Integrated Meeting Management System

The Vendor is required to provide an integrated meeting management system that provides a secure and simple digital platform for managing public meeting proceedings.
- The furnishing and installation of a solution that has a software interface including pertinent components that will meet the standards outlined in this document.
- The system shall accomplish (in no particular order) the following primary goals:
•    Webcast and video stream all public meetings live and on demand.
•    All video archives will be searchable, indexed by agenda item, and cross-linked to the Minutes and Agendas.
•    Record Roll Calls, Motions, Votes, and Notes in real-time via menus in a software interface.
•    Automatically create HTML Agendas and Minutes documents that are linked to the video archives.
•    Redundancy and resiliency to preserve the content generated and indexed by its use and subsequent distribution of end product.
•    The meeting will be available immediately upon completion of the event online.
- The system should be integrated with the minute’s annotation workflow. 
- The integration between the meeting system and the annotation workflow will allow board member votes to be automatically recorded directly into the meeting minutes.
- The District is requesting a fully remotely produced system to include but not limited
•    HD broadcast quality with PTZ camera solution.
•    Hands-free broadcast system with pre-defined shots, PIP and/or split screen.
•    Modernized and intuitive user interface.
•    Real-time captioning support in multiple languages.
•    The proposed solution must utilize future-proof technology with a confirmed support lifecycle of no less than five years beyond the conclusion of implementation.
•    Video graphics overlay with enhanced character generator for customized branding.
•    Versatile video signal distribution.
•    Inputs including dedicated inputs for computer based video sources for presentation purposes including but not limited to PowerPoint, Google Slides, or other platforms.
•    Automatic updates and routine maintenance with verification of condition of equipment prior to be streamed event.
•    24/7 support and customer service with warranty coverage to last 5 years once installation is completed, with equipment and software of the current version available if deemed needed to be replaced.
•    Closed Captioning available in multiple languages.
- Product Specifications:
•    Real time conversion of digital audio/video feed into industry standard media Formats.
•    Real Time indexing of streaming and media files.
•    Capture Closed Captioning Feed from and publish with Live Webcast in an ADA compliant view in multiple languages reflective of the population of Aiken County. These include but are not limited to English, Spanish, Mandarin, Tagalog, and Gujarati.
•    Provide a live Webcast creation of an archived video.
•    Raw Footage available for using in media creation.
•    Webcast or Archive videos should be not less than 2K with a maximum of 4k minimum 30fps preferred 60fps.
•    Streaming/video needs to be versatile to work with platforms such as Youtube, Teams, Microsoft Stream, Zoom, or industry standard platforms.
•    Open standards such as office are also acceptable.
•    The ability to add AI functionality to the platform.
•    Should have low latency for streaming.
•    Multi camera switching capability.
•    Cloud based or a hybrid solution.
•    Storage and archiving needs to have cloud and the ability to export to local storage.
•    Must be able to set retention policies and be searchable.
•    Be able to view live video and stored video assets simply by clicking on pictures of those videos.
•    Be able to access files such as the Published Board Agenda, presentations and other public facing documents, video clips, or other assets uploaded to the solution by clicking on easily defined and identifiable pictures or links.
•    Be able to view live and stored video over the wired or wireless network or the public internet, including viewing from home or other remote locations
•    Be able to access content from virtually any device, including PC, MAC, Chromebook, along with complete support for agency, including all tablets and phones from IOS, Android, and Windows, in other words completely end user agnostic common use devices.
•    Be able to watch live and stored video full screen and in a smaller viewing window
•    Be able to control stored video with common functions such as FF, RW, Play, Pause, and Stop.
•    Be able to view and answer questions embedded into the video asset.
•    Video as presented to the public must be stored in dissimilar ways for recovery purposes in case of interruption of streaming for future publishing purposes, including any related captioning and generation of additional items as defined within this document.
- Webcasting Functionality:
•    Provide a hosted web application and content management tool for managing all audio/video and public meeting content.
•    Searchable key word database for agendas, minutes, and closed captioning in any meeting within the archive database.
•    Provide a single view that includes video, audio, closed-captioning, drop-down menu of agenda items to link to, and document viewing area that has any supporting agendas, minutes, staff reports.
•    Reporting Tools that show end-user usage for live and on-demand content.
•    Provide customizable web pages (view pages) to present audio, video, agendas, and minutes. These pages will have the look and feel of the agency's website.
•    Provide customizable agenda and minute template documents that resemble the current format utilized by the agency. These documents will have embedded hyperlinks to the video per each agenda item.
•    Software will allow for editing, trimming, creation of intro clips, and merging of audio/video.
•    Audio/video archives will be downloadable.
•    Access control for content and groups of content allows you to define exactly who can access what content and from where. Access control can be based on IP address, username/password or both, including but not limited to integration with platforms such as Office365 and Google products.
•    The streaming video shall include lower-third graphics, to help identify who is on camera and speaking; full-screen graphics of digital presentations shall have an inset "picture-in-picture" view of the speaker automated video indexing solution removes the burden of indexing from the District personnel who are responsible for keeping meeting records.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 05, 2026