2026-0391-CMO Agenda, Meeting and Document Management Software

SANTA FE COUNTY
COUNTY MANAGER'S OFFICE
REQUEST FOR PROPOSALS
(RFP)
AGENDA, MEETING, and DOCUMENT
MANAGEMENT SOFTWARE
NM Commodity Code(s): 20820, 95882
RFP No. 2026-0391-CMO/JP
JULY 2026

RFP No. 2026-0391-CMO/JP
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT .......................................................................................................4
II. INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL ............................................5
B. BACKGROUND ...................................................................................................5
C. SCOPE OF WORK ................................................................................................5
D. QUALIFICATIONS ..............................................................................................8
E. INSURANCE REQUIREMENTS ........................................................................8
F. DESIGNATED PROCUREMENT SPECIALIST.................................... 8
G. DEFINITION OF TERMINOLOGY................................................... 9
III. CONDITIONS GOVERNING THE PROCUREMENT...............................................11
A. SEQUENCE OF EVENTS ..................................................................................11
B. EXPLANATION OF EVENTS ...........................................................................12
1. Issuance of RFP ................................................................................................12
2. Pre-Proposal Conference ..................................................................................12
3. Acknowledgement of Receipt Form Due .........................................................12
4. Deadline to Submit Additional Written Questions ..........................................12
5. Response to Written Questions ........................................................................12
6. Submission of Proposals ..................................................................................13
7. Proposal Evaluation ..........................................................................................13
8. Selection of Finalists ........................................................................................13
9. Best and Final Offers from Finalists (If applicable).........................................13
10. Oral Presentations by Finalists (If applicable) .................................................14
11. Contract Negotiations ......................................................................................14
12. Contract Award ................................................................................................14
13. Right to Protest ................................................................................................14
C. GENERAL REQUIREMENTS ...........................................................................15
1. Acceptance of Conditions Governing the Procurement ...................................15
2. Incurring Cost ...................................................................................................15
3. Prime Contractor Responsibility ......................................................................15
4. Subcontractors ..................................................................................................15
5. Amended Proposals ..........................................................................................15
6. Offerors' Rights to Withdraw Proposal ...........................................................16
7. Proposal Offer Firm .........................................................................................16
8. Disclosure of Proposed Contents .....................................................................16
9. No Obligation ...................................................................................................16
10. Termination ......................................................................................................16
11. Sufficient Appropriation ..................................................................................16
12. Legal Review ...................................................................................................17
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RFP No. 2026-0391-CMO/JP
13. Governing Law ................................................................................................17
14. Basis for Proposal ............................................................................................17
15. Contract Terms and Conditions .......................................................................17
16. Contract Deviations .........................................................................................17
17. Offeror Qualifications ......................................................................................17
18. Right to Waive Minor Irregularities ................................................................17
19. Change in Contractor Representatives .............................................................18
20. Notice ...............................................................................................................18
21. County Rights ..................................................................................................18
22. Right to Publish ...............................................................................................18
23. Ownership of Proposals .................................................................................18
24. Electronic Mail Address Recommended .........................................................18
25. Preference in Procurement by Santa Fe County ..............................................18
26. Double-Sided Documents ................................................................................20
27. Living Wage ....................................................................................................20
IV. RESPONSE FORMAT AND ORGANIZATION ........................................................21
A. NUMBER OF RESPONSES ...............................................................................21
B. NUMBER OF COPIES .......................................................................................21
C. PROPOSAL FORMAT .......................................................................................21
1. Proposal Organization ......................................................................................21
2. Letter of Transmittal .........................................................................................22
V. SPECIFICATIONS .......................................................................................................23
A. INFORMATION .................................................................................................23
1. Time Frame ........................................................................................................23
B. EVALUATION CRITERIA ................................................................................23
1. Company Qualifications and Experience ........................................................23
2. Technical Solution and Functional Capabilities ..............................................23
3. Implementation and Support............................................................................24
4. Capacity and Past Performance .......................................................................24
VI. EVALUATION OF PROPOSALS ...............................................................................25
A. EVALUATION SCORING .................................................................................25
B. EVALUATION PROCESS .................................................................................25
APPENDICES
A. Acknowledgement of Receipt Form ....................................................................27
B. Campaign Contribution Disclosure Form ............................................................28
C. Resident Veterans Preference Certification .........................................................31
D. Cost Proposal .......................................................................................................32
E. Sample Agreement..................................................................... 33
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RFP No. 2026-0391-CMO/JP
I. ADVERTISEMENT
SANTA FE COUNTY
AGENDA, MEETING, and DOCUMENT MANAGEMENT
SOFTWARE
RFP NO. 2026-0391-CMO/JP
Santa Fe County requests proposals from qualified vendors for the implementation of a cloud-based
agenda, meeting, and document management software system. All proposals submitted shall be
valid for ninety (90) days subject to action by the County. All proposals must be submitted by
2:00PM on Friday, August 7, 2026, and shall be submitted electronically utilizing Dropbox.
