Meeting Management Software

The vendor is required to provide meeting management software solution that will allow the county to schedule and post agendas and documents, upload live stream meetings, and upload indexed and archived videos.
- The meeting management software solution should be able to accommodate the following functionality at minimum:
1. Identity and access management
• The solution should use the county’s dedicated Entra id for user access groups. 
• Single sign on through azure Entra id. 
• Supports the use of configurable role-based access controls to control access to functionality and data. 
• Supports a user with authorized role to view, create, modify, suspend and reinstate another user’s account.
• Supports a user with authorized role to assign or revoke any access roles for other users.
2. Features & capabilities
• Delivered through a web interface which functions on any modern web browser and specifically functions on chromium-based browsers version 109 and up, as well as and any future stable release version chromium-based browsers. 
• Record content in a standard, non-proprietary format and can be played within the cloud platform or using commercially available software. 
• Examples of standard non-proprietary formats include:
o For video: mp4 container with h264/265 encoding
o For audio: mp3/WAV/AAC
• Users can log into the solution to access recorded media (audio and video) and upload and index video archives.
• Generates, captures and uploads metadata associated with each data asset generated from the solution. 
• Examples of metadata may include, but are not limited to:
o Unique file identifier
o System file identifier
o Date and time
o Meeting name and id
• Automatically uploads recorded media, with status indicators such as uploading, complete, error, etc. 
• Unlimited storage and retention. 
• Customizable forms for invitee details, meeting details, and internal tracking details. 
• Unlimited meeting types. 
• Users can schedule and edit meeting dates and times, create meeting agendas, and meeting minutes. 
• Allows users with authorized access to edit and delete videos, meetings, agendas, and minutes. 
• The solution should have a minimum 7-day grace period for a user to initiate a process to recover data that has been accidentally deleted or purged. 
• The solution should consider linkages when data is selected for deletion and warn the user before deletion if a linkage exists. 
• Search function that enables users to identify files associated with meeting names, dates, etc. 
• Allows a user to search metadata. 
• Some examples include but are not limited to:
o Multiple parameters;
o One or more search query optimization techniques. examples include the use of wildcards, fuzzy searches, auto-complete, sounds-like synonyms, or other techniques to support the user’s ability to search without requiring the user to enter exact textual match;
o Date ranges;
o Meeting and item details;
o Attendee names;
• Allows users to download and save data assets.
• Allows for bulk downloading of all system data.
• Allows for a meeting manager to initiate a voting session during a meeting, with the ability to initiate multiple voting sessions in a single meeting.
• Allows for an admin to customize voting options.
• Allows for meeting attendees to vote when initiated by a meeting manager.
• Displays live results of a voting session during a meeting.
• Captures the results of the voting session, including but not limited to the following metadata:
o Voter name
o Date-time
o Issue that was voted on
o Vote result
o Overall vote result • Allows for meeting participants to request to speak (raise hand).
• allows a meeting manager to acknowledge a participant’s request to speak.
• Automatically generates meeting minutes.
• Allows for exporting meeting minutes into a non-proprietary format such as .pdf.
• Automatic upload of video to county website after meeting end.
• Allows a user to create, save, and edit meeting agenda, minutes, action items, and other items. pre and post meeting.
• Workflow feature allowing for meeting artifact drafts to flow through different statuses/stages.
• Customizable workflow statuses and stages.
• Workflows allow for approval and rejection of submitted drafts.
• A meeting admin can create a list of action and follow-up items before, during, and after a meeting.
• Action/follow-up items can flow through workflows.
• Items have customizable fields and metadata, including but not limited to:
o Creator
o Date-time created and edited
o Assignee
o Summary and description
o Item type – action item, agenda, etc.
o Status – to do, in progress, done, etc.
• Reporting feature allowing users to export search results into .csv, .xlsx or similar format.
• Dashboarding feature allowing users to display searched data in various widgets.
• Allows for creation of post-meeting action items.
• Allows for customization of fields in action items.
• Allows for action items to be assigned.
• Workflow feature allowing users to submit items for approval and for authorized users to approve or reject items.
• Accepts an HDMI video/audio feed from the council chamber camera system.
3. Integrations
• Microsoft outlook calendar for room booking and meeting management 
• YouTube for live streaming the meeting and for post-video upload and replay. 
• Iframe websites for live-streaming video and post-video upload and replay. 
• Integration with customizable, embeddable iframe websites for displaying meeting information to citizens.
4. Privacy and security, auditing
• Data storage can be configured so that the data is stored in country for primary data storage and backups. 
• Data collected and stored is owned by the county. 
• The solution should provide audit logs. 
• The solution should maintain an audit trail that logs user activities that include, but are not limited to:
o logons;
o User access to all data;
o Unauthorized access attempts;
o Addition and removal of users;
o Modification of access permissions for users and groups; and
o h) Movement of data.
• The solution should log all user activities performed on data assets. examples of activities include, but are not limited to:
o Adding;
o Modifying;
o Querying;
o Exporting and downloading;
o Sharing;
o Archiving; and
o Deleting.
• The solution should retain a log of all activities performed automatically by the solution. 
• The solution should enable a user with an authorized role to view the contents of the audit logs
- Desired non-functional requirements
• User interfaces, documentation and support should be provided in english. 
• Solution should identify accounts that have not been accessed within a defined time. 
• The solution should protect information and data from unauthorized actions and access. 
• The solution should protect information and data from accidental loss and corruption.
- Intent to Bid Due Date: Aug 7, 2025
- Questions/Inquires Deadline: July 29, 2025