Intake_Form_-_Solicitations.pdf

This is a solicitation intake form for the City of Palm Desert, California, regarding a Public Records Act Request Management System procurement. The City is issuing a Request for Proposal (RFP) for a comprehensive Public Records Request Management System that will support compliance with the California Public Records Act and improve operational efficiency. The system must include core components such as public records request intake and workflow management, records collection and review with electronic redaction capabilities, electronic communications discovery, reporting and analytics tools, and integration with existing City systems. The selected vendor will be responsible for system configuration, implementation, data and workflow setup, user training, documentation, testing, and ongoing technical support. The anticipated contract duration is October 1, 2026, through October 1, 2027, with an anticipated release date of July 13, 2026. The City anticipates that implementation will include migration of ongoing requests, closed requests, request data, configurations, and other relevant system information from the existing system to minimize disruption to operations.

The anticipated cost of the contract is $15,000.00. The City determined this procurement necessary to evaluate whether alternative solutions may better meet current and future needs by improving functionality, efficiency, system integration, user experience, and overall value. This is designated as a public project under California Labor Code Section 1720(a), and a 45-day hold is required for this purchase. The intake form was submitted by Damian Olivares, serving as both the requester and project manager, with manager and director approval both dated July 13, 2026, and HR review completed on the same date.