6126-0 final.pdf

OregonBuys Open Market Bid# S-44300-00013963

REQUEST FOR QUOTES (RFQ)

Best Value Analysis Process for Mainframe Modernization - Financial

Systems Modernization

Issuing Office: Office of Contract & Procurement (OC&P) on behalf of the Oregon Health Authority (OHA)

Authorized Purchaser Contact Information

(Authorized Representative): Katrina F. Augustus

Address: ATTN: Office of Contracts & Procurement

500 Summer Street, Suite E03

Salem, OR 97301

Phone: (971) 719-1054

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

Offer Due Date and Time: May 22, 2025 @ 3:00PM PT

Issued to:

ITRAS CONSULTANT MPSA #

Gartner Inc. 8346

Info-Tech Research Group Inc. 8347

1. Introduction

Authorized Purchaser is issuing this RFQ for Information Technology Research & Advisory Services (“Services”) and intends to award one Work Order Contract (WOC) for the project described in this Request for Quotation (RFQ).

The length of the WOC is estimated to be no longer than 9 months and not to exceed (NTE)

$700,000, with the option for OHA to amend the WOC or RFQ for additional time, compensation, and Services within the scope of this RFQ.

ODHS’ Office of Contracts & Procurement is issuing this RFQ on behalf of OHA.

2. Definitions and RFQ Attachments and Exhibits

As used in this RFQ, these terms are defined as follows:

• "Agencies” refers to the Authorized Purchaser, Oregon Health Authority, Agency Operations, also referred to herein as “OHA” and the Oregon Department of Human Services “ODHS”.

• “Contractor” refers to the Offeror selected through this RFQ, or the selected Offeror.

• “Offer” or “Quote” refers to each response submitted by an Offeror in response to this

RFQ.

• “Offeror” refers to each contractor who submits a Quote / Offer in response to this RFQ.

• "Project” refers to the project described in Sections 2 through 4 for OHA’s implementation of certain data governance operating and resource models.

• “Tasks and Deliverables” refers to the tasks and deliverables required from the successful Offeror described in Section 4 below.

• “Services” means the Tasks and Deliverables that the successful Offeror (Contractor) will provide under the WOC awarded from this RFQ, within the category of Services defined in the Offeror’s MPSA for ITRAS services.

3. Project Overview

OHA is issuing this RFQ for a Contractor to provide ITRAS Specialized Services. Contractor’s Project Manager will leverage their expertise through the completion of foundational project work in support of an agency-wide implementation to include OHA and ODHS.

3.1 Schedule

EVENT DATE TIME (PT)

Issue RFQ May 23, 2025 By 3:00 PM PT

4 Background Information

The Oregon Health Authority (OHA) and the Oregon Department of Human Services (ODHS)

(“Agencies”) including the Office of Information Services (OIS) and the Office of Financial

Services (OFS) currently utilize and maintain Provider & Client Payment Systems on a COBOL mainframe platform first implemented in the 1970s. The COBOL programming code was written in a language that requires specialized knowledge that is becoming increasingly limited among people.

The mainframe currently facilitates the transactional processing of 1,000,000 client & provider payments, benefits eligibility determinations for 11,000 individuals, care provider authorizations for 45,000, and underlying utility functions for many programs within both the

ODHS and OHA such as ONE and the MMIS.

The Agencies intend to modernize the systems and applications currently hosted on the mainframe, which may include purchasing new software solutions, migrating existing code to new platforms, retiring existing systems, or some combination of these and other methods.

5 Scope of Services:

This RFQ seeks a Contractor to provide ITRAS Specialized Services to the Agencies by completing foundational benchmarking services. This initiative specifically focuses on:

• Reducing risk to our most vulnerable populations who receive critical health and human services payments; and

• Advancing state and agency strategic plans to modernize legacy systems, increase flexibility, scalability, and responsiveness to the platform.

The initial scope is financial management capabilities, and the Agencies intend to extend and develop existing business cases and other materials into a set of high-level requirements and supporting documents, to enable and carry out vendor and solution evaluation.

Due date for questions / requests for clarification (“Q&A”) May 29 , 2025 5:00 PM PT

Answers to questions / requests for clarification (approx.)

