The vendor required to provide legislative management system that includes, but is not limited to, modules for:
• Document submission workflow to add documents to council files
• A user-friendly public portal of council files with robust search capabilities
• Council and committee agenda management and report creation
• Web-based calendar of council and committee meetings
• Email subscription services for agendas, journals, council related documents and council files
• Voting system that includes single item and bulk voting
• Speaker kiosk and management
• Live and on-demand video and audio streaming with closed captioning in english and Spanish
• Post-meeting workflows with e-signature capability
• Public comment submission and posting to council files in public portal.
- The new legislative management system must be able to migrate existing data from the council file management system.
- Requirements
1. System requirements
• Browser based client.
• Cloud based.
• Software and hardware must be installable and fully-functional.
• Fully compatible on desktop browsers, tablets and mobile devices.
• Secured system with NIST encryption and hardened software.
• 24/7 system availability with system redundancy built-in.
• Compatible with city ch35 video equipment for live streaming.
• Option to integrate with city microsoft active directory (ad).
• Business hours support.
• Full system redundancy.
2. Document submission workflow to add documents to council files
• An automated workflow system that can be used by multiple staff members simultaneously.
• Workflow includes an approval and rejection component and provides email notification to the submitter.
• Capability for email notification and messaging.
• Capability to assign and reassign staff from workflow and routing.
• Capability to add and delete editing permissions from staff profiles.
• Allows city departments to access the system using a username and password.
• Allows city departments to upload documents in .pdf format and includes additional fields for document title, description, notes, etc.
• Ability to check ADA compliance of incoming documents.
• All documents are OCR for search capabilities.
• Documents need to contain a date field for sorting purposes.
• Tracks history changes and edits.
• Search function to find submissions.
• Workflow clearly identifies item status and next steps in workflow.
• Allows documents to be added to new or existing council files.
• Fields on the submission form populate on the council file.
• Integrates with the public portal to allow submitted documents to be stored, retrieved and viewed by the public after receiving final approval in the workflow.
3. A user-friendly public portal of council files with robust search capabilities
• Easy to use search function.
• Use of metadata to classify records.
• Ability to tag records to aid in search functionality.
• Full-text search capability and ability to search on exact or partial matches of specified field values.
• Ability to display search results by title, along with examples of where the search words appear, giving the user options before deciding which result to view.
• Ability to use a filtering function to narrow down search results.
• Ability to search by council file number, council committee the item is pending in, mover, seconder, council district and other metadata fields.
• Each council file record should include the following:
o Related documents, including public comment, in pdf format listed date order (newest to oldest) ○ relevant metadata, such as council file number, title, time limits, reference numbers, referred committee ○ file activity and status
o Vote record and related information ○ unique link to each individual council file record that can be shared.
o Capability to print a council file record.
o Preferred, but not required: link to agendas and video and audio of associated council and committee meeting(s).
o Preferred, but not required: ability to separate documents by document type.
• Documents include a date field and are viewed in date order from newest to oldest. newly uploaded documents should be placed in date order from newest to oldest.
• Public access to council related documents not associated with a meeting sorted by date and year.
• Data to be kept indefinitely.
• ADA compliant website and ensure documents housed on the website are act compliant.
• Capability for multi-language translation integration.
• Preferred, but not required: capability for creation of user profiles for members of the public to save previous searches and tag desired records.
4. Council and committee agenda management and report creation
• Support city council and committee agenda and meeting management.
• Include an automated workflow system to prepare, track, modify, approve and monitor the progress of agenda items.
• Include strong word processing and editing capabilities that allows such functionality as:
o Uploading and building tables with ease
o Copying and pasting from other documents and software such as word processors and spreadsheets
o Changing fonts, and adding bold, italic, etc.
o Attaching documents
o Spelling and grammar checking
• Capability to generate a committee meeting report using agenda item information with the ability to add additional information in the report that does not appear on the agenda.
• Supports creating, editing, and approving of agenda items.
• Capability to move and add agenda items to different meeting dates.
• Capability to create future meeting agendas in advance and assign items to those future meeting agendas.
• Capability to close the agenda; disallow the addition of more items.
• Easy to use search function for items no matter where they exist within the agenda process.
• Ability to create templates for the agendas.
• Ability to have separate sections and categories in the agenda.
• Ability to create or generate a web calendar item.
