RFP for BCD Learning Management System S-DASOBO-000121614_Final.docx

STATE OF OREGON

COVER PAGE

Oregon Department of Administrative Services, State Procurement Services on behalf of the Department of Consumer and Business Services Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00012614 for

LEARNING MANAGEMENT SYSTEM (“LMS”)

Date of Issue: July 7, 2025 Opening Date and Time: August 21, 2025, 3:00 P.M Pacific Time

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

Table of Contents

2.5 SCOPE OF SERVICES

LIST OF ATTACHMENTS

· Attachment A: SAMPLE CONTRACT

· Attachment B: DISCLOSURE EXEMPTION AFFIDAVIT

· Attachment C: PROPOSER INFORMATION AND CERTIFICATION SHEET

· Attachment D: REFERENCE CHECK FORM

· Attachment E: PRICE PROPOSAL

· Attachment F: COBID Certification / Outreach Plan

· Attachment G: RESPONSIBILITY INQUIRY

· Attachment H: SOLUTION REQUIREMENTS

· Attachment I: EXPERIENCE QUESTIONNAIRE

· Attachment J: STATEWIDE SECURITY INFORMATION STANDARDS

GENERAL INFORMATION

INTRODUCTION

The Department of Administrative Services, Enterprise Goods and Services, State Procurement Services (“DAS SPS”), on behalf of the Department of Consumer and Business Services (“Agency” or “DCBS”), is issuing this Request for Proposal (“RFP”) to acquire a Learning Management System (“LMS”) specifically designed for a virtual learning environment which will consolidate all administrative functions, content delivery, reporting, and communication functions within a single service platform. The primary objective is to deliver professional training courses and certification examinations to individuals involved in specialty code plan review inspections. This service will replace current software products and services that DCBS uses to implement its training and certification services.

The purpose of this RFP is to solicit responses from a vendor to provide and implement an LMS that will be utilized by the DCBS to meet the requirements outlined in Oregon Administrative Rule Chapter 918 Division 98 to establish and provide training, certification and renewal requirements for building officials and persons who perform specialty code plan review and inspections within the state of Oregon.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Solution Requirements section.

DAS SPS and DCBS will evaluate Responsive Proposals through 2 or more evaluation rounds (“Round”) but reserve the option to issue a Notice of Intent to Award after any Round depending upon scoring results from such Round. Round 1 Proposal submissions must include the following three components:

1. Administrative Proposal

2. Technical Proposal

3. Price Proposal DAS SPS anticipates the award of one contract from this RFP. The initial term of the Contract is negotiable, but DAS SPS anticipates that the initial term of the Contract may be from one (1) to five (5) years, with options to renew annually up to a cumulative maximum of ten (10) years.

In addition, DCBS anticipates that the implementation of the system will have a ‘Go Live’ date of not more than six (6) months after the execution of the contract by both parties.

1.1.1 Agency Background and Overview

DCBS is seeking to procure software as a service (“SaaS”) Learning Management System, LMS that can manage multiple training courses to deliver content synchronously to remote and in-person students. The LMS will be used by the Agency to deliver all training material and lectures, to communicate and interact with remote students, to provide online testing, and to enable administrative reporting on student attendance, progress, certification status and completion of course objectives. The selected vendor will manage all maintenance and support of the System.

During the implementation period the LMS shall be configured by the vendor for Agency use in consultation with the Agency training and IT departments. The LMS must be flexible to meet the needs of different certification program formats, both synchronous and asynchronous, and ranging in length and complexity of multi-day to multi-week training courses. The LMS will need to be capable of providing integrated testing from a testing bank and provide detailed reporting on student performance for individual testing questions. Additional administrative reporting is also required for online lecture attendance for each student; this reporting must capture student log in and log out times as well as cumulative (in minutes) class attendance.

