RFI Case Management System

The Oregon Bureau of Labor and Industries (BOLI) has issued a Request for Information (RFI) for a comprehensive Case Management System designed to modernize and streamline its operations across multiple divisions, including Civil Rights, Wage & Hour, and Apprenticeship & Training. The procurement seeks a cloud-based or on-premises solution capable of managing approximately 10,000 active cases with 400 new cases monthly, supporting 200 internal users and providing an external constituent portal. Key system requirements include workflow automation, document management, HIPAA compliance, digital signatures, Microsoft 365 integration, and robust reporting capabilities. The RFI requires vendors to provide detailed information about their technical capabilities, implementation methodology, security features, integration potential, and pricing structures. Critical submission deadlines include questions due by November 25, 2024, at 12:00 PM PT, with anticipated answers published on November 27, 2024, and the final RFI response deadline set for December 13, 2024, at 2:00 PM PT. Vendors are expected to demonstrate experience with centralized case management systems, user-friendly interfaces, data migration capabilities, and comprehensive system performance.

The RFI does not explicitly specify set-aside designations or restrictions on responding organizations. The current system involves multiple legacy databases and shared drives without a unified vendor solution, suggesting an open competitive procurement process. BOLI anticipates releasing a formal Request for Proposal (RFP) in July or August 2025, with data migration estimated at fewer than 5,000 cases primarily containing PDF files. The agency has not predetermined a specific budget for the project, and the RFI process is part of their budget determination efforts. The system must accommodate various user roles including administrators, managers, analysts, read-only users, and external portal users, with all internal users already holding Microsoft 365 licenses through the State of Oregon domain. While specific budget ranges are not disclosed, vendors are requested to provide pricing information covering initial setup, implementation, licensing, subscription fees, maintenance, support, and potential customization costs over a five-year term. The procurement aims to transition from outdated legacy systems to a more efficient, centralized, and technologically advanced case management solution.