Document Retrieval and Generation | 1 f f

City of

Long Beach Request for Proposals TI-26-784

Institutional Knowledge Modernization &

Administrative Efficiency

City of

Long Beach Request for Proposals TI-26-784

Institutional Knowledge Modernization &

Administrative Efficiency

Document Retrieval and Generation | 1

Overview

The City of Long Beach (City) is seeking partners who can deliver practical solutions that improve how existing City staff access and use the City’s institutional knowledge to conduct their work, in response to the Challenge Statement below. Up to 5 selected vendors will be invited to Demo Day to showcase a solution to Long Beach City staff.

The awarded contractor will enter into a 12-month trial period and will be awarded $10,000, with the opportunity to negotiate a contract for an additional four years.

Key Dates

Release Date: 11/04/26

Optional Pre-Proposal Meeting: 12/04/26

Questions Due to the City: 12/11/26

Proposals Due: 12/22/26

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 3.

Proposals must be submitted electronically via

LongBeachBuys.com.

Official Contact

Tommy Ryan rfppurchasing@longbeach.gov

All communication with the City related to this

RFP must be directed to the contact listed above.

file:///C:/Users/regraff/Documents/longbeachbuys.com mailto:rfppurchasing@longbeach.gov

Document Retrieval and Generation | 2

Contents

1 The Opportunity

1.1 Background

1.2 Challenge Statement

1.3 Objectives

1.4 Performance Metrics

1.5 Award Terms

1.6 Contract Management

2 How We Choose

2.1 Minimum Qualifications

2.2 Evaluation Procedures

2.3 Evaluation Criteria

2.4 Local Preference

3 Proposal Instructions & Content

3.1 Timelines & Instructions

3.2 Proposal Content

3.3 Narrative Proposal Template

4 Terms & Conditions

4.1 Acronyms/Definitions

4.2 Solicitation Terms & Conditions

4.3 Contract Terms & Conditions

4.4 Additional Requirements

4.5 Protest Procedures

Document Retrieval and Generation | 3

1 The Opportunity

1.1 Background

City of Long Beach staff currently spend a significant amount of time navigating scattered and fragmented data systems to locate essential institutional knowledge, such as public records, contracts, and City Council letters, memos, and minutes, to generate reports and responses to Public Request Act (PRA) requests.

1.2 Challenge Statement

Challenge Statement: The City is seeking innovative solutions to improve how City staff access and use the City’s institutional knowledge, reducing administratively burdensome work and freeing existing staff time to focus on serving the community.

Potential solutions: A solution that automates search, document retrieval, report generation, and PRA fulfilment functions, among other functionality, would allow staff to quickly retrieve responses, compile staff reports/memos, and answer PRA requests.

This tool would act as an operational support system that removes the administratively burdensome work that prevents staff from focusing on serving the community. The City is open to any existing technology solution that meets the challenge statement and objectives. The City currently uses databases and systems, e.g. SharePoint, Laserfiche, for storing institutional knowledge.

1.3 Objectives

Below is a non-exhaustive list of high-level objectives that will guide the Proposer during the contract.

• Reduce the time required for existing City staff to locate, retrieve, and understand the City’s institutional knowledge, such as public records, contracts, City Council materials, and other critical documents, by providing fast, intuitive, and reliable search and retrieval capabilities across fragmented data systems.

• Reduce the time required for existing City staff to prepare memos, summaries, reports, and other written materials, by enabling them to generate high‑quality draft documents more efficiently through automated generation features.

• Maintain a high level of accuracy and relevance of search results and generated content, ensuring staff can confidently rely on the tool’s outputs to support day‑to‑day operations.

1.4 Performance Metrics

The below is a non-exhaustive list of potential performance metrics that may be tracked and reviewed collaboratively with the Awarded Contractor throughout the contract term. Responses to this RFP should propose specific performance metrics. The final set of performance metrics and frequency of collection will be negotiated by the successful

Document Retrieval and Generation | 4

Proposer and the City prior to the finalization of an agreement and may be adjusted over time as needed.

