rfp_13365_attachment 5_rfp additional submittals.xlsx
XLSX spreadsheet 36 KB Posted
- Solicitation number
- BPM013365
- Issued by
- California
About this file
This is a Request for Proposals (RFP) Additional Submittals document issued by the County of San Diego Probation Department for Artificial Intelligence (AI) Report Writing Services. The RFP requires proposers to provide comprehensive responses to 46 detailed requirements spanning general vendor information, implementation methodology, solution architecture, expected product lifespan, documentation, integration and migration capabilities, hardware and software maintenance, and operations and maintenance. Key submission requirements include an overview of the proposed solution and included products; identification of all subcontractors and their roles; detailed descriptions of software deployment options (cloud-based or County cloud provider installation); current vendor status with the County; implementation process documentation including project plans and resource allocation; technology descriptions with architecture diagrams; business workflow support mechanisms; business rules configuration and promotion processes; comprehensive data architecture documentation; application resilience and high availability features; reporting capabilities; disaster recovery procedures; mobile device functionality; and third-party product dependencies. Additional requirements address functional and technical roadmaps, security patch and release procedures, system documentation (end-user manuals, administrator manuals, reference architecture), integration capabilities with other applications and APIs, proxy awareness, hardware specifications, SaaS environment details, operational models, system administration capabilities, batch job monitoring, deployment processes for patches and upgrades, support model structure, and version support duration.
The document also incorporates specific project requirements related to system documentation, training, and data conversion. System documentation requirements mandate online help functionality searchable by screen, job function, and process name; inclusion of user guides and technical manuals; data model documentation; exportable formats for annotation and custom training material development; and electronic accessibility. Training requirements specify online, job-function-indexed materials with detailed user steps, electronic delivery, and hands-on practical training on the installed system. Data extraction and conversion requirements address migration of existing data from EAM systems, custom Access databases, and spreadsheets into the new system, including data mapping definition and error messaging on load problems. The contact information for the County is provided as David Lindsay (david.lindsay@sdcounty.ca.gov) and Melanie Caramat (melanie.caramat@sdcounty.ca.gov), with the document last updated on May 5, 2026, version 2.9.
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Other files
| File | Type | Posted |
|---|---|---|
| rfp_13365_attachment 1_it requirements_business critical.xlsx | XLSX spreadsheet | |
| rfp_13365_attachment 3_data security checklist.xlsx | XLSX spreadsheet | |
| rfp_13365_attachment 2_it requirements_detailed technical.xlsx | XLSX spreadsheet | |
| rfp_13365_attachment 4_fbi cjis security policy requirements.xlsx | XLSX spreadsheet | |
| rfp_13365_full package.pdf |
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Version Log
| Version | Date | Description |
| 1 | 7/5/18 | Initial draft |
| 2 | 7/13/18 | Updates from team review; remove Pricing and Customer References tabs. |
| 2.1 | 7/15/18 | Minor editing: instructions, vendor profile, and questionnaire worksheets |
Addl RFP Submittals Additional Submittals Items
REQUEST FOR PROPOSALS (RFP 13365)
PROBATION DEPARMENT
ARTIFICIAL INTELLIGENCE (AI) REPORT WRITING SERVICES
The following are additional Submittal Items that proposer must complete. Provide a detailed response to each question and provide all applicable product literature or technical documentation to support the response.
| Response # | Requirement Description | Vendor Response and Comments |
| General Questions and Vendor Information | ||
| RFP-1 | Provide an overview of the solution, the products included in the solution, and services needed to implement the solution from a business perspective. | |
| RFP-2 | List all subcontractors utilized to design, implement, and support the solution and describe each subcontractors and roles and responsibilities. | |
| RFP-3 | Describe your software solution including whether it is cloud based or can be installed in the County cloud provider environment" | |
| RFP-4 | Are you currently a vendor for the County of San Diego? Please detail what services or products have been provided previously. | |
| Implementation Methodology | ||
| RFP-5 | What is your implementation process and methodology? Can you provide a whitepaper or support documentation? |
Please elaborate and describe in detail.
| RFP-6 | Provide a project plan to meet the County timeline to perform the work. |
| RFP-7 | What resources make up the implementation team? |
Please provide roles and responsibilities.
| RFP-8 | What level of engagement of personnel and resources are needed from the County from a business and IT perspective. Please provide roles and responsibilities. |
| RFP-9 | Have you implemented your solution for a government or DOD customer? |
If so, what type of government customer?
| General Solution Architecture | |
| RFP-10 | Please describe the technology used by the products (s) in detail and provide technology diagrams models if available. |
| RFP-11 | Please describe how the solution and products support business workflow within the application. What mechanisms are used. Please describe in detail. |
| RFP-12 | Please describe how the solution and products support the use of business rules and how they are configured and changed and promoted between environments ( e.g. DEV to PROD) |
| RFP-13 | Describe the data architecture of your solution and provide any documentation. Describe in detail, including providing a data architecture diagrams (e.g. logical architecture, physical architecture, data models (e.g. entity relationship diagram)) What is the comprehensive data flow throughout the system? |
| RFP-14 | Describe how the solution provides configurated retention of historical as well as ongoing data including any limits (e.g. number of years or physical size) to the retention of historical data (including migrated or converted data). |
| RFP-15 | Provide an overall application architecture's description including the components and functions of each. |
Describe in detail how this is accomplished and also include a visual representation. Describe Application Structure/Layers/Components (e.g. 1 tier, 2 tier, 3 tier, n tier) Does your solution leverage any cloud-native services when deployed on the cloud (Azure, AWS, etc.)?Include the product name and version number.
