RFP: Virtual Mailroom
The Los Angeles County Employees Retirement Association (LACERA) is seeking proposals from qualified firms to provide virtual mailroom solutions for document imaging and categorization. LACERA is embarking on a strategic initiative to enhance its document processing capabilities. We are seeking a highly skilled vendor with a local processing facility to implement a comprehensive document routing system through Virtual Mailroom services or a similar user interface. This project is pivotal in streamlining our operations and fortifying LACERA’s Business Continuity Program.
By integrating the intake of physical and digital document processing, including preparation, scanning, indexing, and electronic delivery, LACERA aims to ensure seamless and uninterrupted operations. This initiative supports disaster recovery strategies and enables efficient remote work capabilities, reinforcing our commitment to adaptability and resilience in an ever-evolving work environment. LACERA invites qualified vendors to respond to this RFP.
Scope of Work
The selected vendor will provide a unified virtual mailroom solution to collect, digitize, classify, index, and securely route LACERA’s physical mail and digital submissions from email, eFax, and the online portal. Services include USPS mail pickup in Pasadena; scanning and processing member correspondence, confidential business mail, checks, and legal documents; and returning physical originals and exempt mail, which does not require scanning.
The solution must integrate with LACERA’s existing systems and provide searchable documents, metadata capture, role-based access, routing, notifications, quality control, audit trails, and reporting. The vendor must meet required processing and delivery timelines, protect confidential information, retain digital copies for 90 days unless LACERA authorizes an extension, and maintain tested business continuity and disaster recovery capabilities, including secure document storage and continued check processing during disruptions. Required security documentation and LACERA InfoSec approval must be in place before processing begins.
Solicitation Registration Procedures – LACERA Vendor Gateway Portal
Accessing the Vendor Gateway Portal
- Go to the LACERA Vendor Gateway Portal.
Account Registration
- Create an account by providing the company information and user details. Complete the account verification process as instructed.
Accessing the Solicitation
- 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
- Navigate to the ‘Solicitations’ tab and select ‘Search All Solicitations’.
- Locate the specific solicitation by clicking on the View link associated with Secure Access Service Edge
Responding to the Solicitation
- On the left-hand side, find the ‘Page Actions’ section and select ‘Register as Respondent’.
- Click the ‘Refresh’ button located above the ‘Register as Respondent’ option to ensure the page is up to date.
- 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.
- Click the ‘Submit’ button to save the response. Then, refresh the page by clicking on ‘Refresh’ on the left-hand side above ‘Page Actions’.
- 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
- Access all registered solicitations by selecting the ‘My Dashboard’ tab after logging in.
- Download all necessary solicitation documents from the ‘Public Files’ section located within the Opportunity Details page.
Submission Requirements
Respondents to this RFP must submit the following for delivery no later than 5:00 PM PST on December 4, 2026through the LACERA Vendor Gateway Portal. Registration is required to access the portal and to participate in the bid process.
Please note: Email, mailed, or faxed submissions will not be accepted unless specified otherwise.
Respondents must upload the electronic copy of the proposal in PDF or Microsoft Word format via the LACERA Vendor Gateway Portal. If a Respondent requires any trade secret, confidential, or proprietary information to be exempt from public disclosure, the submission shall include two electronic copies. One copy shall be the complete submission. The second copy shall be redacted, with the applicable areas marked “Confidential”, “Trade Secret” or “Proprietary”. The redacted copy should redact all material from the proposal that the Respondent believes in good faith is exempt from disclosure under the California Public Records Act (California Government Code section 7920.000, et seq., the "Act"). Redactions should appear as blacked out material. Large sections, tables, or entire blank page(s) shall include the word "CONFIDENTIAL" or "PROPRIETARY" inserted. Each Respondent must indicate the basis for each redaction under the Act with a citation to the code section and subsection relied upon. LACERA cannot guarantee that redacted information will not be publicly available. Please see the section below titled "Notice to Respondents Regarding the Public Records Act and the Ralph M. Brown Act" for further information.
Accessibility Accommodation. LACERA is committed to providing equal access to this solicitation process. If you require an accommodation to participate in any aspect of this procurement, please contact the Point of Contact identified in this RFP at least five (5) business days before the applicable deadline or event.
Questions Related to This Solicitation
All questions, inquiries, and requests for additional information concerning this RFP should be received no later than 5:00 PM PDT, November 6, 2026, through the ‘My Questions/Answers’ section of the Opportunity Details page in the LACERA Vendor Gateway Portal. All questions received and responses thereto will be posted on the ‘Questions & Answers’ Section of the Opportunity Details page in the LACERA Vendor Gateway Portal and on Business Opportunities webpage that relates to this RFP on or about 5:00 PM PST, November 20, 2026.
Contacts with LACERA personnel about this RFP, and all inquiries and requests for information shall be directed to the Point of Contact identified below:
Jackson Hsu
Administrative Services Analyst 3
LACERA
Gateway Plaza
300 North Lake Avenue, Suite 650
Pasadena, CA 91101-4199
Email: Jacksonhsu@lacera.gov
Phone: 626-346-0084
To ensure that prospective Respondents to this RFP have equal access to information about the RFP and communications related to the RFP are consistent and accurate so that the selection process is efficient and fair, a quiet period will be in effect from the date of issuance of this RFP until the selection of one or more Respondents is completed and announced.
This RFP and other relevant information related to the RFP, including addenda, modifications, answers to questions, and other updates, will be available to the public at lacera.gov and LACERA Vendor Gateway Portal. Each Respondent to this RFP will be subject to the same terms and conditions and will receive the same information.
During the quiet period, Respondents are not allowed to communicate with any LACERA staff member or Board member regarding this RFP except through the point of contact named herein. Respondents violating the quiet period may be disqualified at LACERA’s discretion.
Respondents who have existing relationships with LACERA must limit their communications between LACERA staff and Board members to the subject of the existing services provided by them
Tentative Timetable
Bid release date
October 23, 2026
RFP Proposals due date
December 4, 2026
Selection Notification (estimate)
February 2027
Commencement of work (estimate)
Upon contract execution
