9048_RFP_HUD Contract Admin Software.pdf

RFP #S-91400-00013635, HUD Contract Administration Software

Level 3 - Restricted

STATE OF OREGON

COVER PAGE

OREGON HOUSING AND COMMUNITY SERVICES DEPARTMENT

HUD CONTRACT ADMINISTRATION SOFTWARE

Request for Proposal (“RFP”)

RFP # S-91400-00013635

Date of Issue: September 26, 2025

Bid Opening Date and Time: November 26, 2025 at 3:00 PM PDT

Single Point of Contact (“SPC”): Amanda King, Senior Contracting Officer

Address: Oregon Housing and Community Services Department

City, State, Zip 725 Summer Street NE, Suite B, Salem, OR 97301

Phone (voice) 971-433-7914

E-mail: amanda.king@hcs.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.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 OREGONBUYS ASSISTANCE

1.5 OREGONBUYS REGISTRATION INFORMATION

1.6 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

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM PROPOSER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DEADLINE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

4.12 ROUND 1 RANKING AND SHORTLISTING OF PROPOSERS

4.13 COMPETITIVE RANGE PROTEST

4.14 SCORING AND RANKING OF PROPOSERS FOR THE SUBSEQUENT ROUND

SECTION 5: ROUND 2 Demonstrations

5.1 PROCESS OVERVIEW

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.2 INTENT TO AWARD PROTEST

6.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.4 CONTRACT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.1 CERTIFIED FIRM PARTICIPATION

7.2 GOVERNING LAWS AND REGULATIONS

7.3 OWNERSHIP/PERMISSION TO USE MATERIALS

7.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

7.5 COST OF SUBMITTING A PROPOSAL

LIST OF ATTACHMENTS

ATTACHMENT A SOLUTION REQUIREMENTS MATRIX

ATTACHMENT B SAMPLE CONTRACT

ATTACHMENT C ADMINISTRATIVE PROPOSAL FORM

ATTACHMENT D TECHNICAL PROPOSAL RESPONSE TEMPLATE

ATTACHMENT E COST PROPOSAL FORM

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Housing and Community Services

Department (“Agency”), is the governmental entity whose mission is to provide stable and affordable housing and engage leaders to develop an integrated statewide policy that addresses poverty and provides opportunities for Oregonians.

As part of the Affordable Rental Housing division, Agency participates in Section 8 of the United

States Housing Act of 1937 (42 U.S.C. 1437f) and enters Housing Assistance Payment (“HAP”) contracts with property owners to pay housing assistance payments for housing units occupied by eligible Section 8 families.

The U.S. Department of Housing and Urban Development (“HUD”) and Agency have an Annual

Contribution Contract (“ACC”) to provide contract administration services for dwelling units in the service area receiving project-based assistance under Section 8. Agency is issuing this

Request for Proposals (“RFP”) to solicit Proposals from entities that provide Section 8 contract administration software and support services to fulfill our ACC with HUD.

Agency anticipates the award of one (1) Contract from this RFP.

The initial term of the Contract is anticipated to be 10 years with options to renew up to 10 additional years, for a cumulative maximum of 20 years.

1.2 SCHEDULE

The table above represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

1.3 OREGONBUYS

This RFP, including all amendments, attachments, and exhibits is posted on OregonBuys at https://oregonbuys.gov. RFP documents will not be mailed.

Event Date Time

Questions / Requests for Clarification Due November 14, 2025 3:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

November 17, 2025

RFP Protest Period Ends November 20, 2025

Bid Opening (Proposal Due) November 26, 2025 3:00 PM

Demonstrations December 15-19, 2025

Issuance of Notice of Intent to Award (approx.) January 5, 2025

Award Protest Period Ends 7 calendar days after Notice of Intent to Award https://oregonbuys.gov/

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1.4 OREGONBUYS ASSISTANCE

Parties needing assistance with OregonBuys may contact the single point of contact (SPC) with the contact information provided in OregonBuys.

1.5 OREGONBUYS REGISTRATION INFORMATION

Current and correct registration information is the sole responsibility of the registered party.

Agency accepts no responsibility for missing or incorrect information.

1.6 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 provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under Oregon Revised Statutes (ORS) 456.625.

Agency is using the Multistep Competitive Sealed Proposals method, pursuant to ORS 279B.60 and OAR 137-047-0261.

