Special Procurement Notice - File360 Electronics Records Management System

The Oregon Department of Veterans' Affairs (ODVA) has posted a Special Procurement Notice of Amendment No. 1 for File360 Electronic Records Management System Software Licensing, Maintenance, and Support Services under Special Procurement #REQ-DASOBO-000226778, with a protest deadline of September 29, 2026. This is a notice of approved amendment, not a competitive solicitation. Affected persons have seven calendar days from September 21 to file a written protest with the State Chief Procurement Officer at the Oregon Department of Administrative Services.

ODVA is amending its existing contract with Image Access Corp. to extend software licensing, maintenance, and support services for one additional year from October 1, 2026, through September 30, 2027. The File360 ERMS includes multiple modules and components: KOFILE Color Indexing, Basic Data Entry Module, Micrographics Module, Computer Output Module, EXT Database Interface, Request Processing, Automated Data Entry Module, Kodak IMS Workstation Module (2 units), Enhanced Server Module, Base Server Module, 15 User Licenses, and Global360 Extended Support.

The estimated cost for the one-year amendment term is $47,900.97. The original special procurement was approved by DAS in May 2024 with no protests received. The State Chief Procurement Officer approved this amendment on September 19, 2026. ODVA is transitioning from File360 to a new cloud-based records management system selected through cost comparison analysis, but migration has been delayed due to the system's age, restricted export options, and the complexity of migrating approximately 3 million documents while maintaining organization, metadata, and security. Contract amendment execution requires prior approval from Enterprise Information Services and legal sufficiency approval from the Oregon Department of Justice. Contact: Tina Reniere, Procurement and Contracts Specialist 3, ODVA, Tina.H.Reniere@odva.oregon.gov, 503-551-5302.