Project Information

Bid Title

Meeting Management System

Issuing Agency

City of Gaithersburg

Location

Maryland

Published Date

Dec 1, 2025

Closing Date

Jan 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP2026-016

Original Source

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Bid Documents

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Project Description

Meeting Management System

• RFP Number: RFP2026-016
• Start Date: 12/01/2025
• Close Date: 01/26/2026 5:00 PM

• Status Details Open

The purpose of the request for proposals is to solicit sealed proposals from qualified firms to establish a contract through competitive process to provide, configure, and implement a comprehensive, efficient, modern and robust Meeting Management System (System) to support the City’s Meeting Bodies.

The City has a number of councils, commissions, boards, committees, and subcommittees (“Meeting Bodies”). The City is currently using the Existing System to manage public and closed meetings for these Meeting Bodies. The Existing System is responsible for creating meeting agendas and packets, meeting minutes, streaming and storing video and/or audio for select meetings, and for tracking Meeting Bodies and their members. The Existing System also has a public-facing web portal to allow the public to stay current with Meeting Body activities and is an archive for past meetings.

• Solicitation Document
• Attachment B - System Characteristics Form
• Attachment C - Service Level Form

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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