Records Management Assessment

Orange County Sanitation District (OC San) is seeking a qualified consultant to perform an independent, comprehensive needs assessment of its Records Management Program. The consultant will evaluate existing policies, governance structures, organizational capacity, business processes, and operational practices, then deliver prioritized recommendations and an implementation roadmap for modernizing the program. The ultimate goal is to consolidate digitized records from all OC San locations into the Laserfiche electronic records system and ensure long‑term sustainability. The contract runs from the Notice to Proceed until June 30 2027, with milestone‑based invoicing and a competitive selection process that includes a written proposal, optional interview/presentation (Dec 14‑17 2026), and evaluation based on qualifications, staffing, work plan, and cost. • Scope: full assessment of records‑management policies, procedures, technology, and organizational readiness. • Deliverables: assessment report, prioritized recommendations, implementation roadmap, and guidance for Laserfiche migration. • Timeline: proposals due Nov 16 2026; contract period ≈ 7 months ending Jun 30 2027. • Evaluation criteria: firm qualifications (33 %), staffing & organization (27 %), work plan (40 %), and low‑cost award (100 % of cost factor). • Mandatory registration on OC San’s OpenGov procurement portal. • Interviews/presentations may be required Dec 14‑17 2026 (virtual).