RFP 2025-007 Page 1 of 17 SUPERIOR COURT OF CALIFORNIA, COUNTY OF LOS ANGELES REQUEST FOR PROPOSALS (IT Goods / Services) RFP # 2025-007 E-PROCUREMENT AND CONTRACT LIFECYCLE MANAGEMENT SOLUTION RFP 2025-007 Page 2 of 17 A. BACKGROUND / PURPOSE The Superior Court of California, County of Los Angeles (“Court”) is requesting proposals from well-qualified Proposers to provide e-procurement (“EP”) and contract lifecycle management (“CLM”) solution. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (“RFP”) are invited to submit a proposal. This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://www.bidnetdirect.com/california/sps (“BidNet”) or submitted in one (1) email to acangemi@lacourt.org on or before the Proposal Due Date in accordance with the requirements set forth in this document. See the attached Court Online Procurement Procedures for further information. B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED The Court seeks an e-procurement software solution and a contract lifecycle management software solution meeting the requirements set forth in the Statement of Work. Interested Proposers must submit a proposal that provides for both the EP and CLM elements of the total solution offered. The awarded contract will have an initial term of three (3) years with up to two (2) one-year extensions. C. RFP TIME-LINE The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on BidNet or on the Court’s website. EVENT DATE RFP Issued See BidNet for exact date Pre-Bid Conference See BidNet for exact date(s) Deadline for Submission of Questions See BidNet for exact date Proposal Due Date (Late proposals will not be accepted by the Court) See BidNet for exact date Proposal Evaluations March, 2025 (estimated) Demonstrations (Optional, at the Court’s discretion) March, 2025 (estimated) Notice of Intent to Award April, 2025 (estimated) Start Date of Services July 1, 2025 RFP 2025-007 Page 3 of 17 D. RFP PACKET ATTACHMENTS 1. Statement of Work Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement. 2. Court Online Procurement Procedures These rules and procedures govern this solicitation and should be read carefully by Proposer. 3. Terms and Conditions Proposers are encouraged to carefully review the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change. Proposers are not required to sign the Model Agreement at this time. The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process. Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification. 4. Required Forms All forms posted on BidNet must be completed and submitted electronically on BidNet. The completed forms will become part of Proposer’s proposal. E. MINIMUM REQUIREMENTS Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration. The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award. 1. Proposal Submission Deadline. The proposal must be submitted on BidNet or submitted in one (1) email to acangemi@lacourt.org on or before the Proposal Due Date. Interested Proposers must submit proposals for both the EP and CLM solution. 2. Experience and Capability. Proposer must have at least five (5) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on BidNet. RFP 2025-007 Page 4 of 17 3. Statement of Requirements. The solution proposed must satisfy Section C. Statement of Requirements in the Statement of Work. Proposers will complete a checklist certifying the solution proposed meets these requirements. Solutions that do not meet these requirements will be disqualified from evaluation. 4. Insurance. The selected contractor must procure and maintain the insurance coverages as indicated below. The Court Standard Business Terms and Conditions 3.0 describes the Court’s specific insurance requirements. ☒ Standard Business Terms and Conditions 3.0, Section 19.2 Insurance Requirements – Specific Coverages ☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability ☒ Business Automobile Liability 5. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer. 6. Authorized Reseller (if applicable). A reseller of a manufacturer’s product must be an authorized reseller of the product being offered in its proposal. 7. Required Forms. Proposer must complete and submit all Required Forms posted on BidNet as directed. a. Complete responses to the Third Party and Vendor Security Risk Assessment Questionnaire are required. Depending on the IT security risks posed by the responses submitted, proposers may be ineligible for award given the security sensitivity of the services solicited in this request for proposals. F. TECHNICAL PROPOSAL In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal. 1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high-level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements. RFP 2025-007 Page 5 of 17 2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work. The work plan should provide technical details and descriptions, implementation plans, deliverables, ongoing communication with the Court, etc. Proposer should not summarize its services in this section; rather explain in full detail how Proposer will meet all the needs of Court. Proposer should respond to the SOW requirements item by item and explain how the Proposer meets each requirement of the SOW. The work plan should demonstrate a clear understanding of all the tasks needed to meet the SOW requirements. 3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities. 