RFP_37224_Addendum_No._1.pdf

Procurement Division, One Time Acquisitions | State of California | California Government Operations Agency 707 Third Street, 2nd Floor | West Sacramento, CA 95605 | (916) 376-5000 | www.dgs.ca.gov

Governor Gavin Newsom

November 25, 2025

Subject: ADDENDUM No. 1 to the RFP Event ID 37224

CASE MANAGEMENT SYSTEM (CMS) REPLACEMENT,

IMPLEMENTATION AND ONGOING SUPPORT

TO POTENTIAL BIDDERS:

The Department of General Services, Procurement Divisions, One Time Acquisitions, is issuing Addendum No. 1 to provide revisions to the RFP as shown below. Please replace the original solicitation and/or attachments with the revised versions attached as part of this Addendum No. 1.

All changes included in this addendum supersede any previous language mentioned in the solicitation. Any reference to an attachment/exhibit within the solicitation shall be interpreted to reference the latest addendum version of the respective attachment/exhibit.

REVIEW ALL ADDITIONS AND CHANGES IN THIS ADDENDUM CAREFULLY BEFORE

PREPARING AND SUBMITTING A PROPOSAL.

The documents/pages listed below have been modified. Changes are shown as italic, bold, red font. Additions are shown enclosed with *asterisks*; and deletions are shown enclosed in brackets with strikethrough (i.e. [strike]):

The documents/pages listed below are attached and made part of this Addendum.

Sections/Attachment Changes Made Attachment 5 Clerical Error Correction to numbering of Attachment Attachment 6 Clerical Error Correction to numbering of Attachment Attachment 8 Clerical Error Correction to Attachment references

Addendum No. 1 is subject to the terms of RFP 37224

All other terms and conditions of RFP Event ID 37224 remain the same.

Department of General Services RFP 37224 Procurement Division Attachment [6] *5*, Page 1 of 2

ATTACHMENT [6] *5* – MANDATORY SOLUTION REQUIREMENTS CHECKLIST (M)(P/F) *Addendum No. 1*

Bidders must use this checklist to document compliance with all mandatory requirements included in their proposal. Bidders shall reference the page number(s) in their Technical Response where each requirement is addressed. This checklist assists both the Bidder and the State in confirming that the Technical Response is complete and fully responsive to the solicitation requirements.

Attachment [6] *5* must be submitted with Proposal.

MANDATORY SOLUTION REQUIREMENTS CHECKLIST (M) (P/F) Included

Technical Response Page

User Volume Provide internal user access for 200 concurrent users (DGS staff)

Provide unlimited access to external users via an external user portal

External Tools Have functionality to upload incoming and send outgoing documents.

Have functionality to schedule meetings and send invitations.

Global Matters Automate the case opening process.

Entities

Have functionality to create entities.

Assign roles to entities (OAH staff, parents, students, attorneys, case manager, etc.).

Capture entities data (name, type, contact info, etc.).

Capture entities' billing & account information (bill code, contact person, etc.).

Manage entities' permissions.

Functionality to search by entity.

Have real-time updates and store all records by party/case

Incoming and Outgoing Document

Management

Have functionality to upload incoming and send outgoing documents.

Have a workflow that generates required outgoing documents.

Have a single repository to maintain all documents.

Track all system transactions, including document upload, document/form sent.

Notes Include a notes feature with a timestamp.

Workflow

Track case status with timestamp.

Track all user transactions, including case openings, notes, document opening and closing, etc.

Support the automatic creation of tasks using the predefined latest workflow templates.

Internal communication Have functionality to generate templated emails.

Time Entries Have functionality to capture staff time for billing purposes.

Procurement Division Attachment [6] *5*, Page 2 of 2

MANDATORY SOLUTION REQUIREMENTS CHECKLIST (M) (P/F) Included

Technical Response Page

Track time in increments of 15 minutes.

Display time in both calendar and list view.

Provide functionality for users to set and assign reminders.

Translation Services

Have functionality to create an indicator on a case when an interpreter is needed (i.e. checkbox and language requested).

Create interpreter tasks.

Allow user to cancel translation services if no longer needed.

Record all interpreter details.

Court Reporter

Have functionality to create an indicator on a case when a court reporter is needed (i.e. checkbox).

Record all court reporter details.

