REQUEST FOR PROPOSAL

2026-RFP-049

PUBLIC RECORDS REQUEST MANAGEMENT SYSTEM

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: July 21, 2026

DEADLINE FOR QUESTIONS: July 29, 2026

RESPONSE DEADLINE: August 12, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

REQUEST FOR PROPOSAL

Public Records Request Management System

1. Background and Introduction

2. Notice Inviting Proposals

3. Scope of Services

4. Requests for Clarification

5. Content and Format of Proposal

6. Submittal Requirements

7. Evaluation Criteria

8. Selection Process

9. General Conditions

10. Protests

Attachments:

A - Sample Professional-Services-Agreement

Request For Proposal #2026-RFP-049 Title: Public Records Request Management System

1. Background and Introduction

1.1. Summary

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for Public

Records Request Management System (“Services”) to establish a Professional Services Agreement

("Agreement") for a term of one year.

To serve and promote the welfare of its residents, the City intends to procure the Services, as described below:

The City of Palm Desert is seeking proposals from qualified vendors to provide a comprehensive Public

Records Request (PRA) Management System that supports compliance with the California Public Records

Act (CPRA), improves operational efficiency, enhances transparency, and streamlines records request processing.

The City is seeking a solution provider with the expertise, resources, and technology necessary to implement an integrated, configurable, automated, and user-friendly Public Records Request

Management System that includes the following core components:

• Public Records Request Intake and Workflow Management

• Records Collection, Review, and Redaction

• Electronic Communications Discovery

• Reporting, Analytics, and Public Transparency Tools

• Integration with Existing City Systems

The selected vendor shall work collaboratively with City staff to ensure a seamless implementation and transition from the City's existing Public Records Request Management System. The City anticipates that implementation will include the migration of ongoing requests, closed requests, request data, configurations, and other relevant system information necessary to maintain continuity of operations and preserve historical data. Vendors shall describe their proposed migration methodology, implementation approach, and any assumptions, dependencies, or City resources required to successfully complete the transition while minimizing disruption to ongoing Public Records Act operations.

1.2. Background

The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and a robust community programming. Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at

Palm Desert City Hall, 73-510 Fred Waring Drive.

The City currently manages California Public Records Act (CPRA) requests received through email, telephone, in-person submission, and an existing online public records request portal. Requests received outside of the portal are manually entered into the current system to support centralized tracking, assignment, workflow management, and compliance with statutory response requirements.

During Fiscal Year 2024–2025, from July 1, 2024 through June 30, 2025, the City completed approximately 426 Public Records Act requests and anticipates that the volume and complexity of requests will continue to increase.

The City seeks a centralized solution that improves statutory compliance, streamlines coordination among departments, reduces administrative burden, and enhances transparency and access for requesters.

1.3. Contact Information

Project Contact:

Damian Olivares

Senior Deputy Clerk

73510 Fred Waring Drive

PALM DESERT, CA 92260

Email: dolivares@palmdesert.gov

Phone: (760) 776-6334

Procurement Contact:

Celina Cabrera

Senior Management Analyst

73510 Fred Waring Dr

Palm Desert, CA 92260

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

CMO - City Clerk

1.4. Timeline

The scheduled dates are tentative and City retains the sole discretion to adjust the schedule. Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

Release of Request for Proposal July 21, 2026 mailto:dolivares@palmdesert.gov tel:(760)776-6334 mailto:ccabrera@palmdesert.gov tel:(760)776-6449

Last Day to Submit Questions for

Clarification

July 29, 2026, 2:00pm

Clarifications Issued by City on or before August 4, 2026, 2:00pm

Deadline for Receipt of Proposals submitted on or before

August 12, 2026, 2:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2026-RFP-049

Project Title: Public Records Request Management System

Project No. (if applicable): N/A

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov

Procurement”), until 2:00 pm, Wednesday, August 12, 2026. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than OpenGov Procurement will be returned to the proposer unopened.

