Case Management System

The Nevada Commission on Ethics seeks to replace its existing document database with a comprehensive Case Management System through this Request for Proposals (RFP) issued by the Nevada State Purchasing Division. The procurement encompasses a four-year contract term designed to improve workflow efficiencies and public functionality for managing four primary case types: Advisory Opinion Requests, Ethics Complaints, Ethics Acknowledgments, and Public Records Requests. The system must support fewer than 20 total users and approximately 200 incoming cases annually, serving approximately 600 case files with five years of substantial documentation and 50 years of final opinions. Key deliverables include online form submission capabilities with email notifications, document management tools, automated calendars with legal deadline tracking, searchable public databases with full-text OCR capability, visual and exportable reporting functionality, electronic voting support for Commission decisions with conflict-of-interest flagging, and data migration of existing case information. Additional system requirements include integration with Microsoft 365 (Outlook and SharePoint), support for up to 20 concurrent users with search response times of five seconds or less, automated records retention scheduling, document template autofill in Microsoft Word format, customizable dashboards for case status and productivity metrics, and compliance with Nevada's OCIO standards and GovRamp/FedRamp compliance. Evaluation will be conducted using weighted criteria including experience and expertise (30 points), project management approach and methodology (25 points), customer success practices (15 points), data security and risk management (15 points), cost transparency and stability (15 points), and presentation factors addressing intuitive design, search functionality, visual appearance, and presenter communication ability (110 points combined). The proposal submission deadline is May 15, 2026, at 2:00 p.m. Pacific Time, with questions due by May 6, 2026, and reference submissions due by May 14, 2026. The anticipated notice of intent is May 22, 2026, with a notice of award estimated for May 29, 2026, subject to Board of Examiners approval on July 14, 2026, and an anticipated contract start date of July 14, 2026, with implementation expected within three to six months.

Nevada-based businesses receive a five percent preference pursuant to NRS 333.3351 to 333.3356, and inverse preferences may apply to out-of-state vendors from states with reciprocal in-state preferences. The current vendor, Precision Document Imaging, is eligible to submit proposals for the replacement system. Mandatory requirements include compliance with Nevada law prohibiting actions in other jurisdictions or requiring State indemnification, non-participation in boycotts of Israel, registration on nevadaepro.com and sam.gov, possession of a Nevada business license, data encryption in transit and at rest, and maintenance of data assets within the United States. Out-of-state corporations must register as foreign corporations with the Nevada Secretary of State's Office pursuant to NRS 80.010 prior to contract execution. Contractors and all subcontractors must maintain comprehensive insurance coverage including Commercial General Liability with a General Aggregate limit of $2,000,000 and Each Occurrence limit of $1,000,000; Automobile Liability with a Combined Single Limit of $1,000,000; Workers' Compensation and Employers' Liability per statutory requirements; Technology Errors & Omissions/Professional Liability with limits of $1,000,000 per claim and $2,000,000 annual aggregate; and Network Security and Privacy Liability with per-occurrence and annual aggregate limits of $1,000,000 and $2,000,000 respectively for contracts under $5 million. The RFP does not specify funding sources, amounts, or budget ranges; vendors must provide two years of financial statements and Dun and Bradstreet numbers as part of confidential business information submissions. The State strongly prefers vendors accept the attached standard form contract and insurance schedule as written, with the vendor responsible for hosting the solution and maintaining both the public-facing website and backend publishing mechanism, with no preference specified for cloud, on-premises, or hybrid deployment models.