2026-0391-CMO Agenda Meeting and Document Management Software Addendum No.1

Description

Justin S. Greene Adam Fulton Johnson Commissioner, District 1 Commissioner, District 4 Lisa Cacari Stone Hank Hughes Commissioner, District 2 Commissioner, District 5 Camilla Bustamante Gregory S. Shaffer Commissioner, District 3 County Manager July 23, 2026 SANTA FE COUNTY RFP No. 2026-0391-CMO Agenda, Meeting and Document Management Software ADDENDUM NO. 1 Dear Proponents, This addendum is issued to reflect the following immediately. It shall be the responsibility of interested Offerors to adhere to any changes or revisions to the RFP as identified in this Addendum No.1. This documentation shall become permanent and made part of the departmental files. Attachment A: Pre-Proposal Agenda and Sign-In Sheet ___________________________________________________________________________________ Clarification No. 1: Software solution must be made available in English and Spanish. Questions and Answers Question No. 1: Section 3.e references compliance with ADA accessibility requirements and WCAG 2.1 Level AA standards for public-facing content. Can you clarify whether this requirement applies only to the public agenda portal itself, or whether the County also expects the published agenda packet PDF and all content contained within it to meet those accessibility requirements? Answer No. 1: The accessibility requirements apply to the public-facing agenda management platform and any content generated or published by the software under the contractor’s control. The County recognizes that agenda packet documents are prepared and uploaded by County staff or originating departments. Accordingly, the contractor is expected to support the publications of accessible documents and preserve the accessibility of content created by third parties. The County will remain responsible for the accessibility of documents it prepares and uploads. Question No. 2: Can the County provide an estimate of the volume of historical records to be migrated (number of meetings, years of history, number of PDF’s/videos files)? Answer No. 2: The County anticipates migrating approximately 6 years of historical meeting records for multiple boards and commissions. Historical content includes meeting agendas, agenda packets (primarily PDF documents), minutes, supporting attachments, and less than one year of video recordings. The County estimates that the migration will include several thousand meeting records and associated 102 Grant Avenue · P.O.