P-690_Attachment_4_-_Written_Proposal_Template.docx

Sourcing Event 0000011689 Attachment 4 Written Proposal Template

Instruction to Proposers Proposer shall use this document as a template on which to provide their Written Proposal responses. Proposers may not leave responses to questions blank and may not respond to questions with “To be provided upon request,” “To be determined,” or the like. Proposals that fail to address each of the requested items in this document in a sufficient and complete manner may be deemed Non-Responsive and/or receive zero points.

In order to receive the maximum amount of points, please be sure to follow this format and thoroughly (but concisely) address each section. Indicate clearly where supplemental documents are being provided.

Submission of a proposal will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal.

All documents submitted in response to this Solicitation are subject to public disclosure. Therefore, please exclude or otherwise identify confidential or proprietary information, as appropriate.

Question 1: Overall Description of Goods/Services being Provided (12 Points) Proposer shall provide a Proposal consisting of the full line of goods and/or services being offered in response to this Solicitation, including manufacturer names and how the proposed solution supports the income verification requirements described in Appendix A, SaaS Implementation and Training, to City’s Contract Terms (Attachment 1). Description must include:

How many Applicant users per year the system can accommodate How consent-based data access works (how does Proposer obtain authorization to access Applicant financial and income data and how long does the consent last) How does the system meet WCAG 2.1 Level AA accessibility standards? In what languages is the system available to Applicants?

A link to Proposer’s standard API documentation, including a list of endpoints A description of Proposer’s implementation and configuration services as well as training and knowledge transfer Proposer Response

Question 2: Scope of Work (52 Points – 4 Points Each Requirement) For each Functional Requirement listed below from the Scope of Work as noted in Appendix A, Scope of Work, to City’s Contract Terms (Attachment 1) Proposer shall clearly indicate whether Proposer can:

a) Fully Meet

b) Partially Meet

c) Cannot Meet by checking the appropriate box. For any requirement Proposer cannot meet, please provide an explanation or Proposer’s alternative solution, if any.

Where details necessary for an accurate response have not been provided or are not clear enough, you may base your response on your own suitable assumptions. If assumptions are necessary, Proposer must clearly state them and make sure the assumptions being made is described so reviewers understand the context.

Consent-Based Data Access The system must allow at least 1,200 Applicants per year to securely authorize access to financial and income data and maintain auditable records of consent.

☐ Can Fully Meet ☐ Can Partially Meet ☐ Cannot Meet

Explanation/description:

Accessibility Standards The public facing interfaces must meet WCAG 2.1 Level AA standards based on the Department of Justice updates to Title II of the Americans with Disabilities Act (ADA) to ensure that web content and mobile applications (apps) are accessible to people with disabilities. It must be possible for the income verification system to make all public-facing interfaces, communications, and notifications available in languages other than English, using locales a specified by the City.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Income Aggregation The system must aggregate income from multiple sources and support applicants with multiple concurrent income streams within a single report.

The system must support all income types including W-2 wages, 1099 earnings, self-employment income, gig economy income, and unearned income such as child support, public benefits, dividends, and other contributions.

The system must be capable of capturing income sources that are not reported through traditional employer payroll databases.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Document Upload and Data Extraction The system must support secure document uploads and automated data extraction such as through OCR (optical character recognition) to standardize income data.

All uploaded financial documents shall be encrypted in transit (TLS 1.2 or higher) and at rest (AES-256 or equivalent), with access restricted to authorized personnel on a least-privilege basis; the Contractor shall maintain security controls consistent with recognized standards for financial data (e.g., SOC 2 Type II, NIST SP 800-53, or GLBA Safeguards Rule requirements).

Because the probative value of income documentation deteriorates rapidly, the Contractor shall retain uploaded financial documents no longer than 90 days following completion of the verification, after which such documents shall be permanently and irreversibly deleted.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Standardized Income Reporting The system must generate consolidated income reports with categorized income sources, totals, and configurable lookback periods. Reports must be able to be exported as human-readable PDF and .XLSX and machine-readable CSV or JSON.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Identity Verification and Program Integrity The system must include identity verification and tools to detect anomalies or inconsistencies in reported income including automated or system-generated alerts.

The system must provide passive verification insights such as name and address matching.

Identity verification methods shall not require any single form of documentation that is not universally held, including but not limited to a driver's license, state ID, passport, or Social Security card, and the Contractor shall accept multiple alternative verification pathways sufficient to ensure that applicants without such documentation, including non-drivers, unhoused individuals, and non-citizens, are not effectively excluded from the income verification system’s services.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

System Integration The system must support secure application programming interface (API) integrations to export report data and to notify MOHCD systems when reports are ready, such as via webhooks. It also must be compatible with Salesforce.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Implementation and Configuration Services The Contractor shall conduct discovery, configure the system, support integration, perform testing, and deploy the solution.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Training and Knowledge Transfer The Contractor shall provide user training, documentation, and knowledge transfer for MOHCD staff.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Ongoing Support and Maintenance The Contractor shall provide ongoing maintenance, updates, and technical support available at minimum during business hours of 8:00am-5:00pm Pacific Time Monday through Friday excluding City holidays.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Security and Compliance Requirements The system must meet industry security standards, including encryption, role-based access, and compliance with applicable laws.

Contractor shall maintain industry-recognized security compliance certifications, including SOC 2 Type II or equivalent throughout the term of the contract.

The system must support configurable session timeout controls.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Reporting and Analytics The system must provide reporting and administrative dashboards, export on demand capabilities, and audit logs.

MOHCD must be able to export all data on demand in open, non-proprietary formats (e.g., JSON, CSV, XLS) without dependency on proprietary tools.

Reporting must be self-service and configurable by MOHCD without requiring vendor involvement.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Performance and Outcome Expectations The solution should support measurable improvements such as reduced processing time and improved application completeness.

☐ Can Fully Meet ☐ Can Partially Meet

Explanation/description:

Question 3: Qualifications Summary (10 Points) Proposer must demonstrate corporate qualifications, commitment, strength, and technical capabilities to fulfill all services specified and required to successfully accomplish the work, including experience delivering income verification, financial data aggregation, or similar SaaS solutions for government or regulated environments.

Proposer Response

Question 4 Past Implementations (10 Points) Proposer must describe 2 completed implementations of the same system being proposed within the last 5 years. The descriptions must demonstrate that Proposer has at least 3 years of experience within the past 5 years in the delivery of goods and/or services requested by this Solicitation. The implementations must be:

1. Similar Size and Scope: Each implementation must be of the type and scope of the goods and services specified in this Solicitation, including use cases involving income verification, financial data aggregation, or similar functionality accommodating at least 1,200 Applicants per year.

2. Project Details: The descriptions shall include each item listed below.

a. Client name and contact info

b. Implementation scope summary

c. Dates when the implementation was performed

d. Implementation and ongoing (ie subscription, maintenance) costs

Proposer Response

Question 5: Customer Support Approach (16 Points) Proposer must describe their customer support approach:

1. Confirmation of ability to meet minimum required support hours specified in Appendix A, SaaS Implementation and Training, to City’s Contract Terms (Attachment 1). (4 Points)

a. “The Contractor shall provide ongoing maintenance, updates, and technical support available at minimum during business hours of 8:00am-5:00pm Pacific Time Monday through Friday excluding City holidays.”

2. Methods of reaching Proposer for technical and system usage support. (4 Points)

3. Proposer target and maximum response and resolution times (not including auto responses or responses from an AI agent). (4 Points)

4. Methods of communications around issues affecting the system (ie downtime, updates, etc.). (4 Points)

Proposer Response