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STATE OF OREGON

COVER PAGE

Oregon State Hospital Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number

OREGONBUYS BID NUMBER S-44300-00018021 for

ENVIRONMENTAL HEALTH AND SAFETY (EHS) SOLUTION

Date of Issue: September 22nd, 2026

Opening Date and Time: October 13th, 2026

Single Point of Contact (SPC): Elvis Howard, Procurement & Contract Specialist 3

Address: 500 Summer St SE City, State, Zip Salem, OR 97301 Phone (voice) 503-871-3074 E-mail: elvis.r.howard@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.

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Single Point of Contact (SPC) at the contact information found above. We accept all relay calls.

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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: REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 SOLICITATION PROTESTS

4.4 PROPOSAL DELIVERY OPTIONS

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

4.6 PROPOSAL DUE

4.7 PUBLIC OPENING

4.8 PROPOSAL REJECTION

4.9 EVALUATION PROCESS

4.10 RANKING OF PROPOSERS

4.11 ADDITIONAL ROUNDS

4.12 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: CONTRACTOR’S SUBSCRIPTION TERMS

O EXHIBIT G: LICENSE FOR THIRD PARTY INTELLECTUAL PROPERTY

O EXHIBIT H: PAYMENT SCHEDULE

O EXHIBIT I: REQUIREMENTS

O EXHIBIT J: SECURITY REQUIREMENTS

• ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

• ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

• ATTACHMENT D REFERENCE CHECK FORM

• ATTACHMENT E PRICE PROPOSAL FORM

• ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

• ATTACHMENT G RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

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1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon State Hospital, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for an Environmental Health and Safety (EHS) processes.

The Oregon State Hospital is seeking proposals from qualified Proposers to provide a comprehensive Environmental Health and Safety (EHS) software platform that will enable real-time management and optimization of EHS processes across the organization.

The proposed solution should enhance workplace safety, streamline compliance efforts, minimize risk, and drive continuous improvement in operational safety performance. Proposers are invited to submit proposals that demonstrate their ability to meet the outlined functional and technical requirements, provide system scalability, security, and integrate seamlessly with existing enterprise systems used by the Oregon State Hospital.

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/Price Agreement is anticipated to be 10 years with options to renew to a cumulative maximum of 15 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.

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Event Date Time

Questions / Requests for Clarification Due September 28th, 2026 5:00PM

Answers to Questions / Requests for Clarification Issued (approx.) October 6th, 2026

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal October 13th, 2026## 5:00PM

Presentations, Demonstrations, or Interviews TBD

Issuance of Notice of Intent to Award (approx.) November 2nd, 2026

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

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provisions.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125- 246-0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of 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.

Additional terminology can be found at the following web address:

DAS Procurement Services, Version 4.5 March 31, 2023 Page 6 of 7 https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.p df or as defined below.

“Auditing” means a formal review process to evaluate compliance with regulations, policies, and industry best practices.

“Customization” means the ability to tailor forms, workflows, notifications, and reporting functions to meet specific organizational needs.

“Chemical Management” means the tracking, handling, and storage of hazardous chemicals, including maintaining Safety Data Sheets (SDS) and ensuring compliance with environmental and occupational health regulations.

“Data Privacy and Security” means policies and technologies designed to protect sensitive data, ensure compliance with privacy laws (e.g., HIPAA, GDPR), and prevent unauthorized access or breaches.

“Environmental Health and Safety (EHS)” means the disciplines concerned with workplace safety, environmental protection, and regulatory compliance to prevent injuries, hazards, and environmental harm.

“Health and Safety Key Performance Indicators (KPIs)” means metrics used to monitor workplace safety performance, including incident rates, near misses, training completion rates, and audit results.

“Incident Reporting and Management” means the process of documenting, investigating, and responding to workplace incidents such as injuries, near misses, and hazardous events.