4. Business License and Certification. Upon request of the Court, Proposer must submit copies of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer (i.e. California State Board of Equalization Seller’s Permit and Business License). a. A reseller of a manufacturer’s product must be an authorized reseller and have all necessary licenses to sell a manufacturer’s system. 5. Required Forms. Proposer shall complete and submit all Required Forms posted on BidNet where indicated on BidNet. G. COST PROPOSAL 1. Proposer shall submit on BidNet, where indicated, it’s pricing for the s ervices described in the Statement of Work. 2. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing the service. NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. H. EVALUATION OF PROPOSALS 1. The Court shall evaluate the proposals using the criteria set forth in the table below. An award, if any, will be made to the Proposer who provides the most value effective solution to the Court’s requirements. EVALUATION CRITERIA PERCENT WEIGHTED Experience with Similar Projects 20% Quality of Work Plan Submitted 30% RFP 2025-007 Page 6 of 17 EVALUATION CRITERIA PERCENT WEIGHTED Transition Plan including Data Migration and Data Transfer 10% Cost 40% Disabled Veteran Business Enterprise 3% I. ADDITIONAL PROVISIONS 1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired. 2. Disabled Veteran Business Enterprise (DVBE) Preference. a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website: http://www.lacourt.org/generalinfo/procurement/contractspurchase.aspx b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased by an amount equal to 3% of the total possible available points. 3. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under any such contracts executed under this RFP. 4. Small Business Preference. a. The Court has established rules and procedures for its Small Business Preference program. Qualified Proposers wishing to claim the Small Business preference should refer to the Small Business Preference Rules and Procedures – Information Technology Procurements for further information. The Court’s Small Business Preference Rules and Procedures – Information Technology Procurements can be located at the following website: http://www.lacourt.org/generalinfo/procurement/contractspurchase.aspx b. A Proposer will receive a Small Business preference if, in the Court’s sole discretion, Proposer has met all applicable requirements. If the Proposer receives the small business preference, the score assigned to its proposal will be increased by an amount equal to 5% of the points assigned to the highest scored proposal. If a DVBE incentive is also offered in connection with this solicitation, additional RFP 2025-007 Page 7 of 17 rules regarding the interaction between the Small Business preference and the DVBE incentive apply. RFP 2025-007 Page 8 of 17 ATTACHMENT A – STATEMENT OF WORK (SOW) A. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED The Court seeks an Electronic Procurement (hereafter “EP”) and Contract Lifecycle Management (hereafter “CLM”) software solution meeting the specifications set forth in this Statement of Work. B. STATEMENT OF OBJECTIVES 1. Objectives for Electronic Procurement (EP) and CLM Software The Court’s objective is to consistently reach a broad, diverse, well-qualified vendor community for its open and competitive procurements, which will help the Court achieve its dual goals of: (1) Obtaining higher quality products and/or services for the Court and its customers; and (2) Cost savings to the Court. Desired Outcomes from the Software Solution a. Increased automation of the complete procurement and contracting process from start to finish. b. Access to the largest possible number of potential suppliers/vendors including product vendors and service providers. c. User-friendliness functionalities for both Court staff end users as well as the vendors submitting bids. d. Ability to forecast procurement needs and RFPs (using existing contracts, renewal period, or new needs) with user defined timeframe (e.g., 60, 180, 360 days) with the ability to share forecast with end customers. The ability to have the forecast displayed on an easily understandable dashboard and accessible to internal customers for planning purposes. e. Ability to be the Court’s centralized and digital contract repository with multiple options to locate and pull contract data or files. f. Ability to improve the Court’s category management strategy, by allowing the Court to select one or more standard industry commodity codes, such as NIGP, NAICS, etc. when categorizing, releasing, and managing RFPs and contracts. g. Provide the best value and efficiency for the Court. h. An ability for the Court to establish or utilize a Marketplace where pre-priced vendors can offer various products and services at competitive prices. i. A supplier management functionality to allow the Court to add, modify, delete and manage supplier relationships. j. A business analytics function to allow the Court to access various features, reports, data and other business intelligence information. k. Ability to conduct reverse auctions as needed. RFP 2025-007 Page 9 of 17 2. Electronic Procurement (EP) Software EP software program will aid in managing the Court procurement solicitation and contracting needs. The Court advertises and administers approximately seventy-five (75) solicitations per year. The EP software will advertise solicitations to a large vendor pool to attract proposals, quotes, and various other forms of bids to compete for the Court’s award of a contract or purchase order. The goal of this solution is to streamline, automate, and contain as much of the solicitation process as possible, including the evaluation stages of scoring bids or proposals. 