6175- S-44300-00017084 RFP Main Document.pdf

RFP S-44300-00017084- NCQA-CERTIFIED VENDOR TO PRODUCE AND REPORT CERTIFIED HEDIS® AND

NON-HEDIS MEASURES

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STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-44300-00017084 for

NCQA-CERTIFIED VENDOR TO PRODUCE AND REPORT

CERTIFIED HEDIS® AND NON-HEDIS MEASURES

Date of Issue: 09/28/2026 Opening Date and Time: 11/06/2026 @ 12:00 pm PT

Single Point of Contact (SPC): Enrique Rodriguez, Procurement & Contracts Specialist

Address: 500 Summer St, Suite E03 City, State, Zip Salem, OR 97301 Phone 503-569-8279 E-mail: enrique.rodriguez@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.

mailto:enrique.rodriguez@odhsoha.oregon.gov

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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

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 OREGONBUYS

4.3 PRE-PROPOSAL CONFERENCE

4.4 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.5 SOLICITATION PROTESTS

4.6 PROPOSAL DELIVERY OPTIONS

4.7 PROPOSAL MODIFICATION OR WITHDRAWAL

4.8 PROPOSAL DUE

4.9 PUBLIC OPENING

4.10 PROPOSAL REJECTION

4.11 EVALUATION PROCESS

4.12 EVALUATION SUMMARY: POINT AND SCORE CALCULATIONS

4.13 ROUND 1 RANKING OF PROPOSERS

4.14 NEXT STEP DETERMINATION

4.15 ADDITIONAL ROUNDS

4.16 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

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 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A: SAMPLE CONTRACT

O EXHIBIT A: STATEMENT OF WORK

O EXHIBIT B: INSURANCE REQUIREMENTS

O EXHIBIT C: CERTIFICATION STATEMENT FOR INDEPENDENT CONTRACTOR

O EXHIBIT D: CONTRACTOR’S PERSONNEL EXHIBIT E: CONTRACTOR’S

PERSONNEL

O EXHIBIT E: AGENCY’S PERSONNEL

O EXHIBIT F: RESERVED

O EXHIBIT G: RESERVED

O EXHIBIT H: FEDERAL TERMS AND CONDITIONS

O EXHIBIT I: SECURITY REQUIREMENTS

ATTACHMENT B: DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C: PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D: REFERENCE CHECK FORM

ATTACHMENT E: PRICE PROPOSAL

ATTACHMENT F: CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G: RESPONSIBILITY INQUIRY

ATTACHMENT H: SOLUTION REQUIREMENTS

ATTACHMENT I: SERVICE LEVEL AGREEMENT

ATTACHMENT J: SOLUTION SECURITY REQUIREMENTS

ATTACHMENT K: DIGITAL ACCESSIBILITY NARRATIVE

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, (“Agency” or “OHA”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for a NCQA-certified vendor to produce, certify, and report ~30 HEDIS® and 14 non-HEDIS measures for the Oregon Health Plan.

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 5 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

Pre-Proposal Conference October 8, 2026 1:00 PM

Questions / Requests for Clarification Due October 16, 2026 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) October 21, 2026

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal Same as Cover Page

Presentations, Demonstrations, or Interviews TBD

Issuance of Notice of Intent to Award (approx.) December 18, 2026

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

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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

Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation REQ-1000-00020921 (as amended).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

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_

• HEDIS® means Healthcare Effectiveness Data and Information Set

• NCQA means National Committee for Quality Assurance

• CCO means Coordinated Care Organization

• CMS means Centers for Medicare & Medicaid Services

• Homegrown Measures means OHA-developed, non-standardized measures

• Hybrid Measures means Measures using both administrative data and medical record review

• A “measure” means a standardized health care quality calculation that evaluates access to or quality of care delivered by a provider or organization.

• HEDIS® measures means a subset of health care quality measures developed, stewarded, and copyrighted by the National Committee for Quality Assurance

(NCQA).

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

OHA is the state agency responsible for improving the lifelong health of Oregonians. Within OHA, the Health Policy & Analytics Division (HPA) leads efforts https://oregonbuys.gov/bso/

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HPA’s Quality Measurement, Surveys, and Reporting (QMSR) team oversees the development, certification, and reporting of health care quality measures for the Oregon Health Plan (OHP), Oregon’s Medicaid program. These measures support accountability for Coordinated Care Organizations (CCOs) and inform both state and federal stakeholders, including the Centers for Medicare & Medicaid Services

(CMS).

