Agenda Management Software

The Vendor is required to provide for agenda management software.
- Responsible for agenda preparation, minute-taking, and records management for public meetings. The County seeks to implement a modern, cloud-based management solution to enhance efficiency and transparency, needing access by a minimum of 100 users.
- The new agenda management software should allow for the entering Department to be notified of any issues with its agenda item and the ability to correct those issues.
- To maximize public access, a user-friendly public portal should provide transparent access to agendas, minutes, and meeting recordings, along with the ability to facilitate live and on-demand video streaming of meetings.
- This platform must adhere to the act, offering functionalities that encompass efficient creation, editing, and publication of agendas. To maximize public access, the system must be able to facilitate live and on-demand video streaming of meetings and be in a format that will work with the County's YouTube Channel.
- Technical and Hosting:
• Hosting in a United States-based data center with documented uptime commitments of no less than 99.5 percent on an annual basis.
• Data encryption in transit using TLS 1.2 or higher and encryption at rest using AES-256 or equivalent standard.
• The system to expose calendar and agenda information through a REST API that returns the data as a JSON object. Our SaaS website platform is capable of consuming this API and dynamically building the public-facing calendar and agenda user interface based on the returned JSON data.
• Ability to post directly to social media platforms such as Meta and X.
• Compliance with applicable federal and state data security frameworks, with documentation available upon request by the County.
• Single sign-on compatibility with the County's existing identity provider to reduce separate credential management.
• Browser-based access for all administrative and staff functions without requiring the installation of local software or browser plugins.
- Laserfiche Integration
• Automated or on-demand transfer of finalized agenda packets, approved minutes, and associated documents from the agenda management system into designated Laserfiche repositories.
• Retention of document metadata during transfer, including meeting date, meeting body, item number, and document type, to support the County's retention schedules and search.
• The ability to configure folder structures in Laserfiche that align with the County's existing taxonomy and naming conventions.
• Bidirectional or supplemental integration capabilities where Laserfiche documents may be retrieved and attached to agenda items, if technically feasible.
• Written documentation of the integration method including any application programming interfaces, connectors, or middleware required, with County information technology staff approval of the integration approach prior to implementation.
- System Administration
• User account management with role-based permissions that can be assigned at the individual user, department, or meeting body level.
• The ability to create, modify, archive, or deactivate meeting bodies, meeting templates, and workflow configurations without vendor intervention.
• System activity logs accessible to administrators showing login history, document access, workflow actions, and configuration changes.
• The ability to configure notification templates, deadline schedules, and escalation rules independently.
- Agenda Creation and Editing
• Customizable agenda templates that can be configured by meeting body, meeting type, or department, with the ability to lock formatting elements to ensure consistency across meetings.
• A drag-and-drop or similarly intuitive interface for arranging, reordering, and grouping agenda items.
• Support for adding descriptive text, staff report fields, recommendation language, and fiscal impact fields directly within each agenda item.
• The ability for multiple authorized users to work within the same agenda simultaneously, with version tracking and edit history.
• Configurable numbering and lettering conventions consistent with the County's formatting standards.
• Support for consent calendars, regular calendars, closed session items, and other standard meeting structures.