Employee Relations Case Management Software and Services

The San Bernardino County, Human Resources Department (County), is seeking Proposals from interested and qualified Proposers to provide employee relations case management software and services. The number of awards will be determined by the quality of the proposals received.

The San Bernardino County Human Resources (HR) Department is seeking qualified proposers for an employee relations case management system that will provide functionality for complaint intake, tracking, investigation management, collaboration tools, accommodation tracking, and reporting capabilities. The Employee Relations (ER) team consists of several teams who help support HR functions for the over 20,000 employees across the County’s 40+ departments.

Project goal and objectives

1. Modernize and Centralize Employee Relations Case Management: Implement a secure, employee relations case management system that standardizes complaint intake, case tracking, investigation management, accommodation tracking, and reporting across all Employee Relations teams within the County.
2. Improve Operational Efficiency and Collaboration: Replace manual spreadsheet tracking and decentralized document storage with automated workflows, centralized case records, and collaborative tools that improve coordination among HR Business Partners, Central Investigations, EEO, and Return-to-Work teams.
3. Enhance Accountability, Compliance, and Data Security: Ensure all complaints, investigations, accommodations, and related activities are managed with complete audit trails, role-based access controls, and configurable workflows that support County policies, legal requirements, confidentiality standards, and records management practices.
4. Strengthen Reporting and Data-Driven Decision Making: Provide robust dashboards, analytics, and reporting capabilities that enable the County to monitor complaint trends, investigation outcomes, workload distribution, response timelines, and organizational risk indicators.

The County is seeking a configurable Software-as-a-Service (SaaS) solution that supports the functional, technical, security, and operational requirements identified below.

Proposers shall describe how their proposed solution satisfies each requirement and identify whether each capability is provided out-of-the-box, through configuration, through customization, or through a third-party integration.

Requirements cover the following areas:

• Complaint Intake and Case Creation
• Case Management and Workflow
• Investigation Management
• Case Documentation and Records Management
• Reporting, Dashboards, and Analytics
• Security, Privacy, and Compliance
• Security Incident Response
• Vulnerability Management
• SaaS Architecture and Data Handling

All County data must remain within the Continental United States.

Proposals will not be accepted by email. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

The Contract period will be for a 3-year term beginning in March 2027 and ending in March 2030 with the option to renew for two additional one-year terms.

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

The County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies.

Tentative Date for Presentation/Demonstration: January 2027.