Electronic Filing System

The Vendor is required to provide electronic filing services for these disclosure statements aims to uphold transparency in local government and prevent and/or detect potential conflicts of interests in local decision making.
- Campaign Finance Disclosure filings:
•    Provider must stay current with the applicable state statutes related to campaign finance law, conflict of interest provisions, and up-to-date forms disseminated by the fair political practices commission.
•    Providers must comply with all laws and regulations applicable to the gathering, processing, securely storing, transmitting and disseminating of personal information.
•    The solution(s) must be secure, and the system must be operational and completely up and running by December 31, 2025.
•    The system must be flexible in nature and adaptable to new processes.
•    The system must provide an online help option.
•    Provide e-mail support for city staff with ideally 1 working day turnaround.
•    The vendor’s servers hosting the platforms must be readily accessible by the vendor. 
•    Currently, the city’s contracted system has servers located in state.
•    Providers must operate and maintain the servers in good working order with access restricted to qualified employees of the vendor and persons specifically designated by the city.
•    Provide backup of city data. 
•    Existing system is on a nightly backup schedule to a minimum of 2 remote locations, with no backups sent outside of the country. 
•    Provide staff support to city staff and end-users in-person, by email, or by phone during vendor’s normal working business hours. 
•    Currently, the city has access to this support at no additional cost.
•    Allows City to provide filers with a user ID and password to log on to a secure site.
•    Validation of submitted filings and notification to filer that the filing was accepted or, if declined, explains why the filing was declined.
•    Allows for online data entry and file uploading.
•    Ability to accept and support high quality, legible images of scanned images for forms submitted in hard copy format.
•    Provides options for form printing, both hard copy and as a PDF.
•    Track deadlines for filings and delinquencies.
•    Include components for generating deadline and past due notifications, and other miscellaneous letters.
•    Fully documented systems with detailed filer manuals.
- Statement of Economic Interest Filings
•    Provider must stay current with the applicable state statutes related to campaign finance law, conflict of interest provisions, and up-to-date forms disseminated by the fair political practices commission.
•    Providers must comply with all laws and regulations applicable to the gathering, processing, securely storing, transmitting and dissemination of personal information.
•    The solution(s) must be secure, and system must be operational and completely up and running by December 31, 2025.
•    The system must be flexible in nature and adaptable to new processes.
•    The system must provide an online help option.
•    Provide e-mail support for city staff with ideally 1 working day turnaround.
•    The vendor’s servers hosting the platforms must be readily accessible by the vendor. 
•    Currently, the city’s contracted system has servers located in state.
•    Providers must operate and maintain the servers in good working order with access restricted to qualified employees of the vendor and persons specifically designated by the city.
•    Provide backup of city data. 
•    Current system is on a nightly backup schedule to a minimum of 2 remote locations, with no backups sent outside of the country.
•    Provide staff support to city staff and end-users in-person, by email, or by phone during vendor’s normal working business hours. 
•    Currently, the city has access to this support at no additional cost.
•    Provide in-person training and telephone training for city staff and end-users. 
•    Currently, this is service is provided at no additional cost to the city.
•    Future upgrades to the system to be provided and administered by vendor staff.
•    Currently, this is service is provided at no additional cost to the city.
•    Allows city to provide filers with a user id and password to log on to a secure site.
•    Options for single sign on credentialing for city personnel desired.
•    The ability to enforce single sign-on for the city's administrative users must be available using industry standard SAML or agency at no additional charge.
•    Validation of submitted filings and notification to filer that the filing was accepted or, if declined, explains why the filing was declined.
•    Online data entry and file uploading.
•    Ability to accept scanned images for forms submitted in hard copy format.
•    Provides options for form printing, both hard copy and as a pdf.
•    Public transparency component necessary and includes search capabilities (via the internet), similar to current system capabilities, as follows:
1.    Search form 700 statements by department, position, date range, and/or filer name
2.    Redacted form 700 filings available to the public upon filer submission.
3.    Advanced transaction search for form 700 filings to search across all form 700 electronically filed data.

- Contract Period/Term: 3 years
- Pre-Proposal Meeting (Non-Mandatory) Date: August 27, 2025
- Questions/Inquires Deadline: August 27, 2025