Agenda and Meeting Management Solution

A government entity in Alberta is seeking a cloud-based agenda and meeting management solution to enhance the efficiency and transparency of its meeting processes. The required solution should streamline end-to-end automation of agenda creation, scheduling, approval workflows, and meeting preparation. It must facilitate improved workflow, action tracking, reporting, and accountability, while supporting both open and closed meetings with appropriate confidentiality controls and compliance with the Access to Information Act and Protection of Privacy Act.

Key deliverables include automated agenda and minute management, real-time note taking, motion and item tracking, follow-up task management, and comprehensive reporting. The solution should ensure secure handling of confidential items, full-text search capability for past documents, and a public web portal for posting agendas, minutes, and video recordings. Additional features such as video streaming, video conferencing, and e-voting are considered optional. Integration with existing platforms (such as O365 and current website portals), support for multimedia files, and migration of historical agenda and minute files are also required components.

The chosen vendor must provide a scalable, user-friendly SaaS platform accessible to staff, council or board members, and the public, with easy update paths. The contract will span one year, and all solution-related questions are to be submitted by February 11, 2026.