Cloud Based Board Management Software

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•    A searchable resource/policy library for storing and managing organizational policies, procedures, and historical documents, separate from meeting agendas.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