ALERT IIS RFP Pre-ProposalConference_6.24.26 - Informational Purposes Only~1.pptx
PPTX presentation 164 KB Posted
- Solicitation number
- S-DASOBO-00017475
- Issued by
- Oregon
About this file
This is a Pre-Proposal Conference presentation for a Request for Proposal (RFP S-DASOBO-00012374) issued by the Department of Administrative Services, State Procurement Services (DAS SPS) on behalf of the Oregon Health Authority (OHA), specifically the Oregon Immunization Program (OIP). The RFP seeks a vendor to replace Oregon's current ALERT Immunization Information System with a modern, cloud-based unified platform that integrates multiple legacy systems and supports statewide public health needs. The project scope includes delivering a modular, cloud-forward architecture with full lifecycle project services while meeting stringent security, privacy, and accessibility requirements. The pre-proposal conference was held on June 25, 2026, at 9:00 AM PT. The RFP schedule indicates that questions and clarifications are due by June 29, 2026, at 3:00 PM PT, with answers issued within an estimated five business days. Proposals are due by August 3, 2026, at 3:00 PM PT through OregonBuys. The RFP follows a multi-step solicitation process that may include presentations, demonstrations, interviews, and discussions. The expected contract term is five to ten years with renewal options, with a target project go-live date of December 2027.
Proposals must include three mandatory components: an Administrative Proposal (including executive summary, proposer organization profile, experience and capabilities, key personnel and staffing plan, and various required attachments), a Technical Proposal (including scope of work, business needs and solution requirements, security requirements response, and digital accessibility response), and a Preliminary Price Proposal (submitted as a separate file and not scored in Round 1). The preliminary price proposal must detail pricing by delivery activity, project phase, and year, including software/service licensing, hosting, implementation, data migration, configuration and integration, end-user support, and testing. The presentation emphasizes that proposers must submit grammatically correct, comprehensive, and concise responses that directly address RFP requirements without including weblinks. All official clarifications and addenda are issued in writing through OregonBuys, and proposers are responsible for monitoring the platform for updates. The Single Point of Contact for questions is Sara Stone at sara.stone@das.oregon.gov or (971) 707-1658.
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RFP S-DASOBO-00012374
ALERT Immunization Information System (ALERT IIS) June 25, 2026 9:00am PT Pre-Proposal Conference Phone Number: +1 503-446-4951 Phone Conference ID: 216 915 073#
FOR INFORMATION PURPOSES ONLY
This does NOT change the RFP
Agenda Welcome & Introductions Attendance Sign-In Pre-Proposal Conference Guidelines RFP Schedule Submitting Questions Agency Background Project Overview RFP Overview Submitting Proposal Administrative Proposal Technical Proposal Price Proposal Multi-step Solicitation Proposal Tips Conclusion and Contact Information
Welcome & Introductions Welcome to the Pre-Proposal Conference OHA Alert Immunization Information System (ALERT IIS) RFP June 25, 2026 | TEAMS
Presented by:
Sara Stone – Department of Administrative Services, State Procurement Services (“DAS SPS”) Single Point of Contact (SPC) Jenne McKibben – Oregon Health Authority (“OHA” or “Agency”), Oregon Immunization Program (“OIP”) ALERT IIS Director
Thank you for your interest in partnering with DAS & DCBS. We appreciate your participation and look forward to your proposals
Welcome & Introductions (Continued) Purpose of Today’s Meeting:
Provide an overview of the Request for Proposal (“RFP”) Clarify requirements and expectations Answer general questions (non-binding) Outline next steps in the procurement process
This procurement is being conducted by DAS SPS on behalf of Oregon Health Authority
Attendance Sign-In Sign-In Required: Please enter your name, organization, phone number, and email in the chat.
Recordkeeping: Attendance will be documented for procurement records.
Eligibility Reminder: Participation in this conference does not guarantee eligibility or contract award.
Multiple Attendees: If multiple individuals are attending from the same organization, each person should sign in separately.
Pre-Proposal Conference Guidelines Informational Only: This conference is for informational purposes. No statements made are binding on the State unless confirmed in writing.
Written Clarifications: All official clarifications and addenda will be issued in writing via OregonBuys®.
It is the Proposer’s responsibility to review the RFP in OregonBuys® for updates, addendums, answers and related information.
Questions: Questions may be asked during the conference, but only written responses issued by the State are official.
Attendance: Attendance does not guarantee eligibility or contract award.
Recording: This session is not being recorded.
Conduct: Please remain respectful and professional throughout the session.
OregonBuys® is Official Record of Process
RFP Schedule
| Event | Date and Time | |
| RFP Release to OregonBuys® | June 19, 2026 | |
| Voluntary Pre-Proposal Conference | June 25, 2026 | 9:00 am PT |
| Questions / Clarifications Due | June 29, 2026 | 3:00 pm PT |
| Answers to Questions/Clarifications Issued | Estimated within 5 Business Days of deadline for submission of Questions/Clarification Requests | |
| RFP Protest Period Ends | 7 calendar days prior to RFP Opening | |
| Opening (Proposals Due) | August 3, 2026 | 3:00 pm PT |
| Notice of Competitive Range | TBD | |
| Round 2 - Presentations, Demonstrations, or Interviews | TBD | |
| Issuance of Notice of Intent to Award | TBD | |
| Award Protest Period Ends | 7 calendar days after Notice of Intent To Award |
Updates Communicated via OregonBuys® You are here!
Submitting Questions Questions may be submitted via OregonBuys® at: https://OregonBuys.gov under bid solicitation number S-DASOBO-00012374 or direct email to the SPC, Sara Stone – sara.stone@das.oregon.gov Question Responses will be communicated via OregonBuys® in an Addendum. Responses will NOT be emailed.