Calendaring

Have a unified master calendar view (week/month format).

Track judge availability, leave schedules and real-time updates within the calendar.

Flag availability conflicts.

Have conflict alerts for double or overbooking cases to judges.

Have functionality to add pending tasks with deadlines.

Have functionality to set Decision Due Date Rules (notify user of upcoming deadlines (frequency TBD).

Hearings/Motio ns/Mediations

Show assigned and unassigned events (hearings, mediations, pre-hearing conferences, motions, meetings, etc.).

Reports

Include a standard report function.

Include functionality for ad hoc report generation.

Have reports reflect real-time data.

Have reporting that is filterable on any data field.

Generate custom-query reports for any object or combination of objects in the database and export them in structured formats such as .csv

Application Security

The Contractor shall:

Ensure product meets National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53A, latest revision, at the moderate level.

Ensure the product meets the Health Insurance Portability and Accountability Act, 45 C.F.R. parts 160 and 164 requirements.

Procurement Division Attachment [5] *6*, Page 1 of 1

ATTACHMENT [5] *6* - TECHNICAL RESPONSE *Addendum No. 1*

Bidders must submit Attachment [5] *6* - Technical Response to clearly describe their proposed solution and demonstrate how it will fulfill all requirements outlined in Attachment 1, Sample Agreement, Exhibit A – Statement of Work. The Technical Response will be evaluated and scored;

therefore, Bidders should submit a comprehensive, well-organized, and thoughtfully presented narrative demonstrating their understanding, approach, and capabilities.

The Technical Response shall not exceed 45 pages, excluding required forms, resumes, organizational charts, and appendices. Pages beyond this limit may be disregarded and not scored.

Appendices may only include supporting materials referenced in the narrative. Marketing brochures or unrelated collateral will not be considered in scoring.

Bidders may organize their Technical Response in the manner that best represents their solution;

however, the Response must address, at a minimum, the following subject areas:

Solution Overview & Understanding of OAH

Needs

Demonstrate understanding of OAH’s mission, operational environment, and the objectives of the CMS initiative. Include a description of the proposed solution, deployment model, and key features.

Functional and Technical Approach

Explain how the solution meets the mandatory requirements and, if applicable, describe optional or value-added features. Identify any limitations.

Security & Compliance Describe the solution’s privacy, security, and compliance framework (e.g., NIST, HIPAA, SOC 2 or equivalent, authentication, encryption, audit controls).

Implementation Strategy Outline the proposed implementation plan, methodology, project governance, phases, schedule, and stakeholder engagement.

Data Migration & Integration Strategy

Describe the approach to legacy data migration and integration with required internal and third-party systems.

Testing & Quality Assurance

Explain testing methods including accessibility (WCAG 2.2), performance, security, UAT, and acceptance.

Training & Knowledge Transfer

Describe training for end users and administrators, and knowledge transfer to ensure the State can support and operate the solution.

Project Staffing & Key Personnel

Provide the project team structure, key personnel, resumes or bios, and relevant experience.

Ongoing Support & Service Levels

Describe post-implementation support, SLAs, upgrades, maintenance processes, and service delivery model.

The State encourages bidders to submit a Technical Response that demonstrates clarity of thought, technical depth, and effective communication, reflecting the bidder’s ability to successfully conduct complex system implementation in a government environment.

Procurement Division Attachment 8, Page 1 of 7

ATTACHMENT 8 - VALUE EFFECTIVE EVALUATION AND SCORING *Addendum No. 1*

A multiple phase process will be used to review and/or score proposals. Proposals that do not comply with the mandatory components may be deemed non-responsive and the Bidder disqualified. The State may reject any response found to be non-responsive at any stage of the review. The State reserves the right to modify or cancel this solicitation in its entirety at any time. The State may reject any or all Proposals and may waive any immaterial deviation or defect in a Proposal. The State's waiver of any immaterial deviation or defect shall in no way modify the solicitation documents or excuse the Bidder from full compliance with the solicitation specifications if awarded the contract.

The Bidder is required to thoroughly review the RFP to ensure that its response is fully compliant with the RFP requirements and thereby avoid the possibility of being ruled non-responsive. If the State finds that a response has a material deviation from a specified requirement, the Bidder may be deemed non-responsive.

