Agenda and Meetings Management System

Vendors to provide a comprehensive Agenda and Meetings Management System (AMMS), together with implementation, configuration, integration, data migration, training, hosting, maintenance, support, and related professional services.
- City seeks an integrated, configurable, accessible, secure, and user-friendly solution that supports internal agenda-item workflows; creation and publication of agendas, packets, staff reports, and minutes; live meeting administration; electronic voting; video streaming and archiving; and transparent public access to meeting information.
- City prefers a cloud-hosted solution and expects the proposed system to scale to additional boards, committees, meeting rooms, and users without unnecessary cost or administrative burden. Proposers should clearly identify included functionality, optional enhancements, required thirdparty products, assumptions, dependencies, and all one-time and recurring costs.
- Objectives:
• Implement an integrated, configurable, secure, accessible, and user-friendly AMMS.
• Centralize agenda-item creation, review, approval, tracking, and publication.
• Standardize agenda and meeting processes while allowing appropriate variation among meeting bodies.
• Improve transparency and public access to agendas, packets, minutes, live streams, recordings, captions, and searchable meeting content.
• Support efficient live meeting administration, electronic voting, minutes preparation, and video production.
• Integrate the AMMS with the City website, voting, video, identity, document, and other applicable systems.
• Obtain experienced implementation, migration, training, hosting, maintenance, and support services.
• Obtain transparent pricing and a sustainable total cost of ownership.