RFP 26-04 Case Management Software System_.pdf

REQUEST FOR PROPOSAL (RFP) NO. 26-04

CASE MANAGEMENT SOFTWARE SYSTEM

RFP PROPOSED SCHEDULE

RFP Posted Monday, March 2, 2026

Pre-Proposal Conference at 10:30 am, PST Wednesday, March 18, 2026

Questions regarding this RFP must be submitted to the

District by 2:00 p.m. PST Wednesday, March 25, 2026

Questions and Answers posted to the Website Monday, April 6, 2026

Proposer Responses Due by 2:00 p.m. PST Monday, April 13, 2026

Interviews / Demonstrations will be conducted on Wednesday, May 13, 2026 &

Thursday, May 14, 2026

Tentative Award Date Friday, May 15, 2026

Board Date for Approval Wednesday, June 3, 2026

Business Services - Procurement Unit 770 Wilshire Boulevard, 6th Floor

Los Angeles, CA 90017-3719 213.891.2301

RFP 26-04 – Case Management Software System Page 2 of 35

TABLE OF CONTENTS

Table of Contents

1. INTRODUCTION

2. GENERAL GOALS AND SCOPE OF SERVICES

3. GENERAL INFORMATION AND GUIDELINES

4. INSTRUCTIONS AND GENERAL CONDITIONS

5. PROPOSAL FORMAT AND CONTENT

6. PROPOSAL EVALUATION AND CONTRACT AWARD

Appendix A: Scope of Services

Appendix B: Cost Proposal (Fees)

Appendix B: Cost Proposal Worksheet

Appendix B: Cost Proposal Worksheet (continued)

Appendix C: Mandatory Documents

RFP 26-04 – Case Management Software System Page 3 of 35

1. INTRODUCTION

1.1. Purpose of Request For Proposal (RFP)

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified organizations to provide the Los Angeles Community College District (LACCD) with a systemwide case management software solution for Title IX and Discrimination, Harassment, and Retaliation (DHR) cases. LACCD is committed to fostering a safe, inclusive, and supportive environment for all students, faculty, and staff. In support of this commitment, LACCD seeks to enhance its processes for managing, investigating, and responding to allegations of discrimination, harassment, retaliation, and sexual harassment. Accordingly, LACCD seeks a comprehensive case management solution that integrates seamlessly with existing technology systems, ensures robust security and data privacy, and provides accessibility features in compliance with applicable laws and regulations.

1.2. About the District

The District was organized in 1969 and is governed by an elected Board of Trustees and is part of the statewide California Community College system. Members of the Board of Trustees are elected at large to serve four-year terms. LACCD serves a highly diverse, multi-racial and multi-lingual geopolitical area of more than nine million people in 2025 in roughly 900 square miles of the County of Los Angeles, including 36 cities and unincorporated communities, including the City of Los Angeles. The District extends from the San Fernando Valley and Sylmar areas north of metropolitan Los Angeles, down to the Port of Los Angeles in the south; from the “west side” of Los Angeles, over to the eastern side of Los Angeles into Boyle Heights and the San Gabriel Valley.

The District’s nine colleges provide comprehensive, lower-division general education (the traditional first two years of a four-year degree) for transfer; education pathways for two-year certificates or Associate’s degrees; occupational education; credit and non-credit instructional programs and Adult Education to meet the needs of the surrounding communities; Career Education and Strong Workforce jobs training education; citizenship classes; and, in some instances, four-year Bachelor’s degree programs and other lifelong learning opportunities. The nine colleges are: Los Angeles City College, East Los Angeles College, Los Angeles Harbor College, Los Angeles Mission College, Los Angeles Pierce College, Los Angeles Southwest College, Los Angeles Trade-Technical College, Los

Angeles Valley College and West Los Angeles College and all are fully accredited. The colleges range in size from about 22 acres (Los Angeles Trade-Technical College) to more than 450 acres (Los Angeles Pierce College). Facilities include newly constructed classroom and instructional laboratory buildings, learning resource centers (libraries with specialized learning/tutoring centers) as well as original instructional buildings, parking structures, maintenance yards, athletic fields and gymnasiums. Some of the colleges, like https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.lacitycollege.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031496559%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Q5YyiP70xh20YLbOfPrELmY4fkvZ%2Frokuk%2FSj1wQS1M%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.elac.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031511637%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Nn7EUKJDMWQBEn9ge615x1Mzh%2FX8T7K30kMefTjoplQ%3D&reserved=0 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RFP 26-04 – Case Management Software System Page 4 of 35

Trade-Technical, founded in 1925, pre-date the District and were brought into the District. Others were created and built as the District expanded to its current configuration.