3. Electronic Procurement Software Desired Capabilities and Features a. Easy to use interface that allows for the advertisement of solicitation information such as deadlines for proposal submission, questions submission, and pre-bid conferences. b. User friendly and flexible proposal evaluation capability by users that are “guests” to the system and not regular users of the system that would manage proposal scoring, evaluator proposal comments, and ranking of proposals based on scores assigned by evaluators. c. Clear notification capability of notice of intent to award, final award, and also ability to embed this information into websites outside of the system. d. Automation of data entry by data extraction from completed solicitation documents. e. Ability to post and advertise all commonly used document formats, picture formats, and video formats as part of the solicitation. f. Strong reporting capability of entire solicitation data set including bidder attendance at pre-bid conferences, questions and answers posted, and final awards made. g. Ability to track and save bidder correspondence within the system. h. Ability to track and save evaluator correspondence with procurement administrator within the system. i. Procurement planning tools where solicitation documents can be edited and approved within the system. j. Intuitive and easy to use interface for bidders to submit quotes, proposals, and various other responses to solicitations. k. Ability to customize invitations sent to bidders to inform bidders of bidding opportunities. l. Ability to notify procurement requesters of various stages of solicitation as they are completed from within the system. m. The LA Superior Court also administers the Shared Procurement Services program for a majority of smaller trial Courts throughout the State. The eProcurement solution should be flexible to allow Courts and external users as needed to accomplish this program. RFP 2025-007 Page 10 of 17 4. CLM Software The CLM solution will provide a secure contract repository to alert designated users to key deadlines such as contract expiration, to extract data easily into custom data sets and reportable formats, to automate data entry as much as possible, to enable easy search of contract data and metadata, and integrate with the proposed eProcurement software along with a feature(s) to allow the Court to forecast expiring contracts and/or upcoming needs and RFPs. Maximum reportability of contract data and metadata by multiple users is highly desired. Developments in Artificial Intelligence (AI) or other technologies that can extract data from readable PDFs or MS Word Documents to populate contract metadata fields are also of high interest to the Court. Ease and flexibility of contract and contract data and metadata search capabilities are also very important. 5. CLM Software Desired Capabilities and Features a. Powerful, effective, and easy to use search capabilities for both contract documents and contract metadata. Plain language search or answering plain language questions about contract data or metadata using AI or other technologies is also of interest to the Court. b. Comprehensive and flexible reporting capabilities on all contract data and metadata houses in the CLM system by system registered users and “guest” (users not registered in the CLM) users as defined in the system’s user security roles. c. Plain language queries able to generate reports from contract documents, contract data, and contract metadata using AI or other technologies is also of interest to the Court. d. Data entry aides including any automation for the population of contract metadata fields from duly signed PDFs. e. Redline analysis capability and related risk assessment tools for contract redlines. f. Easy to use and create notification capability to inform users of impending contract deadlines, expirations, or other date and non-date based information. g. Forecasting feature based on expiring contracts within the eProcurement database. h. Contract compliance, milestone, and completion tracking capability and related notifications and resulting contract metadata updates within the contract’s database record. RFP 2025-007 Page 11 of 17 C. STATEMENT OF REQUIREMENTS 1. Electronic Procurement Software Required Capabilities and Features a. Web-based and Cloud-based solution. b. Extensive pool of registered vendors in both California and nationally across the United States. c. Organized vendor notifications and outreach based on a system of goods or services identification such as NIGP codes. d. Bidding and responding to solicitations must be permitted in the system at no cost to bidders. e. Total data export capability into commonly used data file format in the event of EP system change in the future. f. Ability to forecast needs and upcoming RFPs based on expiring contracts within the database and/or CLM software. g. EP Systems proposed will not foreseeably be phased out or sunset in the next six (6) years. 