1Final Surplus Master 12.3.2024.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 RFP OregonBuys Bid Number S-10700-00012236 1 of 31

STATE OF OREGON

COVER PAGE

DEPARTMENT OF ADMINISTRATIVE SERVICES, ENTERPRISE GOODS

AND SERVICES, PROCUREMENT SERVICES

ON BEHALF OF

STATE OF OREGON SURPLUS PROPERTY

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10700-00012236

HOSTING, MAINTENANCE, AND SUPPORT FOR A CLARIS

FILEMAKER REUSE DATABASE SYSTEM

Date of Issue: December 6, 2024

Opening Date and Time: January 20, 2025

Single Point of Contact (SPC): Brian Eilerts, PCS3

Address: 1225 Ferry St. SE

City, State, Zip Salem, OR 97301

Phone (voice) 971.283.5302

E-mail: Brian.Eilerts@DAS.Oregon.gov

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The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 [ROUND 1] PROPOSAL REQUIREMENTS

SECTION 4: [ROUND 1] SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 [ROUND 1] EVALUATION PROCESS

4.11 [ROUND 1] POINT AND SCORE CALCULATIONS

4.12 [ROUND 1] RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

4.14 ADDITIONAL ROUNDS

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 PRINTING, BINDING, AND STATIONERY WORK

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Department of Administrative Services, Procurement Services (“DAS”) on behalf of Surplus Property, (“Agency” or “Surplus”), is issuing this Request for Proposal, under the provisions of ORS 279B.060, for hosting, maintenance, and support of a Claris FileMaker Reuse database system.

DAS anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be 5 years with options to renew.

Additional details on the Scope of the goods or services, or both, are included in the Scope of Work/Specifications section.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference December 12, 2024

11:00 AM –

12:00 Noon

Questions / Requests for Clarification Due December 17, 2024 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

December 17, 2024

RFP Protest Period Ends

January 13, 2025 by 5:00 PM PST

Opening (Proposal Due) January 20, 2025 by 5:00 PM PST

Opening of Proposal January 21, 2025 8:00 AM

Presentations, Demonstrations, or Interviews TBD

Issuance of Notice of Intent to Award (approx.) TBD

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

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2.1 AUTHORITY AND METHOD

DAS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

DAS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125- 247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

Administration: Surplus staff including purchasing, financial services, auditors, Warehouse, and Retail Services.

Agency: Any qualified state, county or city that uses the state surplus to purchase, sell or redistribute property.

Agency Reimbursement: Money that is reimbursed to agency after items are sold.

Auction: Surplus property that is not utilized by qualified agencies, goes to public auction.

Auction Provider: Surplus currently uses (3) auction sites to help recirculate surplus property.

These are: GSA, GovDeals.com and Public Surplus.com.

Donee: Qualified state, county, city or not for profit entity that is authorized (by Surplus) to purchase items from us.

Freight Carrier: Inbound or outbound freight shipping company.

Heavy Equipment: Vehicle that is not considered ‘Light Fleet’ including backhoe, grader, tractor, etc.

Light Fleet: Cars, SUVs and pickups considered ‘1 ton’ (i.e. F350) or less

PDR: Property Disposition Request. Otherwise known as “Turn in Request”.

Personal Property: Non-vehicle items

Reuse: The name of the Claris FileMaker Solution that tracks inventory, including personal property, vehicles, heavy equipment, auction information, sales to both agencies and to the public. Reuse also contains photos of most inventory; and writes reports required by the state (Internal facing application).

Reuse Web: The name of the PHP based web interface to Reuse (External facing application).

Sold on Site Auction: Otherwise known as Onsite Online Auction. Surplus items that are sold on site using an auction provider.

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System: A process that tracks stock, supplies, and sales through the entire supply chain. This includes the product, where the product came from, where the product is being warehoused, price, and who the product was sold to, and at what price.

Vehicles: Light Fleet, Heavy Equipment, Trailers, Motorcycles, ATV’s, etc.

Warehouse: Surplus distribution center/warehouse operations including inventory tracking, order tracking, purchasing, distribution, order fulfilment and shipping.