No hard copy submissions will be accepted. Please utilize this link to upload your proposal
submission: https://www.dropbox.com/request/4gbxn0nzy3ujdpio7v8z
By submitting a proposal for the services requested, each Offeror certifies that it is a qualified firm
and its proposal complies with the requirements stated within the Request for Proposals.
A Pre-Proposal Conference will be held Tuesday, July 14, 2026, at 10:00 AM (MDT) at 102 Grant
St. Conference Room and online via Microsoft Teams using link provided below and meeting
number: 295 260 235 738 789 Passcode: zS9MK2yB or by calling (773-352-2011) meeting
number: 390843467#, conference ID: 390 843 467#. Attendance is not mandatory but strongly
recommended. https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
EQUAL EMPLOYMENT OPPORTUNITY: All qualified Offerors will receive consideration of
contract(s) without regard to race, color, religion, sex or national origin, ancestry, age, physical and
mental handicap, serious medical condition, disability, spousal affiliation, sexual orientation or gender
identity.
Request for Proposals will be available by contacting (John Anthony Peperas, Procurement
Specialist Senior, 102 Grant Avenue, (First Floor) Santa Fe, New Mexico 87501, or by telephone
at (505-986-6218, or by email at jpeperas@santafecountynm.gov or on our website at
https://www.santafecountynm.gov/finance/purchasing-division/current-bid-solicitations.
PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT
BE CONSIDERED AND WILL BE REJECTED BY SANTA FE COUNTY.
Santa Fe County
Published: July 5 & 6, 2026
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RFP No. 2026-0391-CMO/JP
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
The County Manager's Office (CMO) and the Information Technology (IT) Division seek
proposals for a secure, cloud-based agenda, meeting and document management software
solution to support the creation, routing, approval, tracking, publication, and archival of
agenda items and related documents for public meetings, boards, commissions, committees,
and internal meetings.
The solution shall support efficient workflow management, records management and
retention, public transparency, meeting administration, and public access to agendas,
minutes, supporting materials, and archived records while providing flexibility to meet Santa
Fe County's current and future operational needs.
B. BACKGROUND
Santa Fe County has utilized cloud-based agenda management software since 2019 and
currently uses Diligent Community under Agreement No. 2024-0146-CMO. The current
agreement has reached its maximum term. Accordingly, the County is issuing this Request
for Proposals to competitively procure a solution that will ensure continuity of services
and support the County's ongoing operational needs. The successful Offeror shall provide
implementation, migration, training and support services to ensure a seamless transition
with minimal disruption to County operations.
The current system supports approximately 15 boards, committees and commissions and is
used by multiple County departments to prepare, review, publish and archive agendas,
agenda packets, minutes and supporting documents.
The platform also serves as the County's public meeting portal and supports livestream
management, embedded meeting video, AI-generated meeting transcripts, closed
captioning, searchable meeting archives, email notifications, and electronic publication
and notification of meeting materials.
The County maintains a substantial repository of historical meeting records and associated
metadata within the current cloud-hosted environment. The successful Offeror will be
expected to migrate these records while maintaining data integrity, metadata, public
accessibility and operational continuity.
