13856 Heritage Hub Special Final Page 1 of 10

REQUEST FOR SPECIAL PROCUREMENT No. REQ-OPRD-13856

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Oregon Parks and Recreation Department (“OPRD” or the “Department”)

2. Date of Request: January 5, 2026 3. Agency Number: 63400

4. Agency Contact Name: Frank Smith 5. Phone: 971.375.5138

6. Type of Request: Class Special Procurement _____ Contract-specific Special Procurement

7. Time Period Requested: From: May 30, 2026 To: December 31, 2036

8. Total Estimated Cost: $ 1.5 Million

9. Title: Supplies and/or Services to be Acquired:

Heritage Hub – SHPO Cultural Resource Management System Implementation, Licensing, and Related Services.

10. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

OPRD requests approval of a Contract-specific Special Procurement to solicit, evaluate, and negotiate a contract for the Heritage Hub platform (software) and associated professional services to deliver the Initial Release of Heritage Hub and establish contractual optional modules that may be implemented over time as priorities and funding allow. The Initial Release will be a fully functional, production-ready system that supports Oregon SHPO’s core business needs at launch, with a clear pathway to expand capabilities through additional integrated modules without requiring a complete re-procurement.

This Special Procurement will use an alternative competitive process (described below) to support a modular, configuration-first implementation approach, enable structured vendor discussions and demonstrations to validate fit with Oregon workflows, and obtain transparent pricing and terms for the Initial Release and Optional Modules. The resulting contract is expected to include:

• software licensing

• subscription, as applicable;

• implementation and configuration services;

• data transition support as needed;

• training; go-live support;

• ongoing maintenance and support

• along with clearly defined option pricing and conditions for adding Optional Modules after the

Initial Release.

b. Background:

The Oregon Parks and Recreation Department (OPRD) Heritage Division, through the State Historic Preservation Office (SHPO) and related heritage programs, administers statewide historic preservation and

13856 Heritage Hub Special Final Page 2 of 10 cultural resource responsibilities that require coordinated intake, review, documentation, and reporting across multiple internal programs and external stakeholders. These responsibilities include managing information ranging from general public records to restricted archaeological information, which must be protected through role-based permissions and controlled access.

Heritage Hub is a modernization initiative to implement an integrated, web-based platform to support these responsibilities. The project is structured for delivery as an Initial Release, followed by Optional Modules implemented over time as funding and priorities allow. Given the specialized nature of SHPO-focused solutions and the modular maturity of vendor offerings, the procurement must support verification of product fit and vendor capability for both the Initial Release and the planned Optional Modules. The specific scope and functional objectives are described in the following section.

c. Current Need:

OPRD requires a modern solution to support SHPO and related heritage program responsibilities and to replace the current environment of fragmented tools and manual processes. The system must enable consistent intake and workflow tracking, maintain complete and defensible records of decisions, and apply appropriate confidentiality protections to restricted cultural resource information.

OPRD will implement Heritage Hub through an Initial Release that is production-ready and operational at go-live, followed by Optional Modules that may be implemented over time as funding and priorities allow.

The procurement will require proposers to clearly distinguish what is included in the Initial Release from the Optional Modules, describe dependencies and sequencing considerations, and provide transparent pricing for the Initial Release and optional scopes. OPRD anticipates additional modules will be required beyond the Initial Release; implementation will occur only as authorized through agency prioritization and available funding, using contract option pricing and change control.

Initial Release is expected to include:

• Submission/intake capability for external users and internal staff, with tracking and status management

• Internal workflow management (routing, tasking, review steps, decision documentation)

• Records and document management appropriate for program needs

• Role-based access controls and administrative tools to manage users and permissions

• Reporting capabilities to support operational management and required program reporting

• Implementation/configuration services, training, go-live support, and ongoing maintenance/support

Optional Modules (to be priced and established as contractual options) are expected to include the following priority modules, and may include additional modules as identified by OPRD:

• Oregon Archaeological Excavation Program module

• Oregon Qualified Archaeologist (QA) Program module

• OARRA permissions process enhancements (workflow and permissions beyond basic access controls)

• Additional Optional Modules, including but not limited to other Heritage Hub modules identified through OPRD prioritization and available funding

OPRD anticipates a configuration-first approach wherever practicable, including adjusting internal processes as needed, to minimize custom development while meeting Oregon’s operational and regulatory requirements.

