PHIP RFQ Website Services.pdf

Oregon Public Employees Retirement System 11410 SW 68th Parkway Tigard, OR 97223

REQUEST FOR QUOTATION

OregonBuys RFQ # S-45900-00016137

Return To: Abigail Churchill by (3:00 PM PST) on (Monday, March 2, 2026) via email Abigail.Churchill@pers.oregon.gov. Only Email Submissions will be accepted by the close date and time. Email submissions after the close date and time will not be accepted.

Background:

PHIP currently manages its website using the WordPress platform, which was rebranded in 2014. While the site remains functional, PHIP aims to update it to meet current standards, including Americans with Disabilities Act (ADA) compliance as mandated by Oregon law.

Scope of Work:

Please see the attached Exhibit A for Scope of Work.

Issue Date: Wednesday, February 25, 2026

Procurement Method: PERS is conducting this solicitation as an Intermediate Procurement in accordance with ORS 279B.070 and OAR 125-247-0270. This is an informal solicitation and no protests of the solicitation or the award will be considered.

Questions and Clarifications:

All questions and requests for clarification regarding this RFQ must be submitted in writing by email only to the Authorized Representative and must be received no later than Monday, March 2, 2026 at 3:00 PM (PST).

Minimum Submission Requirements:

Proposer should submit a quote for services as per the template in Exhibit B, Rate Sheet.

Proposer is required to fill out and submit Exhibit D, Proposer Information.

All quotes binding for 3 months from date of submission.

Evaluation and Award:

Authorized Purchaser, in its sole discretion, may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all submittal requirements have been met. Those meeting the submittal requirements will be evaluated to determine the “Best Value” for the State.

“Best Value” is based solely on Authorized Purchaser’s determination of what meets its needs, taking into account price as well as the following considerations:

• Product and technical requirements

• Product availability

• Vendor service performance of equipment and administration of prior leases mailto:Abigail.Churchill@pers.oregon.gov

• Total cost

Intent to Award Notice:

Authorized Purchaser will notify all Offeror’s in Writing that agency intends to award a Contract to the selected Offer subject to successful negotiation of any negotiable provisions.

Award:

PERS reserves the right to award a contract based solely upon information submitted. PERS may negotiate with a Proposer to clarify its proposal or to effect modifications that will make the Proposal acceptable or more advantageous to PERS.

PERS reserves the right to not award a contract resulting from this Solicitation if PERS finds such a decision to be in the best interest of the state or the Agency.

OregonBuys All vendors awarded a contract as a result of this RFQ will be required to be register as a supplier in OregonBuys. More information can be viewed at: https://oregonbuys.gov/bso/

Insurance Requirements:

Insurance requirements for the Contract are specified in Exhibit C.

Legal Compliance:

Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes including the Americans with Disabilities Act.

Certification of Compliance with Discrimination Laws RFQ, thereby certifies that it has not discriminated against minority, women or emerging small business enterprises, or a business enterprise that is owned or controlled by or that employs a disabled veteran, as that term is defined in ORS 408.225, in obtaining any subcontracts, and that the Proposer is not in violation of any discrimination laws.

Certified Business Firm Participation (ORS 200.005 to 200.075; ORS 200.160 to 200.200;

ORS 279A.105)

Participation By Disadvantaged Business Enterprises, Minority-Owned Businesses, Woman- Owned Businesses, and Emerging Small Businesses.

As noted in Executive Order 12-03: “Minority-owned and Woman-owned businesses continue to be a dynamic and fast-growing sector of the Oregon economy. Oregon is committed to creating an environment that supports the ingenuity and industriousness of Oregon’s Minority Business Enterprise [MBE] and Woman Business Enterprise [WBE]. Emerging Small Business [ESB] firms are also an important sector of the state’s economy.”

Any Oregon firm that is certified as a disadvantaged business enterprise, minority-owned business, woman-owned business, business owned by a service-disabled veteran or emerging small business, as defined in ORS 200.005 and pursuant to ORS 200.055 (a “Certified Business Firm”), has an equal opportunity to participate in the performance of contracts financed with State funds. By submitting its Proposal, Proposer certifies that it will make good faith efforts to ensure that Certified Business Firms are provided an equal opportunity to compete for and participate in the performance of any subcontracts resulting from this procurement. Proposer further certifies and agrees that it has not discriminated and will not discriminate in its https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foregonbuys.gov%2Fbso%2F&data=05%7C02%7CAbigail.CHURCHILL%40pers.oregon.gov%7Cf1c3515e64794896e72a08de732f566c%7C860f660b157845aa8e77aa9b68a0c0dd%7C0%7C0%7C639074844454595120%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oI%2FdWqKNh9SCqOthfXBkrG26qhK2UdD8w4mBS4Bun3E%3D&reserved=0 employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin, and it has not discriminated and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a Certified Business Firm pursuant to ORS 200.055.

If there may be opportunities for subcontractors to work on the Project, it is the expectation of the Agency that the Proposer will take reasonable steps to ensure that Certified Business Firms are provided an equal opportunity to compete for and participate in the performance of any contract resulting from this procurement or any subcontracts associated with Services to be performed under any contract resulting from this procurement.

EXHIBIT A

SCOPE OF WORK

Contractor shall perform the following services with respect to the compliance, update, website support, programming, design refresh and graphic production of the PERS Health Insurance Program (PHIP) website.

1) ADA compliance

a) Ensure that website services comply with ADA requirements no later than April 24, 2026.

b) Achieve WCAG 2.1 AA conformance across priority pages, forms, documents, and media for existing content.

