Public Records Management System Replacement Project

The Oregon Department of Transportation (ODOT) is seeking a comprehensive Public Records Management System Replacement through a Request for Quotes (RFQ) for a cloud-based solution to modernize their current outdated public records management infrastructure. The procurement seeks a vendor to provide a web-based system with robust functionality, including tracking public records requests, processing fees, generating rejection letters, archiving redacted records, and offering both public and internal portals for request submission and management. Key system requirements include integration with Microsoft Outlook and Active Directory, HIPAA and CJIS compliance, secure user authentication, and the ability to support batch receipts and fee calculations. Evaluation criteria will focus on vendor experience, expertise, references, proposed methodology, draft Statement of Work, technical capabilities, and cost competitiveness. The RFQ was posted on July 1, 2021, with proposals due by July 29, 2021, and vendors must submit detailed responses addressing system requirements, training and support services, key personnel qualifications, past project experience, and comprehensive pricing information.

The solicitation does not explicitly specify set-aside designations or restrictions for disadvantaged business enterprises. The proposed solution must be a cloud-based system with concurrent licensing, designed to replace ODOT's existing public records management infrastructure. ODOT has established a budget range of $400,000-$500,000 for the entire project over an anticipated five-year contract period, which will cover implementation, testing, training, hosting, licensing, maintenance, and technical support. The fixed, not-to-exceed contract will require the selected vendor to provide comprehensive services without additional reimbursement for travel or expenses unless pre-approved. The system must offer a public-facing portal allowing records requests and payments without mandatory registration, an internal staff portal, and seamless integration with existing technological ecosystems. Vendors will need to demonstrate their capability to meet ODOT's detailed system functionality requirements as outlined in the comprehensive Attachment A System Features/Functionality Checklist.