The LMS must be able to handle various media formats (documents, audio, video, etc.) for uploading as course content. The LMS must provide prospective students self-service options to register for upcoming classes, to complete pre-requisite testing or to upload pre-requisite certification documentation and integrate with the Agency’s payment portal to allow for payment of courses. Additionally, the LMS will be a primary source for reportable data and will need to allow Agency administrative staff to access student data and report on it for their own analysis.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under OAR 125-246-0170(3)(B).

DAS SPS is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS SPS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions.

2.2.1 General Definitions.

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

https://www.oregon.gov/eis/cyber-security-services/pages/default.aspx

http://www.oregon.gov/das/Policies/107-004-050.pdf

SaaS or Software-as-a-Service A computer program, routine, or sub-routine including application programs which is licensed on a subscription basis and is centrally hosted by a service provider and made available to a customer and its End Users by means of a secure network connection, typically the Internet. In the majority of instances, a SaaS System utilizes multi-tenancy servers to host and store a subscriber’s data.

OVERVIEW AND PURPOSE

2.3.1 Agency Overview

The Department of Consumer and Business Services Building Codes Division (“BCD”) administers Oregon's Statewide Building Code, which provides uniform standards that ensure newly constructed residential and commercial buildings are safe for citizens to occupy.

Under Oregon Administrative Rule, BCD is responsible to establish and provide training, certification, and certification renewal requirements for building officials and persons who perform specialty code plan review and inspections in the state of Oregon.

In Oregon, a certified inspector must hold an Oregon Inspector Certification (“OIC”) and complete specific training for additional specialty code plan review and inspections being conducted. BCD currently provides ten (10) course curriculums for specialty code plan review and inspections certification and conducts examinations for certification in six (6) additional areas of specialty code inspection. BCD must also provide and track code update training (continuing education) for the 1,600 active OIC holders who hold a total of over 5,300 specialty certifications between them while continuing to add 150 new certified inspectors annually. Code update training is provided every time a specialty code is updated (typically every three (3) years).

2.3.2 History and Statement of Work

The Agency’s Building Codes Division, BCD must maintain a training, certification, and renewal program for specialty code plan review and inspection within the state of Oregon.

Starting in 2012, BCD has successfully trained and certified almost 2,900 individuals to conduct specialty code plan review and inspections in Oregon. Yearly, BCD trains and certifies an additional 150 plan reviewers and inspectors through its specialty code courses and examinations.

Since the start of BCD’s training program, changes in technology and its availability to a broader audience, has advanced the educational space and created greater opportunities for remote learning. Current Agency tools cannot meet the demand for synchronous and asynchronous training, and do not meet the business standards the general public expects when attending professional online training.

Higher education institutions have developed entirely online training for bachelor and master’s programs. This educational training environment has become the expectation for prospective students and is the training environment BCD endeavors to provide:

1. Leveraging technology to enhance learner engagement through interactive videos, simulations, and labs;

2. Providing interactive activities to allow students and staff to engage in media rich discussions;

3. Using assessment tools to gauge performance and understanding;

4. Engaging via conferencing tools to enable peer and instructor interaction (study groups and one-on-one help);

5. Providing mobile and accessible platforms to allow course and content access anywhere on any device;

6. Enabling student control of personal information, calendars, and customized layout options to allow students to match their online environment preferences;

7. Posting a course catalogue with available seats, waitlist information, and integrated payment portal to provide an instant response on course enrollment status and acceptance.

BCD can currently only offer select pieces of an expected student experience and those experiences are fragmented across various software offerings requiring multiple communication touchpoints with instructor and administrative support.

2.3.3 Purpose

The Agency’s mission is to work with Oregonians to ensure safe building construction while creating a foundation for safe, efficient, affordable buildings in Oregon. Oregon’s unique building code system establishes a statewide code that sets both the “floor” and the “ceiling” by mandating that all building inspectors and plan reviewers operating within the state be trained to maintain a consistent system of specialty building codes. Our goal is to ensure that training and education in the administration of the state building code is readily available in a timely and accessible manner.

