SW-116218 - USA (New Mexico) - Cloud-Based Agenda, Meeting, and Document Management Software - Deadline August 7,2026

(1) Vendor needs to provide cloud–based agenda, meeting, and document management software. – Provide secure, cloud–based agenda, meeting and document management software solution to support the creation, routing, approval, tracking, publication, and archival of agenda items and related documents for public meetings, boards, commissions, committees, and internal meetings.– Solution shall support efficient workflow management, records management and retention, public Transparency, meeting administration, and public access to agendas, minutes, supporting materials, and archived records while providing flexibility.– Artificial Intelligence Features:• Available artificial intelligence (AI) capabilities, including AI–generated meeting transcripts, summaries, speaker identification, closed captioning, searchable transcripts, agenda preparation assistance, and other productivity tools.• AI–generated content is validated, retained, and governed, and confirm that all AI–generated records remain the property of county.– System Architecture and Hosting:• Software, implementation services, configuration, training, data migration, maintenance and technical support, and related services necessary.• Online and cloud–based agenda management tool for multiple agendas, board and committee meetings, and public hearings.• Software–as–a–Service (SaaS) solution requiring no county–hosted servers.– Agenda and Meeting Management:• Online agenda packet creation and submission with automated workflow approval processes.• Ability to take notes on agenda items that are visible only to the author.• Creation, management and publication of meeting minutes, including integration with the County website.• Ability to automatically embed livestreams, meeting recordings, and archived videos within the public meeting agenda and record.– Public Access, Transparency, and Communications:• Public–facing portal providing access to agendas, agenda packets, minutes, livestreams, archived videos, recordings, transcripts and supporting documents.• Ability to publish and distribute agendas, agenda packets, meeting minutes, recordings, and supporting documents via websites, email and social media platforms.(2) The contract period will be for four years. (3) Pre–bid Conference will be held on July 14, 2026. (4) All the questions must be submitted no later than July 23, 2026.