Public Records Request Management System
Closed State & local contract opportunity
- Solicitation number
- 2026-RFP-049
- State
- California
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Celina Cabrera ccabrera@palmdesert.gov (760) 776-6449
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The City of Palm Desert is requesting proposals for a Public Records Request Management System supporting California Public Records Act compliance, with proposals due August 12, 2026 at 2:00 p.m. via the OpenGov Procurement electronic bidding system and questions due July 29, 2026.
The scope requires an integrated, configurable, automated system with core components: public records request intake and workflow management; records collection, review, and redaction; electronic communications discovery; reporting and analytics tools; and integration with existing City systems (Microsoft 365 and Laserfiche). The vendor must develop and execute a migration strategy to transition approximately 426 annual public records requests from the existing system while preserving historical data, configurations, and closed-request records with minimal operational disruption. The fee proposal must itemize one-time costs (implementation, configuration, training, documentation) and recurring costs (software licensing, maintenance, support, integrations), plus optional services, third-party expenses, future-year pricing, and anticipated expansion costs.
The anticipated contract value is $15,000 over a one-year initial term beginning October 1, 2026 through October 1, 2027. The City holds a unilateral option to renew for up to four additional one-year periods. This is designated a public project under California Labor Code Section 1720(a), and a 45-day hold applies.
Evaluation criteria are weighted as follows: proposal clarity and completeness (10%), qualifications and relevant experience (15%), proposed solution responsiveness (25%), technical approach and accessibility compliance (15%), implementation and support capabilities (20%), and cost and overall value (15%). The City reserves the right to reject all proposals, negotiate with multiple proposers concurrently, and is not obligated to award to the lowest-cost proposer. City Council holds final approval authority. Vendor pricing must remain valid for 90 days from the proposal due date. No pre-proposal meeting is scheduled.
Opportunity text
The City of Palm Desert ("City") is requesting proposals from qualified firms ("Proposers") for Public Records Request Management System ("Services") to establish a Professional Services Agreement ("Agreement") for a term of one year.
To serve and promote the welfare of its residents, the City intends to procure the Services, as described below:
The City of Palm Desert is seeking proposals from qualified vendors to provide a comprehensive Public Records Request (PRA) Management System that supports compliance with the California Public Records Act (CPRA), improves operational efficiency, enhances transparency, and streamlines records request processing.
The City is seeking a solution provider with the expertise, resources, and technology necessary to implement an integrated, configurable, automated, and user-friendly Public Records Request Management System that includes the following core components:
- Public Records Request Intake and Workflow Management
- Records Collection, Review, and Redaction
- Electronic Communications Discovery
- Reporting, Analytics, and Public Transparency Tools
- Integration with Existing City Systems
The selected vendor shall work collaboratively with City staff to ensure a seamless implementation and transition from the City's existing Public Records Request Management System. The City anticipates that implementation will include the migration of ongoing requests, closed requests, request data, configurations, and other relevant system information necessary to maintain continuity of operations and preserve historical data. Vendors shall describe their proposed migration methodology, implementation approach, and any assumptions, dependencies, or City resources required to successfully complete the transition while minimizing disruption to ongoing Public Records Act operations.
Files
| File | Type | Posted |
|---|---|---|
| Public_Records_Request_Management_System.pdf | ||
| Intake_Form_-_Solicitations.pdf | ||
| Sample_Professional-Services-Agreement.docx | DOCX document |
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