Board Paperless Packet Software

The vendor is required to provide implement a new product to enhance our Board Business Management System, ensuring improved community value, customer excellence, employee ownership and financial success
-Digital packet system will allow the Board, district staff, community members, customers and public stakeholders to access Board business details, including agendas, agenda packets, meeting videos, transcripts, and minutes with greater ease and transparency
-current app-based system to a more reliable, cloud-based solution will reduce IT costs, minimize technological disruptions and enhance overall productivity, especially as the current product approaches its end-of-life support
-The ability to generate and publish a compiled board meeting packet (agenda packet) from approved items that have gone through an internal approval workflow
-The ability to compile and coalesce board reports and supporting materials into a single document.
-The ability to publish board meeting agendas and packets for public review via a designated webpage.
-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.
-The ability to create a packet that can be viewed as a pdf or web page.
-The ability to generate a meeting packet, push the packet to website for public consumption and circulate links to staff and board members.
-One-click ability to publish both internal and external links to the meeting packet.
-The ability to comply with act and county 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 as attachments
-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.
-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 automate internal notifications for workflow steps and internal approvals.
-The ability to migrate any data from current system to new system.
-The ability to submit items via an online portal.
-The ability to maintain historical records of board items in a searchable database.
-The ability to manage user access and permissions to those involved in preparing items for and the distribution of the meeting packet
-The ability to review and edit submitted documents and presentations before final approval
-The ability to create workflow for final approval process, ensuring presentations and reports are pre-approved and only minor changes are needed before publishing.
-The ability to control user authorization based on the type of document change reason.
-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.
-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
-Contract Period/Term: 2 years