2-RFP031111 - Case Management System Offeror Response Workbook - 2025.08.27.xlsx

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Attached to: Public Safety - Case Management System State and local contract opportunity
Solicitation number: RFQ031111
Issued by: Franklin County, Columbus City, Columbus City, Columbus City, Ohio

Written by GovTribe AI · Sep 2, 2025

This is a detailed Request for Proposal (RFP) from the City of Columbus, Ohio, seeking a comprehensive Case Management System for its Public Safety Department. The RFP outlines requirements for a turnkey solution that will serve as a database and form fill application for local public safety investigations, with needs including document management, data exchange capabilities, reporting mechanisms, and integration potential. The project aims to document compliance processes for investigations as required by federal, state, and local laws, with a target implementation and go-live date of June 2026.

The RFP includes an extensive evaluation workbook with multiple scoring tabs covering offeror information, subcontractors, terms and conditions, core competencies, project team qualifications, references, project approach, specifications, and pricing. The evaluation criteria weight different aspects of the proposal, with project approach (20 points), quality and feasibility (25 points), and competency (20 points) being the most heavily weighted categories. The total possible score is 100 points, with cost representing 5 points of the total evaluation. The proposal requires detailed responses across technical capabilities, security standards, integration methods, and AI functionality, with particular emphasis on compliance with criminal justice information systems (CJIS) security standards and robust case management features.

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1 - Instructions

1	Instructions
Workbook Instructions
	For proposals to be considered responsible, this workbook MUST be completed.

Cells shaded	Required	are for required offeror response.
Some answers can be lengthy, and/or require charts, diagrams or other pictorials. Such response content may be included in a separate "attachment." For ease and organization, one file (rather than multiple) is recommended for all such content. When response extends out to such an attachment, please tell us where to look -- references (filename, page, ref point) need to be included within this workbook pointing to said content. While not required, we recommend references in the opposite direction as well (from attachment back to this workbook). To facilitate evaluation, all short, concise responses must be recorded within this workbook -- do NOT place all answers/responses within the attachment and leave this workbook blank.

	Cells shaded	Optional	are for optional offeror response information within attachments.
	For ease of referencing, note that item numbers are simply the tab number concatenated with the Excel row number.
No Proposal Reply
	To assist us in obtaining feedback regarding the quality of our Request for Proposal, we ask that each firm that has received an invitation, but does not wish to propose, state their reason(s) below and return it to us.

This information will not preclude receipt of future invitations.

Unfortunately, we must offer a "No Proposal" at this time because:

Offeror name:

We do not wish to participate in the proposal process.

We do not wish to propose under the terms and conditions of the RFP document. Our Objections are:

We do not feel we can be competitive because...

We do not provide the services on which the Proposals are requested.

Other

&"-,Bold"&18Offeror Response Workbook

2 - Offeror Info

2	Offeror Information	Offeror Ability	0.0
		EVALUATORS: The column labeled "Gr." (highlighted yellow) is where you will record grades. Grades are 0 - 4 per the grading key below.

General Offeror Information
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
2.5	Offeror Legal Entity Name								0	0
2.6	Doing Business As								0	0
2.7	Previous Company Name(s) within last 5 years?					Other			1	0
2.8	Parent Company name (if applicable)								0	0
2.9	Offeror Company Corporate Address								0	0
2.10	Primary Point of Contact (POC)								0	0
2.11	POC Title								0	0
2.12	POC Contact Phone, Email								0	0
2.13	Company site addresses in Ohio if applicable (include site type, e.g. sales office, support center, HQ, etc.)								0	0
2.14	Duns Number (if applicable)								0	0
2.15	Tax ID								0	0
2.16	Number of years in business					Other			1	0
2.17	Number of years providing solutions/services comparable to this proposal					Other			1	0
2.18	Number of employees								1	0
2.19	How many solution/services engagement projects does your company have active at this time? Anticipated to be active at the time of this project?								1	0
2.20	Is your company the OEM or publisher for all proposed solutions/services?								1	0
2.21	List applicable OEMS/publishers other than Offeror, included in proposed solutions/services								1	0
2.22	List Offeror's certifications for third party OEM/publisher solutions								1	0
2.23	Please describe company's market position within proposed solution/services space								1	0
2.24	Is your company publicly traded or privately held?								0	0
2.25	If public, provide a link to or copy of your most recent annual and quarterly reports.					Other			1	0
2.26	If private, provide your most recent annual and quarterly revenue and expense amounts. Please include total debt.*					Other			1	0
2.27	Has your company been involved in any contracts which were ended due to termination for cause, any unresolved claims, any litigation, or arbitration with the City of Columbus and/or one of our city departments in the past 5 years, or any other local, state, or federal government agency in the United States? If "yes," provide details.					Other			1	0
2.28	Industry awards, articles, third party evaluations (links, attachments)								1	0
2.29	Team Availability	Be sure to complete column J on Tab 6 - Proj. Team							1	0	NOTE: This score should be based upon Tab 6, column J
2.30	Payment address								0	0
2.31	Legal notice address								0	0
2.32	Conflict of Interest: include a statement indicating if the offeror or any people that may work on or benefit from the Project through the offeror have a possible conflict of interest (e.g., employed by the City, etc.)								1	0
2.33	Describe standard and discount invoice terms								1	0
2.34	Proof of Insurance: attach a copy of certificate of insurance in the form that Section 9.2 of the RFP requires.								0	0
2.35	W-9: attach a copy of the Offeror company's W-9.								0	0
2.36	Assumptions: please describe any assumptions regarding this project that are being made, that impact the offeror proposal.					Other			1	0
2.37	Offeror company officer/executive name and title that is providing attestation to the accuracy of this proposal (include executive signed cover letter with attestation to accuracy statement within the attachment).								0	0

