RFP: SAAS Provider: Drupal Hosting

The Los Angeles County Employees Retirement Association (LACERA) is seeking proposals from vendors to provide a Drupal webhosting demonstration and a proposal for the scheduled migration of the LACERA website with no data loss.

Scope of Work

LACERA is seeking a Drupal web hosting provider to support the migration and ongoing hosting of its Drupal website, ensuring a secure, stable, and high-performing environment.

The Scope of Services defines the Drupal hosting provider’s responsibilities, deliverables, and service expectations to ensure a smooth migration and reliable ongoing support.

• Key Responsibilities
  • Provisioning and maintaining a hosting environment optimized for Drupal
  • Ensuring high availability and uptime of the hosting environment
  • Assigning a dedicated static IP address to enhance site security
  • Implementing robust security measures, including Web Application Firewall (WAF), HTTPS, and Role-Based Access Control (RBAC)
  • Providing 24/7 technical support and customer service
  • Supporting the migration process, including database and codebase transfer
  • Performing regular updates, patches, and maintenance
  • Providing training and documentation specifically tailored for website content editors within the Communications Division
• Deliverables
  • A fully functional, secure hosting environment tailored for Drupal
  • A static IP address exclusive to the client’s domain
  • Access to a control panel or dashboard for environment management
  • Regular backups and a rollback plan in case of issues
  • Documentation of all configurations and changes
  • A knowledgebase for troubleshooting and future reference
  • Training sessions and documentation for the website content editors within Communications Division on the new environment
  • Webops support for multiple development and testing environments
  • IP-Based Restrictions: Ability to restrict access based on IP addresses
• Service Levels
  • Uptime: 99.9% uptime guarantee
  • Support: 24/7 technical support with a 1-hour response time for critical issues
  • Security: Regular security audits, vulnerability assessments, and compliance with relevant regulations (e.g., GDPR, HIPAA)
  • Performance: Ongoing performance monitoring and optimization
• Optional Features
  • Additional Security Measures: Implementation of two-factor authentication (2FA), advanced logging, and monitoring tools

Solicitation Registration Procedures – LACERA Vendor Gateway PortalAccessing the Vendor Gateway Portal

1. Go to the LACERA Vendor Gateway Portal by clicking on the following link: https://lacera.cobblestone.software/gateway/SolicitationPublicSearch.aspx .

Account Registration

1. Create an account by providing the company information and user details. Complete the account verification process as instructed.

Accessing the Solicitation

1. Look for the login information confirmation email from Contract Insight Alerts and proceed to sign in to the LACERA Vendor Gateway Portal using the provided credentials
2. Navigate to the ‘Solicitations’ tab and select ‘Search All Solicitations’.
3. Locate the specific solicitation by clicking on the View link associated with Secure Access Service Edge

Responding to the Solicitation

1. On the left-hand side, find the ‘Page Actions’ section and select ‘Register as Respondent’.
2. Click the ‘Refresh’ button located above the ‘Register as Respondent’ option to ensure the page is up to date.
3. Scroll down to the ‘Response Status’ section at the bottom of the page. Change the response status to ‘Interested in Responding’ to indicate the intention to bid.
4. Click the ‘Submit’ button to save the response. Then, refresh the page by clicking on ‘Refresh’ on the left-hand side above ‘Page Actions’.
5. If the response status has changed, navigate back to the ‘Response Status’ section on the Opportunity Details page and make any required adjustments.

Additional Information

1. Access all registered solicitations by selecting the ‘My Dashboard’ tab after logging in.
2. Download all necessary solicitation documents from the ‘Public Files’ section located within the Opportunity Details page.

Submission Requirements

Minimum Qualifications submission: Ensure the completed proposal is uploaded to the ‘My Files’ section of the LACERA Vendor Gateway Portal by 5:00 PM PST, September 12, 2025. Proposals received after the designated deadline will not be considered.

Please note: Email, mailed, or faxed submissions will not be accepted unless specified otherwise.

If the proposal requires any confidential information to be exempt from public disclosure, upload an additional electronic copy marked “CONFIDENTIAL”. The redacted copy should exclude all material from the proposal that is believed in good faith to be exempt from disclosure under the California Public Records Act (Cal. Gov. Code Sections 7920.000, et. Seq.) (described in solicitation). Redactions should appear as blacked out material or blank page(s) with the word “CONFIDENTIAL” or “PROPRIETARY” inserted.

Questions Related to This Solicitation

Bidders’ conference is scheduled for 10:00AM PST, August 25, 2025 at MS Teams. Respondents late to the conference will not be allowed entry.  Respondents interested in participating will need to select “Intent to Respond” in the solicitation page of the LACERA Vendor Gateway Portal. Verbal questions outside of the bidders’ conference will not be accepted. Product demonstration and test environment is expected from Respondents, and LACERA reserves the right to schedule individual demonstrations as needed.

Please submit all questions, inquiries, and requests for additional information regarding this solicitation through the ‘My Questions/Answers’ section of the Opportunity Details page in the LACERA Vendor Gateway Portal. Ensure the submissions are made no later than 5:00 PM PST, August 25, 2025.

All Questions received, along with their corresponding responses, will be posted in the ‘Questions & Answers’ section of the Opportunity Details page in the LACERA Vendor Gateway Portal.

Tentative Timetable

Bid release date

August 11, 2025

Bidders Conference

August 25, 2025

Written questions from Respondents

August 25, 2025

Proposal Due Date

September 12, 2025

Demonstrations

October, 2025

Contract Negotiation (estimate)

November 2025

Selection Notification (estimate)

December 2025

Commencement of work

Upon Contract execution

RFP Materials