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Heritage Hub is expected to be acquired as a subscription-based solution. Total contract cost is anticipated to include:

1. One-time implementation/configuration services for the Initial Release (and any exercised Optional Modules)

2. Recurring annual subscription/licensing and support fees. Final pricing will be determined through competitive solicitation and negotiation.

OPRD will negotiate an initial contract term that is flexible, based on demonstrated value and negotiated terms and conditions, and to include extension options to support continuity of operations and minimize disruptive system transitions.

d. Proposed Contracting Procedure:

OPRD’s proposed Alternate Procurement Process invites qualified vendors to participate openly in a transparent, competitive process for a specialized SHPO cultural resource management platform. The process is designed to support best-value selection, validate product fit for the Heritage Hub Initial Release and planned Optional Modules, and support negotiations that yield pricing and terms delivering long-term value to the State.

STEP ONE: Special Procurement Notice

1. As required by, OPRD will issue a public notice (the “Notice”) of the approved Special Procurement for a period of seven calendar days.

2. The Notice will include provisions that any affected party may protest the approval of the Special Procurement.

3. OPRD will respond to and resolve all protests, if any.

4. If no protests are received or sustained, OPRD will proceed with Step Two below.

STEP TWO: Alternate Procurement Process

OPRD will conduct an Alternate Procurement Process in the following two phases:

Phase 1: Heritage Hub Opportunity

1.1 Opportunity Notice

OPRD will provide public notice of the Phase 1 opportunity (the “Phase 1 Notice”) on OregonBuys and may also use additional outreach methods to reach interested vendors. However, only OregonBuys will be used to conduct and document the entire Heritage Hub opportunity process. Interested parties (vendors) are solely responsible for checking OregonBuys for current information throughout Phase 1 and Phase 2.

• OPRD’s Procurement Website

• Targeted email communications to provide a courtesy notice to vendors known to provide

SHPO cultural resource management solutions

• Professional and industry platforms (as appropriate)

The Phase 1 Notice will include:

1.1.1. General Description: An overview of OPRD’s Heritage Hub vision, including the planned Initial Release and approach for adding Optional Modules over time.

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1.1.2. Instructions for Submitting Questions and Clarification Requests: The Phase 1 Notice will identify an OPRD point of contact, provide instructions for submitting questions and clarification requests, and set a deadline (due date and time) for their submission. A running list of submitted questions and clarification requests, along with the OPRD’s official answers, will be posted on OregonBuys.

1.1.3. Online Questions and Answers (“Q/A”) Session: OPRD intends to host a voluntary online Q&A session with interested vendors. The date, time, and platform (e.g., Zoom, Microsoft Teams) will be outlined in the Phase 1 Notice.

1.1.4. Notice of Interest Submission Requirements: The Phase 1 Notice will provide instructions for submitting a Notice of Interest (“NOI”), including page limits, content requirements, and the deadline (due date and time) after which OPRD will no longer accept submissions.

NOI content requirements may include:

• Cover Letter

• Platform overview and current product maturity

• Approach for delivering the Initial Release and adding Optional Modules over time

• Security and confidentiality controls, including role-based permissions and protection of restricted archaeological information (OARRA-related requirements)

• GIS/spatial capabilities and workflow integration

• Implementation approach, proposed timeline, and staffing model

• Data migration/transition approach (as applicable)

• Integration approach, including APIs/webhooks for core entities

• Support model and service level approach

• Development roadmap for planned capabilities and Optional Modules

• Pricing model and cost methodology, including implementation costs and recurring annual subscription/licensing and support fees

• Vendor experience and references for comparable SHPO/heritage implementations

1.2 Initial NOI Evaluations:

OPRD’s initial evaluation of potential vendors in Phase 1 may include any of the following activities:

• Vendor written material review

• Vendor interviews or presentations

• Vendor product demonstrations (including scenario-based walkthroughs)

• Vendor reference checks

• Review of solution in-progress developments and product roadmap (as applicable)

• Assessment of security, confidentiality, and permissions controls relevant to restricted cultural resource information

• Assessment of technical fit for OPRD’s deployment and integration expectations

At the conclusion of Phase 1 evaluations, OPRD will advance to Phase 2 those vendors demonstrating the strongest ability to meet OPRD’s functional, technical, and strategic goals for Heritage Hub. OPRD

13856 Heritage Hub Special Final Page 5 of 10 will notify each vendor of its status, whether it is advancing to Phase 2 or not, along with the reasons for its decision. OPRD’s decision(s) are final.