The District’s 2024-2025 Fiscal Year budget, found online, here, is from all funds and sources is $10.2 billion, of which $8.3 billion $8.3 billion is for the District’s capital improvement and construction program, “BuildLACCD.”

In Fall 2024 the District employed more than 6,000 full-and part-time personnel and served nearly 250,000 full-and part-time students in the 2024-25 academic year. More information about the District and its colleges can be found online, here. The student population of the LACCD is ethnically diverse: In the 2024-25 academic year 58 percent of students were Hispanic/Latinx, 19 percent White, 8 percent African American, 6 percent Asian, and 2 percent Multi-Ethnic. More detailed information about LACCD students can be found online, here. Over 43,000 awards to students were conferred by LACCD colleges in the

2024-25 academic year, including bachelor’s degrees, two-year degrees, degrees for transfer, and credit and non-credit certificates of achievement.

The District maintains an active free-tuition program, the Los Angeles College Promise (LACP), available to all first-time, full-time students, regardless of age, race/ethnicity or demographic background. Since its inception in 2017, over 40,000 students have participated in this program and about 12,000 LACP students were enrolled in LACCD colleges in the 2024-25 academic year.

2. GENERAL GOALS AND SCOPE OF SERVICES

2.1. General Goals

It is the intent of the Los Angeles Community College District (“the district”) to enter into an agreement with a Proposer to provide a comprehensive Case Management Software System and to select one (1) service provider for the Los Angeles Community College

ANNUAL ENROLLMENT (HEADCOUNT) BY COLLEGE, 2024-2025

LACC 31,535 LASC 11,793

ELAC 62,198 LATTC 22,417

LAHC 18,390 LAVC 30,768

LAMC 22,374 WLAC 19,166

LAPC 29,745

Total Enrollment Headcount: 248,386 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.laccd.edu%2Fsites%2Flaccd.edu%2Ffiles%2F2024-08%2F2024-2025%2520Final%2520Budget.pdf&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031591054%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=rZW6uGq0HTKDfBFZte5H0jFp8vsza%2FQHtwkbKAr5g3I%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.laccd.edu%2Foffices%2Fepie%2Fresearch%2Ffast-facts&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031601562%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=KA1PIhFCAi5vPCKgGw6AGeFWR5lDsfFzjY74T%2F0R2ug%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.laccd.edu%2Foffices%2Fepie%2Fdashboards&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031615851%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=iRHHahNGk61Hw7pbFv3mYA%2Fsa1r88IvhHPKdS53QZ04%3D&reserved=0

RFP 26-04 – Case Management Software System Page 5 of 35

District (“District”). The agreement would be for a term of three (3) years with two (2) one-year options to renew annually for a total of five (5) years.

2.2. Scope of Services

Please refer to Appendix A: Scope of Services.

2.3. Term of Contract

As noted above, the District anticipates entering into an agreement for up to five (5) years with a vendor who meets the criteria outlined in this RFP. The exercise of any option years will be upon the satisfactory performance and by written consent at the absolute and sole discretion of the District.

2.4. Optional Pre-Proposal Conference

An optional pre-proposal conference will be held on Thursday, March 18, 2026, at 10:30 am PST. Proposers can register in advance by clicking the link below (control + click):

https://laccd.zoom.us/meeting/register/5DkikiSWTzqQ4tB7aavE1w

The purpose of this conference is to review the scope of services, proposal requirements, and answer questions from prospective proposers. Attendance is not mandatory; however, interested firms are strongly encouraged to attend, as the conference will provide useful information and clarification on the process.

Any changes to the solicitation resulting from this conference will be issued in writing through an addendum. Verbal discussions will not alter the requirements of this solicitation. All times noted above and elsewhere in this RFP are in Pacific Standard

Time (PST).

3. GENERAL INFORMATION AND GUIDELINES

3.1. District Contact Person

Andrea Daniel

Procurement Specialist

Los Angeles Community College District

Procurement Unit, 6th Floor

770 Wilshire Boulevard

Los Angeles, CA 90017-3719 email: danielar2@laccd.edu https://laccd.zoom.us/meeting/register/5DkikiSWTzqQ4tB7aavE1w mailto:danielar2@laccd.edu

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3.2. Internet Access to this RFP

All materials related to the RFP are available on the internet and can be found at:

http://www.laccd.edu/Departments/BusinessServices/Contract-

Services/Pages/Bids-And-Proposals.aspx

A Proposer who chooses to download an RFP solicitation will be responsible for checking the aforementioned website for clarifications and/or addenda. Failure to obtain clarifications and/or addenda from the website shall not relieve Proposer from being bound by any additional terms and conditions in the clarifications and/or addenda, or from considering additional information contained therein in preparing your Proposal.

