Public Board Meeting Solution RFP

The County of San Mateo is seeking a qualified Contractor to provide a Board Agenda Management Software solution. The preferred solution is capable of managing the preparation, publication, live meeting management, distribution, and archiving of agendas, supplemental materials, minutes, and associated records. A user-friendly, intuitive experience for all interfaces is preferred. The scope of work includes software requirements, meeting scheduling, agenda builder, minutes generation, voting, annotation, and notes, administrative features, document management, advanced analytics and reporting, and user experience. The contract term is three years with an option to extend for an additional two years. • The solution must be hosted on a cloud platform. • The public portal/website must be accessible in multiple languages. • The solution must have calendar integration, automated reminders and notifications, and recurring meeting setup. • The solution must have customizable templates for County logos, indexed items, and drag-and-drop interface. • The solution must support multiple attachment types, including Microsoft Word, Excel, and Adobe PDF. • The solution must have automatic agenda title synchronization from Memorandum. • The solution must be capable of multilingual translation of agendas. • The solution must have an option to publish Addendum alongside published Agenda with continuing number sequence. • The solution must have an option to publish Amended Agenda in place of published Agenda. • The solution must have an option to publish Special Agenda. • The solution must have auto-hyperlink zoom URL on all agendas and display zoom links on public website. • The solution must have livestreaming to the public, real-time notetaking, action item tracking, and post-meeting enactment numeration. • The solution must have permission management, user management, task manager, and document management. • The solution must have secure storage and sharing, including past meeting records, version control, and easy public search and retrieval of archived meetings/recordings/approved minutes. • The solution must have real-time collaborative editing for documents with multiple users and approval routing with deadlines and custom-default reviewers set-up per department. • The solution must have custom report creation based on metrics and data points and analytics dashboard with visualizations of key performance indicators (KPIs) and trends. • The solution must have a dedicated mobile app for iOS and Android with full functionality, not just a mobile-optimized web version. • The solution must allow users to personalize their dashboard for quick access to their most-used features and information. • The solution must have customizable workflows to match organizational processes and advanced branding and design options such as URL, color schemes, and themes for agenda and memorandum templates. • The solution must have discussion forums, messaging, file sharing, and automated email and text notifications. • The solution must have integration with Office 365, API access for integration with other systems, and single sign-on (SSO) integration compatible. • The solution must have secure access for administrators and users, 256 security encryption, and compatible with Security Assertion Markup Language (SAML).