Hosted Municipal Accounting Reporting Solution MARS

The State of Oregon, acting through the Secretary of State's Office, Audits Division, is soliciting proposals for a hosted Municipal Accounting and Reporting Solution (MARS) through Request for Proposal #S-16500-00015514, issued April 16, 2026, with proposals due June 18, 2026 at 3:00 PM PT. The Agency seeks a single proposer to design, implement, support, and maintain a cloud-based or on-premise software solution to replace the outdated Municipal Filings (MUNI) application currently in use since 2005. The solution must support approximately 5,000 unique user accounts across up to 10 role-based user types, serving over 1,800 municipal corporations, fewer than 200 public accounting firms, and the general public; must accommodate 1 to 100 concurrent users during peak processing; and must manage annual filing requirements for counties, cities, school districts, and special districts subject to Oregon's Municipal Audit Law. Key deliverables include system design and implementation with phased rollout including unit, integration, system integration, and user acceptance testing; migration of 67GB of data from legacy systems; online annual filing capabilities supporting multiple report types (Audit, Report In Lieu of Audit, Agreed Upon Procedures, and Review reports); automated workflows and filing fee calculations; payment processing integration through Tyler Technologies; entity and firm profile management with historical tracking; role-based access controls; extension and certificate of compliance request management; comprehensive reporting with at least 20 canned reports and dashboarding capabilities; notification center functionality; and public search capabilities. The proposer must establish Key Persons including a Project Manager and Service Manager, maintain 99.9 percent production availability (excluding maintenance), meet defined Service Level Agreements with tiered incident response times based on severity, and achieve compliance with Oregon security standards meeting or exceeding NIST SP 800-53 Moderate controls, CIS Controls v8.x IG2 or greater, Microsoft Entra ID Single Sign-On integration, Splunk integration for logging and monitoring, SOC 2 Type II reporting, Web Content Accessibility Guidelines 2.1 AA standards, and hosting services located within the continental United States. The evaluation period runs through July 27, 2026, with anticipated Notice of Intent to Award around July 29, 2026, and a pre-proposal conference scheduled for April 30, 2026 at 10:00 AM PT. Evaluation criteria total 100 points, distributed across proposer qualifications and experience (3 points), key person qualifications (4 points), approach and management plan (5 points), ongoing support and system hosting (15 points), work plan and schedule (15 points), cost control methodology (3 points), solution requirements addressing detailed specifications (35 points), and cost proposal (20 points). Proposals must not exceed 25 pages and must include hourly rates for key personnel and annual ongoing support and maintenance costs for the five-year contract term (2026–2030).

The RFP does not specify set-aside designations or restrictions on the types of organizations eligible to respond; however, proposers must comply with non-negotiable provisions including Oregon tax law compliance, non-discrimination in employment and subcontracting practices, wage and hour law compliance, and prevention of sexual harassment and discrimination policies for contracts with an anticipated price of $150,000 or more. Proposers must confirm they are not listed on the Office of Foreign Assets Control's Specially Designated Nationals list or government-wide exclusions lists and must demonstrate financial stability, relevant experience, and legal compliance through responsibility inquiry responses. The proposed solution must integrate with existing state infrastructure, specifically Tyler Technologies' ecommerce system for payment processing, the state's Deposit Interface System (DIS), and the Statewide Financial Management Application (SFMA) for invoice generation and revenue tracking. Proposers employing 50 or more full-time workers with a prospective contract price exceeding $500,000 must provide an unexpired Pay Equity Certificate from the Department of Administrative Services. No specific budget amount is stated in the RFP documentation; however, the contract includes a maximum not-to-exceed amount with fixed prices for deliverables and subscription services detailed in exhibits, with compensation structured as monthly payments upon invoice submission for completed and accepted work. The Agency retains the right to withhold up to 15 percent of payments pending final acceptance and may conduct multiple rounds of evaluation including presentations, demonstrations, interviews, or best and final offer requests before awarding to the highest-ranking responsible proposer. The initial contract term extends five years with options to renew as permitted by statute or rule, and the proposer must maintain comprehensive insurance coverage including Technology Errors & Omissions coverage of not less than $5,000,000 per claim and Commercial General Liability of $1,000,000 per occurrence.