RFP - Records Management System (RMS)

Location:	California
Posted:	Dec 12, 2024
Due:	Jan 30, 2025
Agency:	Los Angeles County
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Solicitation No:	637-SH
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Solicitation Number:	637-SH
Title:	RFP - Records Management System (RMS)
Department:	Sheriff
Bid Type:	Commodity / Service	Bid Amount:	N/A
Commodity:	SERVICE - APPLICATIONS SOFTWARE (FOR MINICOMPUTER SYSTEMS)
Description:	Notice to Potential Proposers: BULLETIN NUMBER 1 REQUEST FOR PROPOSALS (RFP) RECORDS MANAGEMENT SYSTEM (RMS) RFP NUMBER 637-SH INTRODUCTION The Los Angeles County (County) Sheriff’s Department (Department) is issuing the RFP to solicit proposals from organizations that are qualified to provide a commercial off-the-shelf Records Management System (RMS), as well as a long-term maintenance and support program for the Department. As a prerequisite to responding to the RFP, potential Proposers were to have submitted a Statement of Qualifications (SOQ) in response to Request for Qualifications (RFQ) 637A SH issued by the County in November of 2023. Proposals received from vendors who did not respond to RFQ 637A-SH will be rejected without further consideration. MINIMUM MANDATORY REQUIREMENTS Only Proposers who responded to RFQ 637A-SH and were determined by the County to have successfully met the minimum mandatory requirements are invited to submit proposals in response to the RFP. RFP RELEASE The RFP will be accessible in electronic Portable Data File (PDF) format via the Department’s website at http://lasd.org/transparency/solicitations. RFP TIMETABLE The timetable for the RFP is as follows: ? Release of RFP 11/07/24 ? Request for a Solicitation Requirements Review Due 11/21/24 ? Written Questions Due: ? Part 1 - Pre-Virtual Mandatory Proposers’ Conference 11/27/24 ? Part 2 - Post-Virtual Mandatory Proposers’ Conference 12/18/24 ? Deadline to Reserve Attendance at Virtual Mandatory Proposers’ Conference 12/04/24 ? Part 1 – Written Questions and Answers Released 12/06/24 ? Virtual Mandatory Proposers’ Conference 12/11/24 ? Part 2 – Written Questions and Answers Released 12/20/24 ? Proposals due by 3:00 P.M. (Pacific Time) 01/09/25 The foregoing dates may be changed at any time at the sole discretion of the Department. All changes, as needed, will be made through an addendum, and posted on the Department’s website at https://lasd.org/transparency/solicitations/. All potential Proposers are encouraged to monitor the above solicitation website for Bulletins, as they are posted, during the entire solicitation process. PROPOSAL SUBMISSION The original Business Proposal (refer to Sections A through F of the RFP) along with four numbered identical hard copies, and two separate identical electronic copies in pdf format on flash drives, must be enclosed in a sealed envelope or box, plainly marked in the upper left-hand corner with the name and address of the Proposer and bear the words: “BUSINESS PROPOSAL FOR RECORDS MANAGEMENT SYSTEM (RMS) RFP NUMBER 637-SH” The original Cost Proposal along with four numbered identical hard copies, and two identical electronic copies in pdf format on flash drives, must be submitted in a separate sealed package, plainly marked in the upper left-hand corner with the name and address of the Proposer and bear the words: “COST PROPOSAL FOR RECRODS MANAGEMENT SYSTEM (RMS) RFP NUMBER 637-SH” The proposal(s) must be delivered or mailed to: Los Angeles County Sheriff’s Department Fiscal Administration – Contracts Unit 211 W. Temple Street, 6th Floor West Los Angeles, California 90012 Attention: Steve Lopez, Contract Analyst While both the Business Proposal and the Cost Proposal may be boxed and delivered together, they must be SEALED SEPARATELY within the box. It is the responsibility of the submitting Proposer to ensure that its Business and Cost Proposals are received before the submission deadline. Submitting Proposers shall bear all risks associated with delays in delivery by any person or entity, including the U.S. Mail. Any proposals received after the scheduled closing date and time for receipt of proposals, as listed in Paragraph 7.2 (RFP Timetable) of the RFP, will not be accepted and will be returned to the sender unopened. Timely hand-delivered proposals are acceptable. No facsimile (fax) or electronic mail (e-mail) copies will be accepted. CONTACT WITH COUNTY PERSONNEL All contact regarding the RFP or any matter relating thereto must be in writing and must be e-mailed to the County’s point of contact identified below: Attention: Steve Lopez, Contract Analyst E-mail address: s7lopez@lasd.org If it is discovered that Proposer contacted and received information from any County personnel, other than the person specified above, regarding this