2023200065_A1_PRR Management Solution_RFI.pdf

Request for Information

Public Records Request Management Solution

Solicitation No. RFI 2023200065

Due Date and Time:

Tuesday, June 6, 2023 at 2:30 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

Telephone: (541) 682-5055 The Purchasing Office is currently closed to the public.

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I. INVITATION TO SUBMIT INFORMATION

INVITATION TO SUBMIT INFORMATION

Notice to Suppliers Letters of Interest, including high-level price range information for Public Records Request Management Solution will be accepted by the Purchasing Office until Tuesday, June 6, 2023 at 2:30 PM. This Request for Information (RFI) may result in a contract award.

Project Description The City of Eugene is requesting Letters of Interest from suppliers that provide a public records request (PRR) management solution. The City wishes to compile information about PRR management software and establish a budget and a list of suppliers who may wish to demonstrate their solution to the City.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in PDF format via email to the Purchasing Analyst referenced below.

Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the Request for Information.

Dated: May 9, 2023

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst NDietz@eugene-or.gov https://oregonbuys.gov/bso/ mailto:NDietz@eugene-or.gov

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II. INSTRUCTIONS TO OFFERORS

1. Fill out and return the attached Standard Request for Information Form with Offeror Letter of Interest. The City will use this information to contact Offerors about future information or demonstration requests. Include Offeror responses to the questions outlined in Section IV.

Questions for Offerors in Offeror’s Letter of Interest.

2. Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in PDF format via email to the City’s Purchasing Analyst, ndietz@eugene-or.gov .

Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the RFI. Offeror shall bear all risks associated with delays in email or file sharing services.

3. Letters of Interest may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the deadline for submitting Letters of Interest.

4. This RFI does not commit the City to pay any costs incurred by any Offeror in the submission of Letters of Interest.

5. PUBLIC RECORDS: This RFI and one copy of each Letter of Interest received in response to it, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection, excepting any information that is considered trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

“This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a letter of interest may depend upon official or judicial determinations made pursuant to the Public Records Law.

6. Questions or clarification requests shall be submitted by email to the City’s Purchasing Analyst no later than 3:00 PM on Friday, May 26, 2023 Contents of questions and clarifications should include a reference to the page or item being addressed, the reason and any proposed alterations. The City may limit the number of responses it provides in response to Offerors’ questions. Therefore, the City asks Offerors to prioritize questions asked. Do not include questions with the response to the RFI.

7. Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Offerors shall receive Addenda as follows: City will not mail notice of Addenda but will publish notice of any Addenda on the ORPIN site. Addenda may be downloaded from ORPIN. Interested Offerors should frequently check ORPIN until closing.

mailto:ndietz@eugene-or.gov

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III. REQUIREMENTS / SPECIFICATIONS

The City of Eugene is seeking an integrated, commercial-off-the-shelf (COTS) packaged public records request management solution (PRRMS) that will meet its core requirements out of the box with few to no modifications. The ideal system will include: a web portal for constituents to submit and track requests, workflow management, bulk redaction, Outlook integration, and reporting that meets ORS 192 reporting requirements.

Eugene is located at the southern end of Oregon’s Willamette Valley. Eugene operates under a city manager-style government. The city manager is hired by the city council and provides administrative direction to the organization and oversees the City of Eugene’s 1,500 employees and $840 million annual budget. Services and programs are administered through six departments: Central Services;

Police; Eugene Springfield Fire; Library, Recreation, and Cultural Services; Planning and Development; and Public Works.

Project stakeholders are Eugene Police Department (EPD), Central Services/City Manager’s Office, Central Services/Municipal Court, Eugene-Springfield Fire Department, and Planning and Development/Building and Permit Services. The number of public records requests has increased significantly City-wide. Additionally, records requests have become more complex and time-consuming. Staff are spending more time on communications with requestors, their team members and coordination. New types of requests are happening as well, including but not limited to requests for: audio, mass email, voicemail and text communications, and “research projects”.

The increase in time and volume of requests has required departments to assign additional staff to support their records coordinators in order to adhere to the state mandated timeline and Oregon Public Records Law. The increased workload also adds to the opportunity for errors, and potential ORS noncompliance.

CITY OF EUGENE TECHNICAL INFRASTRUCTURE

The City currently operates in a Microsoft technical environment. The City manages its own complex, multi-tiered network with over 200 servers, 1700+ PCs and fiber distributed to facilities throughout the city. Review this entire document prior to publishing and RFPO or signing a contract for any new technology.

Network Architecture The City network consists of 50+ sites connected via fiber optics, with a few exceptions Cable Business Connections. Backbone connections are redundant 10Gbps. Large Sites have 10Gbs connections and smaller sites have 1Gbps connections. Workstations connect to the network at 1Gbps. The City has a 1Gbps internet connection for general City business use.

The City also utilizes 802.11ac/ax at the majority of sites and requires domain joined machines with active domain users to access the business network. There is also a publicly available wireless network that is throttled to a symmetrical 75Mbps that goes over a separate connection to the internet; due to its nature, it has no guarantee of uptime.

