Record and Information Governance Consulting Services
| Location: | North Carolina |
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| Posted: | Apr 30, 2026 |
| Due: | May 19, 2026 |
| Agency: | State Government of North Carolina |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 274-PLANDEV-Records and Information Governance Consulting Services |
| Publication URL: | To access bid details, please log in. |
| Solicitation Number: | 274-PLANDEV-Records and Information Governance Consulting Services |
| Project Title: | Record and Information Governance Consulting Services |
| Description: | The purpose of this work is to obtain a qualified records management consultant to help the City of Raleigh’s Planning and Development Department strengthen its information governance practices for records and information, including digital records and information, including files, email, and other departmental materials. The consultant will support the development of governance configurations in Microsoft 365, streamline processes for managing and securing records, and guide pilot implementations that improve classification, retention, access, and lifecycle management across selected workgroups. |
| Opening Date: | 5/19/2026 4:00 PM |
| Posted Date: | 5/1/2026 |
| Status: | Open |
| Department: | CITY OF RALEIGH |
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Solicitation Number
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274-PLANDEV-Records and Information Governance Consulting Services
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Department
CITY OF RALEIGH
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Status Reason
Open
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Opening Date
2026-05-19T16:00:00.0000000
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Posted Date
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2026-04-30T15:34:31.0000000Z
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Primary Commodity Code
Public administration
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Mandatory Conference/Site Visit
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Special Instructions
Elizabeth Faw Email: Elizabeth.faw@raleighnc.gov Business Services Supervisor
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Solicitation Type
*
Select RFP IFB RFI
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Owner
Nikolai Merza
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Description
The purpose of this work is to obtain a qualified records management consultant to help the City of Raleigh’s Planning and Development Department strengthen its information governance practices for records and information, including digital records and information, including files, email, and other departmental materials. The consultant will support the development of governance configurations in Microsoft 365, streamline processes for managing and securing records, and guide pilot implementations that improve classification, retention, access, and lifecycle management across selected workgroups.
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Attachment Preview
Request for Proposals # 274-PLANDEV-Records and
Information Governance Consulting Services
Title: Record and Information Governance Consulting
Services
Issue Date: April 30, 2026
Due Date: May 19, 2026 no later than 4:00PM EST
*LATE PROPOSALS WILL NOT BE ACCEPTED*
Issuing Department: Planning and Development
Direct all inquiries concerning this RFP to:
Elizabeth Faw
Email: Elizabeth.faw@raleighnc.gov
Business Services Supervisor
(v.09/15/25)
Table of Contents
1. Introduction .............................................................................................. 2
1.1 Purpose ............................................................................................. 2
1.2 Background........................................................................................ 2
1.3 RFP Timeline ..................................................................................... 3
1.4 Pre-Proposal Conference .................................................................. 3
1.5 Proposal Question ............................................................................. 3
1.6 Proposal Submission Requirements & Contact Information .............. 4
1.7 Business Engagement & Opportunities ............................................. 5
1.8 Rights to Submitted Material.............................................................. 5
1.9 Communications ................................................................................ 6
1.10 Lobbying ............................................................................................ 6
1.11 Conflicts of Interest ............................................................................ 6
1.12 Proposer Expenses ........................................................................... 7
1.13 Proposer Acceptance ........................................................................ 7
2. Proposals ................................................................................................. 7
2.1 Request for Proposals Required Document Format .......................... 8
2.2 RFP Documents .............................................................................. 10
3. Proposal Evaluation .............................................................................. 10
3.1 Proposal Evaluation Criteria (Stage 1)............................................. 10
3.2 Interview/Demonstration (Stage 2) .................................................. 11
3.3 Final Selection ................................................................................. 11
3.4 Notice to Proposers Regarding RFP Terms & Conditions ............... 12
3.5 Contract Term…………………………………………………………….12
4. Scope of Services .................................................................................. 12
Appendix I – Proposal Cost Form ................................................................... 13
Appendix II – Proposer Questionnaire ........................................................... 14
Appendix III – Reference Questionnaire (Instructions) ................................. 15
Appendix III – Reference Questionnaire Form ............................................... 16
Appendix IV – Sample Contract ...................................................................... 18
1 INTRODUCTION
1.1 Purpose
The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which
to contract for the following services:
The purpose of this work is to obtain a qualified records management consultant to help
the City of Raleigh’s Planning and Development Department strengthen its information
governance practices for records and information, including digital records and
information, including files, email, and other departmental materials. The consultant will
support the development of governance configurations in Microsoft 365, streamline
processes for managing and securing records, and guide pilot implementations that
improve classification, retention, access, and lifecycle management across selected
workgroups.
