The Vendor is required to provide for a cloud-based management software for the operations.
- The software must have the following features:
• Agenda creation
• Customizable templates for different meeting types
• Document management for document storage for board packages supporting various file types (like pdf)
• Configurable approval trees/workflows for agenda items and documents, allowing for multi-step sign-offs, editing, and rejection/rerouting. Automated email notifications at each approval stage. Ability for non-administrators (e.g., department heads) to submit agenda items into the workflow.
• Ability for board members to annotate documents digitally (private, shared, or public notes).
• Meeting control panel functionality to manage the meeting flow: move items in/out of consent agenda, re-order on the fly, and use "follow me" technology to keep all participants on the same page.
• In-meeting digital voting capabilities (for both in-person and remote settings).
• Must support multiple motions, amendments, and consent agenda voting with automatic tallying and override capability.
• Automated creation of summary and signatory sheets based on recorded motions and actions.
• Template-based minute’s generator with built-in editing and the ability to pull recorded motions and voting results directly from the agenda item into the draft minutes.
• Customizable public portal/website integration. Real-time public view of meeting progress.
• Role-based access control (RBAC) to restrict information access at the meeting, agenda item, and document level.
• Mandatory https and data encryption. Single sign-on (SSO) and multi-factor authentication (MFA).
• A searchable resource/policy library for storing and managing organizational policies, procedures, and historical documents, separate from meeting agendas.
• Comprehensive, context-sensitive search functionality that allows users to quickly find content within historical meetings.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 14, 2026