The City is requesting proposals to provide: The City of Palm Desert is seeking proposals from qualified vendors to provide a comprehensive Public Records Request (PRA) Management System that supports compliance with the California Public Records Act (CPRA), improves operational efficiency, enhances transparency, and streamlines records request processing.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final scope of Services negotiated between City and the successful

Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

2.4. PRE-PROPOSAL MEETING

For this RFP, there is no pre-proposal meeting.

3. Scope of Services

3.1. Overview

The City seeks a solution that will:

• Establish a centralized and efficient process for managing Public Records Act requests from initial submission through final response.

• Improve compliance with the California Public Records Act (CPRA) by supporting timely responses, consistent workflows, and comprehensive auditability.

• Enhance transparency by providing the public with an accessible and intuitive process for submitting, tracking, and receiving records requests.

• Improve collaboration among City departments involved in the identification, collection, review, and production of responsive records.

• Reduce administrative effort by streamlining routine tasks, workflow management, notifications, status updates, and reporting.

• Improve the efficiency of reviewing, redacting, and producing electronic records by reducing manual review efforts, minimizing duplicate review, streamlining the preparation of records for disclosure, and supporting the consistent identification and protection of information that may be exempt from disclosure.

• Integrate effectively with the City's existing technology environment while supporting future system enhancements and organizational growth.

• Provide meaningful reporting and analytics that support operational decision-making, compliance monitoring, workload management, and executive oversight.

• Support the City's accessibility, security, records management, and data governance objectives.

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

• Provide a scalable and adaptable platform capable of meeting the City's evolving operational, technological, and regulatory requirements.

3.2. Documentation

The City expects the chosen vendor will provide for each software component a complete set of software documentation for end users and administrators in an electronic format. The City will be given permission to reproduce the documentation or parts of the documentation as needed. It is expected that the vendor shall maintain its copyrights to all materials.

3.3. License Structure

The City seeks a licensing structure that is transparent, scalable, and capable of supporting future growth without significant changes to the licensing model. Vendors shall clearly describe their proposed licensing approach, including any limitations related to users, departments, storage, request volume, integrations, or system functionality. The City prefers an enterprise licensing model that minimizes administrative overhead and supports broad organizational use. Vendors shall identify all one-time, recurring, optional, and third-party costs, as well as any anticipated future expenses associated with system expansion, additional functionality, storage, or ongoing maintenance and support.

3.4. Maintenance

The City expects the selected vendor to maintain the proposed solution throughout the term of the agreement. Vendors shall describe their approach to software maintenance, including bug fixes, security updates, system enhancements, version upgrades, and the incorporation of new technologies and regulatory requirements. Vendors shall also describe the frequency of updates and the process for deploying maintenance releases to ensure the solution remains secure, reliable, and current.

3.5. Support

The City anticipates that the selected vendor will possess the technical expertise, staffing, and resources necessary to effectively support the implementation and ongoing operation of the proposed solution.

Vendors shall describe their support services, including hours of operation, methods for submitting support requests, response and resolution time commitments, escalation procedures, and available support resources. The City is interested in support options such as telephone assistance, email support, online knowledge bases, issue tracking systems, remote troubleshooting capabilities, and access to technical specialists when necessary.

3.6. Training

Training is considered an essential component of this project. The City expects the selected vendor to provide a comprehensive training program that enables administrators and end users to effectively utilize the proposed solution. Vendors shall describe their training approach, including available training formats, training materials, user documentation, and ongoing learning resources. The City is interested in solutions that are intuitive, easy to learn, and supported by educational resources that promote user adoption and long-term success. Vendors should also describe any available user groups, conferences, webinars, or other opportunities for continued training and knowledge sharing. The proposed training program should include options for instructor-led group training sessions, whether in-person or virtual, to accommodate multiple City staff members during implementation and as needed for future training initiatives.

