Agenda Management Software

The Vendor is required to provide agenda management system that is commercially available without significant customizations, is in use by other jurisdictions of a similar size and complexity, and has been proven to operate effectively.
- The software must assist users with drafting, approving, and electronically publishing and distributing staff reports and supplemental attachments, agendas and meeting packets presented to the city’s council.
- The city seeks an agenda management system that must be:
•    Cloud-based; 
•    Can manage the submission of staff reports and its respective attachments; 
•    Automates the creation and posting of the agenda and meeting packets online to a public portal and sends notifications to city council, board members, and subscribed constituents of upcoming meeting information.
- Functional requirements
•    Customization of agenda templates; allowing for city to make minor edits to agenda templates and board templates with minimal assistance from the vendor.
•    Automation of headings and footers in staff reports (e.g. department names, division names, staff titles, subject, preparer, etc.)
•    Allows city staff to create a special agenda for the mayor or the ability to add internal notes to agenda items to assist with conducting the meeting
•    Be cloud enabled and have ability to access, approve, submit staff reports, post agendas and meeting packets from a desktop computer or mobile device
•    Ability to create, edit and submit staff reports of all sizes, including inserting images, charts and tables into the body of a staff report.
•    Ability to append electronically signed files from DocuSign and adobe to agenda and meeting packets, e.g., executed contracts, signed resolutions, etc.
•    Ability to set role-based access with varying levels of authority, with audit capabilities
•    Ability for specific users to make account updates with minimal assistance from city clerk staff, such as:
o    Profile updates (e.g., job title)
o    Add and removing users in department’s workflow
•    Ability to enter votes, real-time notes, action item tracking, and generate meeting minutes. 
•    Ability to automate the creation and posting of the agenda and meeting packets online to a public portal in both html format for web display; and download individual agenda items (including attachments) and option to print entire meeting packet in adobe pdf format from a public portal. 
•    Ability for administrative users to create distribution lists for agenda notification (posting and updates). 
•    The system must provide council and board members with the ability to:
o    Securely log in to their accounts; on any desktop computer or mobile device; 
o    Electronically add, edit, and save personal notes on individual agenda items. 
o    Ensure that saved notes persist even if the meeting packet is later updated with new or revised items, so users do not lose their annotations.
•    The system must provide the following document management:
o    Ability to archive final versions of staff reports and minutes into the city’s document management system.
o    Export via API integration.