Law_Enforcement_Records_Management_System_(LERMS)_and_Automated_Field_Reporting.pdf

REQUEST FOR PROPOSALS

26-074-RFP

LAW ENFORCEMENT RECORDS MANAGEMENT SYSTEM (LERMS)

AND AUTOMATED FIELD REPORTING

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: August 18, 2026

DEADLINE FOR QUESTIONS: September 11, 2026

RESPONSE DEADLINE: October 9, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwestsacramento https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

Law Enforcement Records Management System (LERMS) and

Automated Field Reporting

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Vendor Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire

Attachments:

B - Exhibit B Technical Narrative

C - Exhibit C - Features & Functionality Technical Requirements Matrix

D - Exhibit D - Cost Proposal

E - Exhibit_E_-_Customer_References

F - Contract for Services (West Sacramento) - Boilerplate for RFP

G - Insurance Checklist

Request for Proposals #26-074-RFP Title: Law Enforcement Records Management System (LERMS) and Automated Field Reporting

1. Introduction

1.1. Summary

Please state the Statement of Purpose of this Solicitation, being as descriptive as possible.

STATEMENT OF PURPOSE

The City of West Sacramento (City) is seeking the services of a qualified firm to provide the following:

• Law Enforcement Records Management System (LERMS)

• Automated Field Reporting (AFR)

• Associated Hardware, Software, Interfaces, and Services

• U.S. Based Technical Support

The City seeks a modernized, integrated LERMS/AFR solution for the purpose of improving data quality, reducing administrative workload, enhancing investigative capability, and supporting the department’s long-term operational and analytical needs.

Details on the City's needs for this work are provided in the Features and Functionality Technical

Requirements Matrix.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal

("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

A. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

B. Purchase Order, Contract, Agreement

C. Services, Work, Scope, and Project

D. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

1.2. Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep-water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000.

The West Sacramento Police Department (WSPD) is the primary law enforcement agency for the City.

WSPD is made up of several divisions: Patrol, Investigations, Field Support, Professional Standards, Community Outreach and Support, and Administrative Support. WSPD is staffed with 86 sworn officers and 125 total personnel, almost all of whom will require access to the new LERMS with AFR.

Public safety communications for WSPD are managed through the Yolo Emergency Communications

Agency (YECA), a 24-hour consolidated center that serves as the primary point for all 911 emergency and non-emergency calls.

WSPD uses CentralSquare Enterprise CAD and CentralSquare Enterprise RMS (with AFR built into the

RMS environment) for incident documentation, case management, evidence tracking, and state

IBR/NIBRS reporting. YECA also uses CentralSquare Enterprise CAD, with most WSPD incidents originating as calls for service within the YECA-operated CentralSquare CAD system.

At present, WSPD has approximately 100 full-access CentralSquare Enterprise RMS users and 225

Windows devices; the current VxRail environment supports local VM provisioning. The cost of maintaining and backing up on-premises infrastructure is approaching the cost of cloud-hosted alternatives, making both paths viable for future consideration.

Implemented in 2022, WSPD’s instance of CentralSquare Enterprise RMS has not met operational needs.

It has also introduced a substantial administrative burden across WSPD divisions. WSPD requires a new

LERMS/AFR solution to improve data quality, reduce administrative workload, enhance investigative capability, and support WSPD’s long-term operational and analytical needs. Reliable connectivity between the separately managed WSPD and YECA CentralSquare CAD systems is also required.

1.3. Contact Information

Dea Pugh

Police Support Services Manager

550 Jefferson Blvd

West Sacramento, CA 95605

Email: deap@cityofwestsacramento.org

Phone: (916) 617-4967

Department:

Police Department

1.4. Timeline

Project Release Date August 18, 2026

Question Submission Deadline September 11, 2026, 5:00pm

Question Response Deadline September 25, 2026, 5:00pm mailto:deap@cityofwestsacramento.org tel:(916)617-4967

Proposal Submission Deadline October 9, 2026, 5:00pm

Contract Award Date (Optional Council date)

June 1, 2027

2. Scope of Work

2.1. Scope of Work

The Contractor will be responsible for the following tasks pursuant to this RFP ("Scope of Work ").