2.3.2 Project Overview and Background

To meet evolving federal and state requirements, OHA must produce certified, accurate, and timely health care quality measures, including HEDIS® and homegrown (OHA-developed) metrics.

With NCQA certification now required for HEDIS® measure production, OHA is seeking to contract with a certified vendor to ensure compliance, improve efficiency, and expand reporting capabilities. This transition will allow OHA to focus on higher-value activities while maintaining high standards for data quality, security, and reporting.

Agency is committed to providing equitable access to information and services, and effective communications that are culturally and linguistically appropriate and accessible for a wide spectrum of people who have different communications needs or abilities. To this end, the successful Proposer shall deliver services that meet standards for digital accessibility established in ODHS/OHA Operational Policy ODHSOHA 010-030 (Digital Accessibility in Hardware, Software and Systems) and ODHSOHA 010-029 (Digital Accessibility in Content Creation and Sharing). The Solution and each Deliverable must meet all applicable standards for digital accessibility. Applicable standards are those set-in law, administrative rule, and the ODHS/OHA operational policies, including as those laws, administrative rules, and policies are updated from time to time.

2.3.3 Purpose

The purpose of this RFP is to secure a qualified, NCQA-certified HEDIS® measurement vendor to support the production, certification, and reporting of approximately 30 HEDIS® and 14 non-HEDIS measures for the Oregon Health Plan. We intend to award one contract to a single vendor. That vendor will be responsible for producing all 44 measures described in the RFP.

This contract will:

• Ensure compliance with NCQA, HIPAA, and State of Oregon data security standards;

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me010-030.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me010-029.pdf

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• Reduce internal workload and improve operational efficiency;

• Enhance the quality and consistency of Medicaid performance reporting;

• Support data-driven decision-making and health system transformation.

The contract will be structured around deliverable-based payments and support repetitive annual reporting cycles. No exclusions from competition apply under ORS 279B.210 or OAR 125-247-0690(2). While budget details are not disclosed, cost-effectiveness will be a key evaluation factor.

2.4 SCOPE OF WORK/SPECIFICATIONS

The selected vendor will provide technology-enabled services to support OHP’s quality measurement program. This includes the certified production, validation, and reporting of approximately 30 HEDIS® and 14 non-HEDIS measures. The vendor will be responsible for maintaining NCQA certification and HIPAA compliance, integrating with OHA’s Health Analytics Library (HAL), and delivering quarterly and annual reports to OHA, CCOs, and CMS.

WCAG Compliance. Agency has adopted standards for digital accessibility in operational policies: ODHS/OHA Operational Policy ODHSOHA 010-030 (Digital Accessibility in Hardware, Software and Systems), and ODHSOHA 010-029 (Digital Accessibility in Content Creation and Sharing). The successful Proposer shall ensure the proposed Solution and each Deliverable meets all applicable standards for digital accessibility at the time of submission to Agency for review and any testing.

2.4.1 Technical Specifications

The vendor must provide a secure, scalable, and compliant solution that includes:

• Data Integration: Ability to ingest and process structured data from OHA sources, including claims and enrollment data;

• Certified Measure Calculation: Tools and systems capable of producing NCQA-certified HEDIS® and validated non-HEDIS results;

• Reporting Capabilities: Generate and deliver reports in formats required by OHA, CCOs, and CMS;

• Security Compliance: Adhere to HIPAA and State of Oregon data security protocols, including secure file exchange, audit trails, and version control;

• Project Management Support: Provide planning, communication, and documentation tools to support contract execution and oversight.

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me010-030.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me010-029.pdf

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2.4.2 Tasks and Responsibilities

Objective A: HEDIS® Certified Measure Production

• Submit a Project Management Plan (PMP) within 20 business days of contract execution;

• Ingest claims, enrollment, and other OHA data; verify that the ingested data aligns with OHA’s source data;

• Perform initial and quarterly HEDIS® measure calculations;

• Conduct quality control reviews and remediate errors;

• Submit quarterly HEDIS® reports to OHA and CCOs

• Submit annual reports to CMS.

Objective B: Non-HEDIS Measure Production

• Collaborate with OHA to define and document logic for 14 non-HEDIS measures;

• Produce draft calculations and compare with OHA’s internal benchmarks;

• Achieve a minimum 97% quality match before transitioning to vendor-led reporting;

• Submit quarterly non-HEDIS reports to OHA and CCOs;

• Submit annual reports to CMS.

