ODNR Public Records Request Management Platform
| Location: | Ohio |
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| Posted: | Nov 23, 2025 |
| Due: | Dec 5, 2025 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000034492 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000034492 |
| Solicitation Name: | ODNR Public Records Request Management Platform |
| Original Begin Date: | 10/21/2025 1:25:21 PM |
| Begin Date: | 11/20/2025 3:00:00 AM |
| End Date: | 12/5/2025 1:15:00 PM |
| Inquiry End Date: | 11/26/2025 10:00:00 AM |
| Commodity: | Legal management software |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DNR100000 - DNR-Department Administration
DNR-Dept of Natural Resources |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Request For Proposal (RFP) (Double Envelope) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000034492
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Solicitation Name
ODNR Public Records Request Management Platform
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RFx Type
Request For Proposal (RFP) (Double Envelope)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
2
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MBE Set Aside
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Begin Date
11/20/2025 3:00:00 AM (ET)
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Amendment?
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End Date
12/5/2025 1:15:00 PM (ET)
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Inquiry End Date
11/26/2025 10:00:00 AM
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Summary
The Ohio Department of Natural Resources (“Department”) seeks proposals from qualified vendors to provide a Public Records Request Management System (“System”) to streamline and manage public records requests. This RFP is issued with the expectation of receiving proposals from interested vendors that can offer a modern, user-friendly platform that enhances transparency, automates workflows, supports file management, and improves communication with requesters. |
Predecessor Contract
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Process
Additional Bidding Period to allow for responses to the replies to submitted inquires.
Offeror with Highest Scoring Proposal as defined in the Evaluation Criteria will be awarded |
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Ship To
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1 Record(s)
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Solicitation Documents
1 Record(s)
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Attachment Preview
ODNR SERVICES AGREEMENT
This Agreement (“Agreement”) is between the OHIO DEPARTMENT OF NATURAL RESOURCES, acting
through its NAME OF DIVISION/OFFICE (“ODNR”), with offices located at 2045 Morse Road, Columbus, Ohio
43229, and NAME OF CONTRACTOR (“Contractor”) with offices located at Street Address, City, State ZIP.
The parties agree as follows:
I. NATURE OF AGREEMENT
A. Contractor shall be engaged as an independent contractor to fulfill the terms of this Agreement and to act
as a contractor to ODNR. It is specifically understood that the nature of the services to be rendered under
this Agreement are of such a nature that ODNR shall be the sole judge of the adequacy of such services.
B. ODNR enters into this Agreement in reliance upon Contractor’s representations that it has the necessary
expertise and experience to perform its obligations hereunder, and Contractor warrants that it does
possess the necessary expertise and experience.
C. Contractor shall perform the services to be rendered under this Agreement and ODNR shall not hire,
supervise, or pay any assistants to Contractor in its performance of services under this Agreement. ODNR
shall not be required to provide any training to Contractor to enable it to perform services required
hereunder.
II. NOTICES
A. Except to the extent expressly provided otherwise herein, all notices, consents, and communications
required hereunder (each, a “Notice”) shall be in writing and shall be deemed to have been properly given
when: 1) hand delivered with delivery acknowledged in writing; 2) sent by U.S. Certified mail, return
receipt requested, postage prepaid; 3) sent by overnight delivery service (Fed Ex, UPS, etc.) with receipt;
or 4) sent by email. Notices shall be deemed given upon receipt thereof, and shall be sent to the addresses
set forth below. Notwithstanding the foregoing, notices sent by email shall be effectively given only upon
acknowledgement of receipt by the receiving party. Any party may change its address for receipt of
Notices upon notice to the other party. If delivery cannot be made at any address designated for Notices,
a Notice shall be deemed given on the date on which delivery at such address is attempted.
Contractor Contact:
Name
Title
Organization
Address
City State ZIP
Phone #
Email
ODNR Contact:
Name
Title
ODNR Division/Office Name
Address
City State ZIP
Phone #
Email
Page 1 of 31
ODNR Legal Form
Rev. Apr. 11, 2023
Services Agreement between ODNR
and Contractor Name
Legal Contract ID #
III. SCOPE OF WORK
A. Contractor shall perform the services (the “Work”) set forth in the attached Exhibit 1, Scope of Work,
which is incorporated as part of this Agreement.
B. In order to facilitate the Work, ODNR shall provide the resources set forth in Exhibit 1, Scope of Work.
IV. TIME OF PERFORMANCE
A. The Work shall be commenced on or after the date of an approved purchase order.
B. The Work shall be concluded on or before Performance End Date. As the current General Assembly cannot
commit a future General Assembly to expenditures, this Agreement shall terminate no later than End Date
of Current Biennium.
C. Upon mutual, written consent prior to the termination date, and subject to appropriation, the parties may
renew this Agreement on the same terms and conditions.
