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STATE OF OREGON

COVER PAGE

Health Licensing Office

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S- 44300-00014496 for

SECURE REMOTE TESTING

Date of Issue: July 29, 2025

Opening Date and Time: August 30, 2025

Single Point of Contact (SPC): Dave Reynolds

Address: 635 Capitol St NE Ste 350 City, State, Zip Salem, OR 97301 Phone (voice) 503-503-871-4880 E-mail: David.reynolds@odhsoha.oregon.gov

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

3.1 MINIMUM QUALIFICATIONS (OPTIONAL)

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: 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 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

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

ATTACHMENT H: SOLUTION REQUIREMENTS SPREADSHEETS

ATTACHMENT I: DATA FLOW AND INTERFACES

ATTACHMENT J: STATEWIDE INFORMATION SECURITY STANDARDS

ATTACHMENT K: REQUIRED TRANSLATIONS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The Office of Contracts and Procurement (OC&P) and the Health Licensing Office, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for knowledge testing solution that can meet the needs for in-office testing, as well as extend the service out to the community through our secure, online feature-set.

The Health Licensing Office (HLO or “Office”) plays a vital role in safeguarding the health, safety, and rights of Oregon's citizens. This is achieved by ensuring that only individuals who meet the stringent qualifications and standards are authorized to practice in various health and related professions within the state. HLO is responsible for establishing regulatory standards, effectively communicating these standards to relevant practitioners, and ensuring strict compliance.

The Office oversees multiple professions, such as cosmetology, mental health counseling, and massage therapy, to name a few, and conducts thorough background checks, evaluates credentials, and monitors ongoing professional conduct to maintain high-quality care and services for the public.

In addition, HLO conducts inspections of licensed facilities, responds to and investigates citizens’ complaints, and disciplines practitioners found in violation of state law and administrative rule.

HLO's primary purpose is to provide more unified and standardized regulatory oversight that results in greater regulatory accountability and efficiency. The Office oversees licensing and regulation of multiple health and related professions represented by 16 volunteer citizen boards, councils and programs. The volunteer citizen boards and councils of HLO provide profession-specific expertise and consultation but are not responsible for central operations.

As a state citizen protection office, HLO plays a leading a citizen protection role in the State of Oregon by safeguarding the more than 4 million Oregon citizens who purchase services from professionals and businesses licensed by the office.

The HLO ensures qualification standards and ongoing professional requirements for more than 73,500 active authorizations (practitioners, facilities and independent contractors).

The Health Licensing Office is part of the Oregon Health Authority, under the purview of the Public Health Division.

Office Goals

• Provide excellent customer service to all applicants, clients and stakeholders.

• Promote a positive business environment by reducing barriers to professional practice.

• Actively promote citizens protection through education, enforcement and partnerships.

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

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be 2 years with options to renew up to a cumulative maximum of 10 years.

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 Questions / Requests for Clarification Due August 27 2025 5:00PM Answers to Questions / Requests for Clarification Issued (approx.) within 36 hours

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page Opening of Proposal August 30, 2025 5:00 PM Presentations, Demonstrations, or Interviews Available times PST:

August 13, 2025, 9 to 10 am August 13, 2025, 11:00 to 12Pm August 13, 2025, 2 to 3pm August 14, 2025, 9 to 10 am August 14, 2025, 11 to 12 pm August 14, 2025, 2 to 3 pm

August 13, and 14, 2025

Issuance of Notice of Intent to Award (approx.) September 11, 2025

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

2.1 AUTHORITY AND METHOD

The Oregon Department of Human Services, Shared Services (“OHA”), is issuing this Request for

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Proposal, under the provisions of ORS 279B.060 and Tiered Delegation REQ-10000-000020921, for Testing Solutions.

2.2 DEFINITION OF TERMS

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

Terminology specific to the OregonBuys system may be found at: OregonBuys

Accessibility: Means ensuring that the online testing platform is usable by people with a wide range of abilities and disabilities.