Note: There may be multiple clarifications and/or addenda. Any harm to the Proposer resulting from such failure shall not be valid grounds for a protest against award(s) made under the solicitation.

All Proposers are solely responsible for obtaining all RFP materials.

3.3. Unauthorized Communications

Proposers shall not, prior to approval of the Award of Contract by the District Board of

Trustees, contact or communicate, either verbally or in writing, with any of the following persons (other than the person named above) for the purpose of discussing the requirements of the RFP Documents or the RFP process: (1) any trustee, officer, employee, or representative of the District; or (2) any consultant, or employee of a consultant, providing the District with assistance, advice, or professional services relating to the matters covered by the RFP Documents or who is involved in any aspect of the RFP evaluation or scoring processes. Unauthorized communication by a Proposer in violation of the foregoing may result in disqualification.

3.4. Interested Parties

Proposers who are advisors to the District in respect to the RFP process are not allowed to submit, or participate in submission of, Proposals. A Proposer shall not participate in, or be

“interested in,” more than one Proposal. For purposes of this paragraph, “interested in” means having a managerial or financial interest in another Proposer or a Subcontractor to another

Proposer. Notwithstanding the foregoing, a Subcontractor may be proposed as a subcontractor to more than one Proposer.

3.5. Proposer Clarifications

Without limitation to the District’s rights relating to the conduct and content of Negotiations, the

District reserves the right, but assumes no obligation to, at any point in the RFP process to contact a Proposer directly, without notice to other Proposers, for purpose of obtaining http://www.laccd.edu/Departments/BusinessServices/Contract-Services/Pages/Bids-And-Proposals.aspx http://www.laccd.edu/Departments/BusinessServices/Contract-Services/Pages/Bids-And-Proposals.aspx

RFP 26-04 – Case Management Software System Page 7 of 35 clarifications of, or to address minor irregularities, informalities, or apparent clerical mistakes in, a Proposal (“Proposer Clarifications”). Where the District determines that there is a need and justification for seeking Proposer Clarifications, the District may request Proposer

Clarifications from some Proposers and no other Proposers. If Proposer Clarifications are sought from all Proposers, the questions asked maybe different for each Proposer.

3.6. False Information

In addition to and without limitation upon any other requirements of the RFP Documents, the

District reserves the right, but assumes no obligation, to disqualify any Proposer and reject any Proposal should District determine that any information submitted by the Proposer is false, incorrect, or materially incomplete.

3.7. District Confirmation

The District reserves the right, but assumes no obligation, to confirm through any means available to the District the truth, accuracy, or completeness of any information contained within the resumes or other information submitted by a Proposer or communicated by a

Proposer or a Subcontractor during face-to-face communications with the District or its representatives or consultants administering the RFP process.

3.8. No Joint Offers Accepted

Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime/subcontractor basis rather than as a joint venture or informal team. For this engagement, District intends to contract with individual provider(s) and not with multiple providers doing business as a joint venture. Accordingly, where two or more providers desire to join in preparing and submitting Proposals, they should do so on a prime-subcontractor basis, rather than as a joint venture or informal team. The provider acting as the “prime”, if it receives the Award, will enter into the Agreement with the District.

3.9. District Determinations

The District shall have the right to make all determinations and interpretations relating to the

RFP Documents or the RFP process, including, without limitation, any Proposer’s compliance with the RFP Documents or its qualifications to participate in the RFP process, and all such determinations shall be final and binding.

4. INSTRUCTIONS AND GENERAL CONDITIONS

This RFP contains the instructions and conditions governing the requirements for a proposal to be submitted by an interested Proposer, the format in which the proposal is to be submitted, the material to be included therein, and the requirements that must be met.

RFP 26-04 – Case Management Software System Page 8 of 35

Each Proposer should carefully examine the entire RFP and be fully aware of the nature and quality of the services sought by District as well as the conditions for providing such services.

PROPOSALS MAY BE REJECTED AS NON-RESPONSIVE IF THE PROPOSER FAILS TO FULLY

COMPLY WITH ANY OR ALL OF THE INSTRUCTIONS OR CONDITIONS SET FORTH IN THIS RFP.

4.1. RFP Schedule

RFP PROPOSED SCHEDULE

RFP Posted Monday, March 2, 2026

Pre-Proposal Conference at 10:30 am, PST Wednesday, March 18, 2026

Questions regarding this RFP must be submitted to the District by 12:00 noon PST Wednesday, March 25, 2026

Questions and Answers posted to the Website Monday, April 6, 2026

Proposer Responses Due by 12:00 noon PST Monday, April 13, 2026

*Interviews / Demonstrations will be conducted on Wednesday, May 13, 2026 &

Thursday, May 14, 2026

Tentative Award Date Friday, May 15, 2026

Board Date for Approval Wednesday, June 3, 2026

*Please reserve this date on your calendars as the District will not provide additional notification of the interview date.