A deviation from a requirement is material if the deficient response is not in substantial accord with the solicitation requirements, provides an advantage to one Bidder over other Bidders or has a potentially significant effect on the delivery, quantity or quality of items Proposal, amount paid to the supplier or on the cost to the State. Material deviations cannot be waived.

Responsive Proposal is a proposal that complies without material deviation from the requirements of the solicitation and the terms and conditions of the proposed contract.

Responsible Bidder is bidder who possesses experience, facilities, reputation, financial resources and is fully capable of performing the contract.

1. PHASE 1 – ACCEPTANCE (M)(P/F)

Shortly after the submission deadline, the State will review each response for initial responsiveness to the RFP requirements (e.g., timeliness, completeness).

2. PHASE 2 – ADMINISTRATIVE REQUIREMENTS – (M)(P/F)

Administrative requirements will be scored as pass (e.g., complied with requirement, completed, and returned document) or fail (e.g., did not comply with requirement, did not complete or return document).

3. PHASE 3 – MANDATORY REQUIREMENTS – (M)(P/F)

Attachment 4 – Bidder Mandatory Requirements will be used to evaluate and validate if Bidder Firm/Company meets the Mandatory Requirements.

4. PHASE 4 – TECHNICAL ASSESSMENT

Responses that meet the initial RFP requirements and contain the required documentation will be submitted to the Assessment Team for review and scoring.

The Technical Assessment consists of Mandatory Scored and Non-Mandatory Scored items.

The purpose of the technical assessment is to assess each Bidder’s demonstrated understanding of the project requirements, the feasibility of their proposed solution, and to what extent the solution offers additional optional solution requirements. The evaluation will

Procurement Division Attachment 8, Page 2 of 7 measure the Bidder’s ability to meet or exceed the functional, technical, and operational objectives described in the Statement of Work, as well as the clarity, organization, and professionalism of the Technical Response.

A. TECHNICAL RESPONSE – (M)(S)

Reviewers will assign a numeric score to each responsive Technical Response based on its adequacy, thoroughness, and the degree to which the offered solution best meets OAH’s needs and represents the best value effective solution. Refer to Attachment 6 – Technical Response for more information.

B. OPTIONAL SOLUTION REQUIREMENTS – (NM)(S)

Reviewers may assign additional points based on the applicability and inclusion of the Optional Solution Requirements listed in Attachment 7 - Optional Solution Requirements.

May be addressed within and/or as a part of the Technical Response (Attachment 6).

Points will be awarded for optional capabilities that provide clear, measurable value to the State, enhance functionality, or improve efficiency beyond the mandatory requirements.

The extent to which each optional feature aligns with, and advances OAH’s business needs will be considered in scoring.

Optional features will not be used to determine compliance with mandatory requirements but may receive additional points as value-added enhancements.

C. INTERVIEW & DEMONSTRATION – (M)(S)

Following the scoring of sections A and B above, the State will invite the highest-scoring Bidders to participate in an interview and product demonstration.

The State anticipates inviting no more than three (3) Bidders to this phase; however, the State reserves the right to adjust the number based on scoring results and the best interest of the State.

The interview and product demonstration will be scored based on Bidder’s ability to clearly and effectively validate, illustrate, and expand upon the information provided in the written Technical Response and demonstrate areas requested by the State, if applicable. While interviews and demonstrations may differ in content and structure, the State will apply the same scoring criteria to all participating Bidders. Failure to address requested content, or material deviation from the written proposal during the interview or demonstration, may result in a reduction in the Bidder’s score.

Bidders must score a minimum of 75 Points to be considered eligible for Award.

Refer to Attachment 9 – Interview / Demonstration for detailed information.

Procurement Division Attachment 8, Page 3 of 7

5. EVALUTATION SUMMARY

Reviewers will use the following scoring system to assign points.