• Round 1 of this RFP entails Proposers submitting written Proposals for evaluation and shortlisting.

• Round 2 entails each shortlisted Proposers conducting a demo of its proposed Solution.

While Agency only anticipates the 2 Rounds of competition contemplated above, Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures such as (but not necessarily limited to):

i. Interviews;

ii. Additional demonstrations;

iii. Discussions and Revised Proposals; and

iv. Best and Final offers.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 unless provided within this document. If a definition is provided within this document that contradicts the definition in OAR 125-246-0110, this RFP definition takes precedence.

“504 Compliance Standards” means federal requirements for federal agencies to provide

Level 3 - Restricted individuals with disabilities an equal opportunity to participate in programs and benefit from services.

“508 Compliance Standards” means federal requirements for federal agencies to ensure that persons with disabilities have comparable access to and use of electronic information technology.

“ACC” means Annual Contributions Contract.

“Acceptable Quality Level (AQL)” means the required performance level for each IBPS task. The AQL for each IBPS task is specified in the performance requirements summary (PRS).

“ACH” means Automated Clearing House.

“ADA” means the Americans with Disabilities Act.

“Administrative Fee” means the monthly fee HUD pays the PHA for each covered unit under HAP contract on the first day of the month. The administrative fee (per unit per month) is the total of the basic fee plus the incentive fee.

“AMI” means Area Median Income.

“Application Programming Interface (API)” means a connection between computers or between computer programs. A type of software interface, offering a service to other pieces of software.

“Basic Fee” means the amount that results when the Administrative Fee Percentage is multiplied by the current applicable 2-Bedroom Fair Market Rent for each Covered Unit under a Housing Assistance Payments Contract on the first day of the month during the Performance- Based Annual Contributions Contract Term.

“CARES Program” means the Coronavirus Aid, Relief, and Economic Security (CARES) Act (2020) and the Coronavirus Response and Consolidated Appropriations Act (2021) provided fast and direct economic assistance for American workers, families, small businesses, and industries.

“Contract Administrator (CA)” means a third-party contracted by HUD to oversee and manage specific aspects of HUD-assisted housing contracts.

“Electronic Line of Credit Control System (LOCCS)” means HUD's primary grant disbursement system, handling disbursements for the majority of HUD programs.

“FMR” means Fair Market Rent. HUD establishes an FMR by publication in the Federal Register in accordance with Section 8.

“HAP Contract” means a Section 8 Housing Assistance Payments Contract.

“HFA” means Housing Finance Agency.

“HUD” means the United States Department of Housing and Urban Development.

“IBPS” means Incentive-based Performance Standards.

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“IBPS Fee” mean the maximum fee per unit per month for performance of an IBPS task listed in the performance requirements summary (PRS). HUD measures performance of each IBPS task to determine the amount of the basic fee earned or earned incentive fee for each covered unit.

“Incentive Based Performance Standards (IBPS)” means a description of specific elements of each core task. HUD will measure performance of each such element as the performance standard to determine the amount of administrative fees earned.

“Integrated Multifamily Access Exchange System (iMAX)” means a web-based communication system that provides Contract Administrators (CAs) and Owner Agents (OAs) who have subsidy contracts with HUD to transmit tenant data and voucher data files. It is used to improve program management and financial control over rental assistance programs. The system includes features such as file transfer, monthly activity transmission, and rules of behavior.

“Integrated Real Estate Management System (iREMs)” means the official source of data on Multifamily Housing's portfolio of insured and assisted properties. iREMS provides automated support to collect/maintain accurate data and enables program centers and hubs, and enforcement center staff to perform servicing functions and implement enforcement actions where needed.

“Management and Occupancy Review (MOR)” means an on-site assessment conducted by HUD or its Contract Administrators to evaluate a property's compliance with HUD regulations and program requirements. These reviews assess management practices, tenant file compliance, and overall property operations.

“Monthly Activity Transmission (MAT)” means a front-end subsystem to TRACS. It accepts data submitted from the industry sites to HUD headquarters in an electronic form and returns messages from HUD headquarters to sender sites.

“NACHA” means the National Automated Clearing House Association.

“Performance-Based Contract Administrator (PBCA)” means a third party contracted by HUD to ensure property owners comply with HUD's rules and regulations.

“Section 8” means a federal program that helps low-income families, the elderly, and people with disabilities live in decent, affordable housing.

