3-2025-152 RFP Asset-Inventory Management.pdf

RFP 2025-152 Page 1 of 14

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LOS ANGELES

REQUEST FOR PROPOSALS

(IT Goods / Services)

RFP # 2025-152

ASSET AND INVENTORY MANAGEMENT SYSTEM

Software or Software as a Service (SaaS)

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A. BACKGROUND / PURPOSE

The Superior Court of California, County of Los Angeles (Court) is requesting proposals from well-qualified Proposers to provide an Asset and Inventory Management System. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (RFP) are invited to submit a proposal.

This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (Bonfire) in accordance with the requirements set forth in this document. See the attached Court Online Procurement Procedures for further information.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court seeks an Asset and Inventory Management System meeting the requirements set forth in the Statement of Work.

C. RFP TIME-LINE

The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

RFP Issued See Bonfire for exact date

Pre-Bid Conference See Bonfire for exact date(s)

Deadline for Submission of Questions See Bonfire for exact date

Proposal Due Date (Late proposals will not be accepted by the Court)

See Bonfire for exact date

Proposal Evaluations - estimate 11/21/2025 – 12/5/2025

Demonstrations (Optional, at the discretion of the Court) -estimate

12/8/2025 – 12/19/2025

Notice of Intent to Award - estimate 1/6/2026

Start Date of Services - estimate 2/1/2026 https://lacourt.bonfirehub.com/

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D. RFP PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement.

2. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

3. Terms and Conditions

Proposers are encouraged to review carefully the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change. Proposers are not required to sign the Model Agreement at this time.

The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

4. Third Party Security Risk Assessment Questionnaire

Proposer must complete and submit the Questionnaire where indicated on Bonfire.

5. Baseline Core Requirements Questionnaire

Proposer must complete and submit the Questionnaire where indicated on Bonfire.

6. Required Forms Questionnaire

All forms posted on Bonfire must be completed and submitted electronically on Bonfire.

The completed forms will become part of Proposer’s proposal.

E. MINIMUM REQUIREMENTS

Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration.

The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award.

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1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court does not accept proposals submitted by email, except under limited circumstances as determined by the Court.

2. Experience and Capability. Proposer must have at least five (5) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on Bonfire.

3. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below. The Court Standard Business Terms and Conditions 4.0 describes the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 4.0, Section 20.2 Insurance Requirements

– Specific Coverages

☒ Workers Compensation/Employer’s Liability

☒ Commercial General Liability

☒ $1 million per occurrence and $2 million annual aggregate.

☒ Commercial Automobile Liability

4. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

5. Authorized Reseller (if applicable). A reseller of a manufacturer’s product must be an authorized reseller of the product being offered in its proposal.

6. Required Forms Questionnaire. Proposer must complete and submit the Required Forms Questionnaire on Bonfire as directed.

F. TECHNICAL PROPOSAL

In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal.

1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high‐level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements.

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2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work.

3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities.

4. Baseline Core Requirements Questionnaire. Proposer shall complete and submit the Baseline Core Requirements Questionnaire where indicated on Bonfire.

5. Business License and Certification. Upon request of the Court, Proposer must submit copies of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer (i.e. California State Board of Equalization Seller’s Permit and Business License).

a. A reseller of a manufacturer’s product must be an authorized reseller and have all necessary licenses to sell a manufacturer’s system.

6. Required Forms Questionnaire. Proposer shall complete and submit the Required Forms Questionnaire posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer shall provide pricing in their cost proposal. The Proposer shall provide pricing for an Asset and Inventory Management Software for three years including, but not limited to, the following items:

• Software licensing;

• Data migration;

• Implementation and integration;

• Training and support;

• Maintenance and updates; and,

• Travel and miscellaneous expenses.

2. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing the service.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below. An award, if any, will ultimately be made to the Proposer who provides the most value effective solution to the Court’s requirements.