Approximately

May 30, 2025

5:00 PM PT

Quote due date and time June 6, 2025, by 3:00 PM PT

Notice of Intent to Award (approx.) To be determined

Notice of intent to award protest 7 calendar days after notice of intent to award announcement

Critical to Contractor’s work is its completion of foundational deliverables which align to the standard and expectations of the Agencies. Contractor shall ensure completion of various tasks and responsibilities essential to the success of the project. OHA expects Contractor to begin work within approximately 10 business days after execution of a WOC.

Specific tasks expected of Contractor are detailed in sections 5.1, 5.2 and 5.3 below. Services include:

• Phase 1: Strategy and Future State (5.1)

• Phase 2: Requirements/Future State Transformation (5.2)

• Phase 3: Evaluation and Analysis (5.3)

Note: The following scope statement is subject to revision and is intended to provide Offerors an understanding of the general scope of the Services to be required under the WOC and is not intended to be a final statement of Services that will be included in the WOC following negotiations with the selected Offeror.

5.1 Phase 1: Mainframe Modernization Program Strategy and Future State

Task 5.1.1 Current State Discovery, Develop Modernization Vision and Critical Success

Factors

Create a project plan to provide a comprehensive view of the project's goals, objectives, scope of work, milestones, risks and resources. This plan will serve to provide a foundational structure for the completion of the identified tasks and deliverables included in subsequent phases of this

RFQ.

1. Review relevant Agency information.

2. Establish governance for engagement.

3. Identify and resolve gaps in requested information.

4. Document scope for high level roadmap. Mainframe Modernization and impacted applications, interfaces, APIs or broader end state discussions.

5. Validate business and technical strategic drivers.

6. Define strategic guiding principles.

7. Identify key Agency and external participants, contributors and other constituents.

8. Evaluate current state of the Mainframe Modernization Program people, processes and systems.

Task 5.1.1 Deliverable: Project Overview Report, including critical success factors.

Task 5.1.2 Future State Benchmarking

1. Identify and articulate potential business and IT benefits (high-level).

2. Analyze and validate existing application rationalization materials.

3. Capture findings, implications, and recommendations to inform development of an options analysis for applications or functionality in-scope.

4. Develop executive and partner communication plans.

5. Identify internal and external stakeholders and develop stakeholder engagement plan.

6. Conduct up to ten (10) enterprise-wide business context benchmarking workshops for in scope capabilities.

7. Develop and refine modernization program roadmap.

8. Create Executive Summary and assist with read-out to leadership.

Task 5.1.2 Deliverable:

1. Future State Strategy Report

2. Documentation of Mainframe Modernization Program Roadmap

3. Executive Summary Report

5.2 Phase 2: Financial Systems Modernization (FSM) Project Requirements/Future State

Transformation

Task 5.2.1. Discovery

1. For each financial system capability, identify gaps, improvement opportunities, differentiating capabilities and benefits of change.

2. Create business capabilities model diagrams of key processes customized to the Agencies.

Task 5.2.1 Deliverables:

1. High Level Documentation of Business Scenarios

2. High Level Documentation of Requirements Matrix

3. Impacted Systems Analysis Report

Task 5.2.2. Future State Definition

1. Develop future state Financial System Modernization (FSM) ecosystem diagram.

2. Conduct up to ten (10) interviews to identify areas with relatively high process and/or role changes in target state.

3. Discuss future state operating model (e.g., decision rights, roles, supporting capabilities) needed to transition to the target state.

4. Determine where potential benefits can serve as levers for change.

5. Develop high-level requirements.

6. Evaluate target state architectural options and alternatives.

7. Evaluate marketplace applications and their integrations (including: ETL, API, ESB) using existing vendor research.

8. Document reporting, business intelligence/analytics requirements, analyze options.

9. Develop an evaluation framework.

Task 5.2.2 Deliverable: Documented Future State Solution Model

Task 5.2.3. Recommendation and Transformation

1. Summarize recommendations to optimize Financial Systems Modernization that will result in a more efficient, effective solution(s) and optimize integration with overall enterprise, including integration and continued adaptability to legislative priorities, state, and federal mandates. Weigh ability for team to maintain systems without need for further integrators post warranty period.

a. Process improvements.

b. Technology components.

c. Operating model

2. Develop high-level Roadmap, assumptions contingency plans and alternatives.

3. Identify risks and options.

4. Sequence initiatives to prepare for, implement, and transition to the target state over time, planning to use agile to achieve momentum.

