Agenda Management Solution

Johnson County, Kansas is issuing an RFI (2026‑052) to gather information on modern, cloud‑based agenda management systems that can handle the full lifecycle of Board of County Commissioners and other committee meetings. The county currently uses Hyland OnBase for document management and seeks a solution that can automate workflow, assemble meeting packets, support live‑meeting management, provide a public web portal, and ensure robust records‑keeping and accessibility. Vendors are asked to respond to detailed functional, architectural, security, implementation, and cost questions by the RFI closing date of 11 Oct 2026. Key points include: • Issue date 9/28/2026; response deadline 11/02/2026 2:00 PM CT. • Question cutoff 10/19/2026 5:00 PM CT (direct all queries to Mark Zack). • Required capabilities: multi‑tier approval routing, automated PDF packet assembly, live vote capture, video streaming & timestamping, full‑text OCR search, ADA‑compliant public portal, integration with Outlook/Zoom/Teams, audit‑trail, and configurable workflows. • Vendors must detail system architecture (hosted/self‑hosted), security practices, implementation methodology, licensing model, and cost structure. • No pre‑bid meeting or site visit is required. • Responses submitted electronically via IonWave; paper submissions accepted only at the County’s Purchasing Division address.