RFP - Electronic Agenda/Meeting Management System

The Town of Middleburg, Virginia is requesting proposals for an electronic agenda and meeting management system serving the town's elected and appointed bodies, with proposals due July 20, 2026 at 11:00 a.m. EST and final questions due June 30, 2026 at 10:00 a.m.

The system must provide electronic access to agendas and supporting documents for public viewing and for board members via Apple iPad devices, with capabilities for note-taking, document annotation, role-based permissions, and secure access controls. Integration with the town's existing Swagit/Granicus livestream and video platform is mandatory. The town operates four primary boards—Town Council, Planning Commission, Historic District Review Committee, and Board of Zoning Appeals—plus additional advisory committees, currently using Granicus Peak Agenda software implemented since 2018.

The selected system must be fully operational by December 1, 2026. The town intends to award a five-year contract with annual renewal options thereafter. Vendors must provide cost proposals including initial acquisition costs and annual maintenance and renewal costs for the five-year period, and must identify all necessary hardware, whether proprietary or off-the-shelf.

The current incumbent is Granicus Peak Agenda. The Granicus contract expires January 29, 2027.

All proposals must comply with the Town of Middleburg's standard contract terms, including Commercial General Liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate; Professional Liability insurance of $2,000,000 per wrongful act; accessibility compliance with WCAG 2.1 Level AA standards; drug-free workplace certification; and non-discrimination and indemnification requirements. Vendors must provide detailed descriptions of warranty, maintenance, and support services with specified response times. The town reserves the right to cancel the RFP, reject any proposals, or negotiate with a single qualified offeror.