When is the submission deadline?

Submissions are due November 12, 2026. Questions must be submitted by October 15, 2026.

It was issued by City Of Broken Arrow. The work is located in Broken Arrow, Oklahoma, United States.

Who is a good fit for this opportunity?

Experienced provider of cloud-hosted agenda and meeting management platforms. Demonstrated expertise in municipal or public-sector meeting administration systems. Capable of delivering system implementation, integration, data migration, training, and support. Strong capabilities in live video streaming, captioning, electronic voting, and public access. Proven cloud hosting, cybersecurity, identity management, and data protection practices. Ability to provide five-year software maintenance, upgrades, and technical support.

Cloud-Hosted Agenda and Meetings Management Systems (Due November 12, 2026)

Overview

Software, Web & Mobile Development

Broken Arrow, Oklahoma, United StatesPosted: September 25, 2026Deadline: November 12, 2026

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SUMMARY

The City is seeking a vendor to implement and operate a cloud-hosted agenda and meetings management system for a five-year term. Required capabilities include agenda workflows, electronic voting, live meeting video, public streaming, archiving, system integrations, hosting, cybersecurity, training, and ongoing support.

KEY REQUIREMENTS

Must provide a comprehensive Agenda and Meetings Management System (AMMS)
Must support internal agenda-item workflows, document production, and meeting administration
Must provide live streaming, video archiving, and public access to meeting information
Must comply with ADA accessibility requirements and WCAG 2.1 Level AA standards
Must provide a cloud-hosted solution
Must have experience implementing comparable municipal systems
Must provide insurance coverage as specified in Exhibit 2
Must submit all required forms including Pricing Proposal, Terms and Signature Sheet, References, Interest Affidavit, and Proposal Affidavit

CONTRACT DURATION

60 months

TIMELINE

RFP Issued: September 23rd, 2026

Questions Due: October 15th, 2026

Addendum/Responses Issued: October 22nd, 2026

Proposal Deadline: November 12th, 2026

Evaluation and Demonstrations: January 11th, 2027 – January 29th, 2027

Anticipated Award: February 2027

QUESTION DEADLINE

October 15, 2026

CONTACTS

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

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Issuing Agency

City Of Broken Arrow

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DESCRIPTION

The City seeks a vendor to provide a comprehensive cloud-hosted agenda and meetings management system for a five-year contract period. The scope includes software, subscriptions, licensing, configuration, integration, data migration, project management, testing, training, hosting, maintenance, support, documentation, equipment, and related professional services.

The system must support agenda creation and document management, workflow and approvals, live meeting administration, electronic voting, minutes management, video production and streaming, captioning, bookmarking, archiving, and public access. It must be compatible with the City's website, voting, video, identity, and document systems.

The vendor will also be responsible for cloud-hosting architecture, availability, performance, reliability, cybersecurity controls, encryption, access management, vulnerability management, incident response, software maintenance, upgrades, patches, release management, and data administration. Questions must be submitted by October 15, 2026.

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Frequently asked questions

When is the submission deadline?: Submissions are due November 12, 2026. Questions must be submitted by October 15, 2026.
Who issued this RFP?: It was issued by City Of Broken Arrow. The work is located in Broken Arrow, Oklahoma, United States.
Who is a good fit for this opportunity?: Experienced provider of cloud-hosted agenda and meeting management platforms
Demonstrated expertise in municipal or public-sector meeting administration systems
Capable of delivering system implementation, integration, data migration, training, and support
Strong capabilities in live video streaming, captioning, electronic voting, and public access
Proven cloud hosting, cybersecurity, identity management, and data protection practices
Ability to provide five-year software maintenance, upgrades, and technical support

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.

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