6215 final.pdf

RFI S-44300-00017435 (OHA#6215)

RFI S-44300-00017435

ENVIRONMENTAL HEALTH LICENSING AND INSPECTION SOFTWARE Page 1 of 9

STATE OF OREGON

COVER PAGE

Oregon Health Authority

Is issuing this Request for Information (RFI) under OregonBuys Bid # S-44300-00017435 (OHA- 6215) for

ENVIRONMENTAL HEALTH LICENSING AND INSPECTION SOFTWARE

Date of Issue: July 15, 2026

Opening Date and Time (Due Date): August 13, 2026

Single Point of Contact (SPC): Katrina Augustus, Procurement and Contract Specialist

Address: ATTN: Office of Contracts & Procurement 500 Summer Street, Suite E03 City, State, Zip: Salem, OR 97301 Phone (voice): (971) 719-1054 E-mail: katrina.f.augustus@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:katrina.f.augustus@odhsoha.oregon.gov

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LIST OF ATTACHMENTS

ATTACHMENT A - RESPONDENT INFORMATION AND CERTIFICATION SHEET

ATTACHMENT B - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C - ENVIRONMENTAL HEALTH LICENSING AND INSPECTION SOFTWARE

QUESTIONS

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, BACKGROUND, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 BACKGROUND AND PROJECT OVERVIEW

2.3 REQUEST FOR INFORMATION PURPOSE

2.4 WHO MAY RESPOND?

SECTION 3: SCOPE OF WORK

3.1 SCOPE OF WORK/SPECIFICATIONS

SECTION 4: SUBMISSION AND REPONSE REQUIREMENTS

4.1 SUBMISSION REQUIREMENTS

SECTION 5: SOLICITATION PROCESS

5.1 QUESTIONS / REQUESTS FOR CLARIFICATIONS

5.2 RESPONSE DELIVERY OPTIONS

5.3 RESPONSE DUE

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNING LAWS AND REGULATIONS

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

6.3 COST OF SUBMITTING A RESPONSE

6.4 CHECKLIST DISCLAIMER

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Health Authority (“OHA” or “Agency”) is seeking information from qualified vendors on a centralized database and management platform that provides seamless online and fully offline access for OHA and all 36 local public health authorities (“LPHA”) across the state of Oregon, enabling continuous health inspections and licensing of food, pool, and lodging establishments. The current statewide Environmental Health Licensing Software (“EHLIS”) system has been in place since 2017. The Agency’s goal is to modernize and streamline the existing systems to improve efficiency, data accessibility, and service delivery to beneficiaries/customers/clientele. This Request for Information (“RFI”) aims to gather insights and innovative solutions that will enable Agency to build a robust, interoperable, and scalable system that meets the current and future needs of their program.

The purpose of this RFI is to help inform the Agency in the development of their requirements and will help the Agency develop future procurement strategies. The Agency is examining the possibility of releasing a Request for Proposal (“RFP”) at a later date.

This RFI will not result in any kind of contract or Agreement, nor will obligate the Agency to procure goods or services of any kind. The information gained in this RFI may be used by the Agency to gain an understanding from current industry experts in order to help develop a future competitive selection process that could result in a contract. Agency is not responsible for any expenses or costs incurred by any Respondent in submitting a Response to this RFI.

Each Respondent does so solely at the Respondent’s own expense. All costs incurred in preparing and submitting a Response will be the responsibility of the Respondent and will not be reimbursed by Agency.

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFI is identified on the Cover Page, along with the SPC’s contact information.

Respondent shall direct all communications related to any provision of the RFI only to the SPC, whether about the technical requirements of the RFI, the RFI process, or any other provision.

SECTION 2: AUTHORITY, BACKGROUND, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency has authority and may issue a Request for Information pursuant to ORS 279B.060.

2.2 BACKGROUND AND PROJECT OVERVIEW

OHA’s Public Health Division (PHD) works to protect and promote the health of all Oregonians and the communities where they live, work, play and learn. The OHA Center for Food, Pool, & Lodging Health and Safety Program (FPLHS) is part of the Environmental Public Health Section of PHD’s Center for Health Protection. The Program protects the health and safety of the public by implementing regulatory, educational, and consultative methods to prevent illness

ENVIRONMENTAL HEALTH LICENSING AND INSPECTION SOFTWARE Page 5 of 9 and injury to customers of licensed food, pool and lodging facilities. The Program also provides leadership and direction to LPHAs to ensure safety in Oregon's 14,000 food service establishments, 8,000 temporary restaurants, 3,200 public pools and 2,400 tourist facilities.

The Program consults environmental health issues for various institutions and government agencies and offers information to the public on environmental health and sanitation issues.

More information about the Program is available at https://www.healthoregon.org/foodsafety and https://www.healthoregon.org/pl.

OHA is required though inter-agency contracts to provide environmental health licensing and inspection software for use to all local LPHAs. As system requirements have expanded across platforms, the Agency has continued to control costs so licensing fees remain reasonable.

Oregon has conducted electronic inspection and licensing of regulated facilities since 1997, using an in-house Access-based software until 2017. At that time, Agency entered an intergovernmental agreement with a local LPHA to use an EHLIS system the LPHA had procured.

In 2020, OHA contracted directly with the same vendor to continue the services as a cloud system. That contract ends in October 2026, unless renewed.

2.3 REQUEST FOR INFORMATION PURPOSE

Having efficient and reliable software, whether working online or offline/off grid, is crucial to local LPHAs to streamline their daily workflow, as well as to the Agency for reviewing data to make program leadership decisions.

