Customer Relationship Management System

Prosper Portland, the economic development agency for Portland, Oregon, is seeking a comprehensive Customer Relationship Management (CRM) System to support its suite of economic development programs, including Program Analysis, Program Design, Development and Implementation, and optional Maintenance Services. The solicitation, RFP #25-11, issued on June 3, 2026, with proposals due by July 10, 2026, at 2:00 PM Pacific Time, requires proposers to deliver a software solution that enhances reporting capabilities, increases resource investment effectiveness, and equips staff with actionable data to serve businesses, nonprofits, and individuals such as workforce program participants. The system must accommodate 93 total users—60 power users and 33 occasional users—and be implemented with a projected start date of August 2026. Proposers must submit a detailed project plan, implementation schedule, system testing and quality assurance protocols, and a training model for business, administrative, and technical processes, along with a five-year cost proposal that includes licensing fees structured by user, server, or annual model, warranty terms, post-warranty maintenance fees, and pricing for any additional software components. The selected proposer will enter into two separate agreements: a Personal Services Contract for implementation, training, and services, and a Software License Agreement whose form must be proposed by the vendor. The evaluation will prioritize technical specifications at 50%, followed by price proposal at 20%, project plan at 15%, and qualifications and experience at 15%. Proposals must be submitted electronically as a PDF through the Bid Locker portal, formatted to 8.5" x 11" with a minimum 11-point typeface, and must include a cover letter, proposer certification, and documentation of the project team’s qualifications. Failure to meet submission requirements renders a proposal non-responsive. The contract requires the vendor to maintain primary insurance coverage—including Workers’ Compensation per ORS 656.017, General Liability with $1M per occurrence and $2M aggregate (naming Prosper Portland and the City of Portland as additional insureds), Automobile Liability at $1M per accident, and Professional Liability (Errors and Omissions) at $1M with 24 months of tail coverage if claims-made. Selected vendors must obtain a Portland business license, certify as an Equal Employment Opportunity employer, and disclose any potential conflicts of interest. Travel requires prior written authorization and receipts for reimbursement except meals. Payment