*NOTE: the City may request financial statements from private companies during the evaluation process.
		Tab 2		Tab 3		Tab 4		TOTAL
	Total weight	17		0		4			21
	Total Calc'd score		0		0		0		0
	Total possible score		68		0		16		84
	Percentage								0

possible 10

&"-,Bold"&18Offeror Response Workbook

3 - Subcontractors

3	Subcontractors	Offeror Ability	see Tab 2
List of Subcontractors

GRADING

4 - Exceeds City Requirement/Need/Objective 3 - Fully meets City Requirement/Need/Objective 2 - Mostly meets City Requirement/Need/Objective 1 - Somewhat Meets City Requirement/Need/Objective 0 - Does Not Meet City Requirement/Need/Objective List all subcontractors (if any) providing service for the solution. If you choose to include details regarding subcontractors within attachment, please include all fundamental information about them within this workbook.

	Have any of your proposed subcontractors been involved in any contracts which were ended due to termination for cause, any unresolved claims, any litigation, or arbitration with the City of Columbus and/or one of our city departments in the past 5 years, or any other local, state, or federal government agency in the United States? If "yes," provide details.
		Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
3.9								1	0	Evaluator: if there are no subcontractors
										do not grade 3.9.

	Item #	Company Name	Address	Primary Contact	Contact Title	Contact Info
(Email, Phone)	Description of Role/Work	Contractor statement indicating understanding and compliance with RFP requirements & terms and conditions	Ext. filename	pg	ref
	3.15						0	0
	3.16						0	0
	3.17						0	0
	3.18						0	0
	3.19						0	0
	3.20						0	0
	3.21						0	0
	3.22						0	0
	3.23						0	0
	3.24						0	0

Total weight	0
Total Calc'd score		0
Total possible score		0

&"-,Bold"&18Offeror Response Workbook

4 - Terms & Cond.

4	Terms and Conditions	Offeror Ability	see Tab 2
		GRADING

Acceptance
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
4.5	Does Offeror understand and accept the City's Standard Terms and Conditions for Services as specified within section 9.2 of the RFP? Please list any compliance or acceptance concerns that the Offeror has.					City T&Cs			1	0
4.6	Does Offeror understand and accept the City's Technology Terms and Conditions Addendum as specified within section 9.3 of the RFP? Please list any compliance or acceptance concerns that the Offeror has.					City T&Cs			1	0
4.7	Offeror response must include Agreement documentation for consideration and review, as specificized within section 7 & 9.4 of the RFP (SOW, Solution Summary, Price Sheet, T&C's, EULA, ELA, etc.)					Vend. T&Cs			1	0
4.8	Name and title of Offeror staff member that is authorized to negotiate contracts on behalf of Offeror, and is attesting to responses above.								1	0

Total weight	4
Total Calc'd score		0
Total possible score		16

&"-,Bold"&18Offeror Response Workbook

5 - Core Competency

5	Core Competencies	Competency	0.0
		GRADING

Offeror Core Competencies
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
5.5	Describe company history, core business competencies and why the Offeror is a good fit for the services required in this RFP.								1	0
5.6	Number of government clients/customers in the U.S.								1	0
5.7	Number of customers in production with solutions/services comparable to this proposal								2	0
5.8	Contracts terminated for cause, or litigation/arbitration in last five years (provide details)					Other			1	0
5.9	Number of employees working in roles/areas, and with expertise related to the solutions/services associated with this proposal								1	0
5.10	Number of employees that are focused on government sector customers.
5.11	Number of project managers on staff qualified to manage an implementation of this nature								1	0
5.12	Explain your company's strategy to deal with turnover of staff as it relates to providing service to your clients.								1	0

0 20

&"-,Bold"&18Offeror Response Workbook

6 - Proj. Team

6	Offeror Project Team Qualifications	Competency; Ability	see Tab 5
Offeror Project Team Members to be Assigned to this Project

GRADING

4 - Exceeds City Requirement/Need/Objective 3 - Fully meets City Requirement/Need/Objective 2 - Mostly meets City Requirement/Need/Objective 1 - Somewhat Meets City Requirement/Need/Objective 0 - Does Not Meet City Requirement/Need/Objective List the proposed staff intended to be members of the project team. If you choose to include details regarding project team members within attachment, please include all fundamental information about them within this workbook. Consider section 3.4 in the RFP for your responses.

