Electronic Agenda Management System

The City of Norfolk, Virginia (“City”) seeks a Software-as-a-Service (“SaaS”) Electronic Agenda Management System (“System”) to replace the City’s current agenda management software (Minute Traq), and support the legislative development, approval, and voting processes from initial drafting through final City Council action and documentation. It is also expected that documentation (current and historical) stored in the System can be accessed and searched by the public. Furthermore, the accepted System will streamline related business processes involving multiple departments, track, tabulate and display live electronic voting results, and improve public access to meetings and documentation. The City intends to purchase a commercially available system that requires minimal customization, is currently in use by other jurisdictions of similar size and complexity, and has a proven track record of effective operation over time.

The City prefers a SaaS cloud hosted solution. However, the City will consider an alternative hybrid or on-premise solution for the City’s consideration. If the Offeror proposes an alternative solution, they must explain the advantages to the City of the alternative and how the alternative will meet functional and technical requirements specified in this solicitation.

Offerors may propose multiple solutions for City’s consideration under separate proposals.

The City is committed to well-managed government. Specifically, the City seeks to be a data-driven organization that provides effective and efficient programs and services which are responsive, accountable, inclusive, and public focused. The City is equally committed to transparency, therefore, sharing information with internal and external stakeholders is essential.

The City is seeking proposals from qualified Contractors for a multifunctional automated electronic agenda management system that will integrate with the City’s existing legislative process. Currently, the City has an automated business process for receiving and processing legislative requests, which involves standardized methods to submit legislative requests for action by City Council. The process involves input and documentation from the offices of the City Manager, City Attorney, City Planning Department, and other departments requesting legislation. This information is compiled into the City Council agenda and document packet, which is shared with the City Council via OneDrive and made available to the public in PDF format on the City’s website. After Council meetings, minutes are published in PDF format on the website, along with a 1080p MP4 video of the proceedings.

In addition to the work completed by staff from departments sponsoring an ordinance, staff from the City Attorney’s Office, Planning Department, City Manager’s Office, and City Clerk’s Office are involved in the submission, review, and approval of all documentation and docket ordinances within established timelines and protocols.