C. SCOPE OF WORK
The selected firm shall provide the following services:
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RFP No. 2026-0391-CMO/JP
1. System Architecture and Hosting:
The successful Offeror shall furnish all software, implementation services, configuration,
training, data migration, maintenance and technical support, and related services necessary
to provide a fully operational agenda, meeting and document management solution in
accordance with the requirement set forth below:
a) Online/cloud-based agenda management tool for multiple agendas, board and committee
meetings, and public hearings.
b) Fully hosted solution accessible from Multiple devices and operating systems, including
Windows, Macintosh , Android and iOS platforms.
c) Customizable to Santa Fe County business processes and operational needs.
d) Unlimited number of independent board, commission, committee and internal meetings
with permissions for each.
e) Software-as-a-Service (SaaS) solution requiring no County-hosted servers.
f) Single Sign-On (SSO) capability compatible with County's Active Directory.
g) Multi-factor authentication support.
h) Routine software updates and enhancements included as part of the annual subscription.
i) The proposed solution shall provide an intuitive, user-friendly interface that supports
efficient use by technical and non-technical staff. The County places significant value
on ease of use, logical workflow design, and the ability of users to prepare, review,
approve, publish, and archive agenda materials with minimal training.
2. Agenda and Meeting Management
a) Online agenda packet creation and submission with automated workflow approval
processes.
b) Ability to take notes on agenda items that are visible only to the author.
c) Voting options for board members on action items.
d) Creation, management and publication of meeting minutes, including integration with
the County website.
e) Ability to live-stream public meetings directly from the agenda management platform
or through integration with third-party livestreaming services.
f) Ability to automatically embed livestreams, meeting recordings, and archived videos
within the public meeting agenda and record.
g) Timestamp functionality linking agenda items to specific points within the livestream or
archived recording.
h) Closed captioning abilities, including support for AI-generated captions and transcripts,
where available.
i) Option for indexed streaming video with closed captioning capabilities.
j) Configurable agenda templates by board, commission, committee, and meeting type.
k) Version control and audit history for agenda items and supporting documents.
l) Electronic routing and approval of agenda items through configurable workflows.
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RFP No. 2026-0391-CMO/JP
3. Public Access, Transparency, and Communications:
a) Public-facing portal providing access to agendas, agenda packets, minutes, livestreams,
archived videos, recordings, transcripts and supporting documents.
b) Ability to publish and distribute agendas, agenda packets, meeting minutes, recordings,
and supporting documents via websites, email and social media platforms.
c) Email subscription and meeting notification capabilities.
d) Search functionality for current and archived records.
e) Compliance with ADA accessibility requirements and Web Content Accessibility
Guidelines (WCAG) 2.1 Level AA standards for public-facing content.
f) Mobile-friendly public portal accessible without requiring user registration.
g) Downloadable agenda packets and supporting documents.
4. Records Management and Data Governance
a) Comprehensive audit trail showing creation, modification, approval, publication, and
deletion activity.
b) Data export functionality and acknowledgement of County ownership of all data and
records.
c) Records retention and archival capabilities compliant with public records requirements.
d) Ability to archive all information and back up all records locally as needed.
e) Migration of historical agendas, minutes, attachments, videos, and metadata from existing
systems.
f) County shall retain sole ownership of all records, metadata, attachments, recordings,
transcripts, and other information maintained in the system.
g) Vendor shall provide complete data export upon request and upon contract termination at
no additional cost.
5. Security and Permissions
a) Role-based security and permissions management.
b) Granular user permissions by board, committee, department, role, and document type.
c) Detailed user activity log.
6. Implementation, Training and Support
a) Provide an implementation schedule from Notice to Proceed through system deployment
and completion.
b) Initial onsite training and subsequent onsite or web-based training as needed.
c) Provide technical support 24 hours per day, 7 days per week, included in the annual cost.
d) Assign a dedicated implementation project manager throughout implementation and
deployment.
e) Perform data migration testing and validation prior to system go-live.
f) Provide administrator and end-user training materials, including user guides and
documentation.
g) Provide a designated customer success representative or account manager for the duration
of the contract.
h) Include Service Level Agreements (SLAs) identifying response and resolution times for
technical support requests.
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RFP No. 2026-0391-CMO/JP
7. Artificial Intelligence Features
a) Offerors shall describe any available artificial intelligence (AI) capabilities, including
but not limited to AI-generated meeting transcripts, summaries, speaker identification,
closed captioning, searchable transcripts, agenda preparation assistance, and other
productivity tools. Offerors shall also describe how AI-generated content is validated,
retained, and governed, and confirm that all AI-generated records remain the property
of Santa Fe County. The County reserves the right to disable AI features individually if
they do not comply with County policy or operational requirements.