“Integration Capabilities” means the software’s ability to seamlessly connect with existing enterprise systems, such as Oregon Workday, incident reporting tools, and safety monitoring platforms.

“IT Rider” means a contractual document that outlines IT security requirements and provisions for protecting organizational data and systems in vendor agreements.

“Regulatory Compliance” means adhering to local, state, and federal laws, regulations, and standards relevant to workplace safety, environmental protection, and operational practices (e.g., OSHA, Joint Commission, EPA).

“Risk Assessment” means the systematic process of identifying, evaluating, and mitigating potential hazards and risks within the workplace.

“Scalability” means the ability of a software system to handle increased data volume, users, and functionality as the organization grows.

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

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“System Security Plan (SSP)” means a formal document outlining the security measures and protocols in place to protect IT systems, data, and infrastructure.

“Training Management” means the system that tracks employee training sessions, certifications, and compliance requirements related to workplace safety and regulatory standards.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Oregon State Hospital (OSH) is an essential part of the statewide behavioral health system, providing the highest level of psychiatric care for adults from all 36 counties in Oregon. OSH operates two campuses with a total of 742 licensed beds, with 592 beds in Salem and 150 beds in Junction City. OSH services are provided 24 hours per day, seven days a week. The hospital's primary goal is to help people recover from their mental illness and return to life in the community.

Oregon State Hospital – Junction City 29398 Recovery Way Junction City, Oregon 97448

Oregon State Hospital – Salem 2600 Center Street NE Salem, Oregon 97301

Oregon State Hospital (OSH) has a responsibility to provide a safe environment for patients and staff.

2.3.2 Purpose

The Agency is seeking proposals from qualified vendors to provide a comprehensive Environmental Health and Safety (EHS) software solution that enables real-time management and optimization of (EHS) processes across the organization. This platform should integrate tools for managing incidents, inspections, risk assessments, audits, chemical management, regulatory compliance, training tracking, and reporting, aimed at ensuring a safe, healthy, and compliant work environment. It should focus on minimizing risk, enhancing safety, and driving continuous improvement in operational safety performance.

Through this Request for Proposal (RFP), OSH seeks to identify and procure a comprehensive, scalable, and integrated EHS solution that will:

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I. Streamline safety processes to include but not limited to incident reporting, inspections, risk assessments, audits, and chemical management.

II. Ensure regulatory compliance with standards including OSHA, CMS, Joint Commission, NFPA, and EPA.

III. Improve training management by tracking employee certifications and automating training schedules.

IV. Enhance data security and privacy while ensuring compliance with HIPAA and

GDPR.

V. Drive continuous improvement through real-time analytics, reporting, and key performance indicator (KPI) monitoring.

VI. Integrate seamlessly with OSH’s existing systems, including Oregon Workday and internal incident reporting system(s).

The Agency is looking to implement an EHS solution that is reliable, adaptable, and user-friendly to support proactive risk management, regulatory adherence, and operational excellence.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1 Project Overview

The Oregon State Hospital (OSH) seeks a robust Environmental Health and Safety (EHS) software platform that will streamline safety processes, improve regulatory compliance, and enhance risk management across the organization. The selected Proposer will provide, configure, and support a scalable, cloud-based solution tailored to OSH’s specific operational needs, integrating tools for incident reporting, inspections, audits, training management, regulatory tracking, and data security.

2.4.2 Proposer Responsibilities

The successful Proposer will be responsible for the design, deployment, customization, integration, and ongoing support of the EHS software platform. Key responsibilities include:

2.4.2.1 Software Configuration & Customization:

o Implement all required functionalities as outlined below.

o Customizable incident forms, assessments, alerts, notifications, and user access controls.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 10 o Configurable role-based access for various user levels (e.g., safety officers, administrators, employees).

o Customizable workflows and reporting templates based on OSH’s requirements.