2. Phase 2: Discussions, Negotiations, and Selection

2.1. Preliminary or Detailed Discussions and Negotiations

1. To determine which vendor offer OPRD the best value and provides the greatest confidence in its ability to deliver Heritage Hub, OPRD may engage in preliminary or detailed discussions or negotiations with one or more potential vendors. OPRD will use this flexible approach to compare each vendor’s solution capabilities for the Initial Release and the scalable addition of Optional Modules over time, including proposed scope, schedule, implementation approach, and financial terms.

2. During discussions and negotiations:

• Vendors may be encouraged to expand on their Phase 1 submissions, including demonstrations of key workflows and administrative configuration capabilities.

• OPRD may provide additional Heritage Hub context, workflow scenarios, and phasing expectations to support informed discussions and negotiations regarding the Initial Release scope, the approach to adding Optional Modules over time, related schedule assumptions, and pricing.

3. OPRD will conduct Phase 2 discussions and negotiations in accordance with the general principles established in Oregon Administrative Rule (“OAR”) 137-047-0261(7).

2.2. Selection and Intent to Award

2.2.1. OPRD may select a vendor to provide Heritage Hub at any time during Phase 2. The selection process will take into account OPRD’s determination of its business goals related to SHPO and related heritage programs, as well as the selected vendor’s:

• Demonstrated ability to deliver the Heritage Hub Initial Release within the proposed scope, schedule, and risk profile

• Ability to support the scalable addition of Optional Modules over time, including clarity of option pricing, dependencies/sequencing, and product roadmap

• Total cost of ownership and financial terms, including implementation costs and recurring annual subscription/licensing and support fees

• Solution capabilities (current and planned) and alignment with OPRD’s Heritage Hub vision (Initial Release plus Optional Modules)

• Vendor experience, key personnel, and references for comparable SHPO/heritage implementations

• Any other relevant criteria identified by OPRD during the procurement process

2.2.2. During the discussions and negotiations phase, OPRD may negotiate contract documents, including statements of work for the Initial Release, option exhibits for Optional Modules, licensing/subscription terms, service level agreements, support and maintenance terms, and

13856 Heritage Hub Special Final Page 6 of 10 related change control and pricing provisions, to a near-final state before posting an Intent-to- Award.

2.2.3. If OPRD selects a vendor, OPRD will post a notice of Intent-to-Award a contract on OregonBuys.

2.2.4. OPRD will accept and resolve timely filed protests of the Intent-to-Award in accordance with OAR 137-047-0740 and, if applicable, the solicitation’s protest provisions. An Intent-to-Award protest may address the protester’s basis for asserting that OPRD’s selection decision was contrary to the solicitation’s requirements and evaluation methodology, including scoring/ranking decisions, responsiveness determinations, or other selection-related determinations identified as protest able in the solicitation.

2.2.5. OPRD will prepare written notes and other documentation throughout the selection process to document its decision-making process, will make such notes and other documentation part of its procurement file, and will retain that material consistent with applicable law.

2.2.6. OPRD will work with Enterprise Information Services (“EIS”) and obtain its endorsement prior to executing a contract for Heritage Hub and related services, if required.

2.2.7. Pursuant to ORS 291.047 and related administrative rules, OPRD will work with the Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing a contract for Heritage Hub and related services, if required.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

OPRD has conducted market research and determined that the market for SHPO-focused cultural resource management platforms with integrated GIS and robust confidentiality controls is specialized and limited.

Vendor solutions are modular and evolving, and not all desired Heritage Hub capabilities are uniformly available or fully mature across vendors. In this environment, a traditional RFP process may limit OPRD’s ability to validate product fit, negotiate a phased delivery model (Initial Release plus Optional Modules), and establish transparent option pricing and subscription terms. The Alternate Procurement Process outlined in Section 10.d is intended to provide a practical, competitive path to evaluate solutions and negotiate terms that support phased implementation over time.

