Access to Information and Protection of Privacy Intake and Management Tool

The Vendor is required to provide a comprehensive software solution for the intake, management, and processing of access to information and privacy protection.
- Solution will simplify how requests are submitted by citizens, routed to the correct business units, and tracked through to completion, while meeting all legislative, regulatory, and internal policy
- The system should:
•    Provide a fully digital submission process through the city’s website, allowing applicants to submit access to information and privacy protection requests.
•    Support secure online payments (major credit cards and other common methods) and meet PCI DSS standards to protect payment information.
•    Automatically generate detailed payment receipts linked to the request for accurate recordkeeping and applicant’s reference.
•    Allow configurable billing rules to manage different payment types, including upfront fees, deposits, and time-based charges.
•    Send automated reminders and status updates to assigned staff, relevant business units, and requesters to prevent processing delays.
•    Provide robust reporting tools to track request volume, type, processing times, and workload across business units.
•    Maintain comprehensive audit logs of all actions taken on each request for accountability and compliance purposes.
•    Include time tracking features for staff to log hours spent on individual requests, supporting accurate billing and effort reporting.
•    Offer a centralized dashboard for staff to monitor the real-time status of all active requests.
•    Provide role-based access controls to safeguard sensitive information and ensure only authorized users can view or edit requests.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 28, 2025