2.4.2.2 System Integration:

o Provide API-based integration with OSH’s existing enterprise systems.

o Ensure data interoperability with safety monitoring platforms and inventory tracking systems.

o Ensure compatibility with existing OSH systems, including Oregon

Workday for employee data and the hospital’s internal incident tracking system.

o Provide data import/export capabilities from these systems at a minimum, with the potential for deeper integration as needed for seamless interoperability.

2.4.2.3 Data Security & Compliance:

o Adhere to privacy and security regulations, including HIPAA, GDPR, and state-specific IT security policies.

o Implement encryption, authentication, and audit logging features.

2.4.2.4 Deployment & Implementation:

o Establish a phased rollout with milestones for configuration, testing, training, and full deployment.

o Conduct data migration from legacy systems and ensure operational continuity.

2.4.2.5 Ongoing Support & Maintenance:

o Provide post-deployment technical support, including software updates, troubleshooting, and performance optimization.

o Deliver helpdesk services and user support options (e.g., 24/7 assistance, knowledge base access).

2.4.3 Functional Requirements

The EHS software platform must include the following core functionalities:

2.4.3.1 Incident Reporting & Management

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• Enable web-based and mobile reporting of incidents such as injuries, equipment failures, hazardous exposures, and near misses.

• Provide automated alerts, notifications, and escalation workflows for high-priority incidents.

• Allow attachment of photos, videos, and witness statements to incident reports.

• Support investigation tools such as root cause analysis, corrective action tracking, and resolution documentation.

2.4.3.2 Safety Inspections

• Conduct workplace safety inspections via customizable forms and workflows.

• Enable real-time issue tracking, follow-ups, and historical records of recurring safety concerns.

2.4.3.3 Risk Assessments & Auditing

• Provide tools for structured risk assessments using predefined checklists and workflows.

• Allow creation and management of audit schedules, templates, and findings tracking.

• Generate corrective action reports based on audit results.

2.4.3.4 Chemical Management

• Track chemical inventory, including quantity, location, and expiration dates.

• Store and manage Safety Data Sheets (SDS) with automated vendor updates.

2.4.3.5 Training Management

• Track employee training progress and compliance with certifications and safety regulations.

• Automatically schedule required training based on job role, location, and compliance mandates.

2.4.3.6 Regulatory Compliance Management

• Monitor compliance with OSHA, Joint Commission, CMS, NFPA, EPA, and DOT standards.

• Generate automated reports for regulatory filing and audit preparation.

• Ensure functionality for OSHA-compliant 300 and 301 reports and healthcare assault logs.

2.4.3.7 Health & Safety Analytics

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• Provide real-time dashboards for monitoring safety metrics, including incident rates, near misses, and audit results.

• Deliver custom reports for leadership and regulatory audits.

2.4.4 Technical Specifications

The proposed solution must meet the following technical requirements:

• Cloud-based deployment with secure hosting and uptime guarantees.

• User-friendly interface with accessible navigation for non-technical staff.

• Robust reporting engine for customizable dashboards and analytics.

• Scalable architecture to accommodate future growth and evolving safety requirements.

• Provide mobile functionality that includes offline capabilities for inspections and incident reporting to ensure uninterrupted operations.

2.4.5 Implementation Timeline

The successful Proposer must provide a detailed timeline, including:

• Phase 1: System setup, configuration, and customization.

• Phase 2: Data migration and initial testing.

• Phase 3: User acceptance testing and training.

• Phase 4: Full deployment and ongoing support transition.

2.4.6 Post-Implementation Support

The successful Proposer must provide ongoing technical support, software maintenance, and system updates to ensure continuous operational efficiency.

SECTION 3: REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

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

3.1.1 Licensing Requirements

• Proposer must hold all necessary business licenses required to operate in Oregon and provide EHS software solutions.

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• Any software licensing required agreement must be valid and compliant with industry standards.

3.1.2 Certification Requirements

• Proposer must demonstrate compliance with relevant IT security standards (e.g., SOC 2, ISO 27001) to ensure data protection and regulatory adherence.

