A scope of proposed services that outlines the services anticipated to successfully install, test and implement a functioning automated agenda management and workflow system should be provided with the proposer’s submittal. The precise scope of services to be incorporated into the Agreement will be based upon the submitted proposal and the project description and may be the subject of negotiations between the City and the successful Proposer. Based upon the City’s outline of requirements for a system, the Proposer shall prepare a complete description of the scope of services which the Proposer intends to perform in order to achieve the project objectives of providing and functionally testing a complete automated agenda workflow system meeting the needs of the City. In addition, each submittal must include a tentative project schedule outlining the project schedule including integration of past agendas and training as the Proposer sees it initially. This iteration should identify risks and other anomalies based on Proposer’s experience and industry best practices. The selected software solution should include, but not be limited to, the following features and functionalities: • Agenda Creation and Management: Ability to create, edit, and distribute meeting agendas securely. • User Permissions: Ability to assign permissions to users for specific meeting agendas or for specific boards or commissions. • Customizable Templates for Staff Reports and Agendas: Ability to customize templates for various types of reports and agendas. • Additions and Testimony Packets: Ability to create addition/deletion packets to the agenda and to create testimony packets post agenda publication. • Document Management: Support for attaching and managing supporting documents and files related to agenda items. • Workflow Automation: Streamline approval tracking processes and workflows related to agenda items. Should be flexible enough to add or delete approvers. • Minute Creation and Management: Ability to create, edit, and distribute meeting minutes securely. • Public Access: Provide a user-friendly interface for the public to access meeting agendas, meeting minutes, audio/video, and related documents, that includes a search function to search for specific terms, and should also include the ability to add a banner for special announcements, instructions, or updates about meetings, when needed. • Application Management: Online submission and management of applications for board and commission positions. • Appointment Workflow: Automated workflows for review, approval, and appointment of applicants. Push out 90-day notification to applicants eligible for reappointment and inquire about desire to do so. • Communication Tools: Integrated communication channels (e.g., notifications, messaging) for applicants, administrators, and staff liaisons for boards and commissions. • Document Management: Secure storage and management of applicant documents, resumes, and related materials. • Reporting: Ability to create customizable reports and generate member rosters. • Analytics: Tools for generating data on applicant demographics, appointment trends, and other relevant metrics. Ability to generate reports for member attendance records and member voting history/record. • Integration: Capability to integrate the agenda management system with the application system. • Accessibility: The solution must meet ADA requirements for accessibility, including conforming to Web Content Accessibility Guidelines (WCAG) 2.1 AA.
