3-2026-071 RFP Foltz Courthouse File Recovery and Scanning.pdf

RFP 2026-071 Page 1 of 15

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LOS ANGELES

REQUEST FOR PROPOSALS

(Non-IT Services)

RFP # 2026-071

FOLTZ COURTHOUSE WATER INTRUSION FILE RECOVERY AND SCANNING

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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 file recovery and scanning services for Court documents impacted by water intrusion at the Clara Shortridge Foltz Courthouse. 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 file recovery and scanning services for Court documents impacted by water intrusion at the Clara Shortridge Foltz Courthouse 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 Date(s)

Site Visit Registration Deadline See Bonfire for Date(s)

Pre-Site Visit Virtual Conference See Bonfire for Date(s)

Site Visit (MANDATORY – In Person Attendance REQUIRED) See Bonfire for Date(s)

Post-Site Visit Virtual Conference See Bonfire for Date(s)

Deadline for Submission of Questions See Bonfire for Date(s)

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

See Bonfire for Date(s)

Proposal Evaluations August 2026 (estimate)

Notice of Intent to Award August 2026 (estimate)

Start Date of Services 9/1/2026 (estimate) 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. Cost Proposal Workbook

Proposer must download, complete and submit the Cost Proposal Workbook where indicated on Bonfire.

3. Labor Hours Workbook

Proposer must download, complete and submit the Labor Hours Workbook 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. Mandatory Site Visit. Proposers must attend the mandatory site visit scheduled in section C of this RFP. In order to attend the site visit, Proposers must first register and qualify for the site visit.

• Proposers must submit the number of anticipated attendees for the site visit from their firm. Due to limited space, the Court may at any time request that you limit the number of attendees from your firm.

• Proposers must submit proof of the required licensure outlined in paragraphs 5-7 of this Section E. Please note only the attendees with the California Asbestos O&M Certification (or a more stringent certification) may enter contaminated rooms during the site visit.

This information must be sent no later than the date specified in section C of this RFP to the Court's assigned Procurement Analyst via email.

Only those interested Proposers who provide the above requested information with valid licensure will be extended an invitation to the mandatory site visit. Failure to provide the required information, invalid licensure or late delivery of the required information may result in the Court not extending an invitation.

3. 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.

4. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below. The Court Standard Business Terms and Conditions 5.0 describes the Court’s specific insurance requirements.

☒Standard Business Terms and Conditions 5.0, Section 23.2 Insurance Requirements – Specific Coverages

☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability

☒ $5 million per occurrence and $5 million annual aggregate ☒ Commercial Automobile Liability ☒ Contractor’s Pollution Liability

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5. 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.

6. Registered with the Department of Industrial Relations (DIR). All contractors and their respective subcontractors must be registered with the DIR prior to submitting a bid for Public Works projects. The Court cannot award a contract to an unregistered contractor and will not consider any proposal from an unregistered contractor or contractors with unregistered subcontractors.

7. Other Required Licensure. All contractors, subcontractors and/or staff working directly on the project must provide have the required licenses and/or certifications. The Court will not consider any proposal from a contractor that does not meet the required standards or have the following licenses and/or certifications at a minimum:

• Cal/OSHA Registration: The Proposer must be registered with the Cal/OSHA Asbestos and Carcinogen Unit.

• California Asbestos Certifications: The Proposer must utilize technical staff for this project with the following minimum certifications (as applicable for the respective positions):

o Containment Construction, Exposure Control, Cleaning of File Materials within Containment, Shredding, Packaging of materials for destruction:

Asbestos Worker (32-Hour Course) o Document Handling, Scanning, Decontamination of personnel, equipment, and materials exiting the regulated work area:

Asbestos Worker (32-Hour Course), or O&M Certification (16-Hour)

• For the site visit, the O&M Certification is sufficient for attendees entering contaminated area. Attendees without this certification (or a more stringent certification) cannot enter contaminated areas.

o Oversight of all regulated work activities, maintenance of containment integrity, supervision of asbestos work practices:

Asbestos Supervisor (40-Hour Course)

• Exposure Controls: Under Cal/OSHA §1529, the contractor must enforce regulated work zones, use proper PPE (respirators), perform air monitoring, and provide decontamination units.

