Request for Proposals: Town of Whitecourt Agenda and Meeting Management Software

The Town of Whitecourt invites proposals from qualified Agenda and Meeting Management Software vendors to introduce a software application and necessary hardware to support it. 

The Town of Whitecourt (the “Town”) invites Proponents to submit a formal proposal in response to this Request for Proposals (“RFP”) to provide an Agenda and Meeting Management Software solution including installation, hardware (if needed), and training (the “Services”) with the intent to negotiate and enter into a contract with the Town for the Services.

Project Scope

The Town of Whitecourt is requesting a proposal to introduce an Agenda and Meeting Management Software application and the necessary hardware to support it (if required). 

The Town seeks to implement a comprehensive Agenda and Meeting Management Software solution that will automate the Council meeting process from beginning to end.  This will include, but is not limited to the management of:

• agendas (paperless, customizable templates, different meeting types, spell check and formatting tools, different levels of control and security that can be set by Administrator, provide security for Closed Meeting agenda items (secure and locked from viewing expect to specific users), generates a full and/or partial agenda as a navigable PDF),
• minutes and reports functions (automatically generate resolution numbers to include vote options, ability to add attachments in PDF format to agenda items),
• automated web posting,
• live and on-demand video streaming (to meet future needs),
• electronic voting (to meet future needs).

Proposal Deadline

All proposals must be received by 4:00 p.m. MST on Tuesday, July 2, 2024.  Any proposals received after the due date and time will not be considered.  Submissions can be sent to the following address:

Town of Whitecourt
Tara Gallant, Legislative Manager
Re: Town of Whitecourt Agenda and Meeting Management Software Solution
Box 509, 5004 52 Avenue
Whitecourt  AB  T7S 1N6
780-778-2273
taragallant@whitecourt.ca

Electronic submissions will be accepted; however, proponents, are cautioned that the closing time is based on when the proposal is received by the Town and NOT when a proposal is submitted by the proponent. It is the sole responsibility of the proponent to be mindful of the length of time for the proposal to be transmitted due to file transfer size, transmission speed or other factors. The Town shall not be responsible for any failure to receive email submissions sent by the proponent, and proponents are encouraged to take steps to ensure their Proposal has been received in advance of the deadline.

Any and all costs associated with the preparation and submission of the Proposal, including any costs incurred by the Proponent after the Closing Time will be borne solely by the Proponent.

Questions regarding this project may be directed to Tara Gallant, Legislative Manager, at taragallant@whitecourt.ca.