METRIC DESCRIPTION

1. Quantified data measuring the usage of the solution.

The City needs to understand the usage of the solution, any barriers that may prevent someone from using this service, and measure if the solution is working. The City should receive regular updates/reports on project usage and progress.

2. Responsiveness The selected contractor(s) should acknowledge a request from the City within two (2) business days (weekends and holidays are excepted).

3. Reduction in document retrieval time

Demonstrates a measurable decrease in the time required for staff to locate documents across City systems.

4. Reduction in time spent generating reports or memos

Shows quantifiable reductions in staff hours needed to prepare standard memos, summaries, or responses using automated generation features.

5. Accuracy of search and retrieval results

Achieves a defined accuracy threshold for retrieved documents or relevant excerpts, validated through sampling or staff scoring.

6. Staff adoption and satisfaction

Attains target adoption levels and positive satisfaction ratings based on surveys and staff feedback.

7. System reliability and uptime

Maintains consistent technical performance, including uptime, processing speed, and responsiveness during peak usage.

The selected solution may be included in the City’s broader AI governance and review efforts during the 12-month period. This may include participation in activities focused on responsible AI evaluation. Vendors selected for award may be asked to support additional documentation or transparency requirements as part of this process.

The City will work with the Awarded Contractor to create a pilot evaluation report which reflects pilot success against project objectives and performance measures. This report will be used to inform opportunities for additional contract terms.

Document Retrieval and Generation | 5

1.5 Award Terms

This contract will be for a period of twelve (12) months, with the opportunity to renew for four additional one-year periods, up to five years. Projects that successfully achieve the goals and meet key performance indicators may be sustained or scaled. The decision to sustain or scale a project requires mutual agreement between the City and the

Awarded Contractor, and is conditional on factors such as pricing, funding availability, contracting considerations, City need, and market conditions. If the City elects to sustain or scale the project, the total contract term will not exceed five years. The City may also elect to sustain or scale the project by issuing a new solicitation.

The City intends to award the contract through the issuance of its standard Purchase

Order agreement. This agreement can be viewed here.

1.6 Contract Management

Communication and Management: Implementation of the contract is a partnership between the City and the Awarded Contractor (known as the “project team”). Both parties will develop a “Contract Management Tool” following the award, which will function as a scope of work. The City and the Awarded Contractor will meet monthly, at a minimum, during the initial period. Project teams can meet more regularly as needed; this is recommended during the implementation and performance evaluation stages of the program.

Contract Payment: The City will award one primary Proposer up to $10,000 for the 12-month trial period upon contract execution. If the City chooses to sustain or scale the contract beyond the trial period duration, the City issues payment based upon services rendered. After a contract amendment or new contract issuance is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within

30 calendar days of being billed.

Demo Day: After an initial evaluation, up to five (5) shortlisted Proposers, as determined by the initial evaluation committee, will be invited to a series of online

Demo Day webinars to showcase their solutions to Long Beach City staff as part of the secondary evaluation process.

Solution Testing: The top ranked shortlisted Proposers will then be invited to the final evaluation round, which will incorporate proof of concept and a testing environment of the proposed solution for Long Beach City staff.

2 How We Choose

2.1 Minimum Qualifications

Proposers must meet the following minimum qualifications to be eligible:

• Qualification to conduct business in the City https://www.longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/purchasing-order/po-generalconditionsrevised05162007/

Document Retrieval and Generation | 6

• Not having been debarred by Federal, State or local government

• Experience delivering at least one (1) project of similar scope, preferably to a government or social service agency. References and case studies are encouraged.

2.2 Evaluation Procedures

After an initial scan for completeness, proposals will be evaluated in two rounds. Both selections will be completed by the project team, which includes City staff and TID.

The initial evaluation will be conducted by the project team to evaluate all the submissions. All proposals will be scored and ranked. The top scoring proposals, no more than five, will be included in the secondary review.

Following the initial evaluation, as part of the secondary review process, the short-listed (up to five) Proposers will be invited to a series of Demo Day online webinars to showcase their solutions to Long Beach City staff to enable real-time learning, feedback, and further refinement. Following the Demo Day webinars, the project team will evaluate the proposals based on the Evaluation Criteria (Section 2.3) and feedback collected from Demo Day participants. They will then make a recommendation as to the top ranked Proposers and invite them to the final evaluation round.