| RFP-16 | Describe how the solution and products provide resiliency for all application components (e.g. load balance, application state awareness, redundant session states, auto restart, etc.)? Please elaborate and describe how this is accomplished |
| RFP-17 | State and describe any components that are not redundant or high availability. |
| RFP-18 | Describe how the solution supports all reporting needs, including static and ad hoc reports. |
| RFP-19 | Describe how report parameters provided to a report engine is saved and recalled by users. Describe how report objects are stored. |
| RFP-20 | Describe the solutions document and content management capabilities. |
| RFP-21 | Describe the solution's disaster recovery capabilities. |
| RFP-22 | Describe any client side software and/or configuration required by the solution, including any client side storage. |
| RFP-23 | Describe what features and functions of the solution are supported by mobile devices. |
| RFP-25 | Describe the solution's requirement for any file sharing (AS, EFS, FSX, etc) |
| RFP-26 | State and describe any third party products, licenses, applications and services required to support your application. |
| Expected Life Span Requirements | |
| RFP-27 | Provide the solutions' functional and technical roadmap that demonstrates both short-term and long-term vision and strategies that align with the business needs. |
Please provide and describe how this is accomplished.
| RFP-28 | Describe the security patch and feature release notice and approval process that will be available to the County. |
| RFP-29 | Describe how the solution minimizes adverse impacts during application upgrades. |
| Document Requirements | |
| RFP-30 | Provide the follow system documentation: |
• End User Manual
• System Administrator Manual
• Reference Architecture (i.e. business, data, application, infrastructure, network, security, high availability / resiliency, disaster recovery)
• Application System Specifications, and Installation, Configuration, Support Instructions (including but not limited certificate, service account, configuration, et. al.)
| Integration and Migration | |
| RFP-31 | Does the solution integrate and/or interface with other applications/solutions (e.g. other vendors)? If so, what is/are the: |
a. Integration Model
b. API's
c. Middleware Please provide details.
| RFP-32 | Describe if the solution is Application Forward Proxy Aware. Describe how this is accomplished. |
| RFP-33 | Describe how your solution provides features accessible through an API and which features are accessible. Please describe how this is accomplished. State which APIs does your product expose. |
| Hardware & Software Maintenance Requirements | |
| RFP-34 | Describe all hardware requirements for the solution |
| RFP-36 | Describe your SaaS Architecture environment. Please include who manages the solution set, the cloud hosting platform used. Where are the cloud hosting environments (e.g. primary region, secondary region, disaster recovery, etc.) located? |
Elaborate and describe.
| RFP-37 | Is any portion of your solution not contained within an U.S. Commercial or U.S. Government Cloud? Elaborate and describe. |
| Operations & Maintenance | |
| RFP-38 | Describe your operational model including system patches and upgrades and the notification process to your customers. |
| RFP-39 | The software solution shall allow the County and the County's IT Outsourcer to carry out system administration functions. Describe in detail how that will be accomplished |
| RFP-40 | Describe your solution roadmap and level of investment in the solution (as a percentage of your annual revenue or in $USD). Please provide the roadmap document as well |
| RFP-41 | Describe any batch jobs or unattended processes that must be monitored? If so, provide a high level description of the batch jobs and/or unattended processes. How are these monitored? How are these scheduled? |
| RFP-42 | Describe the solution operational dashboard that provides information about performance and health. |
| RFP-43 | Describe the solution deployment process for patching and upgrades. |
| RFP-44 | Describe in detail any operational maintenance procedures required (e.g. reboot server, clear caches, etc.)? |
| RFP-45 | Describe what duration of time does a version of the solution become unsupported. |
| RFP-46 | Describe your support model for application issues and problems including your service desk, how break-fix tickets are supported, ticket status, and the ability to upload documents related to the problem. Describe the levels of support of your service desk and how tickets are resolved. |
Version & Contact Last Updated: 5/5/26 v2.9
| Contact: | David Lindsay - david.lindsay@sdcounty.ca.gov |
| Melanie Caramat - melanie.caramat@sdcounty.ca.gov |
Project Req
| Requirement Number | Requirement Description | Supported | Comments |
| Project requirements | |||
| System Documentation Requirements | |||
| T-230 | Online help on system functionality is to be a component of the online system | ||
| T-231 | Online help can be searched based on screen, job function, process name, nouns so that user can find help by topic | ||
| T-232, P-165 | System documentation includes product user guides | ||
| T-233 | System documentation includes technical manuals | ||
| T-234 | System documentation includes data model, tables and attributes | ||
| T-235 | System documentation can be exported into a format that can be annotated electronically and then stored, i.e. product documentation does not need to be re-typed to create custom training material or custom business process documentation | ||
| T-236 | System documentation is available in electronic format that may be stored on county computers | ||
| T-238 | Custom documentation on business processes is developed as part of the project | ||
| T-239 | Custom documentation on configurations and customization made to base product are developed as part of the project | ||
| T-240 | Custom documentation on installation procedures for configurations, customization are developed as part of the project |
| System Training Requirements | |
| T-241 | Training materials need to be accessible online and indexed by job function or process name. |
| T-242, P-166 | Training materials include detail user steps to complete job functions. |
| T-243 | Training materials are provided in electronic format. |
| T-244 | Training class are defined, materials written, classes conducted for end user training, super user training and system application support staff are developed as part of the project |
| WW-189 | Training will be hands-on practical on the installed system, using helpful training documents. |
| Data Extraction, Data Conversion, Data Loading | ||
| T-245 | Data from existing EAM systems, custom Access databases, and excel spreadsheets is extracted, transformed and loaded into new EAM as part of the project | With error messaging on load problems |
| T-246 | Defining the data mapping from existing EAM data sources into the new EAM system is part of the project | |
| WW-190 | Data conversion services as required to transfer existing County data into the new EAM. |
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