Institutional Knowledge Modernization & Administrative Efficiency

The City of Long Beach, California is soliciting proposals under RFP TI-26-784 for technology that automates search, document retrieval, report generation, and Public Records Act fulfillment across fragmented City data systems, with proposals due December 22, 2026 at 11:00 a.m. Pacific Time via LongBeachBuys.com. An optional pre-proposal meeting is scheduled for December 4, 2026, and questions are due December 11, 2026.

Local preference applies to Long Beach businesses. Proposers with a principal place of business in the city, a current city business license, and a sellers permit where applicable receive five extra evaluation percentage points. Non-residential brick-and-mortar businesses receive an additional five points, for a potential total of ten. Proposers must affirmatively claim the preference by selecting "yes" on the local preference form and attaching the business license and sellers permit, or they become ineligible for it.

Up to five vendors will be selected to demonstrate solutions at Demo Day, and the awarded contractor enters a 12-month trial period. Pricing must not exceed $10,000, and the City will award one primary proposer up to $10,000 for the trial period. Pricing must break out estimated duration by task, hardware and software costs, installation and maintenance costs, and administrative overhead. The contract term is 12 months with four optional one-year renewals, not to exceed five years total.

Solutions must integrate with SharePoint and Laserfiche. Minimum qualifications include no federal, state, or local debarment and experience delivering at least one similar project, preferably for government or social service agencies. Solutions may include AI capabilities, which require the AI Vendor Fact Sheet. Awardees must maintain cyber and privacy insurance of not less than $1 million per occurrence, SOC 2 or ISO 27001 incident response protocols, and role-based access controls, and must delete all City data within 30 days of termination. Cloud service providers must complete the VISA questionnaire, and technology that handles personally identifiable information requires the Data Privacy Policy attachment and DTPR Vendor Worksheet. Proposals must be firm fixed-price and valid for 90 days from the submission deadline.

Proposals are evaluated on qualifications (30%), feasibility (30%), and impact (40%). Final evaluation incorporates proof of concept and testing environments. Demo Day presentations occur in February 2027, negotiations are anticipated for March through April 2027, and Purchase Order issuance is anticipated in May 2027.