Questions and Answers RFP S-62800-00012802.pdf

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RFP #S-62800-00012802

Information Technology Support Services

Questions and Answers

February 28, 2025

1. How many people will be supported under this contract?

OFRI has ten total staff (9 full time and 1 part time)

2. Can you provide the current inventory of hardware and software that should be updated and maintained as outlined in section 2.4.2?

Laptops: 10 Towers: 2 Network printer: 1 (two photocopiers serve as printers as well) iPhones: 9 Server: 1

3. How many servers need to be maintained now, and how many will need to be maintained after migration to Microsoft cloud services?

Our intent is to eliminate the server housed in the Portland office and transfer to the Cloud.

4. Has a backup provider for Microsoft 365 been selected? If so, who has been selected?

No backup provider has been selected for 365. Proposer should answer this question in Section 2.4.3.1.7 in the RFP

5. Are there internal or external policies governing backup retention?

The state of Oregon document retention schedule can be found at https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=591 In addition, OFRI has an email retention schedule, which is attached to this document.

6. How many desktop and laptop computers need to be maintained?

See answer 2 above.

7. What network equipment would we be maintaining and supporting per 2.4.5.1? If the aforementioned inventory list does not include equipment from section 2.4.5 can you provide a similar inventory of Routers/Firewalls/Switches/Aps this mandate part of the executed contract.

We have routers, firewalls and switches in both offices (Portland and Silverton).

https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=591

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13. EMAIL RETENTION SCHEDULE

OFRI has elected to participate in the state Oregon Records Management Solution. The purpose of this policy is to retain and archive electronic records that are relevant to the business of Oregon Forest Resources Institute. OFRI’s retention schedule is based on position.

13.1 Executive Director. The primary responsibility of the Executive Director is to carry out the goals and objectives of the Institute as defined by the Legislature in HB 2419 and under the general leadership of the Board of Directors. The Executive Director sets agendas, directs the development of long-term strategy and sets goals to accomplish these strategies. The Executive Director ensures action is taken on Board Decisions and is responsible to the Board for the Institute meeting its missions and objectives.

By default, emails created in the course of performing the duties of the Executive Director will be kept permanently per OAR 166-350-0010(4).

13.2 Director of Business Operations. This position directs the office administration and supports the Executive Director, OFRI staff, support staff and the Board of Directors in the development of programs and projects to carry out OFRI mission and objectives. The Business Operations Director oversees accurate maintenance of personnel and payroll records; interprets and applies state and federal laws, administrative rules, generally accepted accounting principles, agency rules, and policies and procedures regarding personal service contracts, purchasing, travel, and accounting to ensure compliance and understanding. The Business Operations Director performs as Chief Financial Officer for the agency, including but not limited to developing budgets, establishing and maintaining business and internal accounting controls and preparing statewide financial and accounting reports.

By default, emails created in the course of performing the duties of the Director of Business Operations will be kept 75 years per OAR 166-300-0040(7), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.3 Deputy Director/Director of Forestry. This position serves as OFRI’s chief forester, ensuring accurate, current information on forest practices and forestry research is disseminated in all OFRI programs.

Develops accurate language on forestry information and interpretation. Responds or supervises response to requests for information and inquiries about Oregon’s forests. Reviews and ensures accuracy of forestry content of OFRI publications, curriculum, video productions, interpretive projects and other education programs.

By default, emails created in the course of performing the duties of the Deputy Director/Director of Forestry will be kept 6 years per OAR 166-300-0015(4), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.4 Director of K-12 Education Programs. This position directs the forestry education program for K-12 teachers and youth for the Institute. The Director of K-12 Education Programs develops the strategic direction for the OFRI K-12 education program, maintains contacts with educators and forestry education professionals, serves as a subject matter expert for advice on education standards and professional development standards, develops OFRI’s K-12 and teacher publications, and supervises OFRI’s ongoing K-12 education partner programs.

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By default, emails created in the course of performing the duties of the Director of K-12 Education Programs will be kept 6 years per OAR 166-300-0015(4), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.5 Public Affairs Manager. This position works across all programs – public outreach, K-12 and landowner, to develop, implement and evaluate OFRI’s communication platforms. These include educational advertising, special reports and other publications, videos, websites, social media and special projects.

By default, emails created in the course of performing the duties of the Senior Manager, Public Outreach will be kept 10 years per OAR 166-300-0015(21), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.6 Manager of Forest Landowner Education. The Forest Landowner Education Manager is responsible for the effective delivery of forestry interpretation and landowner education programs at the Oregon Garden Rediscovery Forest. These include field programs for high school students and their teachers, visits by the general public and workshops specifically designed for forest landowners. This also includes management of the 15-acre Rediscovery Forest and oversight of all of OFRI’s assets at the Oregon Garden, such as the Discovery Pavilion and office space at the Natural Resource Education Center.

By default, emails created in the course of performing the duties of the Manager of Forest Landowner Education will be kept 6 years per OAR 166-300-0015(4), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.7 Director of Communications. The Director of Communications works across OFRI’s primary programs: public education, K-12 education and landowner education to assist in the development and implementation of OFRI’s communication products. Among others, these include special reports and other publications, videos, websites, social media and special projects.

By default, emails created in the course of performing the duties of the Director of Communications will be kept 10 years per OAR 166-300-0015(21), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.8 Environmental Educator. The Environmental Educator position promotes public awareness and understanding of forest ecology and forest management in the Pacific Northwest to those who visit the Rediscovery Forest at the Oregon Garden in Silverton. This position prepares and provides education to school-age children and the general public about forestland stewardship and the benefits and importance of sustainably managed forests primarily for K-8 students and teachers.

By default, emails created in the course of performing the duties of the Environmental Educator will be kept 6 years per OAR 166-300-0015(4), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.9 Executive Assistant. Provides confidential and other program support to executive director, deputy director, director of business operations and managers including arranging events and logistics, developing public information support materials, assisting in development of presentations and other public outreach activities and materials. Computes, prepares and processes accounts payable in

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OregonBuys. Assist director of business operations in preparing year-end financial reporting to the Department of Administrative Services.

By default, emails created in the course of performing the duties of the Executive Assistant will be kept 6 years per OAR 166-300-0015(4), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-300.

13.9 Board of Directors. The Board of Directors consists of 11 voting members appointed by the State Forester, plus two nonvoting members. The two nonvoting members are the dean of the College of Forestry at Oregon State University, and an individual appointed jointly by the President of the Senate and the Speaker of the House of Representatives to represent the public. The duties of board members are to attend and participate in board meetings and on such other board working groups and activities as time and interest warrant.

By default, emails created in the course of performing the duties of the OFRI Board of Directors will be kept 4 years per OAR 166-350-0010(2), excepting individual cases in which a different retention is determined to be more important in accordance with OAR 166-350.

13. EMAIL RETENTION SCHEDULE