Customization: Means the ability to tailor the online testing platform to meet specific needs, such as adding custom branding or modifying test formats

Data Privacy: Means compliance with laws and regulations regarding the protection of personal information collected during online testing.

Integration: Means the ability of the online testing platform to work seamlessly with other systems, such as Learning Management Systems (LMS) or Student Information Systems (SIS).

Online Testing Platform: Means a web-based application used to administer, manage, and report on tests and assessments.

Reporting: Means tools and features that allow administrators to generate and analyze test results and other relevant data.

Scalability: Means the ability of the online testing platform to handle an increasing number of users, tests, or data without performance degradation.

Security: Means measures taken to protect the integrity, confidentiality, and availability of test content, user data, and results.

User Interface (UI): Means the designs and layout of the online testing platform, including how users interact with it.

Technical Support: Means assistance provided to users and administrators for troubleshooting and resolving issues with the online testing platform.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The goal of this project is to develop and implement a new knowledge testing solution that will replace the existing system. This new solution is designed to meet the needs for both in-office https://oregonbuys.gov/bso/

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2.3.2 Project Overview and Background

The current knowledge testing system has been in use for several years and has become outdated. It lacks the flexibility and security features required to support modern testing needs, both within the office and for remote users. The limitations of the old system include:

1. Inadequate Security: The existing system does not provide the necessary security measures to protect sensitive data during online testing.

2. Limited Accessibility: The current system is not optimized for remote access, restricting its use to in-office environments only.

3. Outdated Technology: The technology stack used in the old system is outdated, leading to frequent maintenance issues and reduced performance.

2.3.3 Purpose

OHA aims to enhance its knowledge testing capabilities to support both in-office and online environments. Here’s a high-level overview of the Agency’s goals and what we wish to achieve from this RFP:

1. Improve Testing Efficiency: Streamline the process of creating, administering, and scoring tests to save time and resources.

2. Enhance Accessibility: Ensure that testing solutions are accessible to a diverse population, including those in remote or underserved communities.

3. Ensure Security and Compliance: Implement Certified security measures to protect sensitive data and comply with relevant regulations.

4. Support Data-Driven Decisions: Utilize detailed analytics and reporting to inform policy and operational decisions.

5. Promote Equity: Ensure that the testing process is fair and equitable for all participants.

2.4 SCOPE OF WORK/SPECIFICATIONS

This Scope of Work (SOW) establishes the parameters for developing and implementing a new knowledge testing solution for the OHA. This document is intended to serve as a guide for the RFP, describing what OHA is seeking from potential vendors. It will provide a foundation for what can be amended into the Contract at a later date.

2.4.1 Objectives

1. Comprehensive Solution: Acquire a solution that supports both in-office and online testing with a seamless user experience.

2. Scalability: Ensure the solution can scale to meet the growing needs of the community and adapt to future requirements.

3. Integration: Integrate with existing systems and workflows to minimize disruption and enhance efficiency.

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4. Vendor Expertise: Partner with a vendor that has a proven track record in delivering similar solutions and that can provide ongoing support and training.

5. Cost-Effectiveness: Achieve these objectives within a budget that provides value for money.

6. Enhanced Security: Implement advanced security protocols to ensure data protection during both in-office and online testing.

7. Improved Accessibility: Develop a user-friendly online platform that allows users to take tests securely from any location.

8. Modern Technology: Utilize the latest technology stack to improve system performance, reliability, and maintainability.

Key Features

a. Secure Online Testing: A robust online platform with secure login and data encryption to protect user information.

b. User-Friendly Interface: An intuitive interface that simplifies the testing process for both administrators and test-takers.

c. Scalability: The ability to scale the system to accommodate a growing number of users and tests.

d. Comprehensive Reporting: Advanced reporting features to track test results and performance metrics.

e. Implementation Plan.

