Records and Information Management System and Records Review

Mountain Parks Electric, Inc. (MPEI) has issued a Request for Proposal (RFP) for a comprehensive Records and Information Management System (RIM) serving Gilpin County, Colorado, with the primary objective of modernizing records retention and management practices. The cooperative, which serves approximately 18,400 members across 4,000 square miles, seeks a secure, scalable, and user-friendly solution that enables regulatory compliance and operational records management. Key deliverables include a system that supports digital and physical records management, robust search capabilities, version control, approval workflows, and comprehensive auditability. The RFP requires vendors to provide software licensing, implementation services, data migration, training, and ongoing support, with specific evaluation criteria focusing on value, functionality, scalability, and long-term sustainability. Critical procurement dates include an RFP release on July 31, 2025, vendor questions due by August 11, 2025, proposal submissions due by August 28, 2025, vendor selection by October 16, 2025, and project kickoff on December 1, 2025. The proposed system must ensure compliance with regulatory requirements from organizations like NRECA, FERC, NERC, and RUS, and include features such as role-based access controls and configurable retention schedules.

The RFP does not explicitly indicate specific set-aside designations or restrictions on respondent organizations. MPEI currently manages approximately 600 GB of data in SharePoint & OneDrive, 2 TB of on-premise file storage, and 1 TB of data in MS Exchange, which means the selected vendor must demonstrate robust integration capabilities with existing technological infrastructure. Vendors are required to provide minimum insurance coverage, including cyber liability insurance with specific requirements for data breach response and third-party claim protection. While a precise award value is not specified, the comprehensive nature of the RFP suggests a significant investment in technology and services. The system must accommodate the cooperative's current data management landscape while providing scalable solutions for future growth, with a focus on creating a sustainable, compliant records management ecosystem that supports MPEI's operational needs across its extensive service territory.