Final evaluation will incorporate proof of concept, testing environment of the proposed solution where the City of Long Beach project team will have the opportunity to gain hands on experience with the solution and make the final decision and selection.

2.3 Evaluation Criteria

The evaluation and selection process is aligned with the City’s procurement principles.

All submitted vendor proposals will be evaluated on the same criteria. The criteria are below.

Evaluation Criteria Weight

1. Qualifications are defined as: professional and academic experience of vendor; tenure and financial viability of company to sustain the project period and potential contract; company milestones and recent successes; and lastly, bandwidth and staff to dedicate to the project.

30%

2. Feasibility will account for the actions and resources required by the City for project success and the reasonableness of the anticipated costs to scale the project to an implemented solution.

30%

Document Retrieval and Generation | 7

3. Impact is measured by the product or service’s ability to lead to short-term and/or long-term outcomes that will benefit City staff, residents, and community stakeholders.

40%

2.4 Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business.

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations that are funded in full or in part by tidelands funds. The local preference may not apply to solicitations that are funded in full or in part by certain grant, federal or State of California funds.

3 Proposal Instructions & Content

3.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date 11/4/26

Optional Webinar for Vendors

1:00 PM

12/4/26

• https://longbeach-gov.zoom.us/j/93325642447?pwd=HzJaWJTLWaJL

FMFU2ZFC9HfWnFCybv.1

• Meeting ID: 933 2564 2447

• Passcode: 185503

• One tap mobile

+12133388477, 93325642447#, *185503#

Questions due to the City

11:00AM

12/11/26

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A 12/16/26 • Responses to the questions will be posted on

LongBeachBuys.com.

https://longbeach-gov.zoom.us/j/93325642447?pwd=HzJaWJTLWaJLFMFU2ZFC9HfWnFCybv.1 https://longbeach-gov.zoom.us/j/93325642447?pwd=HzJaWJTLWaJLFMFU2ZFC9HfWnFCybv.1 https://longbeach-gov.zoom.us/j/93325642447?pwd=HzJaWJTLWaJLFMFU2ZFC9HfWnFCybv.1 mailto:rfppurchasing@longbeach.gov file:///C:/Users/regraff/Documents/LongBeachBuys.com

Document Retrieval and Generation | 8

Proposals due 11:00AM

12/22/26

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an email with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or

(562) 570-6200.

Initial Evaluation of

Proposal

January

• An Evaluation Committee will review

Narrative & Cost Proposals to select the top

(up to five) proposals that best meet the needs of the City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 2.3.

• The up to five finalists will be invited to Demo

Day.

Optional Demo Day

Readiness Webinar

TBD • Finalists invited to Demo Day will be invited to a webinar to learn more about expectations and ask questions.

Demo Day February

• Proposers will present solutions to Long Beach

City staff for evaluation as part of online

Demo Day webinars.

Secondary

Evaluation of

Proposal

February -

March

• The Secondary Evaluation will incorporate proof of concept and a testing environment of the proposed solution for Long Beach City staff..

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 2.3.

Negotiation &

Contractor

Selection

March to

April 2027

• Selected Contractor will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded file:///C:/Users/regraff/Downloads/LongBeachBuys.com file:///C:/Users/regraff/Documents/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

Document Retrieval and Generation | 9 successfully, the City reserves the right to negotiate a contract with another

Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing

Contractors unless and until an agreement is reached.

Anticipated

Purchase Order

Issuance / Contract

Execution

May 2027

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal.

The intent of the debrief is to provide the

Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

Document Retrieval and Generation | 10

3.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal.

PROPOSAL

☐ Narrative Proposal The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Responses to each question should be no longer than 250 words. Guidance on preparing a Narrative

Proposal is detailed in Section 3.3 .

☐ Cost Proposal for

Implementation.

The Cost Proposal should be prepared for estimated costs for the project implementation of the proposed product or service, not to exceed $10,000. This must include:

• Estimated duration for all work (including a separate projection of City staff resources required) separated by task, including meeting planning.