2. CLM Software Required Capabilities and Features a. Web-based and Cloud-based solution. b. Secure repository of contracts and contract metadata. c. Hierarchical organization of agreements, amendments, and other contract documents capability. Such organization would be defined and configured by the custom requirements of the Court for each contract type and its related subtypes or subordinated contract records or documents such as contract amendments. d. Total data export capability into commonly used data file format in the event of CLM system change in the future. e. User security roles to allow for various levels of data access and various levels of reporting capabilities by each system registered user. f. CLM Systems proposed will not foreseeably be phased out or sunset in the next six (6) years. D. SOLUTION FUNCTIONALITY AND CAPABILITY QUESTIONNAIRE Please complete the questions below as completely as is possible given the functionality and capability of Proposer’s solution. Proposers should provide details as to whether their solution can perform or has some, all, or none of the functions and features mentioned in the questions below. The winning proposal(s) may or may not meet each and every specification, function, or feature mentioned by the questions below and failure to meet each and every specification, function, or feature is not a basis for disqualification of the entire proposal. RFI 2024‐125 Page 7 of QUESTION PROPOSER’S RESPONSE 1 EP - Solicitation Management 1.01 The Court will only accept a web-based solution. Please confirm that only a web browser is required to access the system. 1.02 Can the solution post different types of solicitations? RFP, RFQ, IFB? 1.03 Does the solution provide a library where a variety of “bid form” templates and historical solicitations may be stored and accessed by the Court? 1.04 Do Court users have the ability to amend solicitations? 1.05 Does the solution allow for pre-bid conference hosting? Does the Solution record the parties that are participating in the conference? Can interested bidders RSVP? 1.06 Can the Court respond to bidder’s questions as they are received? 1.07 Are questions posted publicly in real time? 1.08 Does the Court have the ability to delete questions that are irrelevant or inappropriate? 1.09 Are questions anonymous? 1.1 Does the solution have the ability to upload templates? 1.11 Will the solution allow the Court to assign a bid number? 1.12 Does the solution allow the Court to select multiple delivery locations? 1.13 Does the solution support reverse auctions? 1.14 Does the solution have a solicitation trail that is fully transparent and auditable? 1.15 Does the solution have the ability to copy a previously created bid? 1.16 Can the Court view the number of suppliers that was notified about a bid? 1.17 Can the Court view the names and number of suppliers who downloaded or viewed the bid? 1.18 Does the solution support workflow approvals? If so, does it support them for solicitation publication or contact record creation and finalization in the CLM? 1.19 Does the solution support multiple access levels and permissions? For example, "read-only,” “approvers" and "full users". RFP 2025‐007 Page 8 of 1.2 Please describe the implementation process, including a timeline and any Court resources required. 2 EP - Vendor Registration 2.01 Is the registration specific to the Court or is it a global registration? 2.02 Does the system allow multiple contacts per vendor? 2.03 Can Court users search the database of vendors? 2.04 Does the solution charge bidders to register as a vendor? Does the solution charge bidders to submit proposals? 2.05 Can vendors indicate if they are Small Business Enterprise (SBE)/ Disabled Veterans Business Enterprise (DVBE)? If so, what steps are taken to verify this information? 2.06 How does the solution advertise bids to vendors not registered in the system? 2.07 Currently how many vendors are registered in your system? 2.08 What is the percentage increase or decrease in vendors registered in your system for calendar years 2022 and 2023, and 2024? 3 EP - Bid Submittal 3.01 Does the solution allow vendors to submit their offers, quotes, or proposals electronically? 3.02 Please describe the various methods/means a vendor can submit information to the Court about their services and products for instance, uploading documents, webforms, etc. 3.03 Can bidders revise bids, delete or replace previous offers up until the bid closure date and time? 3.04 Does the solution allow for the Court to manually upload bids received outside of the system? 3.05 Will the solution provide bidders with confirmation once the bid has been submitted? 3.06 Does the solution have the ability to seal bids? RFP 2025‐007 Page 9 of 3.07 Does the solution have the ability to open the cost portion of a bid at a different time or otherwise keep the cost portion sealed separately from the non -c ost portion of a submitted proposal? 4 EP - Electronic Evaluation 4.01 Does the solution allow for evaluation of bids/proposals within the system? 4.02 Can the solution route proposals to evaluation team members for reviewing/scoring? 4.03 Does the solution instantly compare prices for like items across multiple vendors in one screen view? 5 EP - Award 5.01 Can the solution create an Intent to Award notification to all vendors simultaneously or individually? 5.02 Can the solution post or publish awarded vendors on a publicly view area? 5.03 Does the solution support awarding bids to multiple vendors? (all or in part on a line-by-line basis) 6 CLM - Contract Management 6.01 Describe your contract management solution. Is it a lifecycle management solution or just a repository type solution? 