Institutional Knowledge Modernization & Administrative Efficiency

The City of Long Beach (City) is seeking partners who can deliver practical solutions that improve how existing City staff access and use the City's institutional knowledge to conduct their work, in response to the Challenge Statement below. Up to 5 selected vendors will be invited to Demo Day to showcase a solution to Long Beach City staff. The awarded contractor will enter into a 12-month trial period and will be awarded $10,000, with the opportunity to negotiate a contract for an additional four years.

City of Long Beach staff currently spend a significant amount of time navigating scattered and fragmented data systems to locate essential institutional knowledge, such as public records, contracts, and City Council letters, memos, and minutes, to generate reports and responses to Public Request Act (PRA) requests.

Challenge Statement

The City is seeking innovative solutions to improve how City staff access and use the City's institutional knowledge, reducing administratively burdensome work and freeing existing staff time to focus on serving the community. A solution that automates search, document retrieval, report generation, and PRA fulfilment functions, among other functionality, would allow staff to quickly retrieve responses, compile staff reports/memos, and answer PRA requests. This tool would act as an operational support system that removes the administratively burdensome work that prevents staff from focusing on serving the community. The City is open to any existing technology solution that meets the challenge statement and objectives. The City currently uses databases and systems, e.g. SharePoint, Laserfiche, for storing institutional knowledge.

Objectives

• Reduce the time required for existing City staff to locate, retrieve, and understand the City's institutional knowledge, such as public records, contracts, City Council materials, and other critical documents, by providing fast, intuitive, and reliable search and retrieval capabilities across fragmented data systems.
• Reduce the time required for existing City staff to prepare memos, summaries, reports, and other written materials, by enabling them to generate high-quality draft documents more efficiently through automated generation features.
• Maintain a high level of accuracy and relevance of search results and generated content, ensuring staff can confidently rely on the tool's outputs to support day-to-day operations.

Performance Metrics

Responses to this RFP should propose specific performance metrics. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement and may be adjusted over time as needed.

The City will work with the Awarded Contractor to create a pilot evaluation report which reflects pilot success against project objectives and performance measures. This report will be used to inform opportunities for additional contract terms.

**Submission method:** Proposals must be submitted electronically via LongBeachBuys.com. Late proposals, or proposals submitted through other channels will not be accepted.

The Cost Proposal should be prepared for estimated costs for the project implementation of the proposed product or service, not to exceed **$10,000**. Proposers should submit their Cost Proposals in Microsoft Excel. Responses to each narrative question should be no longer than 250 words.

Evaluation Criteria

| Evaluation Criteria | Weight |
| --- | --- |
| Qualifications | 30% |
| Feasibility | 30% |
| Impact | 40% |

The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business. The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

This contract will be for a period of twelve (12) months, with the opportunity to renew for four additional one-year periods, up to five years. The City intends to award the contract through the issuance of its standard Purchase Order agreement.

Upon award, Awarded Contractors will be required to submit the *Business License*, *W-9*, proof of registration with the California Secretary of State, and *Certificates of Insurance*.