The vendor is required to provide a fully-hosted, cloud-based SaaS solution (SaaS solution) for the board’s meeting management requirements.
- Management of all aspects of governing body content and information, including, but not limited to, creating, managing and publishing Board meeting agenda items, attachments, exhibits, minutes, agendas and other content.
- Access for approximately five (5) administrative (full/unrestricted) users and up to 100 unique (restricted) users to share Board-related information.
- Effective and efficient means for developing, managing, publishing, and storing Board-related information that includes a user-friendly, streamlined workflow for review and approval of information. - The solution shall:
• Provide a user-friendly interface for internal users, governing body members and the general public;
• Reassign or bypass a reviewer within the content workflow review process; and
• Securely archive meeting materials and content.
- Ability to separate access to materials and content across a minimum of three (3) user types as follows:
• Full/unrestricted administrative users;
• Executive users (i.e., users with view-only access to confidential information); and
• Restricted, non-public users (i.e., users with the ability to create and/or review content in the SaaS Solution).
- Ability for agency staff and governing body members to electronically manage Board materials.
- Ability to encrypt all end-user data and information stored within the SaaS Solution.
- The SaaS Solution will not be used for the purpose of obtaining electronic signatures.
- Provide customer support access with a toll-free telephone number for agency staff to contact during regular business hours (7:00 a.m. – 5:00 p.m. CT Monday through Friday, excluding federal holidays)
- Contract Period/Term: 6 years
- Questions/Inquires Deadline: March 26, 2025