Description

The City of Hillsboro (“City”) seeks a highly qualified professional or firm to lead the development of a City-wide records management strategic plan.    The City of Hillsboro (City) manages a variety of records, both digital and physical,  across its departments. The City is looking for a consultant (referred to as “Consultant” or “Contractor”) to assist us in developing a City-wide Records Management Program Strategy. This strategy would provide a framework and objectives that City record owners would use to proactively management their records.    Ultimately, the City aims to: reduce duplicated efforts in storing records; free up archive space by avoiding duplication and clarifying which records need to be maintained; increase consistency in recordkeeping procedures across the City; and reduce our reliance on and habits of keeping paper copies. Eventually the City may look at purchasing new or different software for this purpose, but that is not the objective  of this RFP.  The consultant should be prepared to advise us regarding potential software needs, features and functionality but should not propose, promote or be attached to any specific software or software manufacturer.     Once the Consultant deliverables are complete, City staff will implement the records management plan.  At its option, the City may further contract with the Consultant RFP to perform project management related to implementation of the plan. Hillsboro is a full-service city,  meaning that we provide police, fire and rescue, parks and recreation and library services in addition to basic city services. The City has the following departments: The City Manager’s Office, Building, Community Development, Economic Development, Finance, Fire & Rescue, Human Resources, Information Services, Library, Planning, Parks & Recreation, Police, Public Works, and Water.    Software applications used to store records include HP TRIM, iCompass, Salesforce, EcosConnect, Cartegraph OMS Asset Management, Munis, Accela, Project Dox, Volgistics, Service Now, NeoGov, NOVAtime, Telestaff, and more.  Records are also stored on City network drives.   The City Recorder currently provides technical assistance to departments and centralized guidance regarding how departments will keep records.  Records management is not centralized.  We expect this structure to remain in the strategic plan and its implementation. We would like to strengthen this framework but not change it.  

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Name: City of Hillsboro Purchasing