SUPERIOR COURT OF CALIFORNIA,

COUNTY OF SOLANO

REQUEST FOR PROPOSALS

(IT Goods / Services)

RFP NUMBER SP-2025-0026

WEB DESIGN AND IT PLANNING SERVICES

RFP SP-2025-0026 p. 1

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Solano (“Court”) is requesting proposals from well-qualified Proposers to provide web design and IT planning 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 web design IT planning 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 March, 2026 (estimated)

Interviews (optional at Court’s discretion) Month of March, 2026 (estimated)

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

Project Target Start Date Month of April, 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-2025-0026 p. 2

2. Cost Proposal

Proposer must complete and submit the Cost Proposal form where indicated on Bonfire.

3. Court Online Procurement Procedures

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

4. 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.

5. 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 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

RFP SP-2025-0026 p. 3

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

☒ $1 million per occurrence and $2 million annual aggregate ☒ Cyber Liability ☒ Technology Professional Liability Error & Omissions

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.

RFP SP-2025-0026 p. 4

G. COST PROPOSAL

1. Proposer must complete the Cost Proposal form and upload the form where indicated on Bonfire.

2. The Cost Proposal shall include Proposer’s pricing for the services described in the Statement of Work.

3. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing this 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.

2. If a contract will be awarded, an Intent to Award Notification will be posted on the Court’s website at www.solanocourts.com.

EVALUATION CRITERIA PERCENT WEIGHTED

Experience on Similar Assignments 20%

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

Quality of Work Plan Submitted 20%

Cost 50%

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.

http://www.solanocourts.com/ 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-2025-0026 p. 5

3. 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.

4. 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-2025-0026 p. 6

ATTACHMENT A – STATEMENT OF WORK (SOW)

A. Project Purpose and Objectives

1. The Superior Court (Court) seeks to modernize and expand the technological capacity of its Specialty/Collaborative Courts division, including:

a. Adult Drug Court

b. Dependency Drug Court

c. Veterans Treatment Court/Military Diversion

d. Mental Health Court

e. Parole Reentry Court

f. CARE Court

2. The Court intends to engage a qualified consultant to:

a. Conduct a comprehensive technology assessment and develop a multi-year Technology Strategic Plan addressing infrastructure, systems architecture, data governance, and digital engagement needs.

b. Evaluate and recommend solutions for case management, participant engagement, interagency collaboration, and data collection and reporting.

c. Design and implement (or provide implementation-ready specifications for) a modern, secure, and interactive webpage or microsite integrated with the Court’s existing website that serves as:

1. An operational resource for Court staff,

2. A secure collaboration interface for justice and treatment partners, and

3. A public-facing informational and service navigation platform for court participants and community members.

The overarching objective is to improve operational efficiency, cross-agency collaboration, participant engagement, transparency, and data-driven decision-making.

B. Scope of Services

The selected consultant shall provide strategic planning, systems analysis, solution recommendations, and web design/development services as described below.

C. Technology Assessment and Strategic Planning

The consultant shall conduct a comprehensive evaluation of the current technology ecosystem supporting the Collaborative Courts division. This Component includes assessment, analysis, documentation, and strategic planning only.

RFP SP-2025-0026 p. 7

D. Discovery and Assessment Activities

The consultant shall:

1. Conduct structured stakeholder interviews with judicial officers, court administration and case managers, IT personnel, probation, behavioral health, treatment providers, prosecution, defense, and other justice partners.

2. Evaluate current hardware, software, hosting environment, security posture, and data architecture.

3. Assess compliance with applicable standards (HIPAA where applicable, ADA Title II, Section 508, WCAG

2.1 AA, 42 CFR Part 2).

E. Gap Analysis

The consultant shall identify:

1. Functional gaps in case management.

2. Redundant or inefficient data entry processes.

3. Interoperability limitations between systems.

4. Reporting and analytics deficiencies.

5. Cybersecurity vulnerabilities.

6. Limitations in participant communication and engagement tools.

F. Deliverable: Technology Strategic Plan

The consultant shall deliver a written Technology Strategic Plan that includes:

1. Current-state assessment.

2. Future-state systems architecture.

3. Recommended technology solutions (commercial off-the-shelf, SaaS, or custom development).

4. Systems integration framework (API, middleware, secure data exchange).

5. Data governance and data-sharing framework.

6. Cybersecurity risk mitigation strategy.

7. Implementation roadmap (phased approach).

8. Estimated budget ranges and total cost of ownership (TCO) considerations.

9. Change management and training strategy.

G. Case Management System (CMS) Evaluation and Recommendations

The consultant shall:

1. Review the Court’s existing Catalis AIMS Case Management System (CMS) and assess its adequacy for Specialty/Collaborative Court program needs.

