio/video files with agenda items, ensuring comprehensive documentation of meetings.
• System should have the capability to handle large attachment file sizes associated with agenda materials.
• The system should have the ability to generate documents in ADA compliant format, optionally with AI assistance.
- Video streaming component (optional/preferred)
• System must support both recording and live streaming of meetings, with the ability to publish them to the web for public access.
• System will include the ability to timestamp agenda items within meeting videos for easy navigation and reference.
• System may support integration with YouTube and provide a streamlined process for publishing content to YouTube.
• System should offer searchable transcripts of meetings.
• System will provide closed captioning capabilities, and the public interface will comply with the WCAG 2.1 AA accessibility standards.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 10, 2025