Financial Case Management System (COTS) (SaaS)

The Oregon Public Defense Commission (OPDC) is seeking a Commercial Off-the-Shelf (COTS), cloud-hosted Financial and Case Management System Software as a Service (SaaS) through RFP S-40400-00012672. The comprehensive system must support approximately 300 internal staff members and 1,400 external stakeholders, providing full implementation, operations services, system maintenance, documentation, help desk services, and training. Key requirements include integration with multiple external systems such as R*STARS accounting, State Appeals CMS, Odyssey court system, and Oregon State Bar systems, with current data stored across three SQL databases totaling 238 GB, plus 8.3 TB in Dropbox and additional Clio systems. The RFP evaluation will utilize a multi-step phased approach considering technical capabilities, management approach, experience, and cost, with proposers required to have at least three similar systems currently in use by public defense offices of comparable size. Key dates include RFP protests due February 4, 2025, questions due February 7, 2025, responses published February 12, 2025, and proposals due February 21, 2025, all at 3:00 PM Pacific Time. The initial contract term is up to 5 years, with options to extend for an additional 10 years, and an expected implementation timeline of 12-24 months from contract execution.

The procurement includes specific set-aside requirements through the Oregon Certification Office for Business Inclusion and Diversity (COBID), with proposers required to complete a Disadvantaged Business Certification and Outreach Plan. Proposers must be solely based in the continental United States, with no offshore resources or data sharing permitted. The project budget is $16.68 million, comprising $13.915 million in Bond Funds and the remainder in General Funds, with $2.39 million allocated for debt service and zero federal funding. Proposers must meet stringent security requirements, including implementation of comprehensive security controls across governance, risk management, compliance, workforce management, IT operations, and asset management. The draft model contract requires contractors to maintain professional liability coverage of $6 million per claim and commercial general liability of $2 million per occurrence, with hosting facilities required to maintain SSAE 16 Type 2 SOC 2 certification and meet Uptime Institute Tier 3 standards. Proposers must demonstrate capability through a detailed Responsibility Inquiry form, disclosing contract performance history, financial status, and compliance with state requirements.