REQUEST FOR QUOTES (RFQ) No. 6056 Best Value Analysis Process for:

Microsoft Power BI Services

Issue Date: December 10, 2024

Issuing Office: Oregon Health Authority Public Health Division

RFQ Contact

Information

(Authorized Representative): Katrina Augustus

Address: 500 Summer Street NE, E-03

Salem, OR 97301

Phone: 971-719-1054

E-mail: katrina.f.augustus@odhsoha.oregon.gov

Offer Due Date and Time: January 3, 2025, 3:00PM

Service Category: Service # Service Title

#6 Data Analysis and Reporting

6.3 Extract Transform Load (ETL) Development

6.4 Business Intelligence, Reporting and Analytics

Issued to:

1. Introduction

Authorized Purchaser is issuing this RFQ for Microsoft Power BI services:

1.) Data management and validation, 2.) Power BI reports and dashboard development, 3.) Data governance, and 4.) Professional Development.

The length of the Work Order Contract (WOC) is estimated to be 18 months with an approximate budget of $185,000.00, with the option for OHA to amend the WOC for additional time, compensation, and Services within the scope of this RFQ.

CONSULTANT MPSA # CONSULTANT MPSA #

Deloitte Consulting 8482 Plante Moran (formerly EKSH 8476) 8407

Microsoft Corporation 8487

2. Background Information

The Oregon Health Authority’s (OHA) mission is helping people and communities achieve optimum physical, mental, and social well-being through partnership, prevention and access to quality, affordable health care. OHA’s work is organized into three broad goals: Improve the lifelong health of all Oregonians, increase the quality, reliability, and availability of care for all

Oregonians and lower or contain the cost of care so it is affordable to everyone.

The Oregon Health Authority, Public Health Division, HIV/STD/TB (HST) Section analyzes and reports epidemiologic data on HIV, STD and TB infections, and develops, implements, administers and evaluates evidence-driven programs that aim to prevent HIV transmission and improve health outcomes for persons diagnosed with HIV. The HIV/STD/TB Section is the recipient of Health

Resources and Services Administration (HRSA), Ryan White Part B grant funds, and is responsible for the administration of the AIDS Drug Assistance Program (ADAP) in Oregon.

AIDS Drug Assistance Programs (ADAP programs) exist in every State and U.S. territory and are responsible for ensuring access to FDA-approved medications for vulnerable people living with

HIV, to support them in achieving viral suppression. Oregon’s ADAP, housed within OHA’s Public

Health Division, is locally branded as the CAREAssist Program.

The mission of CAREAssist is to improve the health of HIV+ Oregon residents by paying for insurance premiums and prescription/medical services co-pays. CAREAssist supports client viral suppression by minimizing or eliminating the financial barriers to accessing HIV care and treatment. CAREAssist is developing a new data system called OR Cares. The implementation of

OR Cares will change how the program meets its data analysis and reporting needs.

The purpose of this RFQ is to identify a vendor with expertise in the use of Microsoft Power BI software to assist CAREAssist in setting an initial structure to meet its data analysis, reporting and governance responsibility.

3. Scope of Services: The following scope of services are requested covering 1.) Data management and validation, 2.) Power BI reports and dashboard development, 3.) Data governance, and 4.) Professional development:

- Data Management and Validation o Review priority report topics/data needs.

o Document data content mapping for reporting.

o Evaluate data models/packages/reporting views.

o Create test scripts for validation of reporting database.

o Design data models/packages/reporting views to support reporting and dashboard efficiency.

- Power BI Reports and Dashboard Development o Design, develop, and deploy Power reports within the ORCares PowerBI reporting environment.

o Transition ongoing maintenance of said reports to the Public Health CAREAssist program staff.

o Hands-on group sessions for knowledge transfer of PowerBI report design, development, and maintenance transition to Public Health CareAssist program staff.

o Written documentation supporting the knowledge transfer of PowerBI report design, development, and maintenance transition to Public Health CareAssist program staff.

- Data Governance o Work with HIV/STD/TB staff to validate current Tableau governance structure currently in place and document the following components

▪ Data roles and responsibilities

▪ Data domains and critical data elements

▪ Data flow elements

▪ Key metrics/calcualations

▪ Data glossary/definitions

▪ Data security classifications

- Professional Development o Provide PowerBI technical training for reporting and dashboard to business staff.

o Mentor data staff/team on data management best practices.

o Mentoring session for future dashboard development and modifications.

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 December 18, 2024, at 3:00PM.

When appropriate, as determined by Authorized Purchaser in its sole discretion, revisions, substitutions, or clarifications of the RFQ will be sent electronically.

5. Quotation Submittal:

Quotes must be received on or before the Offer Due Date and Time at the location identified above to be considered. Quotes will not be accepted after the Offer Due Date and Time.

Quotes will be accepted electronically through OregonBuys, by e-mail, regular mail or hand delivery to the Authorized Representative identified above. Authorized Purchaser may extend the Offer Due Date when it is in the best interest of Authorized Purchaser.

