Proposer Checklist.pdf

This is a Proposer RFP Checklist document for the City of Santa Monica's City Attorney's Office seeking proposals for a cloud-based Software-as-a-Service (SaaS) criminal case management system for its Criminal Division. The system must be capable of generating case matters, incorporating auto-fill and import functions, and integrating seamlessly with systems used by law enforcement partners and the Los Angeles County criminal court system. Required functionality includes workflow generation, case-related document tracking, charging library capabilities, restitution tracking, rules-based alerts, audit trails, reports, role-based permissions, robust search capabilities, subpoena generation, MS Office integration, and electronic discovery capabilities. The Criminal Division currently operates using Microsoft SharePoint and a legacy case management system to prosecute criminal misdemeanor offenses, infractions, and conduct specialized diversion programs including drug, mental illness, and homeless courts. Proposers must adhere to specific submission requirements including attending pre-proposal conferences if offered, submitting questions by designated deadlines, reviewing all formal addenda posted on ProcureNow, following exact RFP formatting requirements, acknowledging all issued addenda, and submitting responses on time as late proposals are not accepted.

The checklist emphasizes critical procedural requirements for proposal preparation and submission, including mandatory reviews of the entire RFP document, identification of critical items such as insurance and performance requirements, and verification of all applicable addenda before submission. Proposers must provide point-by-point responses addressing all sections clearly and concisely, as evaluations are based solely on submitted materials. The system must be cloud-based, compliant with DOJ certification requirements, and capable of importing legacy case management data through a timely and error-free process to transition the Criminal Division's current operations effectively.