34938_RFQ.doc

REQUEST FOR QUOTES (RFQ) #34938

Cloud Solutions Providers Issue Date:

07/01/2021 Issued to:

PA #8352, AT&T;

PA #9414, CDWG;

PA# 9412, Carahsoft Technology Corp;

PA# 8355, Lumen;

PA #9404, SHI International Corporation;

PA #8354, Smartronix; and

PA 9413, Strategic Communications Issuing Office:

Oregon Department of Transportation (“ODOT”) (Authorized Purchaser) Authorized Purchaser Contact

Information RFQ (Authorized Representative):

BJ McCartney Address:

3930 Fairview Industrial Dr. SE

Salem, OR 97302 Phone:

(503) 986-4286 E-mail:

Benjamin.L.McCartney@odot.state.or.us Offer Due Date and Time:

July 29, 2021 3:00pm PST

1. Introduction

Authorized Purchaser is issuing this RFQ for Public Records Management System Replacement (Cloud Services).

Estimated initial term for the Work Order Contract: 12 months.

2. Background Information

ODOT’s current public records management system is out of date and facing support challenges. The need to replace these systems is increasingly urgent. In an effort to modernize our systems and dramatically improve the efficiency of our services, ODOT is seeking Consultant services to provide a cloud-based system (the “Solution”) designed specifically for public records and government compliance and will allow ODOT to convert to a centralized public records request (“PRR”) fulfillment process. This effort may also include the ability to incorporate systems modernization for other ODOT systems, such as those currently used by ODOT’s Ask ODOT, Communications, and Government Relations teams.

3. Scope of Services:

The awarded consultant is expected to provide and implement a Solution that fulfills the requirements detailed in Exhibit No.1 of this RFQ and all necessary services for use. This may include, but is not limited to, implementation and testing, training, hosting, licensing, and maintenance, and technical support.

Agency anticipates an initial contract term of 5 years.

4. Questions and Requests for Clarification:

All questions and requests for clarification regarding this RFQ must be submitted in writing by e-mail, regular mail or hand delivery to the Authorized Representative and must be received no later than July 22nd, 2021, at 5:00 PM PST.

Authorized Purchaser may issue revisions, substitutions or clarifications of the RFQ. Authorized Purchaser will send revisions, substitutions or clarifications, if any, electronically to the above referenced MSA Holders.

5. Offer Submittal:

Offers must be received on or before the Offer Due Date and Time at the location identified above to be considered. Authorized Purchaser, in its sole discretion, may extend the Offer Due Date and Time. Offers will be accepted by e-mail, regular mail or hand delivery to the Authorized Representative identified above.

Offers will not be accepted after the Offer Due Date and Time.

6. Submittal Requirements:

a. Offers must include a description of Offeror’s methodologies for providing the services requested in this RFQ, including as described in Exhibit No.1; and a draft Statement of Work based upon the Scope of Services above and details provided in Exhibit No.1. The description of Offer’s methodologies and draft Statement of Work must include, but are not limited to, needs analysis, implementation, training, testing, and a preliminary schedule for implementation and training.

b. Offers must include a response to the Authorized Purchaser’s System Requirements set forth in Part III of Exhibit 1.

c. Offers must include a description of training provided for implementation and use of the Solution which must include, but is not limited to consulting and training options, including classroom (on-site and off-site), webinar, online (group and self-paced), training videos, and manuals. Include training for all required ODOT staff and users.

d. Offers must include a description of all support services provided. These may include, but are not limited to:

· Normal hours of availability (8am to 5pm PST)

· Website support information

· Online chat

· Remote system access capabilities

· Access via toll free 800 number

· Quality assurance program(s)

· Guaranteed response time

· Other support services

· Service Level Agreements (SLA) – response time, escalation processes, and other metrics

· Options for storage, back-ups, systems monitoring and dedicated support.

e. Offers must include a description of Offeror’s Key Persons, other staff, and their experience.

f. Offers must include a description of 3 past projects Offeror has completed that are similar in scope to what is being requested in this RFQ. Similar in scope means a cloud-based system for public records and government compliance. Offerors must include contacts for past projects.

g. Offers must include submission of a pricing sheet based on the requirements if this RFQ, as described in Section 3, this Section 6, and Exhibit No.1.

h. Offers must include 3 references using the Reference Check Form (Exhibit No. 2). Forms must be completed by the reference, returned to the Offeror and submitted with the quote. References should be from customers for whom Offeror has performed similar projects within the past 3 years.

i. Offers must include a completed copy of the System Features/Functionality Checklist (Attachment A to this RFQ).

7. Evaluation and Award:

Authorized Purchaser, in its sole discretion, may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on Authorized Purchaser’s determination of what best meets its needs, taking into account price as well as the following considerations:

· Experience,

· Expertise,

· References,

· Availability and resource capacity,

· Proposed SOW meets Agency’s needs,

· Cost

· Demonstrations

· Authorized Purchaser’s requirements of the system as identified in Part III of Exhibit No.1 to this Request for Quote.

· Offeror’s response to the System Features/Functionality Checklist in Attachment A to this RFQ.

Authorized Purchaser’s determination is final.

