Project Information

Bid Title

RFP: Knowledge Management Solution

Issuing Agency

Los Angeles County Employees Retirement Association

Location

California

Published Date

Oct 31, 2025

Closing Date

Dec 19, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFP: Knowledge Management Solution

The Los Angeles County Employees Retirement Association (LACERA), an $85 billion public pension fund, is seeking proposals from qualified firms to provide an enterprise-wide knowledge management solution to digitally capture, document, organize, and access critical business knowledge and information.

LACERA is inviting vendors to submit proposals to provide an enterprise-wide knowledge management solution that will digitally capture, document, organize, and access critical business knowledge and information.

Scope of Work

LACERA is seeking a knowledge management (KM) solution that will support taxonomy management and provide a search and insight engine across their knowledge assets. It should include review and approval workflows that can enable basic content management including tagging and classification. LACERA anticipates the KM application will complement their existing Microsoft 365 E5 plan which has been scoped to support 600 LACERA end users. The knowledge base must also be able to integrate with AI solutions (such as chatbots, etc.) allowing internal staff and external members to access a common knowledge base as permitted by asset sensitivity limitations.

LACERA has identified a comprehensive list of functional requirements itemized in Table 1 and prioritized them. The KM solution should address as many of these requirements as possible, but LACERA does not require all the functional requirements to be met. The technical requirements are itemized in Table 2. The KM solution must comply with all the “Must” prioritized technical requirements. Review Table(s) 1 and 2 in the RFP.

Use Cases

The KM solution should support the following use cases which were identified from and validated by key business users.

• Author, update, and share divisional-level policies, procedures, training materials, and other content supporting execution of job duties.
• Find, retrieve and use current, authoritative versions of divisional-level processes and procedures while executing job duties.
• Access a consolidated view of what a retirement benefit is and how any associated calculations are calculated using member-intelligible terminology. Include links to associated information enabling the ability to explain “what, how and why” to members on the phone, via email or in-person.
• Find and retrieve current, authoritative versions of divisional-level processes and procedures when auditing work done by specialists, and when updating training materials.
• Access the most recent training materials.
• Have an awareness of, and visibility to, all changes to procedures within and across divisions.
• Access a Best Practices repository to identify similar cases (current and historical), without exposing member-specific information.
• Find and retrieve previous work audit reports to use as a template for a new work audit report.
• Conduct self-audit by referring to established, documented work audit criteria to review own work.
• Access Memorandums of Understanding (MOUs) and related codes while executing job duties.
• Find and retrieve authoritative definitions of infrequently encountered terms, such as "Holds", quickly and confidently.
• Share specialist (staff member) created (private) knowledge stores so others can benefit from learning.
• Find and access authoritative versions of LACERA (i.e. enterprise-level) policies and procedures.
• Integrate with AI (chatbot, etc.) solutions allowing internal staff and external members to access data based on security limitations.

Solicitation Registration Procedures – LACERA Vendor Gateway Portal Accessing the Vendor Gateway Portal

1. Go to the LACERA Vendor Gateway Portal by clicking on the following link: https://lacera.cobblestone.software/gateway/SolicitationPublicSearch.aspx.

Account Registration

1. Create an account by providing the company information and user details. Complete the account verification process as instructed.

Accessing the Solicitation

1. Look for the login information confirmation email from Contract Insight Alerts and proceed to sign in to the LACERA Vendor Gateway Portal using the provided credentials
2. Navigate to the ‘Solicitations’ tab and select ‘Search All Solicitations’.
3. Locate the specific solicitation by clicking on the View link associated with Secure Access Service Edge

Responding to the Solicitation

1. On the left-hand side, find the ‘Page Actions’ section and select ‘Register as Respondent’.
2. Click the ‘Refresh’ button located above the ‘Register as Respondent’ option to ensure the page is up to date.
3. Scroll down to the ‘Response Status’ section at the bottom of the page. Change the response status to ‘Interested in Responding’ to indicate the intention to bid.
4. Click the ‘Submit’ button to save the response. Then, refresh the page by clicking on ‘Refresh’ on the left-hand side above ‘Page Actions’.
5. If the response status has changed, navigate back to the ‘Response Status’ section on the Opportunity Details page and make any required adjustments.

Additional Information

1. Access all registered solicitations by selecting the ‘My Dashboard’ tab after logging in.
2. Download all necessary solicitation documents from the ‘Public Files’ section located within the Opportunity Details page.

Submission Requirements

Minimum Qualifications submission: Ensure the completed proposal is uploaded to the ‘My Files’ section of the LACERA Vendor Gateway Portal by 5:00 PM PST, December 12, 2025. Proposals received after the designated deadline will not be considered.

