Cloud-Based Open Meeting Management Platform

The State of California is seeking a vendor to provide a cloud-based open meeting management platform designed to streamline the planning, collaboration, and execution of meetings. This platform must support advanced text formatting options—including bold, italics, lists, headings, hyperlinks, and colors—with consistent presentation across devices and outputs. Collaboration features should enable multiple users to review and edit documents simultaneously, with support for embedding Word, Excel, PDF, multimedia, video, and audio content.

The platform should offer robust attachment management capabilities, including upload, linking, and version control, as well as workflow states such as draft, review, approval, and publishing. Additional key features include an agenda item submission portal, comment and feedback capabilities at each workflow stage, change tracking, and automated version management. Users must be able to pre-create content for scheduled publishing and organize distribution lists for efficient communication. Integration with calendar applications, two-way sync, email notifications with .ics attachments, and TEAMS support are essential, along with meeting link embedding, unique event IDs, recording integration, and attendance tracking.

The solution must also support automated meeting transcription and summary generation, OCR processing for searchable text in scanned PDFs, responsive design across devices, and secure data management with encryption at rest and in transit. Lastly, API access must be available to support custom integrations, ensuring flexible connectivity with existing organizational systems.