Surplus RFP for hosting, maintenance, and support

The Oregon Department of Administrative Services (DAS) Procurement Services is soliciting proposals for a comprehensive hosting, maintenance, and support contract for the State Surplus Property's Claris FileMaker Reuse database system through RFP #S-10700-00012236. The contract will cover a five-year term with potential renewals, focusing on providing full-service IT infrastructure and support for a system that tracks inventory including personal property, vehicles, heavy equipment, and auction information. Proposers must offer AWS or equivalent cloud hosting with 99.99% system availability, providing a minimum of 8 monthly maintenance hours, technical database and web application support, workflow development, and customer service during business hours (6:00 AM to 6:00 PM Pacific Time). The procurement will be evaluated across five key scoring categories totaling 1,700 points: Experience and Capabilities (400 points), Desired Certificates (100 points), Scope of Services (600 points), Price Proposal (300 points), and Key Persons/Organization (300 points). Critical proposal deadlines include a pre-proposal conference on December 12, 2024, via Microsoft Teams, with final proposals due by January 20, 2025. All services and data must be hosted within the continental United States, with comprehensive security controls, data privacy protections, and robust incident response capabilities.

The state encourages participation from minority, women, emerging small, and service-disabled veteran-owned businesses certified through the Oregon Certification Office for Business Inclusion and Diversity (COBID). Proposers must complete a Certified Disadvantaged Business Outreach Plan, detailing their certification status and potential subcontracting opportunities with disadvantaged businesses. While the attachment will not be scored, it emphasizes the state's commitment to inclusive procurement practices. Proposers must meet extensive responsibility requirements, including financial capacity verification, performance history disclosure, and compliance with pay equity and licensing regulations. Insurance requirements are substantial, including technology errors & omissions, commercial general liability, and cyber liability coverage. The specific maximum compensation will be determined during contract execution, but the current system specifications include 4 CPUs, 16GB RAM, 500GB storage, and 10Gbps internet speed. Proposers must be prepared to provide comprehensive technical support, workflow development, and maintain a robust, secure hosting environment that meets stringent state government standards.