3.7. Technical Specifications

1. General: The City seeks a secure, reliable, and scalable Public Records Request Management

System that supports the City's operational needs today while remaining flexible enough to accommodate future growth, evolving technology, and changing regulatory requirements.

Vendors shall describe the overall architecture of their proposed solution, including hosting options, security controls, authentication methods, browser compatibility, system administration, maintenance practices, scalability, and any technical requirements necessary to support the proposed solution.

2. Public Records Request Management: The City seeks a solution that provides an efficient and transparent process for receiving, managing, reviewing, tracking, and responding to Public

Records Act requests from initial submission through final fulfillment. The proposed solution should reduce manual administrative effort by supporting configurable workflows and business processes while maintaining flexibility to accommodate the City's evolving operational needs.Vendors shall describe how their solution supports request intake, department assignment, configurable workflows, statutory response deadlines and extensions, internal review and approval processes, requester communications, public-facing request portals, audit logs, workflow activity tracking, and overall lifecycle management. Responses should also describe the extent to which these functions can be configured and maintained by authorized

City staff without vendor assistance.

3. Electronic Communications Discovery: The City seeks a solution that supports the efficient identification, collection, review, and production of records responsive to Public Records Act requests, for records maintained in email systems. Vendors shall describe the tools, workflows, and functionality available to locate, collect, review, and produce electronic communications while preserving relevant metadata and maintaining a defensible chain of custody. Responses should include supported file formats, search capabilities, import and export functionality, integration with common Microsoft technologies, and any limitations or recommended practices associated with electronic communications discovery.

4. Records Review and Redaction: The City seeks a solution that streamlines the review, organization, redaction, quality assurance, and production of responsive records while supporting consistent application of exemptions and maintaining appropriate documentation throughout the review process. Vendors shall describe the functionality available to support document review, electronic redaction, OCR processing, collaboration, version control, exemption tracking, quality control, and preparation of records for public release.

5. Reporting and Analytics: The City seeks meaningful operational, management, and compliance reporting that provides visibility into Public Records Act workload, statutory compliance, response times, departmental performance, and overall program effectiveness. Vendors shall describe the reporting and analytics capabilities available within the proposed solution, including dashboards, report templates, customizable reports, export functionality, and the extent to which authorized City staff can independently build, modify, and maintain reports and report templates, with vendor assistance available as needed.

6. Accessibility and ADA Compliance: The City is committed to providing digital services that are accessible to all members of the public and City staff. Vendors shall describe how their solution supports compliance with applicable accessibility standards, including accessible public-facing request submission, request tracking, records delivery, and administrative workflows. Responses should also describe compatibility with assistive technologies, accessibility testing practices, ongoing maintenance and remediation efforts, accessibility documentation, and the vendor's approach to maintaining compliance as accessibility standards continue to evolve.

7. Integration Requirements: The City seeks a solution that integrates seamlessly with its existing technology environment while remaining flexible enough to accommodate future enterprise applications and evolving business needs. Vendors shall describe available integrations, APIs, authentication methods, data exchange capabilities, synchronization options, implementation considerations, and any known limitations. Responses should specifically address the proposed approach for exchanging information with Microsoft 365, Laserfiche, identity management services, shared file repositories, and other commonly used municipal business applications.

8. Advanced Technologies: The City is interested in understanding how emerging technologies may improve operational efficiency, records discovery, workflow automation, and compliance with the California Public Records Act. Vendors shall describe if any advanced technology capabilities currently available within the proposed solution, including their intended use, governance practices, privacy protections, limitations, and product roadmap. Responses should identify how these technologies may assist City staff in records identification, search, organization, redaction, reporting, or other aspects of Public Records Act request management.

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing via the "Questions & Answer" tab through the City’s online bid management provider

(“OpenGov-Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 2:00 pm (local time) on Wednesday, July 29, 2026.

