Game damage claims management system RFI

Colorado Parks and Wildlife (CPW), a division of the State of Colorado Department of Natural Resources, is requesting information on a wildlife damage claim management system under RFI PMAA 2027_0007, with responses due September 9, 2026 at 12:00 PM MDT. This is market research only; no award will result, and CPW anticipates issuing a competitive RFP in the next calendar year following this RFI.

The system must modernize CPW's paper-based and spreadsheet wildlife damage claims process across nine big-game claim types and wolf claims. The solution must accommodate approximately 11,200 historical claim records dating to the 1980s plus 200–300 investigation records from JotForm, and support an average of 200 wildlife officers across 18 area offices processing approximately 218 claims annually. The system must manage the complete claim lifecycle: intake, field investigation with offline mobile capabilities, internal routing and approvals, settlement negotiations, denials, Commission reviews, and payment processing. It must integrate with Colorado's CORE financial system (initially unidirectional file-based exchange acceptable, with optional bidirectional integration priced separately) and optionally integrate with ArcGIS or OnX Hunt mapping tools.

CPW requires vendor-hosted and vendor-maintained solutions deployed on Tier 1 cloud environments (AWS, Azure, or Google Cloud) with full redundancy and disaster recovery. Respondents may propose off-the-shelf, customizable, or hybrid solutions. The system must comply with Colorado OIT security standards, include annual SOC 1 Type II reporting, meet WCAG 2.1 Level A/AA accessibility standards, and maintain records for a minimum of 10 years with 50-year archival capabilities in non-proprietary, portable formats.

Responses must include corporate overview, proposed team qualifications, past experience with government and enterprise systems, three client references with work samples, detailed project management methodology and implementation timelines, and a separate pricing proposal document detailing initial design, development, testing, and implementation costs (identifying basic platform components and optional features) plus ongoing annual maintenance and hosting costs. Post-launch, the contractor will provide 31 days of contingency support followed by monthly firm fixed-price support of 50 hours per month at a negotiated hourly rate, with unused hours accumulating to a maximum of 100 per month, subject to annual Consumer Price Index adjustments.

CPW has not established a budget range; responses will inform funding source and structure decisions. The anticipated resulting contract will have an initial one-year term plus nine one-year extension options (10 years total), pending Chief Procurement Officer approval to exceed the standard five-year maximum. No incumbent exists. The Wildlife Damage Program is funded entirely through Colorado Parks and Wildlife license revenues via the Game Cash Fund.

Expected response review is September 10–17, 2026, with potential candidate interviews September 22–24, 2026. Questions were due August 4, 2026, with answers posted August 21, 2026.