2-2026-025 RFI for AI Powered Supplier and Contract Management Solution.pdf

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LOS ANGELES

REQUEST FOR INFORMATION

(IT Goods / Services)

RFI # 2026-025

AI POWERED SUPPLIER AND CONTRACT MANAGEMENT SOLUTION(S)

For Planning and Informational Purposes Only

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Los Angeles (Court) is issuing this Request for Information (“RFI”) to provide the Court with information and interest from vendors to assist the Court with solutions regarding the availability of an AI powered supplier and contract management solution.

This RFI is a market research tool to gather information and is intended for planning purposes only. This RFI does not constitute a solicitation. A response to this RFI is not an offer and cannot be accepted by the Court to form a binding contract. The Court shall have no obligation to, and will not, reimburse respondents (or their agents, contractors or brokers) for any expenses associated with responding to this RFI. Responses to this RFI will not be returned. The Court shall have no obligation to respond in any manner to a submission.

This is a fully electronic RFI process. All responses must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/portal/?tab=openOpportunities (Bonfire) in accordance with the requirements set forth in this document.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court is exploring solutions intended to streamline the acquisition of supplies and services through the use of AI or other enabling technologies. The anticipated AI powered supplier and contract management solution or set of solutions (hereafter “AI Solution(s)”) should meet the specifications set forth in this RFI and should have capabilities that would allow contract staff and end users to perform self-directed procurement inquiries to determine the appropriate procurement pathway for requested goods or services depending the complexity of the procurement, dollar amount, etc. and autonomously pulled data and contract terms and forecast those requirement on a dashboard to help customers monitor contract expiration, among those others listed below. Additionally, a solution that guides users through the applicable procurement process (either through a chatbot or other means) and supports fulfillment activities while ensuring adherence to established procurement controls, policies, and standards are desirable.

The Court is not seeking one solution that will provide all the desired capabilities below. A proposed solution may solve one, many or all of the desired outcomes. Vendors are encouraged to respond to this RFI if they have the technical capability and/or a solution that would solve one or more of the stated objectives.

Objectives for AI Powered Supplier and Contract Management Solution(s)

The Court’s objective is to automate and streamline the work of vendor/supplier management, compliance, and risk. Another objective is to shorten contract review cycles by extracting key terms, flagging inconsistencies, and suggesting edits based on organizational policies and help with negotiation and redlining.

Solution(s) proposed that may fulfill any or all of the outcomes below.

https://lacourt.bonfirehub.com/portal/?tab=openOpportunities

Desired Outcomes from the AI Solution(s)

1. Oversee spend analysis of executed agreements as categorized by various metadata points including NIGP codes, vendor, and more. Compile reports from spend data based on commodities codes and allow procurement staff to track strategic spending based on categories or top spend vendors.

2. Manage supplier risk by tracking completion of milestones, price escalations, and other contract performance metrics and proactively alert procurement staff when proposed renewal price escalation exceeds certain defined thresholds or percentages.

3. Extract predictive analytics to create a dashboard that forecasts upcoming contract requirements based on purchase history and contract end dates. For reference, the vendor can use the US DHS Acquisition Planning and Forecasting System (APFS) as a sample.

4. Automate contract management. AI’s ability to read and extract and record various metadata points into metadata fields to enable analysis of contract data as described in the points above.

5. Use natural language processing (NLP) to compare new contracts with approved templates to shorten contract review cycles by extracting key terms, flagging inconsistencies, and suggesting edits based on organizational policies and help with negotiation and redlining.

6. Streamline through use of AI or other technologies, commodities supplies and services acquisition to speed up procurement action, provide automated or chatbot features that help guide customers on the proper procurement path based on complexity and dollar amount.

7. Enable self-directed procurement inquiry of appropriate procurement path and application supported fulfillment of appropriate process to acquire services or commodities adhering to procurement controls and standards.

C. RFI TIME-LINE

The Court has developed a list of key events related to this RFI. The listed dates provided on Bonfire are not binding on the Court and subject to change at the discretion of the Court. Any changes to the provided dates will be posted on Bonfire as an addendum to the RFI.

EVENT DATE

RFI Issued See Bonfire for exact date

Deadline for Submission of Questions

(Questions will be answered at the Court’s discretion)

See Bonfire for exact date

Submittal Due Date See Bonfire for exact date

D. RFI SUBMITTAL

Submittals should provide straightforward, concise information that satisfies the requirements of this RFI.

1. Executive Summary.

a. The Executive Summary should include high‐level and general information about the proposed solution(s) offered in your Submittal.

b. The Executive Summary should also include information about your firm such as company size, specialization, references or other information that demonstrates your experience and capabilities to respond to this RFI.

2. Technical Approach, Work Plan and Methodology.

Submittals shall provide a Work Plan that demonstrates a clear, comprehensive solution(s) responsive to the Court’s objectives. The Work Plan should describe the following for each proposed solution(s):

a. Approach and Methodology

Describe the overall technical strategy and analytical framework used to deliver the requested AI capabilities. This includes how the solution will leverage automation, natural language processing, machine learning, predictive insights, chatbots, or other AI-driven tools. If known, identify certain technical maturity, parameters or conditions that must exist within the Court’s IT infrastructure in order to execute on the proposed methodology or identify where the proposed solution may need supplemental capabilities in place to work properly.

b. Implementation Plan and Timeline

Outline a proposed implementation schedule, including key milestones, configuration steps, data onboarding processes, risk mitigation activities, and Court touchpoints.

c. Deliverables and Technical Outputs

Describe all expected deliverables.

d. Technical Environment, Integration and Security

Detail how the proposed AI solution will integrate with the Court’s procurement, contract management system (currently Bonfire), or financial systems (currently SAP), as applicable. This includes environments supported, data migration approaches, API capabilities, and compliance with Court security and privacy requirements.

e. Value-Added Capabilities

Detail any optional or innovative features.

Submittals shall provide a Work Plan that demonstrates a clear, comprehensive solution(s) responsive to the Court’s objectives. The Work Plan should describe the following for each proposed solution(s):