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EVALUATION CRITERIA PERCENT

WEIGHTED

Experience on Similar Assignments 10%

Credentials of Proposer’s Personnel to be Assigned to the Project 10%

Quality of Work Plan Submitted (including response to the Baseline Core Requirements Questionnaire)

10%

Software Demonstration 17%

Cost 50%

Disabled Veteran Business Enterprise 3%

2. Software Demonstration. Only Proposers whose proposals are amongst the highest scored proposals will be invited to demonstrate its Asset and Inventory Management software to the Evaluation Committee. If invited, Proposers should be prepared to demonstrate the following features:

• Core features,

• User interface,

• Data management,

• Search functionality,

• Security, and

• Mobile access.

I. ADDITIONAL PROVISIONS

1. Disabled Veteran Business Enterprise (DVBE) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/cp/socioeconomic-programs

b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased by an amount equal to 3% of the total possible available points.

2. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under any such contracts executed under this RFP.

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3. Small Business Preference.

a. The Court has established rules and procedures for its Small Business Preference program. Qualified Proposers wishing to claim the Small Business preference should refer to the Small Business Preference Rules and Procedures – Information Technology Procurements for further information. The Court’s Small Business Preference Rules and Procedures – Information Technology Procurements can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/cp/socioeconomic-programs

b. A Proposer will receive a Small Business preference if, in the Court’s sole discretion, Proposer has met all applicable requirements. If the Proposer receives the small business preference, the score assigned to its proposal will be increased by an amount equal to 5% of the points assigned to the highest scored proposal.

If a DVBE incentive is also offered in connection with this solicitation, additional rules regarding the interaction between the Small Business preference and the DVBE incentive apply.

https://www.lacourt.ca.gov/pages/lp/procurement/cp/socioeconomic-programs

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ATTACHMENT A – STATEMENT OF WORK (SOW)

1.0 OVERVIEW OF WORK

1.0.1 The Court is seeking a qualified contractor to provide an Asset and Inventory Management System that provides a unified platform to manage both asset and inventory workflows. This includes features required by Business Operations (BusOps) and Court Technology Services (CTS) to support stockroom and asset ordering and tracking, Purchase Order (PO) tracking, cost center validation, and online fulfillment workflows. This document defines the core feature set and non-negotiable baseline functionalities that must be included in any awarded solution.

All work performed must meet the needs of Court staff and departments.

1.1 SCOPE OF WORK

1.1.1 The tasks and services outlined in this Statement of Work are essential to ensure a smooth and accurate flow of asset and/or inventory management for the Court staff who manage and utilize these programs.

1.1.2 Contractor’s scope of work shall include the ability to extract the correct data from the software for reports and perform functions that may already be in use by the Court, as described in this Statement of Work.

1.1.3 Contractor’s staff shall perform tasks and services described in this

Statement of Work, and no portion of the services described herein may be subcontracted without prior written consent of the Court.

1.1.4 Contractor must provide software that enables the management and tracking of both asset and inventory items from a single, centralized source.

1.1.5 Contractor must provide data backup and recovery.

1.2 BASELINE REQUIRED FEATURES (NON-CUSTOM)

1.2.1 Online Store Checkout Workflow

System must provide an internal-use web-based ordering interface that allows Court staff to request stockroom supplies (e.g., paper, pens, folders, etc.) from the Court’s central warehouse for daily fulfillment. The online store is intended for internal use only and must reflect the structure of internal Court operations, including the use of cost centers and location-based delivery.

1.2.1.1 Provide separate, web-based internal ordering interfaces for inventory, IT

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1.2.1.2 Must include catalog browsing, add-to-cart, cost center selection, shipping location selection, and order confirmation via email.

1.2.1.3 Fulfillment staff must be able to view submitted orders by user, order number, item number, cost center, and shipping location.

1.2.1.4 System must provide a web-based online store interface where internal users select items from an asset catalog, and cost centers and shipping locations are auto-populated based on user assignment.

1.2.1.4.1 System must provide the capability to associate unique cost centers with specific accounts and purchase orders. Each cost center is associated with a designated Court unit and its respective Court location or locations. Each user must be assigned one or more cost center(s), which must be selectable when processing a sales order.