The City is seeking the services of a qualified firm to provide:

• Law Enforcement Records Management System (LERMS)

• Automated Field Reporting (AFR)

• Associated Hardware, Software, Interfaces, and Services

• U.S. Based Technical Support

Required Components:

1. LERMS

o Clean, deduplicated Master Indices with merge tools o Integrated case management with assignment routing and investigative dashboards o Automated IBR validation, error queues, and state submission integration o Native BI, dashboards, and crime mapping o Unified evidence workflow or strong integration with TraQ7 and Axon o Support for specialized unit workflows

2. AFR

o Modern, intuitive UI with auto-population of repeated fields o Plain-language validation errors with direct field navigation o Supervisor dashboards for pending, rejected, and missing reports o Ability to transfer documents between users o Fully digital workflows for all paper-based forms o Robust CAD/Mobile integration with automatic population of NCIC/CLETS returns

3. IT & Infrastructure https://secure.procurenow.com/portal/cityofwestsacramento/projects/119696/document?section=1091253 o Modern API-driven interface architecture o Reliable hosting, backup, and disaster recovery o Archival solution enabling searchable access to historical data.

4. Compatibility and Integration with Current Software o Software that will link to the existing Central Square CAD system o Ability to integrate with Crossroads Software o Servers that support virtualization

Gaps to be addressed:

1. AFR Inefficiencies

Officers report that incident documentation in the current system takes 2-3 times longer than previously. Structured data entry is cumbersome, validation errors are unclear and cascading, and critical fields do not auto-populate. CAD integration is limited, requiring manual re-entry of persons, vehicles, property, and NCIC/CLETS returns. Supervisors lack visibility into pending or rejected reports, and documents cannot be transferred when officers go off duty, creating operational bottlenecks.

2. LERMS Data Quality & Compliance Issues

The WSPD’s Master Name Index (MNI) contains over one million records, many of which are duplicates from prior conversions, thereby degrading search performance and investigative accuracy. IBR error rates range from 9 - 21%, far exceeding the state’s 3% threshold, with no automated rejection queue or state integration. The CentralSquare Enterprise CAD-to-RMS synchronization is unreliable, and legacy configuration data from other agencies remains visible.

3. Investigations & Case Management Gaps

Investigators lack a functional case management suite. Cases arrive with minimal context, routing is partly handled outside the CentralSquare Enterprise RMS, and supplemental reports are difficult to locate. Detectives rely on spreadsheets and intranet tools for workload tracking, timelines, and monitoring case closure. The CentralSquare Enterprise RMS search performance and data inconsistencies limit its usefulness for investigative research.

4. Crime Analysis Limitations

The transition to the current system resulted in the loss of prior CompStat and Crystal Reports capabilities. CrimeView statistics are unreliable, and no native BI or dashboarding tools exist. Analysts spend significant time cleansing data due to inconsistent offense coding, duplicate MNI records, and missing geolocation data. Scanned documents lack OCR, limiting analytical depth.

5. Evidence & Digital Evidence Fragmentation

Evidence documentation is split between CentralSquare Enterprise RMS and TraQ7, requiring dual entry.

The TraQ7 migration introduced missing cases, duplicate barcodes, and gaps in the chain-of-custody history. Digital evidence in Axon is siloed and not integrated with CentralSquare Enterprise RMS or

TraQ7, creating fragmented case records.

6. IT & Infrastructure Constraints

The current environment lacks modern API architecture, reliable CAD/LERMS synchronization, and a unified archival solution. Disaster recovery and hosting processes require modernization. Multiple specialized units maintain separate tracking systems outside LERMS.

2.2. Technical Specifications

Compatibility and Integration with Current Software

• Software that will link to the existing CentralSquare Enterprise CAD system

• Ability to integrate with Crossroads Software

• Servers that support virtualization

2.3. Equipment and Supplies

The Contractor shall furnish all tools, materials, supplies, and equipment to perform the tasks outlined in the Scope of Work.

2.4. Term of Contract

The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time.

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

Respondent proposals must include all of the following exhibits uploaded to the City’s e-Procurement

Portal.

A. Exhibit A: Proposal Transmittal Letter

B. Exhibit B: Technical Narrative

C. Exhibit C: Feature & Functionality Technical Requirements Matrix

D. Exhibit D: Cost Proposal

E. Exhibit E: Customer References

Specific content and format requirements for each exhibit are detailed below.

