RFP- Electronic Signature Platform

The Housing Authority of the City of Alameda (AHA) is requesting proposals for an electronic signature platform to support operational needs, with bids due July 10, 2026 at 4:00 p.m. through the Bonfire portal, and questions due July 1, 2026 at 3:00 p.m.

The platform must support 50 users and process 6,000 envelopes annually. Required technical capabilities include multi-factor authentication, envelope transfer between users, encryption using Public Key Infrastructure (PKI) or Pretty Good Privacy (PGP)/OpenGPG, an administrative console enabling user creation, suspension, and bulk envelope management, and dedicated 24/7 support via email or ticketing system.

Bidders must submit a cover letter with company information and 24-hour emergency contact details, a technical proposal addressing envelope storage and transfer architecture, artificial intelligence usage and the ability to disable such features, and bulk download processes for filtered envelopes. Pricing is structured via a downloadable spreadsheet with options for base rates per user per month or per envelope per month for years 2026 through 2030, annual support package charges, optional identity verification fees, and other optional service fees.

Proposers must confirm existing compliance with insurance and workers' compensation requirements and agree to AHA's standard professional services contract terms. Cyber liability insurance will be required as a condition of award. The insurance exhibit mandates Commercial General Liability ($2 million per occurrence), Automobile Liability ($1 million if applicable), Workers' Compensation (statutory limits) and Employers' Liability ($1 million per accident), Professional Liability/Errors and Omissions ($2 million per occurrence), Cyber Liability Insurance ($2 million per occurrence / $2 million–$4 million aggregate), and Technology Professional Liability Insurance ($2 million per occurrence / $2 million–$4 million aggregate), all maintained for five years after contract completion. Insurance carriers must hold an A.M. Best rating of at least A:VII. No resubmissions are permitted, and late bids will be rejected without consideration. All data and recordings are subject to the California Public Records Act.