The District reserves the right, at any time to make adjustments in the form of additions, modifications or deletions to the RFP schedule. Such adjustments, if any shall be made by

RFP Addendum. References in the RFP Documents to the RFP Schedule or to date in the RFP

Schedule shall mean the RFP Schedule as so adjusted.

4.2. Proposal Submission

The proposer shall submit to the District one (1) printed original and eight (8) copies of its proposal, together with one (1) copy of a USB drive containing an electronic version of the proposal in Microsoft Word format, addressing each of the items in this RFP and must be received by the District no later than 2:00 p.m. PDT on Monday, April 13, 2026. Proposals are to be enclosed in a sealed package displaying the proposer’s name, California Secretary of State Certificate of registration/Entity File number, and the words:

“PROPOSAL RESPONDING TO RFP 26-04: CASE MANAGEMENT SOFTWARE SYSTEM".

RFP 26-04 – Case Management Software System Page 9 of 35

Mail or deliver proposals to:

Los Angeles Community College District 770 Wilshire Blvd, 6th Floor Los Angeles, California 90017 ATTN: Andrea Daniel – Procurement Specialist

Submittals not conforming to the specifications of this RFP may be deemed non-responsive, result in point deductions during evaluation, or be rejected in their entirety.

Proposals must be received by 2:00 p.m. PDT on Monday, April 13, 2026. Any proposals received after the time and date above may, at the District’s sole and absolute discretion of the District, will be returned unopened or set aside without consideration.

Delivery of the proposal by the specified deadline is the sole responsibility of the Proposer to ensure that its proposal is delivered on time. If hand-delivered, ample time should be scheduled for delays caused by downtown Los Angeles area traffic and parking.

The District does not provide parking accommodations to proposers submitting proposals.

The District shall not be responsible for, nor accept as a valid excuse for late proposal receipt, any delay in mail service or other method of delivery used by the Proposer, except where it can be established that the District was the sole cause of the late receipt.

Proposals submitted via fax, telephone or email will not be accepted.

All proposals must be provider offers subject to acceptance by the District and may not be withdrawn for a period of 180 calendar days following the Proposal Submission Deadline. Proposals may not be amended once submitted to the District, except as permitted by the District.

4.3. Meeting RFP Specifications Identified in Scope of Services

The services offered by the Proposer must meet the specifications as described in this RFP.

The District reserves the right to reject as non-responsive any proposal that does not meet the specifications as described in this RFP.

4.4. Proposed Information to be Accurate, Complete and Valid

The Proposer must provide information including, but not limited to, fees for all offered services based on the scope of services, which is set forth in Appendix A: Scope of

Services.

Failure to do so may invalidate the proposal. The price must be accurate, complete, and

RFP 26-04 – Case Management Software System Page 10 of 35 valid for the term of the agreement. The Proposer is responsible for the accuracy of the proposal submitted, and no allowance will be made for error or fee increases that the

Proposer later alleges are retroactively applicable.

4.5. Authorized Signatures

Exhibits A through K (Exhibit J excluded) must all be signed by the Proposer’s authorized signatory and must be submitted by the Proposer electronically via Bonfire. The District is unable to accept any proposal submitted without these statements completed and signed by the Proposer’s authorized signatory.

4.6. Authorization to Do Business

All Proposers must be authorized to do business in California. If a Proposer is a sole proprietorship or partnership, the Proposer should furnish with its proposal a copy of a current business license issued in California. If the Proposer is a corporation, it must be approved by the California Secretary of State to do business in California as shown by it having an

“ACTIVE” status listed on the California Secretary of State website as of the date of submission of the proposal. The Proposer shall provide the corporate number issued by the Secretary of

State with its proposal.

Each Proposer is required to possess at the time of submitting its Proposal, and at all times during the RFP process (and, in the case of the Proposer that receives award, at the time of award, upon execution of the Agreement, and at all times during performance of the

Agreement) any licenses required by Applicable Law for the performance of the Agreement.

4.7. Requirements

The Proposer shall be responsible for becoming familiar with the scope of services required by the District as set forth on the pages of this RFP, and shall rely solely upon his or her own independent judgment, and not upon any statements or representations made by the District, whether express or implied. The failure or omission of any Proposer to acquaint himself or herself with the service requirements of the District shall in no way relieve any Proposer from any obligation with respect to this proposal or to the resulting agreement. The submission of a proposal shall be taken as prima facie evidence of compliance with this section.