The City uses a combination of perimeter firewalls and inspection at various places in the network as well as URL Filtering capabilities. VPN access is achieved via Cisco AnyConnect or NetMotion Mobility. Cisco Phones are utilized on the network and QoS/CoS are implemented as such.

In addition to the wired network infrastructure, the City of Eugene also has a robust, secured business Wi-Fi network running IEEE 801.11b/g/n/ac/ax on most of its sites. WiFi supports WPA3.

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Servers The City utilizes a regional data center to house the majority of server and network assets. The server environment at the City consists of 85% virtualized servers running in a highly available VMware vSphere 6 cluster on HP Proliant servers with Nimble SANs providing storage. All other general use servers are HP Proliant servers with local storage.

The City also has server and network resources running in Microsoft Azure in the GCC Cloud.

The City runs on Microsoft software: Servers run Windows Server OS, SQL Server and IIS. The City utilizes Active Directory and ADFS for authentication. E-mail and Office services are provided via Office 365. General practice stipulates installing applications to a data drive and not to the C:

drive of any server.

Workstations City of Eugene workstations run on Intel-based chipsets with a minimum of 8 GB of RAM and a large hard drive. Laptops are mostly Dell Latitude or Precision models. Desktops are mostly Dell Optiplex or Precision tower PCs. All PC run Windows 10, managed by Microsoft System Center Configuration Manager and have Microsoft security patches applied on a regular basis.

Security/Compliance/Backups

• Antivirus is provided by Microsoft Endpoint Protection on servers with some installations of Bit9 to offset larger risks.

• The City has compliance obligations in regards to HIPAA, CJIS, and PCI. Minimum password requirements meet minimum CJIS requirements of 8 characters with complexity.

Additional requirements may apply depending on the compliance standards.

• Backups are handled by CommVault Galaxy.

• Vendor access: Vendors requiring access to City systems must be preapproved and have background checks, or be monitored at all times during access. The access times may be limited if it requires City IT access monitoring.

Data Hosting If the system being reviewed is a hosted solution(SaaS), all data shall be maintained within the United States, which means the 50 states, the District of Columbia and outlying areas.

Mobile Platforms The City currently has many mobile devices for integration with Office 365. In addition, the City has created mobile applications for iOS and Android devices.

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IV. QUESTIONS FOR OFFERORS

(Submit responses with Letter of Interest)

Cooperative Purchasing and References

1. Are there any cooperative agreements available to purchase the solution? If so, provide contract information.

2. Provide references from three (3) similar public agencies which have implemented the solution. Briefly describe the services that were provided.

System Description

3. Provide a complete list of system requirements (hardware and software) for solution, such as a listing of needed servers, other hardware, and network integration.

4. Which RDBMS is used (SQL Server, Oracle)?

5. Does the Offeror supply a data dictionary?

6. Provide a list of peripheral hardware that is compatible with the system.

7. Describe Offeror’s current data security plan. Has the system had any data breaches and if so, what was done to mitigate future breaches?

8. Describe how the individual modules in the solution are integrated together.

9. The City of Eugene requires the solution to be user-friendly and intuitive. List summary features that demonstrate an intuitive user interface.

10. Describe the administrative tools used to manage the Offeror’s solution. Provide a listing of functions for each tool including:

a. Workflow

b. Managing software updates

c. Mapping and exports

d. Quality control

Implementation and Support

11. What is the estimated time for implementing a solution similar to the one described above?

12. Describe the implementation process including testing and training.

13. Describe the on-going support and maintenance model.

a. Upgrade schedules

b. Hours of support

c. Methods of contacting support and tracking open issues.

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Cost Estimate

14. Provide the estimated cost, both one-time and on-going, to implement a solution that achieves the stated needs with the following scenarios:

a. Client hosted on premise (client/server).

b. Client hosted on premise (web enabled).

c. Vendor suggested optimal hosting. (May be partially vendor hosted and client hosted, if applicable.)

15. Describe additional modules or services not identified in this document that would be appropriate for similar operations. Include cost of each module or service.

After reviewing the Letters of Interest submitted in response to this RFI the City may, in its sole discretion, invite selected Offeror(s) to demonstrate the functionality of their offered software. Please provide a sample demonstration agenda, including the recommended amount of time to review modules and/or core functionalities and features of the solution.

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IV. STANDARD REQUEST FOR INFORMATION FORM

Due Date and Time: Tuesday, June 6, 2023 at 3:00 PM

I, the undersigned, and authorized representative of ________________________________ (Firm Name) which is a sole proprietor __________, partnership __________, or corporation __________ have read and thoroughly understand the specifications, the RFI instructions, and all other conditions of the Request for Information solicitation as well as all addenda issued for this solicitation by the City of Eugene for Public Records Request Management Solution and agree that the information submitted is accurate and correct.

Name: Title:

Signature: Date:

Company Name:

Tax ID Number (TIN): ___________________________________________________________

Address:

Phone: Fax:

E-mail Address: ________________________________________________________________

Company contact for this project (if different from above):

Name: Title: ______

Phone: E-mail:__________________________________