City of Broken Arrow - Agenda and Meetings Management Systems RFP 27-106 (2026)
City of Broken ArrowCity · Broken Arrow, OK- Due
- Nov 12, 2026
- 14 days left
- Posted
- Sep 24, 2026
- Contract term
- 5 years
- Primary contact
- Blake Dampf
- (918) 259-8360
The 30-second brief
The City of Broken Arrow is requesting proposals for a comprehensive Agenda and Meetings Management System (AMMS), including implementation, configuration, integration, data migration, training, hosting, maintenance, support, and related professional services. The City seeks an integrated, cloud-hosted, configurable, accessible, and user-friendly solution to support internal agenda workflows, creation and publication of agendas, packets, staff reports, minutes, live meeting administration, electronic voting, video streaming and archiving, and transparent public access. The submission deadline is November 12, 2026, at 2:00 pm CST, with proposals evaluated on a best-value basis.
Solution functionality, usability, accessibility, and overall fit (25 points), Implementation, data migration, training, and project management (15 points), Technical architecture, integrations, cybersecurity, and data management (15 points), Company qualifications, municipal experience, project team, and references (10 points), Support, service levels, maintenance, and long-term partnership (10 points), Cost and five-year total cost of ownership (20 points), Innovation, scalability, and optional capabilities (5 points)
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Summary
The City of Broken Arrow is requesting proposals for a comprehensive Agenda and Meetings Management System (AMMS), including implementation, configuration, integration, data migration, training, hosting, maintenance, support, and related professional services.
The City seeks an integrated, cloud-hosted, configurable, accessible, and user-friendly solution to support internal agenda workflows, creation and publication of agendas, packets, staff reports, minutes, live meeting administration, electronic voting, video streaming and archiving, and transparent public access. The submission deadline is November 12, 2026, at 2:00 pm CST, with proposals evaluated on a best-value basis.
EVALUATION CRITERIA
REQUIRED ATTACHMENTS
5- Attachment A – Pricing Proposal
- Attachment B – Terms and Signature Sheet
- Attachment C – References
- Attachment D – Interest Affidavit
- Attachment E – Proposal Affidavit
- Submit to
- City of Broken Arrow Purchasing Division, 1700 West Detroit, Broken Arrow, OK 74012 or via QuestCDN / VirtuBid
- Scope location
- Broken Arrow, OK
Questions about this RFP
How do I respond to this RFP from City of Broken Arrow?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 12, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: City of Broken Arrow Purchasing Division, 1700 West Detroit, Broken Arrow, OK 74012 or via QuestCDN / VirtuBid. For questions, contact Blake Dampf.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Broken Arrow in OK, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Blake Dampf at (918) 259-8360. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Solution functionality, usability, accessibility, and overall fit (25 points), Implementation, data migration, training, and project management (15 points), Technical architecture, integrations, cyber..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Broken Arrow?
All active and historical solicitations from City of Broken Arrow are tracked and searchable. As a city agency, City of Broken Arrow regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 5 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 12, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Attachment A – Pricing Proposal, Attachment B – Terms and Signature Sheet, Attachment C – References, Attachment D – Interest Affidavit, Attachment E – Proposal Affidavit. Review the full document from City of Broken Arrow for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Broken Arrow, OK. Review the full solicitation for detailed scope requirements.