#	Name	Title	Credentials/ Certifications	Offeror or subcontractor employee?	Yrs. w/ Company	Project Role	Total Yrs. Experience	Describe team members experience that is comparable to this project	Hours per week & dates avail to this project	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
Project Manager
6.10																1	0	NOTE: Column J should assessed and scored on Tab 2.
																		Scores on this tab should be based on assessment of
Analysts, Engineers, Trainers, Other Team Members that would be Assigned																		all other columns, except J.
6.13																0	0
6.14																0	0
6.15																0	0
6.16																0	0
6.17																0	0
6.18																0	0
6.19																0	0
6.20																0	0
6.21																0	0
6.22																0	0
															Total weight	0
															Total Calc'd score		0
															Total possible score		0

&"-,Bold"&18Offeror Response Workbook

7 - Refer., Prior City

7	References, Prior City Engagements	Past Performance	0.0
Previous City Engagements
		GRADING

	Have you provided previous solutions/services to the City or other City Departments? If so, describe each and list the dates for the engagement(s).	Category	Evaluator notes	Gr.	Wt.	Sc.
7.6					1	0	Evaluator: if 7.6 response is blank do not grade it.
							Offeror is supposed to provide minimum 4 references.

Customer References (please list a minimum of four that are comparable to the City in size and project/solution scope)
#	Organization	Primary Contact	Contact Phone	Contact Email	Description of Solution/Services	Year Implemented	Ext. filename	pg	ref
7.12											1	0
7.13											1	0
7.14											1	0
7.15											1	0
7.16											0	0
7.17											0	0
7.18											0	0
										Total weight	4
										Total Calc'd score		0
										Total possible score		16
										Percentage		0

0 15

&"-,Bold"&18Offeror Response Workbook

8 - Proj. Approach

8	Project Approach	Project Approach	0.0
		GRADING

Offeror's Approach to this Project
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
8.5	Present an architectural description (including diagrams if appropriate) for the proposed solution for this project.					Technical			1	0
8.6	List and describe any and all third party solution components (hardware, software, services).					Technical			1	0
8.7	Present offeror's understanding of the scope and challenges of this project.								1	0
8.8	Given what is documented in this RFP, and answers to questions during the inquiry period, present a project plan including Gantt chart for this project. Be sure to account for the City's target implementation and go live date of June 2026. Please explain concerns and/or risks associated with the target date. Consider RFP sections 1, 2 and 3 in your response.					Other			1	0
8.9	Describe the offeror's project management practices and administration, to include communication practices, expectations management, risk management, task management, escalation processes, and issue resolution management. Consider RFP section 3 in your response.								1	0
8.10	What if any test scripting or automation (e.g. unit testing, or regression testing) is provided as part of your services package (RFP section 3.3.6)? Describe test automation tools and how they are utilized if applicable.								1	0
8.11	Describe incident/issue resolution and support during the project, including pre acceptance and post acceptance support (RFP sections 3.3.7 - 3.3.9).								1	0
8.12	List and describe the offeror products/solution components that will be included in the proposal for this project.					Technical			1	0
8.13	List and describe all offeror services that will be proposed for this project. Consider RFP sections 1, 2, and 3 in your response.					Technical			1	0
								Total weight	7
								Total Calc'd score		0
								Total possible score		28
								Percentage		0

0 20

&"-,Bold"&18Offeror Response Workbook

9 - Specs. & Reqs.

9	Specifications and Requirements	Quality and Feasibility	0.0	0.0
		GRADING

4 - Exceeds City Requirement/Need/Objective 3 - Fully meets City Requirement/Need/Objective 2 - Mostly meets City Requirement/Need/Objective 1 - Somewhat Meets City Requirement/Need/Objective 0 - Does Not Meet City Requirement/Need/Objective Item # Question/Item Does proposed solution meet the requirement? Explanation/description of how requirement is met, or why not met. Ext. filename pg ref Category Evaluator notes Gr. Wt. Sc. Cat Gr. Cat Wt. Cat. Sc. Req ID #

Specify whether or not the requirement can be met with the offeror solution current version/release in column C. If met, describe how the requirement is met in column D; if not met describe why not in column D. For open-ended questions or description requests, leave column C blank and respond in column D. Note that Explanations/Descriptions in column D that clearly cover how the City's requirement is met may be scored higher than overly-simplistic or unclear responses.

