06_EXHIBIT_01_SCOPE_Mentoring_Program_Platform.pdf

EXHIBIT 01

SOLICITATION NO. EV00000979

SCOPE AND DESCRIPTION

The Bidder shall provide a secure, cloud-based mentoring program platform to support structured, scalable, and measurable mentoring initiatives.

The platform will be used for onboarding new program staff/supervisors, supporting discipline-specific groups, supporting internship programming, and supporting programs for provisionally employed professionals who require supervision for licensure.

The platform will be used to create and manage multiple programs, register participants, configure questionnaires, support mentor/mentee, peer, group, supervisor/supervisee, and administrator-led matching, schedule sessions, automate communications, and reminders, manage program resources, conduct surveys, integrate with required agency systems, and provide reporting and analytics on participation, engagement, match activity, supervision/professional development progress, outcomes, and program effectiveness.

MANDATORY REQUIREMENT

The Bid Response shall show the ability of the Bidder to meet or exceed the following mandatory requirements:

1. Meet applicable State of Oklahoma agency, privacy, security, accessibility, and IT requirements for cloud-based software.

A. TECHNICAL SUPPORT AND SERVICES

The supplier shall provide a secure, cloud-based mentoring program platform that, at minimum, allows the program area to:

1. Create and manage multiple mentoring, onboarding, internship, discipline-specific, and licensure-supervision programs.

2. Register participants and collect program-specific information through configurable questionnaires, forms or program fields.

3. Support multiple participant roles, including mentors, mentees, peers, groups, supervisors, interns, provisionally licensed staff, managers, and administrators.

4. Match participants using administrator-assigned matching, participant-selected matching, configurable matching criteria, or a combination of these methods.

5. Allow administrators to review, adjust, or reassign matches as needed.

6. Send automated communications, including invitations, reminders, match notices, session reminders, survey requests, and program updates.

7. Support session scheduling, calendar coordination, and meeting coordination with Microsoft 365, Outlook, and Teams, as approved by agency IT.

8. Support secure data exchange with Workday or other agency-approved workforce systems, through a secure integration method approved by agency IT.

9. Assign tasks, required content, activities, or program requirements to participants by role, including the ability to set due dates based on assigned dates, fixed, dates, or defined time frames.

10. Provide a resource library or equivalent functionality where administrators can share program materials, guides, training resources, links, and other content.

11. Provide surveys or feedback tools, or equivalent functionality to collect participant input during or after programs.

12. Provide dashboards and reports showing registration, participation, matching activity, session activity, feedback, completion, and program outcomes.

13. Allow reports or program data to be exported for agency use.

14. Provide role-based access so users only see information appropriate to their role.

15. Support agency branding or an agency specific user experience.

16. Provide documentation of security controls acceptable to the agency.

17. Securely return, export, delete, or destroy agency data at the end of the contract, as required by the agency.

18. Any AI component offered by the vendor shall default to disabled and have the opt-out option for the Agency. Agency data shall not be used to train or modernize the vendor's AI components.

19. Allow a minimum of 200 with a maximum of 1000 users.

B. IMPLEMENTATION AND MAINTENANCE SUPPORT

1. Provide implementation support, administrator training, user resources, documentation, and ongoing customer support.

2. Disaster Recovery base code, Source code deployment support in the event any issues arise during installation.

3. Provide application support and maintenance for the software.

4. Application support and maintenance will be managed on an annual basis with an allocation of hours dedicated to application support and general maintenance to the platform.

5. Maintenance services (potential enhancement request, or defect resolution issues) for the platform and troubleshooting problems.

C. DEMONSTRATION

The Bidder shall be prepared to demonstrate live the platform’s Technical Support and Services as well as Implementation and Maintenance Support ability in real time to meet or exceed the following:

1. Show the program fit & functionality.

2. User experience and ease of administration.

3. Integrations, reporting, and data use.

4. Security, privacy, and agency compliance.

5. Implementation, training, and support.

6. Licensing model and scalability.

The supplier should provide additional features that improve program administration and participant experience, including mobile-friendly access or mobile applications, scheduled match invitations, manager-assisted registration or matching, configurable match-end rules, group mentoring, shared question banks, match health indicators, advanced reporting, branded domain options, post session feedback surveys, workforce outcome reporting, certificates, internship cohort management, periodic program reviews, best practice consultation, multilingual support, and accessibility-supporting features, and enhanced security documentation or privacy controls beyond minimum requirements.

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