RFP 23-045 Protected Leave / Disability Management System

The Salem Area Mass Transit District (SAMTD) is conducting a competitive Request for Proposals (RFP No. 23-045) for a Protected Leave and Disability Management System, seeking a commercial off-the-shelf, web-based, vendor-hosted software solution to manage employee protected leave designations, disability accommodations, and records management. The procurement covers the jurisdictions of Marion County and the City of Salem, targeting a comprehensive software system for 252 employees that can automatically determine and flag leave eligibility based on federal, state, and local guidelines. Key deliverables include a configurable system with capabilities for case management, notifications, reporting, regulatory compliance, dashboard views, user access controls, technical support, and implementation services. Proposal evaluation will focus on the vendor's qualifications, project organization, technical approach, references, and pricing. Critical procurement dates include a non-mandatory pre-proposal conference held on December 12, 2023, a supplier question deadline of December 22, 2023, SAMTD's response to questions by December 28, 2023, and the final proposal submission deadline of January 11, 2024 at 4:00 PM PST. The project has substantial completion targeted for May 1, 2024, with final completion by June 1, 2024.

SAMTD has established an overall agency goal of 2.43% for Disadvantaged Business Enterprise (DBE) utilization through race-neutral means, indicating some preference for diverse vendors. The district requires that the successful vendor be licensed in Oregon and will not consider cost-plus or time-and-materials compensation structures, instead focusing on fixed-price contracts. While no specific budget amount was disclosed, the agency confirmed having an approved budget for the project. The procurement allows for a potential three-year initial contract term with optional extensions for years four and five. The Notice of Intent to Award indicates Qcera, Inc. as the intended contractor, suggesting they were the most competitive proposer. Vendors must submit a minimum of three references demonstrating similar work completed within the last five years, and the system must be capable of integrating with SAMTD's existing technological infrastructure. The district will accept virtual training and has committed to providing a dedicated point of contact for the implementation and ongoing management of the selected system.