Request For Quote.docx

REQUEST FOR QUOTES

RFQ NUMBER: SRC0000038152

The State of Ohio, through the Department of Job and Family Services, Office of Contracts and Acquisitions (“ODJFS” or the “State”) is issuing the following Request for Quotes (RFQ):

ALM Octane SaaS Licenses, Implementation and Migration DATE ISSUED: April 2, 2026

Quotes received after the due date and time will not be evaluated.

This RFQ consists of 7 sections, 4 attachments, and 3 supplements totaling 15 consecutively numbered pages excluding the attachments and supplements. Please verify that you have a complete copy of all documents.

1. Purpose and Background

This Request for Quotes (RFQ) is issued by the Ohio Department of Job and Family Services (ODJFS), Office of Contracts and Acquisitions (OCA), on behalf of the Office of Information Services (OIS). The purpose of this RFQ is to migrate its existing Application Lifecycle Management (ALM) platforms to cloud-based solutions to enhance scalability, security, and operational efficiency.

This initiative involves transitioning from ALM Quality Center to Application Quality Management (Cloud) and from ALM Octane to ValueEdge Cloud. The determination of the migrations is to minimize business disruption, preserve data integrity, and ensure continuity of critical workflows and integrations. The awarded Vendor will be responsible for providing SaaS licenses for the ALM Octane and ALM Quality Center cloud-based solution. This includes a comprehensive migration strategy with discovery and assessment of the current environment, detailed planning, secure data migration, configuration of the target cloud environment, and alignment of custom workflows. The scope also includes testing, user acceptance, and post‑migration support through hypercare and transfer of knowledge. Key responsibilities include ensuring system functionality post-migration, preserving historical data, minimizing downtime, and providing stabilization and knowledge transfer.

The migration includes both of the following scenarios:

· Scenario A: ALM Quality Center (On-Premises) to Quality Center Cloud

· Scenario B: ALM Octane (On-Premises) to ValueEdge Cloud To achieve these objectives, the Vendor shall:

1. Plan and execute a secure and complete migration to the target cloud platform.

2. Preserve historical data, traceability, and audit records where supported.

3. Ensure integrations, workflows, and user access function post-migration.

4. Minimize downtime and operational risk.

5. Provide post-migration stabilization and knowledge transfer.

All vendors must adhere to the State’s Project timeline. The ALM Octane SaaS Licenses & Migration must be available to ODJFS by May 1, 2026.

2. Procurement Authority and RFQ Overview

This is a Request for Quote (“RFQ”), issued by ODJFS administered under agency direct purchase authority under House Bill 33 which is enacted in State of Ohio Administrative Policy, issued by the Ohio Department of Administrative Services, State Purchasing Procedures (PM-01). ODJFS Office of Contracts issuing this RFQ on behalf of the Office of Information Services (OIS) and is soliciting proposals for ALM Octane SaaS Licenses & Migration. Quotes will be evaluated to determine the lowest, responsive and most responsible. A quote will be disqualified if it fails to meet any mandatory requirements or is deemed unacceptable, incomplete, or invalid.

All responses must be submitted on company letterhead as a quote for “ALM Octane SaaS Licenses & Migration”.

For the purpose of this RFQ, the term “vendor” may be used interchangeably with “offeror”, “partner”, “firm” “supplier” and “respondent” and shall be defined as a business, firm, organization, or individual interested in this opportunity. The terms “quote”, “response”, “submission”, “offer”, and “proposal” may be used interchangeably to indicate materials submitted to ODJFS by a vendor in order to be considered for award of a contract for services described in this RFQ. The terms “contractor” and “selected vendor” may be used interchangeably in reference to a vendor selected by ODJFS through this RFQ for contract award.

2.1 Term of Contract

Once awarded, the term of the Contract will be from the award date through June 30, 2027. The State may renew this Contract for up to two (2) additional two-year terms, subject to and contingent on the discretionary decision of the Ohio General Assembly to appropriate funds for for a period of one month after all renewals have been exhausted. Any further renewals will be by mutual agreement between the Contractor and the State. Each renewal may require DAS approval and is subject to and contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium. The State may renew all or part of this Contract subject to the satisfactory performance of the Contractor and the needs of ODJFS.

