This Request for Proposals (the “RFP”) is an invitation by The Corporation of the City of Kitchener (“the City”) to prospective proponents to submit proposals for Records Management System (RMS), as further described in Section A of the RFP Particulars (Appendix D) (the “Deliverables”).  

The purpose of this RFP is to solicit proposals from qualified proponents who can demonstrate that they possess the organizational, functional and technical capabilities to provide a solution to manage the City’s physical and electronic records. The City is interested in proposals that provide both On-Premise and Cloud-Based SaaS (Software as a Service).  The proponent will implement a technology solution, provide training, project management services and post implementation support.

The successful proponent(s) must provide an experienced team to complete the following: 

• Transition and migrate data from the City’s current physical records tracking system (OmniRIM) to the proponent’s solution;
• Ensure the City of Kitchener has the ability to manage existing physical records in accordance with the City’s Records Retention Schedule;
• Ensure the City of Kitchener has the ability to securely store and manage electronic information in accordance with the City’s Records Retention Schedule by providing records management solution that will integrate with, and extend, the document and records management capabilities within O365;
• Provide professional services, including but not limited to administration and end-user training, implementation services, system installation and configuration, and assisting with the development of policies for records management within O365.