Mandatory Requirements
9.12	Please describe how the solution provides tools for managing and tracking all aspects of criminal investigation functions.	Mand. Reqs.	4	0	4	0	FR-001
9.13	The proposed system must comply with CJIS security and access control standards. Describe proposed solution's compliance with industry security standards (e.g. CJIS, HIPAA, NIST, ISO, etc.). Does solution comply with Ohio Revised Code 1347 for Personal Information Systems? Include security plan documentation, articulation of controls to enforce, etc. When and where is compliance automated (e.g. automatically pause a recording during transmission of credit card information, etc.)? Please include reports from assessments, certifications, etc.	Sensitive data	4	0	4	0	FR-002

BR-025

9.14	Please describe how case files are created, assigned, and tracked throughout investigative process in the proposed solution.	Mand. Reqs.	4	4	FR-003
9.15	Please describe how the system defines investigative steps, assigns tasks, and set deadlines.	Mand. Reqs.	4	4	FR-004
9.16	Please describe how the system stores, tracks, and manages case evidence.	Mand. Reqs.	4	4	FR-005
9.17	Please describe how proposed solution facilitates secure internal/external communication and file sharing.	Mand. Reqs.	4	4	FR-006

BR-063

9.18 Secure authentication: all authentication activity occurring over the network must be encrypted using industry best practices to ensure that logins and passwords are not transmitted in clear text. This includes System User and administrator authentication activity. Sensitive data 4 0 4 0 BR-026

BR-025

9.19 Must support third-party application integration: Describe the integration methodologies, solutions, and approaches available with the proposed system, including the ability to interface with specific third-party applications. Indicate whether both real-time and batch data exchange are supported and explain how each is handled. Specify which APIs or data exchange protocols (e.g., REST, SOAP, XML, JSON) are available, and whether the system supports message queuing or event-driven architectures (e.g., webhooks, Kafka). Clarify if direct connectivity to a read-only replica of the application database is offered. Provide examples of successful integrations with public safety and criminal justice systems (e.g., RMS for Police and Fire, CAD, body/in-car camera platforms, Prosecutor CMS, Court Management systems). Include any experience supporting customers who use Talend or similar low-code integration tools to build data pipelines targeting your product. Technical 4 0 4 0 BR-056

BR-057

BR-058

BR-059

BR-060

BR-053

FR-008

BR-055

9.20	Must provide data transfer method for active investigative cases. Describe method for migration of working investigative case files.	Technical	4	0	4	0	BR-068
9.21	Must support/utilize MS SQL Server database (on-premises): do all underlying solution components standardize upon or offer support for a SQL Server database platform (minimum version 2022)?	Technical	4	0	4	0	BR-054
9.22	Must support on-premises Exchange Email integration: Describe whether or not and how the proposed solution would integrate with the City's on premise MS Exchange environment. The City is running Exchange 2019, with future plans to migrate to O365. Please describe any proposed solution version constraints associated with our environment, current and future.	Technical	4	0	4	0
9.23	Must support single sign-on/Multi-factor Authentication: any integration with SSO/MFA would need to utilize City directory services, or City Azure AD tenant for cloud based application integrations. Please describe the proposed solution's ability in this regard.	Sensitive data	4	0	4	0	BR-025
9.24	Must provide physical redundancy/resiliency: describe proposed solutions approach to providing continuity of service in the event of a primary processing location catastrophe.	Criticality	4	0	4	0	BR-025
9.25	Must provide most recent component versions, and component service life must be a minimum of six years: Does the proposal include most recent versions of components? Do all proposed components have a planned end of service life beyond six years (or no planned end)? Please list any planned component end of life dates.	Technical	4	0	4	0
System Requirements/Questions
General Solution Questions					1	0
9.28	Please describe the system architecture. Is this a stand alone system or a module to a larger system architecture? What components are needed to use case management functionality?	Technical	2				BR-002
9.29	Please describe how the system securely stores case-related files and attachments. What formats are acceptable? Size limitations? How does the system assist with retention schedules?	Criticality	3				BR-025

BR-027

BR-043

9.30	For products/services that will be included in the proposed solution, describe the strategic direction and/or roadmap, including any planned major enhancements and end of support/end of life dates if applicable. The City is willing to sign non-disclosure agreements as needed.		1
9.31	How long has the proposed solution been available for production implementation?		1
9.32	What technologies (e.g. development languages and standards, etc.) are utilized for the architecture and construction of the major components of the proposed solution?	Technical	2
9.33	List any products/services that are not included with your product/services, but are required for normal operation and functionality.	Technical	1	BR-061

