Invoice Tracking System RFP

The Ohio Attorney General's Office (AGO) is seeking a comprehensive invoice tracking system to manage amounts owed to the state and record debtor payments across its Consumer Protection and Charitable Law sections. The Request for Proposals (RFP) solicits consulting services, software acquisition, data migration, project planning, and implementation services for a system capable of tracking settlements, judgments, and restitution payments. The procurement requires migrating approximately 1,600 consumer accounts and 4,630 lines of payment data from existing QuickBooks and Excel systems, with the ability to handle current transaction volumes of 70 active consumer judgments and 645 monitored payment plans. Proposals will be evaluated using a best-value methodology, with 70% weighted on technical criteria and 30% on cost. The RFP (AGO-CPS-012025) was posted on February 12, 2025, with proposals due by March 12, 2025, at 11:00 AM ET. The contract is expected to be signed in early 2025, with an implementation timeline negotiated to complete all requirements. Key deliverables include a system that can integrate with state payment processors for electronic checks and credit cards in a secondary implementation phase.

The RFP does not explicitly specify set-aside designations or restrictions on respondent types. Vendors must complete several mandatory attachments, including an Offeror Strength and Stability Form, Offeror Reference Form, and Key Personnel Form to demonstrate organizational capabilities and project experience. The proposed system must support approximately 390 settlements in the Charitable Law section, with 67 actively monitored. While no specific budget range is provided, the sample contract template indicates a potential contract term through June 30, 2025, with four possible renewal periods that could extend the agreement through June 30, 2029. The contract requires comprehensive insurance coverage, including $5 million in commercial general liability, $1 million in automobile liability, $2 million in professional liability insurance, and $5 million in cyber liability coverage. Vendors are encouraged to propose flexible, innovative approaches that balance high-quality solutions with cost-effectiveness, and must demonstrate the ability to handle complex payment tracking and reporting requirements for state legal settlements and judgments.