2) Design refresh

a) Revise the existing template to align with current standards.

b) Refresh the front-end layouts and use these updates to guide improvements to the

Mobile/Responsive templates.

3) Mobile/responsive updates

a) Implement updates to the mobile/responsive templates to conform to current standards and incorporate ADA updates.

4) Functional updates

a) General function updates to WordPress platform to add functionality for easier site administration. Update plugins and settings to conform to the current WordPress Gutenburg editing system.

5) Other miscellaneous updates

a) Additional updates identified during the planning phase, which may include graphics production, web server configurations, assistance with security certificates, search engine optimization (SEO), and the selection of stock photos.

All work to be mutually agreed upon, in writing, prior to starting services. A detailed plan will be agreed upon each time services are rendered.

EXHIBIT B

RATE SHEET

Task Rate Hours Subtotal ADA Compliance Design refresh Mobile/responsive updates Functional updates Testing and QA Deployment Meetings/consulting

TOTAL

Please provide categories, hourly rate, estimated hours per year and subtotal. PHIP average hours used in the past years have been less than 200 total for services per year.

EXHIBIT C

INSURANCE REQUIREMENTS

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit prior to performing under this Contract. Contractor shall maintain such insurance in full force and at its own expense throughout the duration of this Contract, as required by any extended reporting period or continuous claims made coverage requirements, and all warranty periods that apply.

Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to Agency. All coverage shall be primary and non-contributory with any other insurance and self-insurance, with the exception of Professional Liability and Workers’ Compensation. Contractor shall pay for all deductibles, self-insured retention, and self-insurance, if any.

If Contractor maintains broader coverage and/or higher limits than the minimums shown in this Exhibit, Agency requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2).

Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each accident.

If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act.

COMMERCIAL GENERAL LIABILITY:

Contractor shall provide Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State of Oregon. This insurance must include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this Contract, and have no limitation of coverage to designated premises, project, or operation. Coverage must be written on an occurrence basis in an amount of not less than $1,000,000.00 per occurrence and not less than $2,000,000.00 annual aggregate limit.

AUTOMOBILE LIABILITY INSURANCE:

Required Not required

Contractor shall provide Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $__________________ for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

Required Not required

Contractor shall provide Professional Liability Insurance covering any damages caused by an error, omission or any negligent acts related to the services to be provided under this Contract by the Contractor and Contractor’s subcontractors, agents, officers or employees in an amount not less than $1,000,000.00 per claim and not less than $2,000,000.00 annual aggregate limit.

If coverage is provided on a claims made basis, then either an extended reporting period of not less than 24 months shall be included in the Professional Liability insurance coverage, or the Contractor shall provide Continuous Claims Made coverage as stated below.

EXCESS/UMBRELLA INSURANCE:

A combination of primary and Excess/Umbrella Insurance may be used to meet the required limits of insurance. When used, all of the primary and umbrella or excess policies must provide all of the insurance coverages required herein, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies must be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance.

No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, must be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance.

ADDITIONAL INSURED:

All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and Officers Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an Additional Insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s goods to be delivered and Services to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance.

Regarding Additional Insured status under the General Liability policy, Agency requires Additional Insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's goods to be delivered and Services to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of Contractor’s ongoing operations must be on, or at least as broad as, ISO Form CG

20 10 and the Additional Insured endorsement with respect to completed operations must be on, or at least as broad as, ISO form CG 20 37.

WAIVER OF SUBROGATION:

Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may acquire against the Agency or State of Oregon by virtue of the payment of any loss. Contractor shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not Agency has received a Waiver of Subrogation endorsement from the Contractor or the Contractor’s insurer(s).

CONTINUOUS CLAIMS MADE COVERAGE:

If any of the required liability insurance is on a claims made basis and does not include an extended reporting period of at least 24 months, then Contractor shall maintain continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a minimum of 24 months following the later of:

(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required under this Contract, or

(ii) Agency’s or Contractor’s termination of this Contract, or

(iii)The expiration of all warranty periods provided under this Contract.

CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods and performing any Services required under this Contract. The Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must also include all required endorsements or copies of the applicable policy language effecting coverage required by this Contract. If excess/umbrella Insurance is used to meet the minimum insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements under this Exhibit.

NOTICE OF CHANGE OR CANCELLATION:

Contractor or its insurer shall provide at least 30 calendar days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Exhibit.

ATTACHMENT D

PROPOSER INFORMATION

SUBMIT THIS FORM WITH YOUR PROPOSAL

Proposer Information

Company Legal Name:

Federal Tax

ID#:

Address:

Contact Person: Email:

Phone: Fax:

By signing this Cover Page, Proposer agrees to comply with all requirements, specifications and terms and conditions included with this Request for Proposal (including all Attachments and Addenda, if any) and all specifications, warranties, etc. included in its submitted response. Proposer certifies, under penalty of perjury, that they are not in violation of any tax laws described in ORS 305.385(6) and (7).

Authorized Signature:

Printed Name:

Title:

Date:

Complete if Applicable:

CERTIFIED BUSINESS FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to

200.200; ORS 279A.105)

NOTE: This section is for information purposes only and shall not be considered in the evaluation of the bid or award of a contract.

Type of Certification Certification Number Certified in Oregon?

Disadvantaged Business Enterprise

(DBE)

Minority Business Enterprise (MBE)

Women Business Enterprise (WBE)

Emerging Small Business (ESB)

CERTIFIED BUSINESS FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to 200.200; ORS 279A.105)