Project Information

Bid Title

Electronic Agenda Management Software

Issuing Agency

City of Norfolk

Location

Virginia

Published Date

Nov 19, 2024

Closing Date

Dec 20, 2024

Government Level

State & Local

Status

Closed

Ref. #

10377-0-2025

Original Source

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Bid Documents

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Project Description

Project ID: 10377-0-2025

Title: Electronic Agenda Management Software

Addenda: 0

Release Date: 11/18/2024

Due Date: 12/20/2024

Post Information

Posted At:Mon, Nov 18, 2024 1:59 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

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 dispersed to 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 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.

Background

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.

Timeline

Release Project Date:

November 18, 2024

Question Submission Deadline:

November 25, 2024, 5:00pm

Question Response Deadline:

November 27, 2024, 5:00pm

Proposal Submission Deadline:

December 20, 2024, 2:00pm

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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