Committee Management System ITT

Tender description

The administration and control of the Council’s democratic framework and decision making process is currently reliant upon manual processes. The Council recognises the need to modernise existing arrangements to enable more effective and efficient ways of working that will also bring further transparency to a more accessible Council decision making process. The Council is therefore looking for a software solution that will enable it to achieve this. The functionality provided must be able to incorporate democratic processes, streamline them and be flexible to respond to any and all future changes, either required by the Council or through changes in legislation with regards to the democratic decision making process. The software solution will be required to have appropriate database administration routines, system security and back up/ recovery procedures. The software solution will be required, as a minimum, to run in a Windows 7 environment and be able to integrate with Microsoft Office products including SharePoint. The Council is committed to working towards a paperless environment and to using technology to facilitate such improvements. The proposed solution must be able to support the use of tablets and enable the downloading/ viewing of agenda’s and reports etc. via an app. The main requirement is to provide an effective and efficient alternative to the current processes for collating and publishing Council reports, scheduling and managing meetings and publishing subsequent minutes and actions/ decisions. This information should also be made more readily accessible to users and be available 24 hours a day 365 days a year. As a minimum the solution must provide; • Provision for the creation, circulation and version control of draft documents and all associated items in the preparation of meeting agenda, reports and minutes by assigned Officers. Taking said information to a signed off (final) state ready for publication. • Collation and web based publishing of (final) meeting agendas, reports, minutes and supporting documentation that can be accessed via a tablet device. NB the provision of tablet devices etc. is outside the scope of this tender • The ability to produce and edit a meeting diary (calendar) for all public, formal, internal and outside body meetings and training events. With email notifications of invitations and deadlines; and an internal and external subscription facility • Facility to record, notify and publish the notice of key decisions and private meetings, urgent key decisions, delegated decisions and individual Executive member decisions • Facility to record and publish member declarations and Register of Interests, attendance at meetings, Councillors information and the Council’s political make up • A comprehensive and searchable database of meeting agenda, reports, minutes, decisions and the ability to seamlessly access legacy documents and information