Please note: Email, mailed, or faxed submissions will not be accepted unless specified otherwise.

If the proposal requires any confidential information to be exempt from public disclosure, upload an additional electronic copy marked “CONFIDENTIAL”. The redacted copy should exclude all material from the proposal that is believed in good faith to be exempt from disclosure under the California Public Records Act (Cal. Gov. Code Sections 7920.000, et. Seq.) (described in solicitation). Redactions should appear as blacked out material or blank page(s) with the word “CONFIDENTIAL” or “PROPRIETARY” inserted.

Questions Related to This Solicitation

Please submit all questions, inquiries, and requests for additional information regarding this solicitation through the ‘My Questions/Answers’ section of the Opportunity Details page n the LACERA Vendor Gateway Portal. Ensure the submissions are made no later than 5:00 PM PST, November 14, 2025.

All Questions received, along with their corresponding responses, will be posted in the ‘Questions & Answers’ section of the Opportunity Details page in the LACERA Vendor Gateway Portal on or about 5:00 PM PST, November 28, 2025.

Tentative Timetable

Bid release date

October 31, 2025

Intent to Respond closing date

November 14, 2025

Written questions from Respondents due date

November 21, 2025

LACERA’s response to Respondents’ questions

December 12, 2025

RFP Proposals due date

December 19, 2025

Finalist Interviews (estimate)

Q1 2026

Selection Notification (estimate)

Q2 2026

Commencement of work

Upon Contract execution

RFP Materials

RFP: Knowledge Management Solution

Attachment Preview

October 31, 2025

REQUEST FOR PROPOSAL

Knowledge Management Solution

Eugenia Der, Senior Staff Counsel

eder@lacera.gov

300 NORTH LAKE AVENUE, SUITE 650

PASADENA, CA 91101

1

TABLE OF CONTENTS

1.

INTRODUCTION

3

2.

SCOPE OF SERVICES

4

3.

MINIMUM QUALIFICATIONS

35

4.

INSTRUCTIONS TO RESPONDENTS

36

5.

NOTICE TO RESPONDENTS REGARDING THE

PUBLIC RECORDS ACT AND RALPH M. BROWN ACT

39

6.

DIVERSITY, EQUITY, AND INCLUSION

40

7.

NOTICE TO RESPONDENTS REGARDING LACERA

DATA PROTECTION

41

8.

CONTRACT NEGOTIATIONS

41

9.

RESERVATIONS BY LACERA

42

EXHIBITS LIST

EXHIBIT A – PROPOSAL COVER PAGE AND CHECKLIST

44

EXHIBIT B - MINIMUM QUALIFICATIONS CERTIFICATION

45

EXHIBIT C – QUESTIONNAIRE

46

EXHIBIT D –AGREEMENT FOR SERVICES

51

EXHIBIT E – IT SECURITY CONTROLS

62

EXHIBIT F – INTENT TO RESPOND

68

EXHIBIT G –SELECTION CRITERIA

69

EXHIBIT H – DIVERSITY, EQUITY, AND INCLUSION

QUESTIONNAIRE

70

2

LOS ANGELES COUNTY EMPLOYEES RETIREMENT ASSOCIATION

REQUEST FOR PROPOSAL (RFP)

KNOWLEDGE MANAGEMENT SOLUTION

OCTOBER 17, 2025

1. INTRODUCTION

1.1. Purpose of Request

The Los Angeles County Employees Retirement Association (LACERA), an over $90 billion

public pension fund, is seeking proposals from qualified firms to provide an enterprise-wide

knowledge management solution to digitally capture, document, organize, and access critical

business knowledge and information. LACERA invites qualified firms to respond to this RFP

(Respondent).

1.2. Background Information

LACERA is a tax-qualified defined benefit public pension fund established to administer

retirement, disability, and death benefits for the employees of the County of Los Angeles and

other participating agencies pursuant to the County Employees Retirement Law of 1937

(CERL) (California Government Code Section 31450, et seq.), the California Public Employees’

Pension Reform Act of 2013 (PEPRA) (California Government Code Section 7522, et seq.),

the Internal Revenue Code, LACERA’s Regulations and Board Policies, and other applicable

California law. LACERA also administers the County’s medical and dental retiree health

benefits program.

LACERA operates as an independent governmental entity separate and distinct from Los

Angeles County and the other participating agencies. LACERA has approximately 199,000

members, including approximately 100,000 active members and 66,000 retired members.

Additionally, retired members and survivors take part in the medical and dental retiree

healthcare programs. In addition to benefits administration, the fund invests in assets to support

payment of the promised pension benefits as well as additional sums to support the retiree

healthcare program.

