The Vendor is required to provide for agenda management solution: to provide a comprehensive and easy to use application that integrates secure document storage and transmission, communications, and detailed reporting aspects into an organized and easily restructured environment to accommodate the ever changing landscape of the various licensing boards.
- The outcome of the proposed solution will be a streamlined, easy to use, learn, and navigate platform for Board management and communication, that supports all Board functions.
- Meeting Minutes
• The solution shall enable staff to input and record meeting minutes but should not involve an automatic transcription service.
• Meeting minutes must be taken by staff and recorded in the system manually.
• Minutes shall be editable after the fact and allow for a keyword query of all meeting minutes within the library of minutes.
• Functionality should exist to support the video and audio recording of meetings, hearings, or other events as needed.
• Solution shall allow for meeting minutes to be published on the agency website via a permanent link. - Meeting agenda and actions
• Meeting agendas shall be managed (owned) by the board administrator for that specific board and shall allow for other users to add items to the meeting agenda, but any additions made by other users must be approved by the board administrator (agenda owner) prior to populating on the agenda.
• Solution shall be able to track and produce records of meeting attendance, meeting motions and votes, and meeting schedules.
• Solution shall allow for meeting agendas, schedules, and attendance records to be published via a permanent link.
- Document management
• Must include the functionality to create standard templates within the environment and have an organizational storage feature for templates and documents.
• Possess ability to annotate documents with all annotations/markup being erased when document is updated or published.
• Solution shall have reporting abilities to track documents and files downloaded by users, and include functionality to control which users can edit and download documents (via user permissions).
• Must allow for posting of read only information and access controlled files.
- Communication
• The solution must have an integral communication platform, which allows for documents and files to be securely shared, organized, and accessed to promote project collaboration.
• Ability to assign tasks to both individual users and predefined groups of users, based on their permissions.
• Solution should support possible interface with the agency website for real time updating of board meeting schedules, minutes, attendance, and actions, to promote communication with the public.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 16, 2025