RFI 2023200065 Public Records Request Management Solution

The City of Eugene, located in Lane County, Oregon, is conducting a Request for Information (RFI) 2023200065 for a Public Records Request Management Solution. The procurement seeks a comprehensive software system to manage the city's approximately 500 monthly public records requests, with a primary focus on integrating seamlessly with Microsoft Outlook to automatically log email-related requests. The solution must meet Oregon Revised Statutes (ORS) 192 reporting requirements and accommodate public records requests from all city departments, with a particular emphasis on Eugene Police Department needs. Potential vendors must provide a cloud-based solution with data maintained exclusively within the United States, and demonstrate capabilities for tracking, managing, and reporting on public records requests. The city is specifically interested in a system that can be implemented by the end of the calendar year, with comprehensive training and support options. Vendors are required to submit Letters of Interest including high-level pricing information by Tuesday, June 6, 2023, at 2:30 PM, with the potential for selected suppliers to be invited for software demonstrations following initial document review.

The RFI does not explicitly specify set-aside designations or restrictions on responding organizations. The city's technical infrastructure is Microsoft-based, which will require potential vendors to ensure compatibility with existing server and workstation configurations. While no incumbent vendor is mentioned, the city is seeking a solution that does not require data migration from existing systems. The RFI requests detailed information about cooperative purchasing agreements, system references, data security protocols, implementation strategies, support mechanisms, and cost estimates for various hosting scenarios. Though a specific budget range is not disclosed, the city is seeking comprehensive pricing information across different implementation models. Vendors are expected to provide a sample demonstration agenda and outline the recommended time needed to review solution modules and core functionalities. The procurement process may ultimately result in a contract award, with the city reserving sole discretion in vendor selection.