P-60214 Public Records Act System Replacement (RFI)

The City of Pasadena is issuing an RFI to gather information on modern Public Records Act (PRA) request management systems that can replace its decade‑old, internally‑developed platform. The goal is to improve intake, routing, inter‑departmental workflow, communication, document handling (including large media files), redaction, reporting, payment processing, and compliance with California Public Records Act, WCAG 2.1 AA, CCPA, and related security standards. Vendors should describe functional capabilities (AI‑assisted routing, flexible workflows, centralized communications, large‑file support, integrated redaction tools, dashboards, payment integration), technical attributes (accessibility, role‑based security, encryption, scalability, Microsoft 365/Entra ID/GCC High integration), administration, data migration, and any innovative features such as e‑discovery or self‑service public portals. The RFI seeks to inform a future competitive procurement; no contract will be awarded from this RFI alone. • Targeted solution: cloud‑ or hybrid‑based PRA request management software. • Required capabilities: automated routing, multi‑departmental queue management, audit‑ready communication logs, large file handling, AI‑assisted redaction, robust reporting, payment integration, WCAG 2.1 AA compliance, strong security (encryption, RBAC). • Technical integration: Microsoft Entra ID SSO/MFA, SharePoint, Microsoft 365, possible GCC High environment, existing payment platforms. • Timeline: Questions due Nov 6 2026; proposal (information) due Dec 4 2026. • Contact: Jim Scheel, Project Manager ([email protected], (929) 744‑7896).