“Section 202” means a section of the National Housing Act that provides capital and rental assistance to non-profit organizations to develop and operate housing for low-income elderly residents.

“Section 202 Offsets” means project-based rental assistance that covers the difference between HUD-approved operating costs of the project and the tenants' contributions toward rent, as well as direct funding for construction through capital advances.

“Section 236” means a section of the National Housing Act intended to incentivize private developers to build and rehabilitate affordable rental housing to low-income families.

“Section 811” means the Section 811 program that supports the creation of multifamily housing for very low-income persons with disabilities.

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“Tenant Rental Assistance Certifications System (TRACS)” means an integration financial management system developed by HUD to improve the fiscal control over Section 8 and other assisted housing programs

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Agency is Oregon's HFA, providing financial and program support to create and preserve opportunities for quality, affordable housing for Oregonians of lower and moderate income.

The Solution sought is for the benefit of the Agency’s Affordable Rental Housing Division under the HUD Contract Administration Division. This RFP is being conducted by the Agency’s Operations Division, with project management provided by the Project Management Office Division.

2.3.2 Project Overview and RFP Purpose

The Agency is seeking a license and software contract for HUD-compliant Section 8 contract administration and project management database, implementation (including data conversion and migration services), user training and maintenance and support services.

2.4 SCOPE OF WORK

The scope of this RFP includes:

• The purchase of software and license(s) to manage performance-based HUD Section 8 Contract Administration;

• Tools and resources to track and manage incentive-based performance standards such as rent adjustments, contract renewals, and housing assistance payments;

• Professional support services;

• Implementation services;

• Project Management services;

• Data conversion and migration services;

• Testing services;

• Training services;

• Maintenance and support services (including services for enhancements); and

• Optional hosting services.

The successful Proposer shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Agency is purchasing under this

RFP.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM PROPOSER REQUIREMENTS

3.1.1 Proposer (or one of Proposer’s subcontractors identified in the Proposal) must

Level 3 - Restricted have 3 years of experience implementing Section 8 contract administration software and support services. Proposer must have experience of implementing Section 8 contract administration software within the last 5 years.

3.1.2 Proposer must guarantee that it will be ready and available to provide demos within the timeframe specified in Section 1.2.

3.1.3 Proposer must demonstrate how it meets all Security Standards as outlined in Attachment C (Administrative Proposal Form), Section 1.4.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Round 1 Proposal Submissions

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

The Administrative Proposal

Proposer shall provide submittals detailed in RFP Attachment C (Administrative Proposal Form). The attachment covers the following:

a) Agency-provided forms and certifications:

a. Proposer Information and commitment statements

b. Response to RFP Minimum Requirements and Qualifications

c. Response to Security Standards

d. References

e. Disadvantaged Business Inclusion and Participation

f. Responsibility Inquiry

g. Disclosure Exemption Affidavit

h. Mandatory Certifications and Authorized Signatures

b) Proposer-provided submittals:

a. Redlined response to RFP Attachment B (Sample Contract)

b. All license agreements applicable to the Solution (including those for third-party intellectual property)

c. Pay Equity Certificate

The Technical Proposal

Proposers shall submit Proposal documents as outlined in the response template, RFP Attachment D. The Technical Proposal must follow the same outline provided and address the minimum prompts provided throughout the attachment.

The Solution Requirements Matrix

Proposers shall complete and submit RFP Attachment A.

The Cost Proposal

Proposers shall complete the Agency-provided form, included as RFP Attachment E.

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3.2.2 Proposal Submission and Formats

Proposer shall submit one (1) electronic copy of its Proposal using OregonBuys by the Bid Opening Date/Time on the Cover Page. In addition, 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 Affidavit of Trade Secret in the Administrative Proposal (Attachment C) and a fully redacted electronic version of its Proposal, clearly identified as the redacted version.

Proposer shall submit its Proposal in multiple files and formats, as follows:

Document Naming Convention* File Format

Administrative Proposal Response Form ProposerName_AdminProposal .pdf**

Pay Equity Certificate ProposerName_AdminProposal_AppA .pdf

Redlined Sample Contract ProposerName_AdminProposal_AppB .docx

License Agreements (all documents to be combined into one file)

ProposerName_AdminProposal_AppC .pdf

The Technical Proposal ProposerName_TechnicalProposal .pdf

Solution Requirements Matrix ProposerName_RequirementsResponse .xlsx

Cost Proposal ProposerName_CostProposal .xlsx

Redacted copy for any of the above*** ProposerName_DocumentName_Redacted .pdf

*Naming conventions are requested but not required.

