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Cloud-Based Board Governance and Meeting Management Platform

Buyer
State Universities Retirement System (SURS)
Place of performance
Offsite
Submission deadline
Dec 18, 2026

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What the buyer needs

AI summary

The buyer seeks a cloud-based board governance and meeting management platform. This includes platform implementation, configuration, data migration, and document management. The selected vendor will perform regular software updates, enhancements, bug fixes, and system maintenance. They will also implement data validation and quality assurance procedures. All questions must be submitted no later than November 20, 2026. The contract period will be for three years.

Scope of work

  • Establish and configure a secure, cloud-based platform with user roles and permissions
  • Provide dedicated app and web browser access for board members
  • Assign a dedicated project manager for implementation and weekly progress reports
  • Migrate historical board materials with data validation and quality assurance
  • Compile multiple file formats into a single bookmarked digital board packet
  • Provide instant system alerts, email notifications, and user-based access restrictions
  • Supply MFA/SSO authentication, FIPS 140-2 encryption, and NIST SP 800-53 compliance
  • Provide tailored training, user guides, and live board meeting technical support

How proposals are evaluated

CriterionWeight / scoring
Vendor ExperienceNot specified
Cost ProposalNot specified

Minimum qualifications

  • No material conflicts with SURS, SURS Board, staff, or current vendors
  • Registered with the Illinois State Board of Elections prior to submitting
  • Provide evidence of a SOC II or equivalent report
  • Data centers and PII storage located in the United States of America

Documents to include with your response

  • Signed cover letter with conflict of interest and FOIA disclosures
  • Indexed table of contents
  • Project implementation plan
  • Data migration and transition plan
  • Technical and security documentation
  • Training and onboarding plan
  • Customer support plan
  • Fixed-cost fee proposal and detailed cost breakdown
  • Proof of limits of insurance coverage
  • Proof of Illinois State Board of Elections registration

How to submit

Method
Electronic via SURS OpenGov Procurement portal
Instructions
Submit electronically at https://procurement.opengov.com/portal/surs before 4:30 pm CT on December 18, 2026. Include an indexed table of contents and signed cover letter.
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