D. QUALIFICATIONS
1. The offeror must be registered and licensed to do business in the State of New Mexico.
E. INSURANCE REQUIREMENTS
The insurance required by Offeror are listed below.
1. General Conditions. Contractor shall submit evidence of insurance as is required
herein. Policies of insurance shall be written by companies authorized to write such
insurance in New Mexico.
2. General Liability Insurance, Including Automobile. Contractor shall procure and
maintain during the life of this Agreement a comprehensive general liability and
automobile insurance policy with liability limits in amounts not less than $1,000,000
combined single limits of liability for bodily injury, including death, and property
damage for any one occurrence. Said policies of insurance shall include coverage
for all operations performed for County by Contractor; coverage for the use of all
owned, non-owned, hired automobiles, vehicles and other equipment, both on and off
work; and contractual liability coverage under which this Agreement is an insured
contract. County of Santa Fe shall be named additional insured on the policy.
3. Workers' Compensation Insurance. Contractor shall comply with the provisions of
the Workers' Compensation Act.
4. Increased Limits. If, during the life of this Agreement, the Legislature of the State
of New Mexico increases the maximum limits of liability under the Tort Claims Act
(NMSA 1978, Sections 41-4-1 through 41-4-29, as amended), Contractor shall
increase the maximum limits of any insurance required herein.
F. DESIGNATED PROCUREMENT SPECIALIST
The County has designated a Procurement Specialist who is responsible for the conduct of
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RFP No. 2026-0391-CMO/JP
this procurement whose name, address and telephone number is listed below. All deliveries
via express carrier should be addressed as follows:
John Anthony Peperas, Procurement Specialist Senior
Santa Fe County Purchasing Division
102 Grant Avenue, First Floor
Santa Fe, NM 87501
Phone: (505) 986-6218
jpeperas@santafecountynm.gov
Any inquiries or requests regarding this procurement should be submitted to the
Procurement Specialist in writing. Offerors may ONLY contact the Procurement
Specialist listed above regarding the procurement. Any contact with any County
Employees other than the person listed may be grounds for Disqualification.
G. DEFINITION OF TERMINOLOGY
This section contains definitions and abbreviations that are used throughout this
procurement document.
"BCC" means the Santa Fe County Board of County Commissioners
"Close of Business" means 5:00 PM Mountain Standard Time or Mountain Daylight Time,
whichever is in effect on the date given.
"Contract" or "Agreement" means a written agreement for the procurement of items of
tangible personal property or services.
"Contractor" means a successful offeror who enters into a binding contract.
"County" means Santa Fe County.
"Determination" means the written documentation of a decision by the Procurement Manager
including findings of fact supporting a decision. A determination becomes part of the
procurement file.
"Desirable" The terms "may", "can", "should", "preferably", or "prefers" to identify a
desirable or discretionary item or factor (as opposed to "mandatory").
"Evaluation Committee" means a body appointed by the County management to perform the
evaluation of offeror proposals.
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RFP No. 2026-0391-CMO/JP
"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request
for Proposals and whose score on evaluation factors is sufficiently high to merit further
consideration by the Evaluation Committee.
"Mandatory" The terms "must", "shall", "will", "is required", or "are required", identify a
mandatory item or factor (as opposed to "desirable"). Failure to meet a mandatory item or
factor will result in the rejection of the offeror's proposal.
"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
"Procurement Manager" means the person or designee authorized by the County and the
State of New Mexico to make all procurement determinations pursuant to NMSA 1978,
Chapter 13 of the State Procurement Code and County Purchasing Regulations and Policies.
"Purchasing Division" means the Santa Fe County Purchasing Division, County Manager
Department.
"Procurement Specialist" means the person or designee authorized by the Procurement
Manager to administer and manage the procurement.
"Request for Proposals" or "RFP" pursuant to NMSA 1978, Section 13-1-111. Competitive
sealed proposals; conditions for use and means all documents, including those attached or
incorporated by reference, used for soliciting proposals.
"Responsible Offeror" means an offeror who submits a responsive proposal and who has
furnished, when required, information and data to prove that its financial resources, production
or service facilities, personnel, service reputation and experience are adequate to make
satisfactory delivery of the services or items of tangible personal property described in the
RFP.
"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms in
all material respects to the requirements set forth in the request for proposals. Material
respects of a request for proposals include, but are not limited to, price, quality, quantity or
delivery requirements.
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