Meeting Management System

The Vendor is required to provide configure, and implement a comprehensive, efficient, modern and robust Meeting Management System (System) to support the City’s Meeting Bodies.
- The Existing System also has a public-facing web portal to allow the public to stay current with Meeting Body activities and is an archive for past meetings.
- The Existing System’s public-facing web portal hosts archived audio and/or video of meetings. Archived audio and/or video supports “jumping to” the timestamp of specific meeting agenda items by end users.
- The Existing System allows Meeting Body staff liaisons to track the results of meetings, including motions, vote results, and timestamps of when meeting items were addressed during meetings. The resulting meeting minutes are combined into a customized meeting minutes format and published to the public facing web portal.
- The Existing System’s public-facing web portal hosts a livestream of select Public Body meetings. The video originates from the City’s Council Chambers and is produced by City staff members using a broadcast video system. This broadcast video system produces a 1080p HD-SDI video feed with embedded audio that is consumed by a hardware encoder provided by Granicus. The broadcast video system also streams meetings live via Restream to YouTube, Facebook, and X.
- The Existing System utilized Optical Character Recognition to index documents, allowing for full text search by staff and the public via the public-facing web portal.
- The Existing System supports conditional approval workflows for meeting items. All meeting items submitted for Mayor and City Council meetings require Department Heads approval. Mayor and City Council meeting items with fiscal impact also require finance director approval. Workflow approvers are notified by email when there are items requiring their review.

- Contract Period/Term: 5 years
- Pre-Submission Meeting Date: December 16, 2025
- Questions/Inquires Deadline: December 22, 2025