13856 Heritage Hub Special Procurement

The Oregon Parks and Recreation Department (OPRD) is conducting a competitive two-phase special procurement (REQ-OPRD-13856) to procure the Heritage Hub system, a specialized State Historic Preservation Office (SHPO) cultural resource management platform designed to modernize and integrate fragmented historic preservation and cultural resource management processes. The procurement seeks software licensing, implementation and configuration services, data transition support, training, go-live support, and ongoing maintenance for an integrated web-based platform that will serve external users submitting Review and Compliance projects and surveys, as well as internal SHPO reviewers managing case workflows. The Heritage Hub Minimum Viable Product (MVP) will deliver a secure web-based submission portal, internal case management tools, GIS-integrated review capabilities, resource and records management features, automated notifications, correspondence templates, reporting dashboards, and administrative configuration tools, with optional modules including the Oregon Archaeological Excavation Program, Oregon Qualified Archaeologist Program, and OARRA permissions process enhancements to be implemented as funding allows. The procurement emphasizes configuration of an existing vendor SHPO solution used in other states to minimize custom development, with deployment in OPRD's on-premises environment and integration with GIS mapping capabilities and OARRA confidentiality compliance for archaeological data protection. Vendors must submit a Notice of Interest by May 28, 2026 at 5 PM Pacific Time through OregonBuys (Open Market Bid S-63400-00016957), with vendor questions due by May 21, 2026 and an online Q&A session also scheduled for May 21, 2026; Phase 1 evaluation is anticipated to be completed by June 8, 2026, with Phase 2 invitations issued the same day if applicable. The Notice of Interest submission must consist of a single searchable PDF document containing twelve required sections (NOI-1 through NOI-12), each limited to one page, plus an optional four-page maximum appendix, and must include a non-binding Planning Estimate with one-time and recurring annual costs for three user scenarios (25, 75, and 150 internal users). Evaluation criteria include cover letter specificity and fit (100 points), platform overview and maturity (75 points), Initial Release and Optional Modules delivery approach (500 points), security and confidentiality controls (225 points), GIS/spatial capabilities (150 points), implementation approach and staffing (500 points), data migration approach (75 points), integration approach (150 points), support model (75 points), development roadmap (50 points), pricing and cost methodology (500 points), and vendor experience and references (100 points).

The procurement documents do not specify set-aside designations or restrictions based on disadvantaged enterprise status, small business classifications, or organizational type; however, OPRD is conducting broad outreach through OregonBuys and professional platforms to encourage participation from both vendors with fully mature product suites and those actively enhancing modular capabilities. No incumbent vendor or current contractor is identified in the procurement materials, though the Heritage Hub project is structured to replace fragmented tools and manual processes currently used for historic preservation management. The system will require integration with OPRD's on-premises hosting environment and existing organizational infrastructure, with critical dependencies including vendor configuration capabilities, OARRA permission requirements for archaeological data protection, and program subject matter expert availability. The total estimated contract cost is $1.5 million, encompassing one-time implementation and configuration services for the Initial Release and any exercised Optional Modules, plus recurring annual subscription, licensing, and support fees, with final pricing to be determined through competitive solicitation and negotiation. The contract term runs from May 30, 2026 through December 31, 2036, with anticipated extension options. Prior to contract execution, OPRD must obtain endorsement from Enterprise Information Services (EIS) and legal sufficiency approval from the Oregon Department of Justice (DOJ).