3. Submission Instructions

Before submitting your company quote, please carefully review details within this document, responses from the State to any submitted vendor inquiries, and any amendments that may be issued prior to the quote due date. The Offeror quote must include the following for evaluation and award considerations:

a. Offeror’s response must contain contact name, business phone number(s) and e-mail address.

b. Offerors must not submit a proprietary or confidential quote.

c. Offerors must complete and sign the Affirmation and Disclosure Form attached to the RFQ.

d. Quotes failing the specified Mandatory Requirements will be disqualified; however, if no response meets all of the Mandatory Requirements, the State may continue with the evaluation of the responses.

e. ODJFS may request interviews or presentations to validate the quote; ODJFS may request interviews/presentations from the highest-ranked Offeror(s) and reserves the right to bypass interviews and presentations altogether.

f. ODJFS will evaluate and rank Offerors based on how effectively their proposals meet the RFQ requirements. The RFQ award will be issued to the lowest responsive, and responsible bidder, and ODJFS will execute a formal contract with the selected vendor under its standard terms and conditions.

g. Offeror’s response must be complete and meet the Mandatory Requirements described in the RFQ.

h. ODJFS will apply an Ohio Presence Preference to qualifying Quotes that include sufficient evidence of satisfying the Ohio Presence criteria. This preference will be applied to the proposed fees and may be used to select the lowest responsive and most responsible Offeror in the event that multiple Offerors.

i. ODJFS may not award to an Offeror deemed not responsive or responsible, including not in good standing with previous clients or the public sector, has unsatisfactory references, or otherwise is not in the best interest of the State.

j. ODJFS may disqualify quotes that take exception to the ODJFS contract terms and conditions in Attachment C.

k. ODJFS may, at its sole discretion, waive minor errors or omissions in the quotes.

l. ODJFS reserves the right to request clarifications or revisions from Offerors.

m. ODJFS may select a single firm for contract award as a result of this RFQ or cancel the RFQ.

3.1 Quote Submission Instructions

RFQ respondents must submit quotes via the Ohio|Buys website no later than the date and time indicated on the sourcing event. Quotes received after this date and time will not be reviewed. ODJFS shall reject any quotes or unauthorized quote amendments submitted after the Quote Due Date. Offerors must carefully review the requirements of this RFQ, answers from the State in response to submitted vendor inquiries, and any amendments that may be issued prior to the quote due date. The Offeror is solely responsible for the contents of its quote. Once the Quote Due Date has passed, quotes cannot be altered, except as allowed by the RFQ process. OhioBuys will not allow submission or modification to a submission after the deadline. An Offeror submitting an electronic Quote must allow for adequate time for uploading a Quote prior to the due date and time. Technical difficulties experienced by the Offeror will not be an exception. All quotes and other submitted material shall become the property of the ODJFS and shall not be returned. All quotes must be good for 90 days and late responses will not be evaluated.

If you have additional questions, or encounter any issues, you can contact Ohio Shared Services:

· BY PHONE: 1-877-644-6771

· BY EMAIL: OBM.SharedServices@OBM.Ohio.Gov

3.2 Quote Format and Required Responses

Each quote must include sufficient data to allow the State to verify the total cost for the Project or Work, and all of the Offeror's claims of meeting the RFQ's requirements. Each quote must respond to every request for information in this RFQ whether the request requires a simple "yes" or "no" or requires a detailed explanation. Simply repeating the RFQ's requirement and agreeing to comply will be an unacceptable response and may cause the quote to be rejected.

These instructions describe the required format and requirements for a responsive Quote. The Offeror may include any additional information it believes is relevant. An identifiable cover page must precede each section of the response, and each response must follow the format outlined below. All pages of your response must be sequentially numbered within each section or from the first page to last page of your response. Deviations from the format outlined below may make it harder to compare your response to the State’s request, Offerors take full responsibility for any omitted information that impacts on how the Quotes are evaluated. Any material deviation from the format outlined below may result in a rejection of the non-conforming submission.

