Access to Information Request Processing Services

1. The Rural Municipality No. 379 (RM) is seeking proposals from qualified vendors to provide comprehensive Access to Information (ATI) request processing services. The selected proponent will support the RM in fulfilling its legislative obligations by conducting on-site records searches, preparing responsive records, drafting responses, and providing follow-through support, including assistance with Office of the Information and Privacy Commissioner (OIPC) file reviews.

2. The RM is subject to applicable access to information and privacy legislation and must respond to formal requests within legislated timelines. Due to fluctuating volumes and complexity of requests, the organization requires external expertise to ensure timely, accurate, and compliant processing.

3. The objectives of this RFP are to:

Ensure timely and compliant processing of ATI requests
Enhance capacity to manage high-volume or complex requests
Maintain consistency and quality in responses
Provide expert support for OIPC reviews and investigations

4. Scope of Work

The successful proponent will provide end-to-end ATI request processing services, including but not limited to:

4.1 Intake and Assessment

Review and clarify incoming ATI requests
Identify relevant program areas and records repositories
Develop processing plans and timelines

4.2 On-Site Records Search

Conduct on-site searches across departments and systems
Liaise with internal staff to locate responsive records
Ensure completeness and defensibility of search efforts
Document search methodologies for audit and review purposes

4.3 Records Preparation

Review and organize responsive records
Apply legislative exemptions and exclusions
Perform severing/redaction using appropriate tools
Prepare records for disclosure in required formats

4.4 Response Drafting

Draft formal response letters
Provide rationale for applied exemptions
Ensure clarity, consistency, and legal compliance

4.5 Quality Assurance

Conduct thorough reviews of all materials prior to release
Ensure adherence to legislation, policies, and best practices

4.6 OIPC Review Support

Prepare files for OIPC review or investigation
Draft representations and supporting documentation
Provide&