The Respondent(s) selected through this RFP process may be recommended to LACERA’s

Board of Retirement (BOR). The BOR has responsibility over the administration of pension and

healthcare benefits and other fund administrative issues. The BOR comprises four Trustees

elected by the general, safety, and retired members, four Trustees appointed by the County’s

Board of Supervisors, and the sitting County Treasurer and Tax Collector as an ex officio

Trustee. The BOR also has two alternate Trustees, one elected by safety members, and one

elected by retired members.

The Boards and their trustees have fiduciary duties as defined in Article XVI, Section 17 of the

California Constitution and CERL, with duties owed to the plan members and their beneficiaries

taking precedence over any other duties.

LACERA is inviting vendors to submit proposals to provide an enterprise-wide knowledge

management solution that will digitally capture, document, organize, and access critical

3

business knowledge and information. The full scope of work is detailed in the next section

below.

For additional information about LACERA, please refer to LACERA's Annual Financial Report,

which is posted on the LACERA website, www.lacera.gov, in the "Investments" section.

2. SCOPE OF SERVICES

LACERA is seeking a knowledge management (KM) solution that will support taxonomy

management and provide a search and insight engine across their knowledge assets. It should

include review and approval workflows that can enable basic content management including

tagging and classification. LACERA anticipates the KM application will complement their

existing Microsoft 365 E5 plan which has been scoped to support 600 LACERA end users. The

knowledge base must also be able to integrate with AI solutions (such as chatbots, etc.)

allowing internal staff and external members to access a common knowledge base as permitted

by asset sensitivity limitations.

LACERA has identified a comprehensive list of functional requirements itemized in Table 1 and

prioritized them. The KM solution should address as many of these requirements as possible,

but LACERA does not require all the functional requirements to be met. The technical

requirements are itemized in Table 2. The KM solution must comply with all the “Must”

prioritized technical requirements.

2.1. Potential Solution Architectures

1. The KM solution may be fully based on Microsoft 365 E5. In this case, LACERA

anticipates the proposal would be to implement the KM solution by configuring Microsoft

365 E5 and supplementing its functionality using Power Automate, SharePoint

Framework (SPFx), Power Apps, Microsoft Graph API, Microsoft Teams Apps and Bots,

and/or Office Add-Ins as needed,

2. The solution may integrate third party applications to provide functionality that is

not currently available in Microsoft 365. In this case, the KM solution based on

Microsoft 365 would be integrated with one or more third-party applications to provide

more functionality. The KM solution would need to include integration of third-party

applications with Microsoft 365.

3. The solution may be based on a platform other than Microsoft. In this case, the KM

solution is independent of Microsoft 365 and particularly, SharePoint is no longer the

primary repository. The KM solution would need to include knowledge assets that are

developed using Microsoft 365 as well as the existing SharePoint apps in scope.

KM solutions may be proposed that are based on any of these solution architectures. If third-

party applications are required, these need to be included in the proposal. Proposals need to

include configuration, development, and system integration services. This request for

proposals is for the entire KM solution.

4

2.2. FUNCTIONAL REQUIREMENTS

The KM solution functional requirements are divided into three areas. These are: 1) Asset creation, storage and management, 2)

Taxonomy management, and 3) End-use applications. Please indicate which requirements your KM solution meets and which ones

it does not meet in the Vendor Response column. Add comments to clarify responses as necessary, for example, available OOB,

under development/on the roadmap, requires integration with 3rd party application, requires custom development. The priorities

are defined as follows: Must = Requirements that are critical and necessary for the solution; Should = Requirements that are

important and needed for an optimal solution but not necessary; Could = Requirements that are desirable or nice to have but less

important; Won’t = Requirements that may be considered in the future.

#

1

1.1

1.1.1

1.1.2

Section

Asset Creation,

Storage &

Management

Access Control

1.1.3

1.1.4

1.1.5

1.1.6

1.1.7

1.1.8

Requirement

Description

Priority Vendor Response

Custom roles

Object-level

permissions

Ownership

Assignment

Permissions

integrity

Reporting

Role assignment

Role-based

access control

Status-based

permissions

Ability to create custom roles.

Ability to limit permissions to specific

assets, folders, asset types etc.

Ability to assign and change

ownership of an asset.

Ability to detect and resolve

permission conflicts.

Ability to generate reports showing

user permissions and access levels.

Ability to give permissions to

individuals or groups.

Ability to control who can create,

upload, edit, review, approve, publish,

and delete assets (e.g., Contributors,

Reviewers, Publishers, Admins,

Viewers, Owners).

Ability to limit permissions based on

asset status (e.g. draft, published).

Should

Must

Must

Must

Must

Should

Must

Must

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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