Los Angeles County Employees Retirement Association - Virtual Mailroom Solutions - RFP 2026
Los Angeles County Employees Retirement AssociationCounty · Pasadena, CA- Due
- Dec 4, 2026
- 37 days left
- Posted
- Oct 23, 2026
- Contract term
- 3 years
- Primary contact
- Jackson Hsu
- (626) 346-0084
The 30-second brief
The Los Angeles County Employees Retirement Association (LACERA) is seeking proposals from qualified firms to provide virtual mailroom solutions for document imaging and categorization. The project involves daily physical mail pickup from the USPS office located at 600 Lincoln Ave., Pasadena, CA 91109, with an average monthly volume of approximately 6,500 pieces of mail or 41,000 pages, sorting into member correspondence, business mail, and business solicitations, high-speed scanning with OCR, data capture, indexing, and electronic delivery. The vendor must provide a reliable front-end solution integrating with LACERA's enterprise environment, including Microsoft 365, OpenText Captiva, IBM FileNet P8, and Mailtracker, supporting workflows, document classification using a 500+ document type library, check processing, audit functions, and secure file transfer protocol (SFTP) delivery. Proposals are due by December 4, 2026, at 5:00 PM PST via the LACERA Vendor Gateway Portal, with written questions due by November 6, 2026.
Qualifications, experience and references; technical approach and capabilities, including intake, routing and document classification; security, privacy and compliance; implementation approach and business continuity; user outcome and user experience; fees
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Summary
The Los Angeles County Employees Retirement Association (LACERA) is seeking proposals from qualified firms to provide virtual mailroom solutions for document imaging and categorization.
The project involves daily physical mail pickup from the USPS office located at 600 Lincoln Ave., Pasadena, CA 91109, with an average monthly volume of approximately 6,500 pieces of mail or 41,000 pages, sorting into member correspondence, business mail, and business solicitations, high-speed scanning with OCR, data capture, indexing, and electronic delivery. The vendor must provide a reliable front-end solution integrating with LACERA's enterprise environment, including Microsoft 365, OpenText Captiva, IBM FileNet P8, and Mailtracker, supporting workflows, document classification using a 500+ document type library, check processing, audit functions, and secure file transfer protocol (SFTP) delivery. Proposals are due by December 4, 2026, at 5:00 PM PST via the LACERA Vendor Gateway Portal, with written questions due by November 6, 2026.
EVALUATION CRITERIA
6- Qualifications, experience and references
- Technical approach and capabilities, including intake, routing and document classification
- Security, privacy and compliance
- Implementation approach and business continuity
- User outcome and user experience
- Fees
REQUIRED ATTACHMENTS
Cover letter signed by an authorized signatory, Exhibit A cover page and checklist, Exhibit B Minimum Qualifications Certification, Table of contents, Proposal responding to the Scope of Work, Responses to the Exhibit C questionnaire and additional questions, Fee proposal in the form required by the RFP, Exceptions to the Agreement for Services or a statement that no exceptions are taken, Security Compliance Certification or completed Vendor Data Security Questionnaire, Three client references, Subcontractor disclosure, Resumes and organization chart for proposed key personnel, Certificates of insurance or written confirmation of the ability to obtain the required coverages
- Submit to
- LACERA Vendor Gateway Portal
- Scope location
- Pasadena, CA
Questions about this RFP
How do I respond to this RFP from Los Angeles County Employees Retirement Association?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 4, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: LACERA Vendor Gateway Portal. For questions, contact Jackson Hsu.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Los Angeles County Employees Retirement Association in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Jackson Hsu at (626) 346-0084. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Qualifications, experience and references; technical approach and capabilities, including intake, routing and document classification; security, privacy and compliance; implementation approach and bus..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Los Angeles County Employees Retirement Association?
All active and historical solicitations from Los Angeles County Employees Retirement Association are tracked and searchable. As a county agency, Los Angeles County Employees Retirement Association regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of December 4, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover letter signed by an authorized signatory, Exhibit A cover page and checklist, Exhibit B Minimum Qualifications Certification, Table of contents, Proposal responding to the Scope of Work, Respons. Review the full document from Los Angeles County Employees Retirement Association for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Pasadena, CA. Review the full solicitation for detailed scope requirements.