Public Records Management Services

The Vendor is required to provide for public records management services to fully manage the intake, processing, fulfillment, and reporting of public records requests on behalf of the district.
- Online Payment Processing: The vendor shall securely process payments online using industry-standard security protocols.
- Records Distribution: The vendor shall have capabilities to securely distribute fulfilled requests both electronically via download link or email and Hard Copies via Regular or Certified Mail. The vendor must ensure secure transfer of large files and encryption where appropriate.
- Searchable Public Access: The vendor shall maintain a public-facing portal where completed records can be accessed and searched. The portal must be indexed, ADA compliant, and mobile-friendly.
- Reporting & Legislative Affairs Support: The vendor shall provide bi-weekly reports to the Legislative Affairs Department detailing the number of requests received, processed, pending, and fulfilled, including departmental performance metrics and compliance status.
- Centralized Dashboard: The vendor shall provide a centralized dashboard displaying request status, workload distribution, and departmental performance metrics visible by the Superintendent, General Counsel, and Legislative Affairs.
- Automated Deadline & Workflow Management: The vendor shall provide automated deadline tracking, reminders, and escalation workflows for agency departments to ensure statutory compliance.
- Role-Based Security: The vendor shall implement role-based security with encryption and multifactor authentication to protect sensitive records.
- System Integration: The vendor shall integrate their solution with agency systems including Microsoft 365, and records management tracker with Microsoft Sharepoint.
- This includes, but is not limited to, computers, laptops, scanners, mobile devices, storage media, software licenses, and any other tools required to access, process, redact, store, transmit, or manage public records.

- Contract Period/Term: 3 years
- Non-Mandatory Proposer’s Conference Date: February 12, 2026
- Questions/Inquires Deadline: February 19, 2026