• Hardware and/or software costs

• Installation, maintenance, and project management costs

• Administrative overhead expenses

Format: Proposers should submit their Cost

Proposals in Microsoft Excel.

PROPOSAL APPENDICES

☐ Financial Stability Shortlisted Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and any subcontractor(s).

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Case studies and references are highly encouraged, but no more than three in total.

Colored displays, promotional materials, and other collateral are not necessary or desired.

However, if a complete response cannot be provided without referencing supporting

Document Retrieval and Generation | 11 documentation, it may be provided as an addendum clearly cited in the Narrative or

Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Local Preference Program

☐ C. Privacy Policy Attachment (If applicable): If Proposer is providing a technology, information system, application, data collection mechanism, or rulemaking that handles or collects Personally Identifiable Information (PII), the Proposer must complete the Privacy Policy Attachment.

D. AI Vendor Fact Sheet (If applicable): If the Proposer is providing a solution that includes artificial intelligence, machine learning, or automated content-generation features, the Proposer must complete the AI Vendor Fact Sheet.

E. Vendor Information Security Assessment (VISA) (if applicable): If Proposer is providing a cloud based software solution, the Proposer must complete the

VISA form.

ATTACHMENTS REQUIRED UPON AWARD | Upon award, Awarded Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible include available information as part of your proposal to expedite processing.

☐ F. Business License

☐ G. W-9

☐ H. Proof of Registration with the California Secretary of State

☐ I. Certificates of Insurance

☐ CONTACT INFORMATION | Ensure your organization’s profile is up to date in Long

Beach Buys, including an email address, phone number, and for any classifications you may qualify for.

3.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys.

Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization Company Name

Company Address

Document Retrieval and Generation | 12

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have in total and residing in

Long Beach?

Where are the representative(s) that would service the City’s account located?

Does the proposal include subcontractors? ☐ Yes ☐ No

If selected to proceed to the Secondary

Evaluation, do you understand the expectations of Demo Day?

☐ Yes ☐ No

Describe your experience demonstrating your solution and/or participating in events similar to Demo Day? (1-3 sentences)

REFERENCES

Reference 1 Company

Document Retrieval and Generation | 13

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Company

Project Manager

Phone Number

Project Description

Responses to each question must be no longer than 250 words.

Overview

1. Describe your proposal in 100 words or less.

Qualifications

2. Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

3. Please provide a plan or overview for how the project will be staffed. Include any subcontractors, if applicable. Describe the technical and business expertise of your core team in addressing the problem statement.

4. If you have any existing customers (specifically municipal organizations), who are they and what did you accomplish? What did you learn from prior implementations and how might this apply to this project?

5. Explain the data and reporting systems that will be used to routinely evaluate program performance to meet the objectives of the challenge. Describe how data will be collected, maintained, and used. Additionally, please describe how you can ensure the privacy and security of any personal identifiable information.

Document Retrieval and Generation | 14

Feasibility

1. Summarize your proposed workplan to implement and conduct a project with timelines for key milestones.

2. What resources (Equipment, Software, Hardware, Data, etc.) would you need access to for your proposal?

3. Describe how your company will provide the necessary training, technical assistance, customer support, and onboarding to ensure successful adoption and optimization of your proposed solution.

4. Please identify any anticipated risks or challenges and explain how you plan to mitigate or address them.

Impact

1. Describe your proposal and the impact you believe your product or service would have on Long Beach staff and community.

2. If the project is successful within the initial 12-month trial period and the City opts to renew the contract for the proposed solution, please describe how you would continue providing services. How might you propose scaling up or iterating upon the services provided in the first year?

3. Given the objectives identified in Section 1.2 and the City’s proposed performance metrics in Section 1.5, please identify quantitative metrics to measure the success of your solution for the trial period. If the trial period is successful, how might you measure performance at scale?

4. What sets your solution apart from your competitors? Please describe in specific terms your value proposition.

Other

1. How will you present your solution as part of Demo Day (See Section 1.7-

Contract Management)? You may also use this space to describe any additional resources you may wish to have to effectively present at Demo Day.