Table 1: Assessment Summary

CRITERIA SCORING

PHASE 2 - ADMINISTRATIVE ASSESSMENT

Agreement Cover Letter Pass/Fail Attachment 2 – Cost Worksheet Pass/Fail Attachment 3 – Narrative Response Pass/Fail Attachment 4 – *Bidder* Mandatory Requirements Pass/Fail Attachment 5 – [Technical Response] *Mandatory Solution Requirements Checklist* Pass/Fail

Attachment 6 – [Mandatory Solution Requirements Checklist] *Technical Response* Pass/Fail

Bidder Declaration Form (GSPD-05-105) Pass/Fail Disabled Veterans Business Enterprise Declaration Form (DGS PD

843) (if applicable) Pass/Fail

California Civil Rights Law Certification Pass/Fail List of Ineligible Businesses Compliance Pass/Fail

PHASE 3 – MANDATORY REQUIREMENTS MAXIMUM

SCORE

Bidder Mandatory Requirements Pass/Fail

PHASE 4 - TECHNICAL ASSESSMENT MAXIMUM

SCORE

Technical Response 50 Optional Solution Requirements 50 Interview and Demonstration 100

Total Possible Technical Points 200 Points

TOTAL POSSIBLE TECHNICAL POINTS 200

TOTAL POSSIBLE COST POINTS 60

COMBINED TOTAL MAXIMUM POINTS AVAILABLE 260

Table 2: Scoring Methodology for Technical Response Technical Response – Possible 50 Points

Points Criteria

Outstanding. Exceeds Requirements: The response is highly comprehensive and provides exceptional clarity, detail, and demonstrated capability; significantly exceeds requirements and adds meaningful value.

Experience and examples are detailed and relevant. The response cover areas not originally addressed and/or includes additional information and more than one recommendation that would prove both valuable and beneficial.

Procurement Division Attachment 8, Page 4 of 7

Exceeds Requirements: Response is comprehensive and satisfies requirements with clear evidence and sufficient detail. Experience and examples are detailed and relevant. The response includes at least one additional recommendation that would prove both valuable and beneficial.

30 Meeting Requirements: Response fully satisfies requirements with clear evidence and sufficient detail.

Partially Meets Requirements: Response is incomplete, lacks detail, or does not fully demonstrate capability. Experience and examples are marginally relevant but lack detail.

Minimally Meets Requirements: Response fails to address requirements or lacks demonstrated capability. Describes limited experience and provides few examples. Experience and examples lack detail or are not relevant.

Does Not Meet Requirements: Fails to address the major and minor considerations. Does not describe or explain experience related to the question. Examples not provided.

Table 3: Scoring Methodology for Optional Solutions Requirement

Optional Solutions Requirement – Possible 50 Points Points Criteria

46-50

Exceptional / Highly Innovative Demonstrates multiple (6+) high-impact optional features that clearly advance OAH’s capabilities. Features show exceptional innovation, automation, accessibility, or configurability and are directly tied to measurable operational benefits.

36-45 Exceeds Expectations Demonstrates 5 or more optional features that deliver significant value, innovation, or usability improvements. Features are clearly explained, integrated, and support OAH’s business objectives.

21-35 Meets Expectations Demonstrates 3–4 well-defined optional features that provide moderate value or efficiency improvements. Features are relevant to OAH operations and show feasible integration within the proposed solution.

11-20

Partially Meets Demonstrates 1–2 optional features with limited relevance or unclear benefit to OAH. Features may be partially described, not fully integrated, or of minimal operational impact.

0-10 Does Not Meet No optional features proposed, or features lack relevance or feasibility.

Optional capabilities do not add measurable value beyond mandatory requirements.

Table 4: Scoring Methodology for Interview / Demonstration

Interview and Demonstration – Possible 100 Points Criteria

Ability to clearly demonstrate key capabilities; ease of use for staff and external users;

intuitive navigation; accessibility features visible in practice (WCAG 2.2 concepts).

Demonstration reinforces and expands on written proposal; no material contradictions;

ability to show required workflows and features as described; addresses State-requested focus areas

Procurement Division Attachment 8, Page 5 of 7

Interview and Demonstration – Possible 100 Points Demonstrated ability to support OAH’s business needs, workflows, case processes, document handling, scheduling, and reporting; relevance to administrative hearing environment.

Project team members’ ability to articulate solution, answer questions, demonstrate subject matter expertise, and communicate clearly and professionally.

Clear ability to explain implementation path, change management, user readiness, and transition support during Q&A portion.

Ability to respond to questions, navigate the system dynamically, and demonstrate requested elements without excessive scripted limitations.