D. It is expressly agreed by the parties that none of the rights, duties, and obligations herein shall be binding
on either party if award of this Agreement would be contrary to the terms of Ohio Revised Code (“R.C.”)
Sections 3517.13, 127.16, or R.C. Chapter 102.
V. COMPENSATION
A. ODNR shall pay Contractor no more than $###,###,###.## for the Work.
B. The total amount due and its manner and schedule of payment shall be computed according to the cost
schedule established in Exhibit 1, Scope of Work.
C. Contractor shall/shall not be reimbursed for travel-related expenses incurred in the performance of the
Work. Only Contractor’s reasonable, actual, and necessary travel, lodging, and other travel-related
expenses incurred in the performance of the Work shall be reimbursed, to the extent that such
reimbursement is in the best interest of the state.
1. Only travel expenses that are pre-approved by ODNR will be reimbursed.
2. Travel expenses shall be reimbursed under the same rules and conditions that apply to state
employees under Ohio Administrative Code (“O.A.C.”) 126-1-02, pursuant to the Ohio Office of
Budget and Management (“OBM”) Travel Policy, attached as Exhibit 4.
3. If it is not possible to follow the OBM Travel Policy, with prior written approval of ODNR,
Contractor shall be reimbursed pursuant to the federal rates for reimbursement in the continental
United States.
4. Meals shall not be reimbursed unless overnight travel is both critical and essential.
Page 2 of 31
ODNR Legal Form
Rev. Apr.11, 2023
Services Agreement between ODNR
and Contractor Name
Legal Contract ID #
D. Contractor must receive a purchase order from ODNR prior to filling an order or performing any of the
Work.
E. After Contractor receives a purchase order, Contractor shall submit an Insert Invoice Frequency (quarterly,
monthly, etc.) invoice for the Work performed consistent with this Article V, Compensation. Each invoice
shall contain an itemization of the Work performed, including dates the Work was performed and total
hours worked, if required by Paragraph B, above, the location or address where the Work was performed,
and the sum due at that time pursuant to this Agreement. All invoices shall contain Contractor's name
and address and purchase order number. Invoices are to be sent to Ohio Shared Services via email to
invoices@ohio.gov, by fax to 614-485-1039, or by mail to P. O. Box 182880, Columbus, Ohio 43218-2880.
After receipt and approval by ODNR of an invoice, as defined in R.C. § 125.01(B), payment will be made
pursuant to R.C. § 126.30. Defective or improper invoices may be returned unprocessed, delaying
payment.
F. In the event that any customer of Contractor negotiates a lower fee structure for the Work or comparable
services Contractor shall promptly notify ODNR and shall extend the lower negotiated rate to ODNR
retroactively to the first date the lower rate was offered to another customer.
VI. CERTIFICATION OF FUNDS / NON-APPROPRIATION
A. It is expressly understood and agreed by the parties that none of the rights, duties, and obligations
described in this Agreement shall be binding on either party until all relevant statutory provisions of the
Ohio Revised Code, including, but not limited to, R.C. § 126.07, have been met, and until such time as all
necessary funds are available or encumbered and, when required, such expenditure of funds is approved
by the Controlling Board of the State of Ohio, or in the event that grant funds are used, until such time
that ODNR gives Contractor written notice that such funds have been made available to ODNR by ODNR’s
funding source.
VII. TERMINATION OF CONTRACTOR’S SERVICES
A. ODNR may, at any time prior to completion of the Work, suspend or terminate this Agreement with or
without cause by giving written notice to Contractor.
B. If the Work includes divisible services, ODNR may, at any time prior to completion of the Work, by giving
written notice to Contractor, suspend or terminate any one or more such portions of the Work.
C. Contractor, upon receipt of notice of suspension or termination, shall cease work on the suspended or
terminated activities under this Agreement, suspend or terminate all subcontracts relating to the
suspended or terminated activities, take all necessary or appropriate steps to limit disbursements and
minimize costs, and, if requested by ODNR, furnish a report, as of the date Contractor receives notice of
suspension or termination, describing the status of all Work, including, without limitation, results,
conclusions resulting therefrom, and any other matters ODNR requires.
D. If this Agreement is terminated without cause, Contractor shall be paid for services rendered up to the
date Contractor receives notice of suspension or termination, less any payments previously made,
provided Contractor has supported such payments with detailed factual data containing Work performed
Page 3 of 31
ODNR Legal Form
Rev. Apr.11, 2023
Services Agreement between ODNR
and Contractor Name
Legal Contract ID #
and hours worked. In the event of suspension or termination, any payments made by ODNR for which
Contractor has not rendered services shall be refunded.
E. If this Agreement is terminated for cause as the result of the Contractor committing a material breach of
the Agreement, the Contractor shall not be entitled to further payment. If the unpaid balance of the
amount identified in paragraph V.A. above is exceeded by the costs of finishing the Work and other
damages incurred by ODNR and not expressly waived, the Contractor shall immediately pay the amount
of the insufficiency to ODNR. This obligation for payment shall survive termination of this Agreement.
