Agenda Management System

The vendor required to provide agenda management system (AMS) will ensure continuity of legislative processes, improve efficiency, and enable the decommissioning of OnBase.
- Solution will provide a secure, user-friendly platform for agenda creation, meeting management, and public access to agendas and minutes.
- Objectives
•    Migrate agenda management functionality from OnBase to a modern AMS.
•    Provide templates for council and committee meetings tailored to city standards.
•    Enable efficient workflows for item submission, review, and approval.
•    Ensure public-facing access to agendas and minutes with accessibility compliance
•    Support secure authentication, audit logging, and compliance with pipa.
•    Complete implementation in alignment with OnBase decommissioning schedule.
- Requirement:
1. System implementation
•    Fully configured AMS with agenda creation, meeting management, and publishing capabilities.
•    Role-based workflows for city clerk, EAS, and other stakeholders.
2. Data migration
•    Export historical agenda and minutes data from OnBase.
•    Import data into AMS or approved archival repository with validation.
3. Templates and configuration
•    Custom agenda templates for council and committee meetings.
•    Approval workflows and notification settings.
4. Training and documentation
•    Role-based training for city clerk, EAS, and it support.
•    User guides and recorded training sessions.
5. Security and compliance
•    Integration with city’s identity provider
•    MFA, audit logging, and data residency compliance.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 28, 2026