• Limited market: Heritage Hub requires specialized SHPO functionality, integrated GIS capabilities, and robust confidentiality controls for restricted cultural resource information; OPRD expects a limited number of viable providers, based on market research.

• Modular and evolving offerings: Heritage Hub is planned as an Initial Release, with Optional Modules added over time. Vendor module availability and maturity may vary, requiring a procurement approach that evaluates current capabilities and planned roadmaps without unnecessarily excluding qualified solutions.

• Phased delivery aligned to funding: Recent budget constraints require OPRD to prioritize an Initial Release and to establish priced options for Optional Modules (including the Excavation Program, QA Program, and OARRA permissions enhancements) so that additional capabilities may be implemented when priorities and funding allow.

• Configuration-first approach: OPRD intends to minimize custom development by leveraging vendor configuration and, where practicable, adjusting internal processes. The Special Procurement process supports structured discussions and demonstrations to validate how each vendor can meet Oregon's needs through configuration and controlled change management.

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• Security, confidentiality, and GIS validation: Because the protection of sensitive cultural resources and OARRA-based permissions are central to Heritage Hub, OPRD must validate role/permission models, external submission controls, and GIS-enabled review through hands-on demonstrations and scenario-based discussions before award.

• Contract and cost structure: Heritage Hub is expected to include one-time implementation and configuration costs, as well as recurring annual subscription, licensing, and support fees. The Special Procurement process supports negotiations on pricing, term flexibility, and extension options, and helps reduce the risk and cost of repeated procurements or disruptive system transitions as Optional Modules are added over time.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

__X____ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

All providers of SHPO cultural resource management solutions with integrated GIS and appropriate confidentiality controls, whether fully developed or actively enhancing, modernizing, or expanding modular capabilities, will have the opportunity to compete for a contract.

1. Maintaining a Competitive Environment

• Broad Outreach and Public Notice: OPRD’s proposed Alternate Procurement Process includes advertising a public notice of the Heritage Hub opportunity on OregonBuys and, as appropriate, using additional outreach to provide courtesy notice to vendors known to operate in the SHPO cultural resource management marketplace. This approach is intended to reach all viable vendors in a specialized solution space and encourage broad participation.

• Oregon’s Spirit of Competition: The proposed Alternate Procurement Process, together with the outreach efforts outlined in this Special Procurement, will preserve and enhance competition by allowing all interested and qualified vendors to participate through the same public channel and under the same ground rules.

• Two-Phase Process: By implementing a transparent, two-phase process, Phase 1 for initial outreach and review of vendor Notices of Interest, followed by Phase 2 for structured discussions, demonstrations, and negotiations, qualified vendors will have ample opportunity to submit information, ask questions, and demonstrate their solution capabilities. This approach minimizes the risk of inadvertently excluding legitimate competitors in a limited marketplace, particularly when vendor offerings are modular and evolving.

• Equal Access to Information: Vendor questions and official responses will be managed through OregonBuys, and any clarifications or changes will be issued as written addenda available to all vendors to ensure consistent access to procurement information.

2. No Preferential Treatment OPRD will establish clear evaluation and selection criteria that apply equally to all vendors, including the ability to deliver a production-ready Initial Release, the ability to support the scalable addition of Optional Modules over time, security and confidentiality controls for restricted cultural resource information (including OARRA-related permission requirements), GIS/spatial functionality, implementation approach and risk, vendor experience, and cost structure (implementation plus recurring annual subscription/licensing and support fees). OPRD will apply these criteria consistently and document evaluation and selection decisions in the procurement file to support a level playing field and prevent favoritism.

3. Encouraging Fair and Open Innovation Traditional procurement processes can unintentionally favor vendors with fully mature, end-to-end

13856 Heritage Hub Special Final Page 8 of 10 product suites and may limit competition in specialized markets where solutions are delivered as modular platforms. The Alternate Procurement Process outlined in this Special Procurement encourages vendors with proven core SHPO platform capabilities, as well as those actively enhancing or expanding module functionality, to participate. This supports competition by allowing OPRD to evaluate current capabilities for the Initial Release while also assessing vendor readiness and roadmaps for Optional Modules, without unnecessarily narrowing the competitive field.