8. 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

RFP 2026-071 Page 6 of 15 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.

Due to the urgency of the procurement and the need for expedited review and evaluation, the Court recommends that Technical Proposals do not exceed 10 pages excluding any cover pages, table of contents, staff resumes and proof of licenses/certifications.

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. The Work Plan must include the following elements at a minimum:

• Proposer’s procedure and protocol for maintaining a chain of custody of confidential documents.

• An approximate project timeline for completion of all document restoration services at the Foltz Courthouse.

• Your firm's estimate on the actual quantity of files requiring recovery.

• Detailed description of past performance from at least three (3) projects of similar nature/scope that demonstrate your firm's capabilities.

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. 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). At a minimum, the Proposer must provide proof of the following licensure/certification:

• Department of Industrial Relations (DIR) Registration

• Cal/OSHA Registration: The Proposer must be registered with the Cal/OSHA Asbestos and Carcinogen Unit.

• California Asbestos Certifications: The Proposer must utilize technical staff for this project with the following minimum certifications (as applicable for the respective positions):

o Containment Construction, Exposure Control, Cleaning of File Materials within Containment, Shredding, Packaging of materials for destruction:

Asbestos Worker (32-Hour Course)

RFP 2026-071 Page 7 of 15 o Document Handling, Scanning, Decontamination of personnel, equipment, and materials exiting the regulated work area:

Asbestos Worker (32-Hour Course), or O&M Certification (16-Hour) o Oversight of all regulated work activities, maintenance of containment integrity, supervision of asbestos work practices:

Asbestos Supervisor (40-Hour Course)

• Exposure Controls: Under Cal/OSHA §1529, the contractor must enforce regulated work zones, use proper PPE (respirators), perform air monitoring, and provide decontamination units.

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

G. COST PROPOSAL

1. Proposer shall download, complete and submit on Bonfire, where indicated, the Cost Proposal Workbook and the Labor Hours Workbook for the services described in the Statement of Work.

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

3. The Court estimates no more than 5,000 linear feet of files with an average of 1/2" file thickness will require recovery and scanning. Actual totals may vary.

• Proposers are required to submit cost proposals for recovery and scanning of 5,000 linear feet of files. This total shall be documented in the "Proposal Price" section of the Cost Proposal Workbook.

o If your firm is selected for award, this total will become the "Not to Exceed" contract total. All file recovery services under 5,000 linear feet would be invoiced against this "Not to Exceed" total at the per linear foot rate specified in your cost proposal.

• Proposers are required to submit cost proposals for per linear foot recovery and scanning of any files over 5,000 linear feet. This total shall be documented in the "As- Needed Services" section of the Cost Proposal Workbook.

o If your firm is selected for award, this rate would become the "As Needed" rate for file recovery services over 5,000 linear feet.

4. Costs in the Labor Hours Workbook will be used for the Court's price analysis, only.

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.

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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 14%

Credentials of Proposer’s Personnel to be Assigned to the Project 13%

Quality of Work Plan Submitted 40%

Cost 30%

Disabled Veteran Business Enterprise 3%

I. ADDITIONAL PROVISIONS

1. Asbestos Containing Material (if applicable). Any contractor selected to perform renovation and/or demolition activities at a court facility must be aware of the potential hazards of asbestos and must have a written program complying with applicable laws that establishes the safety and work procedures to be followed by the Contractor and its employees when the activities involve asbestos containing materials.

2. Disabled Veteran Business Enterprise (DVBE) Preference.

• 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

• 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. Generative Artificial Intelligence (GenAI)

• Definitions.

“Artificial intelligence” or “AI” means technology that enables computers and machines to reason, learn, and act in a way that would typically require human intelligence.

“Generative Artificial Intelligence” or “GenAI” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, audio, code, and data visualizations, that emulates the structure and characteristics of the system’s training data.

