Agenda Management Software
| Location: | Arizona |
|---|---|
| Posted: | Jul 14, 2026 |
| Due: | Aug 10, 2026 |
| Agency: | Mohave County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-039-RFP |
| Publication URL: | To access bid details, please log in. |
Project ID: 2026-039-RFP
Title: Agenda Management Software
Addenda: 1
Release Date: 6/22/2026
Due Date: 8/10/2026
Post Information
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No
Summary
The County of Mohave, on behalf of the Clerk of the Board Department, is seeking proposals from qualified respondents for Agenda Management Software . All proposals are due before 2:00 pm on Monday, August 10, 2026 . The Clerk of the Board is responsible for agenda preparation, minute-taking, and records management for public meetings. The County seeks to implement a modern, cloud-based management solution to enhance efficiency and transparency, needing access by a minimum of 100 users. The initial emphasis is for agenda preparation for Board of Supervisors meetings, that can then be used by other twelve (12) County Boards/Commissions. It is desired in subsequent phases to offer the application to other public meetings.
Background
The Clerk of the Board office seeks an agenda management software solution for a minimum of 100 users to streamline current operations and increase transparency for Mohave County Boards and Commissions. This platform must adhere to the Brown Act, offering functionalities that encompass efficient creation, editing, and publication of agendas. To maximize public access, the system must be able to facilitate live and on-demand video streaming of meetings and be in a format that will work with the County's YouTube Channel.
The Clerk of the Board creates the five-member Board of Supervisors' agenda packet every two weeks, utilizing a read only Laserfiche subscription. There are also twelve (12) additional Boards and Commissions that will utilize this system.
We prioritize a software solution capable of handling the County's workload. High customizability is crucial to adapt the platform to our specific needs and workflows. The vendor should demonstrate a commitment to ongoing development and improvement, ensuring the solution remains up to date. Finally, a dedicated and experienced support team is essential for successful implementation and ongoing use.
Timeline
See Notice of Request for Proposal for Link to Join
Attachment Preview
| MOHAVE COUNTY DEPARTMENT OF PROCUREMENT PRE-PROPOSAL WEB CONFERENCE AGENDA | ||
|---|---|---|
| Conference Date/Time: | July 8, 2026, at 10:00 a.m. | Microsoft Teams meeting Join: https://teams.microsoft.com/meet/2280 32018421237?p=OcepNMB28fbhO8bEG Q Meeting ID: 228 032 018 421 237 Passcode: qa9Go2Rp |
| Solicitation: | 2026-039-RFP Agenda Management Software | |
| Procurement Officer: | Barbara Spoonhour | |
| Questions Due: | July 17, 2026, at 5:00 p.m. | |
| Need help? | System reference Dial in by phone +1 623-473-7231,,933726292# United States, Phoenix Find a local number Phone conference ID: 933 726 292# For organizers: Meeting options | Reset dial-in PIN | ||
| Proposals Due: | July 23, 2026, at 2:00 p.m. | |
| Anticipated Award: | Board Meeting in August 2026 |
| MOHAVE COUNTY DEPARTMENT OF PROCUREMENT | ||
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| PRE-PROPOSAL WEB CONFERENCE AGENDA |
| Conference |
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| Date/Time: |
| Procurement |
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| Officer: |
| Questions |
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| Due: |
| Proposals |
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| Due: |
| Anticipated |
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| Award: |
MOHAVE COUNTY DEPARTMENT OF PROCUREMENT
PRE-PROPOSAL WEB CONFERENCE AGENDA
Conference Microsoft Teams meeting
July 8, 2026, at 10:00 a.m.
Date/Time:
Join:
https://teams.microsoft.com/meet/2280
2026-039-RFP
Solicitation:
Agenda Management Software 32018421237?p=OcepNMB28fbhO8bEG
Q
Procurement
Barbara Spoonhour
Officer: Meeting ID: 228 032 018 421 237
Passcode: qa9Go2Rp
Questions
July 17, 2026, at 5:00 p.m.
Due: Need help? | System reference
Dial in by phone
Proposals
+1 623-473-7231,,933726292# United States, Phoenix
July 23, 2026, at 2:00 p.m.
Due:
Find a local number
Phone conference ID: 933 726 292#
Anticipated
Board Meeting in August 2026 For organizers: Meeting options | Reset dial-in PIN
Award:
1. Greetings and Introductions:
a. Purpose of this conference - to answer questions openly and provide clarification on the RFP.
b. No verbal statements made or items in this agenda shall change the solicitation.
c. Note that attendance at this conference is not mandatory for offerors.
2. RFP Overview:
a. Solicitation documents are available at: https://procurement.opengov.com/portal/mohavecounty
b. Discussion of the purpose and who/what/why/when/where of the RFP and resulting contract.
c. Overview of sections of the RFP.
3. RFP Questions:
a. All questions on the RFP are to be submitted in writing, preferably through email or OpenGov.
b. Questions are due by the date and time shown above.
c. Answers will be made through a solicitation addendum and will be made public.
4. RFP Submission:
a. Proposals are due at the date and time shown above.
b. Late proposals will not be considered for any reason.
c. Submit electronically through the County's OpenGov online bidding system.
d. Check the County's procurement portal before submitting a proposal for questions and addenda.
e. Do not use the Mohave County Seal in your proposal - use of the Seal is restricted.
5. Award:
a. Award will be made with reasonable promptness by written notification to the successful offeror
after evaluation by a committee.
b. The recommendation for award requires approval by the Mohave County Board of Supervisors,
anticipated at the Board meeting shown above.
6. Elaboration by Mohave County representatives.
7. Questions and Answers from providers.
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