Notice of Special Procurement: Grant Management Modernization solution

The Oregon Department of Administrative Services Procurement Services (DAS PS) is conducting a Special Procurement on behalf of the Oregon Department of Emergency Management (ODEM) to acquire a Grants Management Software-as-a-Service (SaaS) Solution for Emergency Services. The procurement targets a comprehensive grants management system capable of handling federal and state grant programs, with specific requirements including application intake, eligibility verification, duplication checks, and complete grant lifecycle management. The solution must meet stringent technical specifications, including ADA and WCAG 'AA' accessibility compliance, cloud-hosted infrastructure, and integration capabilities with external systems like DocuSign. Key deliverables include a modern technology platform that can administer various FEMA grant programs such as Public Assistance, Hazard Mitigation Assistance, and Homeland Security Grant Program, with robust reporting and payment processing functionalities. The procurement will be evaluated based on pricing, technical capability, and past performance, with the contract awarded to the most advantageous proposer. The proposal deadline is November 27, 2023, and the project aims to have the automated SaaS solution fully implemented prior to the 2024 wildfire season to ensure timely grant funding access for community partners.

The special procurement is open to Solution Providers that currently meet Federal Emergency Management Agency (FEMA) requirements, with an opportunity for additional providers meeting these standards to submit a Notice of Participation Request. While no specific set-aside designations for disadvantaged enterprises are mentioned, the procurement allows for expanded participation through the Notice of Participation Request process. The contract is structured as a 5-year agreement with an estimated total cost of $4,371,233, covering implementation in two phases: first focusing on ODEM's current Mitigation and Recovery grant programs, and potentially expanding to additional state and federal grant programs in the second phase. Providers must be registered to do business in Oregon and within the state's eProcurement system OregonBuys. The procurement jurisdictionally covers Marion County and the City of Salem, with a clear emphasis on creating a modernized grants management system that can provide efficient, transparent, and compliant grant administration for emergency services. Any affected person has seven calendar days from the first public notice date to protest the Special Procurement approval by submitting specific details to the State Chief Procurement Officer.