Agenda, Legislative, and Public Meeting Management Solution

The City of Palm Desert, California is requesting proposals for a comprehensive Agenda, Legislative, and Public Meeting Management Solution under RFP with proposals due September 16, 2026 at 2:00 p.m., submitted electronically through OpenGov Procurement; questions are due September 3, 2026.

The scope encompasses software and implementation services supporting the full lifecycle of legislative and public meeting processes, including agenda development and approval, meeting administration, minutes preparation, public access to meeting materials, video streaming and recordings, and records management. The selected proposer must deliver the software solution, implementation, configuration, data migration from the City's current eScribe system, integration with existing City technology, testing, training, go-live support, and ongoing maintenance and technical support. The solution must improve staff efficiency, reduce duplicative processes, enhance public accessibility and transparency, and integrate with the City's existing technology environment.

The initial contract term is three years with two optional one-year extensions, for a maximum potential term of five years. The City Council must approve the final contract award. No pre-proposal meeting is scheduled.

Proposals will be evaluated on proposal clarity and responsiveness (5 percent), qualifications and relevant experience (15 percent), proposed solution and functional capabilities (30 percent), implementation and migration approach (20 percent), project team and support model (10 percent), security, privacy, and accessibility (10 percent), and cost proposal and overall value (10 percent). Fee proposals must distinguish one-time implementation costs, recurring subscription or licensing fees, migration costs, integration costs, training costs, media hosting and captioning costs, and ongoing support and maintenance costs.

Insurance requirements include commercial general liability of $1 million per occurrence, professional liability of $1 million per claim, workers' compensation at statutory limits, and cyber liability of $1 million per occurrence. The City reserves the right to reject all proposals and negotiate with multiple proposers concurrently.