Electronic Agenda and Meeting Management Software

RFP issued: March 10th, 2026

Deadline for questions: April 6th, 2026

Submission deadline: April 16th, 2026

Anticipated execution of agreement: May 2026

Software in place and staff trained by: November 15th, 2026

The City is seeking a vendor to provide an electronic agenda and meeting management software platform. This solution should enable staff, visitors, and residents to view meeting calendars, search and access past records including agendas and staff reports, and retrieve public meeting information through a web-based interface. The platform must ensure enhanced transparency and accessibility of meeting agendas and related documents for staff, council members, and the public.

The software is required to be fully compatible across various operating systems, including Windows, MacOS, iOS, Android, and Linux, supporting a range of devices such as smartphones, tablets, PCs, iPads, and Macs. Key features include the ability for users to annotate on agenda and minute templates, convert and resize documents into PDF format, and integrate seamlessly with the City's website and branding. The solution must also support integration with platforms like Office365, YouTube, and Boxcast, along with other digital encoder tools.

Additionally, the system should offer customizable workflows with robust controls for security, overrides, tracking, and historical access. Features such as document locking within workflows, seamless creation of secure closed agendas, and the ability to provide real-time streams and archived video linked directly from agenda content are also required. All inquiries regarding this RFP must be submitted by April 6, 2026.