It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida authorize the issuance of Request for Proposal (RFP) 2022-056-WG for an Electronic Agenda Management System, which seeks proposals for a web solution that automates the compilation and distribution of meeting information, including agenda packets, minutes, and meeting actions.

On March 5, 2014, the Mayor and City Commission adopted Resolution No. 2014-28509, authorizing the Mayor and City Clerk to execute an agreement with Innobar, LLC d/b/a Novusolutions for an electronic agenda system (the “Agreement”) pursuant to RFP 2014-001. The Agreement included the implementation, training, and annual license for the Novus electronic agenda system that would allow the Administration to process agenda items archived past agenda meetings and legal minutes with a video stream. On July 18, 2018, Inobbar, having previously acquired Granicus, consolidated operations into Granicus. On September 14, 2018, the City Manager approved the assignment of the Agreement from Innobar to Granicus. The City’s Agreement with Granicus expires in February 2023. In order to consider a replacement agreement, through this Requests for Proposals (RFP), the City seeks to select a firm qualified to provide a web solution to process agenda items and archive past agenda meetings and legal minutes with a video stream.

The City of Miami Beach is looking for a web solution that automates the compilation and distribution of meeting information, including agenda packets, minutes, and meeting actions. Application modules should facilitate the following at a minimum:

• data migration / migrate the NOVUS Agenda to the new platform
• paperless agenda review and collaboration
• customizable approval workflows
• agenda preparation allows for future redesigns of workflow
• access via web
• configurable agenda templates
• publish agenda to HTML (HTML 5 for mobile viewing recommended) and PDF Rendition
• mobile responsive
• high-quality video streaming for archived videos (this then needs video indexing applied)
• video indexing performed by the proposer
• document tracking/history beginning to end in real-time
• creation of minutes (able to upload meeting minutes in word and/or PDF)
• meeting vote tracking - real time you can capture who made the motion (not a requirement but preferred)
• ability to create a PDF of agenda with backup materials
• provide an API to allow CMB to pull data from the agenda based on criteria such as keywords, applicable areas, meeting type, etc.
• advise CMB if out of the box functionality exists to replace API process identified
• unlimited boards - Do not want a limitation on the number of agenda packages. Should be an unlimited subscription
• ability to conduct multiple meetings simultaneously – Handle large load of people hitting the system
• supports storing of multiple file formats: Including Word, PDF, Excel, GIS, AutoCAD et al
• e-mail notifications to staff beginning to end of the process. Including Inter-department approvers, returned for edit/correction, and final approval. Currently there is a limit on the size of the file that you can upload
• secure log-in available allowing login for the department and inter-department access by those given these rights.
• OCR conversion capabilities if possible for the PDF and word documents
• customized reports created by the vendor. The vendor is asked to describe the costs for such reports.
• searchable, secure archives.
• capabilities to handle addendums and supplementals – If a book is printed and needs to be supplemented later and have things added to it, we need the ability to edit the original and add the addendums and supplements
• E-comment feature is preferred (allows the public to comment on agenda items and it comes out in a nice user-friendly format), and
• software support must be available during the City’s “normal” business hours which are Monday - Friday, 8:30 a.m. - 5:00 p.m., Eastern Time Zone with access to support personnel after hours and on weekends.

The proposed system should include an online resident engagement tool with the following features:

o   ability to provide comments directly to the City Commission through the online meeting agenda.

o   integrate with the new agenda system, allowing residents to review agenda item details, indicate their position on topics (For example Support/Neutral/ Oppose), and leave written feedback from the convenience of their own home, and

o   support/neutral/oppose feature that allows residents to express their positions on agenda items, and allow in-depth graphical reports to be viewed by the Mayor, Commissioners, and the Administration prior to a meeting, helping them better understand and consider the view of the residents.

Vendor is asked to describe initial end-user training options that are available and include costs for such. The City requires the vendor to offer at least one initial session of end-user training to be held at cut-over of the application for all users. This session will involve training for at least 40 attendees. Training can be web-based versus on-site.

Ideally, the City would like to consider a proven, established (currently functional) solution that meets the stated needs. The City may consider solutions that require some customization from providers experienced in similar systems.

I recommend that the Mayor and Commission of the City of Miami Beach, Florida authorize the issuance of RFP 2022-056-WG Electronic Agenda Management System.