5. Present/discuss Executive Summary to leadership and facilitate discussion on next steps.

Task 5.2.3 Deliverable: Change Impact Assessment & Recommendations Report

5.2.4 Transformation Roadmap and Executive Briefing

Integrates all Phase 2 findings into a cohesive execution plan, specifying timelines, resource requirements, risk management, and financials. Present the findings in an executive briefing.

The Executive Briefing will include but is not limited to:

• Prioritized sequence of initiatives (with rationale);

• Risk register and mitigation plans;

• Executive presentation/recommendations.

Task 5.2.4 Deliverable:

1. Documentation of Transformation Roadmap

2. Documentation of Risk Register and Mitigation Plan

3. Executive Briefing and Documented Recommendations

5.3 Phase 3: Evaluation and Analysis

Task 5.3.1 Evaluate vendors based on the scope of the FSM Solution

1. Develop a vendor benchmarking strategy, which identifies the criteria and respective weights that will be used to evaluate each vendor offering.

2. Create Vendor scorecard and Support OHA/ODHS in planning vendor scoring approach.

3. Evaluate vendor modules / solutions based on your (respondents’ research), scripted demonstrations and hands on lab sessions based on FSM requirements.

4. Conducting hands on Vendor Demos/Finalist Presentations by providing facilitation support for OHA/ODHS team, as needed, scripting demonstrations to ensure fit for purpose and key functionality.

5. Develop the Vendor Benchmark Report that captures respondents research (e.g., SWOT analysis).

6. Support OHA/ODHS with furthering the evaluation of the Benchmark Analysis based on the vendor demos and presentations.

7. Support OHA/ODHS in finalizing the vendor analysis as per evaluation model and review.

8. Provide benchmark analysis, including a vendor gap analysis and risk assessment for those gaps using existing vendor research and findings from prior and current phases.

9. Provide a final report and executive briefing presentation.

Task 5.3.1 Deliverable:

1. Vendor Benchmarking Strategy Document

2. Vendor Benchmark Report (Based on respondent’s research)

3. Vendor Scorecard Document

4. Final Report and Executive Briefing Presentation and Documentation

5.4 Summary of Key Deliverables

The Agencies have identified the following minimum Deliverables to be required from Contractor under the WOC. If Offeror proposes additional or different Deliverables, it should articulate the proposed benefit to Agencies of the Deliverables and associated Services.

Service Area/Scope of Services Section Deliverable Description & Key Components

Due Date

5.1 Phase I 5.1.1 Overview, incl. Critical Success Factors

Provides a foundational overview of the engagement scope, objectives, governance, and critical success factors for the modernization initiative. Establishes the initial engagement, identifies dependencies, and highlights any risks and assumptions.

This shall include but is not limited to;

• Project Overview Report, including critical success factors.

Before contract end date

5.1.2. Future state

strategy, Mainframe Modernization Program Roadmap, Executive summary report

Outlines of a high-level, phased approach to modernizing the mainframe environment. Details major initiatives, sequencing, dependencies, cost considerations, and risk mitigation strategies.

This shall include but is not limited to:

• Future State Strategy Report

• Documentation of Mainframe Modernization Program Roadmap

• Executive Summary Report

Before contract end date

5.2 Phase II 5.2.1 Business

Scenarios, Captures detailed requirements and business scenarios from discovery workshops/interviews. Establishes the

Before contract

Requirements Matrix & Impacted Systems Analysis functional and non-functional requirements to guide solution design.

This shall include but is not limited to:

• High Level Documentation of Business Scenarios

• High Level Documentation of Requirements Matrix

• Impacted Systems Analysis Report end date

5.2.2 Future State

Solution Model

Defines the conceptual/logical architecture for the future state, including recommended technologies and integrations. Explores multiple architecture alternatives and provides rationale for the chosen approach.

This shall include but is not limited to:

• Enterprise-wide workshop findings (up to 10 sessions);

• Documented Future State Solution Model

• Analysis of architectural alternatives (cloud, ETL, API, ESB);

• Alignment to standards & best practices;

• Trade-off decisions documented.

