Legislative Information Management System

The Vendor is required to provide legislative information management system solution must support agenda preparation, meeting management, public transparency, video integration, and records archiving within a secure software-as-a-service (SaaS) environment.
- General system requirements
1. Hosting and architecture
•    Fully hosted, cloud-based SaaS solution.
•    Browser-based access (no local installation required).
•    Tablet compatibility for meeting use.
•    Mobile-responsive public portal.
•    Minimum 99.5% uptime SLA.
•    Routine system backups.
•    City retains ownership of all data.
2. Website integration
•    Public-facing portal branded to align with city standards.
•    Direct link integration with the city website.
•    Automated publishing of approved agendas and minutes to the public portal.
- Functional requirements
1. Agenda and item management
•    Agenda creation and editing tools.
•    Workflow routing for review and approval.
•    Drag-and-drop agenda reordering.
•    Ability to duplicate agenda items.
•    Allow the transfer of agenda items between meetings of different boards or commissions.
•    Attachment management for agenda items.
•    Automated generation of agenda packets in pdf format.
•    Board and commission-specific templates.
•    Support for regular, special, and workshop meetings.
•    Consent agenda support.
•    Lock agendas.
•    Ability to copy and paste formatting from google docs or Microsoft word.
2. Meeting-based tracking
•    Track ordinances, resolutions, and motions within the meeting context.
•    Maintain a searchable archive of adopted items.
•    Manual or system-assisted numbering of adopted ordinances and resolutions.
•    Basic metadata fields such as department and meeting date.
3. Document management
•    Ability to upload multiple exhibits and documents at one time.
•    Organize attachments within each meeting record.
•    Permanent public archive linkage.
•    Basic document version replacement capability.
4. Meeting execution and voting
•    In-person or remote electronic voting.
•    Roll-call voting with captured results.
•    Motion and second recording.
•    Ability to make subsequent motions
•    Attendance tracking.
•    Display of vote totals.
•    Blind voting until completion.
•    Draft minutes export capability.
5. Video integration
•    Ability to link externally hosted video (e.g., YouTube).
•    Archived video linked to meeting record.
•    Timestamping capability. (bookmarking video)
•    Closed captioning provided through a streaming platform.
6. Public transparency portal
•    Public portal with access to agendas, minutes, and packets.
•    Search by keyword and date.
•    Email notification subscription capability.
•    Mobile-responsive design.
•    ADA compliance consistent with vendor standards.
7. Citizen engagement (optional modules)
•    Optional public comment submission module.
•    Optional speaker sign-up functionality.
- Data migration requirements
•    Import historical agendas, packets, and minutes.
•    Target migration scope: January 1, 2016 – present.
•    Earlier historical documents may be imported as static pdf archives.
•    Vendor to provide migration plan and validation process.
- Support and maintenance
•    Vendor provides 24x7x365 customer support with response times varying by incident severity.
•    Defined response times by severity level.
•    System updates are included in the subscription.
•    Advance notice of major updates when feasible.