Request for Information for Web Based Scheduling Software Solution for Live Scan Appointments

The County of Los Angeles Department of Human Resources, Information Technology Division, has issued a Request for Information (RFI HM-2026-0511) to identify a secure, web-based scheduling software solution for centralizing Live Scan appointment scheduling across multiple county departments. The goal is to replace fragmented, manual processes with an integrated system that supports automated scheduling, real-time capacity monitoring, role-based access control, and cross-departmental reporting. The solution must integrate with Microsoft Entra ID for authentication, comply with HIPAA and WCAG 2.1 Level AA standards, encrypt data both in transit and at rest, and host all data exclusively within the United States. Vendors are required to demonstrate capabilities in scheduling workflows, automated notifications, holiday calendar support, audit trails for document uploads, and reporting functions exportable to Excel or CSV. Implementation must include APIs for seamless integration with existing county systems such as Outlook and internal databases, along with a defined support structure including Tier 1–3 helpdesk services with after-hours availability. Responses are due by 11:59 p.m. Pacific Time on May 31, 2026, and must be submitted electronically via email in PDF or Word format, with the subject line “RFI Response - Live Scan Scheduling System.” Vendors are expected to provide detailed information on their company background, relevant government or healthcare experience, technical architecture, implementation approach, data security protocols, and cost estimates based on predefined assumptions such as 150 users and 10–12 daily appointments. While no formal contract clauses, evaluation factors, or pricing data are included—since this is purely an information-gathering tool—the County intends to use the responses to inform future procurement activities. All submissions are public records unless explicitly claimed as confidential trade secrets, and vendor questions must be submitted by May 18, 2026, with answers shared publicly to ensure fairness. The place of performance is Los Angeles, California, and while no binding obligations arise from this RFI, any subsequent solicitation will likely inherit these technical, security, and compliance requirements.