HP Records Manager (TRIM) Support Services

Benton PUD, also referred to as the “District”, is a publicly owned distribution electric utility, located in Kennewick, Washington. The District intends contract for ongoing support for our HP Records Manager (TRIM) application.

After responses to this RFP are received, Benton PUD (the District) will evaluate and award a contract to the response that best fits its needs as determined by the selection criteria.

In order to assure the HP Records Manager (TRIM) Professional Services Contract is compatible with the needs of the Benton PUD; this RFP will employ competitive negotiation as outlined in RCW 39.04.270.

The District will consider all proposals and choose the best solution to meet the objectives of the District.  The District reserves the right to reject any part of any proposal and to select from multiple proposals that best meet the objectives.

Benton PUD
The District is a publicly-owned electric distribution utility that provides electricity for Kennewick, Prosser, Benton City and surrounding rural communities of Benton County. The District’s main office is in Kennewick, Washington, with a satellite office in Prosser. The District delivers a variety of electric, conservation, public safety, and broadband services. The District supplies electricity to a service territory of approximately 939 square miles and serves approximately 49,059 retail customers throughout the county. The electric system includes 37 substations, 20 of which are on the Columbia River serving large farms, 791 miles of overhead distribution lines and 819 miles of underground distribution lines. The District has approximately 154 employees.

Current Environment
HP Records Manager (TRIM)

The District is running HP Records Manager (TRIM) version 8.2 Build 7591.  The application is running on Oracle version 12gr ( with the application server being Windows Server2012R2. The document store currently contains approximately 370,000 documents.

Project Scope and Deliverables
The District currently has an Applications Analyst that provides first-level support for the end users of the application. The intent of this contract is to provide ad hoc remote technical support, staff augmentation during planned absences, technical troubleshooting and assistance with future upgrades.

Due to the broad nature of assistance that may be required, the District will be looking for a vendor that has extensive TRIM and/or HP Records Manager experience.

The District is in need of strong technical expertise for this system; therefore response time and issue resolution are paramount. It is the desire of the District to work with one primary contact to ensure familiarity with its system.  It is also expected that the chosen vendor can respond to, and assign a resource to assist with District issues within 24 hours of the notification that there is an issue.  It is not expected that issues be resolved within the 24 hour window.  There may be times where requests may be more urgent, i.e. system down.  Vendors need to include in their response how these situations will be addressed.  Chosen vendor will need to provide support during normal working hours for Benton PUD – 8:00am to 5:00pm PST.  Occasionally support may be required outside of these hours to lessen operations impact to the District, and will be pre-arranged on a per project basis with the chosen vendor.

Schedule of Events

RFP Issued June 30, 2016
Conference Call July 7, 2016 at 10:00am PST
Proposals Due July 27, 2016 at 3:00pm PST

Questions about this RFP
Questions should be directed to via email to Michelle Ochweri, Manager of Contracts and Purchasing, at ochwerim@bentonpud.org.

Click here to view full RFP document