2. How will you present your solution as a proof of concept and a testing environment of the proposed solution for Long Beach City staff? Include

Document Retrieval and Generation | 15 any additional resources you may wish to have. (See Section 1.7- Contract

Management)

Document Retrieval and Generation | 16

4 Terms & Conditions

4.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. City Data: Means all data, information, content, materials, documents, plans, drawings, images, files, metadata, logs, system interactions, user prompts, annotations, audit records, model‑interaction histories, outputs produced by or through the AI Solution, and any other information, whether electronic, written, or otherwise, provided, generated, captured, processed, stored, transmitted, or accessed by the City or on the City’s behalf in connection with the agreement.

4. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

5. Department / Division: City of Long Beach, Technology & Innovation Department

6. Evaluation Committee: An independent committee comprised solely of representatives established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor. The evaluation committee will be comprised of Long Beach City staff.

7. May: Indicates something that is not mandatory but permissible.

8. Project Team: The group of individuals tasked with successful project delivery, including representatives from the City of Long Beach.

9. RFP: Request for Proposals.

10. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

11. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

12. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

4.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

Document Retrieval and Generation | 17

2. The City reserves the right to request clarification of any proposal term from

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the

City will be commensurate with the size and complexity of the contract and

Proposers should submit accordingly. If the information submitted by the

Proposer, or available from other sources, is insufficient to satisfy the City as to the

Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this

RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal. The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

Document Retrieval and Generation | 18

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14. If the proposed solution includes the use of artificial intelligence (AI) the Proposer must submit a completed AI Vendor Fact Sheet as part of the proposal package.

The Fact Sheet is intended solely to support the City’s understanding of AI functionality and will not be used as a full risk assessment. A complete AI risk review, including privacy and data protection considerations, will be conducted by the City after proposals are received, and prior to award or implementation.

15. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

16. Proposals may be withdrawn by written notice received prior to the proposal opening time.

17. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other Contractor or prospective Contractor.

18. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

19. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded Contractor for implementation of their proposal.

20. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

21. Proposal will become public record after the conclusion of the negotiation process and before final approval by the awarding body unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer

Document Retrieval and Generation | 19 may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the

Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor. An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the

Proposer’s obligations.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest.

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

Document Retrieval and Generation | 20

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including, without limitation, the Attachment

B contract form and all terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential through the negotiation process.

33. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

34. Proposers are advised that while a scaled up future engagement with City is not guaranteed as a result of this procurement, any expansion of the contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance. All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance Compliance form contained in

Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract that will exceed $100,000.

4.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City will look solely to the Awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the Awarded

Contractor shall not be relieved for the non-performance of any or all subcontractors.

2. The Awarded Contractor represents and warrants that the Tool will perform in accordance with documented accuracy and performance claims submitted in

Document Retrieval and Generation | 21 the proposal; maintain accuracy thresholds identified in the Performance Metrics section; and provide explainable results and traceability.

3. Awarded Contractor shall maintain and follow an incident response plan consistent with SOC 2, ISO 27001 or equivalent notification standards, and recognized industry practices. Awarded Contractor shall notify the City within one

(1) hour of detecting any actual or suspected security incident affecting City

Data and shall provide a preliminary written report within twenty four (24) hours, followed by a full root‑cause report within seventy two (72) hours. Awarded

Contractor shall make all relevant logs, records, personnel, and subcontractors available to support City led forensic investigation and shall implement all corrective measures at no cost to the City. These obligations survive termination of any awarded agreement for five (5) years

4. Awarded Contractor shall implement strict role-based access controls ensuring that access to City Data is granted only to individuals or system processes requiring such access to perform authorized functions. Awarded Contractor shall permit the City to manage user access, including immediate termination of access rights. Awarded Contractor shall ensure its personnel access City Data solely when explicitly authorized.

5. Awarded Contractor shall continuously monitor the Tool for model drift, performance degradation, statistical bias, and other risks affecting accuracy or fairness and shall furnish monthly reports documenting monitoring results and mitigation steps.

6. Awarded Contractor shall implement modern safeguards against prompt injection, data poisoning, hallucination, and similar AI‑compromise techniques.