Objective X: Certification and Compliance Maintenance

• Provide annual proof of NCQA certification and HIPAA compliance;

• Ensure continuous adherence to certification and security requirements.

2.4.3 Deliverables

Objective Deliverables

A – HEDIS® Project Management Plan, Communication Plan, Data Ingestion Reports, Final Measure Calculation Results with QC Checklists, Quarterly HEDIS® Reports, Annual CMS Report

B – Non-

HEDIS

Draft Measure Inventory, Draft and Final Non-HEDIS Results, Quality Control Summary (≥97% match), Quarterly Non-HEDIS Reports, Annual CMS Report

X – Compliance

Annual NCQA Certification Proof, Annual HIPAA Compliance Attestation

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2.4.4 Acceptance Criteria

• Deliverables must be submitted electronically to the OHA Contract Administrator.

• All submissions must include required documentation (e.g., ingestion proof, QC checklists).

• Deliverables must comply with NCQA certification standards and OHA formatting requirements.

• OHA will conduct a pass/fail review for each deliverable. Payment is contingent on formal acceptance.

2.4.5 Payment and Performance

• Payments will be deliverable-based and authorized only upon OHA’s formal acceptance.

Objective Frequency / Timing

Objective A – HEDIS® Certified Measure Production

PMP due within 20 business days; initial results within 6 months; quarterly reports due by the last business day of the month following each reporting quarter

Objective B – Non- HEDIS Measure Production

Initial results due within 12 months;

quarterly reports due by the last business day of the month following each reporting quarter

Objective X – Certification & Compliance Maintenance

Prior to contract execution; annually thereafter

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Certification Requirements – need to be HEDIS certified by NCQA (with the prioritized backlog for specifics)

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Proposer Information and Certification Sheet (Attachment C)

• Executive Summary

• Proposer’s Organization Profile

• Experience and Capabilities

• Reference Check Forms (Attachment D)

• Key Persons, Organizational Chart, Subcontractors, and Resumes

• Solution Security Requirements (Attachment J)

• Solution Work Requirements (Attachment H)

• Security Statement

• Service Level Agreements (SLAs) (Attachment I)

• Price Proposal Form (Attachment E) (submitted simultaneously but as a separate electronic response file)

• Underlying Agreements

• Disclosure Exemption Affidavit (Attachment B) – submit 1 copy only

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Digital Accessibility Narrative (Attachment K)

3.2.2 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 must submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.6 for electronic submission.

Proposer shall 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

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Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

3.2.3 Authorized Representative

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

3.3 ROUND 1 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 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.

3.3.2 Executive Summary (Not Scored)

Proposer shall submit a comprehensive, yet succinct Executive Summary, not to exceed three pages, that summarizes the proposed Solution, its distinctive features, and how it will fulfill the State’s requirements. The Executive Summary may also contain a high-level “block” diagram of the proposed Solution in addition to the three pages. Proposer’s response shall delineate any potential single points of failure in the proposed Solution.

3.3.3 Proposer’s Organization Profile (Scored)

Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this

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RFP. The Profile must include:

• Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

• Location of the organization’s offices (headquarters and branches);

• Location of the office from which employees will be assigned to work on the Project for the Agencies;

• Number of employees located in the Pacific Northwest, nationally, and internationally;

• Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

• Organization’s client base.

3.3.4 Experience and Capabilities (Scored)

Proposer must demonstrate Proposer has the following experiences and capabilities:

• Proposer must have at least 3 years of experience designing and implementing Cloud-based solutions utilizing an agile methodology.

• Proposer must have at least 3 years of experience working with governmental entities.

• Proposer must be familiar with current Center for Medicare and Medicaid Services rules, policies, and procedures.

• Proposer must have experience with designing and implementing solutions that can easily adapt to and incorporate new rules and standards on a regular basis.

• Proposer must have at least one (1) Solution successfully implemented in the past three (3) years of similar scope and size.

Proposer shall submit work samples for two (2) projects within the last five (5) years that are similar to the scope of this RFP.

3.3.5 References (Not Scored)

Provide three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any

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Proposer shall send the Reference Check Form (Attachment D) to its references.

Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.3.6 Key Persons, Organizational Chart, and Subcontractors (Scored)

Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP Solution Requirements

3.3.7 Solution Security Requirements (Scored)

Proposer will submit a narrative describing how the proposed system addresses the high-level requirements set forth in Section 2.4.1. The proposed Solution must fully address the following:

• Solution Requirements, including software, network requirements and capability, selective routing, and databases and database services, security requirements, service levels and service level requirements.