Each section shall be uploaded in the Proposer Questionnaire section of this RFP.

3.2. Exhibit A: Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact. The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest. The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

https://secure.procurenow.com/portal/CityofWestSacramento https://secure.procurenow.com/portal/CityofWestSacramento https://secure.procurenow.com/portal/cityofwestsacramento/projects/290432/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/119696/document?section=1091257

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and attach a redlined version identifying the contract language at issue and

Proposer's suggested adjustment or modification.

2. If no qualifications are identified, Proposer is presumed to have accepted the City' standard contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed Subcontractor, their mailing address, email address, and telephone number as well as the service related to the Scope of

Work that the Subcontractor is anticipated to perform. NOTE: The Contractor must obtain written approval from the City prior to the use of any Subcontractor, even after a Contract is executed.

F. Signature and Authority. The Letter shall be signed by a person empowered to bind the Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence demonstrating authority to bind the Proposer shall be included or attached to the Letter, such as a statement describing the signatory's role with or relationship to the Proposer.

3.3. Exhibit B: Technical Narrative

The proposal shall demonstrate that the Proposer has the qualifications and experience required to complete the Scope of Work by responding to all questions in Exhibit B Technical Narrative. This response is mandatory, and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

3.4. Exhibit C: Features & Functionality Technical Requirements Matrix

A document detailing the operational and/or organizational approach the Proposer will take to timely fulfill the Scope of Work shall be submitted with the Proposal ("Features & Functionality Technical

Requirements Matrix"). The Technical Project Approach shall be a comprehensive narrative describing how the Proposer will complete the Scope of Work, communicate with the City throughout the work, advance the project objectives, and provide continuity on work efforts.

3.5. Exhibit D: Cost Proposal

A document detailing all costs associated with completing the Scope of Work shall be submitted with the Proposal ("Cost Proposal"), Exhibit D. For sealed bids, the Cost Proposal shall be opened after and separately from the rest of the Proposal. Cost Proposal shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. There shall be no additional reimbursement for travel time or expenses, telephone costs, copying costs, etc.

If applicable, the Cost Proposal shall separately delineate costs for optional term extensions and/or optional services. Proposer agrees to maintain pricing pursuant to the Cost Proposal for the duration of the Contract, and any optional extensions.

3.6. Exhibit E: Customer References

Using the Customer References spreadsheet (Exhibit E), provide five (5) references, prioritizing California law enforcement agencies of similar size and scope to WSPD (approximately 86 sworn officers, 54,000 population served). For each reference, include agency name, population served, number of sworn staff, modules deployed, go-live date, whether the agency is actively submitting IBR/NIBRS data to the

California Department of Justice (CIBRS), and an authorized customer contact. References approved and actively submitting to CIBRS are preferred.

4. General Information

4.1. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento staff overseeing the solicitation. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other means.

All proposals shall be submitted through the City’s e-Procurement Portal no later than:

Friday, October 9, 2026 at 5:00 pm.

A Proposer shall respond to the RFP and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the RFP shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.2. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively, “Questions”).

A Proposer may submit Questions related to this RFP to the City through the City’s e-Procurement Portal at or before:

Friday, September 11, 2026 at 5:00 pm.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

Any revisions to the Standard Contract should be in the Proposal Transmission Letter and shown in redline, as described above.

4.3. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on conformity to the City’s instructions, requirements of this RFP, and completeness and clarity of content.

https://secure.procurenow.com/portal/CityofWestSacramento https://secure.procurenow.com/portal/CityofWestSacramento

B. A Proposal must address all portions of the RFP, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFP, including using section headers. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

D. A Proposal must not contain extraneous information. All information presented in a Proposal must be relevant to, and in response to, a requirement of this RFP. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. Written responses to Exhibit A (Proposal Transmittal Letter) and Exhibit B (Technical Narrative) must be formatted and submitted as standard 8 1/2" x 11" documents in one PDF file. Exhibits A and B must not exceed two hundred twenty-five (225) pages total while using 1” margins and 11 or 12-point font. The pages of Exhibits A and B must be numbered. Resumes are part of Exhibit B and will count toward the 100-page limit. Proposers should not include unnecessary company advertisements.

