RFP: Knowledge Management Solution

The Los Angeles County Employees Retirement Association (LACERA), an $85 billion public pension fund, is seeking proposals from qualified firms to provide an enterprise-wide knowledge management solution to digitally capture, document, organize, and access critical business knowledge and information.

LACERA is inviting vendors to submit proposals to provide an enterprise-wide knowledge management solution that will digitally capture, document, organize, and access critical business knowledge and information.

Scope of Work

LACERA is seeking a knowledge management (KM) solution that will support taxonomy management and provide a search and insight engine across their knowledge assets. It should include review and approval workflows that can enable basic content management including tagging and classification. LACERA anticipates the KM application will complement their existing Microsoft 365 E5 plan which has been scoped to support 600 LACERA end users. The knowledge base must also be able to integrate with AI solutions (such as chatbots, etc.) allowing internal staff and external members to access a common knowledge base as permitted by asset sensitivity limitations.

LACERA has identified a comprehensive list of functional requirements itemized in Table 1 and prioritized them. The KM solution should address as many of these requirements as possible, but LACERA does not require all the functional requirements to be met. The technical requirements are itemized in Table 2. The KM solution must comply with all the “Must” prioritized technical requirements. Review Table(s) 1 and 2 in the RFP.

Use Cases

The KM solution should support the following use cases which were identified from and validated by key business users.

• Author, update, and share divisional-level policies, procedures, training materials, and other content supporting execution of job duties.
• Find, retrieve and use current, authoritative versions of divisional-level processes and procedures while executing job duties.
• Access a consolidated view of what a retirement benefit is and how any associated calculations are calculated using member-intelligible terminology. Include links to associated information enabling the ability to explain “what, how and why” to members on the phone, via email or in-person.
• Find and retrieve current, authoritative versions of divisional-level processes and procedures when auditing work done by specialists, and when updating training materials.
• Access the most recent training materials.
• Have an awareness of, and visibility to, all changes to procedures within and across divisions.
• Access a Best Practices repository to identify similar cases (current and historical), without exposing member-specific information.
• Find and retrieve previous work audit reports to use as a template for a new work audit report.
• Conduct self-audit by referring to established, documented work audit criteria to review own work.
• Access Memorandums of Understanding (MOUs) and related codes while executing job duties.
• Find and retrieve authoritative definitions of infrequently encountered terms, such as "Holds", quickly and confidently.
• Share specialist (staff member) created (private) knowledge stores so others can benefit from learning.
• Find and access authoritative versions of LACERA (i.e. enterprise-level) policies and procedures.
• Integrate with AI (chatbot, etc.) solutions allowing internal staff and external members to access data based on security limitations.

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, December 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

Please submit all questions, inquiries, and requests for additional information regarding this solicitation through the ‘My Questions/Answers’ section of the Opportunity Details page n the LACERA Vendor Gateway Portal. Ensure the submissions are made no later than 5:00 PM PST, November 14, 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 on or about 5:00 PM PST, November 28, 2025.

Tentative Timetable

Bid release date

October 31, 2025

Intent to Respond closing date

November 14, 2025

Written questions from Respondents due date

November 21, 2025

LACERA’s response to Respondents’ questions

December 12, 2025

RFP Proposals due date

December 19, 2025

Finalist Interviews (estimate)

Q1 2026

Selection Notification (estimate)

Q2 2026

Commencement of work

Upon Contract execution

RFP Materials