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

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• In its proposal, Proposer must notify the Court if Proposer’s goods or services contain or utilize GenAI (or will contain or utilize GenAI), or if GenAI is or will be included in any services, goods, or deliverables that materially impact:

o functionality of a Court system (i.e., the work using GenAI could have a significant, substantial effect on the system’s data integrity, availability, confidentiality, or security, and failure to perform such work in accordance with the contract could cause major disruptions to court operations);

o risk to the Court (i.e., the work using GenAI could have a significant, substantial effect on the Court’s operations, finances, security, or reputation, and failure to perform such work in accordance with the contract would constitute a high likelihood of damage to the Court); or o contract performance (i.e., when failure to conduct work which uses GenAI in accordance with the contract would constitute a material breach of contract).

• Proposer’s failure to disclose GenAI to the Court may result in disqualification (at the Court’s sole discretion), and the Court reserves the right to seek any and all relief it may be entitled to as a result of such non-disclosure.

• The Court reserves the right to incorporate GenAI-related provisions into the final contract and to reject bids/offers that present an unacceptable level of risk to the Court, as determined by the Court in its sole discretion.

4. 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.

5. Payment Bond (if applicable). A payment bond will be required, before commencement of work, on any public works projects resulting from this solicitation in excess of twenty-five thousand dollars ($25,000).

6. Public Works / Prevailing Wages (if applicable).

• This is a Public Works project (as defined by California Labor Code §§ 1720 & 1771).

The selected contractor, and all its subcontractors, will be subject to the Prevailing Wage rules and regulations imposed by the California Labor Code, Division 2, Part 7, Chapters 1-2 (§§ 1720-1815); and the California Code of Regulations, Title 8, Division 1, Chapter 8, Subchapters 3-6 (8 CCR §§ 16000-17264). The selected contractor, and all its subcontractors, will have been registered with the Department of Industrial Relations prior to submitting a proposal, and will be responsible for paying its workmen at least Prevailing Wages, maintaining certified payrolls for inspection by the Division of Labor Standards Enforcement of the Department of Industrial Relations, and complying with all other applicable rules and regulations governing Public Works and Prevailing Wages. The selected contractor or subcontractor’s failure

RFP 2026-071 Page 10 of 15 to do so may subject it to fines, penalties, and civil suit; a ban from bidding on future Public Works projects; and misdemeanor penalties.

• The selected contractor will be responsible for complying with all applicable federal, state, and local prevailing wage requirements whether referenced or not.

• The California Department of Industrial Relations website includes further information about Public Works and Prevailing Wages, including how a contractor can register with the Department of Industrial Relations and Prevailing Wage rates as determined by the Department of Industrial Relations:

http://www.dir.ca.gov/Public-Works/PublicWorks.html http://www.dir.ca.gov/Public-Works/PublicWorks.html

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ATTACHMENT A – STATEMENT OF WORK (SOW)

A. BACKGROUND / PURPOSE

Contractor is required to scan affected documents resulting from a water intrusion which has impacted multiple file storage areas on the 2nd floor of the Clara Shortridge Foltz Courthouse.

Sampling has been conducted to confirm the presence of Asbestos Containing Material in various areas throughout the affected file storage rooms. File Scanning is being requested to recover the content of the files. Initial assessments of the quantity of impacted files is estimated at 100,000 files, or no more than 5,000 linear feet of 1/2 inch average width files. One file is considered the manilla folder containing multiple articles of documentation and may vary between each file on the quantity of documents included in each file folder.

B. DETAILED DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

Contractor, its agent, employee and/or subcontractor must be certified to work within containment while handling materials or documents that are considered as contaminated with asbestos containing materials.

Contractor will be working under the direction of the Court for the required services.

Staff who have been or are willing to submit to a background check and badging by either the Court or the Judicial Council of California are required for performance of services.

Process for file removal:

The process for carrying out the file removal will include:

• Contractor staff will use the court staff elevator to gain access to the second-floor file storage room.

• Contractor staff will outfit themselves in appropriate PPE to enter the contained space with a file transfer cart.

• Once inside the space, removal of files from the existing shelving units must occur in the order as they are currently stored and placed onto the file transfer cart.

• Removal and decontamination of the file transfer cart must occur to allow for exiting of the containment in adherence with all federal, state and local requirements and guidelines.

• Contractor staff shall travel with the contained cart to the staff elevator and proceed to the S-level loading dock area where the file scanning containment area is planned.

• Contractor staff will proceed into the contractor provided contained area to proceed with the scanning of the files which must occur with the same organization as they were located on the storage shelving.

