3-SP-2026-0007 RFP for Sharepoint redesign services for Nevada Court.pdf

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF NEVADA

REQUEST FOR PROPOSALS

(IT Goods / Services)

RFP NUMBER SP-2026-0007

SHAREPOINT REDESIGN SERVICES

RFP SP-2026-0007 p. 1

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Nevada (“Court”) is requesting proposals from well-qualified Proposers to provide SharePoint Redesign 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 SharePoint Redesign Services 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

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 Process Month of June, 2026 (estimated)

Interviews / Demonstrations (Optional, at the Court’s discretion) Month of June, 2026 (estimated)

Notice of Intent to Award Month of June, 2026 (estimated)

Project Target Start Date Month of June, 2026 (estimated)

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.

https://lacourt.bonfirehub.com/

RFP SP-2026-0007 p. 2

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 carefully review 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. 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.

1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court will not accept proposals submitted by email, unless otherwise specified.

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 Standard Business Terms and Conditions 5.0 describes the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 5.0, Section 22.2 Insurance Requirements – Specific Coverages

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

☒ $1 million per occurrence and $2 million annual aggregate ☒ Commercial Automobile Liability

RFP SP-2026-0007 p. 3

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

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 a copy 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.

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

G. COST PROPOSAL

1. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing the service. Please provide the full cost of the entire project with hour rates and the number of hours expected to complete the deliverables set forth in the Attachment A Statement of Work.

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.

RFP SP-2026-0007 p. 4

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below.

2. If a contract will be awarded, an Intent to Award Notification will be posted on the Court’s website at https://www.nevada.courts.ca.gov/general-information/procurement.

EVALUATION CRITERIA PERCENT WEIGHTED

Experience on Similar Assignments 20%

Quality of Work Plan Submitted 30%

Demonstration and Interview 20%

Cost 30%

Disabled Veteran Business Enterprise 3%

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/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

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 (for evaluation purposes only) by an amount equal to 3% of the total possible available points.

3. Generative Artificial Intelligence (GenAI)

a. 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.nevada.courts.ca.gov/general-information/procurement https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

RFP SP-2026-0007 p. 5

b. 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:

1) 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);

2) 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 JBE); or

3) contract performance (i.e., when failure to conduct work which uses GenAI in accordance with the contract would constitute a material breach of contract).

c. 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.

d. 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 such contracts executed under this RFP.

5. 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/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

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/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

RFP SP-2026-0007 p. 6

ATTACHMENT A – STATEMENT OF WORK (SOW)

1. Scope of Work

Contractor shall provide SharePoint Information Architecture (IA), UI/UX design, governance framework development, configuration, and implementation services necessary to redesign the Court’s internal SharePoint Online environment (“empweb”) in accordance with the requirements set forth in this Statement of Work.

Failure to meet any of the requirements remains Contractor’s responsibility and must be remedied at Contractor’s expense.

Court Responsibility

Court is responsible for the quality, accuracy, and maintenance of departmental content stored within SharePoint.

Contractor Responsivity

Contractor is responsible for internal quality control of all deliverables at no additional cost to Court.

General Scope

The general scope of services includes provision of all work necessary to:

• Assess the existing SharePoint environment

• Design a new enterprise information architecture

• Develop global navigation structure

• Establish department site templates

• Implement role-based access controls

• Configure governance controls

• Deploy pilot department sites

• Support organization-wide rollout

RFP SP-2026-0007 p. 7

2. Tasks and Associated Deliverables

Contractor will work with Court to produce the deliverables listed in this Section.

Project Management and Planning

Contractor shall develop a Project Plan in collaboration with Court that includes:

• Contractor Project Team Members

• Court Roles and Responsibilities

• Contractor Roles and Responsibilities

• Timeline and Milestones

• Change Management Plan

• Risk Management Plan

• Communication and Escalation Procedures

• Training Plan

Acceptance Criteria:

Complete upon Court review and written approval.

Project Timeline

Contractor shall work with Court to identify:

• Tasks

• Resource Assignments

• Estimated Durations

• Task Dependencies

Initial timeline approved by Court.

SharePoint Environment Assessment

Contractor shall:

• Inventory all SharePoint sites and subsites

• Review document libraries and navigation

• Assess permissions structures

RFP SP-2026-0007 p. 8

• Identify content ownership gaps

• Conduct stakeholder interviews

• Analyze usage patterns

Acceptance Criteria:

Assessment findings documented and approved by Court.

Information Architecture Model

Contractor shall develop a documented model including:

• Departmental content grouping

• Role-based access structure

• Public vs Restricted content model

• Organizational taxonomy

• Navigation hierarchy

Model reviewed and approved by Court.

Global Navigation Framework

• Design consistent global navigation

• Model user pathways

• Establish cross-department structure

Navigation framework approved by Court.

Department Site Templates

Contractor shall develop:

• Standardized departmental site templates

• Consistent layouts

• Standardized permission models

• Site provisioning standards

RFP SP-2026-0007 p. 9

Templates approved by Court.

Governance and Content Standards Guide

Contractor shall develop documentation including:

• Content ownership standards

• Site lifecycle policies

• Permission assignment standards

• Site creation procedures

Governance documentation approved by Court.

SharePoint Configuration

• Configure SharePoint to support model

• Deploy navigation framework

• Configure templates

• Align security groups

Configuration demonstrably supports approved IA model.

Pilot Deployment

Pilot implementation for:

• Human Resources

• Information Technology

Pilot sites operational and approved by Court.

Organization Rollout Support

Contractor shall support departmental migrations into the new SharePoint structure.

RFP SP-2026-0007 p. 10

Departments successfully migrated using approved templates.

Administrative Documentation

Contractor shall provide documentation necessary for Court IT staff to maintain the environment.

Documentation reviewed and approved by Court.

Staff Usage Guide

Contractor shall provide staff-facing usage documentation.

Guide reviewed and approved by Court.

3. Out of Scope

This project does not include:

• Departmental content rewriting

• Business process automation

• Custom SharePoint development

• Workflow configuration

• Integration with third-party applications

4. Completion Requirements

Project shall be considered complete when:

• Users can locate common resources without reliance on search

• Navigation is consistent across departmental sites

• Public and restricted content are visually distinct

• New sites follow enforced templates

• Content ownership standards exist

• IT can maintain the environment without manual exceptions

5. Meetings and Reports

RFP SP-2026-0007 p. 11

Contractor Project Manager shall participate in regular status meetings and provide project status reports covering:

• Milestone progress

• Schedule summary

• Work completed

• Work in progress

• Risks and issues

6. Acceptance of Deliverables

Each deliverable shall be subject to Court review and written acceptance.

Court shall:

• Accept deliverable

• Issue Notice of Deficiency

• Request additional review time

Contractor shall remedy deficiencies at no additional cost to Court.