Cloud-Based Agenda, Meeting, and Document Management Software
Overview
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
Issuance of RFP: July 5th & 6th, 2026
Pre-Proposal Conference: July 14th, 2026
Acknowledgement of Receipt Form Due: July 15th, 2026
Deadline to Submit Additional Written Questions: July 16th, 2026
Response to Written Questions: July 23rd, 2026
Submission of Proposal: August 7th, 2026
Proposal Evaluation Review: August 7th - August 21st, 2026
Selection of Finalist: August 2026
Oral Presentation by Finalists: August 2026
Contract Negotiations: August 2026
Contract Award: September 2026
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
Santa Fe County
DESCRIPTION
A county in New Mexico is seeking a 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 records for public meetings, boards, commissions, committees, and internal meetings. The solution is intended to improve workflow management, records retention, meeting administration, public transparency, and access to agendas, minutes, supporting materials, and archived records.
The requested software must be delivered as a Software-as-a-Service solution with no county-hosted servers and include implementation, configuration, training, data migration, maintenance, technical support, and related services. Required capabilities include online agenda packet creation and submission, automated workflow approvals, private note-taking on agenda items, management and publication of meeting minutes, integration with the county website, and the ability to embed livestreams, meeting recordings, and archived videos within public meeting records.
The county also seeks public-facing features that provide access to agendas, packets, minutes, livestreams, archived videos, recordings, transcripts, and supporting documents, along with tools to distribute content through websites, email, and social media. Artificial intelligence capabilities may include meeting transcripts, summaries, speaker identification, closed captioning, searchable transcripts, agenda preparation assistance, and other productivity tools, provided that AI-generated content is validated, retained, governed appropriately, and remains the property of the county.
The contract term is four years. A pre-bid conference is scheduled for July 14, 2026, and questions are due by July 23, 2026.
Similar RFPs
Frequently asked questions
- When is the submission deadline?
- Submissions are due August 7, 2026. Questions must be submitted by July 16, 2026.
- Who issued this RFP?
- It was issued by Santa Fe County. The work is located in Santa Fe, New Mexico, United States.
- Who is a good fit for this opportunity?
- SaaS providers specializing in public sector agenda and meeting management
- Firms with experience serving counties, municipalities, boards, and commissions
- Companies offering secure cloud hosting, implementation, migration, and user training
- Vendors with records management, public portal, and website integration capabilities
- Providers with AI-assisted transcription, captioning, and meeting summary tools
- Firms able to deliver ongoing maintenance and technical support under multi-year contracts
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.