2. Evaluate whether:

RFP SP-2025-0026 p. 8

a. Existing Journal Technology eCourts CMS modules can be configured to support collaborative court workflows, or

b. A supplemental or integrated case management solution is required, and

c. Determine if data integration/sharing can occur between AIMS and eCourts.

3. The evaluation shall address:

a. Role-based access control (RBAC) for multi-agency access.

b. Customizable workflow stages and milestone tracking.

c. Secure document management.

d. Participant compliance tracking.

e. Drug testing tracking and reporting.

f. Outcome measurement and recidivism tracking capabilities.

g. Real-time dashboards and analytics.

h. Audit logging and access controls.

i. Data export and API capability.

The consultant shall provide clear recommendations, including build vs. buy analysis where appropriate.

H. Participant Engagement Platform / Mobile Application Review

1. The consultant shall evaluate the feasibility and advisability of implementing a participant-facing digital engagement tool, which may include:

a. A secure web portal,

b. A mobile-responsive web interface,

c. A native mobile application, or

d. Customization of an existing platform.

2. The evaluation shall include:

a. Secure authentication and identity verification.

b. Automated notifications (court dates, appointments, reminders).

c. Secure messaging functionality.

d. Participant self-reporting forms.

e. Document upload capability.

f. Multilingual support.

g. ADA-compliant design.

h. Data security and privacy compliance.

RFP SP-2025-0026 p. 9

The deliverable is a feasibility report including platform features, security requirements, maintenance considerations and support requirements, budgetary costs, and implementation timelines. If appropriate, the consultant shall provide specifications for procurement or development.

I. Systems Integration and Interoperability

The consultant shall:

1. Identify integration requirements between:

a. eCourt CMS,

b. Catalis AIMS,

c. Any other recommended case management solution,

d. Participant portal/app,

e. Reporting systems, and

f. External justice partner systems (where feasible).

2. Define API, middleware, or secure data exchange requirements.

3. Develop a high-level data mapping schema.

4. Provide recommendations to eliminate redundant data entry.

Deliverable shall include an Integration Architecture Diagram and technical integration specifications.

J. Website / Webpage Redesign and Development

The consultant shall review the Court’s current Collaborative Courts webpage and develop a redesign strategy.

Phase 1 deliverables include a content audit, website/information architecture plan, design mock-ups, accessibility compliance strategy, and CMS platform recommendations. Phase 2 deliverables will include the development and deploying of the new website, tracking analytics, multi-lingual interface, and training for Court staff to input content and configure CMS.

K. Functional Requirements

The redesigned webpage or microsite shall:

1. Be integrated with the Court’s primary website infrastructure.

2. Utilize a web content management system (CMS) that enables authorized Court staff to:

a. Update content,

b. Manage announcements,

c. Upload forms and documents,

d. Maintain a service provider directory.

3. Include a searchable and filterable directory of social services and treatment providers.

4. Provide clear navigation for program eligibility, referrals, court processes, and contact information.

RFP SP-2025-0026 p. 10

5. Be mobile-responsive and optimized for accessibility.

6. Meet WCAG 2.1 AA standards.

7. Include analytics tracking capability.

L. Interactivity

The site may include, as appropriate:

1. Interactive resource filters.

2. Intake inquiry forms.

3. Secure referral submission (if permitted by Court policy).

4. GIS mapping integration for service providers.

5. Multilingual interface capability.

M. Web Deliverables

1. Information architecture plan.

2. Wireframes and design mockups.

3. Final deployed webpage or implementation-ready design package.

4. Documentation for Court IT staff.

N. Data Management and Reporting Enhancement

The consultant shall provide recommendations to enhance data management efficiency and reporting capabilities, including:

1. Standardized data fields across collaborative courts.

2. Structured data capture to support performance metrics.

3. Automated reporting dashboards.

4. Recidivism tracking methodology.

5. Compliance monitoring metrics.

6. Exportable reporting formats.

7. Alignment with state or national reporting standards (where applicable).

Deliverable shall include a Data Reporting and Analytics Framework.

O. Deliverables Summary

The consultant shall provide:

1. Comprehensive Technology Strategic Plan.

2. CMS Evaluation and Recommendation Report.

RFP SP-2025-0026 p. 11

3. Participant Engagement Platform Feasibility Report.

4. Systems Integration Architecture Documentation.

5. Website Redesign Plan and Website Implementation.

6. Data Governance and Reporting Framework.

7. Final Executive Summary with prioritized recommendations.

P. Vendor Qualifications

Proposers must demonstrate:

1. Experience with California Superior Courts or justice-sector entities.

2. Experience in collaborative/specialty court technology systems.

3. Expertise in CJIS-compliant environments.

4. Experience in government website development and ADA compliance.

5. Experience integrating case management systems.

6. Proven project management methodology (e.g., Agile, hybrid, or PMBOK-based).