All correspondence must be made through the Vendor Portal. Specifications include, but are not limited to: a. Agenda Management: Council Agenda Management starts with a request for legislation by an internal entity (Council Member, Mayor’s Office, or Louisville Metro Government agency/department) through the Legislative Management System to the Jefferson County Attorney’s Office (JCAO). The Legislative Management System has an approval workflow where all legislation receives review and approval by JCAO, Council Members, and the Council Clerk’s Office. Additionally, there are special discussion items created that require no review or approval. These legislative and special discussion items are used to build agendas. Agendas created by Planning and Design Services are usually created as a Word document, converted it to a pdf, then uploaded into the legislative system, but they should have the same capabilities as the Council.; b. Meeting Management with Voting System and Queue: Clerks run the meetings, which includes indexing each agenda item as it is called, recording roll call, motions, votes, and notes, and managing the public speaker list and timers.; For each meeting of the Council and its committees, Council Members must have on-site and remote access to the agenda and the attached documents, as well as the capability to vote and get in the queue to request to speak whether attending on-site or remotely. The voting results need to be displayed to the audience on projection screens in Chambers and on the web stream of MetroTV.; The Chair, as designated in the system at the start of each meeting, should have the ability to clear the queue/speaker list.; Planning and Design Services should have the ability to use Meeting Management, voting, and queue in the same manner as the Council.; c. Minutes Management: For the Council, the voting system should be integrated with the Council Clerk’s Office’s minutes annotation workflow. The integration between the voting system and the Council Clerk’s Office’s annotation workflow will allow legislative votes to be automatically recorded directly from the Council and committee meetings into the Council Clerk’s Office’s meeting minutes.; The automated agenda management software will integrate with the minutes annotation software to create a simple paperless workflow. Agendas and minutes will be linked and indexed to the audio/video of the meeting in a consolidated public archive via the software interface. Planning and Design Services should have the ability to use Minutes Management in the same manner as the Council.; d. Committee Management: The Council Clerk’s Office adds and edits committees, members, positions, and terms. The committee assignments must interface with Louisville Metro Government’s website on the web pages of each individual Council Member and include each’s voting and attendance records. Planning and Design Services should have the ability to use Meeting Management in the same manner as the Council.; e. Automated Live Closed Captioning with Transcript: For the Council, automated live closed captioning for Council and committee meetings is preferred, with an unedited transcript provided after the meeting. At minimum, automated live closed captioning services for the approximately 23 Council meetings per year is requested.