3786 Grants Management System updated.pdf

REQUEST FOR QUOTES (RFQ)

Cloud Solutions Providers

Issue Date:` March 3, 2025

Issued to: Participating Addendum Holders name and PA #for Cloud Solutions

Issuing Office: Oregon State Fire Marshal (Authorized Purchaser) Authorized Purchaser Contact Information

RFQ (Authorized Representative): Bethany Wachtler_______________ Address: 3991 Fairview Industrial Dr ______ Salem, OR 97302________________ Phone: 503-580-5382___________________ E-mail: Bethany.j.Wachtler@osfm.oregon.gov

OFFER DUE DATE AND TIME: March 14 March 28, 2025, at 3:00 PM _______

1. Introduction

Authorized Purchaser is issuing this RFQ for Cloud Services.

Estimated term for the Work Order Contract:

Cloud Service: 3 Years Setup and Customization: 2 Months

2. Background Information

The Oregon State Fire Marshal (OSFM) is seeking a Grant Management software application to manage the end-to-end lifecycle of Grants issued by the OSFM Grants unit. The OSFM Grants unit manages grant programs totaling nearly 80 million dollars. Investments into the Oregon Fire Service through the OSFM Grants unit are expected to increase if additional legislation is passed. The OSFM Grants unit is seeking software to assist in the management of their grant programs and the end-to-end grant Lifecyle. Our timeline for go-live is immediate.

mailto:Bethany.j.Wachtler@osfm.oregon.gov

More information regarding the OSFM Grant portfolio can be found at https://www.oregon.gov/osfm/wildfire/pages/investments-for-oregon.aspx

3. Scope of Services:

OSFM is asking for a description and three-year quote for a solution including:

1. Initial setup and configuration of the grants management platform

2. Initial training for OSFM administrators and grant managers

3. Grant configuration for the Community Wildfire Risk Reduction for the Built

Environment grant (guide attached)

4. Migration of existing grants data into the grants management platform

4. Ongoing support and subscription costs

The scope of services outlined in the RFQ includes the acquisition, configuration, and customization of a comprehensive grants management system to meet the unique needs of the

OSFM.

The scope includes the acquisition of:

1) Cloud Solution: Software must have the ability to support a minimum of between 225- 500 grant applications annually and 200-350 grant awards with a minimum of 200 external customers and a minimum of 4 internal administrative staff with features such as role based security, customizable grant management workflows, grant reporting, and financial reporting.

Related Services:

2) Set-up & Configuration Services:

a. Project planning and management of the system implementation

b. Implementation of a grants management system with the following capabilities

i. Application Management: Online submission, automated workflows, eligibility screening

ii. Grant Review & Evaluation: Customizable scoring, reviewer assignments, collaboration tools

iii. Award Management: Grant agreement tracking, fund disbursement, milestone monitoring

iv. Compliance & Reporting: Audit trails, document management, financial reporting, compliance tracking

v. User Access & Security: Role-based access control, data encryption, multi-factor authentication

vi. Integration & Scalability: API support, integration with financial and reporting systems

vii. Support & Maintenance: Ongoing support, training, system updates https://www.oregon.gov/osfm/wildfire/pages/investments-for-oregon.aspx

c. Reports & Dashboards: Create custom reports and dashboards based on OSFM’s specific needs. System must be able to log a variety of data elements for recall/reference/reporting.

d. Data Migration: Data migration services to facilitate the transfer of two years of existing data to the new system including 3 state grants and 1 federal grant.

e. Training Services: Contractor will conduct up to 8 hours of live, web-based training solution which may be recorded for future playback.

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 March 14, 2025 at ____3.00 PM_____.

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;

and a draft Statement of Work based upon the Scope of Services above.

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

c. Offers must include submission of the Pricing Sheet (Exhibit No. 1).

d. 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 five (5) years.

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 the needs,

• cost,

• security,

• GMS flexibility,

• Reporting ability

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 project entails the implementation of an approved comprehensive Grants Management System for the Oregon State Fire Marshal. This initiative aims to modernize and optimize the grant administration process, resolving current challenges associated with manual workflows. The GMS will centralize the application, approval, tracking and reporting processes and will ensure compliance with Federal and legislative requirements. The selected vendor must be able support OSFM from the planning and implementation stage through to ongoing maintenance. The software must be able to manage multiple OSFM grants from tracking multiple grant life cycles, grant requests, payments and grant record reporting.

Scope of Work:

1. Services

• Project Planning and Analysis: Meet with OSFM staff to collect data requirements for functionality and create implementation plan.

• Design and Architecture: Create data fields, workflow, grant structures, report features form versions. System must be fully functional cloud based and tailored to meet OSFM requirements.

• Testing: Conduct testing including but not limited to, integration, user acceptance, data query, financial scheduling and reporting, workflow for grant agreements.

• Implementation and Rollout: Migrate legacy data and go live. Provide any necessary tools to OSFM staff to ensure successful operation.

• Documentation and Training: Facilitate knowledge transfer, train OSFM staff on customizing documents, reports, etc.

Additional:

1. The solution must allow the creation of custom applications that include split logic in the questions

2. The solution must allow a grant program to be able to have different award paths that can be assigned to a grantee.

3. The solution needs the ability to manage multiple grants with different and overlapping timelines.

4. The solution must provide automated workflows for grant applications.

5. The solution must allow for tracking of sub-projects, scoring, and awarding within an individual grant award.

6. The solution must allow grant applications to be able to have partial awards assigned to them.

7. The solution must be able to have documents added to grants at any point in a grant lifecycle.

8. The solution must be able to log communications to/from the Grants Team and the grantees/applicants.

9. The solution must incorporate automated communications associated with the grant based on time and events.

10. The solution must support the addition of contract amendments to the grant at any point in the grant process.

11. The system can add internal tracking notes to grant applications.

12. The solution must be able to generate canned and custom reports based on any data element stored in the system.

13. The solution needs to be able to log a variety of data elements for recall/reference/reporting.

14. The solution must be able to import grants already in process for reporting purposes.

15. The solution must allow for a grant to be tracked over the course of its life (from initiation to the end of any required tracking).

16. The solution must allow a grantee or applicant the ability to be a grantee or applicant for different grants at the same time. (one organization profile for any number of grants in any part of the process) .

17. The solution must allow administrator users (OSFM grants team) to enter information into the grant on behalf of applicants.

18. The solution must allow one user to be able to apply for grants for multiple organizations (or EINs)

19. The solution must allow the applicant the ability to see the status of their application.

20. The solution must allow the grantees to report on required metrics for the grant to OSFM through the solution's portal.

21. The solution must allow users to apply via a mobile device.

22. The solution must have the ability for an applicant agency to save an application and come back to it for completion at a later date.

23. The solution must have the ability for applicants to apply online in the system using a saved profile (both agency/EIN profile and user profiles).

24. The solution must have the ability for multiple users to be able to work on the same grant.

25. The solution must have the ability to assign reviewers to an application for review/scoring.

26. The solution must have the ability to have applicant users and review users be the same person.

27. The solution should have a web based API allowing for programmatic access to the data and system functionality

28. The system must be able to send/receive email though the State of Oregon Exchange Online tenant

Acceptance Process for Deliverables:

Deliverable Submission: Vendor is responsible for submitting corresponding deliverables to OSFM including but not limited to design documentation, implementation plan, developed software modules, reports, and training materials.

Part II. Tasks and Deliverables

A. Tasks and Deliverables

• Kick off meeting with vendor – Planning, scheduling, implementation planning

• Project plan created by vendor

• System design document completed

• Grant system set up, configuration complete, grant applications configured

• Testing completed successfully

• Training completed

• System implementation to production o Deliverables will be received as each phase is completed and approved by OSFM

Desired Deliverable Schedule:

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. Special Considerations.

Uptime of software shall remain no less than 95%

Part IV. Pricing

Agency will pay Consultant a fixed, not to exceed (“NTE”) amount of $ 75,000 for all Services completed and Deliverables accepted by Agency, based on the following Deliverables delivered:

(Offeror to fill in pricing table) (add or remove lines as needed)

No. Description Amount Notes 1.1 1.2 2.1 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.1 3.11 3.12 3.13 3.14 4.1

No. Deliverable Description Due Date

1.1 Kickoff Call – Project Planning WOC Effective Date +4 Days

1.2 Project Plan Approved WOC Effective Date +7 Days

1.3 System Design Approved WOC Effective Date +21 Days

1.2 Configuration Complete WOC Effective Date +35 Days

1.3 Testing Completed Successfully WOC Effective Date +49 Days

1.4 Implementation and Training WOC Effective Date +60 Days

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

Part VI. Reference Check Form

Include at least one state agency, if possible, on your reference form 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 Cloud Software Obtained.

Score:

Comments:

2. Vendors role in set up of system and kick off.

3. Description of technical environment and complexity.

4. Description of vendor responsiveness to business needs and support to unpredicted issues that arose.

5. Describe your level of satisfaction with the provider and if given the opportunity, how likely would you use Offeror’s services again?

6. Please describe the strengths and weaknesses of the product. What would you change and why?

7. What is the length of time you have used this vendors software?

8. What was the length of time it took the vendor to complete set up process from purchase to go-live?

9. What rating from 1-10, 1 being not satisfied and 10 being extremely satisfied, would you give the provider?