Public and Comprehensive Meeting Management Software

The City Council of Pennsylvania is seeking qualified firms to provide comprehensive meeting management services supported by a robust, fully accessible meeting software platform. The selected vendor will be responsible for managing and supporting all public meetings conducted by the City Council, as well as those of affiliated authorities, boards, and commissions.

Key responsibilities include end-to-end management of legislative and meeting workflows, such as drafting legislation, agenda creation, publishing meeting minutes, document management, public engagement, and operation of multi-platform live streaming. Vendors should also be equipped to offer technical support for live, hybrid, and virtual meetings, operate audio/visual equipment, handle real-time troubleshooting, record and archive meetings, and manage public comment processes.

The meeting software platform must feature comprehensive agenda and document management, including creation, editing, version control, and document history. It should also support roll call, voting, minute-taking, real-time notation for public comments, automated packet generation, and simultaneous high-definition live streaming to platforms such as Facebook Live, YouTube, and the City website. Public engagement tools must include digital public comment submission and speaker queue management. Additionally, the platform must ensure secure user authentication, role-based permissions, and compliance with Pennsylvania's records retention requirements.

A contract term of three years is expected, and all inquiries regarding this opportunity must be submitted by February 24, 2026. A pre-bid meeting will be held on February 23, 2026.