Agenda Management System

The vendor required to provide agenda management software system to support the full lifecycle of agenda creation, review, approval, publication, meeting management, and minutes production.
- Requirement:
1. Workflow and approvals
•    Configurable routing for agenda item creation, review, and approval.
•    Automated reminders and notifications to assigned roles or departments.
•    Ability to support separate workflows for commission, ELT, and boards.
2. Agenda item creation
•    Standardized templates for agenda items and supporting documentation.
•    Version control and audit history.
•    Integration with document management platforms (e.g., SharePoint)
3. Agenda packet assembly
•    Drag-and-drop or automated compilation of agenda items into a final agenda.
•    Ability to reorder items and apply templates.
•    Publishing options in accessible pdf and web formats.
4. Meeting management
•    Tools to manage live meetings, including roll call, motions, votes, and actions.
•    Automated generation of minutes based on agenda structure.
•    Follow-up task tracking for post-meeting activities.
5. Public access
•    A visually appealing, mobile-friendly online portal for agendas, packets, and minutes.
•    Searchable archive of past meetings and documents.
•    Compliance with ADA and WCAG 2.1 accessibility requirements.
6. User roles and security
•    Multiple permission levels for staff, management, clerk’s office, and elected officials.
•    Secure authentication.
•    Full audit logs of user actions.
7. Hosting and architecture
•    Cloud-based SaaS preferred, with high availability and disaster recovery.
•    Adequate security frameworks aligned with CJIS-adjacent standards where relevant.
8. Integrations
•    Ability to integrate with common municipal platforms such as:
o    Office 365 and outlook
o    SharePoint
o    Laserfiche or other document repositories
o    Website CMS platforms for agenda publishing
9. Accessibility and compliance
•    WCAG 2.1 aa compliance for all public interfaces.
•    Ada-compliant document outputs.
• Compliance with state sunshine law and public-records requirements.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 3, 2026