The project will be executed in the following phases:

a. Requirement Analysis: Gather detailed requirements from stakeholders to ensure the new system meets all needs.

b. Design and Development: Create the system architecture and develop the new solution using modern technologies.

c. Testing and Quality Assurance: Conduct thorough testing to ensure the system is secure, reliable, and performs well.

d. Deployment and Training: Deploy the new system and provide training to users and administrators.

e. Maintenance and Support: Offer ongoing support and maintenance to address any issues and ensure the system remains up to date.

This new knowledge testing solution will not only replace the old system but will also provide a more secure, accessible, and efficient platform for both in-office and remote testing needs.

By achieving these goals, the OHA aims to improve the overall quality and effectiveness of its knowledge testing programs, ultimately leading to better health outcomes for the community.

2.4.2 Scope of Services

a. Development and Implementation

b. Design and develop a secure, user-friendly online testing platform.

c. Ensure compatibility with in-office testing infrastructure.

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d. Implement robust security measures to protect user data and test integrity.

2.4.3 User Accessibility

a. Provide accessible and intuitive interfaces for both HLO staff and applicants.

b. Ensure the system is accessible to users with disabilities, in compliance with relevant standards and regulations.

2.4.4 Test Management

a. Develop features for initiating and monitoring tests.

b. Generate comprehensive reports on test results for HLO staff.

2.4.5 Community-Based Services

a. Extend testing services to the community through a secure online platform.

b. Implement features that allow for remote testing while maintaining test security and integrity.

2.4.6 Support and Maintenance

a. Provide ongoing technical support and maintenance for the new system.

b. Ensure regular updates to address any issues and improve functionality.

2.4.7 Specifications

a. Security: Implement industry-standard encryption and security protocols to protect all data.

b. Scalability: Design the system to handle an increasing number of users without compromising performance.

c. Interoperability: Ensure compatibility with existing systems and infrastructure.

d. Accessibility: Comply with ADA standards and other relevant accessibility guidelines.

e. User Training: Provide comprehensive training materials and support for users.

The Scope of Work outlined above aims to provide a clear description of the Oregon Health Authority's requirements for a new knowledge testing solution. This solution will replace the existing system and extend testing services to the community through a secure online platform, ensuring both in-office and remote access.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered, proposers must demonstrate capabilities in the following areas:

a. Test Creation & Management – Maintain a diverse question bank with multiple formats, randomized delivery, and customizable templates.

b. Administration & Delivery – Provide scheduling, access control, proctoring options, and

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c. Security Features – Ensure secure logins, data encryption, IP restrictions, and browser lockdown functionality.

d. Scoring & Reporting – Support automated and manual grading, detailed analytics, and instant feedback.

e. Integration & Compatibility – Integrate with Learning Management Systems (LMS), provide API access, and ensure mobile compatibility.

f. User Experience – Offer customization, accessibility features, and user support.

g. Compliance & Standards – Meet regulatory requirements (e.g., GDPR, HIPAA, FERPA) and support standardized testing.

3.2 MINIMUM SUBMISSION REQUIREMENTS

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

3.2.1 Administrative Proposal (250 Points) (see section 3.3.2)

Proposer Information and Certification Sheet (Attachment C) Disclosure Exemption Certification (Attachment B) SUBMISSION IS REQUIRED EVEN IF

PROPOSER IS NOT IDENTIFYING ANY CONFIDENTIAL OR PROPRIETARY INFORMATION AND

DATA FOR NONDISCLOSURE.

• Executive Summary

• Security Statement

• Proposer’s Organization Profile

• Experience and Capabilities

• Key Persons, Organizational Chart, Subcontractors

• Reference Check Form (Attachment D)

• Underlying Agreements

• Value Added Services

3.2.2 Technical Proposal (50 Points) (see section 3.3.3.1)

Overall Solution and Security Technical Information Solution Delivery Approach, addressing the Scope of Services set forth in Section 2.4 above, including:

• Project Management

• Requirements Analysis and Design

• Infrastructure Set-Up / Configuration

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• Data Migration and Conversion For a detailed breakdown of the requirements, please refer to Section 3.10 and Attachment I.