• Certification in EHS management systems (e.g., ISO 14001, ISO 45001) is preferred.

3.1.3 Licensing/Registration Requirements

• Proposer must be registered to do business in the State of Oregon and provide proof of legal entity status (e.g., incorporation documents, tax registration).

• Compliance with any software security regulations applicable to cloud-based platforms in the healthcare sector is required.

3.1.4 Key Person Requirements

• Proposer must provide a designated Project Manager with experience in EHS software implementation in healthcare or government sectors.

• Proposer must identify key personnel, including system engineers, security experts, and training specialists, and provide their qualifications.

• All personnel engaged in implementation and support must have relevant experience and certifications in their respective fields.

3.1.5 Other Requirements

• Proposer must have a proven track record of successfully implementing EHS software for organizations of similar size and complexity.

• Proposer must provide references from at least three clients demonstrating successful project delivery and ongoing support.

• Proposer must provide an overview of security features and data protection measures that include data security and privacy policies and ensure HIPAA and GDPR compliance.

• Proposer must be able to provide 24/7 technical support or helpdesk services for issue resolution.

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):

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• Executive Summary

• Administrative Proposal

• Technical Proposal

• Key Persons and Resumes

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G: Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry)

• Emergency Downtime Plan

3.2.2 Proposal Page Limits

There is no page limit for proposals; however, proposers should ensure submissions are focused, relevant, and aligned with the requirements of this RFP. While supporting documents such as compliance forms, references, and work samples are encouraged, the inclusion of marketing materials or any content not directly related to the RFP scope may result in disqualification.

The following items are exempt from any restrictions on length and will be fully considered in the evaluation process:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Forms

• Price Proposal

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Equipment specifications

• Warranty Information (Including extended warranty options)

• Maintenance and Support Agreement

Proposers should focus on providing clear, concise, and relevant information to facilitate a thorough evaluation.

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.

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OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys.

The Price Proposal must be submitted as a separate electronic response file.

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

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

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 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 or both. 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

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.

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3.3.2 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 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 reference (submitted or not) to verify Proposer’s qualifications.

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.

3.3.3 Price Proposal

Submit a detailed Price Proposal (Attachment E) in a separate file electronically though OregonBuys for the total price of the entire project, extended warranty costs, preventative maintenance and support, and percentage discount off for any future purchases. Include all labor, profit, and expenses, including but not limited to the following items:

• Total System Cost. For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs.

• Any associated Warranty costs.

• Annual Preventative Maintenance and Support Costs for up to (4) four years.

• Percentage Discount off equipment and supplies.

• The Price Proposal must include separate line items for personnel travel, supplies, other costs, and administrative and overhead charges; and

• For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual staff person who will perform the Work and list the salary/wage and fringe rate separately for each such individual.

3.3.4 Key Persons and their Resumes

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.

3.3.5 Project Implementation Plan

Describe in detail how Proposer would carry out the major activities of this project

DAS Procurement Services, Version 4.5 March 31, 2023 Page 16 of 17 in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

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 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 or email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.3 SOLICITATION PROTESTS

4.3.1 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 Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.3.2 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.

https://oregonbuys.gov/

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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.

4.3.3 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.

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.

4.4 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 https://oregonbuys.gov/bso/view/login/login.xhtml 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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4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.6 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.

4.7 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.8 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.

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• 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).

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 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.

4.9.1.2 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 Responsible.

4.9.2 Proposal Evaluation Criteria

Proposals will be evaluated based on the following criteria, with an emphasis on functionality, compliance, implementation approach, Proposer experience, and overall cost-effectiveness.

Total Points: 100

CATEGORY EXPLANATION SCORE

Solution Functionality

Ability to meet all required system functionalities, including incident management, inspections, training tracking, regulatory compliance, and analytics.

