South Pasadena Unified School District Opengov #2026-RFI-0561

Pasadena RFI for a Public Records Act Request Management System

The City of Pasadena is exploring replacement options for its internally developed Public Records Act request management system. - Buyer: City of Pasadena, Information Technology Department. - Opportunity: An information-gathering RFI for a modern system to manage California Public Records Act (CPRA) requests. This RFI will not result in a contract award. - Requested solution: A public-records request management system supporting request intake and routing, department workflows, cross-department coordination, communications tracking, document management and large-file transfers, redaction and legal review, reporting and analytics, and fee and payment processing. - Notable areas of interest: CPRA deadline and extension tracking; accessibility aligned with WCAG 2.1 Level AA; security, privacy, role-based access, encryption, and audit logs; historical-data migration; retention and disposition; data portability; reliability and scalability; and configurable administration. AI-assisted features may be considered, with human oversight and appropriate controls. - Potential integrations: Microsoft 365, Microsoft Entra ID, SharePoint, Tyler Content Manager, payment platforms, and other repositories. These are preliminary interests, not confirmed mandatory requirements. - Pricing information requested: One-time setup and configuration (quantity 1), recurring annual costs (quantity 5), and optional features outside the stated scope (quantity 1). Pricing is indicative; the five annual-cost units do not establish a contract term. - Named company: OpenGov is identified only in connection with the e-procurement portal and its support, not as a proposed system provider. No PRA solution OEM or vendor is named in the opportunity.

Description

The City of Pasadena is seeking information from vendors about solutions to replace its aging Public Records Act request management system. The City is exploring technology, implementation approaches, and capabilities to modernize request intake and routing, departmental workflows, communications, document handling and redaction, reporting, and payment processing. The RFI also discusses accessibility, security, legal compliance, integrations, migration, and other operational considerations; the stated needs are preliminary and not final or mandatory requirements. This is an information-gathering notice, and no contract will be awarded as a result.

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