Capitola Municode #RFP - Agenda Management System 7-20-26

City of Capitola Solicits Automated Agenda Management System

The City of Capitola is seeking proposals for an automated Agenda Management System to modernize legislative processes for the City Clerk's office and multiple city boards and commissions. - Government Buyer: - City of Capitola, City Manager Department, City Clerk's Office - OEMs and Vendors: - No specific OEMs or vendors are named in the solicitation - Products/Services Requested: - Automated, user-friendly legislative/agenda management software - Must include workflow automation, approval processes, agenda and minutes creation, version control, and public access/search functionality - Integration with the City's existing website (hosted by Civic Plus) - Compatibility with Apple and Microsoft products, smartphones, tablets, and desktops - Data migration or import from the current agenda management system - Support for multiple city boards and commissions - Compliance with the California Brown Act for public meeting transparency - Comprehensive onboarding, training, and ongoing support - 60-day trial period at no cost - Unique or Notable Requirements: - System must be fully implemented before the current system sunsets - Must provide robust accessibility and integrate with existing IT infrastructure - Requires a single, integrated solution with onboarding and training included - Must allow for transfer or import of historical data from the current system, either directly or by coordinating with the current provider

Description

The City of Capitola is seeking proposals from software solution providers to supply an automated and user-friendly legislative management system for the City Clerk's office. The system must include agenda management workflow with approval processes, the ability to create and process administrative reports, assemble and produce agendas, provide public access and search functionality for past and current agendas and supporting materials, create meeting minutes, and integrate with the City's existing website. The solution should enhance coordination across the City and expand public access through transparency and streamlined information delivery. The system must also be capable of transferring data from the City's current system or coordinate with the current provider for data access, and provide all required services in one integrated solution.

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