The vendor is required to provide board business management system, ensuring improved community value, customer excellence, employee ownership and financial success.
- Functional requirements:
a. Board packet generation and publication
• The ability to easily and quickly generate and publish a compiled board meeting packet (agenda packet) from approved items that have gone through an internal approval workflow.
• The ability to push the packet to website for public consumption and circulate links to staff and board members that can be viewed as a pdf or webpage.
• The ability to compile and coalesce board reports and supporting materials into a single document.
• The ability to easily format a meeting agenda (preferably via word), minimizing time spent generating the packet.
• The ability to set up document templates to easily generate meeting packets
• The ability to generate and distribute meeting packets with minimal steps.
b. Compliance and standardization
• The ability to comply with ADA and WCAG accessibility standards
• The ability to allow for large file sizes for individual packet items and ensure proper conversion of large files for inclusion in meeting packets.
• The ability to handle multiple file formats (i.e. .pdf, .docx, .ppt, etc.)  as attachments
c. Workflow and approval process
• The ability for staff to easily collaborate on board reports as they are drafted via an office365 or similar integration
• The ability for staff to easily collaborate on supporting documents to board reports as they are drafted via an office365 or similar integration
• The ability to track changes to board reports and supporting documents with an audit log
• The ability to manage version control for board reports and supporting documents, retaining previous versions with details of changes made, through the workflow
• The ability to track workflows and approvals for each item submitted for associated meeting packet of a Board or committee meeting.
• The ability to manage electronic signatures and solicit signatures from board members following approval of an item.
• The ability to include staff signatures/approvals on board reports and attachments, ensuring documents are approved and cannot be edited once signed, except by system administrators.
• The ability to control user authorization based on the type of document change reason.
• The ability to automate internal notifications for workflow steps and internal approvals.
d. Data migration
• The ability to migrate any data from current system to new system.
e. Integration and interoperability
• The ability to maintain historical records of board items in a searchable database.
• The ability to directly search for and access individual records of resolutions and actions voted on by the board and to know the results of those votes without having to first review a summary document such as meeting minutes. i.e. if an item is ever voted on, the ability to directly access that item and know the outcome.
• The ability to manage user access and permissions to those involved in preparing items for and the distribution of the meeting packet
f. Meeting and agenda management
• The ability to roll action items from committee to full board agenda automatically
• The ability to track and record committee and board votes, including the mover, seconder, and vote totals.
• The ability to update agenda items with new meeting dates if an item is tabled for a future meeting.
• The ability to generate a summary/minute’s report of passed items and vote totals for reference
• The ability to create a calendar, in calendar view, of meetings and events, for public and board member visibility of upcoming events
• The ability to sync meeting calendar with outlook meeting invites.
g. Document management and archiving
• The ability to maintain a separate database for final resolutions and signed documents that is accessible to board members and the public
• The ability to attach files to minutes and meeting summaries (ex. videos, files, close caption files, etc.)
- Project management requirements
a. Kick-off meeting
• A project kickoff meeting, coordinated with the district project manager, shall be scheduled within seven (7) days after notice to proceed (NTP) and conducted within twenty-one (21) days.
• The project kickoff meeting will be conducted by the contractor and the district project manager at district offices, through microsoft teams, or other high-quality teleconferencing approach.
b. Project meetings
• District project manager shall schedule and facilitate progress meetings held between the contractor and district on a weekly or every other week basis, as deemed necessary by district, for the purpose of reviewing progress, coordinating activities, and other project activities that cannot be resolved by correspondence.
• The timing of these meetings shall be conducted at district sole discretion, based on the nature of the current project activities.
• These meetings may be at district offices, through microsoft teams, or another high-quality teleconferencing tool.
c. Project meeting agendas
• Agendas for the progress meetings will be prepared by the contractor and may include any topics that the contractor's project manager determines to be relevant to the project.
• The contractor shall insure those persons knowledgeable in the topics to be discussed, including subcontractors, subject matter experts, and/or technical representatives, are present at all necessary meetings.
• Agendas will be submitted at least two (2) business days prior to the meeting.
d. Meeting summaries
• Meeting summaries shall be taken at all meetings. summaries shall include a summary of all topics discussed, a listing of all understandings and agreements reached, and an updated action item list (AIL).
• Unless otherwise agreed, the contractor shall be responsible for taking all meeting summaries.
• The format for the meeting summaries shall be developed based on input from district.  
• Completed meeting summaries shall be uploaded to the district teams project site by the contractor.
e. Action item list
• During meetings, action items will be identified, with each action item assigned to an individual for disposition by a pre-determined response date.
• These action items shall be maintained and updated throughout the project by the contractor, in an action item list (ail).
• The ail format will be mutually agreed upon by the contractor and district.  
• The ail shall be maintained in the district teams project site.
f. Invoice documentation
• The contractor shall keep and maintain reasonably complete and reliably detailed records of milestones achieved in performing the contract, including records of productivity to identify basis for payment, sufficient to evaluate the accuracy, completeness, and currency of the costs or prices.
g. Project schedule
• Within thirty (30) days after notice to proceed (NTP), the contractor shall furnish, to district for district approval, a detailed project schedule.
• The detailed project schedule shall be based on critical-path-method and constructed using microsoft project or district approved substitute.
• The project schedule shall include both contractor and district tasks.
• The project schedule shall be maintained on the district teams project site.
h. project schedule updates
• The contractor shall be required to submit regular project schedule updates on a mutually agreed upon basis (i.e. bi-weekly, etc.).
i. Project communications
• All email communications from the contractor shall originate from accounts that are owned and managed by the vendor through access management controls.
• The contractor shall promptly notify the district pm of any problems or difficulties that may affect the timely or effective completion of the project or any scheduled deliverables.
• The contractor shall coordinate activities with district pm regarding affected district business units and personnel, and with external individuals and organizations.
- Documentation requirements:
a. Documentation
• All documentation shall be in english, shall utilize imperial measurements, and shall be submitted directly to district electronically in the following formats, as applicable: MS office formats (doc, xls, ppt, VSD), adobe pdf (searchable).
• Scanned documents consisting of signatures, etc. may be approved for submittal.
b. Collaboration tools
• The contractor shall use district microsoft team site for a document sharing/repository.
c. Online documentation
• Contractor shall provide online support including online help for the solution.
- Contract Period/Term: 2 years
- Pre-proposal briefing (Non-Mandatory) Date: April 30, 2025
- Questions/Inquires Deadline: May 08, 2025