The licensing and inspection of subject facilities is an integral aspect of the regulatory mandate with which local health departments are charged. Local health department inspectors carry out on-site inspections when a facility is due for a regularly scheduled inspection, in response to a consumer complaint, or when a facility is newly opened or changes ownership. There are seven main program types and multiple facility billing subtypes of subject facilities. Regularly scheduled inspections may be conducted on an annual, biennial or semi-annual basis, depending on the facility type.

Key county staff activities within the inspection function include downloading inspection schedules, conducting walk-through inspections, writing hard copy notes, typing electronic inspection results, uploading official inspection results, and analyzing inspection results and violations cited.

Key county staff activities within licensing include generating new licenses and invoices for new facilities, archiving old licenses, generating new licenses and invoices for active facilities, applying payment to outstanding licenses, applying applicable surcharges or late penalties, as well as batch printing and individual mailing of new and/or renewed licenses.

2.4 WHO MAY RESPOND?

Agency is seeking information from Respondents who possess the expertise, capacity, and relevant experience to address the requirements outlined in this RFI.

SECTION 3: SCOPE OF WORK

3.1 SCOPE OF WORK/SPECIFICATIONS

https://www.healthoregon.org/foodsafety https://www.healthoregon.org/pl

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Agency is seeking information on a centralized database and management platform (the “System”) that provides seamless online and fully offline access for OHA and all 36 LPHA’s across the state of Oregon. The Agency has explored a potential strategy for implementing the System that would leverage a Contractor’s existing software configuration and capabilities for licensing and inspecting of Food, Pool and Lodging, Health & Safety Program’s licensed facilities. This approach could serve as an initial foundation for the System’s future functionality; however, the Agency is seeking additional input and alternative strategies from respondents.

Agency is interested in information regarding solutions that may include, but are not limited to, the following capabilities:

Centralized management of inspection, licensing, permitting, enforcement, and compliance data.

Secure access for Agency and all LPHA’s through a shared statewide platform. Agency staff intends to ultimately work with a Contractor to install the software, configure it to meet Oregon’s requirements, and incorporate industry best-practices through the following efforts:

• Process Improvements o More efficient staff utilization.

o Streamlined processes and business process improvement.

o Reduced processing time.

o Improved internal controls.

o Achieved policy objectives.

• New or Enhanced Service o New or improved service.

o Access to information.

o Reduced paper-based dependency.

o Reduced postal dependency.

• Public/Interested Party Satisfaction o Legislative and regulatory compliance.

o More timely information.

o Easier access to information for public.

o Streamlined processes.

• Strategic Alignment o Support for State goals, Agency mission, business and information technology strategy.

o Regulatory compliance.

SECTION 4: SUBMISSION AND REPONSE REQUIREMENTS

4.1 SUBMISSION REQUIREMENTS

Respondents to this RFI must upload the following files in pdf format:

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• Attachment A – Respondent Information and Certification Sheet

• Attachment B – Disclosure Exemption Affidavit

• Attachment C - Provide response to questions in Attachment C.

In addition, Respondents are encouraged to provide the following items (preferably in its entirety) and upload as a .pdf file for each in Oregon Buys.

• A sample high-level Project Implementation Plan.

• A sample Cost Estimate that includes items noted above in section 4.1 and to include:

a. Ongoing Maintenance & Hosting of Platform

b. Other costs

c. Integration, and

d. Software, training, maintenance, services, and any other requirements for the project.

Please include potential cost-saving measures (without compromising quality).

4.1.1 Response Format

Response should follow the format and reference the sections listed in the Response Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Respondent should submit their Response electronically through OregonBuys. Respondent should follow the procedures outlined in https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20 Solicitation%20Response.pdf for electronic submission.

Respondent shall submit one copy of its Response and all other submittal requirements, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

4.1.2 Authorized Representative

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

Response must address each of the items listed in this section and all other requirements set forth in this RFI. Response should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Response. Do not include marketing or advertising material in the Response, unless requested. Response should be straightforward and address the requests of the RFI.

SECTION 5: SOLICITATION PROCESS

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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5.1 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFI process, administration, deadline, or to the intent or technical aspects of the RFI must:

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

• Reference the OregonBuys bid number;

• Identify Respondent’s name and contact information;

• Refer to the specific area of the RFI being questioned (i.e. page, section and paragraph number); and

5.2 RESPONSE DELIVERY OPTIONS

Respondent is solely responsible for ensuring their Response is received by the SPC in accordance with the RFI 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 Response submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFI:

Delivery through OregonBuys

Response submission should be electronically through email to the SPC only, or OregonBuys at: OregonBuys.gov

Detailed instructions on how to submit a Response can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

5.3 RESPONSE DUE

A Response (including all required submittal items) must be received by the SPC on or before Opening date and time as referenced on the cover page of this RFI. Responses received after the Opening date and time shall be deemed late and will not be considered.

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNING LAWS AND REGULATIONS

This RFI is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFI is the Circuit Court of Marion County for the State of Oregon;

provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.1 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

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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All Responses are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Responses submitted in response to this RFI become the Property of Agency. By submitting a Response in response to this RFI, Respondent grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Response solely for the purpose of evaluating the Response or as otherwise needed to administer the RFI process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Responses, including supporting materials, will not be returned to Respondent, except in the case of Responses that were submitted late and rejected by Agency.

6.3 COST OF SUBMITTING A RESPONSE

Respondent shall pay all costs incurred in connection with its Response, including, but not limited to, the costs to prepare and submit the Response, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

6.4 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFI are provided only as a courtesy to prospective Respondent. Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Respondent is solely responsible for reviewing and understanding the RFI and complying with all the requirements of this RFI, whether listed in a checklist or not.

Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Respondent based upon, resulting from, or related to, Respondent’s failure to comprehend all requirements of this RFI.