Each submission must contain the following information, in this order, with sections listed below:

Response Section 1: Cover Letter Offeror must provide a letter signed by a signature authority within the Offeror’s organization conveying its response to the State.

Response Section 2: Proposed Work, Deliverable Approach. The Contractor will be required to coordinate deliverable Work with the State for the implementation and migration of the ALM Octane cloud based according to the baselined Project Schedule. Therefore, Offerors must propose a detailed approach for completing the Work including the Deliverables that are a result of completing the services. The response to this section must clearly demonstrate a complete understanding of the implementation and migration scope of work required for the project and include any planning or preparation Work required and post or close out Work proposed.

Response Section 3: Assumptions. The Offeror must provide a comprehensive list of all the assumptions the Offeror made in preparing the response. If any assumption is unacceptable to the State, the State may, in its sole discretion, request that the Offeror remove the assumption or choose to reject the response entirely. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Quote as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the RFQ to which the assumption is applicable. Offerors should not include assumptions elsewhere in their responses.

Response Section 4: Required Forms. Offerors must include the required forms as part of the Quote response.

· Attachment A - Offeror Certification Form

· Attachment B - Affirmation and Disclosure Form

· Attachment C - ODJFS Model Contract (Offerors will be required to execute upon contract award)

· Attachment D - Cost Summary

· Supplement 1 - State IT Policy, Standard and Service Requirements – The supplier must include a fully completed copy of Supplement A and follow the completion instructions contained in the supplement.

· Supplement 2 - Data Security and Privacy Terms - The supplier must include the entire content of the Data Security and Privacy Terms* in a single section in its Response. The supplier must include a statement at the beginning of the section indicating that the supplier read, understands, and agrees to all of the terms and conditions contained in the Data Security and Privacy Terms.

· Supplement N - JFS Supplemental N Contract Addendum Responses to Sections 1-8 comprise the Technical Proposal for this RFQ and must be submitted separately from the Response to Section 9: Cost Summary.

Response Section 5: Attachment D - Cost Summary. In a separate file, the Offeror must include a Quote valid for 90 days in the required Cost Summary format. The quote must include a statement from Offerors that prices are all inclusive and best government rates offered.

3.3 Internet Question and Answer (Q & A) Period; RFQ Clarification Opportunity Prospective respondents or other interested parties may ask clarifying questions regarding this RFQ via the internet during the Q & A Period as outlined on the Sourcing Event page dedicated to the RFQ in Ohio|Buys. To ask a question, respondents must use the following internet process:

Respondents must use the Inquiry tab on the RFQ in Ohio|Buys to submit all inquiries or to seek clarification. Respondents submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. Respondents who submitted the inquiry will not receive an e-mail response to the question; they will need to view the response on the Ohio|Buys RFQ site where it will be posted for viewing by all respondents. Respondents may view all inquiries through the Inquiry tab located within the RFQ. ODJFS will try to respond to all properly posted inquiries within 48 hours, excluding weekends and state holidays. ODJFS will not respond to any inquiries received after the date and time indicated in OhioBuys. Respondents who attempt to seek information or clarifications verbally will be directed to post their questions in writing in accordance with the terms of this RFQ and state purchasing policy. ODJFS strongly encourages respondents to ask questions early in the Q & A period so that answers can be posted with sufficient time for any possible follow-up questions.

Questions regarding this RFQ must reference the relevant section of this document, the heading for the provision under question, and the page number where the provision can be found. The name of a representative of the Offeror (or other party), the Offeror’s name, phone number, and e-mail address must be provided to submit an inquiry. ODJFS may, at its option, disregard any question(s) which do not appropriately reference an RFQ provision and location within the RFQ, or which do not include identification of the originator of the question. ODJFS is under no obligation to acknowledge questions submitted through the Q & A process if those questions are not in accordance with these instructions. Questions received/submitted after the time indicated on the date the Q & A period closes will not be answered.

