Fort Worth Seeks Agenda and Meeting Management System

The city of Fort Worth has issued a request for proposals (RFP) from vendors for an agenda and meeting management system.

The main goals of the requested system are to eliminate manual workloads, automate agenda workflows, track legislation, customize approval sequences, integrate with Microsoft Word and allow for publication to the web.

New system requirements listed in the RFP include agenda item creation, review and approval, membership profile tracking, simple workflow management, a calendar, speaker sign-up and comment abilities, meeting facilitation, vote capture and finalization, data conversion to “read only,” a board and commission system, board member creation capabilities, attendance report routing and board and commission management capabilities.

The system’s security must include role-based access that ensures previously authorized users are locked out of the system when they no longer require access. External devices configured to enable council members access to the system have also been requested.

The system must integrate with the city’s existing video system to allow for the timestamping of meeting recordings from meeting minutes, video transcription and access to recordings and agendas for citizens on the city’s existing website.

The chosen vendor will also be expected to provide training resources to city staff and council members.

Vendors are required to have a minimum of five years of experience providing agenda and meeting management systems and to have operated a full-time, permanent business address capable of being reached by email and telephone.

More detailed information about RFP No. 24-0012, including all minimum requirements and requested services, can be found online. A non-mandatory pre-proposal conference will be held at 3 p.m. Monday. The deadline for question submissions is 5 pm. Wednesday. The deadline for submission of proposals is 1:30 p.m. Jan. 4. Charles Benson is the point of contact for this RFP.