Electronic Filing Software as a Services

The vendor required to provide online software as a service (SaaS) solution from a qualified vendor or vendors, to provide electronic filing services for disclosures and forms, including, but not limited to: fair political practices commission (FPPC) statement of economic interests (form 700), FPPC campaign disclosure statements, and lobbyist activity in the city.
- Campaign finance disclosure filing system
1. General requirements
•    The solution(s) must be operational and completely up and running no later march 31, 2026 
•    The system must be flexible to adapt to and allow filings for new state and local laws and processes. 
•    The system must provide online tutorial resources. 
•    The solution is cloud-based, the vendor’s servers hosting the platforms must be located within the country and readily accessible by the vendor on demand.
•    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 regular backups of city data and maintain a daily backup schedule.
•    Provide in-person or remote training for city staff and end-users.
•    Provide email and phone support for city staff, with response time of one (1) business day, Monday – Friday, 7:30 a.m. to 5:30 p.m. (pacific time).
2. Functional requirements
•    The solution must be able to migrate data from the city's current system Net file and allow the following for current and past elections: 
•    Must support FPPC forms 410, 425, 450, 460, 470, 496, 497, and 501 at minimum. 
•    Allows city staff to track: filers and electronically filed forms in a database; deadlines for filings and late filings. 
•    System capable of generating and circulating electronic notification letters to filers. 
•    Must include functionality to create, update, and manage customizable notification templates. 
•    The city’s currently system supports the following electronic notifications:
o    Welcome
o    Pre-election
o    Amendment
o    Late filing notices
o    Fine notices
•    Allows campaign treasurers to be able to use one login for managing multiple campaigns is desired.
•    Ability for candidates and treasurers to: issue different users’ different levels of access, and access an account concurrently to collaborate on statements.
•    Ability for city staff to upload scanned pdf forms received in hard copy format and successfully accept them into system.
- Economic interest filing system
1. General requirements
•    The solution(s) must be secure, and system must be operational and completely up and running no later than march 31, 2026.
•    The system must be flexible in nature to adapt to and allow filings for new state laws and processes.
•    The system must provide online tutorial resources.
•    The solution is cloud-based, the vendor’s servers hosting the platforms must be located within the country and readily accessible by the vendor on demand.
•    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 regular backups of city data and maintain a daily backup schedule.
•    Provide in-person or remote training for city staff and end-users.
•    Provide both email and phone support for city staff, with response time of one (1) business day, Monday – Friday, 7:30 a.m. to 5:30 p.m. (pacific time).
2. Functional requirements
•    The solution must be able to migrate data from the city's current system Net-file and allow the following for current and past filings.
•    Allows city staff to track: filers and electronically filed forms in a database; deadlines for filings and late filings.
•    System capable of generating and circulating electronic notification letters to filers. 
•    Must include functionality to create, update, and manage customizable notification templates.
•    Fully documented systems with detailed electronic filer manuals for both files and city staff.
•    Immediate validation of submitted filings and automated notification to filer regarding acceptance or rejection of the filing, explaining reasons for rejection when applicable.
•    Ability for city staff to upload scanned pdf forms received in hard copy format and successfully accept them into system.
•    Provides options for viewing and printing form, in both hard and electronic copy and as a pdf.
- Lobbyist registration system
•    The solution must be operational and completely up and running no later than march 31, 2026.
•    The system must be flexible in nature and adaptable to amendments to the city’s lobbyist registration code and new processes.
•    The system must provide online tutorial resources.
•    If the solution is cloud-based, the vendor’s servers hosting the platforms must be located within the country and readily accessible by the vendor on demand.
•    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 regular backups of city data and maintain a daily backup schedule.
•    Provide in-person or remote training for city staff.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 5, 2026