Financial Case Management System (COTS) (SaaS)

Background
The State of Oregon, through the Oregon Public Defense Commission (OPDC), is issuing this Request for Proposals (RFP) for a Commercial off the Shelf (COTS) Financial and Case Management Software as a Service (SaaS) System.

The OPDC is responsible for ensuring the constitutional right to counsel for indigent individuals in the criminal justice system. The mission of OPDC is to advocate for and protect the rights of these individuals by providing competent legal representation. This RFP aims to procure a single contractor to implement a cloud-hosted COTS FCMS that enhances quality, accountability, and efficiency in public defense services.

The agency is transitioning to the Executive Branch of Oregon government effective January 1, 2025, necessitating this upgrade from outdated systems.

Work Details
The contractor will be responsible for:

1. **System Replacement**: Transitioning from OPDC's legacy database to a new cloud-hosted FCMS.
2. **Financial Management Function**: Implementing features like reimbursement claims processing, payment scheduling, audit functions, and establishing a paperless system.
3. **Case Management Function**: Enhancing data collection and tracking case milestones such as client demographics, charges, motions filed, and dispositions.
4. **Efficient Timekeeping**: Implementing a timekeeping system for tracking attorney/provider time accurately.
5. **Comprehensive Reporting**: Developing a reporting framework that includes standard reports and custom reporting capabilities via platforms like Power BI.
6. **Modernization and Transparency**: Providing tools for an effective public defense model while ensuring compliance with security standards outlined in the Draft Model Contract.

Period of Performance
The initial term of the contract is negotiable but likely to be between five to ten years, with options for unlimited renewals.

Place of Performance
The contract will be performed in Oregon.