• Testing

• System Security Plan Development Support

• Training

• Implementation Support Page

• Operations and Maintenance Support (O&M)

• Enhancement Support

3.2.3 Price Proposal (Scored) 100 points (see section 3.3.3.2).

Price Proposal (Attachment E)

3.2.4 Solution Requirements Response (Attachment H) (360 Points) (see section 3.3.3.3)

3.2.5 Statewide Information Security Standards Response (Attachment J) (35 Points) (see section 3.3.4) Proposers shall confirm that they comply with all the requirements of the attachment.

They should clearly state their compliance in their proposal. If there are any specific actions or documentation required, those should be included as well.

3.2.6 Proposer Information and Certification Sheet (Not scored)

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.

3.2.7 Disclosure Exemption Certification (Attachment B) (Not Scored) Required whether or not confidential materials are identified. Include both redacted and unredacted versions if applicable.

3.2.8 Proposal Page Limits

Proposal is limited to 50 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:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms

• Price Proposal (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

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3.2.9 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 https://oregonbuys.gov/bso/ for electronic submission.

Proposer must 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.

Other Electronic Media Response

If Proposer elects to submit its Proposal using other electronic media, Proposer must 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, on USB drive, DVD, or CD in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 10 megabytes. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer must submit a fully redacted version of its Proposal, clearly identified as the redacted version.

Proposer must submit its Proposal in a sealed package addressed to the SPC with the Proposer’s name and the OregonBuys bid number clearly visible on the outside of the package.

The total combined size of the Proposal and Cover sheet should be compressed so it does not exceed 10 megabytes.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer must submit a fully redacted version of its Proposal, clearly identified as the redacted version.

Proposer shall submit its Proposal in a sealed package addressed to the SPC with the Proposer’s name and the OregonBuys bid number clearly visible on the outside of the package.

3.2.10 Authorized Representative

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

https://oregonbuys.gov/bso/

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3.3 PROPOSAL REQUIREMENTS, EXPERIENCE, AND EVALUATION CRITERIA

3.3.1 Proposers must submit a complete and responsive Proposal that addresses all goods and services described in this RFP. Proposals that simply restate the RFP requirements without providing meaningful narrative or detail will be considered non-responsive and excluded from evaluation.

The Proposal must be clear, concise, and free of unnecessary marketing or promotional materials.

Content should prioritize clarity, alignment with RFP instructions, and the utility of the proposed solution.

3.3.2 Administrative Proposal (Pass/Fail or Mandatory) 250 Points from section 3.2.1

• Executive Summary (50 points): A succinct overview (max 3 pages) summarizing the proposed Solution’s functionality, value proposition, and how it fulfills RFP needs.

• Security Statement (50 Points): Demonstrates Proposer’s compliance with State security requirements, including agreement to background checks, alignment with NIST 800-53 standards, and willingness to sign NDAs (see section 3.3.3).

• Proposer’s Organization Profile (50 points): Organizational Profile and Qualifications Overview of Proposer’s structure, key office locations, and team composition. Description of subcontractor relationships and business continuity planning. Scored on completeness, presentation, relevance, experience, and alignment with State objectives.

• Experience and Capabilities (50 points): Proposers must demonstrate experience implementing comparable systems (preferably for government clients) within the past two years. Systems must be currently operational, meet implementation time and budget goals, and include successful data migration.

• Key Persons, Organizational Chart, Subcontractors (40 Points): Attachment D Resumes and role descriptions for assigned staff (limit 2 pages per resume) highlighting relevant expertise and their role in delivering the Solution.

Organizational chart required.

• Reference Check Form (Attachment D) (10 points): Three recent client references.

Agencies will attempt contact up to three times per reference. Reference scoring will augment experience and personnel evaluations.

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3.3.3 Security Statement (Mandatory, Scored): Demonstrates Proposer’s compliance with State security requirements, including agreement to background checks, alignment with NIST 800-53 standards, and willingness to sign NDAs see section 3.3.2

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/Documents/2019StatewideInformationAndCyb erSecurityStandardsV1.0.pdf

• Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf

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

3. Proposer shall certify that Proposer’s information security standards are in alignment with

NIST 800-53.