F. Responses to Exhibits C, D, and E (Features & Functionality Technical Requirements Matrix, Cost

Proposal, and Customer References) shall be prepared and submitted in the Excel files provided.

G. All responses, as well as any reference material presented, must be written in English.

H. All monetary amounts must be detailed in United States currency.

4.4. Proposal Preparation, Interview, and Negotiation Costs

The City shall not be responsible for, nor shall it pay, any costs associated with the preparation, proposal, or presentation of any Proposal, or costs incurred by the Proposer during the preparation of the Proposal, the Proposal Evaluation Process, or Contract Award Process.

4.5. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If after withdrawing a Proposal and before the deadline to submit a Proposal, a Proposer may submit another Proposal.

4.6. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the

City shall not accept any amendments, revisions, or alterations to a Proposal.

4.7. Proposal Errors

Proposers are liable for all errors or omissions contained in their Proposal. A Proposer is prohibited from altering a Proposal through any means after the deadline for submitting a proposal.

4.8. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the Proposal Evaluation Process or Contract Award Process incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

5. Terms and Conditions

5.1. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic

Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of

Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

5.2. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.3. RFP Amendment and Cancellation

The City reserves the right to amend, cancel, or reissue this RFP at any time and at its sole discretion.

Any amendment shall be in writing and posted to the City's e-Procurement portal. A potential Proposer is solely responsible for clicking "Follow" on the RFP page to receive notifications and shall be solely responsible for complying with such notifications.

5.4. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety.

B. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

5.5. Prohibition of Respondent Terms and Conditions

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of the City's standard contract or submit proposed revisions to the City's standard contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFP.

5.6. Joint Ventures and Partnering

A Proposal from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The Proposal shall respond to each section and subsection of this RFP.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each

Principal of the joint venture or partnering entities would perform if awarded a Contract pursuant to this RFP.

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this RFP.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.7. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the RFP) will be considered nonresponsive and rejected.

5.8. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFP. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the

Contract before execution.

5.9. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

5.10. Licensure and Special Certification

Before executing the Contract pursuant to this RFP, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.11. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public

Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.12. Conflict of Interest and Restrictions

By submitting a Proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

5.13. Local Benefit Definition

The Proposer is invited to provide a statement describing any and all local benefit the Proposer would bring to the Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City.

To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor may be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met.

For purposes of this section, a local vendor or service provider is one located within the city limits and in possession of a West Sacramento business license.

5.14. Proprietary Information

A copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal, or specific parts of the Proposal, can be shown to be exempt by law.

Each Proposer may clearly label any part of a Proposal as "CONFIDENTIAL." In doing so, the Proposer thereby agrees to indemnify and defend the City for withholding the information from public inspection.

Failure to label information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

If a public records request for appropriately-labeled information is received by the City, the City will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after the City’s notice. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Evaluation Criteria

6.1. RFP Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Information and completeness of a Proposal

Transmittal Letter in conformity with the requirements in the RFP.

Points Based 5 (5% of Total)

2. Technical Narrative (Exhibit B) Points Based 25 (25% of Total)

3. Features & Functionality Technical

Requirements Matrix (Exhibit C – Field

Reporting, Law RMS, Interfaces, and

Reliability Testing Tabs)

Points Based 30 (30% of Total)

4. Features & Functionality Technical

Requirements Matrix (Exhibit C – Information

Technology (IT) Tab)

Points Based 20 (20% of Total)

5. Cost Proposal (Exhibit D) Points Based 10 (10% of Total)

6. Customer References (Exhibit E) Points Based 10 (10% of Total)

6.2. POST RFP Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Vendor Orals/Demonstrations Points Based 40 (40% of Total)

2. Information Technology and Cybersecurity

Orals Points Based 10

(10% of Total)

3. Customer References (Exhibit E)/Onsite Visits Points Based 20 (20% of Total)

4. Best and Final Offer Pricing Points Based 10 (10% of Total)

5. Finalist Interviews Points Based 20 (20% of Total)

7. Vendor Selection and Contract Award

7.1. Proposal Evaluation Process

The Proposal review and evaluation process will comply with the following processes ("Proposal

Evaluation Process"):

A. The Proposal Evaluation Process is designed to establish a list of qualified Proposers with the best combination of attributes based upon the Evaluation Criteria.

