PRC - OGC FOIA Application - MRAS

The Postal Regulatory Commission (PRC) is seeking to enhance its Freedom of Information Act (FOIA) management process through a new contract facilitated by the General Services Administration (GSA). The PRC has experienced a significant increase in FOIA requests, receiving nearly three times as many requests in FY 2024 compared to the previous year. This surge has overwhelmed the current manual process, which relies on email and spreadsheets. To address this, the PRC aims to implement a more efficient system that can handle over 200 requests annually.

The work requested involves developing a Microsoft-based application to streamline and automate the FOIA request process. This new system will intake requests from public-facing websites, facilitate communication with requestors using template letters and emails, and manage internal workflows for searching, reviewing, releasing, and appealing FOIA requests. The application must support functionalities such as redaction of sensitive information, use of automated workflows for task assignments and reminders, integration with Microsoft Purview for record management lifecycle tasks like automatic deletion and transfer of records to NARA based on disposition schedules.

The contractor is expected to deliver a cloud-hosted Software-as-a-Service (SaaS) solution that leverages commercial off-the-shelf (COTS) products configured on Microsoft Azure cloud infrastructure. The solution must be secure with FedRAMP certification and scalable to meet industry standards. Key objectives include automating validation processes for FOIA submissions, providing comprehensive reporting capabilities on various timelines, managing email templates seamlessly within the application, and integrating with Microsoft 365 tools like Outlook and SharePoint for enhanced communication and collaboration.

Additionally, the proposed solution should utilize Power Apps Portal for customer self-service in submitting requests and tracking their status while employing Microsoft Dynamics 365 to automate filing processes fully. Deliverables include monthly progress reports detailing implementation status aligned with project milestones. Through this initiative, the PRC seeks not only improved efficiency but also enhanced transparency in handling FOIA requests.