Agency Background Structure:
Oregon Health Authority (OHA) Public Health Division Oregon Immunization Program
OIP:
Mission “Preventing and mitigating vaccine-preventable disease through immunization; managing immunization; and identifying and promoting evidence-based public health best practices.”
Core Functions Maintenance and customer service: ALERT IIS, Vaccines for Children, Adult Vaccinations, School Law, and Immunization Data Sharing & Governance.
See RFP for Complete Description and Instructions
Potential Talking Points:
Briefly introduce OHA’s Public Health Division and OIP position within it.
OHA is the state agency responsible for public health services across Oregon. It operates multiple divisions, including the Public Health Division and the Center for Public Health Practice, under which OIP is housed.
OHA’s Public Health Division carries out prevention and wellness efforts statewide. Vaccine is one of its core programs to enhance health equity and disease control.
Explain OIP's mission, operational scope, and how its key functions align with Oregon’s public health goals.
Highlight advisory structures and engagement with local and external partners.
OIP engages with local health departments, offering technical assistance, reporting metrics, and enforcement of school vaccine laws. They work with external committees to drive policy and improve access.
Demonstrate awareness of OIP’s legal/regulatory obligations, governance mechanisms, and funding structures—especially those relevant to the RFP.
Governs VFC and state-supplied vaccine accountability through detailed Oregon Administrative Rules; implements school and childcare immunization mandates with clear statutory backing.
Project Overview
See RFP for Complete Description The ALERT IIS Replacement Project will replace Oregon’s current ALERT IIS with a unified, scalable, cloud‑based system that integrates multiple legacy platforms and supports the state’s long‑term public health needs.
Scope:
Deliver a modern IIS Implement full lifecycle project services Provide a modular, cloud‑forward architecture Meet stringent security, privacy, and accessibility requirements Benefits to Oregonians:
Easy public access to personal immunization records through a Public Portal.
Streamlined workflows for providers, schools, Local Public Health Authorities, and OHA staff.
Scalable, resilient infrastructure ready for future public health needs.
RFP
Submitting Proposal Submitting Proposal:
Electronic submission through OregonBuys® at: https://OregonBuys.gov Additional Information on submitting the Proposal will be referenced in Section 3 - Procurement Requirements and Evaluation.
To be considered for evaluation, Proposal must contain each of the following elements:
RFP Section 3.2.1, Administrative Proposal (page 14) RFP Section 3.2.2, Technical Proposal (page 18) RFP Section 3.2.3, Preliminary Price Proposal (page 21) – Not scored Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS SPS.
See RFP Section 4.10, Round 1 Evaluation Process (page 25)
Closely review referenced sections in context of full RFP
Notes:
- Some of these documents need to be signed.
- See RFP Section 3.1.2 for page limits
RFP
Administrative Proposal Closely review RFP Section 3.1 for additional information
| Content | Mandatory/Non-Mandatory | Scored (Y/N) |
| Executive Summary | Mandatory | N |
| Proposer’s Organization Profile | Mandatory | Y |
| Proposer’s Experience and Capabilities | Mandatory | Y |
| Key Persons, Staffing and Management Plan and Organization Chart | Mandatory | Y |
| Attachment D: Reference Check Form | Mandatory | N |
| Attachment B: Affidavit of Exemption from Disclosure | Mandatory | N |
| Attachment C: Proposer Information and Certification Sheet | Mandatory | N |
| Attachment F: Certified Disadvantaged Business Outreach Plan | Mandatory | N |
| Attachment G: Responsibility Inquiry | Mandatory | N |
| Value Added Services or Features | Non-Mandatory | N |
Technical Proposal Closely review RFP Section 3.1 for additional information
| Content | Mandatory/Non-Mandatory | Scored (Y/N) |
| Attachment I: Scope of Work | Mandatory | Y |
| Attachment H: Business Needs / Solution Requirements | Mandatory | Y |
| Security Requirements Response | Mandatory | N |
| Digital Accessibility Response | Mandatory | N |
Notes:
- See RFP Section 3.1.2 for page limits
Dana to talk about Security Narative
Preliminary Price Proposal (Attachment E) Proposed pricing by delivery activity, project phase and year:
Software/service and/or licensing and maintenance agreements Hosting Solution implementation Data migration and conversion Configuration, integration, and/or configuration End-user support Testing Any additional activities as proposed and required to complete delivery of the scope of services Proposed pricing breakdown by Proposer deliverable Labor categories to be utilized for additional services, their description, and hourly rate Any assumptions made or clarifications required that may impact the accuracy of the preliminary price proposal.
The Preliminary Price Proposal must be submitted as a separate electronic response file.
Preliminary Price Proposal will not be scored in Round 1.
Preliminary Price Proposal
Multi-step Solicitation Proposals and Proposers evaluated for Responsiveness and Responsibility A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with the Minimum Submission Requirements section.
Each Proposal that is responsive will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and DAS SPS may have additional or fewer evaluators for optional rounds of competition.
Additional Rounds may consist of the following Interviews Presentations/demonstrations/additional submittal items Site visits Sandbox Discussions and submittal of revised Proposals Best and final offers
Proposal Tips
Poorly written Proposals will not score well.
A Proposer must comprehensively address Requirements with written submissions that are grammatically correct, concise, precise, and relevant.
Each Proposal should be straightforward and appropriately address the requirements and requests of the RFP.
Do not include any weblinks within the Proposal response.
Contact Information Sara Stone - Single Point of Contact (SPC) IT Procurement Strategist Department of Administrative Services, State Procurement Services (DAS SPS) 155 Cottage St NE Salem, OR 97301 Phone: (971) 707-1658 Email: sara.stone@das.oregon.gov OregonBuys® - https://oregonbuys.gov/ Thank you for your participation!
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