The greatest beneficiaries of a new LMS will be all the jurisdictions, inspectors and building officials who rely on the Agency for training and certifications across the state. There is a national shortage of skilled inspectors, plans examiners, and building officials and the Agency’s training program needs to address that shortage by training current inspectors in new disciplines and code applications and by providing convenient access to training and certification programs for new inspectors, building officials, and plan reviewers. A new LMS will allow Agency instructors to directly interact with students in real time, improving their educational experience. It will also provide more accessibility for potential students and jurisdictions through asynchronistic training that is available on demand for code update and other training purposes.

Students will benefit from the variety of online testing options available in a new LMS. The Agency desires to acquire a system that will allow its instructors to run various types of online assessments in multiple formats (such as multiple-choice questions, quizzes, videos questionnaires, etc.). Testing can then be followed up with immediate results, allowing students to see where they need to improve and provide insight to instructors on core topics that need to be addressed. Instructors need to be able to leverage disparate content formats – webinars, presentations, podcasts, games – for learning materials. Such tools enrich the learning experience for students as teachers can vary how and what students learn.

A LMS will allow the Agency to store all of its learning materials in a single location and alleviate the need to store educational materials, learning resources, and student records in multiple databases or files. This will increase staff efficiency and minimize the risk of losing important data. Compliance with the Statewide Cloud Computing policy will make it easy for students to access information from anywhere using any device with an internet connection.

The Agency looks to move forward in meeting our customers’ needs in a changing economy through expanded class offerings delivered in a variety of formats. This would include new courses in certifications that have not been offered recently to satisfy the need of local jurisdictions to increase their pool of trained inspectors and examiners. More than half of building inspectors and code professionals in the U.S. are estimated to be age 55 or older. An estimated 29 percent are ages 45 to 54. An estimated 82 percent of inspectors will leave the profession in the next 15 years. Finding new inspectors with the necessary skills to take advantage of new technology and training is also challenging, especially in rural areas. Being able to provide them with the instructional support necessary in an accessible format will help grow the pool of certified inspectors. A flexible LMS will give the Agency the ability to implement new training for additional multi-discipline inspection classifications and meet the pending demand to replenish our skilled and trained workforce

SCOPE OF WORK/SPECIFICATIONS

The scope of this RFP is to establish a Contract with a vendor for learning management services to establish a new learning management system. The scope includes but is not limited to:

1. System Design and Planning

2. Project Management

3. Implementation

4. Configuration

5. Data Management (Accessing / Storage / Retrieval)

6. Reporting

7. User Acceptance Testing

8. Training and Documentation

9. Ongoing Services (Maintenance and Repair / Customer Services / Help Desk)

10. Performance Standards and Service Level Agreement (“SLA”)

11. Escalation Plan

12. Disaster Recovery Plan

13. Business Continuity Plan During the implementation period the System shall be configured by the vendor for BCD use, under the direction of Agency IT. The new System will store potentially sensitive information that if made easily and readily available may jeopardize the privacy or security of agency employees, clients or partners , which are designated as Level 2 information assets and subject to protection under DAS Policy 107-004-050.

It is anticipated that the successful Proposer’s System will serve an estimated thirty (30) internal Agency End Users upon deployment and an unknown number of public End Users. Service Level Agreements (“SLA”) are based upon starting capacity of 300 concurrent users. Additional End Users may use the System in the future based on Agency use of the System. As a rule, all End Users will be utilizing the System in some respect for various periods of time primarily during the hours of 6:00 am to 6:00 pm Pacific Time, Monday – Friday. Agency expects the System to be available 24x7, excluding maintenance windows.

The System must be capable of interfacing with the Agency’s supported payment and at a minimum each payment transaction record must be retained within the student’s profile and be viewable and printable by the student.

The Agency is looking for a System with a cost-effective licensing model that is flexible to support the stated use case and be expandable over time should needs change. The pricing structure must provide details on account types, and how an account is deemed “active”. Provide details on what the costing structure is to have the Agency’s almost 1,600 OIC holders in the system but only “actively enrolled” in a class every 3 years (+/-).

The successful Proposer must be able to provide an all-inclusive SaaS System, in which the LMS software solution and hosting environment are SOC II, Type 2 certified If Proposer is FedRAMP or StateRAMP certified, Proposer must include certification with its proposal documentation.

In addition, the selected System must be capable of converting and/or importing data from a variety of data sources, such as Excel spreadsheets, Access databases, and Microsoft SQL, etc.

2.4.1 Agency Goals and Objectives to be Achieved by the LMS

1. Provide an all-in-one platform with synchronous and asynchronous delivery of content.

2. Provide a live conferencing tool native to, or integrated with, the software solution. If a native tool is not available, the System must easily integrate with Zoom for Government.

3. Provide consolidated administrative functions including management of student courses.

4. Provide an online self-service portal for profile set-up and management.

5. Provide an online registration and payment portal redirect.

6. Provide online live and on-demand training classes and material for remote students.

7. Provide academic reporting tools for tests, quizzes, and assignments.

8. Provide automated scoring of tests, quizzes, and assignments.

9. Provide test questions review and analytics.

10. Provide native tools for course content library, including ability to revise or create new course content.

11. Provide a portal for online pre-requisite testing and determination of eligibility to attend a class.

12. Provides ability to archive and recover content and Agency user work for at least 6 years.

13. Provide integrated testing reports and historical archive for division training staff.

14. Post-training or module testing options that would require students to demonstrate competency through a short quiz before proceeding to the next class or module.

15. Provide online access to training transcripts and certificates of course completion and the ability to print/re-print both.

16. Provide integrated communication for email, approvals, re-certification/code notices, etc.

17. Provide detailed reporting to meet department rules for maintaining class attendance records. This includes timed (by the minute) connection reporting per student to synchronous course sessions.

18. Provide access to archival course materials for graduated students.

SCOPE OF SERVICES

Proposer shall deliver a Solution that meets the requirements described in this RFP. Agency anticipates the following services will be provided as part of the Services delivered under the Contract.

2.5.1 System Design and Planning

1. Proposer shall provide consultation services to assist in analysis of agency use cases/scenarios, recommend best practices for system design and setup and assistance completing the System Security Plan that is required by Department of Administrative Services Cyber Security Services.

2. Proposer shall recommend the best business practices for use of the LMS.

2.5.2 Project Management

1. The Proposers Project Manager is to work closely with the Agency Project Manager to ensure successful implementation of the LMS.

2. The Proposers Project Manager is to serve as a single point of contact and coordinate all tasks with the Agency Project Manager.

3. Proposer shall provide an initial Project Management Plan in its proposal. At a minimum, the plan must include a description of the project management approach, high-level milestones, detailed tasks, assumptions, constraints, and key risks.

4. The Proposers Project Manager is to develop a detailed project schedule and plans and work with the Agency Project Manager to ensure all tasks, timelines and resources are identified and agreed upon.

5. The Proposers Project Manager is to provide quality assurance and oversight for all Proposer services.

6. Proposers Project Manager is to identify and schedule Proposer resources to meet project deliverables and timelines.

7. Proposers Project Manager is to provide a detailed implementation plan.

8. Proposers Project Manager is to provide weekly status reports including, but not limited to, work completed, work underway, upcoming planned work, scheduled changes, risks, and delays.

9. Within fifteen (15) business days after effective date of Contract, the Proposer shall provide a Project Communication Plan to Agency detailing how communication will be handled on the project and shall include, but not be limited to, roles and responsibilities, project status, and weekly meetings.

10. Agency Project Manager shall review and approve the project schedule and all deliverables before any deliverable can be considered finalized and completed by the Proposer.

2.5.3 Implementation

1. Proposer shall provide a detailed Implementation Services Plan with costs, that outlines how the Agency goals and objectives and, System Functional and Technical Requirements, will be met based on the expected ‘Go-Live’ requirements.

2. Proposers Implementation Plan must include services required to establish data information exchange with the LMS and the agency payment processor. Data information to be used for payment receipts generation and admin reporting functions.