• Ability to create a regular, revised, special or continuation agenda.
• Continuous numbering from regular meeting agendas to continuation or special meeting agendas.
• Capability to combine the regular meeting agendas with continuation or special meeting agendas for the voting system.
• Creation of a pre-formatted journal for each council and committee meeting with data pulled from the voting system that includes:
o Ability to create a meeting journal with the agenda items and include votes and actions from the meeting.
o Ability for voting system to integrate with and create meeting journals to include vote information.
o Separate journal for all special meeting agendas.
5. Web-based calendar of council and committee meetings
• All council and committee meeting agendas in pdf and html, and live and on-demand video and audio links.
• Separate dedicated section for current and upcoming meetings and archived meetings.
• Archived meetings separated by year, date and meeting body.
• Strong search capability of all meetings.
• Preferred, but not required: search capability within meetings.
• Ability to integrate with existing website.
• ADA compliant website and posted agendas, journals and council related documents.
• Capability for multi-language translation integration.
• Accessible from public search portal.
• Access to subscription services
6. Emailed subscription services for agendas, journals, council related documents and council files
• Allows members of the public to keep up-to-date on council related documents, including agendas, journals, introduced council motions, the referral “hot sheet” and other published documents released by our office, as well as the ability to subscribe to individual council files.
• ability for the public to select from a list of council related documents (agendas, journals, etc.) for subscription.
• Email notification should include a link and pdf document attachment to the final published document.
• The module should also include the ability for the public to manage their own subscriptions and make changes at any time.
• Ability to send out one-time updates to subscribers. for example, the ability to let subscribers know that a committee name is changing or being dissolved.
• Subscription options for individual council files where the subscriber receives updates on changes to the council file based on pre-determined fields that trigger an update notice.
• Ability to choose to not send out an email notification to subscribers for a revised or updated document.
• Preferred, but not required: subscription to topics and key words.
7. Voting system that includes single item and bulk voting
• Web-based voting system.
• Capability for live voting during council meetings.
• Ability to track and record votes on agenda items during council meetings.
• Ability to vote on multiple items via the agenda header, or bulk-voting, and single agenda items in any order and from different parts of the agenda.
• Ability to vote by grouping multiple items.
• Option to auto-vote and set councilmember vote to default value.
• Ability to vote on all item types in a single vote.
• Ability to create new items to vote on during and after the council meetings.
• Stable system with 15 councilmembers, and multiple other users operating the system simultaneously.
• Include a large monitor display of current and pending items and vote results.
• Ability to create video timestamps during live meetings.
• Integration with the speaker kiosk and management system
8. Live and on-demand video and audio streaming with closed captioning in english and Spanish
• Ability to index and cross link with the agenda management system and item history from the search portal.
• Live captioning of audio and video in both english and Spanish.
• Captioning should aim for 98% accuracy.
• Ability to search closed captioning.
• Ability to download transcripts.
• Archival capabilities.
9. Post-meeting workflows with e-signature capability
• Ability to generate notification letters identifying the council’s action and, if applicable, the mayor’s concurrence for each item on the council agenda.
• Post-meeting workflow for signatures and approval by other entities such as the mayor and acting mayor.
• Electronic signature capability with option to sign multiple documents assigned to a user in one single signing.
• Workflow should allow for the ability to adjust required dates for sending and retrieving items from the mayor.
• Special routing option for ordinances that allows for the creation of a declaration of posting document for each ordinance posted.
• Published ordinances should also be routed through the workflow, but do not need the additional document created.
10. Public comment submission and posting to council files in public portal
• Public e-comment feature that is integrated with the agenda and document management solution that automates the receipt and uploading of public comments batched by date and council file number.
• The portal should allow for the optional acceptance of one pdf attachment for each submitted comment.
• There can be a size limit for the pdf.
• Ability to batch comments received on the same date for the same council file into one pdf, including any attachments submitted, to be uploaded by date to that council file.
• Automatically upload batched pdfs to their designated council files twice daily.
• Ability for staff to add council file number manually when a comment is submitted without a council file number or the number does not exist in the system.
• Include appropriate security protocols to ensure against the use of auto submission.
- Contract Period/Term: 3 years
- Non-Mandatory Optional Virtual Pre-Proposal Conference Date: January 07, 2026
- Questions/Inquires Deadline: February 3, 2026
