The Vendor is required to provide board agenda management software.
- Software Requirements
• Must be hosted on a cloud platform
• Allows for seventy (70) users with option to add as needed
- Meeting Scheduling
• Calendar integration
• Automated reminders and notifications
• Recurring meeting setup
- Agenda Builder
• Customizable templates
• Drag-and-drop interface
• Attachment Support
- Minutes Generation
• Real-time notetaking
• Action item tracking
- Voting, Annotation, and Notes
• Ability to annotate documents
• Sharing and collaborations on notes
- Administrative Features
• Permission Management
○ Role-based access control
○ Allows for administrators with varying levels of authority
○ Customizable permission settings
○ Audit trails
• User Management
○ Facilitates bulk import/export of user data
○ Streamlined processes for adding/removing users
○ Automated workflows for onboarding/off boarding
• Task Manager
○ Task assignment tracking
○ Tracking of board member roles and terms
○ Deadline management
○ Progress updates
○ Role assignment and management
• Document Management
○ Secure storage and sharing, including past meeting records
○ Version control
○ Easy search and retrieval of archived meetings
○ Template library for common documents and forms, such as meeting agendas, reports, and contracts
○ Real-time collaborative editing for documents with multiple users
• Advanced Analytics and Reporting
○ Custom report creation based on metrics and data points
○ Analytics dashboard with visualizations of key performance indicators (KPIs) and trends
- User Experience
• User Experience and Interface
○ Dedicated mobile app for iOS and Android with full functionality, not just a mobile-optimized web version
○ Allows users to personalize their dashboard for quick access to their most-used features and information
○ Must be accessible to individuals with disabilities according to Web Content Accessibility
Guidelines 2.1 Level AA compliant
○ Direct link custom uniform resource locator (URL)
• Customization and Branding
○ Customizable workflows to match organizational processes
○ Advanced branding options such as URL, color schemes, and themes
• Collaboration Tools
○ Discussion Forums
○ Messaging
○ File sharing
• Notifications
○ Automated email and text notifications
○ Customizable notification templates
○ Integration with meeting and task reminders
- Data Integration, Application Programming Interface (API) and Security
• Data Integration and API
○ Integrates with Office 365
○ API access for integration with other systems such as Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP) to streamline data flow and synchronization
○ Easy import/export of data from/to other formats, such as comma-separated values (CSV) and
Excel, for reporting and analysis
○ Migration of past agendas and attached documents from the existing system to the new platform
• Security
○ Ensures secure access for administrators and users
○ 256 Security Encryption
- Training and Support
• Deliver virtual training at set-up for all administrators and managers
• Provide complete set of software documentation for users and administrators
• Offer dedicated account manager and support staff for additional training as needed and any ongoing operational assistance
• Provide on-demand training resources such as video tutorials and interactive guides
• Provide a service-level agreement featuring industry-standard operations, incident response, and maintenance terms.
- Questions/Inquires Deadline: May 2, 2025