7. The City retains all ownership and intellectual property rights in City Data, including but not limited to prompts, uploaded documents, intermediate artifacts, annotations, outputs, logs, metadata, and model‑interaction histories.

Awarded Contractor receives only a limited, revocable license to process City

Data solely for the performance of the agreement and may not use City Data for training, fine‑tuning, benchmarking, or improving any models unless expressly authorized in writing by the City. Upon termination, Awarded Contractor shall return all City Data in a mutually agreed format and shall certify complete deletion of all City Data, including backups, within thirty (30) days, except where retention is legally mandated.

8. The Awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after

Document Retrieval and Generation | 22 the Awarded Contractor has submitted acceptable evidence of the required insurance coverages as follows:

a. As a condition precedent to the effectiveness of this Contract, Contractor shall procure and maintain at Contractor’s expense for the duration of this

Contract from an insurance company that is admitted to write insurance in the State of California or that has a rating of or equivalent to an A:VIII by

A.M. Best and Company the following insurance:

b. Commercial general liability insurance equivalent in coverage scope to

ISO CG 00 01 10 93 naming the City of Long Beach and its officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO CG 20 26 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out activities performed by or on behalf of the Contractor in an amount not less than One Million Dollars (US

$1,000,000) per occurrence and Two Million Dollars (US $2,000,000) in general aggregate.

c. Workers’ compensation coverage as required by the Labor Code of the

State of California and Employer’s liability insurance with minimum limits of

One Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer’s right of subrogation against the City of Long Beach and its insurers, officials, employees, and agents.

d. If use of a vehicle is part of the scope of services, commercial automobile liability insurance equivalent in coverage scope to ISO CA 00 01 06 92 in an amount not less than Five Hundred Thousand Dollars (US $500,000) combined single limit (CSL) covering Symbol 1 (any auto).

e. Cyber and privacy insurance (also known as cybersecurity, privacy, and media liability insurance) that does not exclude coverage for liability resulting from the Contractor’s or its subcontractors’, employees’, or agents’ failure to protect private or confidential information of City or others from unauthorized access on or through the internet by wi-fi, cellular, Bluetooth, or other network means, making known to any person or organization material that violates a person or organization’s right to privacy or publicity right, and failure to prevent the transmission of a computer virus to its authorized users of its web site or any private communication networks, on or through the internet in an amount not less than One Million Dollars (US $1,000,000) per occurrence and One Million

Dollars (US $1,000,000) in general aggregate.

Document Retrieval and Generation | 23

f. Any self-insurance program or self-insurance retention must be approved separately in writing by City and shall protect the City of Long Beach and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party except after twenty (20) days prior written notice to City, and shall be primary and not contributing to any other insurance or self-insurance maintained by City.

g. Any subcontractors which Contractor may use in the performance of this

Contract shall be required to indemnify the City to the same extent as the

Contractor and to maintain insurance in compliance with the provisions of this section.

h. Contractor shall deliver to City certificates of insurance and original endorsements for approval as to sufficiency and form prior to the start of performance hereunder. The certificates and endorsements for each insurance policy shall contain the original signature of a person authorized by that insurer to bind coverage on its behalf. “Claims-made” policies are not acceptable unless City Risk Manager determines that “Occurrence” policies are not available in the market for the risk being insured. If a

“Claims-made” policy is accepted, it must provide for an extended reporting period of not less than three (3) years. Such insurance as required herein shall not be deemed to limit Contractor’s liability relating to performance under this Contract. City reserves the right to require complete certified copies of all said policies at any time. Any modification or waiver of the insurance requirements herein shall be made only with the approval of City Risk Manager. The procuring of insurance shall not be construed as a limitation on liability or as full performance of the indemnification provisions of this Contract.

9. The Long Beach Municipal Code (LBMC) requires all businesses operating in the

City of Long Beach to pay a business license tax. In some cases, the City may require a regulatory permit and/or evidence of a State or Federal license. Prior to issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Development

Services, Fire, Health, and/or Police Departments. Additional information is available at www.longbeach.gov/finance/business_license.

10. All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, http://www.longbeach.gov/finance/business_license

Document Retrieval and Generation | 24 state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of Sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.