Implementation Approach

Proposed deployment strategy, integration plan with existing systems, and training/support offerings. 15

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Price Proposal Considerations

Price proposals will be evaluated based on:

• Total cost of ownership (initial purchase, implementation, licensing, training, and support).

• Cost breakdown by functionality and service level.

• Long-term maintenance and support pricing structure.

• Flexibility in pricing models (e.g., subscription, licensing, or tiered service options).

Proposers should ensure pricing is clear, detailed, and aligned with the scope of work, as unclear or excessive costs may negatively impact scoring.

4.9.3 PREFERENCES

4.9.3.1 Oregon Supplies and Services

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

4.9.3.2 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.

Vendor Experience and Qualifications

Demonstrated expertise in EHS software implementation, past performance, and references from similar projects. 15

Data Security and Compliance

Adherence to security protocols, including HIPAA, GDPR, and Oregon IT Security Standards. 10

Price Proposal and Cost

Effectiveness

Transparent pricing structure, including software licensing, implementation fees, ongoing maintenance costs, and total cost of ownership.

Scalability and Future Growth

Ability to adapt to future needs, integrate with new technologies, and support evolving compliance requirements. 10 https://www.naspo.org/reciprocity1 https://www.naspo.org/reciprocity1

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4.9.3.3 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10 RANKING OF PROPOSERS

The SPC will calculate the total scores for each Proposal (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.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.10.1 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.

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4.10.2 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.

4.11 ADDITIONAL ROUNDS

In the event subsequent rounds are necessary, these rounds may include:

Interviews/Demos

Proposers progressing to a Subsequent Round will be invited to participate in Proposer interviews. Interviews may be in person at a location determined by Agency;

however, Agency may elect to conduct interviews via teleconference. Further details will be included with Notice of Competitive Range.

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 date and time set forth in the notice of Competitive Range and must be delivered to the Single Point of Contact. LATE REVISED PROPOSALS WILL NOT BE 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 6313; and

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• Submit One (1) copy of the revised Proposal with original Signature, identified as the “master”, and 2 copies; and

• Clearly identify the information included Proposer’s initial Proposal that Proposer intends to amend or replace in terms of the page, section and paragraph of Proposer’s initial Administrative, Technical or Price Proposal; and

• Include the replacement information, which shall comply with the requirements of Section 2.4, Section 3, and each of the Items listed below; and

• Include a redlined version of the Sample Contract (attached to the RFP as Attachment A) and any and all other documents applicable to the requests set forth in the RFP or applicable Amendment(s); and

• Include a Best and Final Offer letter, signed in ink by Proposer’s authorized representative, which summarizes the Proposal aspects amended by the Best and Final Offer and states that the information included in the Best and Final Offer supersedes the corresponding information included in Proposer’s Proposal submitted on or before 10/13/2026; and

• Include all information requested in the Best and Final Offer letter.

4.12 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking. Scoring for Subsequent Rounds will be based on Interview/Demos and Best and Final offer submissions (outlined in Section 4.11)

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

5.1.2 Intent to Award Notice

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

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5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

• All higher ranked Proposals are non-Responsive.

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

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

Responsive.

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

ORS Chapter 279B or ORS Chapter 279A.

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

5.2.1.1 Protest Requirements

Protests must:

• Be posted in OregonBuys;

• Reference the OregonBuys solicitation number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

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

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer awarded the Contract under this RFP will be required to submit additional information and comply with the following:

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5.3.1 Insurance

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

5.3.2 Taxpayer Identification Number

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

5.3.3 Business Registry

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

5.3.4 Reserved

5.3.5 Pay Equity Certification

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

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

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.3.7 Other Required Information: Reserved

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract Agreement (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement listed below. However, Agency is not required to make any changes, and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

In the event that the parties have not reached mutually agreeable terms within 14 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

• Insurance Requirements

In the event that the parties have not reached mutually agreeable terms within 120 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

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6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=678 7&TN=oregon4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award 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.