(1) Vendor needs to provide agenda and meeting management solution– Streamlining end–to–end automation of agenda creation, approval workflows, and meeting preparation. – Providing improved workflow, action tracking, reporting, and accountability. – Supporting both open and closed meetings with appropriate confidentiality controls. – Complying with the current Access to Information Act and Protection of Privacy Act. – Enhancing transparency with public access portals and automated publication of agendas and minutes. – Providing user–friendly tools for staff, council/board members, and the public. – Leveraging a cloud/SaaS solution with potential scalability and ease of updates • Deliverables: – Automated agenda creation, scheduling, approval workflows, and PDF agenda distribution. – Minutes creation through real–time note taking, item and motion tracking, follow–ups, and reporting. – Secure closed meeting support and item handling (confidentiality) with access restrictions. – Full–text search of past agendas, minutes, and attachments. – Web portal posting of agendas/minutes and video recordings – Video streaming, video conferencing, and e–voting functionality (optional). – Integration with existing platforms (O365, and website portal) as well as multimedia (attachments, links, video). – Agenda & Minute Migration: Migrate previous existing agendas and minutes into online platform (2) All the questions must be submitted no later than February 11, 2026 (3) The contract period will be for one year.