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Basic Information

Reference Number

0000394459

Issuing Organization

Mountain Parks Electric, Inc.

Owner Organization

Mountain Parks Electric Inc

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

MPE2025RIM

Title

Records and Information Management System and Records Review

Source ID

PU.NP.USA.2265408.C20790326

Details

Location

United States, Colorado, Grand County

Delivery Point

321 West Agate Ave. Granby, CO 80446

Piggyback Contract

Description

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified vendors to provide a comprehensive Records and Information Management System (RIM) and associated services for Mountain Parks Electric, Inc. (hereinafter referred to as MPEI or the Cooperative). The Cooperative seeks a secure, scalable, and user-friendly solution that enables compliance with regulatory and operational records management requirements. The selected vendor will also be responsible for assisting with the review and classification of existing records, developing retention schedules, and delivering a system that supports robust search, version control, approval workflows, and auditability.

The solution should accommodate both digital and physical records and integrate with the Cooperative’s existing systems. It must include training, documentation, and post-implementation support to ensure successful adoption and sustainable records management practices across the organization.

Dates

Publication

07/31/2025 10:09 AM MDT

Bid Intent

Not Available

Question Acceptance Deadline

08/11/2025 12:00 PM MDT

Questions are submitted online

Closing Date

08/28/2025 05:00 PM MDT

Contact Information

Jodi King

970-887-3378 ext. 221

jking@mpei.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

No Pricing

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Questions should be emailed to jking@mpei.com by August 11, 2025, 12:00 p.m. MST and proposals should be emailed to jking@mpei.com by August 28, 2025, 5:00 p.m. MST. See below for proposal requirements for cost.

Budget

Vendors must provide a detailed cost proposal that includes all expected charges associated with the delivery, configuration, training, and support of the Records and Information Management System and related services. The budget should be broken down as follows:

Required Budget Components:

Software Licensing (initial and recurring fees)
Implementation Services (setup, configuration, customization)
Data Migration and Record Classification
Training (staff training, materials, on-site or virtual sessions)
Support and Maintenance (first year included, and ongoing options)
Audit and Compliance Tools (if licensed separately)
Optional Enhancements or Modules
Travel or On-site Costs (if applicable)
Estimated Total Cost of Ownership (3-year or 5-year projection)

Cost Evaluation:
Cost will be considered as part of the overall evaluation, but the lowest-cost proposal will not necessarily be selected. Value, functionality, scalability, and long-term sustainability will be weighed in conjunction with the budget.

Vendors should clearly specify:

Any tiered or user-based pricing models
Payment terms and invoicing schedules
Any one-time fees or optional services
Assumptions and exclusions

Disclaimer All work and scheduling must comply with State and Federal stipulations found in permits and contracts associated with this current RFP, without exceptions.