Agenda and Governance Management Platform

The vendor is required to provide agenda and governance management platform with live streaming.
- User requirements
1. User management
•    The system administrator should be able to create, manage, and assign permissions based on roles.
•    The system should provide usage analytics.
•    The platform must be accessible and fully functional on desktop, tablet, and mobile devices, supporting major operating systems and browsers. 
•    The devices, operating systems, and browsers supported.
2. Agenda management
•    The ability to create reusable agenda templates for different meeting types.
•    Agendas should be linked to the meeting calendar.
•    Support for setting up and editing mandatory agenda fields for structured content.
•    Allow real-time agenda editing within and outside the system.
•    The ability to track document edits internally, but restrict public access to draft versions.
•    The ability to lock down a document from further editing, with role-based editing permissions.
•    The system must support uploading and storing file attachments in common formats, including office 365 documents, pdfs, images (e.g., jpg, png), audio files (e.g., mp3, wav), and video files (e.g., mp4). 
•    The vendor should specify any limits on individual file upload size, total storage capacity, or system-wide file storage thresholds, if applicable.
•    Enable document version control and tracking.
•    The system should support embedded or third-party AI capabilities to assist with agenda drafting, content review and summarization. 
•    The AI tools used, the scope of AI functionality, and whether the solution is natively built-in or requires integration with external models.
•    The system must integrate with enterprise productivity and collaboration platforms.
•    Provide public access to final published agendas.
•    Include keyword tagging for agenda topics to enhance searchability.
•    All uploaded and generated documents must be accessible (pdf, word, html) with proper tagging for screen reader compatibility.
•    Forms and agenda fields must have proper labels and instructions that assistive technologies can interpret.
•    The system must support audio descriptions for multimedia content within meeting agendas and documents.
•    The platform must automatically scan documents for accessibility compliance before publication.
•    The system must support the generation of a stand-alone draft meeting packet that excludes supplemental attachments.
•    Users must be able to seamlessly re-order and re-number agenda items within the meeting packet.
•    Users must be able to create and edit templates for printed agendas, including a ‘call sheet’ that provides additional instructions or scripts for the meeting facilitator.
•    The system must allow users to rearrange attachments within an agenda item.
•    The platform must provide a read-only app for elected officials to access draft and final packets, optimized for readability on tablets.
•    Users must be able to schedule an agenda item for future meetings and adjust the date as needed.
•    The system shall allow users to filter search results by document type (e.g., minutes vs. attachments).
•    The system shall support Boolean operators and wildcard characters in search.
•    the system shall support internal departmental workflows prior to submission, such as the ability to tag items for budget or legal review.
•    The system shall confirm successful submission of agenda items, via on-screen notification and email.
•    The system shall allow staff to generate live stream links in advance of meetings.
•    Meeting recordings shall be made available to users within 1 hour of the meeting’s conclusion.
•    Preference for html publication in addition to pdfs for accessibility
•    The system shall provide a dashboard or landing page where users can track the status of their agenda items.
•    Real-time collaboration or co-editing with other departments
•    The vendor shall provide quick reference guides or cheat sheets to support infrequent users.
•    The system shall notify users automatically when their agenda items are viewed or edited by others.
3. Meeting management
•    Support scheduling different types of meetings.
•    Allow custom meeting frequency settings.
•    Enable live streaming and video recording.
•    Provide a pre-meeting streaming test feature.
•    Deliver comprehensive analytics on video viewership and engagement.
•    Include voting functionality during meetings.
•    Allow attendee polling and surveys.
•    Ensure redundancy to meeting data to prevent data loss.
•    Enable real-time audio and video synchronization during streaming.
•    Support meeting extensions when required.
•    Ensure meeting videos are available immediately after sessions for replay.
4. Meeting minutes management
•    Provide a fully integrated meeting minutes module.
•    The ability to manage meeting minutes for multiple events concurrently.
•    Support automated generation of meeting minutes using embedded or third-party AI-powered notes assistant. 
•    The AI tools used, the scope of AI functionality, and whether the solution is natively built-in or requires integration with external models.
•    Allow authorized users to create and customize templates for meeting minutes.
•    Enable speech-to-text transcription capabilities.
•    Support real-time meeting minutes recording for back-to-back meetings.
•    Separate the stream test functionality from meeting minutes sessions.
•    Streamline meeting minutes review workflows.
•    Enable users to turn automated minutes generation on/off as needed.
5. Publication
•    The system should support integrated streaming or easy integration with third-party solutions for broadcasting public meetings, including live streaming, recording storage, and public replay access. native, all-in-one solutions are preferred.
•    Core streaming capabilities, the system should support streaming or publishing recorded meetings to social media platforms (e.g., YouTube, Facebook live), either natively or through third-party integrations. 
•    Enable seamless posting of meetings to the organization’s website.
•    Ensure content is publicly accessible.
•    The ability to perform smart searches
•    The ability to 'view' searched results and 'download' results with a descriptive filename
•    The ability to turn on/off chat and screen share features
•    Provide multi-language translation capabilities for text and video content
•    Include ADA-compliant closed-captioning and live transcription with multilingual support.
•    all meeting controls (mute, chat, video, screen share) must be fully operable using only a keyboard.
•    The system must provide adjustable playback speeds for recorded meetings.
•    The platform must support audio descriptions for all video content to assist visually impaired users.
•    Integrate with social media platforms to enhance public engagement.
•    Automate the posting of meeting agendas and videos within 1 hour after sessions.
6. Boards and commissions management
•    Enable appointment tracking and term management for board members.
•    Provide automated notifications for term expirations and renewals.
•    Offer a public directory of board and commission members.
•    Integrate with meeting and agenda management modules.
•    The ability to automate agenda items based on term expirations and renewals
•    The ability to generate email notifications upon completion of certain activities
7. Application management (applicant)
•    Enable secure online submission of applications.
•    Allow file uploads in designated formats (csv, pdf, word, PowerPoint etc.).
•    Allow for automated email notifications upon submission using a county email sender address.
•    Ensure proper data validation before application submission.
•    Ensure secure document submission with built-in verification mechanisms.
•    Allow reviewers to track application status.
•    Support communication via the organization's official email domain.
•    Convert application files to csv or pdf formats for recordkeeping.
•    The ability to configure board term lengths.
•    Provide automated renewal notifications for board members nearing term expiration.
•    The ability to create and modify application forms and templates.
•    The ability to customize what fields of the application go into a report for further review.
•    Allow the option to review auto renewal notifications before submission.
•    The ability to report on term durations and upcoming vacancies by board type.
•    The ability to collect and report data on appointee demographics, tenure and other aspects.
•    The ability to automate appointment and welcome letter drafts that is customized by appointee designation.
8. Records management
•    The system must include the ability to capture key metadata fields necessary for lifecycle management, such as status, create date, approval date, and close date.
•    The system must provide the ability to generate reports identifying records that have met retention requirements, either through metadata analysis or formal review workflows.
•    The system must include the ability to flag records for permanent retention to prevent inadvertent deletion.
•    The system must support the ability to securely purge records upon county approval, in accordance with records retention policies.
•    The platform must support the ability to migrate all records and metadata without arbitrary limits, including exporting to open or mappable formats and documenting any migration constraints.
9. Customer support
•    Define a service level agreement (SLA) for response times for prompt customer support.
•    Offer training materials and documentation for users.
•    Offer customized training for user groups that can be recorded.
•    Include issue tracking and reporting functionalities.
•    Support mobile app compatibility.
•    Ensure support availability in eastern standard time (Est). 
•    The county requires support from 7am to 10 pm est.

- Questions/Inquires Deadline: October 16, 2025