4.8. Questions about RFP

Questions are to be emailed to Andrea Daniel at danielar2@laccd.edu on or before 2:00 p.m. Pacific Time, Wednesday, March 26, 2026. Please include “RFP 26-04 –

Questions for Case Management Software System” in the subject line.

Proposers are asked to submit all questions in writing by the deadline for questions.

LACCD shall not be obligated to answer any questions received after the above deadline or submitted in a manner other than as instructed above.

mailto:danielar2@laccd.edu

RFP 26-04 – Case Management Software System Page 11 of 35

Written responses will be posted on the website:

https://laccd.bonfirehub.com/opportunities/private/72d2e23200b4c744c374bf5cf692e241

Proposers are instructed not to contact District board members, personnel, or its agents in any other manner concerning this RFP. Unauthorized contact, at LACCD’s sole and absolute discretion, will be grounds for the disqualification of a proposer.

4.9. RFP Addenda

If it becomes necessary for the District to revise any part of this RFP or to provide clarification or additional information after the proposal documents are released, written addenda will be posted online, here.

It shall be the responsibility of the Proposer to check the website or to appropriately inquire with District for any addenda issued. All addenda issued by DISTRICT shall become part of the RFP and the Proposer shall acknowledge, in writing, receipt and incorporation of all addenda and clarifications in its response. Specifically, the Proposer’s acknowledgement of the addenda must be declared in the proposal in Exhibit D.

Failure of the Proposer to receive addenda shall not relieve the Proposer from any obligation under its proposal as submitted. The Proposer shall identify and list in its proposal all addenda received and included in its proposal. The Proposer’s failure to identify and list in its proposal all addenda received and included in its proposal may be asserted by the

District as a basis for determining a proposal as non-responsive.

4.10. Interpretation of Documents

If any person contemplating submitting a proposal for the services proposed herein is in doubt as to the true meaning of any part of the proposal documents, or finds discrepancies in, or omissions from the documents, he/she may submit to the District a written request for an interpretation of correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the proposal documents will be made only by addendum duly issued and a copy of such addendum will be mailed or delivered to each person receiving a set of the proposal documents. No person is authorized to make any oral interpretation of any provision in the proposal documents to any Proposer, and no Proposer is authorized to rely on any such unauthorized oral interpretation.

4.11. Withdrawal/Proposal Irrevocable for 180 Days

A Proposer may withdraw its proposal at any time prior to the submittal deadline by sending the

District a request in writing from the same person who signed the submitted proposal. As of https://laccd.bonfirehub.com/opportunities/private/72d2e23200b4c744c374bf5cf692e241 https://www.laccd.edu/offices/business-services/contract-services/bids-proposals

RFP 26-04 – Case Management Software System Page 12 of 35 the deadline for submittal, any proposal received by the District and not withdrawn becomes an irrevocable offer available for acceptance by the District immediately and for one hundred and eighty (180) days thereafter. The Proposer is responsible for the accuracy of the proposal submitted, and no allowance will be made for errors or price increases that the Proposer later alleges are retroactively applicable.

4.12. Exemption from Disclosure

Proposals will remain confidential in their entirety until the evaluation and analysis process is complete and a recommendation of an award has been approved by the LACCD Board of

Trustees. All proposals submitted will become the property of the LACCD. The Proposer must identify, in writing, all copyrighted material, trade secrets, or other proprietary information that the preparer claims are exempt from disclosure under the Public Records Act (California

Government Code Section 6250 et seq.). Any Proposer claiming such an exemption must also state in the proposal that “the provider agrees to indemnify and hold harmless the Los

Angeles Community College District, its Board of Trustees, Los Angeles City College, East

Los Angeles College, Los Angeles Harbor College, Los Angeles Mission College, Los Angeles

Pierce College, Los Angeles Southwest College, Los Angeles Trade- Technical College, Los

Angeles Valley College, West Los Angeles College, and its officers, employees and agents, from any claims, liability, or damages against, and to defend any action brought against above said entities for their refusal to disclose such material, trade secrets, or other proprietary information by any party." Failure of a proposal to include such a statement will be deemed a waiver of any exemption from disclosure under the California Public Records Act. A blanket statement that all contents of the proposal are confidential or proprietary will not be honored by the District. The Proposer’s identification of a document as “proprietary” or “confidential” does not automatically confer exclusion from disclosure under the California Public Records

Act.

