RFP- 439 - LEGISLATIVE TRACKING SOFTWARE

The City of Yonkers (“COY” or the “City”) desires to purchase a commercially available Legislative Tracking System (“LTS”) that has been successfully implemented in other jurisdictions of similar size, scope and complexity.

The system must answer the day-to-day business needs of the Office of the City Clerk and of the Yonkers City Council, as well as provide information to be made readily available for the public. It must include the ability to perform easy, quick updates to permit last minute changes to documents with mandated deadlines and last minute changes to committee rosters and voting orders. The system must be sufficiently flexible in functional and technical design to accommodate future technological changes and any re-engineering of the business environment.

At a minimum, the successful vendor’s solution must be able to do the following:

• Handle current volumes of legislative activity from the full Council and Committees
• Allow complete conversion of existing data from current systems
• Generate meeting agendas from defined criteria; then allow the agendas to be altered when necessary
• Generate minutes from the agendas that are updated online during the meetings
• Generate a variety of reports related to the status of legislative matters, member attendance and votes at various meetings, along with pre-set and ad hoc queries
• Allow for note fields and updates to the system.
• Have the capability to conduct virtual meetings and hearings and be able to incorporate live, real-time citizen participation.