Board Management Software

Location:	Missouri
Posted:	Aug 31, 2026
Due:	Oct 9, 2026
Agency:	Saint Louis County Library
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Publication URL:	To access bid details, please log in.

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.

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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:

o Board of Trustees: 5 members, meets monthly

o Pension Board: 5 members, meets quarterly

o Foundation Board: 24 members, meets monthly

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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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Board Management Software

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