F. If this Agreement is terminated prior to completion of the Work, Contractor shall deliver to ODNR all work
products and documents which have been prepared by Contractor in the course of performing the Work.
All such materials shall become and remain the property of ODNR, to be used in such manner and for such
purpose as ODNR may choose.
G. Contractor agrees to waive any right to, and shall make no claim for, additional compensation against
ODNR by reason of any suspension or termination.
H. Contractor may terminate this Agreement upon ninety (90) days’ prior written notice to ODNR.
VIII. RELATIONSHIP OF PARTIES
A. Contractor shall be responsible for all of its own business expenses, including, but not limited to,
computers, email and internet access, software, phone service, and office space. Contractor will also be
responsible for all licenses, permits, employees’ wages and salaries, insurance of every type and
description, and all business and personal taxes, including income and Social Security taxes and
contributions for Workers’ Compensation and Unemployment Compensation coverage, if any, unless
payment for any such item is specifically provided for herein or in the purchase order.
B. While Contractor shall be required to render services described hereunder for ODNR during the term of
this Agreement, nothing herein shall be construed to imply, by reason of Contractor’s engagement
hereunder as an independent contractor, that ODNR shall have, or may exercise, any right of control over
Contractor with regard to the manner or method of Contractor’s performance of services hereunder.
C. Except as expressly provided herein, neither party shall have the right to bind or obligate the other party
in any manner without the other party’s prior written consent.
D. It is fully understood and agreed that Contractor is an independent contractor and neither Contractor nor
its personnel shall at any time, or for any purpose, be considered as agents, servants, or employees of
ODNR or the State of Ohio.
E. For any employees or subcontractors working onsite at any ODNR location, Contractor understands that
these employees or subcontractors are subject to a background check conducted by ODNR. Such a
background check may include criminal records, tax records, driving records, and verification of academic
credentials or degrees. ODNR may also conduct drug testing, field investigation, and polygraph
examinations of certain employees of the Contractor or its subcontractors, if ODNR believes such action
is necessary. ODNR reserves the right to refuse access to the job site at any time if ODNR determines in
Page 4 of 31
ODNR Legal Form
Rev. Apr.11, 2023
Services Agreement between ODNR
and Contractor Name
Legal Contract ID #
its discretion that Contractor’s employee or subcontractor presents a potential security threat or if there
is a change in the results of the background check at any time during the completion of the Work.
IX. RECORD KEEPING
A. During performance of this Agreement and for a period of three (3) years after its completion, Contractor
shall maintain auditable records of all charges pertaining to this Agreement and shall make such records
available to ODNR as ODNR may reasonably require.
B. Contractor shall, for the purpose of compliance with R.C. § 145.036, provide ODNR with a list of all
individuals who will provide services under this Agreement, but only if Contractor has no more than four
employees.
X. RELATED AGREEMENTS
A. All Work is to be performed by Contractor, who may subcontract without ODNR’s approval for the
purchase of articles, supplies, components, or special mechanical services that do not involve the type of
work or services described in Exhibit 1, Scope of Work, but which are required for satisfactory completion
of the Work.
1. Contractor shall not enter into subcontracts related to the Work without prior written approval
by ODNR. All subcontracted work shall be at Contractor’s expense.
2. Contractor shall furnish to ODNR a list of all subcontractors, their addresses, tax identification
numbers, and the dollar amount of each subcontract.
B. Contractor shall bind its subcontractors to the terms of this Agreement, so far as applicable to the work
of the subcontractor, and shall not agree to any provision which seeks to bind ODNR to terms inconsistent
with, or at variance from, this Agreement.
C. Contractor warrants that it has not entered into, nor shall it enter into, other agreements, without prior
written approval of ODNR, to perform substantially identical work for the State of Ohio such that the Work
duplicates the work called for by the other agreements.
XI. RIGHTS IN DATA AND COPYRIGHTS / PUBLIC USE
A. ODNR shall have unrestricted authority to reproduce, distribute, and use (in whole or in part) any reports,
data, or materials prepared by Contractor pursuant to this Agreement. No such documents or other
materials produced (in whole or in part) with funds provided to Contractor by ODNR shall be subject to
copyright by Contractor in the United States or any other country. If Contractor has reason to believe that
use of a specified item is subject to patent or copyright protection, Contractor shall immediately notify
ODNR.
B. Contractor agrees that all original works created under this Agreement shall be made freely available to
the general public to the extent permitted or required by law until and unless specified otherwise by
ODNR. Any request for distribution received by Contractor shall be promptly referred to ODNR.
Page 5 of 31
ODNR Legal Form
Rev. Apr.11, 2023
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