BR-062

BR-067

9.34	Indicate any products/services that are bundled with your solution but made/performed by a third party.	Technical	1	0			BR-061
9.35	Describe the types of consulting and services your company offers post implementation. Include rate cards.		1	0			BR-067
9.36	The proposed solution should have multiple environments for development, testing, staging, and training. Describe how your proposal provides additional environments, as well as, any additional licensing and costs. Also describe how sensitive data is protected in these environments (i.e. scrambled, masking/obfuscation).		2	0			BR-071
General Functionality					1	0
9.38	Does the solution have the ability to place city branding with pages, forms, and reports? Discuss how the solution accomplishes and if this requires vendor assistance make changes.		2				BR-006
9.39	Detail how the solution creates forms and investigative reports. Are their limits in forms/reports? Are vendor services needed to create?		2				BR-005
9.40	Describe in detail the search capabilities of the case management system.		3				BR-004
9.41	Describe how case file attachment are uploaded to case folders, what formats are acceptable, and how to retrieve, and share (internally & externally) with criminal justice personnel.		3				BR-007
9.42	Demonstrate how to add new investigative units, new forms, and workflows. Discuss how to configure to agency workflows/approvals.		1				BR-008
9.43	Detail how the proposed system can compile case information into one report or .pdf.		1				BR-009
9.44	Demonstrate and describe how the proposed solution visualizes crime file timelines and facts.		3				BR-010
9.45	How does the proposed system handle incomplete case reports? Describe how these are saved and reported in case management and external reporting.		3				BR-011

BR-012

9.46	Describe how the solution provides validation rules and how they interact with the end user.	2	BR-016
9.47	Describe the how the system organizes individual case files for the investigator.	1	BR-003
9.48	Describe how to add forms and fields for data for reporting.	1	BR-013
9.49	How does the system provide the ability to tailor investigative forms and task list to different investigative units?	3	BR-014
9.50	Can the system use file and file naming conventions configurable to operational standard investigative nomenclature? Detail how the system accomplishes.	1	BR-015
9.51	How does the proposed solution identify form fields are mandatory or optional, and enforce compliance?	2	BR-017
9.52	Detail how system workflow and automation features and how it is configurable and if it can be disabled.	1	BR-018
9.53	Define electronic signature capabilities including licensing needs, limitations of use, and any associated costs with use.	3	BR-019

BR-020

9.54 System must provide real time information on desktop, mobile, and cellular interfaces. Describe the how the proposed solution meets this requirement. 3 BR-021

BR-022

9.55 System must provide real time access to data. Detail how the system provides users this information. 3 BR-023

BR-024

9.56	Describe the redaction capabilities provided by the proposed solution including any automated identification of protected fields/data.		2				BR-032
9.57	Please describe the ability to validate street addresses/intersections entered in forms. Specify any compatible web services used as part of the validation (e.g. Esri, Google, HERE, etc.).	Technical	4	0	4	0	BR-050
9.58	Describe federal and state reporting capabilities of the proposed system.						BR-070
Case Assignment & Management					1	0
9.60	System must provide assignment and case management capabilities across public safety investigative operations. Describe how the proposal solution meets this requirements across police and fire operations.		2				BR-033
9.61	Detail how system provides case information and folder access in an organized view.		2				BR-034
9.62	Outline how solutions provide investigators case management views and workflow for notifications, status, assignment, tasks, and deadlines for investigators.		2				BR-035
9.63	Describe supervisory tools for tracking case assignment, actions, progress, feedback, and approval.		3				BR-036

BR-037

BR-038

9.64	Describe how solution provides standardizes case tasks and timelines for predictable workflow and deadlines.		3		BR-039
9.65	Does the system provide appropriate forms and data values associated with investigative incident if data is known?		2		BR-040
9.66	Is the system capable of notifications to investigators based on assignment or changes to assigned cases. Describe how notifications can be set.		2		BR-041
9.67	System must provide ability to securely organize all case information and evidence within case investigation. Describe the user experience when working cases.		1		BR-042
9.68	System must have the ability to securely store case records and attachments for long periods and be accessible for future use. How does the solution support the need for long term data?		3		BR-044
9.69	Explain how system finds and notifies investigators when cross-references to active case data occurs.		2		BR-045
9.70	Explain how system securely shares, both internally and externally, case files and attachments.		2		BR-046
9.71	Please describe system management, administration, and monitoring tools and user interfaces. Describe remote access to administrations tools.		1	0
9.72	Describe, when where and how the system prompts for acknowledgment, confirmations, or warnings when any adjustments are going to be saved.		1	0	BR-001
9.73	Describe how error messaging is handled. Failed login attempts to the Application should not display detailed information about the failed login attempt (e.g., incorrect password or unknown System User account). Other security related errors (e.g., "file not found" or "permission denied") should generate generic error responses. Detailed error information should be written to secure logs so that developers and system administrators have access to error details required to address the error.		1	0	BR-001
9.74	Describe system modification log/audit trail capabilities.	Sensitive data	3	0	BR-028
9.75	Describe APIs and data transport protocol standards (including type, e.g. SOAP, JSON, REST, etc., standards, etc.) and data schema of solution components that are exposed via API. Please provide documentation of your API.	Technical	2	0	BR-054