B. The City's Proposal Evaluation Process is intended to identify the Proposer with the best combination of attributes. Cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

C. The Project Contact, identified in the "Contact Information" of this RFP, shall manage the

Proposal Evaluation Process and maintain all records related to the process.

D. The Project Contact shall conduct an initial review of all Proposals and determine if each

Proposal is in compliance with the requirement specified in this RFP and, thereby, responsive.

E. The Project Contact shall work with selected City staff whose specialties and responsibilities are relevant to this RFP (collectively, "Evaluation Team") to complete the evaluation process.

F. The Evaluation Team shall evaluate all responsive Proposals. Each Evaluation Team member shall score each responsive Proposal based on the Evaluation Criteria.

G. The City reserves the right, at its sole discretion, to request clarification of any Proposal. Any such communication shall only be after initial evaluation by the Evaluation Team and only for the purpose of ensuring full understanding of the Proposal. Any clarification shall be made by the Proposer in writing.

H. Proposers with the highest scores pursuant to the Evaluation Criteria may be asked to complete an interview. The City reserves the right, at its sole discretion, to request an interview. If requested, interviews shall be conducted as provided in this RFP.

7.2. Proposer Demonstration/ Interviews

The top-rated Proposers with the highest Evaluation Criteria scores may be invited to demonstrations, interviewed, and rated. The City reserves the right, at its sole discretion, to request interviews. If interviews are held, they will occur at a time and location to be specified or virtually via a City internet platform.

A. Demonstrations/Interviews will be conducted by the Evaluation Team and in a format determined by the Team, generally consisting of Team questions and Proposer presentations.

The interviews will be limited to one (1) hour. The Evaluation Team shall use the Evaluation

Criteria to rate Proposers during the interview.

B. Demonstrations/Interviews shall be attended by the individual identified in the Proposal as the primary contact to the City on a day-to-day basis and members of the proposed team identified in the "Personnel" section of the Mandatory Qualifications and Experience.

C. Following all Demonstrations/interviews, the Evaluation Team will re-rank the Proposers to determine the highest-ranked Proposers. Then, the Project Contact will open the sealed Cost

Proposals for the highest-ranked Proposers and re-rank the highest-ranked Proposers based on overall ranking and Cost Proposal.

7.3. Contract Award Process

The contract selection and award process shall comply with the following process ("Contract Award

Process"):

A. The Project Contact shall invite the Proposer with the highest score from the Proposal

Evaluation Process to participate in contract negotiations with the City.

B. Proposer and City shall negotiate the final terms and conditions of the Contract, pursuant to this

RFP. The Contact shall contain the same, or substantially the same, terms and conditions as portrayed in this RFP, the Scope of Work, the Proposal, and the City's Standard Contract.

C. Following negotiations, the City shall draft a contract for execution by all parties. If the Proposer fails to sign and return the Contact within seven (7) working days of its delivery to the Proposer, the City may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this RFP and initiate further Proposal Evaluation Processes.

D. City records related to this RFP shall be made available for public inspection, as permitted by law, following Contract execution, or rejection of all Proposals.

E. The City reserves the right to accept or reject any or all Proposals.

8. Standard Contract Information

8.1. Standard Contract

The Contract executed pursuant to this RFP shall contain the same, or substantially the same, terms as provided in the City of West Sacramento Standard Professional Services Contract (provided in

Attachments). Capitalized and bracketed items shall be replaced with appropriate information in the final contract.

This RFP, including the Scope of Work, and the successful Proposal emanating from the RFP process shall be incorporated into the Contract.

8.2. Insurance Requirements

The apparent successful Proposer will be required to provide proof of insurance as set forth in the

Standard Contract and Insurance Requirements, both found in Attachments, prior to commencing work.

Exceptions to City insurance requirements will not be made. Any Proposer unable to meet the insurance requirements, as detailed, shall not be eligible for selection or award of a Contract.

8.3. Contract Approval

This RFP, Proposal Evaluation Process and Contract Award Process do not obligate the City to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity. Any perceived or actual obligation of the City related to this RFP shall not commence until after the Contract is fully executed in compliance with City ordinances and regulations to establish a legally binding contract.