4.13. Pre-Contractual Expenses

Pre-contractual expenses are defined as any expenses incurred by the Proposer to:

(1) Prepare its proposal in response to this RFP; (2) Submit that proposal to the District; (3)

Negotiate with the District on any matters related to this RFP, including a possible contract; and

(4) Engage in any other activity prior to the effective date of award, if any, of a contract resulting from this RFP. District shall not, under any circumstance, be liable for any pre-contractual expenses incurred by Proposers. All expenses including, but not limited to, pre-contractual expenses incurred by the Proposer in preparing the proposal shall be borne and paid for solely by the Proposer and shall not be included in their offers.

4.14. Subcontractors

Proposers are permitted to provide for a portion of the Basic Services to be performed by one or more consultants or contractors retained by the Proposer (collectively, RFP 26-04 – Case Management Software System Page 13 of 35

“subcontractor”) provided that each subcontractor proposed to be used is identified in the

Proposal by name, contact person, telephone number, email address, and a description of the portion of Basic Services to be performed by the subcontractor.

4.15. Immaterial Defect in Proposal

The District may waive any immaterial deviation or defect in a proposal. The District’s waiver shall in no way modify the RFP documents or excuse the Proposer from full compliance with the RFP if awarded the contract.

4.16. Oral Communications

Any oral communication by the District Contact Person or his/her designee regarding this

RFP is not binding and shall in no way modify the RFP or the obligations of the District, Proposer and/or Contractor.

4.17. RFP as Part of Final Contract

At the District’s discretion, the content of this RFP may be incorporated into the final contract.

4.18. Proposed Contract

The Proposer(s) selected for contract award(s) through this RFP shall be required to enter into a written agreement with the District. The Standard Agreement (Cloud Computer

Services Agreement) for professional services presented in Exhibit J of this RFP is the contract proposed for execution. It may be modified to incorporate other pertinent terms and conditions set forth in this RFP, including those added by addendum, and to reflect the

Proposer's offer or the outcome of contract negotiations, if any.

Exceptions and requested changes to the terms and conditions of the Standard agreement, or the Proposer's inability or unwillingness to comply with any of the provisions of the Standard Agreement, must be declared in the proposal and will be considered as part of the proposal evaluation process.

4.19. Exceptions/Deviations

Any exceptions to, deviations from, or inability to comply with the requirements set forth in this

RFP, or the terms and conditions contained in the Cloud Computer Services Agreement, must be declared in writing in Exhibit K within the proposal; and failure to do so will prevent Proposer from asserting its inability to comply with the terms or conditions later on. Such exceptions or deviations must be segregated as a separate element of the proposal under Exhibit

K - "Exceptions and Deviations to Cloud Computer Services Agreement and Data

Sharing Agreement." The District will make a good faith effort to consider contractual issues

RFP 26-04 – Case Management Software System Page 14 of 35 identified by providers and District requires all proposing providers to similarly make a good faith effort to comply with the District’s sample agreement terms and conditions.

Proposals that mandate the use of provider standard services contract, rather than utilizing the

District’s standard services contract will result in those providers’ proposals being judged non-responsive and these proposals will be rejected.

Proposals that reject the following integral provisions of the District's contract terms and conditions will be treated as a rejection of the District's contract and these proposals will be rejected.

Section 9 Term of Agreement

Section 12 Family Educational Rights Privacy Act (FERPA)

Section 18 Waiver of Damages; Indemnity

Section 20 Accessibility Requirements

Section 22 Non-Discrimination

Section 23 Requirements for Federally-Funded Contracts

Section 27 Governing Law

Section 38 Board Authorization

Exceptions or deviations which are in conflict with the District's terms and conditions may render the proposal non-responsive. In the event that exceptions and deviations to the Cloud

Computing Services Agreement are requested after the contract has been awarded, the

District may deem the proposal non-responsive and may disqualify the proposal at its discretion.

4.20. No Commitment to Award

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

4.21. No Agreement Until Signed

No agreement with the District is effective until both parties have signed a contract and the

District’s Board of Trustees has authorized the contract.

4.22. News Releases

News releases pertaining to any award resulting from this RFP may not be made without the prior written approval of the District.

RFP 26-04 – Case Management Software System Page 15 of 35

4.23. Use of District Employees’ Names

The successful Proposer must agree not to use the names, office phone numbers, email addresses, and/or addresses of District employees for any purpose not directly related to this RFP.

4.24. Adjustments to Contract

All adjustments shall be proposed in writing by the District for approval prior to becoming effective. All required contract amendment(s) shall be issued by the District.

4.25. Contractor Evaluation

Contractors (and their subcontractors, if applicable) will be evaluated periodically regarding their performance.

