Agenda Management System

A city in California is seeking a vendor to provide an automated, user-friendly agenda management system for preparing, processing, and publishing meeting agendas and related materials. The system must support agenda management workflows with approval processes, allow staff to create and process administrative reports, assemble and produce agendas, create meeting minutes, and provide public access and search functionality for past and current agendas and supporting documents.

The requested solution must include automated workflow tools to prepare, track, modify, approve, and monitor agenda items; version control and change tracking; and the ability for item authors to add captions, presenter names, background information, attachments, and recommendations. Authors must be able to retain control over edits and retrieve items during routing, while staff administrators must be able to modify workflow participants for individual agenda items. The system should also support multiple customizable agenda and staff report templates for different meeting types and legislative bodies.

The city requires a platform that is simple to use for staff with varying technical abilities, accessible across Apple and Microsoft products as well as smartphones, tablets, and desktop computers, and compatible with the city's existing technology and network infrastructure. Additional capabilities include email notifications throughout the approval process, deadline alerts, returned-item notices, the ability to identify page locations for agenda index items, and a calendar view of future meetings. The system must integrate with the city's existing website to support public transparency. The contract term is one year, and questions are due by August 21, 2026.