Board Management Software

ST. LOUIS COUNTY LIBRARY DISTRICT
REQUEST FOR PROPOSALS
Board Management Software
DATE ISSUED: August 31, 2026
The Board of Trustees of the St. Louis County Library District ("Library
District") is accepting proposals ("Proposal" or "Proposals") pursuant to this Request
for Proposals from qualified Proposers for providing Board Management Software.
All Proposals are due no later than 2:00 P.M. C.D.T., on October 9, 2026.
Proposers shall complete the Proposal as required in this Request for Proposals
and deliver the completed Proposal by email only to Rebecca Tafra Catlett,
rtafracatlett@slcl.org. The email subject line should be "Request for Proposals - Board
Management Software."
To protect the integrity of the Proposal selection process, any questions
concerning this Request for Proposals, the Proposal process or Proposal specifications
shall be emailed only to Rebecca Tafra Catlett at rtafracatlett@slcl.org in accordance
with this Request for Proposals.
It is anticipated that the Proposals will be considered by the Library District's
Board of Trustees at the November 16, 2026 meeting after consideration by the
Selection Committee and recommendation to the Director.
The Library District reserves the right to reject any and all Proposals and to
waive formalities in the best interests of the Library District.
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BACKGROUND
The Library District is a political subdivision of the State of Missouri. The
Board of Trustees ("Board of Trustees") of the Library District is a body corporate with
all the powers and rights of like or similar corporations serving more than 863,000
Library District residents. All management and control of the Library District is vested
in a Board of Trustees consisting of five Trustees appointed by the County Executive
of St. Louis County, Missouri. The Trustees serve staggered four-year terms.
The Board of Trustees appoints a qualified librarian who holds that office at the
Board of Trustees' pleasure as the chief executive and administrative officer
("Director") of the Library District.
The Board of Trustees has the power to purchase grounds, erect appropriate
buildings and improve existing buildings for the use of the Library District and its
branches out of funds available or through the issuance of bonds or otherwise.
This Request for Proposals is for the provision of Board Management Software
for the Project.
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GENERAL REQUIREMENTS
The Project is subject to all applicable laws of the State of Missouri governing
the Library District including but not limited to the following:
Missouri law prohibits all employers from employing aliens unlawfully present
in the United States to perform work within the State of Missouri, including the Project
and Proposers must comply with the provisions relating thereto in Section 285.530
RSMo, as amended.
All Proposers on Library District contracts for services in excess of $5,000 must
provide the Library District with documentation and a sworn affidavit, with respect to
employees working in connection with the contracted services, affirming enrollment in
a Federal Work Authorization Program ("FWAP"). The affidavit shall also provide
that the Proposer does not knowingly employ any person in connection with the
contracted services who is an unauthorized alien. Such affidavits must be provided
with the Proposal.
Pursuant to Section 34.600 RSMo, in the event that the contract for the services
described in this Request for Proposals is for $100,000 or more, and the successful
Proposer employs ten (10) or more employees, the contract shall include a written
certification that the Proposer is not currently engaged in and shall not, for the duration
of the contract, engage in a boycott of goods or services from the State of Israel;
companies doing business in or with Israel or authorized by, licensed by, or organized
under the laws of the State of Israel; or persons or entities doing business in the State
of Israel.
Every transient employer must comply with Sections 285.230 through 285.234
RSMo, as amended, when applicable.
Pursuant to Sections 34.070 and 34.073 RSMo, the Library District prefers to
purchase those materials, products and supplies which are produced, manufactured,
compounded, made or grown, within the State of Missouri when they are found in
marketable quantities and are a quality suited to the purpose intended, and can be
secured without additional cost over out-of-state products. Quality and fitness of
articles will be considered in making purchases or letting contracts. Similarly, in letting
contracts for the performance of any job or services, the Library District prefers
Missouri firms, corporations or individuals, or firms, corporations or individuals which
maintain Missouri offices, when the quality of performance promised is equal and the
price quoted is the same or less.
In addition to the general requirements listed above, the successful Proposer
shall comply with all laws, ordinances, regulations, applicable zoning and building
requirements, and orders of federal, state, county, and local governing authorities
pertaining and applicable to each Library District Location, the successful Proposer
and/or the Library District.
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Applicable insurance coverage must be provided by the successful Proposer
before any work can be started on the Project.