3040: Report to the General Services Administration that shows incoming and outgoing inventory tracked by the acquisition value of the item. (Federal Only)

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

DAS Surplus manages surplus personal property for the State of Oregon. Types of property include, but are not limited to, unneeded equipment, vehicles, and supplies for state agencies and intergovernmental partners. While emphasis is placed on reutilization of property, the program also sells property to the public. Surplus’ mission is to ensure that Surplus Property’s reutilization services are available in an economical and efficient manner to all organizations including State, Federal, City, County, Intergovernmental, Sovereign Nations, qualified Non- Profit Organizations, and the public. Surplus also provides acquisition services to those organizations as well. To manage inventory, Surplus uses an inventory database named Reuse written on the FileMaker platform that is also web-enabled using PHP.

2.3.2 Project Overview and Background

In the early 2000’s the State of Oregon’s, Department of Administrative Services, customized a FileMaker web-enabled database inventory system named Reuse, written on the FileMaker platform, for use by Surplus Property in their day-to-day activities. In 2012, v3.4 of FileMaker Reuse became non-operational, and a contractor was hired to repair the system which ultimately turned into an upgrade to FileMaker Reuse v12. Upon completion of the v12 upgrade, the same Contractor was engaged to perform ongoing hosting, maintenance, service, and modifications to the system under contract.

Surplus Property is currently using Reuse with FileMaker, v19. The current system works very well and has been very stable for a long period of time. As with any system, there are maintenance and upgrades that periodically need to be made, or improvements to be implemented. Reuse has an internal facing application which is utilized by 14 Surplus Property staff members to perform duties. Reuse also has an external facing web-based system, which is used by all state agencies in the State of Oregon to input their surplus property information and view live reports on the status/sale of submitted property. The system known as “Reuse” also is available to the public which displays a dynamic view of the inventoried property. There are at least 400,000 different records (property, invoice, agencies, compliance, etc.).

https://surplus.app.works/index.php

1. Internal Facing Data and Function: Utilized by 14 Surplus Property staff members to https://surplus.app.works/index.php

DAS Procurement Services, Version 4.5 March 31, 2023 RFP OregonBuys Bid Number S-10700-00012236 8 of 31 perform the following duties.

• Receive and catalog product

• Assign inventory number, description, and value

• Inventory reporting functions

• Inventory control functions

• Determines eligibility to determine purchase or sale eligibility.

• Financial reports daily weekly sales

• Point of Sale invoice creation.

2. Outward Facing Data and Function: Utilized by State Agencies and the Public for the following:

Agencies:

• Search inventory

• Agencies maintain profile, invoicing, sales report, and enter property to be disposed of.

• Agency tracking of items.

• Agencies Login and account information.

• Point of sale report

Public:

• Search inventory

• Compare and shop items

The service also includes Claris FileMaker hosting and support of the client-based solution

The Agency will require Amazon Web Services (“AWS”) or related server management experience and Hypertext Preprocessor (“PHP”), Hypertext Markup Language (“HTML”), Hypertext Transfer Protocol Secure (“HTTPS”) and Cascading Style Sheets (“CSS”) expertise, Server Deployment and Maintenance. AWS certifications and Software Security certifications are a plus.

The Agency now seeks a qualified Contractor to host, maintain, and support its Claris FileMaker and web-based database system.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Scope of Services to be provided will include, but is not limited to, ongoing hosting, maintenance, support, and enhancements to improve the performance, functionality, and user (internal and external) experience of the FileMaker Reuse database system’s; data migration;

system maintenance; and support services. Agency anticipates awarding a five-year contract with options to renew; however, the term will be finalized during contract negotiations.

A. Contractor shall provide Database Hosting Services, to include:

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1. Services. Services shall include regular maintenance, backups and version upgrades.

Contractor shall provide the Purchased Services in accordance with applicable State of

Oregon laws and government regulations.

2. Technical Requirements: The Database Hosting Services should be on Amazon Web

Services (“AWS”) or a similar platform.

3. Contractor Experience: The Contractor shall have experience with AWS or equivalent server management, as well as expertise in Hypertext Preprocessor (“PHP”), Hypertext

Markup Language (“HTML”), Hypertext Transfer Protocol Secure (“HTTPS”) and

Cascading Style Sheets (“CSS”). Additionally, the Contractor must have proficiency in server deployment and maintenance.

Current Hosting Specifications Chart:

See Exhibit A and A-1, Reuse User Interface Relationship Graph and Reuse Data

Relationship Map.

