Public Board Meeting Solution

Overview

Software, Web & Mobile Development

California, United StatesPosted 9 days agoDeadline: June 16th, 2026

Fit Score

Settle Intelligence

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SUMMARY

Solicitation for a cloud-based public board meeting management solution with live meeting, agenda, and records features for a California agency.

KEY REQUIREMENTS

Must be hosted on a cloud platform
Must provide a board agenda management software solution
Must support livestreaming to the public
Must be Zoom-compatible
Must provide a dedicated mobile app for iOS and Android
Must integrate with Office 365
Must support 256 security encryption
Must be compatible with Security Assertion Markup Language (SAML)
Must provide a service-level agreement featuring industry-standard operations, incident response, and maintenance terms

BUDGET

Estimate

$50,000 – $250,000

TIMELINE

RFP Released: April 28th, 2026

Pre-Proposal Meeting (Non-Mandatory): May 12th, 2026, 1:00pm

Deadline for Questions and Comments: June 2nd, 2026, 5:00pm

Proposal and Contract Exceptions Due Date and Time: June 16th, 2026, 5:00pm

Interviews (tentative): July 29th, 2026

QUESTION DEADLINE

June 2nd, 2026

Issuing Agency

County Of San Mateo

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

A public agency in California is seeking a vendor to provide a public board meeting solution. The preferred software must facilitate the preparation, publication, live meeting management, distribution, and archiving of agendas, supplemental materials, meeting minutes, and related records.

Key requirements include a cloud-hosted platform with features such as meeting scheduling, calendar integration, automated reminders and notifications, an agenda builder, customizable templates (including support for County logos), item indexing, and comprehensive minutes generation for live meetings. The platform should support livestreaming for public access, voting, annotation, and notes capabilities, including the ability to annotate documents during meetings.

A non-mandatory pre-bid meeting is scheduled for May 12, 2026. All questions regarding this solicitation must be submitted by June 2, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.