cloud-based records management system for Human Resources (HR) personnel files

Clackamas County, Oregon is seeking proposals for a cloud-based records management system specifically designed for Human Resources (HR) personnel files through RFP #2025-16. The procurement involves implementing a comprehensive system that will replace the existing ApplicationXtender 8.1 platform, with requirements including SAML 2.0 Single Sign-On integration with Azure Entra ID, document annotation and redaction capabilities, workflow management, role-based security, and document retention functionality. The system must support approximately 2,637 employees with varied access levels and accommodate the migration of 334,737 records comprising 1.3 million files (160 GB). Key technical compliance standards include SOC 2 Type 2, ISO/IEC 27001:2022, HIPAA, and DoD 5015.2 certifications. Critical procurement dates include a March 18, 2025 deadline for questions and a proposal submission deadline of March 26, 2025 at 2:00 PM Pacific Time, with the expectation that the new system will be fully operational by December 2025.

The contract term runs through June 30, 2028, with options for additional three-year renewals, and has a first-year budget not to exceed $150,000 for implementation and migration. While the RFP does not explicitly mention set-aside designations or restrictions for disadvantaged enterprises, vendors will need to demonstrate robust technical capabilities, security protocols, and migration expertise. The procurement requires a comprehensive solution that can seamlessly integrate with the county's existing Azure Entra ID infrastructure and provide a scalable, secure platform for managing sensitive HR personnel records. Potential vendors must provide detailed implementation plans, demonstrate system configuration capabilities aligned with industry best practices, and outline strategies for content migration, system training, and ongoing technical support. The successful vendor will be expected to work closely with Clackamas County HR personnel to ensure a smooth transition and minimal disruption to existing record-keeping processes.