Proposer shall also complete and submit Attachment J, Solution Security Requirements. Instructions on how to properly complete this form are contained in an instructions tab on the Attachment J.

3.3.8 Solution Work Requirements (Scored)

Proposer must submit a narrative Scope of Services to encompass the Solution Work Requirements including project timeline, using the information provided in Section 2.4. The proposed Solution must fully address the following:

• Services, including but not limited to: project management, project plan and schedule, data gathering, network design meeting all system requirements, implementation, data migration and training.

• Ongoing Services, including, but not limited to: network management, monitoring, reporting, maintenance and repair, and customer services/help desk.

The Scope of Services may include any additional services or deliverables that Proposer believes are necessary to fully deliver this Solution. Each service or deliverable addressed in the narrative response must be called out by title, and identify the pricing provided for each service or deliverable addressed included in Attachment E.

Proposer must also submit a completed Attachment H, Certification Attestation, indicating Proposer’s certification status on each measure included in the

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3.3.9 Security Statement (Pass/Fail)

Proposer must provide a narrative statement that attests to whether the Proposer currently meets or can in the future meet the following protections:

• Proposer understands and has the capability of handling and protecting Agency Data that has been classified as Level 3 Information under the State of Oregon’s Information Asset Classification policy, available online at https://www.oregon.gov/das/Policies/107-004-050.pdf.

• Proposer and its employees, contractors, and agents shall comply with all applicable state and federal laws and regulations, and State of Oregon policies governing Agency Data and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time, including:

o Oregon’s Statewide Information Security Standards, found online at:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx including security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53.

o Oregon’s Statewide Information Security Plan, found online at:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx.

o Statewide Cloud Computing policy:

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

o Oregon’s Statewide Information Technology Policies:

www.oregon.gov/das/Pages/policies.aspx#IT.

o Privileged Access Monitoring and Reporting viewable at:

https://www.oregon.gov/das/Policies/107-004-140.pdf.

Attachment J, Solution Security Requirements, is provided to Proposers as a reference for what minimum security requirements will be. Proposers are not required to complete the Attachment J spreadsheet in Round 1.

3.3.10 Service Levels (SLAs) (Scored)

Proposer shall submit its service level agreement(s).

3.3.11 Price Proposal (Not Scored in Round 1, Anticipated to be Scored in Round 2)

Proposer shall complete and submit the Price Proposal (Attachment E).

https://www.oregon.gov/das/Policies/107-004-050.pdf https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx http://www.oregon.gov/das/policies/107-004-150.pdf http://www.oregon.gov/das/Pages/policies.aspx#IT https://www.oregon.gov/das/Policies/107-004-140.pdf

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3.3.12 Underlying Agreements (Not Scored)

Proposer will submit any additional documents required for this project (e.g., End User License Agreement (EULA), Maintenance Agreement, etc.).

3.3.13 Value Added Services (Not Scored)

If Proposer is proposing any value-added services, Proposer shall include a statement describing these services. Proposer may submit services including solution engineering, installation, configuration, training and maintenance/support, the corresponding prices, and subcontractors and/or resellers available to provide said services.

3.3.14 Disclosure Exemption Affidavit (Not Scored)

Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) as part of the Proposal. Submission is required even if Proposer is not identifying confidential or proprietary information and data for nondisclosure. If Proposer is identifying items for nondisclosure as confidential or proprietary, Proposer must specify the reason for the exemption.

Redacted Proposal. If Proposer is identifying items for nondisclosure, Proposer must provide an appropriately redacted copy of the complete, original Round 1 Proposal submissions.

3.3.15 Certified Disadvantaged Business Outreach Plan (Not Scored)

Proposer shall complete and submit Certified Disadvantaged Business Outreach Plan (Attachment F).

3.3.16 Responsibility Inquiry (Not Scored)

Proposer shall complete and submit Responsibility Inquiry (Attachment G).

Agency must find that Proposer is Responsible in order to award a Contract.

Agency may, at any time, find a Proposer to be not Responsible and excuse the Proposer from further participation in the RFP process.

3.3.17 Digital Accessibility (Not Scored)

Proposer shall complete and submit a Digital Accessibility Narrative (Attachment K).

Proposer must demonstrate its proposed Solution meets all applicable digital accessibility requirements in all material respects. Provide a completed Accessibility Compliance Report (ACR) that provides information on the proposed Solution’s conformance with WCAG 2.2 level A and AA success criteria.

