Addendum - 3 E Sign Solutions.pdf
PDF 633 KB Posted
- Attached to
- E-Sign Solutions RFQ # 25002
- Solicitation number
- S-45900-00015567
- Issued by
- Washington County, Oregon
About this file
This is Addendum #3 to a Request for Quotes (RFQ) issued by the Oregon Public Employees Retirement System (PERS) for e-signature solutions. The addendum, issued January 21, 2026, provides clarifications to questions submitted by potential vendors regarding the procurement (PERS-RFQ #25002, OregonBuys #S-45900-00015567). The RFQ seeks a comprehensive e-signature solution with remote online notarization capabilities to support Member Services and Intake functions. PERS anticipates awarding a single contract with an initial four-year term and potential renewals extending to ten years total. The service is expected to commence September 27, 2026. The final offer due date is Thursday, January 29, 2026, at 4:00 PM PST. The procurement is limited to seven pre-qualified participating vendors under existing state and local agreements.
Key clarifications provided in this addendum address operational requirements and vendor expectations. For notarized transactions, typical signers include the member, spouse, and notary agent, with no witnesses required; standard documents range from 1 to 7 pages (full Service Retirement Application). PERS confirmed that "E-Signature Enterprise Envelopes" and "Enterprise Envelopes for General E-Signature" represent two distinct pricing categories. The procurement is open to any solution that meets requirements, including Adobe, DocuSign, and OneSpan. PERS currently has no existing remote online notarization solution in place. During transition activities including data migration, configuration, implementation, and consulting services, PERS does not directly support the product or manage account creation and termination but has requested onboarding support from the vendor, with internal resources assuming responsibility thereafter. PERS indicated openness to discussing the appropriate support model once formally engaged.
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Text version
REQUEST FOR QUOTES (RFQ)
Best Value Analysis (BVA)
E-Sign Solutions
PERS-RFQ # 25002
OregonBuys # S-45900-00015567
Addendum # 3
Clarification Issue Date: January 21, 2026
Issuing Office: Public Employees Retirement System (PERS)
RFQ Contact Information (Authorized Representative): Ryan Ellis, Procurement & Contracts Specialist Address: 11410 SW 68th Parkway Tigard, OR 97223 Phone: (503) 603-7505 E-mail: ryan.ellis@pers.oregon.gov
Offer Due Date and Time: Thursday, January 29, 2026, 4:00PM PST.
Service Category: Cloud Service Providers
Questions Received
The following questions have been received. PERS has reviewed and has provided the following answers:
Q: For planning and pricing accuracy, can PERS provide a general description of a typical notarized transaction, including the approximate number of signers, whether witnesses are commonly required, and the typical document length (page count)?
A: For Member Services, a notarization would be to a member SRA or any other PERS forms requiring notarization. This currently only occurs in-person, at RAAS appointments and HQ.
For Intake, it’s the same Service Retirement Application (SRA), Withdrawal Application, or PERS form that requires a notary. Approx number of signers is member, spouse, and notary agent. No witnesses are required, because notary will verify identification, and a full SRA is 7 pages, or 20 with instructions. So anywhere between 1-7 is average.
Q: The pricing sheet includes both “E-Signature Enterprise Envelopes” and “Enterprise Envelopes for General E-Signature.” Can PERS confirm whether these refer to the same general e-signature envelope type, or whether they are intended to represent two distinct categories for pricing purposes?
A: Two distinct categories for pricing purposes.
Q: Does Oregon want a quote related for just one solution or all (Adobe, DocuSign, and One Span)
A: PERS is open to receiving any solution(s) that will meet our requirements.
Q: What is existing signature solution if any?
A: No existing RON solution currently.
Q: During required transition of terms "analysis, data migration, configuration, implementation services, consulting services, and returning data to PERS in a suitable format via electronic submission" will incumbent or internal resources be available?
A: PERS does not provide support for this product directly nor account creations and terminations for this product. If PERS is requested to do this, there is a process to go through to define the support model and determine how PERS can support it. It takes a while to get support in place, but open to having that discussion. PERS has asked for in this posting for Onboarding support from incumbent, and then internal resources would take it from there.
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