E-Sign Solutions RFQ # 25002

The Oregon Public Employees Retirement System (PERS) has issued a Request for Quotes (RFQ) #25002 for comprehensive e-signature solutions, specifically seeking a vendor to provide basic electronic signature (BES) functionality. The procurement targets a solution supporting remote online notarization and document signing capabilities, with estimated annual requirements of 4,000 enterprise general envelopes, 500 remote online notary transactions, and 500 enterprise envelopes for notary purposes. PERS anticipates awarding a single contract with an initial four-year term, with potential renewals extending up to ten years total. The e-signature general feature is targeted to commence on September 27, 2026. Vendors must submit comprehensive documentation including pricing sheets, security certifications, functional requirement attestations, end user license agreements, cloud service agreements, and maintenance support agreements. Key evaluation criteria include approach, methodology, consultant experience, personnel qualifications, adoption and training capabilities, cost, and solution demonstration. Critical dates include a January 20, 2026, 4:00 PM PST deadline for questions and clarifications, with final offers due January 29, 2026, at 4:00 PM PST.

The RFQ is limited to seven pre-qualified participating vendors under existing state and local agreements: A&T Systems, Carahsoft, CDWG, Lumen (CenturyLink), SHI International, Smartronix, and Strategic Communications. Vendor solutions must comply with NIST Special Publication 800-53 (Moderate/High) controls or demonstrate current GovRAMP authorization. Comprehensive insurance coverage is mandatory, including commercial general liability ($1,000,000 per occurrence, $2,000,000 aggregate), professional liability ($1,000,000 per occurrence, $2,000,000 aggregate), and network security and privacy liability ($1,000,000 per claim). While specific budget ranges are not explicitly detailed, the procurement involves enterprise-level e-signature capabilities with training requirements that include specifying trainer allocation, staff onboarding numbers, and startup training duration. PERS reserves the right to reject all offers and will conduct a best value analysis, suggesting flexibility in the final contract award and potential negotiation of terms.