• Proposer’s submitted ACR must be based on the latest version of the WCAG

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Voluntary Product Accessibility Template (VPAT®) that evaluates conformance with WCAG 2.2 Level A and AA success criteria.

• The submitted ACR should be no more than 12 months old at the time of submission, accurately reflect the current accessibility state of the proposed service solution, be specific to the product or service and the version(s) proposed for use, be completed by qualified personnel knowledgeable in digital accessibility and the proposed System and be provided in an accessible format.

• If the ACR indicates deficiencies, Proposer must include a proposed remediation plan that specifically addresses mitigation measures it will take prior to remediation.

• If an ACR is not available or is more than 12 months old, Proposer must clearly state this and provide contextual information supporting Agency’s evaluation of the Proposal.

3.3.18 Digital Accessibility Narrative. Complete and return Attachment K, Digital Accessibility Narrative, with Proposer’s Technical Proposal.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

All Proposers must be registered in OregonBuys to do business with the State.

Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance, see vendor registration guidance.

PROPOSER IS SOLELY RESPONSIBLE FOR ENSURING THEIR VENDOR INFORMATION IS

CURRENT AND CORRECT IN OREGONBUYS. AGENCY WILL ACCEPT NO RESPONSIBILITY

FOR MISSING OR INCORRECT VENDOR INFORMATION OR ALTERNATIVE

ACCESSIBILITY TO AMENDMENT(S), ATTACHMENTS, AND EXHIBITS.

OregonBuys Assistance. Parties needing assistance with OregonBuys may contact the https://oregonbuys.gov/ https://oregonbuys.gov/bso

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OregonBuys Helpdesk by telephone at (855) 800-5046 or by email at support.oregonbuys@oregon.gov.

4.3 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule.

Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency.

Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

The Pre‑Proposal meeting will be held on the date and time listed in Section 1.2 (Schedule). Meeting access details are provided below:

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/254979680274570?p=8YWFKvqHLXj9P IpxMu Meeting ID: 254 979 680 274 570 Passcode: DT9yp7Gj

Need help? | System reference Dial in by phone +1 971-277-2343,,61413847# United States, Portland Find a local number Phone conference ID: 614 138 47#

4.4 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;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

mailto:support.oregonbuys@oregon.gov https://teams.microsoft.com/meet/254979680274570?p=8YWFKvqHLXj9PIpxMu https://teams.microsoft.com/meet/254979680274570?p=8YWFKvqHLXj9PIpxMu https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTkxMTEzMmUtMmYyOS00NDM4LTk0YzctZGZlZmExZWY3Yjc5%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22a9507a26-cd5c-4e4b-99d5-2f14d99b8383%22%7d tel:+19712772343,,61413847 https://dialin.teams.cloud.microsoft/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=61413847

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• 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.

4.5 SOLICITATION PROTESTS

4.5.1 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.

4.5.2 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.

4.5.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• 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.

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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.

4.6 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

4.7 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 4.6 (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 prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.8 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 late Proposal will be returned to the Proposer or destroyed.

4.9 PUBLIC OPENING

There will be no public Opening of Proposals. Proposals received will not be available 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

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4.10 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).

4.11 EVALUATION PROCESS

4.11.1 Responsiveness and Responsibility Determination

4.11.1.1 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.

4.11.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

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Responsible.

4.11.2 Evaluation Criteria

Scoring Explanation Table

Score Explanation

90 – 100% OUTSTANDING - Proposal meets submittal requirements, demonstrates exceptional knowledge of the subject matter, and demonstrates excellent ability to deliver the requested service and achieve the desired goals and objectives of the project as defined in this RFP.

61 – 89% GOOD TO VERY GOOD – Response meets submittal requirements, demonstrates thorough knowledge of the subject matter, and demonstrates an ability to successfully deliver the requested service and support the project in achieving its goals and objectives as defined in this

RFP.

50 – 60% SATISFACTORY – Response meets submittal requirements, demonstrates basic knowledge of the subject matter, and demonstrates an ability to minimally deliver the requested service. Would not meet or support the achievement of all the desired goals and objectives of the project as defined in this RFP.

1 – 49% POOR TO FAIR – Response meets submittal requirements but does not demonstrate satisfactory knowledge of the subject matter or does not demonstrate an ability to deliver requested service or support the program in achieving its desired goals and objectives as defined in this RFP.

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 4.11.2 up to the maximum points available as specified in Section 4.12 (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.

