Active SLED Opportunity · CALIFORNIA · CITY OF SUNNYVALE PROCUREMENT BIDS AND RFPS
AI Summary
The City of Sunnyvale seeks a SaaS Public Records Act and eDiscovery solution to automate PRA request intake, tracking, and fulfillment with Microsoft 365 integration, workflow automation, and secure content sharing.
A. INTRODUCTIONThe City of Sunnyvale (the “City”) invites qualified firms to identify and implement a Public Records Act (PRA) and eDiscovery Solution. The solution should have the ability to receive PRA requests from the public, enable assignment to appropriate departmental staff, and store requested content for the requestor to retrieve. The solution should also provide eDiscovery capabilities to perform robust searching, sorting, and filtering of email content, email attachments, and other documents to respond to PRA requests. The City seeks a Software-as-a-Service (SaaS) solution that supports records collection, review, redaction, disclosure, legal hold management, audit logging, reporting, and integration with Microsoft 365 services.B. PROJECT BACKGROUNDThe City of Sunnyvale seeks to implement a PRA Request Tracking and eDiscovery solution to automate the end-to-end workflows for intake, tracking, and fulfilling PRA requests, as well as storing and sharing the requested content.The City has been using a manual process for tracking and fulfilling PRA requests. The requested content is stored in a Microsoft OneDrive location and shared with the requestor.The City currently utilizes Microsoft 365, including Exchange Online, Teams, SharePoint Online, OneDrive, and Entra ID. The proposed solution should provide native integration or equivalent functionality to facilitate records collection, review, and disclosure activities.Project GoalsWith this project, the City’s goal is to implement an organization-wide Commercial Off-The-Shelf (“COTS”) solution that:• Centralizes PRA request intake and management• Supports eDiscovery and legal hold processes• Automates workflow routing and notifications• Provides secure public disclosure capabilities• Integrates with Microsoft 365 services• Maintains defensible audit trails and records management practicesInformation realized as a result of this RFP may be used as part of a competitive process for the selection of such products and services and may be used to construct a list of prospective vendors. There is no commitment, implied or otherwise, to continue with a procurement process. Pre-Bid Meeting Information: No Online Q&A: Yes Location Information: Department: Purchasing Address: 456 W. Olive AvenueSunnyvale, California94086 County: Santa Clara Other Details: See RFP document for detailed scope of work. Notes: Please read RFP document in it's entirety and follow instructions carefully for completing the required RFP documentation. All RFP documentation must be submitted electronically prior to 3:00 PM on due date.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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