8.4. Contract Payment

Contract payments shall only be made in accordance with the terms and conditions of the Contract and only after the Contract is fully executed in compliance with City ordinances and regulations. No payment shall be made until the Contract is executed. The City shall not be liable for any payment related to this

RFP or the Scope of Work prior to the execution of the Contact, even if the services or work is done in good faith or reliant on oral promises.

8.5. Contract Monitoring

The Contractor shall be responsible for the completion of all services required to complete the Scope of

Work. All services, work, and tasks pursuant to the Scope of Work are subject to inspection, evaluation, and acceptance by the City. The City may employ all reasonable means to ensure that the Scope of Work is progressing and being performed in compliance with the Contract, including, but not limited to, inspection of Contractor's office, records, files, and other materials and places related to the Scope of

Work. If the City wishes to conduct such an inspection, the Contractor shall provide reasonable access and assistance.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/290432/document?section=2797245 https://secure.procurenow.com/portal/cityofwestsacramento/projects/290432/document?section=undefined

8.6. Contract Amendment

During the course of the Contract, the City may request the Contractor to perform additional services for which the Contractor would be compensated. Those services shall be within the general scope of this

RFP. In such instances, the City shall provide the Contractor a written description of the additional work, and the Contractor shall submit a time schedule and cost proposal for completing the additional services, based on either the rates included in the Contractor's Proposal to this RFP or else a fixed fee that is mutually agreed to by City and Contractor, whichever is lowest. If the City and Contractor reach an agreement regarding the services and associated compensation, said agreement shall become effective by means of an amendment to the Contract.

9. Proposer Questionnaire

9.1. Proposal Requirements*

Please confirm that you have read and met all of the Proposal Requirements.

☐ Yes

☐ No

*Response required

9.2. Provide a signed W-9 Form*

Please download the IRS 2024 Form W-9 and upload a completed, signed copy. Acceptable signatures include either a handwritten (wet) signature or a valid electronic signature.

• W-9_Form_ver._2024_-_BLANK.pdf

*Response required

9.3. Please enter Legal Company Name and any related DBA*

Please enter the full legal company name and any other business names related to this proposal registered with the Secretary of State to conduct business in the State of California.

*Response required

9.4. Type of Business*

Please confirm your form of business.

☐ Individual

☐ Sole Proprietor

☐ Corporation

☐ Non-Profit Corporation

☐ Partnership

☐ Joint Venture

☐ Limited Liability Company

*Response required

9.5. California Contractors State License Board #

Please provide your Contractors License #, if applicable.

9.6. Exhibit A: Proposal Transmittal Letter*

Please upload your entire Proposal Transmittal Letter here addressing all requirements as outlined in the Proposal Requirements.

