RFI No. 1012-27-080 Records and Information Management Software Platform.docx

Request for Information (RFI) No. 1012-27-080 for Records & Information Management (RIM), Enterprise Search, and Information Discovery Platform

Research Triangle Regional Public Transportation Authority dba GoTriangle, as authorized under the N.C.G.S. §160A-610, is seeking information for market research and information-gathering purposes. This request is not a solicitation, or commitment to purchase any product or service.

The Request for Information (RFI) document is available for download in the State of North Carolina electronic Vendor Portal https://evp.nc.gov, and on the GoTriangle’s website: https://gotriangle.org/procurement

Ana Sostaric, Procurement Officer Email: asostaric@gotriangle.org

Table of Contents

RFI No. 1012-27-080

BACKGROUND

The Research Triangle Regional Public Transportation Authority, dba GoTriangle, is seeking information from qualified vendors regarding commercially available solutions for Records and Information Management (RIM), Enterprise Search, and Information Discovery Platform.

GoTriangle maintains information across multiple systems and repositories, including Microsoft 365, SharePoint Online, OneDrive, Exchange Online, Microsoft Teams, network file shares, Microsoft Dynamics 365, UKG Ready, Microsoft Purview, and other departmental applications.

As GoTriangle develops its RIM program, the agency is exploring technologies that can improve the ability of authorized staff to locate, access, manage, retain, and govern information across these environments.

SOLUTION CAPABILITES MATRIX

Please complete the matrix below to indicate support for our key functional areas, noting if features rely on third-party products, custom development, or extra modules. Feel free to expand the matrix or provide additional detail where helpful.

(Yes / No / Partial) Description / Notes

Unified Search: Federated/indexed/hybrid search across all listed systems without migration

Search Features: OCR, full-text, metadata, and duplicate detection

AI Capabilities: Natural language search, semantic search, auto-classification, and summary

RIM & Compliance: Retention schedules, automated holds, disposition, public records workflows

Security: Enforces source-system permissions, security trimming, and Entra ID integration

Integrations: Native/connector-based support for M365, Purview, Dynamics 365, and UKG Ready

Deployment: SaaS, Cloud, or Hybrid options

RESPONSE OVERVIEW

Please respond concisely to the following prompts:

1. Solution Capabilites Matrix: Complete the capabilities matrix.

2. Company Profile: Brief company overview, public-sector experience and relevant security certifications.

3. Implementation Strategy: Outline your typical deployment timeline, vendor vs. customer responsibilities, and licensing/cost structures (e.g., subscription, tier-based).

4. Strategic Recommendations: Based on GoTriangle’s environment, what architecture approach, pre-implementation preparations, or emerging AI capabilities do you recommend we prioritize?

PUBLIC RECORDS & NON-BINDING NOTICE

1. Public Records & Confidentiality: Information received in response to this RFI is subject to the North Carolina Public Records Law (N.C.G.S. Chapter 132). Submissions will be treated as public records open to inspection unless the information meets the statutory definition of a "Trade Secret" under N.C.G.S. § 132-1.2 and is explicitly marked as "Confidential" or "Trade Secret" by the vendor at the time of initial disclosure.

2. Cost Reimbursement & Non-Binding Notice: GoTriangle will not reimburse vendors for any costs associated with preparing or submitting a response to this market inquiry. Submissions are not formal offers, and no contract award shall result directly from this RFI process.

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