4.11.2.1 Proposer Organizational Profile (100 Points)

Degree to which Proposer demonstrates how the organization can effectively deliver the Services described in this RFP.

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4.11.2.2 Experience and Capabilities (300 Points)

Does Proposer demonstrate sufficient experience in providing the Services and Capabilities, including the Project Samples?

4.11.2.3 Key Persons, Organizational Chart and Subcontractors (200 Points)

Degree to which Proposer shall provide a sufficient number of Key Persons and support personnel qualified by experience, credentials, and capabilities to deliver the requested services.

4.11.2.4 Solution Security Requirements (200 Points)

Degree to which Proposer addresses the Solution Security Requirements (Attachment J).

4.11.2.5 Solution Work Requirements (a- Narrative=656 Points and b- Attachment H = 344 )

The Attachment H spreadsheet will automatically tabulate Proposer’s score based upon Proposer’s responses with a maximum point value of 344.

Evaluators will review the Attachment H responses by Proposer during evaluation and may revise final score based on submitted comments.

The degree to which Proposer’s narrative response to the high-level requirement categories set forth in Section 2.4 meets the evaluation criteria will be assessed independently from Attachment H. The Evaluation Committee will score the narrative response separately, with a maximum of 656 points.

4.11.2.6 SLAs (200 Points)

Degree to which Proposer provides desirable and relevant service level agreements.

4.11.2.7 Live Demonstration Evaluation (1000 Points)

Vendors advancing from Round 1 will be invited to deliver a live product demonstration evaluated by a panel of four judges. Each judge scores independently out of 250 points across six weighted categories, for a combined maximum of 1,000 points per vendor.

4.11.2.8 Cost & Contracting Flexibility Evaluation (1000 Points)

As part of Round 2, vendors are also evaluated on their proposed costs and contract flexibility by the same panel of four judges. Each judge scores independently out of 250 points across four weighted components, for a

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The price proposal will be assessed against the agency’s available budget for measure reporting services, total cost of implementation, and ongoing support costs.

The vendor will also be evaluated on the flexibility to modify scope including add/remove measures post-contract, and estimated time/cost to implement the changes.

4.12 EVALUATION SUMMARY: POINT AND SCORE CALCULATIONS

4.12.1

4.12.2 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

TOTAL POINTS POSSIBLE : 4000

ROUND 1 POINTS POSSIBLE 2000

4.11.2.1 Organizational Profile 100

4.11.2.2 Experience & Capabilities 300

4.11.2.3 Key Persons, Organizational Chart, Subcontractor 200

4.11.2.4 Solution Security Requirements (Attachment J) 200

4.11.2.5 Solution Work Requirements (Scope of Services

Narrative and Attachment H Spreadsheet)

4.11.2.6 Service Level Agreements (SLAs) 200

ROUND 2 POINTS POSSIBLE 2000

4.11.2.7 Live Demonstration Evaluation 1,000

4.11.2.8 Cost and Contracting Flexibility Evaluation 1,000

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4.12.3 PREFERENCES

4.12.3.1 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.

4.12.3.2 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.

4.12.3.3 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.

4.13 ROUND 1 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).

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 successful Proposer at any time during the solicitation process.

4.14 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 https://www.naspo.org/reciprocity1 https://www.naspo.org/reciprocity1

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• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.14.1 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.

4.14.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the

Competitive Range unless a different due date and time is specified in such notice.

Agency will address all 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.

4.15 ADDITIONAL ROUNDS

4.15.1 Demonstrations and/or Interviews

Proposers progressing to Round 2 will be invited to participate in Proposer demonstrations and/or interviews. Participation will be via teleconference. Further details will be included with Notice of Competitive Range.

4.15.2 Best and Final Offers

Proposers in the Competitive Range may submit Best and Final Offers. The written Best and Final Offer (“Revised Proposal”) must be submitted on or before the due

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ACCEPTED.

If Proposer elects not to submit a Revised Proposal, Proposer’s initial Proposal will be accepted as the Best and Final Offer and evaluated accordingly.

Best and Final Offer Requirements

Best and Final Offers must be submitted in writing in the form of an amendment to the Proposer’s initial Proposal. Best and Final Offers must comply with the following requirements and specifications:

• Identify Proposer’s business name and reference RFP S-44300-00017084; and

• Submit One (1) copy of the revised Proposal with original Signature, identified as the “master”; and

• Clearly identify the information included Proposer’s initial Proposal that

Proposer intends to amend or replace in terms of the page,…