Agenda, Legislative, and Public Meeting Management Solution

The City of Palm Desert is soliciting proposals for a cloud‑based agenda, legislative and public meeting management platform that will automate agenda creation, routing, approval, meeting administration, minute generation, public‑facing portals, video streaming, captioning, records retention, and integration with existing systems (Microsoft 365, Laserfiche, identity services). The contract will include software licensing, implementation, data migration from the legacy eScribe system, configuration, training, go‑live support and ongoing maintenance for an initial three‑year term with two optional one‑year extensions. Vendors must demonstrate experience with municipal meeting‑management solutions, accessibility compliance (WCAG 2.1 AA), security certifications (SOC 2 Type II or ISO 27001), and optional AI‑enhanced transcription or summarization capabilities. • Scope: Full‑lifecycle meeting management SaaS (agenda, approvals, minutes, public portal, streaming, records). • Required services: implementation, data migration, integration, training, support, annual maintenance. • Term: 3 years (option to extend to 5 years). • Submission deadline: September 16 2026 2:00 PM (electronic only). • Questions due: September 3 2026 2:00 PM. • Evaluation criteria include functional fit, experience, implementation approach, security/accessibility, and cost. • No pre‑bid meeting or site visit required.