These general requirements, this Request for Proposals, the Proposal and the
specifications, drawings, schedules and instructions of the Project shall be incorporated
in the contract and/or purchase order signed by the parties should the Proposer be
awarded a contract under this Request for Proposals.
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SCOPE OF WORK
The following Scope of Work provides an overview of the terms and conditions
being sought by the Library District for the Project:
* The St. Louis County Library is seeking Board Management
Software to provide a cloud platform for three separate Boards within the
Library District:
Board of Trustees: 5 members, meets monthly
o
Pension Board: 5 members, meets quarterly
o
Foundation Board: 24 members, meets monthly
o
The requested features include:
General Requirements
* Hosted on a cloud platform with no client-side web browser plugins required
* Ensures secure access for administrators and users
* Ability to work on Chromebooks; the main client platform during meetings
* Permits separation between the three individual Boards: the Board of Trustees,
the Pension Board, and the Foundation Board
* Ability to export/import historical data from current Board platforms:
BoardDocs and Diligent Community
* Provides secure storage, including for historical meeting records
* Public website - Please confirm in this proposal that the product/service
conforms to the Web Content Accessibility Guidelines (WCAG) 2.0 (minimum
Level AA conformance) or WCAG 2.2 at Level AA and the Americans with
Disabilities Act (ADA), and describe how this compliance has been verified by
providing a Voluntary Product Accessibility Template (VPAT) and/or written
description of compatibility of the product/service with commonly used
assistive technology products, such as screen readers, and a description of the
process used to evaluate such compatibility.
* MFA capability flexibility, not required for every user account
Product Requirements
* Meeting templates that are customizable with logos
* Support multiple attachment types, including but not limited to Microsoft
Word, Excel, and Adobe PDF
* Allow member and public agendas and document access
* Flexibility in setting permission-based access to documents (for example, staff
documents: level permissions for staff with no public access, but public access
to public documents)
* Customizable workflows for agenda items.
* The live meeting view must feature a clean, distraction-free interface that
prioritizes the active agenda item, proposed motion and recommendation. The
system should support a focus view that allows Board members to follow the
live agenda item and associated recommendation in real time without screen
clutter or competing visual elements.
* Collaborative editing for documents
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* Meeting minutes auto-generated with voting results
* Real-time notetaking
* Policy repository, track changes and archival capabilities
* Extensive Search and filter capabilities
* Permission Management
Role-based access control
o
Allows for administrators with varying levels of authority
o
Add/remove/deactivate users
o
* Email notifications for Members and Staff
Training and Support
* Provide virtual training at set-up for administrators and managers
* Provide a complete set of software documentation for Members and
Administrators.
* Offer a dedicated account manager for additional training as needed and any
ongoing operational assistance
* Provide on-demand training resources such as video tutorials and guides
* Provide 24/7 service-level agreement featuring industry-standard operations,
incident responses and maintenance terms.
Implementation
* Deliver a project implementation plan and timeline to the Library District
* Include a data migration timeline
* Assign and designate a Project Manager throughout the implementation and
user acceptance phase
* Implementation phase includes production and test environments
* Coordinate comprehensive testing with Library staff to identify and address
any potential issues prior to implementation.
* Configure the software and assist the Library through the setup process to
ensure a successful software transition.
The chosen vendor should provide a comprehensive implementation plan,
detailed technical specifications, and training, support and maintenance plans that
outline response times and service level agreements. We are also interested in
customer references and a transparent pricing structure that includes licensing,
implementation, existing data migration, system customizations and enhancements,
and ongoing support costs as well as future renewal prices. Please include detailed
information on proposed staffing for implementation, project management and
training. Proposers selected for consideration will be invited to make a presentation to
demonstrate the Board Services prior to proposal acceptance.
During the implementation phase, the vendor will work closely with our team to ensure
that historical records are migrated completely, the Board platform is configured, and
tested according to the agreed-upon timeline. The implementation plan should provide
specific dates for key milestones, including data migration, user training, and system
go-live. We appreciate timely communication from the vendor throughout the project
timeline to ensure that the implementation stays on track and meets our needs.
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Desired Vendor Qualifications
To be considered for this Board Services RFP, vendors must meet the following
minimum qualifications:
* The vendor must have a minimum of 10 years of experience in providing board
management software.
* The vendor must have a proven track record of successful implementations of
board management software solutions for organizations of similar size and
complexity.
* The vendor must provide references from at least three (3) customers who have
implemented the proposed solution.
* The vendor must have a team of qualified professionals with experience in
board management software, development and project management.