5. Content and Format of Proposal

5.1. Proposal (WITHOUT COST)*

Proposals shall be concise, well organized and demonstrate qualifications and applicable experience.

Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:

1. Cover Letter

This letter should briefly introduce the firm, summarize the firm’s general qualifications, include an executive summary of the specific approach that will be used to deliver the scope of services, and identify the individual authorized to negotiate Agreement terms and compensation. Include the individual’s name, title, address, phone number, and email address.

2. Experience and Technical Competence

A. Background: Provide a history of the firm’s experience providing Public Records Request Management

Systems or similar software solutions. The response should specifically address experience with public agencies or other organizations with public records request management needs.

B. Relevant Experience: Describe recently completed or current projects that are similar in scope and function to this RFP, including experience with request intake, workflow management, records review, redaction, electronic communications discovery, reporting, integrations, accessibility, implementation, training, maintenance, and support.

C. References: Provide references for clients using the proposed system or a substantially similar system.

Public agency references are preferred. Include the client name, project description, contact name, title, telephone number, and email address.

3. Firm Staffing and Key Personnel

A. Staffing: Provide the number of staff to be assigned to perform the services and identify the name, discipline, job title, and role of each individual.

B. Key Personnel: Identify key persons who will be principally responsible for working with the City.

Describe the role and responsibility of each individual.

C. Team Organization: Describe the proposed team organization, including project management, implementation, technical support, training, and ongoing account support.

D. Subcontractors: Identify any functions that are likely to be subcontracted and identify the subcontractor anticipated to perform each function.

4. Proposed Method to Accomplish Work

Describe the technical and management approach to providing the services to the City. The response should clearly explain how the proposed solution will meet the City’s objectives and the requirements described in the Scope of Services.

At a minimum, the response should address the following:

• Public records request intake and workflow management;

• Departmental collaboration, deadline tracking, notifications, and requester communications;

• Records collection, review, redaction, OCR processing, exemption tracking, quality control, and production;

• Electronic communications discovery, including email search, collection, metadata preservation, import/export functionality, and integration with common Microsoft technologies;

• Reporting and analytics, including dashboards, report templates, customizable reports, export functionality, and compliance reporting;

• System architecture, hosting, browser compatibility, authentication, security controls, scalability, and system administration;

• Integrations, APIs, data exchange capabilities, and compatibility with Microsoft 365, Laserfiche, identity management services, shared file repositories, and other commonly used municipal business applications;

• Accessibility and ADA compliance, including public-facing request submission, request tracking, records delivery, administrative workflows, compatibility with assistive technologies, and accessibility testing practices;

• Documentation for end users and administrators;

• Training approach for administrators and end users, including instructor-led group training options;

• Maintenance and support, including updates, security patches, bug fixes, support hours, response times, escalation procedures, and available support resources;

• Licensing structure, including any limitations related to users, departments, storage, request volume, integrations, or system functionality;

• Any advanced technology capabilities currently available within the proposed solution, including their intended use, privacy protections, limitations, and product roadmap; and

• Implementation and transition approach, including major tasks, milestones, estimated timeline, City responsibilities, proposer responsibilities, and assumptions.

Include a proposed first-year schedule of tasks, milestones, and deliverables that will provide for timely implementation and delivery of the services. In reviewing the Scope of Services and goals described herein, the proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work.

*Response required

5.2. Project Team Resumes*

Submit resumes of all key personnel/support staff that will produce work product for the Services.

Describe their qualifications, education, and professional licensing.

*Response required

5.3. Fee Proposal*

Please provide a detailed fee proposal for the proposed Public Records Request Management System and all services necessary to implement, support, and maintain the solution described in this RFP.