**All submitted portable document formats must be searchable.

***All redacted documents are recommended to be submitted in a secure portable document format.

3.2.3 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency. Digital signatures (e.g. DocuSign or Adobe Sign) on the Proposal are permitted.

3.3 ROUND 1 PROPOSAL REQUIREMENTS

Proposals 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 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.

Include a Table of Contents with your Proposal and page numbers. Responses to each section and subsection should be labeled to indicate the item being addressed. Responses to this RFP should be written in plain language. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

Proposals should be straightforward and address the requests of the RFP. Proposals containing

Level 3 - Restricted unsolicited marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 Administrative Proposal

Proposer shall complete and submit RFP Attachment C. Failure to demonstrate compliance with Oregon Tax Laws and to sign the Proposal may result in a finding of non-Responsibility.

3.3.2 Technical Proposal

Proposer shall submit a Technical Proposal, structured using the outline identified in RFP Attachment D.

3.3.3 Solution Requirements Matrix

Proposer shall complete and submit RFP Attachment A.

3.3.4 Cost Proposal

Proposer shall complete and submit RFP Attachment E.

SECTION 4: SOLICITATION PROCESS

4.1PUBLIC NOTICE

The RFP and attachments are published in OregonBuys at https://OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be published as Bid Amendment(s) in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Bid Amendments have been issued. Bid Amendments are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 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 email;

• Reference the RFP 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 Section 1.2, the Schedule.

https://oregonbuys.gov/

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4.4 SOLICITATION PROTESTS

4.4.1 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 Bid Amendments 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.

4.4.2 Protests to Bid Amendments Allowed

Prospective Proposers may submit a Written protest of anything contained in the respective Bid Amendment. Protests to Bid Amendments, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date/time specified in the respective Bid Amendment, or they will not be considered. Protests of matters not added or modified by the respective Bid Amendment will not be considered.

4.4.3 All Protests must:

• Comply with procedure under OAR 137-047-0720;

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify prospective Proposer’s name and contact information;

• Be signed 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

• 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;

and

• Protests to Bid Amendment must be received by the due date identified in the RFP or respective Bid Amendment.

4.4.4 Protest Response

Agency will endeavor to respond to all protests submitted in a timely manner while giving due consideration to the nature of the protests. Agency reserves the right not to consider protests that do not comply with OAR 137-047-0720

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Bid Opening Date. Agency is not responsible for any

Level 3 - Restricted transmission errors or delays, or for any mis-delivery for any reason. Proposals submitted by any means not authorized may be rejected.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, or to withdraw its Proposal, it must do so through OregonBuys or email to the SPC prior to the RFP Bid Opening Date.

In order to make a modification to a Proposal, Proposers will need to withdraw the document, make the desired edits, and resubmit the modified Proposal prior to the RFP Bid Opening Date.

4.7 PROPOSAL DEADLINE

A Proposal (including all required submittal items) must be received by the SPC on or before Bid Opening Date. All Proposal modifications or withdrawals must be received prior to Bid Opening Date.

A Proposal received after Bid Opening Date is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Bid Opening will be held virtually at the time specified in the Bid Opening Date field in Section 1.2. Only the name of the Proposer will be revealed at the public Opening and 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 137-047-0630.

Proposer may attend the public Opening using the following teleconference information:

Microsoft Teams

Join the meeting now Meeting ID: 214 164 695 619 0

Passcode: Fb6nZ7EK

Dial in by phone

+1 503-446-4951,,835635645# United States, Portland

Find a local number

Phone conference ID: 835 635 645#

For organizers: Meeting options | Reset dial-in PIN

4.9 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, although an electronic signature is acceptable.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzEyYWRlY2EtN2JjMy00NWZiLWExMGItNDNhMzNhMzYzYzAw%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bade7978-3408-4646-b53c-d936335cb135%22%7d tel:+15034464951,,835635645 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=835635645 https://teams.microsoft.com/meetingOptions/?organizerId=bade7978-3408-4646-b53c-d936335cb135&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_YzEyYWRlY2EtN2JjMy00NWZiLWExMGItNDNhMzNhMzYzYzAw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

Level 3 - Restricted

• 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 makes inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• A 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 Bid Amendment.