* The vendor must provide a detailed implementation plan that includes
timelines, resources required, and costs.
* The vendor must provide a support and maintenance plan that outlines response
times and service level agreements.
* The vendor must have the financial stability to support the proposed solution
for the duration of the contract.
* The vendor must be in compliance with all applicable laws and regulations
related to the board management software solutions.
Vendors who meet these qualifications will be evaluated on the quality and
completeness of their proposals, as well as their ability to meet our specific needs and
requirements.
The successful Proposer agrees to enter into a contract with the Library Districts
for the services provided.
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PROPOSAL REQUIREMENTS
1. The Proposal must be delivered and received not later than 2:00 P.M.
C.D.T. on October 9, 2026. No Proposal will be accepted after this time and any
Proposal arriving after this time will be returned unopened.
2. The Proposal must be emailed to:
Rebecca Tafra Catlett, rtafracatlett@slcl.org
The email subject line shall read as follows:
"Request for Proposals - Board Management Software"
3. Each Proposer shall submit their Proposal as an electronic PDF. Blank
pages and/or electronic PDF tabs may be used to delineate discrete sections. Each
Proposer shall submit one (1) complete copy of the Proposal and one (1) "public/press"
copy of the Proposal in which the individual or firm should redact any information
which it deems confidential or proprietary.
Notwithstanding the foregoing, the Library District must comply with the Missouri
Sunshine Law; therefore, all Proposals and other documentation submitted to the
Library District in response to this Request for Proposals (including fees) may be
subject to disclosure pursuant to Missouri law and/or Library District policy.
4. Any Proposer desiring an explanation or interpretation of this Request
for Proposals must request it in writing no later than 1:00 P.M. C.D.T. on September
24, 2026, and such request shall be emailed only to Rebecca Tafra Catlett,
rtafracatlett@slcl.org. Oral explanations or instructions given before the award of the
contract will not be binding. Any information given to a Proposer concerning a
solicitation will be furnished promptly to all other Proposers as an amendment of this
Request for Proposals, if that information is necessary in submitting Proposals or if the
lack of it would be prejudicial to any other prospective Proposers.
5. If this Request for Proposals is amended, then all terms and conditions,
which are not modified, remain unchanged. Proposers shall acknowledge receipt of
any amendments to this Request for Proposals by: (i) signing and returning the
amendment; and (ii) identifying the amendment number and date in the space provided
for this purpose. The Library District must receive the acknowledgement by the time
specified for receipt of the Proposal.
6. No Proposal shall be withdrawn for a period of 90 days subsequent to
the opening of the Proposal without prior written consent of the Library District.
7. Each Proposal must include a COVER LETTER which must indicate
that the signer is authorized to bind the Proposer contractually and must identify the
title or position of the signer. The COVER LETTER shall also contain the following:
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(i) The name of the Proposer, address, telephone number and email address;
(ii) A statement that (a) the Proposer is willing and able to provide the goods
and services required for a successful engagement; (b) the Proposer has read
and understands the Request for Proposals; and (c) the Proposal is made in
accordance with the Request for Proposals and is based upon the materials,
products, systems and equipment required by the Request for Proposals.
(iii) The name of the individual within the Proposer, who will be the primary
contact concerning this engagement;
(iv) Copies of all license(s) from applicable governing authority to do
business with the Library District and certificate of good standing for the State
of Missouri, as applicable;
(v) Documentation and sworn affidavit with respect to employees working
in connection with the Proposal, affirming enrollment in a Federal Work
Authorization Program.
(vi) The Proposer's qualifications to provide and implement the Project, and
its experience in the provision and installation of similar projects, including
such projects for public or governmental entities, within the last five years.
10. An unsigned submission shall be rejected.
11. The Library District is not liable for any cost incurred by the Proposer
prior to issuance of a legally executed contract by the Library District and/or purchase
order authorized by the Library District.
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SELECTION PROCEDURES
1. Proposals shall be referred to and reviewed by a Selection Committee
composed of members selected by the Director.
2. Proposals that fail to adhere to the requirements of this Request for
Proposals may result in the Proposal being disqualified as non-responsive.
3. The Proposal will be used to measure the lowest and best proposal. In
determining the best Proposal, among other factors, the Library District may consider
all factors in this Request for Proposals including, but not limited to, the proposed costs,
the location of the proposer, and prior performance.
4. The Selection Committee will make a recommendation to the Director
who will make a recommendation to the Board of Trustees.
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