RFP - Oregon Department of Forestry Civil Penalties Case Management

The Oregon Department of Administrative Services, State Procurement Services, is requesting proposals on behalf of the Oregon Department of Forestry for a civil penalties case management cloud services system under OregonBuys Bid Number S-DASOBO-00017536, with proposals due September 21, 2026 at 10:00 a.m. PDT and a pre-proposal conference scheduled for August 5, 2026 at 1:00 p.m. PDT via Microsoft Teams. Oregon applies a 10% preference discount for proposers providing goods or services entirely within Oregon per ORS 279A.128. The RFP encourages participation of small businesses certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID).

The system must streamline management of civil penalties and enforcement cases related to violations of the Forest Practices Act. Scope encompasses system customization, configuration, deployment, training, and ongoing support organized in five phases: Project Planning and Start-Up, System Requirements and Configuration, Testing and Quality Assurance, System Deployment and Implementation, and Training and Support. Deliverables include a Project Management Plan, requirements documentation, testing environment, production deployment, training materials, and system documentation. The solution must be cloud-based with unlimited users and enterprise software licensing. Vendors must demonstrate substantial experience implementing similar case management systems within the past two years and provide three references and case studies.

The anticipated contract term is five years with renewal options based on performance. Pricing must be submitted as a separate electronic file with detailed cost breakdowns including phased labor costs by role, software licenses, maintenance and support costs for the five-year term, travel expenses, and other administrative costs; all costs must be fixed and fully inclusive. Evaluation awards 100 total points across four criteria: Project Management Plan and Approach (20 points), Technical Solution (30 points), Experience, Qualifications, and Case Studies (25 points), and Price Proposal (25 points), with lowest bidder receiving full price points.

Vendors must comply with Oregon Statewide Information Technology Control Standards aligned with NIST SP 800-53 Revision 5, including multi-factor authentication, encryption, privileged account management, vulnerability remediation timelines (high-risk within 30 days, moderate within 90 days, low within 180 days), one-hour incident reporting, and annual assessments with continuous monitoring. Required insurance includes general liability and cyber liability. Proposals remain firm for 180 days following closing and become agency property subject to public inspection after Notice of Intent to Award.