City of Capitola Request for Proposal for Agenda Management System 2026
City of CapitolaCity · Capitola, CA- Due
- Sep 18, 2026
- Deadline passed
- Posted
- Jul 20, 2026
- Primary contact
- Chloe Woodmansee
- (831) 475-7300
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THE 30-SECOND BRIEF
The City of Capitola is seeking software solution providers to supply an automated, user-friendly legislative agenda management system for the City Clerk's office. The system must include an automated workflow for agenda preparation, tracking, approval, version control, meeting minutes creation, and integration with the City's existing website and Microsoft products. The software will serve the City Council, Planning Commission, Art and Cultural Commission, Finance Advisory Committee, Commission on the Environment, and Historical Museum Board in compliance with the California Brown Act. Proposals are due by September 18, 2026, with an onboarding completion deadline prior to the sunset of the current system in June 2027.
Vendor expertise, quality of proposed services or goods, extent to which the vendor's services meet the City's needs, cost, technical demonstration, references
SUMMARY
The City of Capitola is seeking software solution providers to supply an automated, user-friendly legislative agenda management system for the City Clerk's office.
The system must include an automated workflow for agenda preparation, tracking, approval, version control, meeting minutes creation, and integration with the City's existing website and Microsoft products. The software will serve the City Council, Planning Commission, Art and Cultural Commission, Finance Advisory Committee, Commission on the Environment, and Historical Museum Board in compliance with the California Brown Act. Proposals are due by September 18, 2026, with an onboarding completion deadline prior to the sunset of the current system in June 2027.
EVALUATION CRITERIA
6- Vendor expertise
- Quality of proposed services or goods
- Extent to which the vendor's services meet the City's needs
- Cost
- Technical demonstration
- References
REQUIRED ATTACHMENTS
5- Cover letter
- Statement of Qualifications and Experience
- Proposal Statement
- Cost Proposal
- Acknowledgement of the City's Agreement for Professional Services
- Submit to
- [email protected]
- Scope location
- Capitola, CA
Questions about this RFP
How do I respond to this RFP from City of Capitola?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 18, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Chloe Woodmansee.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Capitola in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Chloe Woodmansee at (831) 475-7300. Questions and answers are typically shared with all prospective bidders.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Vendor expertise, quality of proposed services or goods, extent to which the vendor's services meet the City's needs, cost, technical demonstration, references" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Capitola?
All active and historical solicitations from City of Capitola are tracked and searchable. As a city agency, City of Capitola regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover letter, Statement of Qualifications and Experience, Proposal Statement, Cost Proposal, Acknowledgement of the City's Agreement for Professional Services. Review the full document from City of Capitola for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Capitola, CA. Review the full solicitation for detailed scope requirements.