4.26. Termination or Cancellation

The District reserves the right to terminate any contract awarded through this RFP by providing thirty (30) days’ written notice to the Contractor.

4.27. Protests

Any Proposer that has not been disqualified, whose Proposal or other actions taken have not been determined to be non-responsive to the requirements of the RFP Documents, and who under the terms of the RFP Documents had the right to participate in, and in fact fully participated in the second and third phases of the RFP process, may file a protest challenging the Award to another proposer, provided that the proposer filing the protest complies with the District's Business Operations and Policy Procedures, PP-04-09, Bid

Protests and Appeals, as provided in Exhibit H and located here.

In order to be considered, all protests must be in writing and filed with and received by the

District, not more than five (5) business days following the date of issuance of the

District’s Notice of Intent to Award, with the contact below. Protests received by the

District after this date will be returned to the sender.

The protest letter must state the basis for the protest and the remedy sought and should be addressed to:

Director of Business Services, or designee

Los Angeles Community College District

770 Wilshire Blvd, 6th Floor

Los Angeles, CA. 90017 https://www.laccd.edu/sites/laccd.edu/files/2022-08/04-09-bid-protest-and-appeal.pdf

RFP 26-04 – Case Management Software System Page 16 of 35

Failure to timely file the proposal protest shall constitute grounds for the District to deny the proposal protest without further consideration of the grounds stated therein.

4.28. Other District Rights

The rights, powers, and discretion expressly conferred upon the District under the RFP

Documents are not intended to be exclusive but are cumulative and in addition to, and not a substitute for, every other right, power, or discretion existing or available to the District under the RFP Documents or Applicable Laws.

5. PROPOSAL FORMAT AND CONTENT

5.1. General

The proposal should provide a straightforward, concise description of the proposer’s ability to satisfy the requirements of this RFP. Emphasis should be placed on conformance to the

RFP instructions, on responsiveness to the RFP requirements, and on completeness and clarity of the proposal’s content.

This RFP and the selected proposal response will become a part of any Agreement that is executed as a result of this RFP between the District and the Contractor. Any proposal attachments, documents, letters, and materials submitted by the proposer shall be binding and may be included as part of any final Agreement.

Each provider submitting a proposal must follow the instructions contained in this RFP in preparing and submitting its proposal. The proposing provider is advised to thoroughly read and follow all instructions. A proposal must contain all of the information in the order and format indicated below. All terms and conditions set forth in this RFP will be deemed to be incorporated by reference in their entirety into any response submitted by your provider.

Failure to comply with the rules/format set forth herein may result in rejection of the RFP response.

All proposals received and any information contained therein are subject to disclosure in accordance with the California Education Code. Interested providers must respond to all of the questions listed below.

5.2. Required Format of Proposals

In order to adequately compare and evaluate proposals objectively, all proposals must be submitted in accordance with the format below.

Failure to comply with the rules/format set forth herein may result in rejection of the RFP response.

RFP 26-04 – Case Management Software System Page 17 of 35

In your proposal, please respond to each question by repeating the question at the top of the section and referring to the question by the numbers used in this RFP.

5.2.1. Proposals are to be submitted in 8 1/2” x 11” size, typed in a font size no less than 12, and submitted electronically via Bonfire. Lengthy narrative is discouraged; presentations should be brief and concise and not include extraneous or unnecessarily elaborate promotional material.

5.2.2. Sections should be separated by labeled tabs and organized in accordance with subject matter sequence as set forth below. Each page of the Proposal must be numbered in a manner so as to be uniquely identified. Proposals must be clear, concise, and well organized.

5.2.3. Supplemental technical information, product literature, and other supporting materials that further explain or demonstrate Provider's capabilities may also be included as addenda to a submitted proposal.

5.2.4. Proposers should use the following outline in organizing the contents of their proposals. (See details in Section 5.3)

A. Cover Page

B. Transmittal Letter

C. Table of Contents

D. Specifications of Scope of Services

E. References

Appendices

F. Appendix A – Scope of Services

G. Appendix B –Cost Proposal

H. Appendix C - Mandatory Documents

• Sections should be separated by labeled tabs.

• Failure to comply with the rules/format set forth herein may result in rejection of the RFP response.

