Agenda and Meeting Management Software

Greenville County, South Carolina issued Request for Proposals #26084 on February 13, 2026, seeking a qualified vendor to provide comprehensive Agenda and Meeting Management Software that streamlines the preparation, approval, and distribution of meeting agendas, minutes, and related documents. The software solution must include agenda management with templates and drag-and-drop functionality, meeting management with calendar integration and support for virtual and hybrid meetings with real-time voting capabilities, minutes management with transcription and approval workflows, and public access portals with full ADA compliance. Additional required deliverables encompass security features including role-based access control and encryption, integration with existing County systems, comprehensive training, and 24/7 technical support. The County will evaluate proposals based on responsiveness to the RFP (20%), cost (20%), experience with similar projects (20%), references (20%), and schedule (20%), with Phase 2 potentially including interviews and product demonstrations. Vendors must submit questions by February 18, 2026 at 3:00 pm, with proposals due by February 27, 2026 at 12:00 am. The County will conduct proposal review between March 2-13, 2026, with a tentative award date of March 13, 2026, followed by contract negotiations scheduled for March 16-27, 2026, and a Notice to Proceed anticipated for March 27, 2026. Pricing must be submitted as firm pricing with separate quotes for cloud-based and on-premises versions, including initial license fees, costs for additional user licenses, annual maintenance fees for years 2-5, and professional services pricing for implementation, conversion, training, and project management.

There are no specific set-aside designations or restrictions limiting the types of organizations that may respond to this procurement. Vendors must maintain comprehensive insurance coverage including $1,000,000 general liability, $1,000,000 automobile liability, statutory workers' compensation, and $1,000,000 cyber security coverage, with the County named as an additional insured on applicable policies. All vendors must comply with South Carolina's Illegal Immigration Reform Act, provide a completed Greenville County Substitute Form W-9 for tax identification purposes, and submit a minimum of three references from current or previous customers, with preference given to South Carolina governmental entities. The RFP does not identify any incumbent vendors or list specific budget ranges for this procurement. Vendors are required to complete all required forms, including the Sample Services Agreement and the County-specific W-9 form, as part of their proposal submission, and bonding is not required for this opportunity.