Pasadena Opengov #2026-RFI-0561

RFI for a replacement Public Records Act request management system

The City of Pasadena is gathering market information on replacing its internally developed Public Records Act request management system. - Government buyer: City of Pasadena, Information Technology Department. - Procurement status: This is an RFI for market research, not a request for binding pricing or a contract award. - Solution sought: A system to manage public-records request intake and routing, department workflows, requester communications, large files, document review and redaction, reporting, payments, and California Public Records Act deadlines. - Notable requirements: Accessibility including WCAG 2.1 Level AA, security and privacy, human oversight of AI-assisted features, integration capability, historical-data migration, retention and data portability, and scalable administration. - Named OEMs and integration targets: Microsoft products and services (Microsoft Entra ID, Microsoft 365, Microsoft GCC High, and SharePoint) and Tyler Technologies (Tyler Content Manager) are referenced as potential integration targets, not as selected vendors or required purchases. No solution vendor is identified as a respondent or awardee; payment platforms are referenced generically. - Informational pricing categories: One-time setup and configuration (quantity 1), recurring annual costs (quantity 5), and optional features outside the stated scope (quantity 1). These are pricing-schedule entries, not confirmed contract quantities or a performance term.

Description

The City of Pasadena is seeking information from qualified vendors about solutions to replace its existing Public Records Act request management system. The RFI explores technologies and implementation approaches for modernizing request intake and routing, departmental workflows, communications, document handling, redaction, reporting, payments, and compliance. The City describes its desired capabilities as preliminary and welcomes alternative approaches; vendor responses will inform a future procurement strategy. No contract will be awarded and no payment will be made as a result of this RFI.

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