Caseload Management Software RFP - LBLESD.pdf

In Partnership with:

High Desert ESD InterMountain

ESD

South Coast ESD Southern Oregon

ESD

Willamette ESD

Linn Benton Lincoln ESD

REQUEST FOR PROPOSAL

Caseload Management Software Solution

Monday, February 6, 2023

Request for Proposal: Caseload Management Software Solution Linn Benton Lincoln ESD

OBJECTIVE

Linn Benton Lincoln Education Service District, hereafter referred to as LBLESD, is requesting proposals for the purchase, installation, and maintenance of a comprehensive, fully integrated, operational caseload management software solution on behalf of itself as well as High Desert ESD, InterMountain

ESD, South Coast ESD, Southern Oregon ESD, and Willamette ESD. The proposal can be for an existing piece of software that meets the requirements outlined in this Request for Proposal (RFP). or labor and resources to develop a piece of software to meet the requirements outlined in this RFP. LBLESD and its partners will also entertain offers to enter a partnership with other educational entities developing similar software solutions.

SCHEDULE

Issue Date: 4/3/2023

Responses Due: 4/28/2023

Questions Due Before: 4/21/2023

DISTRICT INFORMATION

Company Name: Linn Benton Lincoln Education Services District

Address: 905 4th Ave SE

Albany, OR 97321

Telephone: (541) 812-2600

Attachments

Caseload Management Software RFP Requirements - LBLESD.xlsx

Addenda to Solicitation Addenda to the proposal shall be posted in the same manner as the proposal. Proposer is responsible for monitoring proposals for addendum and adjusting proposals as necessary.

SUBMISSION REQUIREMENTS

Submission Guidelines Proposals shall be enclosed in a sealed envelope, or .zip file and delivered to the single point of contact through mail or email. All proposals need to be clearly identified as a proposal for this RFP.

Single Point of Contact Name: Tim Jones

Address: 905 4th Ave SE

Albany, OR 97321

Telephone: 541-812-2633

Email: tim.jones@lblesd.k12.or.us

Late Submissions Proposer is solely responsible for ensuring its proposal is received by the single point of contact in accordance with the RFP requirements before the response due date. LBLESD is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Proposals submitted by any means not authorized may be rejected. Proposals received after the response due date are considered LATE and will NOT be accepted for evaluation. Late proposals will be returned to the respective proposer or destroyed.

Modification or Withdrawal of Proposals Any proposer who wishes to make modifications to a proposal already received by the single point of contact shall submit its modification to the single point of contact and must denote the specific change(s) to the proposal submission. All proposal modifications must be completed prior to the response due date.

If a proposer wishes to withdraw a submitted proposal, it shall do so prior to closing. The proposer shall submit a written notice signed by an authorized representative of its intent to withdraw its proposal in accordance with OAR 125-247-0440.

Partial Bids Partial proposals will be accepted however, proposals that meet the full requirements outlined in the

RFP will be given preference. If only partial proposals are received, LBLESD and its partners may choose not to award the contract, or award the contract to multiple proposers.

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 the proposer's authorized representative sign the proposal.

Proposer makes any contact regarding this RFP with LBLESD and its partners staff other than the single point of contact or those the single point of contact authorizes, or inappropriate contact with the single point of contact.

Proposer attempts to inappropriately influence a member of the evaluation committee.

Proposal is conditioned on LBLESD and its partner ’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 Addenda.

Proposer alone (and its licensors, where applicable) do not own all rights, titles and interests, including all related Intellectual property rights, in any proposed technology.

Confirmation of Understanding Proposer shall initial each area of this RFP to confirm their understanding of the requirements and return a signed and initialed copy of the RFP along with their submission.

Confirm your understanding of the submission requirements.

Initial

CONTRACT REQUIREMENTS

Contract The successful proposer, if one is selected, will be required to enter into a written agreement in a form approved by LBLESD and its partners. The agreement shall include, but shall not be limited to, the following terms and conditions:

Incorporation of Bid Documents All specifications, terms and conditions contained in the RFP shall be incorporated by reference and made a part of a contract awarded to the successful proposer.

Compliance with Laws The contract is a public contract subject to all applicable requirements of state and federal law, including but not limited to the following:

● 279B.045 – Compliance with all tax laws.

● 279B.220 – Prompt payment; no liens

● 279B.230 -- Payment for medical care; workers’ compensation.

● 279B.235 -- Hours of labor; compliance with pay equity provisions; employee discussions of rate of pay or benefits.

Insurance If a contract is awarded, proposer will need provide proof of the following insurance coverages and requirements:

● Professional liability insurance

● Commercial general liability insurance

Prior to the commencement of any work under a contract awarded pursuant to this RFP, the selected proposer shall furnish an original completed Certificate(s) of Insurance.

