Active SLED Opportunity · CALIFORNIA · PALM DESERT OPERATIONS & MAINTENANCE
AI Summary
The City of Palm Desert seeks proposals for a Public Records Request Management System to enhance compliance with CPRA, improve efficiency, and increase transparency. The system must include intake, workflow, redaction, discovery, reporting, and integration capabilities. Proposals are due by August 12, 2026.
The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for Public Records Request Management System (“Services”) to establish a Professional Services Agreement ("Agreement") for a term of one year.
To serve and promote the welfare of its residents, the City intends to procure the Services, as described below:
The City of Palm Desert is seeking proposals from qualified vendors to provide a comprehensive Public Records Request (PRA) Management System that supports compliance with the California Public Records Act (CPRA), improves operational efficiency, enhances transparency, and streamlines records request processing.
The City is seeking a solution provider with the expertise, resources, and technology necessary to implement an integrated, configurable, automated, and user-friendly Public Records Request Management System that includes the following core components:
The selected vendor shall work collaboratively with City staff to ensure a seamless implementation and transition from the City's existing Public Records Request Management System. The City anticipates that implementation will include the migration of ongoing requests, closed requests, request data, configurations, and other relevant system information necessary to maintain continuity of operations and preserve historical data. Vendors shall describe their proposed migration methodology, implementation approach, and any assumptions, dependencies, or City resources required to successfully complete the transition while minimizing disruption to ongoing Public Records Act operations.
The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and a robust community programming. Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive.
The City currently manages California Public Records Act (CPRA) requests received through email, telephone, in-person submission, and an existing online public records request portal. Requests received outside of the portal are manually entered into the current system to support centralized tracking, assignment, workflow management, and compliance with statutory response requirements.
During Fiscal Year 2024–2025, from July 1, 2024 through June 30, 2025, the City completed approximately 426 Public Records Act requests and anticipates that the volume and complexity of requests will continue to increase.
The City seeks a centralized solution that improves statutory compliance, streamlines coordination among departments, reduces administrative burden, and enhances transparency and access for requesters.
Evaluation will be based on the organization, clarity, completeness, and responsiveness of the proposal. Consideration may include whether the proposal follows the required format, addresses all requested information, avoids unnecessary ambiguity, and demonstrates attention to detail.
Evaluation will be based on the proposer’s demonstrated qualifications and experience providing Public Records Request Management Systems or similar software solutions. Consideration may include experience with public agencies, experience with systems that support public records request processing, successful implementation of comparable systems, client references, and demonstrated ability to provide the services requested in this RFP.
Evaluation will be based on the quality, functionality, and responsiveness of the proposed solution to the Scope of Services. Consideration may include the proposer’s ability to provide a centralized and efficient process for public records request intake, workflow management, requester communications, deadline tracking, departmental collaboration, records collection, review, redaction, production, electronic communications discovery, auditability, reporting, analytics, and public transparency tools.
Evaluation will be based on the proposer’s technical approach and the ability of the proposed solution to meet the City’s operational, security, accessibility, and technology needs. Consideration may include system architecture, hosting, browser compatibility, authentication, security controls, scalability, system administration, integrations, APIs, data exchange capabilities, compatibility with Microsoft 365, Laserfiche, identity management services, shared file repositories, and accessibility/ADA compliance for public-facing and administrative functions.
Evaluation will be based on the proposer’s approach to implementation, transition, training, maintenance, and ongoing support. Consideration may include the proposed implementation plan, project schedule, milestones, City and proposer responsibilities, training program, documentation, user adoption support, software maintenance, updates, security patches, version upgrades, support hours, response and resolution commitments, escalation procedures, and available support resources.
Evaluation will be based on the reasonableness, completeness, transparency, and competitiveness of the proposed cost. Consideration may include one-time costs, recurring costs, licensing or subscription structure, implementation costs, training costs, maintenance and support costs, integration costs, optional services or modules, third-party costs, future year pricing, anticipated expansion costs, and overall long-term value to the City. The City is not obligated to select the lowest-cost proposal.
Proposals shall be concise, well organized and demonstrate qualifications and applicable experience. Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:
1. Cover Letter
This letter should briefly introduce the firm, summarize the firm’s general qualifications, include an executive summary of the specific approach that will be used to deliver the scope of services, and identify the individual authorized to negotiate Agreement terms and compensation. Include the individual’s name, title, address, phone number, and email address.
2. Experience and Technical Competence
A. Background: Provide a history of the firm’s experience providing Public Records Request Management Systems or similar software solutions. The response should specifically address experience with public agencies or other organizations with public records request management needs.
B. Relevant Experience: Describe recently completed or current projects that are similar in scope and function to this RFP, including experience with request intake, workflow management, records review, redaction, electronic communications discovery, reporting, integrations, accessibility, implementation, training, maintenance, and support.
C. References: Provide references for clients using the proposed system or a substantially similar system. Public agency references are preferred. Include the client name, project description, contact name, title, telephone number, and email address.
3. Firm Staffing and Key Personnel
A. Staffing: Provide the number of staff to be assigned to perform the services and identify the name, discipline, job title, and role of each individual.
B. Key Personnel: Identify key persons who will be principally responsible for working with the City. Describe the role and responsibility of each individual.
C. Team Organization: Describe the proposed team organization, including project management, implementation, technical support, training, and ongoing account support.
D. Subcontractors: Identify any functions that are likely to be subcontracted and identify the subcontractor anticipated to perform each function.
4. Proposed Method to Accomplish Work
Describe the technical and management approach to providing the services to the City. The response should clearly explain how the proposed solution will meet the City’s objectives and the requirements described in the Scope of Services.
At a minimum, the response should address the following:
Include a proposed first-year schedule of tasks, milestones, and deliverables that will provide for timely implementation and delivery of the services. In reviewing the Scope of Services and goals described herein, the proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work.
Submit resumes of all key personnel/support staff that will produce work product for the Services. Describe their qualifications, education, and professional licensing.
Please provide a detailed fee proposal for the proposed Public Records Request Management System and all services necessary to implement, support, and maintain the solution described in this RFP.
The fee proposal shall clearly identify all costs, including but not limited to:
The fee proposal should distinguish between one-time, recurring, optional, and usage-based costs. The proposer shall also provide hourly rates for any additional services that may be requested by the City during the term of the Agreement.
The undersigned declares:
I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.
The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
(Public Contract Code section 2200 et seq.)
As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.
Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.
Please enter your legal entity name for SAM.gov verification.
Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years (or type "N/A").
The City standard professional services agreement contract is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may affect theCity's decision to enter into an Agreement.
In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").
(If two (2) signatures are required, include the following information for both signatories)
Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice President, and the other from the Secretary or Treasurer.
An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of Authority.
LLC: Usually requires one signature from an authorized member or manager. For significant contracts (e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.
Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.
The proposer understands that any and all relationships with construction firms that may submit bids for projects developed under this agreement will require full disclosure of any direct or indirect conflicts of interest, financial interests, relationships, and the nature of any relationships with any related project bid submitters; and that any violation of this provision may result in the immediate termination of the Agreement
The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.
If not required, type "N/A"
What agency is this for?
ex.) Class A, General Engineering
If "NO" Proposers will be prompted to upload their own fee proposal.
Prices provided by Proposers in response to this RFP are valid for ____ days from the proposal due date.
(this will determine the Iran Disclosure requirement for proposers)
What is the agreement name?
(ie, encroachment/building permits)
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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