SW-116904 - USA (California) - Agenda Management System - Deadline September 18,2026

(1) Vendor needs to provide agenda management system.– Agenda management system that is automated and user–friendly that includes the following components:• Agenda management workflow system with approval processes• Allows staff to create and process administrative reports, assemble and produce agendas• Provide public access and search functionality of past and current agendas and supporting materials• Create meeting minutes• Integrates with the City’s existing website to Provide public access and search functionality• Simplicity – The system must be clear and easy to use for a wide array of city staff with varying degrees of technological ability.• Accessibility – The system must allow access via Apple and Microsoft products, smartphone, tablet, or desktop computer. Users must be able to upload and view agenda materials on these devices from anywhere without any limitations due to compatibility issues.• Compatibility – The system must be able to integrate with the City’s technology and network infrastructure.• Transparency – The system must ensure that the published agenda packet is easily accessible on the City's website to promote government transparency.– The City seeks an agenda management system that performs the following functions and that includes, but is not limited to, the following components:a. Automated workflow system to prepare, track, modify, approve, and monitor the progress of agenda items.b. Version control for development of agenda items and tracks changes/edits.c. Ability for the item author to insert a formal caption, the presenter’s name(s), background information including attachments, and a recommendation.d. Ability for the agenda item author to retain control over edits of the agenda write–up and to retrieve the item at any time during the routing process.e. Capability to add or delete staff from the agenda item workflow/routing review/approval process uniquely for an individual agenda item.– Ability to create multiple customizable agenda and staff report templates for different types of agenda items and legislative bodies.– E‐mail notifications to staff: beginning to end of process, inter‐department approver, deadline alarm, returned for edit/correction/final/approval– Ability to note the location (page number) of each item on an agenda index– Ability to view future meetings on a calendar(2) The contract period will be for one year.(3) All the questions must be submitted no later than August 21, 2026