Cloud-Based Board Management Software

MissouriMissouri, USADue Friday, October 9, 2026

Client: Missouri
RFP Number: SW-118956
Posted: —
Category: Software, System and Application
Budget: Looking for Proposals
NAICS: —
Set-aside: —
Contact: —

Description

AI Generated

The buyer requires a vendor to provide, configure, and assist with setting up cloud-based board management software to support separate boards. The hosted software must operate without client-side web browser plugins and support multiple attachment types, including Microsoft Word, Excel, and Adobe PDF. Scope requirements include providing production and test environments, a data migration timeline, real-time notetaking, and a live meeting view with a clean, distraction-free interface that prioritizes the active agenda item, proposed motion, and recommendation. Only onshore United States organizations qualify for this opportunity, and the selected vendor will perform all work offsite. Bidders must submit all questions by September 24, 2026. The buyer accepts digital response submissions via email or online and requests budget proposals within the submitted responses.

Key solicitation details

AI-extracted from RFP-Board-Management-Software-2026.pdf. Confirm against the original documents before bidding.

The St. Louis County Library District is seeking proposals from qualified vendors to provide a cloud-based board management software solution. The software will serve three separate boards within the Library District: the Board of Trustees, the Pension Board, and the Foundation Board. Proposals are open to onshore (USA) organizations.

Issued by: St. Louis County Library District
RFP issued: August 31, 2026
Questions due: September 24, 2026; 1:00 p.m. C.D.T.
Proposals due: October 9, 2026; 2:00 p.m. C.D.T.
Proposals evaluated by committee: October 12-16, 2026
Product demonstrations: October 19-23, 2026
Board of Trustees meeting for approval: November 16, 2026; 3:30 p.m. C.D.T.
Target award date: November 17, 2026
Target go-live date: May 1, 2027
How to submit: Electronic via Email
Submission details: Submit as an electronic PDF via email. Must include one complete copy and one redacted public/press copy. Email subject line must read Request for Proposals - Board Management Software.
Place of performance: Offsite
Insurance and bonding: Worker's Compensation & Employers Liability (Statutory Amount), Comprehensive Automobile Liability ($1,000,000), Comprehensive General Liability ($2,000,000), Cyber Policy and Professional/Product Liability ($1,000,000).

How proposals are evaluated

Lowest and best proposal considering proposed costs, vendor location, prior performance, and proposal quality/completeness

Scope of work

Cloud-based board management software hosted with no client-side web browser plugins required
Support for separate platforms for three individual boards
Export and import of historical data from BoardDocs and Diligent Community
Customizable meeting templates with logo support and customizable agenda workflows
Live meeting view prioritizing active agenda items, proposed motions, and recommendations
Auto-generated meeting minutes with voting results and real-time notetaking
Policy repository with track changes and archival capabilities
Virtual training, documentation, dedicated account manager, and implementation services

Minimum qualifications

Onshore (USA Organization Only)
Minimum of 10 years of experience in providing board management software
Proven track record of successful software implementations for organizations of similar size and complexity
References from at least three customers who implemented the proposed solution
Team of qualified professionals with experience in board management software, development, and project management
Detailed implementation plan including timelines, required resources, and costs
Support and maintenance plan outlining response times and service level agreements
Financial stability to support the solution for the contract duration

Documents to include with the bid

Cover Letter signed by an authorized representative
Copies of business licenses and Certificate of Good Standing for the State of Missouri
Federal Work Authorization Program (FWAP) sworn affidavit and documentation
Voluntary Product Accessibility Template (VPAT) or written description of WCAG 2.0/2.2 AA and ADA compliance
Implementation plan and timeline, including data migration
Training, support, and maintenance plans
Three customer references
Transparent pricing structure
One redacted public/press copy of the proposal

Verify important details

Document check

Confirm submission instructions and amendments with the issuing agency before responding.

1 available fileDocuments checked Sep 2, 2026