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
