Meeting Management Solution RFP

The City of Waukesha seeks a cloud‑based meeting‑management platform that consolidates agenda creation, legislative tracking, minutes generation, video integration, public portal access, and robust security/compliance features. The vendor must provide full implementation services—including data migration of historic meeting records, user training, and ongoing support—while meeting WCAG 2.1 AA accessibility standards and integrating with Microsoft Entra ID/Azure AD for SSO. The contract will likely run for multiple years, with a five‑year total cost of ownership required in the proposal. • Core functionalities: agenda & packet generation, legislative item workflow, minutes & voting capture, public‑facing searchable portal, video timestamp linking, unlimited data storage. • Technical requirements: SaaS delivery, browser compatibility (Edge, Chrome, Firefox, Safari), role‑based security, audit logging, SSO/MFA, encrypted data at rest/in transit, disaster‑recovery. • Vendor deliverables: implementation plan, data migration strategy, training program, support SLA, three municipal references (preferably Wisconsin), detailed pricing (license, services, annual maintenance) with 5‑year TCO.