11. Awarded Contractor shall indemnify, protect and hold harmless City, its Boards, Commissions, and their officials, employees and agents (“Indemnified Parties”), from and against any and all liability, claims, demands, damage, loss, obligations, causes of action, proceedings, awards, fines, judgments, penalties, costs and expenses, including attorneys’ fees, court costs, expert and witness fees, and other costs and fees of litigation, arising or alleged to have arisen, in whole or in part, out of or in connection with (1) Awarded Contractor’s breach or failure to comply with any of its obligations contained in this Contract, including any obligations arising from the Awarded Contractor’s compliance with or failure to comply with applicable laws, including all applicable federal and state labor requirements including, without limitation, the requirements of California Labor

Code Section 1770 et seq. or (2) negligent or willful acts, errors, omissions or misrepresentations committed by Awarded Contractor, its officers, employees, agents, subcontractors, or anyone under Awarded Contractor’s control, in the performance of work or services under this Contract (collectively “Claims” or individually “Claim”).

12. In addition to Awarded Contractor’s duty to indemnify, Awarded Contractor shall have a separate and wholly independent duty to defend Indemnified Parties at

Awarded Contractor’s expense by legal counsel approved by City, from and against all Claims, and shall continue this defense until the Claims are resolved, whether by settlement, judgment or otherwise. No finding or judgment of negligence, fault, breach, or the like on the part of Awarded Contractor shall be required for the duty to defend to arise. City shall notify Awarded Contractor of any Claim, shall tender the defense of the Claim to Awarded Contractor, and shall assist Awarded Contractor, as may be reasonably requested, in the defense.

13. If a court of competent jurisdiction determines that a Claim was caused by the sole negligence or willful misconduct of Indemnified Parties, Awarded

Contractor’s costs of defense and indemnity shall be (1) reimbursed in full if the court determines sole negligence by the Indemnified Parties, or (2) reduced by the percentage of willful misconduct attributed by the court to the Indemnified

Parties.

Document Retrieval and Generation | 25

14. Proposers are advised that while a scaled up future engagement with City is not guaranteed as a result of this procurement, if Proposer and City do amend and expand its engagement in the future, any requests for reasonable price adjustments must be submitted 60 days prior to the Contract annual anniversary date. Requests for adjustment in cost of labor and/or materials must be justified based upon verifiable criteria such as the Consumer Price Index, US City

Averages, or other relevant indices.

15. If the Awarded Contractor elects to use subcontractors, Awarded Contractor agrees to require its subcontractors to indemnify Indemnified Parties and to provide insurance coverage to the same extent as Awarded Contractor.

16. If the Awarded Contractor elects to use subcontractors, the Awarded Contractor shall not allow any subcontractor to commence work until all insurance required of subcontractor is obtained.

17. The provisions of this section shall survive the expiration or termination of this

Contract.

18. PUBLIC WORKS OF IMPROVEMENT ONLY: Contractor agrees that all public work

(as defined in California Labor Code Section 1720) performed pursuant to this

Agreement (the “Public Work”), if any, shall comply with the requirements of

California Labor Code Sections 1770 et seq. If there is a difference between the general prevailing wage rates determined by the director of the Department of

Industrial Relations and the applicable minimum wage rates determined by the

Secretary of Labor (for federally assisted projects) for similar classifications of work, the Contractor and its subcontractors of every tier shall pay their workers not less than the higher wage rate.

19. In all bid specifications, contracts and subcontracts for any such Public Work, Contractor shall obtain the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in this locality for each craft, classification or type of worker needed to perform the Public Work, and shall include such rates in the bid specifications, contract or subcontract. Such bid specifications, contract or subcontract must contain the following provision: “It shall be mandatory for the contractor to pay not less than the said prevailing rate of wages to all workers employed by the contractor in the execution of this contract. The awarded contractor expressly agrees to comply with the penalty provisions of California Labor Code Section 1776

4.4 Additional Requirements

If the Proposer is providing a technology, information system, application, data collection mechanism, or rulemaking that handles or collects Personally Identifiable

Document Retrieval and Generation | 26

Information (PII),…