1.2.1.4.2 The storefront must reflect In Stock or Out of Stock inventory levels and update automatically as purchase and sales orders are processed.

1.2.1.5 Ability to generate reorder reports using reorder calculations based on:

• On-hand inventory

• On-purchase-order quantity

• On-sales-order quantity

• Minimum Quantity

• Maximum Quantity

1.2.1.6 Users must be able to adjust min/max thresholds.

1.2.2 Cost Center Management

1.2.2.1 Assign users to one or more specific cost centers.

1.2.2.2 At checkout through online store, system must auto-populate cost centers based on user profile.

1.2.2.3 Users should not see or select cost centers outside of their assigned list.

1.2.2.4 Each cost center must be tied to one or more Court location(s).

1.2.2.5 System must validate cost center entries and record them for reporting.

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1.2.3 Purchase Order (PO) Tracking

1.2.3.1 System must support PO creation, submission, partial and full receipt.

1.2.3.2 All POs must be tied to vendor, cost, quantity, location, and item SKU.

1.2.3.3 Fulfillment workflow must allow receiving against PO.

1.2.3.4 PO numbers must be unique and stored in structured fields (not free-text notes).

1.2.3.5 PO fields must be available for search and reporting. PO should be searchable by Open POs, Closed POs, and All POs, as well as be able to search by other tied categories in 1.2.3.2

1.2.4 Reporting Requirements

System must provide built-in as well as ad hoc reports and reporting capabilities including:

1.2.4.1 Stock Issuance report by cost center

1.2.4.2 Open/closed/current order report

1.2.4.3 PO receiving report (by vendor, item, and date)

1.2.4.4 Reorder reports utilizing the suggested logic in 1.2.1.5.

1.2.4.5 Aging Reports

• Age of Assets (calculating from purchase date or date added into system if purchase date is unavailable)

• Time of Possession of Assets (calculating time spent in a specific location)

1.2.4.6 All reports are to be exportable to Excel, CSV, and PDF formats.

1.2.5 System Roles and Permissions

1.2.5.1 A single user profile should allow for access to one or more of the 3 modules (Inventory, IT Assets, Non-IT Assets).

1.2.5.2 Requestor: Allowed to browse store, view assets and inventory, and place orders only from assigned cost centers.

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1.2.5.3 Fulfillment Staff: Review and fulfill orders, receive items against PO, manage stock levels.

1.2.5.4 Administrator: Manage roles, add/remove users, configure cost centers, shipping locations, and reporting templates.

1.2.5.5 Power User: Run reports, view asset locations, and move assets.

1.2.6 Technical Requirements

1.2.6.1 System must support both asset and inventory modules in a single source platform.

1.2.6.2 System must be accessible via web and include mobile/tablet functionality.

• Mobile solutions/apps for network-connected devices to manage (add, delete, move, etc.) assets, including the ability to locate devices by IP address. The mobile application should fully support the core tasks and workflows available on the workstation to ensure a consistent and seamless user experience across platforms.

1.2.6.3 Ability to add additional status categories such as, “Pending E-Waste,” In

Repair,” and “Not at Location,” to enhance tracking and management.

1.2.6.4 Ability to segregate certain assets such as “grant funded equipment” to be ordered only by authorized users.

1.2.6.5 Ability to change and manage inventory status (e.g., purchasing, warehousing location, sales order, order fulfillment).

1.2.6.6 System must allow for the creation and modification of user-defined fields for ad hoc reports without requiring vendor customization. An example would be allowing report creation utilizing parameters such as ‘Sales Order Closed = True’.

1.2.6.7 Cloud-based with full audit logs and user action tracking capabilities.

1.2.6.8 In-service support and disposal of physical assets and inventory required by the Court.

1.2.6.9 At-a-glance database searches to display location, age, and total sum of assets and inventory.

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1.2.6.10 Assigning assets to specific individuals or locations.

1.2.7 Scope Protection and Change Management

1.2.7.1 All items listed in Section 1.2 are deemed core functionality and in-scope.

1.2.7.2 Any vendor proposing deviation from or exclusion of core features must disclose this in its proposal.

1.2.7.3 Post-award, any Project Change Requests (PCR) originating from the contractor must clearly demonstrate why and how a request falls outside this Statement of Work.

