Smartsheet-Based Federal Block Grant Financial Management Solution

The Oregon Health Authority is requesting proposals for the design and configuration of a Smartsheet-based federal block grant financial management solution under RFP S-44300-00018005, with proposals due October 9, 2026 at 5:00 PM Pacific Time and anticipated award on October 30, 2026. An Oregon Small Business Enterprise preference of 10 percent applies to qualifying offerors.

The scope consolidates financial management for two federal block-grant programs—the Mental Health Block Grant and the Substance Use Prevention, Treatment & Recovery Services Block Grant—currently distributed across multiple systems. The contractor will design and configure Smartsheet tools to integrate contract-level, payment-level, program-area, and grant-phase information into dashboards and portfolio-level views serving the Behavioral Health Division and Public Health Division. Deliverables include Assessment and Plan, Configuration Plan and Validation Report with sheet structures, workflows, formulas, and dashboards, Test Plan and Results from user testing and refinement, and Training Documentation for administrators and end users. OHA permits offerors to propose alternative deliverables or structures meeting agency needs. All configuration work uses dummy or simulated data in OHA-provided Smartsheet environments.

The contract term is anticipated at six months or less, with OHA's option to extend up to five years total. The contractor must provide maximum not-to-exceed pricing on a detailed cost sheet. Payments are made by Electronic Funds Transfer for completed work; OHA will not reimburse travel expenses. All work product is OHA's exclusive property. Federal audit and compliance requirements apply if the contractor expends $1 million or more in federal funds annually.

Evaluation criteria total 100 points: Methodology and Statement of Work (30 points), Business Requirements demonstrating relevant experience and capacity (25 points), Technical Requirements including Smartsheet configuration and financial data modeling expertise (25 points), References from similar projects within the past five years (10 points), and cost (10 points, evaluated on percentage comparison to lowest cost). Minimum qualifications require demonstrated experience with Smartsheet configuration and financial data models or financial management systems. Questions are due September 25, 2026 at 5:00 PM Pacific Time. No pre-offer conference will be held.