BR-024

9.76 Please list public safety & criminal justice systems (RMS - Police & Fire, CAD, Body /In-car cameras, Prosecutor CMS, Court Management etc.), that have been successfully integrated with your proposed system. 3 BR-056

BR-057

BR-058

BR-059

BR-060

9.77 Describe the solutions reporting capabilities. Include a list of out of the box reports. Describe output formats supported (e.g. Excel, CSV, PDF, etc.). Describe native reporting abilities and third party report integration capabilities (e.g. Crystal, SQL). Describe report delivery options/mechanisms (e.g. scheduling, email delivery, web site posting, file share, etc.). 4 0 BR-047

FR-007

BR-049

9.78	Please list Document Management Systems that can be integrated with. Describe solutions ability, and history of experience integrating with OnBase.	Technical	1	0
9.79	Please describe ability and experience integrating with Esri Platform (City's Enterprise GIS).	Technical	1	0			BR-050
9.80	For any on-premises or hybrid solutions, please provide your technical requirements such as hardware and software requirements, sizing requirements for virtual hosting such as core quantities, memory, storage, networking, etc. Describe requirements for both datacenter (virtual and/or physical) and client.	Technical	1	0
Future City Features/Functionality					1	0
9.82	What, if any, additional product features/functionality does the Offeror have available, that the City has not expressed interest in, but may be of interest to the City in the future?		4	0			BR-061

BR-062

BR-067

FR-009

Transition and Support					1	0
9.84	Describe support services prior to go-live (planning, documentation, training, knowledge transfer, etc.).	Technical	2	0			BR-064
9.85	Describe support services post go-live/pre-acceptance. Describe handoff and transition to City support.	Technical	2	0			BR-065
9.86	When in post acceptance production, the City's model for support escalation will be user to City Helpdesk, City Helpdesk to City system admins, City system admins to provider support. Describe long term post production vendor support models (including days and times). If multiple exist, indicate within this description which model is included with this proposal, and what other models are available (and cost difference from proposal cost). Elaborate on support coverage options/native services for off-hour and holidays.		2	0			BR-065
9.87	How many known outstanding defects exist for the current version/release for each major proposed solution component?	Technical	1	0
9.88	Describe patch/upgrade frequencies for all major components of the proposed solution.	Technical	2	0			BR-066
Security and Availability					1	0
9.90	Describe data in transit security capabilities of the solution. Include cypher(s) used and key strength. Does solution support a minimum of 256-bit, and utilize most recent versions of SSL, TLS, or Secure FTP?	Sensitive data	1	0			BR-025
9.91	Describe data at rest security capabilities of the solution. Include cypher(s) used and key strength. Does solution support a minimum of 256-bit?	Sensitive data	1	0			BR-025
9.92	Describe user access controls for the proposed solution. Describe how the solution accommodates role-based access (RBAC) to limit access to application resources based on only what is needed for a particular user role.	Sensitive data	1	0			BR-025

BR-029

BR-031

9.93	System should support interoperability with, and stream logs to, the City’s centralized Security Information and Event Management (SIEM) platform (Splunk) for, at a minimum, all security related events including logon, logoff, data modification, data deletion, change in rights or permission levels, and the addition of data/information to the application. Logs must include user ID generating the transaction, time of the transaction, and details regarding the activity (e.g., logon, logoff, or data details).	Sensitive data	1	0	BR-025
9.94	Describe proposed approach to system backups and recovery. Specify whether or not the proposed approach is bundled with the proposed solution. Describe Recovery Point Objective (RPO - max data loss) and Recovery Time Objective (RTO - max unavailability) for the solution.	Criticality	1	0	BR-025

BR-065

BR-030

Cloud/Hybrid Specific					1	0
9.96	Describe administrative and management capabilities and functions.		2	0				Evaluator: if this is an on-premises proposal, do not grade 9.81 through 9.87.
9.97	Specify the hosting provider, and what security certifications/ratings they hold. Indicate whether or not they are Fedramp or StateRAMP (GovRAMP) certified, and if so at what level. Describe their disaster recovery capabilities and plans.	Technical	1	0			BR-025

BR-030

9.98	Is solution architecture a multi-tenant or single-tenant design? Vendor must ensure that City data is logically separated from third parties to ensure no leakage of City data occurs. For sensitive data stored within SAAS or a third-party cloud, the City should generate and control the encryption keys for the data, where applicable.	Sensitive data	2	BR-025
9.99	Provide specific requirements for customer connectivity (network, Internet service, etc.).	Technical	2
9.100	Describe advertised up-time, and recovery times for major components of the proposed solution. Include standard SLAs if applicable.	Criticality	2	BR-065

