Meeting Management System

The Vendor is required to provide for the replacement of the existing agenda and meeting management systems with one that will offer an integrated meeting management solution that supports council, committee, and administrative workflows.
- The solution must enhance transparency, streamline agenda and minute processes, integrate with existing web platforms, and ensure a resilient public-facing experience during both live and archived meetings.
- Requirement:
•    Guaranteed customer service response times 
•    Guaranteed system uptime and any downtime compensation 
•    Data residency and hosting location, including confirmation that all data is stored and processed within country. 
•    The city requires that data remain under jurisdiction to preserve municipal ownership and control. 
•    This requirement extends to in-camera meeting records, which contain confidential, non-public information and must not be stored within or accessible to any foreign jurisdiction.
- If your solution includes components that are hosted on-premises by the city, include detailed information regarding:
•    Recommended specifications for hardware and operating systems
•    The number of servers required and their intended use
•    A detailed description of all required software and associated licensing
- Meeting initiation and operator workflow
•    Operational model relies on a designated meeting coordinator to initiate and manage live meetings. 
•    The meeting management software must:
o    Allow an authorized user to initiate a meeting session 
o    Trigger the start and end of live streaming 
o    Control to pause audio and video streaming within a meeting session 
o    Support the selection and display of predefined visual elements (e.g., "meeting starting," "in recess," "meeting adjourned")
•    Visual assets are cred by internal staff recourse and uploaded into the meeting management system for use during meetings. 
•    The solution must support a low-latency, reliable operator experience, recognizing the live and public-facing nature of council meetings. 
•    The system must support:
o    Uploading and managing multiple static visual assets 
o    Operator-controlled s witching between visual states during a live meeting.