P-60214 Public Records Act System Replacement (RFI)

The City currently utilizes an internally developed Public Records Act request management system that has been in operation for more than a decade. While the system has supported the City's public records processes, its aging architecture and functional limitations have made it increasingly difficult to meet evolving operational needs, accessibility standards, and the growing complexity of records requests. Feedback from City departments has identified opportunities to improve request intake and routing, cross-departmental coordination, communication tracking, document handling, redaction, reporting, and payment processing. Departments have also expressed interest in greater workflow flexibility, improved automation, and tools that reduce manual effort while maintaining appropriate oversight and accountability. The City is evaluating the capabilities of modern public records management solutions to determine how best to address these challenges. The preliminary business needs and desired capabilities included in this RFI reflect departmental feedback and are intended to provide context for vendor responses rather than establish final system requirements. The City welcomes information regarding alternative approaches, emerging technologies, and industry best practices that may inform the development of a future competitive procurement.