RFP 37224 - case management system (CMS) replacement, implementation and ongoing support

The California Department of General Services, Procurement Division, is seeking a comprehensive Case Management System (CMS) replacement for the Office of Administrative Hearings (OAH), with the goal of modernizing an outdated legacy system (Practice Manager). The new system must support over 13,000 administrative hearings annually across multiple case types, including special education disputes, developmental services, teacher dismissals, and licensing matters. The procurement requires a unified, secure platform that will streamline case processing, improve data accessibility, and expand e-filing functionality statewide. The solution must support 200 concurrent internal users and unlimited external users via a portal, with mandatory integrations to systems including Adobe Sign, payment processing, scheduling, Thomson Reuters Case Center, and document management platforms. Evaluation criteria will be comprehensive, including technical response (50 points), optional solution requirements (50 points), interview and demonstration (100 points), and cost (60 points), totaling a maximum of 260 points. Key procurement dates include a mandatory pre-proposal conference on December 1, 2025, proposal submissions due December 17, 2025, interviews and demonstrations scheduled for January 6-7, 2026, cost opening on January 9, 2026, and notice of intent to award on January 15, 2026.

The procurement includes socioeconomic preferences and incentives, specifically a California Small Business Preference of 5 percent (13 points) and a Disabled Veteran Business Enterprise (DVBE) Incentive ranging from 1 to 5 percent (2.6 to 13 points). Bidders claiming socioeconomic preferences must provide required certifications and maintain a commercially useful function. The contract will have a five-year term, with an implementation phase estimated at thirty-three months followed by a maintenance and operations phase. Contractor rates will remain fixed for the entire term, and all development and implementation costs must be bundled into quoted rates with no additional travel reimbursement. Maintenance and operations services provided prior to year four will be supplied at no cost to the State, with compensation commencing in year four. The system must meet specific technical requirements, including security compliance with NIST SP 800-53A at the moderate level and HIPAA requirements. The highest-scoring responsive and responsible bidder after application of preference and incentive points will be selected, with a minimum score of 75 points required during the interview and demonstration phase to be eligible for award consideration.