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Administrative Proposal Review and Responsiveness Determination

A Proposal received prior to Bid Opening Date will be reviewed to determine if it is Responsive to all RFP 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-137-047-0470.

4.10.2 Technical Proposal Evaluation Framework and Criteria

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 other rounds of competition. Evaluators will assign a score for each evaluation criterion and sub-criterion listed below in this section, up to the maximum points available for each.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Evaluation Committee members will score each evaluation criterion and sub-criterion using the scoring rubric below:

SCORING RUBRIC FOR RFP SECTION 4.10.2

SCORE EXPLANATION

5 OUTSTANDING – Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter. Where applicable, the Solution meets most or all of the requirements and State’s needs.

4 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted. Where applicable, the Solution meets many or most of the requirements.

Level 3 - Restricted

3 ADEQUATE – Response addresses all prompts in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer. Where applicable, the Solution meets some of the requirements, but not many.

2 FAIR – Proposer meets minimum requirements or expectations but does not demonstrate sufficient knowledge of the subject matter. Where applicable, the Solution meets little-to-some of the requirements.

0-1 POOR – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

Where applicable, the Solution meets little-to-none of the requirements.

The scores listed above will be applied to the evaluation criteria for the Technical Proposal Section 1 and Section 2 for a cumulative total up to 70 points, as set forth in section 4.11 below.

4.10.3 Solution Requirements Matrix Evaluation Framework and Criteria

A total of 157 requirements have been identified for the Solution. For each requirement, Proposers are to indicate if they meet the requirement and how the Solution meets the requirement in the provided column that requests explanation of how the Solution meets the need.

The Evaluation Committee will score this criterion using the scoring rubric below:

SCORING RUBRIC FOR RFP SECTION 4.10.3.1

SCORE EXPLANATION

5 OUTSTANDING – Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter. The Solution meets most or all of the requirements

4 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

Where applicable, the Solution meets many or most of the requirements.

3 ADEQUATE – Response addresses all prompts in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer. Where applicable, the Solution meets some of the requirements.

2 FAIR – Proposer meets minimum requirements or expectations but does not demonstrate sufficient knowledge of the subject matter. Where

Normalization Factor

The 157 requirements are spread across 13 categories as individual tabs within the matrix.

The number of requirements within each category varies. Each category will be normalized so that they are calculated with the same overall value.

Since there are 13 distinct functional requirements categories, each functional category represents approximately 7.69% of the total requirements.

100 / 13 = 7.6923

*Note: while only 4 decimal places are shown in the quotient above, the full arithmetic value in Excel is used in subsequent calculations for accuracy.

Using the percentage of the sum of requirements per category (7.6923), a Normalization Factor is derived by dividing 7.6923 by the number of requirements in each category. In this way, each category of requirements has a normalization factor (multiplier) based on the number of requirements in that category, so that the category is worth the same number of points overall as any other category. The score (0-5) for Proposer response to each requirement will be multiplied by this Normalization Factor.

Weighting Groups of Requirements Categories by Priority

Agency has prioritized the requirements categories to weight some categories as more important than others. Categories at the top of the list (highlighted in blue below) are seen as the most important, whereas the second group highlighted in peach are seen as the next most important, and those in green as least important.

To apply weighting, Agency will use a Category Multiplier as follows:

applicable, the Solution meets little-to-some of the requirements.

0-1 POOR – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter. Where applicable, the Solution meets little-to-none of the requirements.

Level 3 - Restricted

• Categories in blue are weighted at 1.5x (50% additional weight given)

• Categories in peach are weighted at 1.25x (25% additional weight given)

• Categories in green are weighted at 1x (no additional weight given)

Weighting by Criticality

Next, Agency has designated each of the 157 requirements as either “Necessary” or “Desired”, to indicate the criticality.

To apply weighting by criticality, Agency will use a Criticality Multiplier as follows:

• Necessary requirements are weighted at 1.5x (50% additional weight given)

• Desired requirements are weighted at 1x (no additional weight given)

Example of Weighting by Category and Criticality

To illustrate an example, suppose a Proposer’s response to a requirement in the Integrations category receives a score of 4 (out of 5 possible points).

First, the score is normalized by the Normalization Factor for the Integrations category.

4 x 2.5641 = 10.26

(product rounded for illustration)

Next, the resulting score is multiplied by the Category Multiplier for the Integrations category (1.5)

10.26 x 1.5 = 15.39

Finally, the resulting score is multiplied by the Criticality Multiplier. Suppose the Integrations requirement being scored in this example is listed as “Necessary”, rather than desired. “Necessary” requirements have a Criticality Multiplier of 1.5x.

