Agenda and Meeting Management Software

The Vendor is required to provide agenda and meeting management software must include features for agenda creation, management, collaboration, communication and seamless integration with council and committee streaming and video services.
- Requirement:
•    Provide simple publicly accessible electronic access for council and committee agendas, minutes and video recordings. 
•    Provide service that is compliant with WCAG 2, 0 accessibility standards and strive to meet w3c guidelines for content and accessibility. 
•    Be PCI compliant and integrate with the city s existing financial software via either API or CVS report export.
•    Provide compatibility with all common browsers, with fast loading speeds. 
•    Provide storage of all data in country. 
•    Provide access for a minimum of 30 staff users, and 2 site administrators with the ability to add more. 
•    Site content to be in English with the ability to translate pages to French by the user.
- Functionality
•    Efficient creation, distribution, and accessibility of agendas for council and
•    Committee meetings
•    Enhanced transparency and accessibility of meeting agendas, packages and documents for staff, council and the public
•    Ability to record motions, votes, and speaking order and to toggle between majority and two thirds voting requirements
•    Ability for users to annotate and note on agenda and minute templates
•    Ability to run reports for outstanding and actionable tasks related to agenda preparation and workflow
•    Ability to convert documents into pdf and resize
•    Ability to easily attach documents, multimedia files and relevant items or agenda packages of various formats (word, ppt, excel) without size limitations.
•    Use and integrate with the city's website and branding to provide online agenda access and branding
•    Use and integrate with office365, YouTube box cest box cast a and other digital encoder platforms
•    Customizable workflows with editable controls, security, overrides, tracking, history access and timeline settings for report management
•    Ability to automatically number, bookmark, place headers and footers, report numbers and organize document pages
•    Ability to restrict (lock) documents within a workflow
•    Ability to create closed agendas in a way that is seamless and secure
•    Ability to provide real-time streams next to agenda content and archived video linked from agenda content
•    Exporting capabilities for exporting agendas, minutes, and reports in standard formats
•    Live and on-demand video streaming and recording (integrated with existing hardware i.e. microphones, cameras)
•    Synchronized integration of existing archived meeting materials (i.e. videos and documents)
•    Effective and responsive support
•    Site administrator must be able to create and edit meeting templates without the need to access software support.