Proposals in response to this RFQ are to consider any information communicated by ODJFS in the Q & A process for the RFQ. It is the responsibility of all respondents to check this site on a regular basis for responses to all questions, as well as for any amendments, alerts, or other pertinent information regarding this RFQ. ODJFS is not responsible for the accuracy of any information regarding this RFQ that was obtained or gathered through a source other than from the Q & A process described in this RFQ.

Requests for copies of any previous solicitations (RFQs, RLBs, RFPs, RFGAs, etc.) or for past Offeror proposals, score sheets, or contracts for this or similar past projects, are Public Records Requests (PRRs), and are not clarification questions regarding the present RFQ. ODJFS will only answer those questions which pertain to issues of RFQ clarity, and which are not requests for public records.

4. Scope of Work and Deliverables

4.1 Work Requirements

The Contractor will provide a ALM SaaS Licenses & Migration solution for the State in support of the OIS Project and will carry out the required responsibilities to implement and migrate the software, which at a minimum shall include the following:

4.1.1 Discovery/Current State Assessment

Provide discovery, assessment, and analysis of current state to include the following:

1. Assess the current ALM environment (Quality Center or Octane) by utilizing complete questionnaires, including all relevant details.

· Identify the current version and patch level of the ALM system.

· Determine the hosting model.

· Document the number of projects, workspaces, and domains in use.

· Review the user base and associated access roles.

· List all custom fields, workflows, and business rules configured.

· Capture details of integrations, including CI/CD pipelines, defect tracking tools, and APIs.

2. Analyze the collected data to identify system configurations, dependencies, and potential migration challenges.

· Identify the total data volume in the current ALM environment.

· Review all attachments stored within the system.

· Determine historical data retention requirements.

· Assess any regulatory considerations impacting migration.

3. Identify gaps between source and target platform capabilities.

4. Provide risk analysis and mitigation plan.

Deliverable: Migration Readiness Assessment Report The Vendor will deliver a report evaluating the current ALM environment, including system configurations, dependencies, and potential migration challenges. It will assess version levels, hosting models, project structures, user roles, customizations, integrations, data volume, attachments, retention needs, and regulatory factors. The report will also identify gaps between the source and target platforms and provide a risk analysis with recommended actions to support a secure, efficient migration.

4.1.2 Migration Strategy & Planning

Provide a Migration Strategy and Project Plan that outlines both approaches for migrating ALM platforms to Quality Center and ValueEdge Cloud SaaS Licenses & Migration cloud-based solutions, to include the following:

· Detailed migration strategy covering both lift-and-shift (where supported) and transformational migration (e.g., ALM Quality Center to Quality Center and Cloud Octane to ValueEdge mapping changes).

· Defined plans for data mapping, project/workspace consolidation, archival, downtime windows, and rollback procedures.

· Comprehensive project plan with milestones, dependencies, and timelines to ensure successful execution.

Deliverable: Migration Strategy and Project Plan The Migration Strategy and Project Plan will outline the recommended approach for addressing the findings from the readiness assessment. It will define the migration methodology, timeline, environment strategy, remediation steps, and project governance needed to ensure a successful transition. This strategy and plan will serve as the foundation for all migration activities and risk mitigation efforts.

4.1.3 Target Cloud Environment Configuration

Deliver a fully provisioned and configured cloud environment prepared for data migration to include the following:

· Configure the project and workspace structure within the target environment to support organizational requirements and migration objectives

· Configure roles and permissions to ensure appropriate access control and alignment with organizational security requirements.

· Configure authentication settings to enable Single Sign-On (SSO) for secure and seamless user access.

· Configure email and notification settings to ensure timely communication and system alerts for all relevant users.

· The Vendor must align all configurations with the State’s Data Privacy & Security Policy.

Deliverable: Provisioned and Configured Cloud Environment The Vendor shall deliver a fully provisioned and configured cloud environment, validated for access and connectivity, and aligned with company security policies. This environment must be ready for data migration and meet all compliance and performance standards.

4.1.4 Customization & Workflow Alignment

Review and validate workflows and configurations to ensure seamlessly post-migration to include the following:

· Review and refactor workflow scripts for Quality Center scenarios.

· Review and refactor business rules and calculated fields for Octane and ValueEdge scenarios.