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or ___X_ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

1. Determining Best Value (Specialized, Modular Solution): The Alternate Procurement Process described in Section 10.d allows OPRD to evaluate best value for a specialized SHPO cultural resource management solution in a manner that is not as practicable under traditional procurement methods.

Heritage Hub requires validation of solution fit for the Initial Release and the scalable addition of Optional Modules over time. The two-phase process enables OPRD to evaluate multiple best-value factors through written submissions, structured discussions, and demonstrations, including:

• Platform overview and current product maturity for SHPO use cases

• Ability to deliver a production-ready Initial Release within scope, schedule, and risk constraints

• Approach for adding Optional Modules over time (dependencies, sequencing, roadmap)

• Security and confidentiality controls, including OARRA-related permissions needs and protection of restricted archaeological information

• GIS/spatial capabilities integrated into workflow and decision support

• Data migration/transition approach (as applicable) and records/document handling approach

• Pricing model and cost methodology (one-time implementation/configuration + recurring annual subscription/licensing and support fees), including transparent option pricing for Optional Modules

• Support model, service levels, and sustainability of ongoing operations

2. Addressing Evolving, Integrated Solutions in a Limited Marketplace: A modern, integrated

Heritage Hub directly advances the public interest by improving the timeliness, consistency, and defensibility of SHPO and related heritage program actions. The marketplace for SHPO-focused platforms is specialized and limited, and vendor offerings are modular and evolving. The Alternate Procurement Process enables OPRD to evaluate viable solutions without unnecessarily restricting competition to vendors with every desired module fully mature at the time of solicitation, while still requiring a production-ready Initial Release and a credible path for Optional Modules.

3. Protecting Sensitive Cultural Resource Information While Enabling Appropriate Access:

Heritage Hub must support appropriate information sharing with external stakeholders while protecting restricted cultural resource information, particularly archaeological data, through role-based access controls and permissions aligned with Oregon requirements (including OARRA-related workflows).

The Alternate Procurement Process promotes the public interest by enabling scenario-based demonstrations and structured discussions to validate permission models, external submission controls, and confidentiality protections before contract award.

4. Supporting Efficient Delivery and Responsible Phasing of Public Funds: Budget constraints require OPRD to prioritize an operational Initial Release while establishing priced options for Optional

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Modules that may be implemented only when priorities and funding allow. The procurement approach is designed to secure transparent pricing for the Initial Release and contractually defined pricing for Optional Modules, supporting responsible decision-making and avoiding unauthorized commitments to future scope.

5. Reducing Long-Term Risk and Total Cost Exposure: Heritage Hub is expected to include one-time implementation and configuration costs, as well as recurring annual subscription, licensing, and support fees. The Alternate Procurement Process supports negotiations on pricing transparency, term flexibility, and extension options to minimize disruptive system transitions and reduce avoidable replacement or re-procurement costs. It also supports a configuration-first approach, validated through demonstrations and discussions, to minimize unnecessary custom development and reduce implementation and ongoing support risk.

For these reasons, the public interest outcomes described above could not be achieved through other procurement methods. Traditional competitive sealed proposal/bid processes are less suited to validating a specialized, modular SHPO platform through scenario-based demonstrations and structured discussions, and they do not as readily support negotiating an Initial Release with clearly priced options for Optional Modules, term flexibility, and subscription-based commercial terms that align scope with funding and reduce long-term transition risk.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in OregonBuys _________________ Type Name: Date:

PART B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125- 247-0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

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CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys®. The Special Procurement may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

Appendix A – Heritage Hub Optional Module Catalog (Informational)

This appendix identifies Heritage Hub modules that may be implemented after the Initial Release, based on OPRD prioritization and available funding. Inclusion in this appendix is for planning and pricing purposes only and does not commit OPRD to exercise any option. Optional Modules may be implemented in phases and refined through governance and change control.

Priority Optional Modules (requested for option pricing):

• Oregon Archaeological Excavation Program

• Oregon Qualified Archaeologist (QA) Program

• OARRA permissions process enhancements (workflow/permissions beyond basic access controls)

Additional Optional Modules (potential future modules):

• Archaeological Permits

• National Register

• Tax Programs

• Grants

• Designation Programs

• Agreements

• Contacts

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