The State of Illinois is seeking a vendor to provide a comprehensive meeting management software solution. The selected provider will be responsible for delivering a turnkey system that encompasses software licensing, implementation, in-depth training, and ongoing support services.

The software should offer customizable templates, an intuitive drag-and-drop interface, file attachment capabilities, automated collation, and options for publishing in multiple formats. Additional features include electronic voting with real-time tallying and privacy controls, speaker queue management, discussion dashboards, public display options, automated recording of actions such as motions and votes, and editable meeting minutes. Integration with document management systems, public comment sign-up (either online or via kiosks), public access portals, and indexed video streaming are also required, as are dashboards for meeting metrics, searchable archives, and robust compliance reporting features.

Technical requirements mandate cloud-based or on-premises deployment options, compatibility across Windows, iOS, Android, and major web browsers, and strong data security measures such as encryption and SOC 2 compliance. Vendors are expected to provide a detailed project plan outlining milestones from system setup to go-live, and must offer training—either on-site or virtually—for administrators, end users, and IT personnel.

Questions regarding this opportunity must be submitted by December 1, 2025.