B. Contractor shall provide Data Protection, to include:

1. Data Protection

The Contractor shall be responsible for maintaining the security, confidentiality, and integrity of Agency’s data, in accordance with AWS bylaws, Claris FileMaker requirements and the State’s security requirements.

Data Integrity:

Contractor shall not:

i) Modify Agency’s data, ii) disclose Agency’s data except as required by law or expressly permitted in writing by Agency, or iii) access Agency’s data except to provide the Services outlined here or in our standard Development Contract; or prevent or address service or technical problems; or at the Agency’s request in connection with Agency support requests.

ii) Data Usage Restrictions:

Contractor shall not sell, share, or provide the Agency’s data to any subcontractors without prior written consent from Agency.

2. Security Breach

A Contractor Policy shall have a policy in place to comply with state requirements by reporting any data breaches to all affected parties within 24 hours of our awareness of the breach. Breaches shall be dealt with immediately and carefully.

3. Ownership and Loss

CPUs RAM Storage

(SSD)

Internet Speed

Monthly Bandwidth FM Pro FM Go Web Direct

Web Hosting

4 16 GB 500 GB 10 Gbps 500 GB ✓

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a. Ownership. All data created and entered by Agency and stored on the Claris FileMaker Reuse-specific Server shall remain the sole property of the Agency at all times. This ownership includes all backups retained for Agency. The Claris Filemaker Reuse database systems and any modifications made to the system either by the contractor or by the Agency during the term of this contract remain the sole property of the Agency at all times.

b. Data Loss. The Contractor shall provide Backups of Agency’s data as a courtesy

Access. The Agency will provide access to the FileMaker Reuse Database/Web Server for services described in this RFP.

C. The Contractor shall provide Maintenance and Service Support to include but not limited to the following:

1. A minimum of Eight (8) hours of Maintenance and support services per Month.

2. If the minimum number of maintenance hours allocated for a month are not used, any unused hours are to be rolled over into the next month’s service hours.

D. The Contractor shall provide technical support for Reuse database and Agency application to include but not limited to the following:

1. Connectivity and functionality between database and Agency Application

2. Backup configurations

3. Performance tuning

4. Minor upgrades.

See Exhibit A, Reuse User Interface Relationship Graph, and Exhibit A-1, Reuse Data Relationship Graph at the end of the Scope of Work.

E. The Contractor shall provide technical support for Reuse Web application to include but not limited to the following technical support:

1. Respond to application bugs and website crashes

2. Maintain industry current application security protocols

F. The Contractor shall provide development Support (on demand as needed) to include but not limited to the following: technical support for Reuse:

Workflow-Development support for Reuse database and Agency application:

1. Contractor shall work with Agency to identify development needs and submit a proposal for conducting that work.

2. Such workflow-development support proposal must include:

a) a detailed description of what will be the result of the work,

b) the timeline for beginning and completing the work,

c) cost estimates shall be provided to Agency and approved by Agency prior to the commencement of work.

3. Contingent on Agency approval, Contractor shall complete the work, test, and

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4. Upon Completion Agency shall test, and record results prior to implementation.

5. Upon acceptance from Agency, Contractor shall implement.

G. Workflow-Development support for Reuse Web application:

1. Work with Agency to clearly identify development needs and submit a proposal for conducting that work.

2. Such workflow-development support proposal must include:

a) a detailed description of what will be the result of the work,

b) the timeline for beginning and completing the work,

c) the cost. Cost estimate shall be provided to Agency and approved by Agency prior to the commencement of work.

3. If Agency approves, Contractor shall test, and implement developmental needs prior to release.

4. Upon completion Agency will plan, test, and record results prior to implementation.

5. Upon acceptance from Agency, Contractor shall implement.

H. The Contractor shall provide Customer Support for Reuse to include but not limited to the following technical support:

1. Telephone support during the Agency’s normal business hours, Monday through Friday from 8am to 5pm Pacific Time, unless otherwise agreed upon; response time within one (1) hour of notification from the Agency by telephone.

2. Email support between the Agency’s hours of 8 am to 5 pm Pacific Time; response time within one (1) hour of notification by email.

I. The Contractor shall provide service disruption support to:

1. Includes onsite and remote access as needed to restore back to a fully operational database system in accordance with the terms and conditions of the Sample Contract.

