Request for Information for Public Records Act System Replacement Services

The City of Pasadena Information Technology Department is issuing this Request for Information to identify qualified vendors for a Public Records Act system replacement. The City aims to modernize its public records request management, improve departmental coordination, enhance public experience, and maintain legal and accessibility compliance. Scope requirements include automated or AI-assisted routing and redaction, flexible departmental reassignment, internal collaboration tools, and improved handling of large complex files like video and audio recordings. The City is looking for proposal responses that outline organizational experience, solution overviews, technical architecture, and general licensing and pricing models. Only onshore USA organizations are eligible to submit responses for offsite performance. Vendors must submit questions through the City's eProcurement Portal by 5:00 pm on November 6, 2026. Final RFI responses must be submitted electronically through the portal by 5:00 pm on December 4, 2026.