15.39 x 1.5 = 23.1

23.1 is the resulting score overall for this requirement in this example.

*Note: While products are rounded and number of decimals truncated for illustration purposes in this example, the full arithmetic value in Excel is to be used by Agency in actual scoring calculations for accuracy. The total score for the Solution Requirements Matrix will be rounded to 2 decimal places once calculated.

4.10.4 Cost Proposal Evaluation Criteria

The SPC will conduct the price evaluation. The SPC will award a cost score based on the total five-year expected cost of the Cost Proposal listed below based upon the formula described. The total five-year expected cost includes all costs and fees for implementation and the total ongoing Solution cost (Solution and Hosting tab and Implementation tab combined).

Lowest Responsive Price Received X 100 = Score

Proposer’s Price

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

The Technical Proposal is scored by an evaluation committee. The evaluators will score each of the seven subcategories for Section 1 and the seven subcategories of Section 2, as set forth in Attachment D. Scores are the values (0 through 5) assigned by each evaluator for a cumulative total of 70 points. The points are then divided by the total max points possible and multiplied by the total points available, as shown in the table below, for the total points awarded.

(Example: Proposer A receives response scores of 32 and 30 for a total of 62 points. The SPC takes the total response points and divides by the maximum points possible, which is then multiplied by the 30 points of the overall total points score. 62 divided by the max score of 70 is

0.9. 0.9 multiplied by 30 is 27. Proposer A receives 27 points for that criterion.)

The Solution Requirements Matrix is scored as stated in RFP Section 4.10.3. The points are then divided by the total max points possible and multiplied by the total points available, as shown in the table below, for the total points awarded.

(Example: Proposer A receives a response score of 600. The maximum possible score is 866.56.

The SPC takes the total response points and divides it by the maximum score possible, which is then multiplied by the 45 points of the overall total points score. 600 divided by 866.56 is 0.69.

0.69 multiplied by 45 is 31. Proposer A receives 31 points for that criterion.)

The Cost Proposal is scored as stated in RFP Section 4.10.4. The scores will be totaled together, and the points are then divided by the total max points possible and multiplied by the total points available, as shown in the table below, for the total points awarded.

Level 3 - Restricted

ROUND 1 SCORING FRAMEWORK

Proposal Section Points Available

Administrative Proposal 0 (Pass/Fail)

Technical Proposal 30

Solution Requirements Matrix 45

Cost Proposal 25

TOTAL POINTS 100

4.12 ROUND 1 RANKING AND SHORTLISTING OF PROPOSERS

Agency will rank all Proposers at the conclusion of evaluation and scoring. The rank order for each Proposer is the highest score receiving the highest rank, and successive rank order determined by the next highest score.

The two highest ranked Proposers (or the group of competitive Proposers as evidenced by a natural break in scoring, as determined by Agency) will advance to Round 2 (the “Shortlisted Proposers”). Agency will notify Shortlisted Proposers of their inclusion to participate in Round 2.

4.13 COMPETITIVE RANGE PROTEST

Proposers excluded from participating in Round 2 may submit a Competitive Range Protest.

Competitive Range Protests must:

• Be emailed to the SPC;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative;

• Specify the grounds for the protest; and

• Be received within 3 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 5 days of receipt. Protests that do not include the required information may not be considered by Agency.

Level 3 - Restricted

4.14 SCORING AND RANKING OF PROPOSERS FOR THE SUBSEQUENT ROUND

The Proposer’s Cost Proposal score will advance to Round 2. The SPC will determine the cumulative score for Proposers advancing through Round 2 by adding the Cost Proposal score from Round 1 with Round 2 scoring.

SECTION 5: ROUND 2 DEMONSTRATIONS

5.1 PROCESS OVERVIEW

In accordance with RFP Section 4.12, Shortlisted Proposers will advance to this Round 2 of competition. Proposers will provide an oral presentation and demonstration of the proposed Solution.

Note that Agency anticipates issuing an RFP Bid Amendment with the Notice of Competitive Range to provide the oral presentation agenda, demo scripts, and scoring methodology.

Shortlisted Proposers will adhere to the demonstration format specified in the subsequent Bid Amendment.