2. Contractor shall create and maintain formal documentation for Reuse, to include:

a. FileMaker and Reuse/Reuse Web configurations

b. Database specifications, design, flow, security, and overall configuration

c. Repeatable processes to backup and restore application including all plug-ins, add-ons, configurations, security settings, licensing, warranties, and professional contacts.

d. Tracking documentation as it pertains to change, break-fix repairs, upgrades, notes, changes, etc. (ex. ticket tracking data)

e. Provides assistance in transition of data

f. Provides all data materials should be returned to the State as specified by the Agency.

3. State of Oregon will provide Contractor access to the FileMaker Reuse Database/Web Server for Services described in this RFP.

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4. FileMaker and Reuse Web setup and configuration as it pertains to the Reuse production environment. Any other Contractor reading this documentation must (with their personal/professional expertise) be able to assist, install, configure, test, and maintain Reuse as a business application.

5. Be delivered timely - Either real-time (immediate) or agreed-upon timeframes for submission of trouble (break-fix) requests, configuration changes, modifications, and/or database fixes.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 ROUND 1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Attachment B Disclosure Exemption Affidavit (submit 1 copy only)

• Attachment C Proposer Information and Certification Sheet

• Attachment D Reference Check Form

• Attachment E Price Proposal Form (submitted simultaneously but as a separate electronic response file)

• Attachment F COBID Certification/Outreach Plan

• Attachment G Responsibility Inquiry

• Scope of Services

• Attachment J Statewide Security Spreadsheet

• Executive Summary

• Proposers Organizational Profile

• Experience and Capabilities

• Key Persons, Organizational Chart, and Subcontractors

• Security Statement

• Performance Metrics and Service Level Agreements (SLA’s)

• Desired Certifications

• Other Requirements

3.2 PROPOSAL PAGE LIMITS

Proposal is limited to 100 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Attachment B Disclosure Exemption Affidavit

• Attachment C Proposer Information and Certification Sheet

• Attachment D Reference Check Form

• Attachment E Price Proposal Form

• Attachment F COBID Certification/Outreach Plan

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• Attachment G Responsibility Inquiry

• Scope of Services

• Attachment J Statewide Security Spreadsheet

3.2.1 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in See:

OregonBuys.gov for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

The Price Proposal must be submitted as a separate electronic response file.

3.2.2 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 ROUND 1 MINIMUM SUBMISSION REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet – Attachment C, MANDATORY (Not Scored)

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Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 Executive Summary MANDATORY (Not Scored)

Briefly describe how the proposed solution addresses the high high-level requirements listed in this RFP. These requirements form the basis for a comprehensive yet succinct Executive Summary, not to exceed two pages, that summarizes the proposed solution, its distinctive features, and how it will fulfill the State’s requirements.

3.3.3 Proposer’s Organization Profile MANDATORY (Not Scored)

Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include at a minimum:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Location of the organization’s offices (headquarters and branches);

3. Location of the office from which employees will be assigned to work on the Project for the Agency;

4. Number of employees located in the Pacific Northwest, nationally, and internationally;

5. Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

6. Organization’s client base.

3.3.4 Experience and Capabilities MANDATORY (Scored 400 Points)

Proposer must demonstrate Proposer has the following experiences, capabilities and certifications:

• five years of experience within the last eight years of FileMaker database, development, customization, maintenance, and support.

• Proposer shall submit work samples for two (2) projects within the last eight

(8) years that are similar to the scope of this RFP. Please include in your discussion whether the projects completed in accordance with the proposed timeline.

• 3 years of experience working with governmental entities.

• discuss experience with Hypertext Preprocessor (“PHP”), Hypertext Markup Language (“HTML”), Hypertext Transfer Protocol Secure (“HTTPS”) and

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Cascading Style Sheets (“CSS”) and how it is related to the requested services

• Discuss proposers experience with providing support for the FileMaker, indicate whether the support was virtual or in person support as needed.

Discuss how Proposer will support Agency’s support requirements in Section 2.4.C

• Discuss experience with server deployment and maintenance

• Discuss why your services are in the best interest of the Agency

3.3.5 Desired Certification MANDATORY (Scored 100 Points)

Proposer shall identify what FileMaker and Claris certification they possess, include any of the following: Proposers shall discuss how they maintain their FileMaker and Claris credentials.