The Offeror with the most advantageous Offer will be awarded a contract in a form substantially similar to the Work Order Contract attached as Exhibit C to the MSA. Authorized Purchaser may negotiate contract terms and conditions with the successful Offeror. Authorized Purchaser may award all or a portion of the Services requested, in its sole discretion.

Exhibit No. 1 to Request for Quote

Statement of Work

Part I. General Information and Overview

The current public records management system at ODOT is outdated and requires replacement. Currently, the majority of public records requests (“PRRs”) are submitted through a portal on ODOT’s website. The Solution will serve as a central repository for all of ODOT’s PRRs, and have functionality for one person to coordinate the process from start to finish including, but not limited to, assigning the incoming request, receiving the responsive documentation, and responding to the requester. The Solution would also have the ability to:

· Provide user friendly account management for both the requestor and ODOT staff;

· Track correspondence, both with the requester and internally;

· Invoice requesters for inquiries under certain circumstances and using ODOT branding;

· Provide an inclusive public facing portal, including the ability for the public to submit requests on line, track requests online, and pay for requests online;

· Accommodate manual entry for any requests received via phone, email or us mail;

· Evaluate requests for public interest fee waiver and communicate a grant or denial of waiver to the requester;

· Evaluate claims of trade secret information within a record and communicate the outcome;

· Utilize advanced search capabilities and a fully functional application programming interface (“API”) that can develop custom interfaces to or from the system; and

· Provide security protection for various data classes.

The Solution must also be a Commercial off the Shelf (“COTS”) based solution that can be configured to provide functionality and workflows to support processes performed by ODOT staff as well as meet the needs of the requestors and adhere to applicable state laws.

Additionally, ODOT’s Communications group requires functionality similar to an information technology ticketing system, in which an ODOT employee can submit a request for communication support through a portal on ODOT’s intranet, a Communications manager can route that request to the appropriate individual on the team, and these requests can be tracked.

The Solution will need the ability to run reports and track metrics including, but not limited to, the number of inquiries received over various time-periods and the length of time for resolution. Modules 1 through 3, as defined below, may be in one system but separated into silos, with a small number of people having visibility to all three silos in order to determine if one person is contacting ODOT via multiple avenues. All ODOT employees would need the ability to upload responsive documents for Modules 1 and 2, as defined below, but a smaller group of people would need the ability to enter the system to manage the requests at ODOT’s discretion.

Services for ODOT’s use of the Solution including, but not limited to, implementation, training, hosting, licensing, and maintenance, and technical support, must be included in Offeror’s response.

Modules:

1. Public Records Management System Module

2. Government Relations Legislative Correspondence Module

3. Communications Work Ticketing Module

4. Ask ODOT Constituent Inquiry Module Assumptions

ODOT anticipates three phases to the implementation of the overall project:

1. The Public Records Request module, estimated to begin two months after Notice of Intent to Award.

a. This is the largest portion of the overall project and will take the most effort to design, train, and implement

2. The Government Relations and Communications modules, estimated to begin five months after Notice of Intent to Award.

3. The Ask ODOT module, estimated to begin seven months after Notice of Intent to Award.

Part II. Tasks and Deliverables (RESERVED) (Specific tasks and deliverables will be negotiated with the awarded Proposer.)

B. RESPONSIBILIES OF AUTHORIZED PURCHASER

(1) Authorized Purchaser's obligations set forth in this WOC shall be performed by Authorized Purchaser in a timely and proper fashion in accordance with the Installation Schedule, or as otherwise agreed upon between the Parties, to allow Consultant to timely perform its obligations under this WOC.

Part III. System Requirements.

Authorized Purchaser’s requirements of the system include but are not limited to:

· System’s configurability

· System’s ability to tailor access levels

· System’s ability to recognize numerical patterns, e.g., social security and credit card numbers

· System’s ability to house records, as found and as released, and track retention schedules

· System’s ability to produce billings and collect fees

· System’s ability to produce reports; standard, ad hoc, custom

· System’s ability to create communications, templated or custom

· Experience with Oregon Revised Statutes as they apply to redactions

· Experience with State of Oregon agencies and related security requirements

Part IV. Pricing Agency’s budget for this project is estimated to be between $400,000-500,000 over a 5-year period including ongoing hosting and maintenance services. Agency will pay Consultant a fixed, not to exceed (“NTE”) amount for all Services completed and Deliverables accepted by Agency, based on the following major Deliverables delivered:

Part V. Travel and Other Expenses.

Unless otherwise agreed, Authorized Purchaser will not reimburse Consultant travel or other expenses, unless Authorized Purchaser has preapproved expenses and only pursuant to the Oregon Accounting Manual: http://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf

EXHIBIT NO. 2

Reference Check Form Offeror Name:

Reference Entity:

Reference Contact Name:

Contact Telephone Number:

Please respond to the following questions.

Score: 1-5 for each response.

1. Detailed description of Qualifying Engagement.

Score:

Comments:

2. Offeror’s role and functional area of Qualifying Engagement.

Score:

Comments:

3.

Description of technical environment and complexity.

Score:

Comments:

4.

Description comparing Qualifying Engagement to RFP Scope of Work.

Score:

Comments:

5. If given the opportunity, how likely would you use Offeror’s services again?

Score:

Comments: