Agenda Management Software Solution

The City of Wichita is requesting proposals for an Agenda Management Software Solution for the City Clerk's office under RFP 260201, with proposals due October 16, 2026 at 10:00 a.m. Central Time. A 10% evaluation weight is assigned to Small & Emerging Business Enterprise participation.

The scope requires a commercially available, comprehensive agenda management system operational in at least three comparable municipalities. The system must organize, manage, and publish City Council meeting agendas, minutes, and related documents; support up to 48 meetings annually with variable agenda item volumes; and integrate with existing City applications and third-party providers including Municode software and YouTube. A single prime contractor or systems integrator must serve as the sole point of contact and be responsible for all implementation services, including delivery, installation, integration, data conversion, training, documentation, and ongoing support and maintenance.

Mandatory technical requirements include ADA accessibility compliance, API and web service interfaces, separate databases, batch processing, application server separation from database servers, and prohibit AI systems from using City data for model training or retraining while ensuring the City retains ownership and control of all data. Security requirements mandate ISO 27001, SOC 2, GDPR, and HIPAA compliance; role-based access control; multi-factor authentication; AES-256 encryption at rest and TLS 1.2+ in transit; comprehensive audit logging; and regular penetration testing. Reporting must support built-in or integrable engines compatible with Power BI or Tableau, ad-hoc and scheduled generation, multiple export formats, role-based access, KPI dashboards, and customizable filtering.

The contract term is one year with four optional one-year renewal periods; either party may cancel with 30 days' written notice. Proposals must be fixed-price with all costs detailed separately. No advance payments are made; payments are tied to defined deliverables, with at least 25% held until final system acceptance following a 90-day acceptance testing period. Proposers must submit three years of audited financial statements, bank references, and Dun & Bradstreet numbers. Questions are due September 22, 2026; answers will be provided via addendum by October 2. Award is anticipated in December 2026. Evaluation criteria weight proposals on mandatory elements (10%), checklist compliance (10%), proposer experience and resources (15%), functional and technical requirements (15%), hardware and software requirements (10%), customer support and maintenance (10%), training and documentation (10%), and costs (10%).