4. Proposer shall protect at all times State of Oregon sensitive material.

3.3.3.1 Technical Proposal (50 Points)

Overall Solution and Security Technical Information

Solution Delivery Approach, addressing the Scope of Services set forth in Section 2.4 above, including:

• Project Management

• Requirements Analysis and Design

• Infrastructure Set-Up / Configuration

• Data Migration and Conversion: For a detailed breakdown of the requirements, please refer to Attachment I.

• Testing

• System Security Plan Development Support

• Training

• Implementation Support Page https://www.oregon.gov/das/Policies/107-004-140.pdf https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf http://www.oregon.gov/das/policies/107-004-150.pdf

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• Operations and Maintenance Support (O&M)

• Enhancement Support

3.3.3.2 Price Proposal (Scored) 100 points. From section 3.2.3 (Attachment E) Submitted via OregonBuys using Attachment E. 5-YEAR TOTAL COST OF OWNERSHIP MUST BE

CLEARLY CALCULABLE.

Must include cost breakdown for all activities and roles, detailed pricing for travel, materials, support, licenses, and services.

3.3.3.3 Solution Requirements Response (Attachment H) (360 Points) (from Section 3.2.4)

3.3.4 Statewide Information Security Standards Response (Attachment J) (35 Points) (From section 3.2.5) Proposers shall confirm that they comply with all the requirements of the attachment. They should clearly state their compliance in their proposal. If there are any specific actions or documentation required, those should be included as well.

3.3.5 Project Implementation Plan (Narrative Requirement) (100 Points)

• Detailed plan aligning with the Scope of Work, including:

• Project management and communication methods

• Requirements gathering and design process

• Infrastructure, configuration, and disaster recovery

• Data migration/testing

• System security plan support

• Training approach

• Implementation and rollout strategy

• Ongoing operations, maintenance, and enhancement support

3.3.6 Demonstration of proposed system (500 Points) see section 4.10.1.9

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system

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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 or not 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 not be held for this RFP.

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:

• Be delivered to the SPC via an OregonBuys submission, email, or hard copy;

• 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

4.4.1 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 proposed 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.

4.4.2 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.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email, , or hard copy;

• Reference the OregonBuys bid number.

https://oregonbuys.gov/

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• 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

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency 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 Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor 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, or hard copy delivery 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 https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 54 late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. 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 pursuant to OAR 125-247-0630.

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.

• 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

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 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 Qualifications) and Section 3.2 (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.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

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

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4.10.1.9 Demonstration (500 Points)

Proposers are required to prepare and facilitate demonstrations. The purpose of each demonstration is to view an actual installed/running system and to provide an opportunity for Agency to meet and question the proposed Key Persons.

Proposer must demonstrate at least one (1) product or system that is similar to the Solution or system being proposed. Proposer will demonstrate system functionality per the below table.

Proposer is responsible for scheduling one (1) hour to perform the demonstration at one of the dates and times in the schedule of events in Section 1.2. There are six times available.

The State reserves the right to add additional sessions and to adjust the timeframes.

Vendor Demonstrations Schedule

To allow proposers the opportunity to present and demonstrate their proposed online testing system, the State of Oregon will schedule two demonstration days with a total of 6 time slots. Each proposer will be required to select a one-hour time slot within these two designated days for their demonstration.

The purpose of the demonstration is to provide a live, interactive overview of the proposed system, showcasing its functionality, user experience, and compliance with the stated requirements. Demonstrations will be conducted virtually/in person (adjust as needed) and must be scheduled in advance.

Detailed instructions for scheduling a time slot will be provided upon confirmation of proposal submission. The demonstration schedule will adhere to the following guidelines:

⦁ Proposers must select a one-hour slot within the three available daily demonstration days (2 days six time slots available).

⦁ Demonstrations should focus on key functionalities, security protocols, and overall system capabilities.