Interview and Demonstration - Scoring Exceeds

Expectations 90–100%

Highly effective demonstration; exceptional clarity; system and team show strong readiness; exceeds requirements

Meets Expectations 70–89%

Demonstrates required capabilities; sound and credible delivery;

adequately supports written proposal

Partially Meets 40–69%

Incomplete demonstration; difficulty answering questions; limited clarity or capability shown

Does Not Meet 0–39%

Unable to demonstrate required features; major inconsistencies with proposal; lacks readiness

6. COST POINTS – SCORED

Bidders responsive to Phases 1 - 3 and have had Phase 4 scored, will have their Attachment 2 – Cost Worksheet opened.

Bidders may achieve a maximum of 60 Cost Points (equal to 30% of the Total Possible Technical Points referenced in Table 1). Cost points will be awarded based on how close each proposer’s cost proposal is to the lowest cost proposal.

The Bidder’s costs shall include labor, materials, supplies, travel costs, applicable taxes, and any other cost incurred to provide the services described in Attachment 1 – Sample Agreement, Exhibit A, Statement of Work.

The Cost Points Calculation below will be based on the total cost for five (5) years included in Attachment 2 – Cost Worksheet, Line 27, Calculated Grand Total. The State reserves the right to verify all mathematical calculations.

Cost Points Calculation

Formula: Lowest Cost x Max. Cost Points = Calculated Cost

Points Next Lowest Cost

EXAMPLE CALCULATION:

Total Possible Cost Points Available: 60

Bidder Lowest

Combined Cost

Lowest Cost Next Lowest Cost x Max. Total

Points = Cost Points

A $846,000 $846,000/$846,000 x 60 = 60 B $893,000 $846,000/$893,000 x 57 = 57 C $940,000 $846,000/$940,000 x 54 = 54

Procurement Division Attachment 8, Page 6 of 7

Table 5: Combined Total Summary

COMBINED TOTALS MAXIMUM SCORE

Maximum Possible Technical Points 200 Total Possible Cost Points 60

Total Possible Combined Points 260

AS APPLICABLE SOCIOECONOMIC PREFERENCE/INCENTIVE POINTS

SB/NSB Preference 5% 13 DVBE Incentive 1%-5%

5% or over 5% 13 4%-4.99% inclusive 4% 10.4 3%-3.99% inclusive 3% 7.8 2%-2.99% inclusive 2% 5.2 1%-1.99% inclusive 1% 2.6

7. SOCIOECONOMIC PREFERENCES

Any applicable preferences, as claimed on Attachment 3, Narrative Response, will be calculated based on highest technical assessment score. After any applicable preference amount is applied, the Bidders will be ranked highest score to lowest score.

Preference amounts will be applied in the following order:

• California Small Business Preference

• DVBE Incentive

• TACPA Preference

8. FINAL SCORING METHODOLOGY

The final score will be the total combined score including any applicable preference and/or incentive points. Below is an example of the final score calculation process:

Technical Response + Optional Solutions Requirement (if applicable) +

Interview/Demonstration + Cost Points + Preference/Incentive Points = Total Score

9. SELECTION

Final selection will be based on the responsive responsible Bidder with the highest score after the application of preference/incentive points as applicable.

10. CHECKLIST

Proposal submittal requirements are included as part of the RFP, included by reference to downloadable accessible/fillable PDF form or included as “supplied by Bidder”.

Complete Proposal Package must contain the items below unless shown as “non-mandatory, as applicable”. Complete this check list to confirm the items in your response.

This checklist is for use by Bidder and is not a required submittal item. Failure to return all required forms may cause your Proposal to be rejected.

Procurement Division Attachment 8, Page 7 of 7

X Location ATTACHMENT # / NAME Included with RFP Agreement Cover Letter (M) Included with RFP Attachment 2 Cost Worksheet (M) Included with RFP Attachment 3 Narrative Response (M) Included with RFP Attachment 4 *Bidder* Mandatory Requirements (M) Supplied by Bidder Attachment 5 [Technical Response] *Mandatory

Solution Requirements Checklist* (M)

Included with RFP Attachment 6 [Mandatory Solution Requirements Checklist] *Technical Response* (M)

Included with RFP Attachment 7 Optional Solution Requirements Checklist (NM) Link Bidder Declaration Form (GSPD-05-105) (M) Link (if applicable) Disabled Veteran Business Enterprise Declaration Form (NM) Link Payee Data Record (STD 204) (NM) Link California Civil Rights Laws Certification form (M)

END OF DOCUMENT

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf