5957-0 BAFO - S-44300-0012349 SWAN RFP.pdf

Oregon Health Authority (OHA)

RFP S-44300-00012349

SWAN FileMaker Maintenance & Enhancement Amendment 5: BEST AND FINAL OFFER

1. RFP Amendment Purpose

OHA is requesting each Proposer to submit a BEST and FINAL Offer (BAFO) to replace Part 1 of the Cost Proposal (and optionally, Part 2) submitted in response to Request for Proposals S-44300- 00012349 for SWAN FileMaker Maintenance & Enhancements (the “RFP”).

OHA has completed its initial evaluation of the proposals received in response to the RFP. Based on its review of the Cost Proposal portion, OHA determined that Proposers may have interpreted the directions in RFP Attachment E – Cost Proposal, Part 1 in different ways. Therefore, pursuant to RFP Section 4.12, OHA is requesting each Proposer submit their Best and Final Offer based on the information provided below, to replace their original Cost Proposal.

2. Information required for Best and Final Offers.

Unless otherwise specified, the following information is required for all Proposals to qualify for further consideration:

a. Total Contract Price. State the proposed total, not-to-exceed, compensation (NTE) amount for services to be performed over the anticipated five-year contract term:

b. Annual Breakdown of Hours. Based on the description of work in RFP Attachment A-1, Statement of Work, provide the following information:

i. Section 1. Monthly Services and Section 2. Ongoing Maintenance and Support: Provide the total number of hours proposed to substantially complete the services described over a one-year period: _____________________

ii. Section 3. Enhancements: Provide total hours remaining for Enhancement work in that one-year period (not to complete all Enhancements, but hours available to use for Enhancement work):

iii. Optional: Proposers are offered an opportunity to revise Part 2 of their Cost Proposals.

Proposers are encouraged to review their Part 2. Cost Proposals and may submit revised hourly rates as requested in the RFP.

BAFO Proposals that do not include complete responses to Items 2.a and 2.b. of this this RFP Amendment 5 will be considered non-responsive and will be rejected. BAFO Proposals of Proposers that do not submit this information timely will be rejected.

3. BAFO Scoring

Upon receipt of the Best and Final Offers, the SPC will conduct the BAFO price evaluation, which is based on mathematical processes, as follows:

Section 2.a is worth a total of 30 price points

The SPC will award a price score to each BAFO Section 2.a Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the

OHA RFP S-44300-00012349, Amendment 5 2 following formula:

lowest price of all Proposers X points possible (30) = BAFO score price being scored

Section 2.b is worth a total of 15 price points

The SPC will award a score to each BAFO 2.b Proposal based upon the percentage of the proposed hours for proposed in BAFO subsection 2.b.i. as compared to the lowest number of hours proposed among Proposers using the following formula:

lowest hours of all Proposers X points possible (15) = BAFO score hours being scored

Section 2.c is worth a total of 45 price points. The SPC will award a price score for this section as described in Section 4.10.3.2 of the RFP. Proposers that do not submit a change to this Section will be awarded up to 45 points based on the answers previously submitted.

Scoring for each section will be added together for a total score out of a maximum of 90 price points.

4. Further Evaluation

Agency may make a written determination that it is in Agency's best interest to conduct additional discussions or change Agency's requirements and require another submission of Best and Final Offers. Otherwise, no discussion of or changes in the Best and Final Offers may be allowed prior to award.

5. RFP Amendment Submission Requirements

Best and Final Offers must be submitted by 3:00 PM on March 4, 2025.

Submit your BAFO response to the Sole Point of Contact (SPC), Traci Friedl, by email as showed here:

To: traci.j.friedl@odhsoha.oregon.gov From: [Proposer email] Subject: [Proposer Name] - S-44300-00012349 BAFO

Notwithstanding the due date for Best and Final Offers prescribed in this Amendment #5, all other Proposal Requirements prescribed in the RFP remain in effect.

6. RFP Amendment Protest

Any Proposer may submit written protest of particular provisions contained in this Amendment #5 to the Single Point of Contact at the email provided in Section 5, above, no later than 5:00 PM (Pacific Time) on February 27, 2025. Written protests of a particular provision contained in this Amendment must meet the requirements identified in RFP Section 4.4.2 regarding protests of RFP amendments.

mailto:traci.j.friedl@odhsoha.oregon.gov