3-2026-004 RFP Mass Notification System.pdf

RFP 2026-004 Page 1 of 11

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LOS ANGELES

REQUEST FOR PROPOSALS

(IT Goods / Services)

RFP # 2026-004

MASS NOTIFICATION SYSTEM

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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 a secure, cloud‐based mass notification system that includes installation, configuration, program modifications, and training services. 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 a mass notification system meeting the requirements set forth in the Statement of Work. The awarded contract will have an initial term of three (3) years with up to two (2) one-year extensions.

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(s)

Deadline for Submission of Questions See Bonfire for exact date(s)

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

See Bonfire for exact date(s)

Proposal Evaluations Month of February 2026 (estimated)

Interviews / Demonstrations (Optional, at the Court’s discretion)

Month of February 2026 (estimated)

Notice of Intent to Award Month of February 2026 (estimated)

Start Date of Services Month of March 2026 (estimated) 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. Security and Hosting Requirements Worksheet (Questionnaire)

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

3. Third Party Security Risk Assessment Questionnaire (Questionnaire)

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

4. Court Online Procurement Procedures

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

5. 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.

6. Required Forms

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

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. Required Forms. Proposer must complete and submit all Required Forms posted 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.

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 and a project timeline beginning from the start of implementation. The Security and Hosting Requirements Worksheet will be considered as part of the Work Plan.

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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. 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).

5. Required Forms. Proposer shall complete and submit all Required Forms posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer shall submit on Bonfire, where indicated, its pricing for the services described in the Statement of Work.

2. There is no Court specified format for the Cost Proposal. However, Proposers must include total pricing separated by the initial three (3) year term and the two (2) one-year option terms.

3. 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.

EVALUATION CRITERIA PERCENT

WEIGHTED

Experience on Similar Assignments 10%

Credentials of Proposer’s Personnel to be Assigned to the Project 5%

Quality of Work Plan Submitted 32%

Cost 50%

Disabled Veteran Business Enterprise 3%

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I. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. 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.

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

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ATTACHMENT A – STATEMENT OF WORK (SOW)

I. OVERVIEW

The Superior Court of Los Angeles County (SCLAC) seeks to purchase a secure, cloud‐based mass notification system that includes installation, configuration, program modifications, and training services. This system will be accessible to all SCLAC employees to receive emergency alerts on a variety of mediums including (not limited to): cell phone (voice), cell phone (text), multiple email addresses, computer/ desktop pop-up, and VoIP phone/ PA System.

Background

As the largest trial court in the world, SCLAC has more than 4700 employees and 580 judicial officers in 38 courthouses serving Los Angeles County. In recent years, the Court has implemented a web-based mass notification system, conducting tests and exercises alongside its use during specific emergencies. This system currently obtains employee data from court servers.

The Court’s Office of Public Safety (OPS), Court Technology Services (CTS), and Human Resources (HR) partner to handle the upkeep and maintenance of the most broad-based emergency communications system:

• OPS is the general gatekeeper of the mass notification system. Typically responsible for contract administration, operator training, and general maintenance/ system configuration.

• CTS is responsible for using Microsoft Intune as the conduit to enable the transfer of contact information into the mass notification system. Additionally, CTS will be available to assist OPS with general maintenance and system configuration as needed.

• HR ensures only the requested employee contact data is available from HR records and is responsible for providing notice to represented employees about changes to the mass notification system.

For these reasons, SCLAC is looking for vendors who specialize in mass notification systems to submit proposals for services.

II. SCOPE OF WORK

A. Deliverables

SCLAC OPS/EMD is looking for a cloud-based solution that is flexible and intuitive, with strong privacy controls to meet its operational and compliance requirements.

The vendor will provide a cloud‐based system with licenses for 6,000 end-users. The system must

RFP 2026-004 Page 8 of 11 be designed to operate online, in real-time, 24 hours a day, 7 days a week under normal operating conditions to ensure users can receive emergency alerts from any work location within Los Angeles County, and any communications modality (e.g. cell phone device, email).

At a minimum, the vendor’s solution must meet these basic, functional requirements outlined in Section 1 below. The vendor must indicate if their system meets these basic functional requirements in the Security and Hosting Requirements Worksheet and provides a detailed description to indicate if their systems meet the requirements.

Section 1. Functional Requirements

A. General Functionality

1. Initial configuration to be completed in collaboration with OPS, CTS, HR, and the Communications Office. After the initial configuration, most of the configuration upkeep can be completed by own org Administrator. Preferably able to test configurations in a “sandbox” account.

2. Alerts must have a situational awareness map option.

3. Must have the ability to use pre-configured templates or create a unique message from a mobile device without having to log in and use a desktop or laptop computer.

4. Product must be able to issue a Public Address recording to a VoIP phone and limit the number of consecutive calls to prevent exceeding the capacity of the VoIP phone system.

B. Information Portal

1. Must integrate with Microsoft Intune to retrieve basic user and device information. This data must be refreshed at least once nightly to ensure active user information is current.

Confirm compliance and provide a high-level description of the integration and update process, including any prerequisites or dependencies.

