This Government Contract opportunity from California was posted on September 9, 2026. The submission period has ended. Browse the details below for market research, or find similar active opportunities.

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Agenda Management Software

Closed

2015State & Local

Submission Closed10/01/2026, 12:00:00 AM UTC

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

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NAICS: 513210

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DOD Education Activity

POSTED

about 16 hours ago

DEADLINE

in 4 days

AI Contract Overview

The City of Ontario is soliciting proposals for a Software-as-a-Service (SaaS) Agenda Management platform and professional implementation services to replace its existing system. The required solution must be an integrated, automated, and user-friendly system featuring AI capabilities, agenda workflow with approval routing, meeting minute management, and live and on-demand video/audio streaming with a minimum of 720p quality. A critical technical requirement is the automated export of finalized packets and minutes into Laserfiche. The procurement includes a three-year initial agreement with an optional two-year extension, covering software licensing, one-time implementation and configuration fees, data migration, and training. Proposals must be submitted electronically via PlanetBids by September 30, 2026, at 5:00 P.M. Evaluation is based on a weighted scale: 40% for functional requirements, 25% for technical and security specifications, 15% for implementation and support, 10% for accessibility and compliance, and 10% for pricing. The City may require a two-week Proof of Value trial at no cost to validate the software. Selected vendors must adhere to a professional services agreement that includes specific insurance requirements, a 15-year data retention policy, and compliance with California labor and non-discrimination laws. Submission requirements include a technical compliance matrix, a noncollusion declaration, and evidence of corporate financial stability.

General Info

City of Ontario seeks AI-powered SaaS agenda management software by September 30, 2026.

Agency

California → Records Management Department of City of Ontario

NAICS

513210 - Software Publishers

Place of Performance

303 East B Street Ontario, California 91764, CA, USA

Set-Aside

NONE

Documents

Attachment C - Agenda Matrix

specifications

High

RFP No. 2015 - Agenda Management Software

rfp

High

Noncollusion Declaration for City of Ontario Bid

1 page · other

Low

AI Contract Breakdown

Uniform Contract Format

Timeline

PhaseClosed

PostedSep 9

Contract opportunity posted

Response DeadlineOct 1

Deadline has passed

Submission Closed

10/01/2026, 12:00:00 AM UTC

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Organization & Contact Information

AgencyCalifornia → Records Management Department of City of Ontario

Contacts1 person available

OfficeCA, USA

Organization / AgencyCalifornia → Records Management Department of City of Ontario

Office AddressCA, USA

Contacts

Purchasing DepartmentContact

contact@example.gov

+1 (555) 000-0000

Full Description

Scope: The City is requesting proposals to provide agenda management software solution providers with expertise, resources, and state of the art technology, and AI, to replace the existing system by providing an integrated, configurable, automated, and user-friendly system that includes the following components:Agenda Management workflow system with approval processMeeting minute managementLive and on-demand video and audio streamingDocument management and video storage
Notes: The proposer is solely responsible for “on time” submission of their electronic bid. The City will only consider bids that have been transmitted successfully and have been issued an ebid confirmation number with a time stamp from the Bid Management System indicating that bid was submitted successfully. Transmission of Proposals by any other means will not be accepted. Proposer shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the proposer to successfully submit an electronic RFP shall be at the proposer’s sole risk and no relief will be given for late and/or improperly submitted RFPs. Proposers experiencing any technical difficulties with the RFP submission process may contact PlanetBids at +1 (555) 000-0000. Questions of an operational nature may be directed to the City’s Purchasing office at +1 (555) 000-0000. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline.
Bid Bond: 0.00%

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