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer based upon the scoring methodology and process described in RFP Sections 4 and 5. Agency may award less than the full Scope defined in this RFP.

6.1.2 Tiebreakers

If Proposers are tied after completion of all evaluations, then Agency shall proceed with the tiebreaker process identified below. Agency will determine if Proposal are tied based on the process outlined in OAR 137-046-0300(2).

6.1.2.1 Optional Rounds of Competition

If, at the conclusion of demonstrations where scores are tied, Agency determines that additional rounds of competition may provide clarity as to which Proposal is more advantageous to the State, then Agency may proceed with an additional round of competition, such as:

• Interviews;

• Additional demonstrations;

• Discussions and Revised Proposals; and

• Best and Final Offers.

Details of the procedures in any additional round of competition will be made via Bid Amendment.

Level 3 - Restricted

Agency is not obligated to issue additional rounds of competition. If Proposers are tied after evaluations, Agency may skip this tiebreaker round and proceed with the Proposer of Agency’s choice.

6.1.2.2 Oregon Goods and Services

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract to the Proposer who is offering:

• Goods manufactured in the State;

• Services provided in the State; and

• Personal Services performed in the State.

6.1.2.3 Drawing Lots

If an apparent awardee is not evident after evaluations and applying the Preference for Oregon Goods and Services (if applicable), then Agency will determine Award in accordance with OAR 137-046-0300(1)(b)/(c).

6.1.3 Responsibility Determination

Prior to award, Agency will evaluate the Proposer’s submitted Responsibility Inquiry Form (see Administrative Proposal Response Template). In addition to this form, Agency will determine if the Proposer is Responsible by reviewing the considerations outlined in OAR 137-047-0640(1)(c)(F).

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

6.1.4 Intent to Award Notice

Agency will notify all Proposers in writing by issuing an Intent to Award notice that Agency intends to award a Contract to the selected Proposer subject to successful negotiation of any negotiable provisions.

6.2 INTENT TO AWARD PROTEST

6.2.1 Protest Submission

An Affected Proposer shall have seven (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 a 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

Level 3 - Restricted

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 a Contract Negotiations and award.

6.2.1.1 Protests must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative;

• Specify the grounds for the protest; and

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

6.2.2 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 will not be considered by Agency.

6.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

A Proposer who is selected for an award under this RFP will be required to submit additional information and comply with the following:

6.3.1 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 C of Attachment B.

6.3.2 Taxpayer Identification Number

A Proposer must provide its Federal 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.

6.3.3 Business Registry

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

6.3.4 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, http://sos.oregon.gov/business/pages/register.aspx

Level 3 - Restricted visit www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf.

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

6.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by their Signature on the Administrative Proposal, 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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

6.3.6 Pay Equity Compliance

As required by ORS 279B.235, Contractor shall comply with ORS 652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Commencing on January 1, 2019, Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s compliance with this section constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles Agency to terminate this Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

6.4 CONTRACT NEGOTIATION

6.4.1 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 this RFP, including the terms and conditions of the Sample Contract (Attachment B), with the exception of those terms reserved for negotiation such as the Statement of Work and Insurance requirements.

In submitting its response to this RFP, a Proposer must review the attached Sample Contract and note exceptions in accordance with Section 5 of Attachment C (Administrative Proposal Form)

To be considered in the Contract negotiation stage, Proposers must submit those exceptions https://www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf

Level 3 - Restricted to Agency within the Proposal submitted by the Bid Opening Date. Unless Agency agrees to modify 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 B).

It may be possible to negotiate some provisions of the final Contract; however, Agency is not required to make any changes, and many provisions cannot be changed. Proposers are cautioned that the State of Oregon views modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency will consider the Scope of requested exceptions in the evaluation of Proposal.

The Contract, including any subsequent negotiated changes, is subject to prior approval by the Oregon Department of Justice.

Agency is unable to negotiate those items listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 30 calendar days of the Intent to Award notice, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 7: ADDITIONAL INFORMATION

7.1 CERTIFIED FIRM PARTICIPATION

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=6787&TN= oregon4biz

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

7.2 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. In no event shall this Section 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 https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

Level 3 - Restricted or otherwise, to or from any Claim or consent to the jurisdiction of any court.

7.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public record and are subject to public inspection. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

The Oregon Public Records Law (“PRL”) may provide confidentiality protection to some or all a Proposal, at least on a limited basis.

A. The PRL…