Exhibit A: Proposal Transmittal Letter

*Response required https://government-project.s3.us-west-2.amazonaws.com/4470/1b710ad4-dece-445e-ad69-a3a9e82d89d2_W-9_Form_ver._2024_-_BLANK.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4A53O7FO6%2F20260819%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260819T000925Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEKD%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIGkvkflQVtvTZJPxz7Xodo7NZ4MOmLy1jPnrc6rW8qv2AiB8iHU2JmdN6MWCPxAuWYkj5vT3AWzi%2BN6ytagJTDFNGCqMBQhpEAIaDDg5MjM2NDY4NzY3MiIMYDvVcDE%2FS8FL%2B421KukEBqddScuZee%2FV7%2BSh6Km195SYMhoLhMm8c%2BiPrp0eG8hZUx2kxkRErI0KOULxjpI%2FvNmKfvsKChg1BzpkfbcvYgoGlSEJB0Ha%2F3hnugxcuSfeYdNSe2FwEZJ2GgNoRDbkBeDnAYXjCEbLxMtLSpjVVdAp2YFoL1CDMCs6yvviQhNQ1w3oFFy3n1k2RT9JYot77lGczSjZRiQjVnrzPtu%2BdEMcBGjz7eA%2FWouaV6d7EEogmeAGvdqSbtXBwFT2h%2BEQq3jCkeL810khLFkFbkiObtPv2X7cmBcSqp70%2BlxBZ%2BWM8QfFxwAUwX%2FqN%2BOrdLz3MhMOTCCYGM9bghiW%2BhCSvzwBLJ8jNO2drKxHBXT8HWHRg0yAhiwhC5szSJ7B%2FuBZalfX9Bul9hKruHN%2BthGlc7f4oljds%2FHt4COzr50apTfPm2b2dbRynW9uYKrBv91XKIRuGwp%2Bpu5gssqkL2XBZncvD4zNnx4bAm2lMjuksRkcLreYhE%2FMUPvcBtlMigOmZGfUyWrx9PeajPNf6UgfMxOlXa0zmsvChB6O8D0JOZmhjThkvXY%2F5ZhpzzoC0lHEFMJBy%2BTD%2BS4TQ%2FUiK4ixaP6v3JhTdhoqO6NGpBLLNakLoh3yBpU1uaRfo3UWsV2ZG47zl%2FxK%2Be50tSDQ011WdlcakprrZr6wBAP2GqTuXZ7NxSf2QQ9N7EhA5FJR7BIJeEEuHRrsDMATfwd8vGdlee7QxRh7zfeQr45ZX5dDqB3aMmN4urmUlNoW52Drzv7CfmWRSw6rnijmV3lbY877GQ5OuV181pJoMpt8equyesswNsZPIpS%2BcOYw6OaT1AY6mgHkZ6ZZQPeB2WqjAUUV0c22NTL%2F5uEEOLO45Mfbnj5Lnm7csVwxxvnlW%2FFNePTxbNnitR9lWD22ksvq1Fsy9Cb1r5Q6uXftpEmTfyFU%2FOLT0vzislxiIHCi7KhQtc36cCEAEGHdn9s1wzIlIDHHhEbixUQBLA0mpBz5ej48Az%2B2OpXYkVJT8dD%2BP3Oi5uAOJuIGXmIrLZju1DMv&X-Amz-Signature=78fd54b97a49a21d5e29bdb731d2972a3ffe94890a758a1a4c2e92a1a915d973&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22W-9_Form_ver._2024_-_BLANK.pdf%22&x-id=GetObject https://procurement.opengov.com/portal/cityofwestsacramento/projects/290432/document?section=2797243

9.7. Exhibit B: Technical Narrative*

Please download the below documents and provide a written response to all questions provided following the instructions as outlined.

• Exhibit_B_Technical_Narrati...

*Response required

9.8. Exhibit C: Features and Functionality Technical Requirements Matrix (in Excel)*

Please download the attached Features and Functionality Technical Requirements Matrix Excel file, complete and re-upload.

• Exhibit_C_-_Features_&_Func...

*Response required

9.9. Exhibit D: Cost proposal (in Excel)*

Please download the below Excel document for Costs, complete, and upload.

• Exhibit_D_-_Cost_Proposal.xlsx

*Response required

9.10. Exhibit E: Customer References (in Excel)*

Please download the below Excel document for Customer references, complete, and upload.

• Exhibit_E_-_Customer_Refere...

*Response required

9.11. Insurance Requirements*

The Proposer acknowledges the City's insurance requirements and endorsements as outlined in the

Insurance Checklist in Attachments. Any Proposal unable to meet the Insurance Checklist requirements shall be considered nonresponsive and ineligible for Contract award.

Proposer shall be required to provide proof of requisite insurance prior to Contract execution. Failure to do so shall be just cause for forfeiture of the Proposal guaranty and/or rejection of the Proposal.

☐ Please confirm

*Response required

9.12. Certification Regarding Debarment

The City performs a SAM.GOV verification check to confirm debarment status. Please download the attached document, complete the form, and upload.

https://government-project.s3.us-west-2.amazonaws.com/290432/e954dfab-aed1-4dd5-872f-2a06349d9427_Exhibit_B_Technical_Narrative.pdf https://government-project.s3.us-west-2.amazonaws.com/290432/ad41a3a4-38c1-42cc-90e8-7a1aa54d172f_Exhibit_C_-_Features_%26_Functionality_Technical_Requirements_Matrix.xlsx https://government-project.s3.us-west-2.amazonaws.com/290432/d9995a4d-fdac-4019-9a7e-79888410bde8_Exhibit_D_-_Cost_Proposal.xlsx https://government-project.s3.us-west-2.amazonaws.com/290432/f6f24303-c442-4ca6-90ff-9e1bb407313b_Exhibit_E_-_Customer_References.xlsx https://secure.procurenow.com/portal/cityofwestsacramento/projects/290432/document?section=2797245

A unique entity identifier is requested for contracts greater than $25,000 or funded with Federal dollars.

