CAO Criminal Case Management System

The City of Santa Monica City Attorney's Office issued a Request for Proposals on March 29, 2022, for a cloud-based Software-as-a-Service (SaaS) criminal case management system to replace its current Microsoft SharePoint and legacy CityLaw infrastructure. The solicitation, with a proposal submission deadline of May 13, 2022, at 3:00 p.m. and a question submission deadline of April 15, 2022, seeks a comprehensive system to support the Criminal Division's prosecution of misdemeanor offenses and local ordinance infractions. The system must generate case matters with multiple unique identifiers, incorporate auto-fill and import capabilities from the Santa Monica Police Department Records Management System, generate and track case-related documents including criminal complaints and subpoenas, maintain a charging library, track restitution payments, create rules-based alerts, provide audit trails and robust reporting, support role-based permissions and workflows, integrate with Microsoft Office applications and the Los Angeles County Superior Court Data & Document Exchange Service, enable electronic discovery management, and support at least 15 concurrent users with mobile access via iPad and smartphones. Deliverables include complete implementation services encompassing data migration from existing systems, configuration, mobile integration, customized workflow development, standard report generation, and comprehensive user training. The vendor must demonstrate experience with comparable criminal case management projects completed for public entities within the past five years and provide minimum three references. Evaluation criteria include experience (15 points), references (5 points), work plans and timelines (5 points), project team qualifications (5 points), cost (15 points), sample materials (40 points), presentation and demonstration (5 points), value-add and breadth of service (5 points), and quality of work and technical capabilities (5 points). The contract is expected to be executed by September 1, 2022, with a minimum term of not less than five years.

Vendors must comply with the City of Santa Monica's mandatory COVID-19 vaccination policy and obtain a City business license if physically located in or conducting business in Santa Monica. The RFP does not identify set-aside designations or disadvantaged enterprise restrictions; however, proposers must be capable of meeting comprehensive security and compliance requirements including DOJ certification, NIST 800-53, CIS controls, ISO/IEC 27001:2013, SOC 2 audits, and Payment Card Industry Data Security Standards if applicable. Vendors must maintain a certified data center with industry-standard security controls, deliver 99.95% uptime for system availability excluding scheduled maintenance, provide data encryption in motion and at rest, and comply with all City data and technology requirements as outlined in the Common Security Requirements document and Vendor Information Security Assessment (VISA) questionnaire. Insurance requirements include Commercial General Liability of at least $1,000,000 per occurrence, Workers' Compensation as required by California statute, and Technology Professional Errors and Omissions/Cyber Liability insurance of at least $1,000,000 per occurrence or $2,000,000 aggregate. Vendors must also comply with the Living Wage Ordinance for contracts exceeding $54,200 and complete the Oaks Initiative disclosure form for public benefits exceeding specified thresholds. No incumbent vendor or budget range is identified in the RFP documents, and the City reserves the right to reject any and all proposals, awarding to the most qualified proposer regardless of cost considerations.