• A current Developer Essentials for FileMaker 18 (or higher) Certification.

• Claris International Partner status.

• An official Claris FileMaker Business Alliance Trainer

3.3.6 Scope of Services Mandatory (Scored 600 Points)

• Provide a description of the proposed approach for providing the Scope of Services described in RFP Section 2.4, including a comprehensive description of the proposed hosting, maintenance and support services to be provided to the Agency. The discussion should include how the Proposer has developed this methodology to incorporate lessons learned from experiences, as well as to meet the needs described in the RFP.

• Proposer shall demonstrate how they intend to provide the FileMaker Purchased Services. Please include in your discussion how you intend to transition the existing services.

• Identify AWS or a similar platform server management experience, indicate how this AWS or similar platform provided was used for FileMaker.

• Discuss why your services are in the best interest of the Agency

• In addition, please provide responses for the information requested below.

• Based on information provided in this RFP and experience in working with other States, what is the Proposer’s perspective on the most significant risks to providing these services for the Agency, and how does the Proposer plan to mitigate these risks?

• Please include Proposer’s plan for working remotely with the Agency when on-site work is not required by Agency. What has Proposer done to ensure Project success when working remotely with its clients?

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• Describe any additional assumptions made in the Proposal not already identified in detail. These should include any assumptions related to the current Agency technical environment and resources available transition, hosting and support and maintenance.

• Provide a copy of the Proposers Maintenance and Support Agreement with Service Level Agreement

3.3.7 Other Requirements:

To be considered for evaluation, Proposer must demonstrate how offeror meets all the following “Other” requirements:

• Oregon’s Statewide Information Security Standards https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx

• Oregon’s Statewide Information Security Plan, found online at:

https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx and

• Oregon’s Statewide Policies:

https://www.oregon.gov/das/Pages/policies.aspx#IT

3.3.8 Security Statement MANDATORY (Not Scored)

Proposal must contain a statement pertaining to security checks and non-disclosure agreement as described below. This statement is not scored. The statement must demonstrate Proposer's agreement that if awarded a Contract:

1. Proposer and Proposer's staff monitoring the systems who will have access to State systems, facilities, and confidential information will submit to all security checks requested by Agency, which may include any combination of fingerprinting, Oregon Law Enforcement Data Systems (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks, and comply with the following State of Oregon security standards:

• Privileged Access Monitoring and Reporting viewable at:

https://www.oregon.gov/das/Policies/107-004-140.pdf

• Statewide Information and Cyber Security Standards viewable at:

https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx

2. Proposer shall sign a non-disclosure agreement for any and all information received or processed on its equipment from the State of Oregon.

3. At all times, Proposer shall protect State of Oregon sensitive material.

3.3.9 References – Attachment D, MANDATORY (Not Scored)

Provide 3 references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx https://www.oregon.gov/das/Pages/policies.aspx#IT https://www.oregon.gov/das/Policies/107-004-140.pdf https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx

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Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

3.3.10 Price Proposal Scored – Attachment E, MANDATORY (Scored 300 Points)

Proposer shall complete and submit the Price Proposal (Attachment E) to include:

1. Fixed price monthly rate for hosting, maintenance and support services.

Fixed Costs include:

• FM Server/Web Server Hosting - Refer to Current Hosting Specifications in Section 2.4.

• Maintenance – Backups, Updates, Monitoring

• Support – Refer to sub-section C of 2.4

2. Variable rate for enhancements, modifications, and contingency development.

Variable costs include:

• Hourly rates for maintenance and support above the requested 8 hours a month.

• Training

• Upgrades

The Price Proposal will be scored during Round 1 or other subsequent Rounds. DAS will score the Price submitted with the Round 1 Submittals.

3.3.11 Key Persons, Resumes, and Organizational Chart, MANDATORY (Scored 300 Points)

• Demonstrated experience, in the last three (3) years, in data conversion/migration, and system integration is required.

• Experience in Business Analysis Body of Knowledge, version 3 (“BABOK”) guidelines is preferred.

• Bachelor’s degree or higher in computer science, public administration, business management or another relevant field is preferred.

• Strong understanding of public sector environment is preferred.

