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SW-65613 - Ireland - Board Meeting Management Software System - Deadline February 22,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-65613

Government Authority located in Ireland looking for expert vendor for board meeting management software system.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide board meeting management software system.
- Board and meeting management system must be a cloud-based system that can be securely hosted, on the government cloud.
- The system must be fully managed, with no requirement for any involvement by the authority’s staff in managing the server infrastructure.
- Provide an overview of their application solution, the software architecture and the technology used.
- System must provide a user friendly, intuitive interface which offers ease of navigation and requires minimum training or support to use the key functionality.
- Meeting support which will enable secure electronic distribution of documents for agency, agency committees, selection boards and other meetings.
- Strong access control options with differing levels of user access to documents, including the ability to restrict download and printing of documents.
- Options to use separate accounts to allow segregation and confidentiality of meeting information where needed.
- The number of users would need to allow for up to 90 licenses to include:
- 9 Authority members
- 2 external committee members
- 39 current staff – which could increase to 50 or higher
- 14 selection board members or external reviewers.
- Admin users and organizers must be able to restrict access to any document, or meeting, to selected users.
- Secretaries must have the ability to include late changes and additions to meeting documents and have the ability to change and move agenda items to reflect any changes.
- Must provide options for a number of separate, segregated accounts.
- provide a secure online Board Portal within which to set up board and committee meetings and distribute meeting papers and documentation to various attendees
- Admin user and end user aspects of the system should be consistent in design, be highly usable, of an intuitive nature and offer ease of navigation and use.
- Ability to store and share additional documents outside of meetings document library.
- Admin users and secretaries must have the ability to set up multiple document libraries with various sub‐folder options and specify access to same.
- Data loss prevention capabilities that prevent any copying, printing, emailing, or taking screen captures of any content to outside the system. this function should be able to be enabled or disabled for specific users, documents, or meetings.
- Easy to use standard document types e.g., DOC and DOCX, PDF, XLS, XLSX, PPT, PPTX.
- Audit logs are monitored and reviewed to manage any data leakage or intentional or accidental compromise between customers.
- The system must encrypt traffic between clients and the servers open encryption methodologies.
(2) All questions must be submitted no later than 16 February 2023.
(3) The contract period will be for two years.

[C] Eligibility:

- Onshore (Ireland Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

[E] Proposal Submission:

Response can be submitted digitally via Email or Online.

Expiry Date : Wednesday, 22 February, 2023

Question Answer Deadline : Thursday, 16 February, 2023

Category : Software, System and Application

Country : Ireland

State :

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