BR-030

9.101	Describe ability for hosted elements to be monitored locally by the customer (e.g. availability monitoring by local customer SolarWinds instance).	Technical	2
9.102	Describe geographic redundancy for the solution (include locations). City data must all reside within the continental United States.	Criticality	1
9.103	Describe security (physical and logical). What security industry standards are followed (e.g. NIST, ISO, SOC2)? What facility security and security practice certifications does the Offeror hold?	Sensitive data	2	BR-025
9.104	Describe the ability to use single sign-on based (SSO), multi-factor authentication utilizing City directory services or City Microsoft Azure tenant, with Microsoft Authenticator.	Sensitive data	1	BR-025

BR-026

9.105	Describe OEM and Contractor philosophy/terms & conditions regarding security ownership. What responsibilities lie with the OEM and/or contractor? What responsibilities lie with the Customer?	Sensitive data	1	0			BR-025
9.106	All data collected on behalf of the City of Columbus is the property of the City. None of the data will be used for any other purpose. Upon termination or, expiration of any contractual agreement, Vendor/Proposer will retain the City’s data for a minimum of ninety (90) days and will transfer City data in its possession to the City at no cost by using a method that protects the confidentiality of the information being exchanged and as agreed upon by the City but, at a minimum, data records will be provided in ASCII comma, separated value (CSV) format, with binary images in TIFF, JPG, or PDF format.	Other	1	0			BR-060
9.107	Please describe the solutions capabilities for real-time replication of data to City server/database.	Technical	1	0			BR-004
Artificial Intelligence (AI)					1	0
9.109	Is the proposed solution AI-oriented, or does it incorporate AI functionality? If so, provide a brief summary.	Technical	1	0				Evaluator: if this is an on-premises proposal, do not grade 9.81 through 9.87.
9.110	What function does the AI system perform, and for what purpose? If the system performs multiple functions, list each discretely and reference below. For features that are configurable, please describe all configuration options and default settings.	Technical	1	0
9.111	How was the AI system trained? What data was used? How often is data added to the training set? Was all training data legally obtained and its use fully licensed?	Technical	1	0
9.112	Provide a general description of the model(s) used (e.g., large language model, transformer, deep learning, supervised learning, built on an existing open source model, computer vision).	Technical	1	0
9.113	What are the inputs to the AI system? What are its outputs? What interfaces and integrations are supported?	Technical	1	0
9.114	What biases does the tool exhibit and how does it handle that bias? This can include but is not limited to biases on human factors such as gender, race, socioeconomic status, disability, culture, age, or other protected classes, or biases on general factors such as a sampling bias, survivorship bias, detection bias, or observer bias.	Technical	1	0
9.115	How does the AI system handle outliers? Do overwritten decisions feed back into the system to help calibrate it in the future?	Technical	1	0
9.116	What conditions does the model perform best under? Are there minimum requirements for the quantity of records/observations?	Technical	1	0
9.117	What conditions does the model perform poorly under? What are the limitations of the AI system? What kinds of errors can it make (e.g., hallucinations) and what conditions make those errors more likely?	Technical	1	0
9.118	Please describe any considerations relevant to local, state, industry, or other specific jurisdictional regulations.	Technical	1	0
9.119	How is the AI tool monitored to identify any problems in usage? Can outputs (recommendations, predictions, etc.) be overwritten by a human, and do overwritten outputs help calibrate the system in the future?	Technical	1	0
9.120	Has the Offeror or an independent party conducted a study on the bias, accuracy, or disparate impact of the system? If yes, can the Agency review the study? Include methodology and results.	Technical	1	0
9.121	How can the City flag issues related to bias, discrimination, or poor performance of the AI system?	Technical	1	0
9.122	How has the Human-Computer Interaction aspect of the AI tool been made accessible, such as to people with disabilities?	Technical	1	0
9.123	Please share any relevant information, links, or resources regarding your organization’s responsible AI strategy.	Technical	1	0

possible 25 25

&"-,Bold"&18Offeror Response Workbook

10 - Cost

10	Cost	Cost	0.0
		GRADING

Provide descriptions, or answers to questions for the following:

Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
10.8	Describe your basic support and maintenance package; summarize the services, deliverables and terms included.					Technical			1	0
10.9	Describe optional support and maintenance packages; summarize the services, deliverables and terms included. Explain cost differences.					Technical			1	0
10.10	Describe the pricing model used to respond to the request for pricing information. List roles, types of role-based license (e.g. concurrent, perpetual or named, etc.), and any server licensing requirements, etc.					Other			1	0
10.11	Will you extend negotiated terms and discounts to future purchases for a defined period of time? If so, for what period of time?								1	0
10.12	Explain any special licensing or separate modules required for the proposed solution.					Technical			1	0
10.13	Describe any feature/functionality/module bundling options, or if solution is all inclusive.								1	0
10.14	Are there any additional costs or licensing required for development, disaster recovery, staging or testing environments?					Other			1	0
10.15	Are there any additional costs for support and maintenance of the third party application integration/interface solution(s)?					Other			1	0
10.16	Can caps be negotiated on year-over-year increases in subscription, licensing, support and maintenance fees?					Other			1	0

Proposed Cost

Offeror will include solution pricing in Tab 11. 10 0 Evaluators: This grade is based on Tab 11 - Solution Pricing.