solicitation, the County, in its sole determination, may disqualify their proposal from further consideration. Notice to Potential Proposers: BULLETIN NUMBER 1 REQUEST FOR PROPOSALS (RFP) RECORDS MANAGEMENT SYSTEM (RMS) RFP NUMBER 637-SH INTRODUCTION The Los Angeles County (County) Sheriff’s Department (Department) is issuing the RFP to solicit proposals from organizations that are qualified to provide a commercial off-the-shelf Records Management System (RMS), as well as a long-term maintenance and support program for the Department. As a prerequisite to responding to the RFP, potential Proposers were to have submitted a Statement of Qualifications (SOQ) in response to Request for Qualifications (RFQ) 637A SH issued by the County in November of 2023. Proposals received from vendors who did not respond to RFQ 637A-SH will be rejected without further consideration. MINIMUM MANDATORY REQUIREMENTS Only Proposers who responded to RFQ 637A-SH and were determined by the County to have successfully met the minimum mandatory requirements are invited to submit proposals in response to the RFP. RFP RELEASE The RFP will be accessible in electronic Portable Data File (PDF) format via the Department’s website at http://lasd.org/transparency/solicitations. RFP TIMETABLE The timetable for the RFP is as follows: ? Release of RFP 11/07/24 ? Request for a Solicitation Requirements Review Due 11/21/24 ? Written Questions Due: ? Part 1 - Pre-Virtual Mandatory Proposers’ Conference 11/27/24 ? Part 2 - Post-Virtual Mandatory Proposers’ Conference 12/18/24 ? Deadline to Reserve Attendance at Virtual Mandatory Proposers’ Conference 12/04/24 ? Part 1 – Written Questions and Answers Released 12/06/24 ? Virtual Mandatory Proposers’ Conference 12/11/24 ? Part 2 – Written Questions and Answers Released 12/20/24 ? Proposals due by 3:00 P.M. (Pacific Time) 01/09/25 The foregoing dates may be changed at any time at the sole discretion of the Department. All changes, as needed, will be made through an addendum, and posted on the Department’s website at https://lasd.org/transparency/solicitations/. All potential Proposers are encouraged to monitor the above solicitation website for Bulletins, as they are posted, during the entire solicitation process. PROPOSAL SUBMISSION The original Business Proposal (refer to Sections A through F of the RFP) along with four numbered identical hard copies, and two separate identical electronic copies in pdf format on flash drives, must be enclosed in a sealed envelope or box, plainly marked in the upper left-hand corner with the name and address of the Proposer and bear the words: “BUSINESS PROPOSAL FOR RECORDS MANAGEMENT SYSTEM (RMS) RFP NUMBER 637-SH” The original Cost Proposal along with four numbered identical hard copies, and two identical electronic copies in pdf format on flash drives, must be submitted in a separate sealed package, plainly marked in the upper left-hand corner with the name and address of the Proposer and bear the words: “COST PROPOSAL FOR RECRODS MANAGEMENT SYSTEM (RMS) RFP NUMBER 637-SH” The proposal(s) must be delivered or mailed to: Los Angeles County Sheriff’s Department Fiscal Administration – Contracts Unit 211 W. Temple Street, 6th Floor West Los Angeles, California 90012 Attention: Steve Lopez, Contract Analyst While both the Business Proposal and the Cost Proposal may be boxed and delivered together, they must be SEALED SEPARATELY within the box. It is the responsibility of the submitting Proposer to ensure that its Business and Cost Proposals are received before the submission deadline. Submitting Proposers shall bear all risks associated with delays in delivery by any person or entity, including the U.S. Mail. Any proposals received after the scheduled closing date and time for receipt of proposals, as listed in Paragraph 7.2 (RFP Timetable) of the RFP, will not be accepted and will be returned to the sender unopened. Timely hand-delivered proposals are acceptable. No facsimile (fax) or electronic mail (e-mail) copies will be accepted. CONTACT WITH COUNTY PERSONNEL All contact regarding the RFP or any matter relating thereto must be in writing and must be e-mailed to the County’s point of contact identified below: Attention: Steve Lopez, Contract Analyst E-mail address: s7lopez@lasd.org If it is discovered that Proposer contacted and received information from any County personnel, other than the person specified above, regarding this solicitation, the County, in its sole determination, may disqualify their proposal from further consideration.
Open Day:	11/7/2024	Close Date:	1/30/2025 3:00:00 PM
Contact Name:	Steve Lopez	Contact Phone:	(213) 229-3353
Contact Email:	s7lopez@lasd.org
Last Changed On:	12/11/2024 1:39:35 PM

RFP - Records Management System (RMS)

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