Authorized Purchaser may reject all Quotes or to cancel this RFQ if in its sole determination, it is in the best interest of Authorized Purchaser.

6. Submittal Requirements:

a. Quotes must include a description of Offeror’s methodologies for providing the Services;

and a draft Statement of Work (Exhibit No. 3) and project timeline based upon the Scope of

Services above and estimated duration.

b. Quotes must include a description of Offeror’s Key Persons, other staff, and their experience. Offeror may include Key Persons resumes with quote submission not in lieu of the description.

c. Quotes must include a description of past projects Offeror has completed that are similar in scope to what is being requested in this RFQ. Similar in scope means installing and maintaining high level security systems in business or commercial facilities.

d. Quotes must include submission of the Pricing Sheet (Exhibit No. 1) based on the draft

Statement as created from section 3. Scope of Services. The Pricing Sheet must be signed by an authorized representative of the Offeror.

e. Quotes 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:

Quote 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 the evaluator’s determination of what best meets the needs of Authorized Purchaser taking into account the following considerations:

• Project understanding and experience, 30 points out of 100.

• Expertise and technical approach to project implementation, 30 points out of 100.

• References, 10 points out of 100.

• Availability and resource capacity, and 20 points out of 100; and

• Pricing, 10 points out of 100

Authorized Purchaser’s determination is final.

The Offeror with the most advantageous quote will be awarded a contract in a form substantially similar to the Work Order Contract attached as Attachment C to the MPSA. Authorized

Purchaser may negotiate contract terms and conditions with the successful Offeror.

EXHIBIT NO. 1

RFQ Pricing Sheet

Deliverable Description Due Date Cost

1.1

1.2

2.1

2.2

2.3

2.4

2.5

2.6

3.1

3.2

3.3

4.1

5.1

5.2

5.3

TOTAL MAXIMUM NOT-TO-EXCEED COST

EXHIBIT NO. 2

Reference Check Form

Proposer 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. Proposer’s role and functional area of Qualifying Engagement.

3. Description of technical environment and complexity.

4. Description comparing Qualifying Engagement to RFP Scope of Work.

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

EXHIBIT NO. 2

Statement of Work

PART I. BACKGROUND

Acceptance Process for Deliverables (Goods and Services):

Consultant will have full responsibility for the Tasks and Deliverables described in this SOW, and shall treat the Deliverables and associated Tasks as formal work requirements. A preliminary version of all Deliverables should be submitted to Authorized Purchaser for review and feedback prior to finalizing the Deliverable. Once complete, all Deliverables shall be submitted to

Authorized Purchaser for acceptance and approval.

If Authorized Purchaser determines that the Goods or Services do not meet the acceptance criteria, Authorized Purchaser shall notify Consultant in writing of Authorized Purchaser’s rejection of the

Services, and describe in reasonable detail in such notice Authorized Purchaser’s basis for rejection of the Services. Upon receipt of notice of non-acceptance, Consultant shall, within a 10 day period, modify or improve the Services at Consultant’s sole expense to ensure that the acceptance criteria, and notify Authorized Purchaser in writing that it has completed such modifications or improvements and re-tender the Services to Authorized Purchaser. Authorized Purchaser shall thereafter review the modified or improved Services within 10 days of receipt of Consultant’s delivery of the Services. Failure of the Services to meet the acceptance criteria after the second set of acceptance tests shall constitute a default by Consultant. Upon such default, Authorized

Purchaser may either (i) notify Consultant of such default and instruct Consultant to modify or improve the Services as set forth in this SOW, or (ii) notify Consultant of such default and in which case Consultant shall comply with this SOW.

Removal/Reimbursement. If the Services are rejected or acceptance is revoked, Consultant shall refund any Contract payments that have been made with regard to the Services, and shall (at

Consultant’s sole cost and expense) remove the Goods within seven (7) calendar days of receiving notice of rejection or revocation of acceptance.

Assumptions:

PART II. TASKS AND DELIVERABLES

A. Consultant Tasks and Deliverables:

Consultant shall:

Task No. 1:

Deliverable No. 1.1:

Deliverable No. 1.1 Due Date:

Deliverable No. 1.2:

Deliverable No. 1.2 Due Date:

Task No. 2:

Deliverable No. 2.1:

Deliverable No. 2.1 Due Date:

Deliverable No. 2.2:

Deliverable No. 2.2 Due Date:

Deliverable Schedule

Deliverable

No.

Description Due Date

1.1 Effective Date

+ xx days

1.2

2.1

2.2

B. Responsibilities of Authorized Purchaser:

PART III. SPECIAL CONSIDERATIONS

A. Consultant Key Persons:

B. Change Orders: Pursuant to the provisions of Section 9 of the MPSA, Authorized Purchaser may request additional Work from the Consultant as it directly relates to the scope of services described in this SOW. This SOW may be amended for circumstances including:

1. Adjustments to the SOW maximum not-to-exceed compensation;

2. Additional Work, Tasks and Deliverables, including those that become

3. apparent as the project progresses or for Optional Work as defined in Part II of this SOW.;

4. SOW time extensions.