⦁ The State of Oregon reserves the right to request additional information or clarification based on the demonstration.

Failure to participate in the scheduled demonstration may result in a reduction in evaluation scoring or disqualification from consideration. Proposer must e-mail the SPC at least three business days prior to the first demonstration time listed in Section 1.2 to schedule its preferred time. Demonstrations will be scheduled on a first come first serve

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Proposer must set up the demonstration at Proposer’s site along with a web application that will allow the evaluation committee to view and participate in the demonstration.

Although the State prefers a Microsoft Teams meeting environment, it is possible to accommodate other environments (such as WebEx, GoToMeeting, Adobe Connect, etc.). If Proposer requires another environment, Proposer must submit its webinar connection details to the SPC at the email listed on the cover page at least three Business Days in advance of its scheduled demonstration session so that the State can test the connection.

The evaluation committee will review the demonstration and may also ask Proposer questions about the proposed Solution and Services.

The demonstration must address each of the following categories:

Demonstration Category Description

System Overview Introduction to the system, its purpose, and key features.

User Interface (UI) Demonstration of the system's user interface.

Functionality Demonstration of the system's core functionalities. This portal must be compliant with ADA requirements, which includes assistive technologies for the vision or hearing-impaired.

Customization Demonstration of customization options.

Integration Demonstration of how the system integrates with other tools and systems.

Security Demonstration of the system's security features.

Reporting and Analytics Demonstration of reporting and analytics capabilities.

Support and Maintenance Information on support and maintenance services.

Scalability Demonstration of the system's scalability.

Cost and ROI Overview of costs and return on investment.

User Training Description: Information on user training and resources.

Translations

Online testing platform's presentation in multiple languages.

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4.10.2 PREFERENCES

4.10.3 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 5% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.10.4 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.

4.10.5 Recycled Materials

Agency 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.

4.10.6 Tiebreakers

If Agency 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

Proposals will be evaluated on the criteria listed in the table below. Scores are the points assigned by each evaluator. The maximum points possible for each evaluation item are listed in the table below.

https://www.naspo.org/reciprocity1

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Evaluation Item Maximum Points Available

3.3.2 Administrative Proposal (Pass/Fail or Mandatory) 250 Points from section 3.2.1

• Executive Summary: 50

• Security Statement (Section 3.3.3): 50

• Proposer’s Organization Profile: 50

⦁ Experience and Capabilities: 50

⦁ Key Persons, Organizational Chart, Subcontractors 40

⦁ Reference Check Form (Attachment D) 10

3.3.3.1 Technical Proposal (50 Points) 50

3.3.3.2 Price Proposal (Scored) 100 points. 100

3.3.4 Statewide Information Security Standards Response

(Attachment J) (35 Points)

3.3.5 Project Implementation Plan (Narrative Requirement) (100 Points)

3.3.6 Demonstration of proposed system (500 Points) see section 4.10.1.9

Failure to attend demonstration will result in zero points for this category

Total 1035

Evaluation Criteria The committee will apply the following ratings to each area of the proposers' proposals based on their quality and compliance with the requirements:

90-100%: OUTSTANDING

• Response meets all the requirements and demonstrates thorough knowledge and understanding of the subject matter and project.

• The proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

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60-89%: VERY GOOD

• Response provides useful information and shows experience and knowledge within the category.

• Demonstrates above average knowledge and ability with no apparent deficiencies noted.

50-60%: ADEQUATE

• Response meets all requirements in an adequate manner.

• Demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the proposer.

10-49%: FAIR

• Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

0-9%: RESPONSE OF NO VALUE

• An unacceptable response that does not meet the requirements set forth in the RFP.

• Proposer has not demonstrated knowledge of the subject matter.

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and 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 4.10.2 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.

4.12 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 reference score.

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.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent

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NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency 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

4.12.1 Competitive Range Determination

If Agency, 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.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

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• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract/Price Agreement Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email, or hard copy;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted 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.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

http://sos.oregon.gov/business/pages/register.aspx

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5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award…