Agenda Management System
Overview
Settle Signals
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
Release Date: July 8th, 2026
Deadline for Questions and Objections: July 22nd, 2026
Closing Date: August 5th, 2026
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
City Of San José
DESCRIPTION
The City is seeking a vendor to provide a cloud-based agenda management system that is browser agnostic and compatible with current versions of Apple Safari, Google Chrome, Microsoft Edge, and Mozilla Firefox. The solution must use responsive web design to support a range of devices and screen sizes, including tablets, smartphones, and large-format public kiosk displays. It must also provide content in English and Spanish, with potential support for additional languages through browser-based translation or configurable multilingual features.
The system must integrate with the City's current meeting platforms, including Zoom Webinar, Zoom Workplace, GoToMeeting, and Microsoft Teams, while also supporting integration with other commonly used meeting platforms. It must support integration with existing enterprise systems, including Single Sign-On through Azure Active Directory, Security Assertion Markup Language authentication standards, multi-factor authentication, and user/password authentication.
The selected vendor will be responsible for migrating approximately 10 years of the City's existing data, including agendas, minutes, packets, and MP4 videos with indexing and timestamps. The solution must provide a conversion report in Excel, CSV, and/or PDF format showing successful imports and identifying failed records. It must also include a client-facing portal with unlimited client users, role-based access controls, and administrator-managed permissions, along with a clear and mobile-responsive public interface for accessing agendas, packets, minutes, public comments, and speaker information.
The solution must include reporting capabilities and provide an API driven by RESTful web services to allow access to City-approved datasets available in the system. All questions must be submitted no later than July 22, 2026.
Similar RFPs
Frequently asked questions
- When is the submission deadline?
- Submissions are due August 5, 2026. Questions must be submitted by July 22, 2026.
- Who issued this RFP?
- It was issued by City Of San José. The work is located in San José, California, United States.
- Who is a good fit for this opportunity?
- Providers of cloud-based agenda and legislative management platforms
- Firms with public sector or municipal government implementation experience
- Companies with strong system integration capabilities for Zoom, Microsoft Teams, and enterprise authentication tools
- Vendors experienced in large-scale legacy data migration, including documents and video archives
- Teams with multilingual platform support and accessible mobile-responsive design expertise
- Companies offering secure SaaS solutions with API development and role-based access control experience
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.