3. Proposers Implementation Plan may also include optional implementation service offerings for consideration by the Agency. The Implementation Plan shall not be considered finalized until Agency has approved the Implementation Plan in writing.

4. Proposer shall provide consultation services to assist in analysis of agency use cases/scenarios and recommend best practices in implementing the LMS.

2.5.4 Configuration

1. Proposer shall provide out-of-the box configuration and best practices of the System with built-in workflow tools, templates, and/or best practices provided directly by the vendor.

Proposer shall provide detailed training on course assembly and management at implementation including the transition of current classroom courses to eLearning courses.

2. Proposer shall provide support, assistance, and guidance while Agency staff completes the configuration process of two (2) Agency courses.

2.5.5 Data Management (Access / Storage / Retrieval)

1. Agency is provided with full access to its LMS system data to store, retrieve, and manipulate. Data includes all data inputted, collected, and calculated within the LMS system.

2. Proposer shall be able to provide all Agency data, in format determined by the Agency, for compatible export to Agency systems for additional integration, archiving, security, data manipulation, and/or presentation.

2.5.6 Reporting

1. Proposer shall provide a list of reports provided as a part of their out of box reporting.

2. Proposer shall describe their ability to offer Agency system administrators training and the ability to create new reports in the system,

3. Proposer shall provide support, assistance, and guidance to Agency staff to complete the configuration / set-up of two (2) additional Agency specific ad-hoc reports in addition to any out-of-the-box reports.

2.5.7 User Acceptance Testing

1. Proposer shall provide recommendations on conducting user acceptance testing, including an initial Test Plan, in its proposal. At a minimum, the recommended Test Plan shall clearly describe a preferred strategy for performing configuration testing and testing of out-of-the-box and all Agency specific configuration.

2.5.8 Training and Documentation

1. Proposer shall provide a detailed explanation of any Training Plan for System administrator and Agency End User provided.

2. Proposer will describe any proposed administrative training on product navigation to include key areas of daily tasks such as user profile management, course navigation and setup, adding and removing class content, and troubleshooting class connections etc.

3. Proposer will describe any available training to administrative and technical staff on available reports for administrative and instructor use, as well as creating ad-hoc reports.

4. Proposer will describe its ability to train staff on available customizations to reports and ability to print and export reports to available formats (including CSV, Excel, PDF).

5. Proposer shall provide all technical, operational, and administrative knowledge transfers required for Agency IT personnel to successfully conduct activities related to the deployed System.

6. Proposer shall provide all training resources available to the Agency such as but not limited to training documentation, user manuals, Computer Based Training (CBT) resources, or support contacts.

7. All training materials and System documentation shall be freely reproducible by Agency, for internal use only, with no infringement on copyright or use.

8. Proposer shall provide training and consultation in LMS configuration to provide solutions for a variety of course layouts.

9. Proposal will provide system documentation that includes the following:

a. Desk Manual (viewable online and printable)

b. Graphical representation of the conversion, testing and implementation process

c. How to system manual that details implementation steps and process

2.5.9 Ongoing Services (Maintenance and Repair/Customer Services/Help Desk)

1. Proposer shall provide all ongoing System maintenance and support.

2. Proposer shall warranty support for all LMS software.

3. Proposer shall provide detailed LMS release documentation, including all new capabilities being delivered, with new LMS releases and updates. The Proposer shall provide detailed updates and documentation for all documented known issues with new LMS releases and updates.

2.5.10 Performance Standards and Service Level Agreement (SLA)

1. Proposer shall provide its Service Level standards meeting at a minimum the Service Level requirements as per Attachment I, Service Level Agreement and all the requirements within this RFP.

2. Proposer shall provide a detailed Service Level Agreement (SLA) for support of the LMS for Agency review and approval. The SLA shall have at least three levels of support dependent on the issue. The SLA shall not be considered finalized until the Contract is effective.

2.5.11 Escalation Plan

1. Proposer shall provide an escalation plan that includes at minimum: procedure to be used during the implementation of the project if resolution is required to a conflict arising during the duration of the Contract.