Organizational Chart. Provide an organizational chart identifying the staffing that will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified. Specify key persons to be assigned to this project and include a

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3.3.12 Service Level Agreement (SLA) Mandatory (Pass/Fail)

3.313 Statewide Security Standards Spreadsheet, Attachment J Mandatory (Pass/Fail)

Proposer shall complete and submit the Statewide Security Standards Spreadsheet (Attachment J).

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

The Pre-Proposal Conference will be held on Thursday, December 12, 2024 via Microsoft Teams. The start time of the Pre-Proposal Conference is 11:00 AM PST and will be one hour in length. To receive an invite to this meeting send an email to SPC, Brian.Eilerts@DAS.Oregon.Gov at least one day in advance of the meeting and you will receive an invitation to the Pre-Proposal Conference via email response.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

https://oregonbuys.gov/ mailto:Brian.Eilerts@DAS.Oregon.Gov

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• Be delivered to the SPC via an OregonBuys submission email.

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.5 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.6 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.7 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

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Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DAS is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys only:

Proposal submission should be electronically delivered through OregonBuys. at:

OregonBuys.gov

Detailed instructions on how to submit a proposal can be found at OregonBuys Contractor Formal Solicitation Response.pdf.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

There will be no public Opening of Proposals. Pursuant to OAR 125-247-0630, Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued. However, DAS will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

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• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.5 Responsiveness and Responsibility Determination

4.10.5.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Submission Requirements) and Section 3.3 (Round 1 Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.5.2 Responsibility Determination

DAS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, DAS may reject a Proposer found to be not Responsible.

4.10.6 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and the Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.6 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Evaluation Committee members will assign a percentage score for each of the Evaluation Criteria by following the guidance set out in the Scoring Explanation Table below, which will then determine the points to assign to each evaluation criterion.

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4.10.7 PREFERENCES

4.10.7.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.7.2 Recycled Materials

DAS will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10.7.3 Tiebreakers

If DAS receives Proposals identical in price, fitness, availability, and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 1000) assigned by each evaluator.

Points are the total possible for each section as listed in the table below.

Scoring Explanation Table

Score Explanation

90 – 100% OUTSTANDING - Proposal meets submittal requirements, demonstrates exceptional knowledge of the subject matter, and demonstrates excellent ability to deliver the requested service and achieve the desired goals and objectives of the project as defined in this RFP.

61 – 89% GOOD TO VERY GOOD – Response meets submittal requirements, demonstrates thorough knowledge of the subject matter, and demonstrates an ability to successfully deliver the requested service and support the project in achieving its goals and objectives as defined in this RFP.

50 – 60% SATISFACTORY – Response meets submittal requirements, demonstrates basic knowledge of the subject matter, and demonstrates an ability to minimally deliver the requested service. Would not meet or support the achievement of all the desired goals and objectives of the project as defined in this RFP.

1 – 49% POOR TO FAIR – Response meets submittal requirements but does not demonstrate satisfactory knowledge of the subject matter or does not demonstrate an ability to deliver requested service or support the program in achieving its desired goals and objectives as defined in this RFP.

https://www.naspo.org/reciprocity1

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Scores:

Evaluation Item Maximum Points Available

Experience and Capabilities 400

Desired Certificates 100

Scope of Services 600

Price Proposal 300

Key Persons, Resumes, and Organizational Chart

Total Score Possible 1700

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

4.12 PRICE EVALUATION

The sealed Price Proposals from Proposers will be opened and scored as follows:

• Proposer with the lowest Price Proposal will receive 300 points.

• Proposer with the second lowest Price Proposal will receive 200 points.

• Proposer with the third lowest Price Proposal will receive 100 points.

• All other Proposers will receive 0 points.

4.13 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and desired certification.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

DAS may, in DAS’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank

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4.13.5 Next Step Determination

At the conclusion of a round of competition, DAS may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.13.6 Competitive Range Determination

If DAS, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.13.7 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

DAS will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.14 ADDITIONAL ROUNDS

If DAS elects to conduct additional rounds of competition, such additional rounds may include the following:

4.13.1 Revised Price Proposal

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Price Proposal may be evaluated based on the total 5-year cost for the software, maintenance, hosting and implementation services.

4.13.2 Demonstration

Proposers progressing to a subsequent round may be invited to provide demonstrations.

Demonstrations may be in person at a location…