2. Must have a self-service function for individual users.

3. Ability for the employer to “lock” certain data fields.

C. Geo-fence option

1. Must be able to “draw” a shape on a map and notify employees within the shape or those who enter shape.

2. Desirable to have a shape library of preloaded shapes.

D. Employee Safety

1. Mobile SOS feature to help employees capture real-time footage of external threats using a mobile device camera. Feature intended to provide employees with a tool to ensure personal safety while in transit to/from the courthouse.

E. Alert Sending Options

1. Alerts can be formatted and branded by org alert publishers.

2. The alert publishers can schedule alerts to be sent later such as for a drill.

3. Templates must be color coded configurable and accepted anywhere the image is accepted (email, desktop popup). At a minimum, colors will be representative of a traffic light protocol system (Red, Yellow, Green, Purple).

4. Alerts must be able to be sent from a computer or mobile device.

5. Alerts must be configurable on a computer or mobile device.

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F. Alert Receiving Options

1. Alerts must be able to be received over multiple mediums (cell phone, computer, email).

2. Alerts must have built-in escalation order. If an alert is not acknowledged, the system is expected to automatically move on to the next registered alert medium.

3. Alert issuer must be able to schedule the duration of the alert in the same interface used to generate alerts.

G. Distribution Listings

1. Ability for alert senders to create dynamic distribution lists.

2. Ability for alert senders to create static distribution lists.

H. Training and Support

1. Training for technical staff (e.g., alert senders/ operators, and court technology personnel) supporting software applications.

2. Provide a “sandbox” training site that allows designated alert publishers an area to practice and simulate generating and sending alerts during drills.

3. System must have on-demand educational library of tutorials

I. Mobile Application

1. Mobile application must allow the same functionality as desktop, and not restrict alert issuers over previous use of email address (e.g., more than one account registered to a single email address).

2. Mobile Application- End-user friendly capable of alert publishing, management, and responding to alerts from sending organization (Court).

3. Allow employees to share location while using the app such as transiting to/ from a courthouse.

J. Internal communication

1. Alerts must have a call bridge option.

K. Desirables

1. Alert sharing to external network capability.

2. Ability to send out multiple messages, each with unique text to different groups (both dynamic and static) simultaneously, for a single event.

3. Ability to alert employees assigned to multiple locations; essentially, employees can designate multiple court locations for notification.

4. Ability to assign multiple individuals within the organization to receive alerts of system outages or maintenance in a timely manner.

5. Availability of a vendor representative to meet at least biannually with the organization

Administrator and CTS representative(s) to ensure that updates and any technical issues are addressed promptly and directly.

6. Gunshot detection system.

7. Information Portal.

8. Public temporary opt-in feature.

9. “Do not disturb” feature for permanent (non-public) end-users.

10. Location awareness (tracking) (see employee safety “D.”).

11. Ability to record first 30+ seconds of any outgoing calls placed to emergency services, PSAP, 911, etc. Tie into VoIP telephone system.

12. System Interoperability - Able to receive network alerts from other organizations or government agencies that could impact own organization operations and safety of

RFP 2026-004 Page 10 of 11 employees. (e.g., if county, city emergency management issues alert).

Section 2. Hosting & Security Requirements

Vendor’s solution must meet the data security requirements of the Judicial Council of California listed below. Vendor must complete the Security and Hosting Requirements Worksheet and provide a detailed description to indicate if their systems meet these requirements:

1. Environmental technology requirements for optimal functioning of the software.

2. Provisions to ensure that web traffic can be rerouted or reconnected in the event of a system, network, or major component failure.

3. Data center specifications including verification of residence in the contiguous lower 48

United States.

4. Organizational cyber security certifications (e.g., FedRamp certified, etc.)

5. OAuth or SAML SSO authentication support.

6. Service Level Agreements (SLAs) and service response times.

7. Disaster recovery plan.

8. Is there redundancy built into the system? Describe any single point of failure.

9. Any limits on the number of APIs or third‐party connections that you can support within the SaaS or hosted option.

10. Provide a report of any known security breaches of the proposed system during the last two years and your response.

11. Encryption of the data.

12. Vendor must acknowledge that the Court’s data shall be treated as confidential information. The vendor further warrants that it will maintain the confidential nature of the Court’s data and will not disclose the data or its contents to third parties without the Court’s express written consent.

Vendors must complete the Security and Hosting Requirements Worksheet to indicate if their system(s) meet the hosting and security requirements of the Court.

III. RESPONSIBILITIES

A. Contractor Responsibilities

a. Contractor will identify its Project Manager for this project. The Project Manager will be responsible for managing, scheduling, and coordinating the activities of the Contractor.

b. Contractor will provide a project plan.

c. Contractor will provide monthly updates to the Court’s Project Manager(s).

d. Contractor will work closely with the designated Court staff/Court’s Project Manager.

e. Contractor will proactively assist with the resolution of issues with any aspect of the work.

f. Contractor will provide the services requested by Court in a timely matter.

B. Court Responsibilities

a. The Court shall identify the Court’s Project Manager(s) for this project. The Court Project

Manager(s) will be responsible for managing, scheduling, and coordinating the activities of the Court’s resources.

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b. The Court shall, at its discretion, make available to Contractor/Consultant reports, information, and other materials for tasks to start the project and continued access and accessibility as needed.