Nothing herein contained shall be construed as limiting in any way the extent to which proposer may be held responsible for payments of damages to persons or property resulting from proposer’s or its subcontractors’ performance of the work covered under the contract. It is agreed that proposer’s insurance shall be deemed primary with respect to any insurance or self-insurance carried by LBLESD and its partners for liability arising out of operations under this contract.

Failure to Perform If a contract is awarded to a proposer and that proposer fails to perform, the proposer shall be liable for all costs and damages incurred by LBLESD and its partners in procuring and obtaining any similar equipment, article, material or service from other providers, and the contract awarded to the successful proposer shall be in full force and effect to the extent not terminated. LBLESD and its partners reserve the right to revoke and terminate a contract award upon the proposer’s failure to perform, which termination shall not affect any right, obligation or liability of the proposer that accrued before such termination. In addition to the rights set forth in this paragraph, LBLESD and its partners reserve all other rights and remedies at law and in equity.

Termination If a contract is awarded and the proposer breaches a term or condition of the contract, LBLESD and its partners may terminate the contract after providing five (5) days’ written notice of termination to the proposer. In addition to the right to terminate under the contract, Applicant reserves all its rights and remedies at law and in equity available due to the breach, including but not limited to the recovery from the proposer any damages, costs, expenses and attorney fees (including fees incurred on appeal) arising out or as a result of a breach.

If LBLESD and its partners breach a term or condition of the contract, the proposer’s sole remedy shall be termination of the contract and receipt of payment by LBLESD and its partners for any equipment, article, material or service provided by the proposer up to and including the effective date of termination.

Confirm your understanding of the contract requirements.

DISQUALIFICATION CRITERIA

Proposals received that do not meet the requirements specified in this RFP will be disqualified and will not be evaluated.

Proposals received that do not follow the directions in the “Proposal Instructions” section of this RFP will be disqualified as we will be unable to perform a proper evaluation of incomplete responses.

Confirm your understanding of disqualification criteria.

Initial

AWARD PROCESS

Notice of Award LBLESD will notify all proposers in writing that LBLESD and its partners are awarding a contract to the selected proposer(s) subject to successful negotiation of any negotiable provisions.

Protests Protests of bid specifications shall be presented to the single point of contact in writing within five calendar days prior to response due date. Such protest shall include the reason(s) for protest and any proposed changes. If, in the opinion of LBLESD and its partners, a change is required for the RFP, an addendum will be issued.

Protests of award shall be presented to the single point of contact in writing within five calendar days after the notice of award. Such protest shall include the reason(s) for protest and any proposed changes. If, in the opinion of LBLESD and its partners, a change is required for the award, a new notice of award will be issued.

Confirm your understanding of the award process.

SCORING CRITERIA

The following criteria will be used to determine the proposer that will be award a contract based on this

RFP:

● Cost of Services (30 points possible)

● Ability to Meet Requirements (40 points possible)

● Experience Providing Similar Services of a Similar Scope (15 points possible)

● Support (15 points possible)

Total Possible Score: 100

Confirm your understanding of the scoring criteria.

Initial

PROPOSAL INSTRUCTIONS

Overview

Proposer shall submit a proposal for a system to assist with caseload management and documentation for students receiving services through LBLESD and its partners. The system can be an existing, integrated software system that incorporates the operational functions described in the system requirements addendum of this RFP, or the labor to create a system to meet the requirements.

Proposer will need to provide a discussion of your firm and the solution proposed, including the technologies incorporated into the proposed solution, all components of the proposed solution, the firm's development cycle or project lifecycle, and the firm’s process for system maintenance, updates and patches.

System Costs

Proposer will need to fully provide itemized costs for the proposed solution, including all labor, licensing, and/or components necessary for the system to be fully functional. Proposers with an existing solution should include pricing for all addons and components that can be included in the product. Proposers looking to develop the system should break out components that would add a lot of additional costs into optional line items.

System Capabilities

Proposer will need to confirm the proposed system's ability to meet each of the capabilities listed in the document “Caseload Management Software RFP System Capabilities - LBLESD.xlsx'' by completing and returning the document. A yes or no designation with associated notes for each section are required for a complete proposal.

Proposer References

Proposer will need to provide contact information for at least three (3) references who have used the proposer’s services to provide a solution of similar scope and complexity.

Proposer Support

Proposer will need to provide information about the account team that will be assigned to the LBLESD and its partners. Proposer will need to provide information confirming when support is available and describe how LBLESD and its partners will solicit this support. Describe your service escalation process for all aspects of support, including triggers, and timelines. Proposer will need to provide this information for all types of issues, including service, billing and technical support.

Confirm your understanding of the proposal instructions.

PROPOSER INFORMATION AND CERTIFICATION

Company Name:

Contact Name:

Address:

Telephone:

Email:

By submitting a response, you certify that you are authorized to represent your company.

Signature: Date: