SW-120152 - USA (Oklahoma) - Cloud-Hosted Agenda and Meetings Management Systems - Deadline November 12,2026

(1) Vendor needs to provide cloud–hosted agenda and meetings management systems. – Provide a comprehensive Agenda and Meetings Management System (AMMS), together with implementation, configuration, integration, data migration, training, hosting, maintenance, support, and related professional services. – Provide an integrated, configurable, accessible, secure, and user–friendly solution that supports internal agenda–item workflows, creation and publication of agendas, packets, staff reports and minutes, live meeting administration, electronic voting, video streaming and archiving and transparent public access to meeting information. – Provide a cloud–hosted solution and expects the proposed system to scale to additional boards, committees, meeting rooms, and users without unnecessary cost or administrative burden. • Overall system and administration: Cloud–hosted, browser–based solution preferred, with responsive access from common desktop and mobile devices.• Agenda creation and document management: Creation, review, compilation, and publication of agenda items, agendas, packets, notices, staff reports, and minutes.• Workflow and approvals: Configurable submission, review, revision, legal review, budget review, approval, rejection, and return workflows.• Live meeting, minutes and voting: Automatic population of approved agenda content into the live meeting and minutes functions.• Live video production, streaming and archiving: Provide a consistent, professional production model that reduces the need for a dedicated agency employee to operate cameras, presentations, and voting displays during every meeting. • Hosting, security, and data management: Minimum 99.9% production availability, excluding approved maintenance, with proposed service–level remedies.• Integrations.• Historical data and content migration: Inventory, mapping, extraction, transformation, loading, validation, and reconciliation of historical records.• Implementation and project management: Discovery and confirmation of requirements, processes, integrations, data sources and success measures.• Training, documentation and change management: Role–based training for administrators, agency staff, departmental submitters and approvers, minutes staff, elected and appointed officials, production personnel and technical staff.• Support, maintenance, and service levels: Standard support during stated business hours, with 24/7/365 emergency support for live meetings, critical outages, security incidents, and other severity–one events.(2) All the questions must be submitted no later than October 15, 2026. (3) The contract period will be for five years.