Before contract end date

5.2.3 Change

Impact Assessment & Recommendations

Evaluates the organizational and process impacts of the proposed future state. Provides strategies to optimize adoption and realize benefits.

This shall include but is not limited to:

• Change Impact Assessment & Recommendations Report

Before contract end date

5.2.4 Transformation Roadmap, Executive Briefing

Integrates all Phase 2 findings into a cohesive execution plan, specifying timelines, resource requirements, risk management, and financials. Culminates in an executive briefing.

This shall include but is not limited to:

1. Documentation of Transformation Roadmap

2. Documentation of Risk Register and Mitigation

Plan

3. Executive Briefing and Documented

Recommendations

Before contract end date

5.3 Phase III 5.3.1 Vendor

Evaluation Plan, Vendor Benchmark Report, Vendor Benchmark

Develops and executes a structured plan for evaluating vendor solutions. Generate evaluation criteria, facilitate vendor demos/presentations, performing independent reviews, and producing a final scoring report.

This shall include but is not limited to:

• Vendor Benchmarking Strategy Document

Before contract end date

Evaluations & Detailed Scoring Report

• Vendor Benchmark Report (Based on respondent’s research)

• Vendor Scorecard Document

• Final Report and Executive Briefing Presentation and Documentation

6 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 the Due Date and Time listed in Section 3.1.

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

7 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 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.

8 Submittal Requirements:

a. Quotes must include a description of Offeror’s approach for providing the Services; and a draft Statement of Work based upon the Scope of Services above.

b. As applicable based upon the Scope of Services, Quotes must include a description of Offeror’s Key Persons, other staff, and their experience. A minimum of 1 key staff member who has significant expertise with financial ERP systems/ SaaS in use by state government must be included.

c. As applicable based upon the Scope of Services, Quotes must include a description of past ITRAS services Offeror has successfully provided that are similar in scope to what is being requested in this RFQ (Comparable Services).

d. Quotes must include submission of the Pricing Sheet (Exhibit No. 1). The Pricing Sheet must be signed by an authorized representative of the Offeror. If the estimated quote for services exceeds the contract NTE detailed in section 1, Offeror should recommend alternatives to keep costs under the WOC NTE, if necessary.

e. Quotes must include three (3) references using the Reference Check Form (Exhibit No. 2).

References should be from customers for whom Offeror has provided Comparable Services within the past five (5) years.

9 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 price as well as the following considerations:

a. Experience:

b. Expertise,

c. References, and

d. Approach, schedule, availability and resource capacity.

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.

AUTHORIZED PURCHASER’S DETERMINATION IS FINAL, SUBJECT TO A TIMELY AWARD

PROTEST SUBMITTED BY AN ADVERSELY AFFECTED OFFEROR CONSISTENT WITH ORS

279B.410. The Authorized Purchaser will provide a seven (7) calendar day period following release of a Notice of Intent to Award, during which aggrieved Offerors may protest such award in accordance with the requirements in ORS 279B.410. The submitted protest must bear the signature of a company official authorized to represent Offeror’s interests. Offerors may use an electronic signature copy via email to satisfy the protest submission deadline. To be adversely affected, an Offeror must demonstrate that all higher ranked quotes were ineligible for selection. Authorized Purchaser will not consider a protest submitted after the deadline. Protests will be resolved according to Oregon Administrative Rules. Authorized

Purchaser will not consider protests that do not include the information required under ORS

279B.410.

EXHIBIT NO. 1

RFQ PRICING SHEET

Deliverable Description Cost

1.1

1.2

1.3

2.1

2.2

2.3

3.1

3.2

3.3

3.4

3.5

3.6

4.1

4.2

4.3

4.4

TOTAL MAXIMUM NOT-TO-EXCEED COST

EXHIBIT NO. 2

REFERENCE CHECK FORM

Proposer Name: __________________________________________

Reference Entity: __________________________________________

Reference Contact Name: __________________________________________

Contact Telephone Number: __________________________________________

Contact Email Address: __________________________________________

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 Services Provided.

4. Description comparing Qualifying Engagement to RFQ Scope of Services.

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

6. Any Additional Comments Concerning Proposer (Optional)