2023200065_A2_Addendum 1.pdf
PDF 108 KB Posted
- Solicitation number
- S-KE0010-00006865
- Issued by
- Lane County, Oregon
About this file
This document is an Addendum for Request for Information (RFI) 2023200065 for a Public Records Request Management Solution issued by the City of Eugene, Oregon. The RFI seeks letters of interest, including high-level pricing information, for a public records request management solution. Key details include:
The City of Eugene receives approximately 500 public records requests per month on average, and is seeking a solution with Outlook integration to automatically log emails related to the requests. The City is open to considering cloud-based solutions, but all data must be maintained within the United States. The selected solution should meet the reporting requirements of Oregon Revised Statutes (ORS) 192. The City is looking to implement the new system by the end of the calendar year and is interested in hearing about training and support options. The City has not conducted any vendor demonstrations yet and does not require data migration from existing systems. The bulk of the public records requests come through the Eugene Police Department, but the solution should accommodate requests for all City departments.
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Other files
| File | Type | Posted |
|---|---|---|
| 35673 Sample Contract.pdf | ||
| 2023200065_A1_PRR Management Solution_RFI.pdf |
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Text version
Date: June 1, 2023
To: Prospective Offerors
From: Noel Dietz, Purchasing Analyst
Subject: RFI 2023200065 Public Records Request Management Solution
Addendum 1
The solicitation referenced above is updated & amended as described below.
The following are responses to questions received:
1. How many records request on average do you get per month?
Approximately 500.
2. Related to Section III. Requirements / Specifications in the first paragraph. By “Outlook integration”, do you mean you’re looking for a solution where the Outlook emails sent and received related to the requests are logged automatically within the program?
Yes
3. Related to Section 14: Will the City accept a cloud based solution with no on premise storage?
We are open to considering all solutions; however, all data must be maintained within the United States.
4. What is the average time to complete a public records request?
It’s hard to quantify this because our current process does not allow for easy tracking.
The average is about 2-3 weeks. Some requests take 5 minutes, some take months.
5. Can you provide storage locations for responsive records? Examples: File shares, email, file cabinets, Enterprise Content Management (ECM) application, etc.
File shares, OneDrive, databases, content management systems, email, archives/physical storage locations.
6. Does the city currently utilize an Enterprise Content Management system for storage, classification, and retention of vital records?
No. We do have a Laserfiche license, but it is not used across the city in all departments.
7. Does the city have a formal Records and Information Management (RIM) program that guides employees on proper processing of official and non-official records? If so, can a high-level overview of it be shared?
Records Management training is minimal, we are in the process of building out a program.
8. Your current Public Records Request site contains common links which do not require a public records request for: Building Permit, Code Compliance and Land use Information; Eugene Municipal Court Records; and Eugene Police Records. Does the city have plans in place to provide any additional records which will not require a public records request? If so, can you share what area(s) that is for?
Anything accessible through our Laserfiche instance would not require a public records request. Council meeting materials are also available online, and would not require a public records request.
9. What is the timeline for the implementation of this project?
By calendar year end.
10. What training or support expectations does the City of Eugene have for the new system?
We would like to hear about the options available to us.
11. Are there any specific integration points required with existing systems beyond Outlook?
There are not.
12. Please provide the number of internal users who will need access to the system.
Approximately 50 users will require full system access.
13. Please provide the number of external users who will need access to the system.
Unknown.
14. Will this project require data migration from existing systems?
No.
15. Will the system need to integrate with any existing systems?
No.
16. Please elaborate on the agency’s preference for future systems maintenance. Does the agency prefer future support and maintenance is done by the selected partner, internal team or a combination of both?
We would like to hear about the options available to us.
17. Is the vendor required to be on site for any portion of the contract term?
The City prefers an on-site implementation/training team but will consider other options.
18. Pg. 4, III. Requirements/Specifications, mentions reporting that meets ORS 192 reporting requirements. Please provide these requirements.
ORS 192 requirements
19. Pg. 4, III. Requirements/Specifications: For a vendor hosted solution, what is the approximate amount of storage required? Will the City require data migration? If so, what is total amount of data, file types/sizes, and documents per department that will utilize the solution? No data migration is required.
We do not know how much storage will be required.
20. General: Has the City seen demos of any proposed solutions? If so, please identify the solutions.
No demos have been conducted.
21. Pg. 4, Requirements/Specifications, Does the City have a singular public records division, or does each department have their own public records division?
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 bulk of requests come to EPD.
https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcoeapps.eugene-or.gov%2Fcmoweblink%2FBrowse.aspx%3Fstartid%3D72%26dbid%3D0&data=05%7C01%7CNDietz%40eugene-or.gov%7C1de796088cb1491f8c4f08db62288f48%7C0c0d3453aa1d41bc8aa35c843d4ca0e8%7C0%7C0%7C638211698572814073%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=cLf1hA6vqdKSUFIJZSIEso0Bb0YLzJkNABlAKwSrjl4%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.eugene-or.gov%2F3360%2FWebcasts-and-Meeting-Materials&data=05%7C01%7CNDietz%40eugene-or.gov%7C1de796088cb1491f8c4f08db62288f48%7C0c0d3453aa1d41bc8aa35c843d4ca0e8%7C0%7C0%7C638211698572814073%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=bgJ5Ob8VrlfP564e59SijCyp2VxhRksylNeWVAIJkAk%3D&reserved=0 https://www.oregonlegislature.gov/bills_laws/ors/ors192.html
22. Pg. 4, Requirements/Specifications, Does the City envision a singular internal site for public records management in the proposed solution (separate than any external facing intake portal)? Or, multiple internal sites for each department (separate than any external facing intake portal)?
We would like the system to have a single-entry portal that could be added to all city webpages, where public may want to request records from.
Within that portal, we would like the option to submit the request to either ‘EPD’ or’ All Other Departments.’ EPD gets the bulk of the city's requests, and the CRO would prefer not to have to assign EPD as the reviewer for 1000s of Public Records Requests. All requests should be housed within the same system, but it would be helpful if those requests could be automatically assigned to EPD for review and resolution.
All other specifications, terms, and conditions remain unchanged.
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