RFP - Fiber Optic Management Software

The Oregon Department of Transportation (ODOT) is conducting a Request for Proposals (RFP) to establish a Price Agreement for fiber optic management software, seeking a commercially available off-the-shelf (COTS) solution to manage outside plant fiber optic cable assets. The procurement aims to acquire a comprehensive software system capable of supporting geolocation of infrastructure, recording cable specifications, attaching documents to asset records, and integrating with ODOT's current technology standards. The agency anticipates requiring approximately five read/write and five read-only software licenses, with the initial contract term projected to span 10 years. Proposals must be submitted electronically through the OregonBuys eProcurement system, with the bid due date set for July 17, 2025 at 10:00 am. Evaluation criteria will focus on pricing, with specific emphasis on the cost of administrative/full user rights licenses, read-only licenses, and five years of annual maintenance and support. The RFP requires proposers to complete several attachments, including a Proposer Information and Certification Sheet, Disclosure Exemption Certification, and a comprehensive Reference Check Form that assesses vendor performance across multiple dimensions.

The solicitation encourages participation from small businesses certified by the Oregon Certification Office for Business Inclusion and Diversity, specifically targeting disadvantaged, minority-owned, woman-owned, veteran-owned, and emerging small businesses. While no specific funding source is detailed, the procurement allows for multiple deployment options, including contractor cloud-hosted, agency on-premises, or Azure cloud-hosted solutions. The Price Agreement will be non-exclusive, with ODOT issuing Purchase Orders for goods and training services and Work Order Contracts for additional services throughout the contract period. Vendors will be required to provide comprehensive insurance and comply with state and federal information security standards. The pricing structure includes mandatory price items that will be scored in the evaluation process, as well as optional additional features such as mobile system solutions, field verification services, and data entry services. Potential pricing adjustments are limited to factors beyond the contractor's control, with increases generally restricted to the most recent year-over-year Producer Price Index. The solicitation emphasizes that ODOT is not obligated to select or pay for optional cost categories and maintains flexibility in the final vendor selection process.