The fee proposal shall clearly identify all costs, including but not limited to:

• One-time implementation, configuration, and transition costs;

• Software licensing, subscription, or enterprise-use costs;

• Any costs or limitations related to users, departments, storage, request volume, integrations, modules, or system functionality;

• Training costs;

• Documentation costs, if any;

• Maintenance and support costs;

• Integration costs, including any costs related to Microsoft 365, Laserfiche, identity management services, shared file repositories, or other systems identified in the Scope of Services;

• Optional services, modules, or advanced technology features;

• Third-party costs;

• Future year pricing; and

• Anticipated costs for system expansion, additional functionality, additional storage, future integrations, or other ongoing needs.

The fee proposal should distinguish between one-time, recurring, optional, and usage-based costs. The proposer shall also provide hourly rates for any additional services that may be requested by the City during the term of the Agreement.

*Response required

5.4. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.5. SAM.gov*

Please enter your legal entity name for SAM.gov verification.

*Response required

5.6. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.7. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.8. Changes to Agreement*

The City standard professional services agreement contract is included as an attachment herein. The

Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may affect theCity's decision to enter into an Agreement.

*Response required

5.9. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

*Response required

5.10. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.11. Conflict of Interest Disclosure*

The proposer understands that any and all relationships with construction firms that may submit bids for projects developed under this agreement will require full disclosure of any direct or indirect conflicts of interest, financial interests, relationships, and the nature of any relationships with any related project bid submitters; and that any violation of this provision may result in the immediate termination of the

Agreement

☐ Please confirm

*Response required

5.12. Certification of Proposal*

The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.

☐ Please confirm

*Response required

6. Submittal Requirements

6.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

6.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

6.3. Site Examination

Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

6.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

6.5. Confidentiality of Proposal

Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or

City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public

Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide

Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

6.6. Submittal Instructions

The proposal must be received no later than 2:00 pm, on or before Wednesday, August 12, 2026 through the City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in #Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The City will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

Proposers experiencing any technical difficulties with the proposal submission process may contact

OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

7. Evaluation Criteria

Proposals will be reviewed and evaluated by an evaluation committee based on the criteria below. The

City may award a contract to the proposer whose proposal is determined to be in the best interest to the City, taking into consideration the evaluation criteria, qualifications, proposed approach, cost, and overall value to the City. The lowest-cost proposal will not necessarily be selected.

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No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Clarity, Completeness, and

Responsiveness

Evaluation will be based on the organization, clarity, completeness, and responsiveness of the proposal. Consideration may include whether the proposal follows the required format, addresses all requested information, avoids unnecessary ambiguity, and demonstrates attention to detail.

0-5 Points 10 (10% of Total)

2. Qualifications and Relevant Experience

Evaluation will be based on the proposer’s demonstrated qualifications and experience providing Public Records Request Management

Systems or similar software solutions.

Consideration may include experience with public agencies, experience with systems that support public records request processing, successful implementation of comparable systems, client references, and demonstrated ability to provide the services requested in this

RFP.

0-5 Points 15 (15% of Total)

3. Proposed Solution and Scope Responsiveness

Evaluation will be based on the quality, functionality, and responsiveness of the proposed solution to the Scope of Services.

Consideration may include the proposer’s ability to provide a centralized and efficient process for public records request intake, workflow management, requester communications, deadline tracking, departmental collaboration, records collection, review, redaction, production, electronic communications discovery, auditability, reporting, analytics, and public transparency tools.

0-5 Points 25 (25% of Total)

4. Technical Approach, Integrations, Security, and Accessibility

Evaluation will be based on the proposer’s technical approach and the ability of the proposed solution to meet the City’s operational, security, accessibility, and technology needs. Consideration may include system architecture, hosting, browser compatibility, authentication, security controls, scalability, system administration, integrations, APIs, data exchange capabilities, compatibility with Microsoft 365, Laserfiche, identity management services, shared file repositories, and accessibility/ADA compliance for public-facing and administrative functions.

0-5 Points 15 (15% of Total)

5. Implementation, Training, Maintenance, and

Support

Evaluation will be based on the proposer’s approach to implementation, transition, training, maintenance, and ongoing support.

