The Vendor is required to provide board of education management system requirements:
1. Product functionality
• Web-based system
• Internal portal for agenda planning, policy development, etc.
• Public facing portal for access to agendas, minutes, policies, etc.
• Must meet WCAG 2.1aa accessibility requirements
• Easy/simple to use to find agendas, agenda attachments, policies, etc.
• Easy/simple to search to find content that includes the ability to search document content, filtering by date range, meeting type, keyword, etc.
• Ability to save all documents for a given meeting in one folder or compressed file
• Calendar for board of education meetings, BOE events and BOE committee meetings
• Agenda attachment file names align with the agenda item
• Version history tracking for agenda items and agenda attachments
• Easy/simple tools to access document archives of previous meeting agendas, reports, attachments, etc.
• Notification tools to notify directors of updated agendas and files, tasks, etc.
• Agenda item submission workflow for appropriate reviews and approvals before being added to the agenda
• Easy/simple system for taking minutes, tracking attendance, marking motions, etc.
• Individual, private notes and annotations for BOE directors
• Ability to clone agenda and agenda templates
• Google workspace integration
2. Administrative functionality
• Audit tracking of users and their actions in the system
• Role based permissions that are customizable
3. Security
• Data encrypted in transit and at rest
• Data replicability and integrity
• Third party cybersecurity audit and testing
• Multi-factor authentication
• SSO integration with google SSO/LDAP
4. Other
• Implementation plan
• Staff onboarding plan
• Training videos and guides
• Migration of existing BOE content; agendas, attachments, etc.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 29, 2025