Total weight	17
Total Calc'd score		0
Total possible score		68
Percentage		0

0 5

&"-,Bold"&18Offeror Response Workbook

11 - Solution Pricing

11	Solution Pricing	Cost
Solution Pricing Instructions
	Offerors, please utilize this worksheet to record pricing details for the solution proposed. Please adhere to the Categories listed in Column B. Please insert additional rows for additional items required for a category. Offeror Columns to be filled in are B (Category), C (Vendor Part #), D (Item description), E (Term Price, e.g. $100/month), F (Annual Unit List Price), G (Discount %), J (Quantity of item in Year 1 - implementation), M (Quantity of item in Year 2), P (Quantity of item in Year 3), S (Quantity of item in Year 4), V (Quantity of item in year 5).

Optional Item/Add-on (and Annual) is for items that are NOT part of the proposed solution and proposed solution cost -- they are optional and considered above and beyond the project and proposal scope. They are informational only.

Solution Pricing Details

Bill of Products and Services									Year 1 (implementation)			Year 2			Year 3			Year 4			Year 5			TOTAL
Item #	Category	Vendor Part #	Item Description	Term Price (if applicable)	Annual Unit List Price	Discount %	Annual Unit offered Price	Comments	Qty	Extended List Price	Extended Offered Price	Qty2	Extended List Price3	Extended Offered Price4	Qty5	Extended List Price6	Extended Offered Price7	Qty8	Extended List Price9	Extended Offered Price10	Qty11	Extended List Price12	Extended Offered Price13	Extended List Price14	Extended Offered Price15
11.13	Hardware		Hardware item 1				$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.14	Hardware		Hardware item n…				$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.15	(Offerors: Insert additional rows as needed for each category)						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.16	Software License		Software License item 1				$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.17	Software License		Software License item n…				$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.18	Implementation Services		…				$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.19	Implementation Services						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.20	Training Services						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.21	Training Services						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.22	Other Project Related Cost						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.23	Other Project Related Cost						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.24	Subscription						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.25	Subscription						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.26	Annual Maintenance/Support						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.27	Annual Maintenance/Support						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.28	Other Annual Recurring Cost						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.29	Other Annual Recurring Cost						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.30	Optional Item/Add-on*						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.31	Optional Item/Add-on*						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.32	Optional Annual Item/Add-on*						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.33	Optional Annual Item/Add-on*						$ - 0			$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.34
11.35	PROPOSAL TOTAL									$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
11.36	Optional Item/Add-on Total (Note: these are NOT included with the proposal, or proposal total)									$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0

5-Year TCO by Category	Year 1 (implementation)			Year 2			Year 3			Year 4			Year 5			TOTAL
Category		Extended List Price	Extended Offered Price		Extended List Price	Extended Offered Price		Extended List Price	Extended Offered Price		Extended List Price	Extended Offered Price		Extended List Price	Extended Offered Price	Extended List Price	Extended Offered Price
Hardware		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Software License		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Implementation Services		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Training Services		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Other Project Related Cost		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Subscription		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Annual Maintenance/Support		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
Other Annual Recurring Cost		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0
PROPOSAL TOTAL		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0

OPTIONAL - NOT PART OF PROPOSAL TOTAL
Optional Item/Add-on*	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Optional Annual Item/Add-on*	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Optional Item/Add-on Total	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

&"-,Bold"&18Offeror Response Workbook

Sheet1 Evaluation Criteria

Evaluation Criteria	Description	Weight (points)	Evaluator scorecard
Project Approach	Project practices; approach to planning, design, solution, testing, training, services, support, etc.	20	0.0
Past Performance	Past City experience, Offeror customer references (quality, cost, timeliness, support, etc.).	15	0.0
Quality and Feasibility	Business and Technical specifications/requirements met.	25	0.0
Competency	Offeror core competencies, Project Manager qualifications, Engineer/SME qualifications, other project staff qualifications.	20	0.0
Offeror Ability	Availability, RFP terms and conditions compliance, subcontractor information, etc.	10	0.0
Response Clarity and Efficiency	Completeness, accuracy, and organization of response items, descriptions, attachments, etc., and alignment with this RFP.	5
Cost	Direct initial and recurring costs; third party costs proposed as part of the offer	5	0.0
TOTAL		100	0.0
				l

File details come from the government source that posted it. Updated Sep 26, 2025.