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Contractor will also be required to provide a detailed floorplan with shelving units identified and tagged for referencing of where the digital files were recovered from and file count for each transfer.

Path of travel for file moving:

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Photos of 2nd FL File Room:

Scanned file process:

All files are considered confidential. The contractor will be required to document the chain of custody for batches of files being removed from shelving, transporting, scanning, and staging for removal. The chain of custody will reflect all technicians involved on each step of the process for the files being handled.

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All scanned files will be required to be scanned in PDF file format with the physical file identification used to label each scanned image. Once files are scanned, the contractor will be required to bag the files and clearly identify the bags with reference to the specific files on a log that can be referenced if any files require re-scanning.

Bagged files will then be relocated to a temporary secured staging room pending quality checks of the scanned images by Court personnel. Once bagged items can be quality checked they will be released for disposal to the Judicial Council of California in adherence with all Federal, State, and local guidelines and requirements.

Project Requirements:

Contamination Type Description of Work/Services to be Performed

Airborne Asbestos/ Water Assumed to Contain Asbestos

• Inventory of paper documents, Audio/Video tapes, Microfiche / Magnetic tapes / CD-Discs (herein referred collectively as Files/Documents) impacted by the incident.

• Working with a court contracted third party monitoring contractor to oversee containment construction and scanning process.

• Moving of potentially contaminated documents via covered cart.

• Preparing and scanning of documents impacted directly and/or by water assumed to contain asbestos or airborne ACM.

• Scanning of documents per governing Federal and State regulations and guidelines.

• Maintain order of all files/documents during packing, removal, and scanning process

• Cataloging of documents impacted by the incident scanned and saved onto thumb drives according to physical file identification.

• Providing certifications for employees and sub-contractors working on project.

• Providing of sign in/out logs for anyone entering containments.

• Providing certified payroll reports following completion of work.

• Cleaning / Remediating / Packing Materials / Accessories, as needed.

• Procedure 5 Work Plan, SCAQMD notification/processing Charges.

• Department of Industrial Relations (DIR) registration.

C. APPLICABLE STANDARDS/LEGAL REQUIREMENTS CONTRACTOR MUST ABIDE

Contractor must provide examples of controls and have the following certifications, registrations, and/or licenses in order to perform the work under this SOW:

• Cal/OSHA Registration: The contractor must be registered with the Cal/OSHA Asbestos and

Carcinogen Unit

• California Asbestos Certifications:

RFP 2026-071 Page 15 of 15 o Containment Construction, Exposure Control, Cleaning of File Materials within Containment, Shredding, Packaging of materials for destruction:

• Asbestos Worker (32-Hour Course) o Document Handling, Scanning, Decontamination of personnel, equipment, and materials exiting the regulated work area:

• Asbestos Worker (32-Hour Course) or

• O&M Certification (16-Hour) o Oversight of all regulated work activities, maintenance of containment integrity, supervision of asbestos work practices:

• Asbestos Supervisor (40-Hour Course)

• Exposure Controls: Under Cal/OSHA §1529, the contractor must enforce regulated work zones, use proper PPE (respirators), perform air monitoring, and provide decontamination units.

D. DELIVERABLES SCHEDULE

The project deliverables consist of the scanned PDF files submitted to the Court immediately via thumb drive following completion of file recovery and scanning. Thumb drive submittal to the Court will be due at the end of each two-week phase of progress on the project.

E. INSPECTION AND/OR ACCEPTANCE CRITERIA

All scanned files are subject to quality checks of Court personnel to verify the legibility and quality of the scanned images. The Court reserves the right to request files are re-scanned if they do not meet the legibility and quality standards of Court documents.

F. CONTRACTOR’S RESPONSIBILITIES

• Contractor will identify its Project Manager for the resulting agreement. The Project Manager will be responsible for managing, scheduling, and coordinating the activities of the Contractor.

• Contractor will work closely with the designated Court’s staff, Project Manager, and Facilities and Capital Projects Department.

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

• Contractor will provide the services requested by Court as addressed in this Exhibit.

G. COURT’S RESPONSIBILITIES

The Court shall identify the Court’s representative for the resulting agreement. The Court representative will be responsible for managing, scheduling, and coordinating Service Requests.