A detailed scope of services is provided in Section 4 of this document.
All information related to this solicitation, including any addenda, will be posted to the
North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.
All questions related to this solicitation must be submitted in writing (via email) to the
following individual – questions submitted via telephone will not be answered:
Contact Name
Email Address
Elizabeth Faw, Business Services Supervisor
Elizabeth.faw@raleighnc.gov
1.2 Background
The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing
areas in the country. A great economy, top educational institutions, and exceptional health
care facilities are some of the characteristics that attract people to the triangle area. The
mild climate, diverse work force and proximity to Research Triangle Park combine to make
Raleigh a great place to live.
Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and
economic sustainability. The City conserves and protects our environmental resources
through best practice and cutting-edge conservation and stewardship, land use,
infrastructure and building technologies. The City welcomes growth and diversity through
policies and programs that will protect and enhance Raleigh’s existing neighborhoods,
natural amenities, history, and cultural and human resources for future generations. The
City leads to improve quality of life for neighborhoods and standard of living for all citizens.
The City works with universities, colleges, citizens, and local partners to promote new
technology, create new job opportunities, and encourage local businesses and
entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry
2
out the duties of the City through transparent civic engagement and by providing the very
best customer service to our citizens.
The City of Raleigh Planning and Development Department does not currently have a
formal information governance plan. With the recent implementation of Microsoft
SharePoint and the Tyler Technologies, Enterprise Permitting and Licensing (EP&L)
system, the department now manages records and information across a broader and
more complex digital landscape. This shift has created an immediate need for both a
strategic direction and the hands‑on implementation support required to better manage
the department’s records and information. Some progress has already been made, as
the department is developing a Records Retention Standard Operating Procedure and
establishing defined data classification standards.
The department’s workflows generate and receive a significant volume of records, many
of which require multiple versions, iterative reviews, and long retention periods.
Decisions often evolve over many years, making it challenging to identify the
authoritative version of a record and determine what must be retained to meet legal,
operational, and historical obligations. At the same time, records and information are
dispersed across numerous repositories and platforms, many of which are shared with
other City departments, ranging from cloud‑based systems such as SharePoint and
EP&L to locally managed shared network drives.
To address these challenges, the department seeks to establish a department‑wide,
software‑agnostic information governance strategy paired with practical implementation
support. This roadmap will guide the department in developing consistent, transparent,
and efficient practices for managing records and information, while enabling modernized
workflows, improved compliance, and long‑term sustainability.
1.3 Request for Proposal (RFP) Timeline
Provided below is a list of the anticipated schedule of events related to this solicitation.
The City of Raleigh reserves the right to modify and/or adjust the following schedule to
meet the needs of the service. All times shown are Eastern Time (EST):
RFP Process
RFP Date
Pre-Proposal Meeting/Site-Visit
(if required)
Date and Time
April 30, 2026
Not Required
Deadline for Written Questions
May 11, 2026
City Response to Questions
(anticipated)
May 15, 2026
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Proposal Due Date and Time
Evaluation Meeting
(anticipated)
Interviews
(if required)
Selection Announced
(tentative)
May 19, 2026
at 4:00 PM Location: One Exchange Plaza,
4thFloor Raleigh, NC, 27601
May 25, 2026
Not Required
May 29, 2026
1.4 Pre-Proposal Conference
If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance
by prospective proposers is strongly encouraged but is not mandatory. Prospective
Proposers are encouraged to submit written questions in advance. Date, time, and
location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).
1.5 Proposal Questions
Requests for clarification and questions to this RFP must be received by the City not later
than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written
inquires. The firm’s failure to request clarification and submit questions by the date in the
RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s
terms and conditions and requirements.
The City shall issue addenda reflecting questions and answers to this RFP, if any, and
shall be posted to North Carolina electronic Vendor Portal (eVP). No information,
instruction or advice provided orally or informally by any City personnel, whether made in
response to a question or otherwise in connection with this RFP, shall be considered
authoritative or binding. Proposers can only rely on written material contained in an
Addendum to this RFP.
It is important that all Proposers submitting to this RFP periodically check eVP for
any Addenda. It is the Proposers responsibility to ensure that all addenda have
been reviewed and, if required signed and returned.
All questions related to this solicitation must be submitted in writing (via email) to the
following individual – questions submitted via telephone will not be answered:
Contact Name
Email Address
Elizabeth Faw, Business Services Supervisor
Elizabeth.Faw@raleighnc.gov
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