RFP - Electronic Agenda/Meeting Management System

The Town of Middleburg is seeking proposals for an electronic agenda and meeting‑management system to support its elected and appointed bodies. The solution should enable the creation, distribution, and archival of meeting agendas, minutes, and related documents, provide secure remote access, and integrate with existing municipal IT infrastructure. Vendors are expected to deliver software (likely SaaS or hosted), implementation services, training, and ongoing support. • Provide a web‑based platform for agenda creation, voting, and minute capture. • Ensure compliance with public meeting laws, data security, and accessibility standards. • Offer integration with the town’s current financial, document‑management, and email systems. • Include training for staff and technical support for at least the first year of operation. • Deliver a detailed implementation plan, timeline, and cost breakdown.