Your entity may register for a unique entity identifier on SAM.GOV at the following link https://sam.gov/content/entity-registration.

For all other proposers, the completed form is sufficient.

• Certification_Regarding_Deb...

9.13. Other Documentation

Please upload additional documentation required by this RFP (California Secretary of State Proof of

Registration) here as well as any additional documentation that you feel would be of value to your submitted proposal. For example: Awards, Licenses, etc.

9.14. Authorized Contract Signer*

Please provide the name, title and email address of the authorized contract signer.

*Response required https://government-project.s3.us-west-2.amazonaws.com/4470/8055f7cf-db86-4996-86f6-dcce46ede64f_Certification_Regarding_Debarment_Form_COWS.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4A53O7FO6%2F20260819%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260819T000925Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEKD%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIGkvkflQVtvTZJPxz7Xodo7NZ4MOmLy1jPnrc6rW8qv2AiB8iHU2JmdN6MWCPxAuWYkj5vT3AWzi%2BN6ytagJTDFNGCqMBQhpEAIaDDg5MjM2NDY4NzY3MiIMYDvVcDE%2FS8FL%2B421KukEBqddScuZee%2FV7%2BSh6Km195SYMhoLhMm8c%2BiPrp0eG8hZUx2kxkRErI0KOULxjpI%2FvNmKfvsKChg1BzpkfbcvYgoGlSEJB0Ha%2F3hnugxcuSfeYdNSe2FwEZJ2GgNoRDbkBeDnAYXjCEbLxMtLSpjVVdAp2YFoL1CDMCs6yvviQhNQ1w3oFFy3n1k2RT9JYot77lGczSjZRiQjVnrzPtu%2BdEMcBGjz7eA%2FWouaV6d7EEogmeAGvdqSbtXBwFT2h%2BEQq3jCkeL810khLFkFbkiObtPv2X7cmBcSqp70%2BlxBZ%2BWM8QfFxwAUwX%2FqN%2BOrdLz3MhMOTCCYGM9bghiW%2BhCSvzwBLJ8jNO2drKxHBXT8HWHRg0yAhiwhC5szSJ7B%2FuBZalfX9Bul9hKruHN%2BthGlc7f4oljds%2FHt4COzr50apTfPm2b2dbRynW9uYKrBv91XKIRuGwp%2Bpu5gssqkL2XBZncvD4zNnx4bAm2lMjuksRkcLreYhE%2FMUPvcBtlMigOmZGfUyWrx9PeajPNf6UgfMxOlXa0zmsvChB6O8D0JOZmhjThkvXY%2F5ZhpzzoC0lHEFMJBy%2BTD%2BS4TQ%2FUiK4ixaP6v3JhTdhoqO6NGpBLLNakLoh3yBpU1uaRfo3UWsV2ZG47zl%2FxK%2Be50tSDQ011WdlcakprrZr6wBAP2GqTuXZ7NxSf2QQ9N7EhA5FJR7BIJeEEuHRrsDMATfwd8vGdlee7QxRh7zfeQr45ZX5dDqB3aMmN4urmUlNoW52Drzv7CfmWRSw6rnijmV3lbY877GQ5OuV181pJoMpt8equyesswNsZPIpS%2BcOYw6OaT1AY6mgHkZ6ZZQPeB2WqjAUUV0c22NTL%2F5uEEOLO45Mfbnj5Lnm7csVwxxvnlW%2FFNePTxbNnitR9lWD22ksvq1Fsy9Cb1r5Q6uXftpEmTfyFU%2FOLT0vzislxiIHCi7KhQtc36cCEAEGHdn9s1wzIlIDHHhEbixUQBLA0mpBz5ej48Az%2B2OpXYkVJT8dD%2BP3Oi5uAOJuIGXmIrLZju1DMv&X-Amz-Signature=d58f003c2ddd21f824f6bb16bff53d420b043e5dec9be9e9f478659c2cfdca19&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_Regarding_Debarment_Form_COWS.pdf%22&x-id=GetObject