Financial Case Management System (COTS) (SaaS)

The Oregon Public Defense Commission (OPDC) is seeking a comprehensive, cloud-hosted Commercial Off-the-Shelf (COTS) Software-as-a-Service (SaaS) Financial and Case Management System (FCMS) to replace its existing in-house database structure. The procurement aims to enhance financial management, case management, timekeeping, and reporting capabilities for the agency, which supports approximately 300 internal staff and 1,400 external stakeholders. The system must provide robust functionality including internet-based access, role-based security, comprehensive financial management, case management tools, and extensive reporting capabilities. Proposers must demonstrate experience implementing similar public defense systems for state, federal, or private agencies of comparable size. The RFP requires a COTS SaaS solution that can substantially meet defined system requirements, including data migration from multiple sources totaling approximately 238 GB across several databases and external systems. Key deliverables include software licensing, architecture development, project management, data migration, training, and ongoing technical support. The proposal due date is January 10, 2025 at 4:00 PM Pacific Time, with questions and clarification requests due by November 15, 2024, and answers to be issued on November 26, 2024.

The procurement encourages participation from certified small, minority, women, service-disabled veteran, and emerging small businesses. An attached Disadvantaged Business Certification and Outreach Plan requires proposers to certify their business status and detail any relationships with certified firms. The system must integrate with multiple external systems including R*STARS, State Appeal CMS, Odyssey, and the Oregon State Bar. The project involves migrating data from three SQL databases, Dropbox, and CLIO, with a system implementation timeframe of 12-24 months from contract execution. The initial contract term will be up to 5 years, with potential extension terms totaling an additional 10 years. While specific budget details are not explicitly stated, the agency's budget has been approved through 2027 by the Department of Administrative Services. Proposers must provide pricing for both 100% virtual and hybrid virtual/onsite implementation approaches, with the expectation that all work will be performed within the continental United States. The system must be cloud-based with all data stored in the cloud and meet comprehensive statewide security standards for moderate-impact systems.