Agenda Management Software

The City of Santa Monica seeks a qualified vendor to provide a cloud-based, Software as a Service (SaaS) agenda management solution to replace its current Granicus IQM2 system and manage the City Council's staff report and agenda development process. The procurement is applicable to Los Angeles County and San Francisco City jurisdictions, with proposals due on April 7, 2026, at 3:00 p.m., following a question submission deadline of March 24, 2026. The solution must be commercially available without significant customization, proven in jurisdictions of similar size and complexity, and capable of supporting approximately 140 staff members across 15 departments and 21 advisory boards and commissions. Key deliverables and objectives include automating staff report creation, agenda posting, meeting packet distribution, and public notifications; integrating with the City's enterprise technology ecosystem including Tyler ERP (Munis), ServiceNow Platform, SharePoint, Laserfiche, Orchard CMS, AWS, Tableau, and Granicus video streaming; providing role-based access controls, API integration capabilities, and full WCAG 2.1 accessibility compliance; and managing the migration of twelve years of historical meeting data. The vendor must achieve full system operability by July 31, 2026, with public go-live scheduled for October 2026. Required qualifications include completion of a Vendor Information Security Assessment (VISA) questionnaire, submission of SOC Type 2 audit reports or third-party cybersecurity assessments, provision of comprehensive training for administrators, power users, and end-users in both in-person and virtual formats, and maintenance of defined service levels including 99.5% uptime with Priority A support (eight-hour resolution for system inoperability). Evaluation criteria include technical qualification assessment, functional capabilities (30 points), value-add and breadth of service (10 points), experience and references (15 points), cost (20 points), and ability to meet work plan and timelines (25 points).

The procurement includes Living Wage Certification requirements if the contract exceeds $54,200, and proposers must complete the Oaks Initiative Disclosure Form, Certificate of Compliance, Non-Discrimination Policy and Debarment Certification, and Levine Act Disclosure Forms. The incumbent vendor is currently Granicus (IQM2 system), which the City is seeking to replace with a more modern solution. The proposed system must integrate with existing City infrastructure including ServiceNow Integration Hub for ServiceNow-related integrations, AWS serverless technologies (AWS Glue and Athena) for other integrations, and Tableau for dashboarding and data visualization. Insurance requirements mandate Commercial General Liability coverage of at least $1,000,000 per occurrence, Workers' Compensation insurance complying with California statutory requirements, and Technology Professional Errors and Omissions/Cyber Liability insurance with minimum limits of $1,000,000 per occurrence or $2,000,000 annual aggregate. The contract term is three years with two optional one-year renewal periods exercisable at the City's sole discretion, and proposers' responses remain firm for 180 days after the proposal due date or 60 days after best and final offer submission. While specific budget figures are not disclosed in the procurement documents, the City reserves the right to award to multiple vendors if deemed in its best interest and may request best and final offers and conduct demonstrations via Microsoft Teams.