· Align process configurations between the source and target environments.”

· Document all configuration changes made during the migration process.

· Validate user workflows after migration to ensure functionality and compliance.

Deliverable: Configuration & Workflow Validation Report The Vendor shall deliver a Configuration & Workflow Validation Report confirming that all workflows and configurations have been reviewed, updated, documented, and validated post-migration to ensure operational integrity.

4.1.5 Testing & User Acceptance

Conduct system testing and support user acceptance to ensure the migrated environment meets all functional and performance requirements to include the following:

· Support the execution of User Acceptance Testing (UAT) activities.

· Track all migration-related defects and ensure timely remediation.

· Provide detailed issue logs along with resolution tracking for transparency and accountability.

Deliverable: User Acceptance Testing (UAT) Sign-Off Documentation The Vendor shall deliver UAT Sign-Off Documentation confirming that all user acceptance testing activities have been successfully executed, all migration-related defects have been tracked and resolved, and the system meets ODJFS functional and performance requirements.

4.1.6 Cutover & Hypercare

Execute production migration, provide post-go-live hypercare with defined SLAs to ensure stability, and deliver a final Go-Live Completion Report confirming successful transition.

· Execute the production migration to transition all in-scope artifacts to the target environment.

· Provide a minimum of two to four weeks of post-go-live hypercare support to ensure system stability.

· Adhere to Service Level Agreements (SLAs) for issue response during the stabilization period.

· Deliver a comprehensive final project closure report summarizing activities, outcomes, and lessons learned.

Deliverable: Go-Live & Stabilization Completion Report The Vendor shall deliver a Go-Live & Stabilization Completion Report confirming successful production migration and completion.

4.2 Service Level Agreements

A. Service Level Agreements This Contract includes minimum Service Level Agreements (SLAs) that will be used to monitor and manage the Contractor’s performance of the Work. The Contractor may supplement the minimum SLAs with additional SLAs that are generally applicable to its other customers only if the additional parameters are not addressed in, or are more stringent than, the minimum SLAs set forth in this Contract. Modifications to the SLAs may only be made by written agreement of the State and the Contractor.

This section sets forth the performance specifications for the SLAs for the Work. The Contractor will be assessed for each SLA failure as described in this section.

The Service Credits available to the State will not constitute the State’s exclusive remedy to resolving issues related to the Contractor’s performance, but any Service Credits paid by Contractor will be applied to offset any damages that the State may seek hereunder for a service level failure. In addition, if the Contractor fails multiple service levels during a reporting period or demonstrates a pattern of failing a specific service level throughout the Work, then the Contractor may be required, at the State’s discretion, to implement a corrective action plan to address the failed performance.

For purposes of this section, the following definitions apply.

· Issue: An unplanned occurrence that negatively affects State IT systems and impacts the business operations of the State.

· Service Credit(s): The resulting financial credit(s) owed to the State by Contractor in the event of a failure to provide the Work in accordance with the SLAs to be applied against the next invoice.

· Severity 1 Issues: Complete outage or major functionality degraded impacting all or a large group of users with no workaround.

· Severity 2 Issues: Non-critical issue affecting limited users or functionality with a viable workaround.

· Severity 3 Issues: Routine requests, minor issues, or enhancements with no business impact.

· Hypercare: This is a support and stabilization period The vendor is responsible for maintenance and operations. Vendor shall provide four weeks of Hypercare support following production cutover. The State may, at its discretion, shorten or extend Hypercare by up to two (2) additional weeks based on system stability, SLA compliance, and State acceptance criteria.

1. Fees at Risk The Contractor agrees that 10% of the monthly implementation and migration deliverable fee set forth in RFQ Section 7, Cost Summary, will be at risk (the Fee at Risk).

The total of any Service Credits due to the State per month may not exceed 100% of the total monthly Fee at Risk. For SLAs measured on a quarterly basis, the monthly Fee at risk applies and is cumulative.

2. Quarterly True-Up On a quarterly basis, there will be a “true-up,” at which time the total amount of the Service Credits will be calculated (the Net Amount) and such Net Amount may be offset against any fees owed by the State to the Contractor on the next scheduled or presented Contractor invoice to the State, unless the State otherwise requests a payment in the amount of the Service Credit.

