RFP no. 26-04 | case management software system

The Los Angeles Community College District (LACCD) issued RFP 26-04 on March 4, 2026, to procure a comprehensive cloud-based Case Management Software System designed to manage Title IX and Discrimination, Harassment, and Retaliation (DHR) cases across nine colleges. The system must deliver core functionalities including multi-channel intake and reporting, case tracking and workflow management, centralized case repository, document management, secure communication tools, regulatory reporting compliance, analytics and dashboards, mobile access, automated notifications, customizable templates, and comprehensive audit trails. The solution must comply with WCAG 2.2 Level AA accessibility standards before July 2026 and incorporate security measures meeting FIPS 140-3 encryption standards, multi-factor authentication, role-based access controls, and data residency within the continental United States. Vendors must provide a single integrated system with scalable capabilities across multiple campuses, training and support modules, and system integration capabilities with existing platforms. The evaluation process consists of three phases: Phase One assesses written proposals on qualifications and experience (20 points), functionality and technical requirements (25 points), implementation approach and data migration services (25 points), cost and fees (20 points), and Small, Local, Emerging, Disabled Veteran Business (SLEDV) certification (10 points); Phase Two evaluates interviews and demonstrations on presentation quality (30 points), communication skills (20 points), demonstrated knowledge and performance capability (25 points), and overall performance (25 points); Phase Three permits negotiations with the three highest-scoring proposers for best and final offers. Key deadlines include a questions submission deadline of Wednesday, March 25, 2026, at 2:00 p.m. Pacific Time, with answers posted by Monday, April 6, 2026; an optional pre-proposal conference on Wednesday, March 18, 2026, at 10:30 a.m. Pacific Standard Time; proposals due by Monday, April 13, 2026, at 2:00 p.m. Pacific Daylight Time; interviews and demonstrations scheduled for May 13-14, 2026; a tentative award date of Friday, May 15, 2026; and anticipated Board approval on Wednesday, June 3, 2026.

The procurement includes a SLEDV set-aside consideration worth 10 percent of the evaluation criteria, encouraging participation from Small, Local, Emerging, and Disabled Veteran Business enterprises. Proposers must comply with all mandatory documentation requirements including non-collusion affidavits, certificates of non-discrimination, confidentiality agreements, Russian Economic Sanctions Certifications, SLEDV certifications, Levine Act acknowledgments, and exceptions and deviations documentation. The contract term is three years with two optional one-year renewal periods for a potential total of five years, with pricing proposals required to include all costs for software licensing, implementation, data migration, training, maintenance, and support services across the five-year period. The cost proposal template (Appendix B) requires vendors to submit firm, fixed pricing structured in two schedules: Schedule 1 consolidating all costs across the five-year period and Schedule 2 providing detailed pricing broken down by cost category with unit pricing and extended prices for each fiscal year. No specific budget range or award value is publicly disclosed in the RFP materials; however, the comprehensive scope of services spanning multiple campuses, implementation, data migration, training, and five-year support suggests a significant contract value. No incumbent vendor or existing system details are specified in the available documentation; however, vendors must address data migration from the existing system as a key deliverable component.