Computerized Maintenance Management System Solution

The Oregon Department of Corrections is requesting proposals for a Computerized Maintenance Management System (CMMS) solution, with proposals due July 28, 2026.

The scope encompasses a cloud-based SaaS implementation including installation, configuration, implementation, maintenance, and support. The RFP includes a Requirements Fit-Gap Matrix Analysis that establishes baseline criteria against which vendors' proposed solutions will be measured for compliance and capability gaps. Vendors must also complete a comprehensive security control evaluation aligned with Oregon Statewide Information Technology Control Standards and NIST SP 800-53 Revision 5, addressing access control, audit and accountability, identification and authentication, incident response, configuration management, contingency planning, and system acquisition. The evaluation follows a three-phase model in which proposers indicate control responsibility allocation (agency, vendor, third party, or shared), implementation method (base solution, add-on, third party, or not supported), and detailed descriptions of how controls are met. Vendors must provide physical hosting locations, administrative team locations, third-party dependencies, and shared responsibility models in their security responses.

The sample contract specifies a SaaS structure with fixed not-to-exceed compensation determined during procurement. Implementation includes unit testing, system integration testing, user acceptance testing, and a 90-calendar-day stabilization period following production rollout. Final Acceptance triggers a 365-calendar-day post-implementation warranty period. The contract incorporates service level agreements with liquidated damages for failures and provisions for unilateral state extension up to 180 calendar days. The contractor retains ownership of proprietary software while the Agency receives a perpetual, non-exclusive, royalty-free license. The Agency retains ownership of Agency Data and derived work product. Federal funds may be payable under the contract.

No pre-bid conference was scheduled. The RFP documents are attached but full RFP content was not provided to this summary.