The Contractor must provide quarterly true-up reports to the State no later than 30 days from the end of each quarter or as otherwise mutually agreed.

3. Service Level Exemptions The Contractor will not be liable for any failed SLA caused by circumstances beyond its control, and that could not be avoided or mitigated through the exercise of prudence and ordinary care, provided that the Contractor promptly notifies the State in writing and takes all steps necessary to minimize the effect of such circumstances and resumes its performance of the Work in accordance with the SLAs as soon as reasonably possible.

4. Alternate Contact for Repetitive Service Level Failures Although it is the State’s intent to escalate service level failures to the Contractor Client Manager, the State may decide to escalate to other levels within the Contractor’s corporate structure deemed appropriate to resolve repetitive service failures.

5. Monthly Service Level Report Monthly, following implementation into production, the Contractor must provide a written report (the Monthly Service Level Report) to the State which includes the following information:

a. The Contractor’s quantitative performance for each SLA;

b. The amount of any monthly Service Credit for each SLA;

c. The year-to-date total Service Credit balance for each SLA and overall;

d. Upon State request, a “Root-Cause Analysis” and corrective action plan with respect to any SLA where the SLA was not met during the preceding month; and

e. Trend or statistical analysis with respect to each SLA as requested by the State.

The Monthly Service Level Report is due no later than the tenth calendar day of every month for the previous month’s service level reporting. If the Contractor fails to timely provide the Monthly Service Level Report to the State, the Contractor’s performance for all service levels will be considered as not met for that reporting period. If the Contractor fails to report performance for any specific service level or does not provide a requested Root-Cause Analysis, the State may consider the applicable service levels as not met for that reporting period.

6. Severity Determination and Severity 1 Issue Escalation Process The State shall, in consultation with the Contractor, determine the severity of each Issue pursuant to the definitions in the Contract.

Any support call that is not resolved within the timeframe set forth in SLAs 2 through 4 below must be escalated after the expiration of the SLA timeframe to the Contractor’s management under the following parameters. Unresolved Severity 1 Issues must be escalated to the Contractor’s Client Manager within one hour after expiration of the SLA timeframe below and if still not resolved, must be escalated to Contractor’s executive management after four hours. The time to resolve a Severity 1 Issue is 24 hours or less.

7. State Obligations To facilitate the Contractor meeting its support obligations, the State must provide the Contractor with the information reasonably necessary to determine the proper classification of the underlying Issue. It also must assist the Contractor as reasonably necessary for the Contractor’s support personnel to isolate and diagnose the source of the Issue. Additionally, to assist the Contractor’s tracking of support calls and the resolution of support Issues, the State must make a reasonable effort to use any ticket or incident number that the Contractor assigns to a particular Issue in each communication with the Contractor.

8. Specific SLAs

1. Solution Availability (Up Time) All solution components are available to all State users for all business functions.

System Availability must be equal to or greater than 99.5% in the reporting month, excluding scheduled maintenance windows.

If the Solution Availability service level percentage is not met, a Service Credit of $500.00 will be assessed per calendar day that the solution was below 99.5% available.

For continued non-compliance exceeding five calendar days, the State may impose an additional Service Credit of up to 5% of the monthly Fee at Risk.

Per Month

2. Issue Resolution:

Time to Repair Severity 1 Issues Prompt resolution of Severity 1 Issues.

The time to repair Severity 1 Issues must be less than 8 hours from the time the State reports the Issue as Severity 1 to the Contractor.

Response Time: ≤ 1 hour If the Issue is not resolved within the service level timeframe, a Service Credit of $500.00 per calendar day beyond the service level timeframe will be assessed until the Issue is resolved.

For continued non-compliance exceeding five calendar days, the State may impose an additional Service Credit of up to 5% of the monthly Fee at Risk.

Per Month

3. Issue Resolution:

Mean Time to Repair Severity 2 Issues Prompt resolution of Severity 2 Issues.

The mean time to repair Severity 2 Issues must be less than 3 days from the time the State reports the Issue as Severity 2 to the Contractor.