Consideration may include the proposed implementation plan, project schedule, milestones, City and proposer responsibilities, training program, documentation, user adoption support, software maintenance, updates, security patches, version upgrades, support hours, response and resolution commitments, escalation procedures, and available support resources.

0-5 Points 20 (20% of Total)

6. Cost Proposal and Overall Value

Evaluation will be based on the reasonableness, completeness, transparency, and competitiveness of the proposed cost.

Consideration may include one-time costs, recurring costs, licensing or subscription structure, implementation costs, training costs, maintenance and support costs, integration costs, optional services or modules, third-party costs, future year pricing, anticipated expansion costs, and overall long-term value to the City. The City is not obligated to select the lowest-cost proposal.

0-5 Points 15 (15% of Total)

8. Selection Process

1. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

2. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a

Proposer, the City will endeavor to negotiate a mutually agreeable Agreement with the selected

Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

3. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

9. General Conditions

9.1. Federal Requirements

If the Services are funded through a federal funding source, the successful Proposer and its subconsultants/subcontractors shall be required to take cognizance of and comply with all requirements set forth in the Federal Requirements, attached and incorporated herein by this reference.

9.2. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification.

9.3. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

9.4. Non-Responsive Proposals

A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

9.5. Costs for Preparing

The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

9.6. Cancellation of RFP

City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this

RFP.

9.7. Price Validity

Prices provided by Proposers in response to this RFP are valid for 90 days from the proposal due date. The

City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded.

9.8. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP.

9.9. Right to Negotiate and/or Reject Proposals

City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets City’s requirements.

9.10. Non-Discrimination

The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

The City's commitment to diversity and inclusion can be found here.

10. Protests

The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief.

10.1. Protests of Solicitation Method

By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest. Protests under this section shall be submitted in writing to the official designated to receive the bid, proposal or other application and shall contain a full summary of the factual and legal basis for the protest.

https://www.cityofpalmdesert.org/our-city/departments/city-manager/inclusion

10.2. Waiver

Any person that: (1 ) did not directly submit a bid or proposal, (2) is not responsible or qualified to receive the contract, (3) failed to submit a responsive bid or proposal, (4) is not in line to receive the contract or is otherwise ineligible to receive the contract, (5) is otherwise not beneficially interested in the award, or

(6) fails to submit a timely protest shall be deemed to have waived the right to protest the award of the contract. Any protest deemed waived will be subject to summary rejection without further consideration and the person will have no right to any relief.

10.3. Protests of Award

A bidder, proposer or other vendor applying for a city contract through a competitive process may submit a written protest of the award of the contract. The protest shall identify and explain the factual and legal grounds for the protest. Any grounds not raised in the written protest are deemed waived by the protesting bidder.

10.4. Timing of Protest of Award

Protests shall be submitted in writing to the official designated to receive the bid, proposal or other application within the following times:

1. If of another bidder, within five (5) calendar days after the bid opening date.

2. If the City of Palm Desert makes a recommendation to the City Council/Housing Authority to award a proposal or other application, then within five (5) calendar days following the issuance of the recommendation and prior to the date of the award.

3. If in response to a notice of intent to reject a bid, proposal or other application, then within five

(5) calendar days following the issuance of the notice of intent.

10.5. Protest Review and Response

If the protest is timely and complies with the above requirements, the City of Palm Desert shall review the protest, any response from the challenged bidder, proposer or other vendor, and all other relevant information. The City of Palm Desert will provide a written decision to the protester in a reasonable amount of time. If the protest is in response to a recommendation of award to the City of Palm Desert then the protest will be considered concurrently with the award of the contract, and the approval authority's action is final.

10.6. Conflicts

The protest procedures contained in this section shall not apply if a particular solicitation contains a different protest procedure. This section does not limit or eliminate a claimant's obligations under the

Government Claims Act, Government Code Section 900 et seq.