5.3. Required Content of Proposals

5.3.1. Cover Page. A cover page with the Proposer’s name, the title, “RFP 26 -

RFP 26-04 – Case Management Software System Page 18 of 35

04: Case Management Software System," and the submission due date and time. The Proposer should provide the corporate number issued by the

California Secretary of State. (Please see Section 4.6 Authorization to Do

Business)

5.3.2. Transmittal Letter. The letter of transmittal must, at a minimum, contain the following:

• Identification of the offering vendor(s), including name, address, email address, and telephone number;

• An acknowledgement of RFP addendum and/or addenda, if any;

• Name, title, address, telephone number, and email address of the contact person during the period of proposal evaluation

• A statement that the proposal shall remain valid for a period of not less than six (6) months, (180 days), from the due date for submittal

• Identification of any information contained in the proposal which the proposer deems to be, and establishes as, confidential or proprietary and wishes to be withheld from disclosure to others under the California Public Records Act

A blanket statement that all contents of the proposal are confidential or proprietary will not be honored by the District.

• Signature of a person authorized to bind the offering provider to the terms of the proposal

• Name and address of operating provider, names of owners or principals of provider. Also include a completed W-9.

5.3.3. Table of Contents. Immediately following the transmittal letter, include a complete table of contents for the material included in the proposal, including page numbers.

5.3.4. Response to Specifications to Scope of Services - See Appendix A

A. Qualifications and Experience, References, Financial Capacity

This section should establish the ability of the proposer to satisfactorily perform the required

RFP 26-04 – Case Management Software System Page 19 of 35 scope of work/services identified in Appendix A by reasons of: demonstrated competence in the services to be provided; nature and relevance of similar work recently completed for other clients; record of meeting schedules and deadlines on other projects; competitive advantages over other firms in the same industry; strength and stability as a business concern; and supportive client references.

Specifically include:

• Background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation), number and location of offices, principal lines of business, number of employees and other pertinent data.

Disclose any conditions (e.g., bankruptcy or other financial problems, pending litigation, planned office closures, impending merger) that may affect your firm’s ability to perform contractually. Certify that the firm and its principals are not debarred, suspended, or otherwise declared ineligible to contract by any federal, state, or local public agency, or declare and explain any such status.

• Detail the Firm’s experience, including each team member’s experience in providing the services listed in the RFP, including Project Name, and Client Organization, within the last (5) five years.

• Noteworthy qualifications for providing the required services to LACCD. Specifically highlight those qualifications that distinguish you from your competitors.

• Financial information (such as last year-end Income Statement and Balance Sheet) that accurately describes the financial stability of your firm. Furnish as an appendix.

(If financial statements are provided, their disclosure will be confined to those individuals involved in the evaluation of the proposals and award of ensuing contracts.)

• Describe three other contracts similar in scope, size or discipline to the required services described herein, performed or undertaken within the past five years.

• Provide references, including name, address and telephone number of a contact person for each project identified and described above. Indicate commencement dates, duration and type of operation. Also see Section 4.14.

• Provide a list of your most recent higher education, large organization, or Community

Colleges and/or Community College District clients in the State of California.

B. References

List of business clients, including community colleges and school districts, to which your firm has provided similar services in the past five years. A minimum of three (3) references to be included with contact names and information are required. Also, each proposer shall provide copies of recent letters of reference from its current clients that are similar in size

RFP 26-04 – Case Management Software System Page 20 of 35 and scope to the services requested under this RFP 26-04.

Specifically, the letters of reference should be on company letterhead, signed by an authorized representative, and include the following:

• The name, email address, and phone number of the person capable of commenting on your firm’s performance.

• Basic demographic information and a statement of client satisfaction and willingness to rehire.

• Description of services provided to include the contract duration and dates of service

Contract duration and dates of service.

C. Proposed Staffing and Project Organization

This section should discuss the staff of the proposing firm who would be assigned to work for LACCD. Demonstrate that the firm has professional personnel by identifying the key parties to perform under contract with LACCD and by providing their resumes. Please indicate years of experience both on a firm and an individual basis.

▪ Identify the key personnel from your firm who would be assigned to the District.

Include a brief description of their qualifications, professional certifications, job functions, and office location(s). Designate a Senior-Level Account Executive or

Project Manager who would be ultimately responsible for the District’s account and an Account Manager who would provide day-to-day direction of the required work.

Furnish brief resumes (not more than two pages long) for all key personnel; include these as an appendix, not in the body of the proposal.

▪ Include a simple organization chart, which clearly delineates communication and reporting relationships among the project account staff.

▪ State the other lines of business in which your firm is engaged.

The evaluation will consider, amongst other factors, length of practice, education, training, relevant experience, and longevity with the firm.

D. Work Plan and Project Approach

Refrain from submitting general marketing materials which do not explicitly respond to the questions below. Materials submitted shall specifically address the following topics.

• Describe benefits and challenges.

For the specific section of the scope and tasks outlined in this RFP Scope of Services (Appendix A), provide a narrative describing the firm’s understanding of the task and indicate the following:

RFP 26-04 – Case Management Software…