Response Time: ≤ 24 hours

If the Issue is not resolved within the service level timeframe, a Service Credit of $500.00 per calendar day beyond the service level timeframe will be assessed until the Issue is resolved.

For continued non-compliance exceeding five calendar days, the State may impose an additional Service Credit of up to 5% of the monthly Fee at Risk.

Per Month

4.Issue Resolution:

Mean Time to Repair Severity 3 Issues Prompt resolution of Severity 3 Issues.

The mean time to repair Severity 3 Issues must be less than 5 business days from the time the State reports the Issue as Severity 3 to the Contractor.

Response Time: ≤ 2 business days

If the Issue is not resolved within the service level timeframe, a Service Credit of $500.00 per calendar day beyond the service level timeframe will be assesses until the Issue is resolved.

For continued non-compliance exceeding five calendar days, the State may impose an additional Service Credit of up to 5% of the monthly Fee at Risk.

Per Month

5. Customer Service Help Desk Availability The percentage of time that the Customer Service Help Desk is available and operating for normal business operations. Normal business operations are Monday -Friday, 7:00 a.m - 7:00 p.m. EST.

The Customer Service Help Desk availability must average at least 98% per month.

If the Customer Service Help Desk Availability service level percentage is not met, a Service Credit of $500.00 will be assessed.

For continued non-compliance exceeding five calendar days, the State may impose an additional Service Credit of up to 5% of the monthly Fee at Risk.

Per Month

Hypercare support must met successfull completion with SLA attainment ≥ 95%.

Holdback: Withhold 10% of implementation and migration deliverable fees until successful completion of Hypercare with SLA attainment ≥ 95%.

Service Credits: The State may impose an additional Service Credit of up to 5% on the related deliverable fee per missed Sev 1 resolution target (cap 15% for the Hypercare period).

Weekly during the Hypercare period

5. Ohio Presence For purposes of this RFQ, ODJFS is applying an Ohio preference to Quotes that satisfy one of the two criteria below.

1. A vendor is an Ohio company if the company is headquartered in Ohio where services are produced/performed. Vendors are to indicate the physical address of its Ohio headquarters and the total number of Ohio and Nationwide employees, respectively.

2. Or a vendor has significant economic presence within the state of Ohio when all three of the following criteria are met:

a) Vendor has paid the required taxes due to the state of Ohio.

b) Vendor is registered with the Ohio Secretary of State. Questions regarding registration should be directed to (614) 466-3910 or visit their web site at: http://sos.state.oh.us/

c) Sufficient support documentation must be provided to demonstrate meeting items a and b above.

The Ohio preference is for the sole purpose of evaluating and selecting Offeror(s) for contract award and does not alter the Offerors proposed pricing and firm rates. This preference will be applied to the proposed fees and may be used to select the winning Offeror in the event that best value among multiple Offerors is determined to be comparably equivalent to ODJFS.

6. Cost Summary Offerors are to propose costs for this Work in the format provided by completing the table in Attachment D – Cost Summary. Instructions for filling out that template are included in Sheet 1 – “Instructions” of that attachment. The Contractor shall invoice monthly for completed deliverables and annual for licensing fees as outlined in the finalized Attachment D – Cost Summary Workbook.

Note: For evaluation purposes only, the Ohio Preference will be applied to the All‑Inclusive Total Price to determine the lowest, responsive, and responsible Offeror.

7. Evaluation and Award Offerors must demonstrate how they meet the requirements outlined in this RFQ. Quotes will be evaluated to determine the most advantageous response for ODJFS. A quote will be disqualified if the response fails to meet or are otherwise deemed unacceptable, incomplete or are found to be invalid. RFQ Award will be based on the lowest responsible and responsive bidder. The offeror with the lowest total cost will be awarded the contract and a formal contract between the selected offeror and ODJFS will be executed.

State of Ohio Department of Job and Family Services ALM Octane SaaS Licenses, Implementation, and Migration– RFQ # SRC0000038152

On behalf of the Office of Information Services RFQ Version 4/02/2026 image1.jpeg