1.3 ADDITIONAL ASSET MANAGEMENT CAPABILITIES AND FEATURES (NON-CORE

REQUIREMENTS)

1.3.1 Ability to link assets to purchase orders and associate them with required fields

(e.g., asset number, cost, project assignment) within the system.

1.3.2 On-screen data reporting, search functionalities, and filtering of found items to facilitate efficient information retrieval and reporting.

2.0 TASKS

2.0.1 Contractor shall notify Court when additional services are recommended.

2.0.2 Contractor shall notify the Court if a subcontractor is planned on being utilized.

2.0.3 Contractor shall communicate with the Court’s designated coordinator to perform software maintenance and/or troubleshooting.

2.0.4 Contractor must complete all work prior to submitting an invoice to the Court for payment.

2.0.5 Contractor shall notify the Court of any days and times that Contractor will be closed for business (vacation, observed holidays, religious holidays).

3.0 CONTRACTOR’S APPROACH

3.1 Contractor's Organization and Personnel Qualifications

3.1.1 Contractor shall promptly notify the Court's Project Director of any changes of the personnel assigned to the functions and responsibilities described in Subsection 3.1.2 below.

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3.1.2 Contractor shall provide a full-time Project Director, or designee, who must have experience in services to be provided to Court. This person shall have primary responsibility for the Contractor’s performance of the project.

3.1.3 The following are the minimum qualifications for the Contractor's Project

Director:

(A) Ten (10) years of documented experience in the provision of services similar to those being solicited, of which two years are at progressively increasing levels of responsibility in a supervisory capacity.

3.1.4 The following is a brief description and non-exhaustive list, of the respon-sibilities of the Contractor's Project Director, in the implementation and ongoing delivery of services under this Statement of Work. The Contractor’s Project Director shall:

(A) Plan, manage, and coordinate the Contractor's efforts with the

Court on the project.

(B) Interface with the Court's Project Director or designee concerning any problems, modifications, contractual obligations, etc., on an ongoing basis.

(C) Be available to Court via telephone, at all times. Contractor shall provide a telephone number where Project Director can be reached.

(D) Have the authority to act for the Contractor on all Agreement matters relating to the daily operation of the Agreement.

4.0 COURT’S APPROACH

4.1 Inspections by Court

4.1.1 Court’s Project Director and/or Project Manager shall meet quarterly, or as needed, to ensure that the terms and conditions of the Agreement are being met. A summary report of findings, including all deficiencies, if any, will be prepared by the Court and submitted to Contractor’s Project Director, if deemed necessary by the Court for remedial action.

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4.1.2 If the Court determines that remedial action has not been taken, or if Contractor has not performed services according to the requirements of the Agreement, and Statement of Work, Court’s Project Director and/or Project Manager shall take appropriate action as specified in the Terms and Conditions of the Agreement.

4.2 Criteria for Acceptable or Unacceptable Performance

If the number of reprimands per month exceeds three (3), then service is deemed unacceptable or unsatisfactory.

When services are determined to be unsatisfactorily performed in the time stipulated, Court may still desire the service be properly performed prior to the next scheduled performance review.

4.3 Remedy of Defects

Notwithstanding a finding of unsatisfactory service and assessment of Unsatisfactory Performance Indicators, Contractor must, within a reasonable time period, remedy any and all defects in the provision of Contractor’s services and, as deemed necessary by Court, perform such services again at an acceptable level.

3.4 Unsatisfactory Performance Remedies

When Contractor’s performance does not conform to the requirements of the contract, Court will have the option to apply the following nonperformance remedies:

1. Require Contractor to implement a formal corrective action plan, subject to approval by the Court. In the plan, Contractor must include reasons for the unacceptable performance, specific steps to return performance to an acceptable level, and monitoring methods to prevent recurrence.

2. Pursue all remedies set forth in the Court’s Standard Business Terms and

Conditions of the Agreement.