SW-117777 - USA (Utah) - cloud-based agenda management, meeting management, video streaming and ADA accessibility solution - Deadline August 18,2026

(1) Vendor needs to provide cloud–based agenda management, meeting management, video streaming and ADA accessibility solution. • Provide a secure, cloud–based agenda and meeting management system capable of creating, routing, approving, publishing and archiving agendas, agenda packets, minutes, and supporting documents.• Configure and implement the software, including project management, system setup, workflow configuration, user permissions, administrator training, and end–user training.• Import historical agenda packets, minutes, videos, and associated meeting records from the agency's existing system while preserving searchable archives and hyperlinks between documents and meeting recordings.• Provide live video streaming for agency, planning commission, and other public meetings, including recording, automatic archiving, and on–demand playback through a public–facing portal.• Ability to receive our video/audio stream from our current AV System through SDI or HDMI input.• Support integration with the agency's existing audio–visual equipment or provide any requiredencoder or streaming hardware necessary to deliver a complete streaming solution.• Provide searchable video indexing that synchronizes agenda items, minutes, timestamps, and meeting recordings to allow users to navigate directly to specific agenda items.• Provide a public portal that allows residents to access agendas, packets, minutes, videos, and related documents through a searchable interface accessible from desktop and mobile devices.• Provide unlimited or scalable user licensing for agency staff, elected officials, and administrative users without requiring individual per–user licensing whenever possible.• Provide secure cloud hosting with routine software updates, system maintenance, backups, cybersecurity protections, and a minimum 99.9% system availability.• Provide technical support during implementation and throughout the contract term, including access to online support resources, customer service, and designated account management.• Integration capabilities: Must be able to embed, API or standard connectors to support future integration with municipal software platforms, document management systems, and municipal website services. (2) The contract period will be for five years.