Agenda Management Software

Project Release Date: March 12, 2026

Question Submission Deadline: March 24, 2026, 3:00pm

Question Response Deadline: March 31, 2026, 3:00pm

Proposal Submission Deadline: April 7, 2026, 3:00pm

System setup, internal testing, workflow validation, and issue resolution to be completed by July 2026.

System must be fully implemented and functional by the end of July 2026.

Vendor-provided training for City staff in August 2026.

Internal go-live, staff able to enter Staff Reports for October Council meetings in September 2026.

Public go-live for City Council agenda and packet fully functional in October 2026.

The City is seeking a cloud-based agenda management software solution that is commercially available, widely adopted by jurisdictions of similar size and complexity, and has a track record of reliable performance. The desired system must enable easy drafting, approval, and electronic publication of staff reports, supplemental attachments, full agendas, and meeting packets for the City Council.

Key requirements include the ability to manage submissions, automate agenda and meeting packet creation and publication to an online public portal, and send automated notifications to council members, boards, commissions, and subscribed constituents. The software should allow minor edits to agenda and template configurations by city staff, support robust branding and integration capabilities, and be fully scalable, secure, and accessible from any device or location. API capabilities for comprehensive integration with the City’s existing systems and compatibility across PC and Mac OS platforms are essential. The initial contract term is for two years, and all vendor questions must be submitted by March 24, 2026.