The purpose of this solicitation is to establish a contract with one qualified contractor to provide Online board documentation management solution subscription for State Council of Higher Education for Virginia (also known as SCHEV). The service will begin on November 15, 2024, and run through November 14, 2025.The contract period will be for one (1) year with the option of four (4) successive 1-year periods. This bid shall be awarded based on the Set Aside for Mi Business Enhancement Award Priority. The qualified contractor shall meet the required qualifications that follow: • The qualified contractor shall provide an online board document management solution that allows staff and board members to create and share public agenda meeting materials electronically, thereby reducing staff time to compile and copy documents and lower mailing and material costs. As part of the management the solution should include the following services: • An out-of-the-box subscription-based service that will allow SCHEV to adopt benefit from practices followed by other government entities, including institutions with a product that has been on the market for at least 3 years. • Availability of training and technical support 24/7 • Allow web-based access from multiple browsers and through an iPad application • Ability to create customized printable agendas, agenda books and meeting packets • Ability for Council members to access materials offline, take notes, make annotations and synchronize materials • Ability for board members to RSVP to meetings and for staff to send meeting updates and alerts • Ability to comply all Freedom of Information Act (FOIA) requirements