6.02 Does the solution have a contract builder or authoring functionality? 6.03 Does the solution provide electronic signatures? If so, does it comply with California Civil Code, title 2.5, section 1633.1-166.17 (Uniform Electronic Transactions Act)? 6.04 If a digital signature solution is not provided, does the solution integrate with any digital signature providers? If so, which providers? 6.05 Can the solution track basic Contract Administration activities, including contract spend, commitments, expiration dates, among other tasks? 6.06 Does the solution have the ability to set alerts that provide notifications of upcoming expirations? For example, contract expiration reminders. And have a feature to allow user to forecast upcoming contract needs? RFP 2025‐007 Page 10 6.07 Does the solution have a contract template library that includes an inventory of standardized terms and conditions so that contract templates may be customized for future use? 6.08 Does the solution include the ability to accept uploaded documents, and to preserve their history including, but not limited to, document versioning? 6.09 Does the solution have version control functionality during contract negotiations and formation, which will track contract modification and amendment versions? 6.1 Does the solution allow for a workflow to be tailored specifically for users who are responsible for reviewing and approving the documents? 6.11 Does the solution have a key performance indicator metrics or Contractor performance review? 6.12 Does the solution have the ability to upload related documents? 6.13 Does the solution have the ability to field a request for procurement and/or a contract draft to be produced using a webform or alternative method of submitting a request into the system? 6.14 Does the solution have the ability to produce a report on a periodic basis and dispatch that report in an automated fashion on a set schedule? 6.15 Does the solution have the ability to associate contract records with one another in some sort of hierarchical manner? For instance, a master agreement with subordinated individual contractor agreements and those contractor agreements with subordinated amendments. 6.16 Can a contract record be classified as having a perpetual term? 6.17 Can the contract record's expiration date be updated automatically based on conditional terms such as the value of another field in the record or other data reference point? For instance, an effective date and expiration date being populated on the condition of "upon delivery". RFP 2025‐007 Page 11 6.18 Can ad hoc reports on contract metadata be made using the GUI of the system? 6.19 Can contract metadata report templates be made and saved using the GUI of the system? 6.2 Can the system perform a global search where search terms can be found within the contract records as well as the associated documents stored in the system such as the contract PDFs themselves? 6.21 What criteria does the solution's search screen use to filter down search results? Can any tracked/stored data value be used as a search criteria? 6.22 Does the system have a maximum limit as to the number of contract records that can be stored in the system? Does the system have a data size whereby the size of the database results in diminished performance and responsiveness of the system? If so what size? 6.23 Does the system allow for user security profiles that can be customized as read only, edit, or no visibility into certain contract records? Can such security settings be applied more granularly for portions of a contract record? 7 EP and CLM - Implementation & Support 7.01 What is your implementation schedule and data migration plan? What Court resources are required to implement? 7.02 Provide the type of support available, including but not limited to web, e- mail, phone, and instant messaging. What is the expected response time on technical issues? 7.03 What are the hours for technical support? 7.04 Is your support team located in the United States? If yes, in what city and what time zone? 7.05 What data analytics and reports are available? Does the solution for either E- Procurement, CLM, or both have a dashboard? 7.06 Does the solution provide complete audit history? 7.07 How many users can be logged on at the same time? RFP 2025‐007 Page 12 7.08 Describe the solution's data safeguards, including disaster recovery. 7.09 Does the Court’s system and related data reside on servers located in the United States? If so which state? If not, which Country? 7.10 Does Proposer certify it can provide the following: a. Include all training, maintenance and support services. b. Provide complete solution maintenance for the environment. c. Provide system updates, bug fixes, and patches that will be released to production server operating systems on a periodic basis. d. Provide, in addition to service maintenance, Contractor ongoing product upgrades and enhancements. 7.11 Does the solution support generally-accepted commercial standards of accessibility features, including but not limited to, the Americans with Disabilities Act (ADA), the Rehabilitations Act of 1972, and all other applicable regulations. 7.12 What are your hours & methods of support? For example, phone, email, live chat, etc. 7.13 If your company is not open during business hours in the Pacific Time Zone, please include your plan for addressing any issues that may occur during these hours.