Agenda Management Software

Background
The City of Santa Monica seeks an online Software as a Service (SaaS) solution to provide an agenda management software that manages the City Council’s staff report and agenda development process. The current system, IQM2 from Granicus, is used by approximately 140 staff across fifteen departments. The City Council meets bi-monthly to adopt legislation and provide direction to City administration. The goal is to replace and upgrade the existing agenda management software system.

Work Details
The vendor will deliver a commercially available agenda management system that requires minimal customization and has proven effectiveness in similar jurisdictions. Key functionalities include:

- Cloud-based access
- Management of staff report submissions
- Automation of agenda creation and posting
- Customizable templates
- Real-time note-taking
- Role-based access control
- Integration with existing systems (e.g., Laserfiche)
- Electronic voting capabilities
- Support for mobile access

The system must also allow for data migration of at least 12 years of historical meeting agendas and minutes from the current system. Additional features include the ability to generate reports, manage written comments from constituents, and provide training for various user groups.

Period of Performance
The contract will have an initial term of three years with two one-year renewal options at the City's discretion. The implementation timeline aims for full operational capability by July 31, 2026.

Place of Performance
The services will be performed in Santa Monica, California.

Bidder Requirements
Vendors must possess a valid business license from the City of Santa Monica if physically located or conducting business within the city limits. They are also required to maintain insurance coverage as specified in the agreement.