2. Proposer shall provide an Escalation Plan for issues identified with the LMS during production; this includes escalation for issues that are unresolved in the agreed upon timeframe.

3. Proposer shall provide prioritization guidelines including names, titles and contact information.

2.5.12 Disaster Recovery Plan

1. Recovery Time Objective (“RTO”): Maximum elapsed time between the Agency’s declaration of a disaster and when the Agency’s functionality is restored and made available for use by Agency. Proposer shall meet Agency’s RTO of four (4) hours.

2. Recovery Point Objective (“RPO”): Maximum elapsed time of Agency data loss resulting from a disaster declaration event. Proposal shall meet Agency RPO of 15 minutes.

3. Proposer will ensure all Agency disaster recovery hosted servers will remain accessible to Agency at the Proposer disaster recovery hosting site(s) during the duration of the Agency disaster event.

2.5.13 Business Continuity Plan

1. Proposer shall support Agency with business continuity including, but not limited to, continuity strategies, internal and external communications, training. and coordination with interested parties, all as requested or directed by Agency. The Proposer shall support any business continuity drills Agency may conduct.

PROCUREMENT REQUIREMENTS AND EVALUATION

MINIMUM SUBMISSION REQUIREMENTS

Round 1 Proposal Submissions

3.1.1.1 Administrative Proposal

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

1. Proposer Information and Certification Sheet (Attachment C)

2. Disclosure Exemption Certification (Attachment B)

3. Executive Summary

4. Proposer’s Organization Profile

5. Experience and Capabilities

6. Key Persons, Organizational Chart, Subcontractors

7. Security Statement

8. Reference Check Form (Attachment D)

9. Project Samples

10. Experience Questionnaire (Attachment I)

11. Value Added Services

12. Underlying Agreements

13. COBID Certification / Outreach Plan (Attachment F) - submit 1 copy only

14. Responsibility Inquiry (Attachment G) - submit 1 copy only

3.1.1.2 Technical Proposal

1. Statement of Work, addressing the Scope of Services set forth in Section 2.4, including:

a. System Design and Planning

b. Project Management

c. Implementation

d. Configuration

e. Data Management (Accessing /Storage /Retrievals)

f. Reporting

g. User Acceptance Testing

h. Training and Documentation

i. On Going Services (Maintenance and Repair /Customer Services /Help Desk)

j. Performance Standards and Service Level Agreements (SLA’s)

k. Escalation Plan

l. Disaster Recovery Plan

m. Business Continuity Plan

2. Solution Requirements (Attachment H)

3. Price Proposal (Attachment E)

3.1.2 Proposal Page Limits

Proposal is limited to 130 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

1. Proposer Information and Certification Sheet (Attachment C)

2. Disclosure Exemption Certification (Attachment B)

3. Reference Check Form (Attachment D)

4. Price Proposal (Attachment E)

5. COBID Certification / Outreach Plan (Attachment F)

6. Responsibility Inquiry (Attachment G)

7. Solution Requirements (Attachment H)

8. Experience Questionnaire (Attachment I)

9. Work Project samples should consist of no more than ten (10) pages.

3.1.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in RFP Section 3.2 Round 1 Proposal Requirements. Responses to each section and subsection should be well organized, presented in an easy-to-read format, and labeled to indicate the item being addressed.

Proposer must submit one (1) copy of its Proposal and all required submission procedures outlined in Section 4.5 of this RFP, Proposal Delivery Options. Acceptable electronic formats include the following: Adobe Acrobat (.pdf), Microsoft Word (.doc or .docx) or Microsoft Excel (.xls or .xlsx). Proposer’s Authorized Representative must sign documentation as directed, e.g., RFP Attachment C- Proposer Information and Certification Sheet.

The completed Price Proposal (Attachment E) must be submitted as a separate/stand-alone electronic response file. Attached files cannot be encrypted or otherwise require third-party encryption software.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall Complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure and provide a fully redacted version of its Proposal, clearly identified as the redacted version. Note that the final price amount is not exempt from public disclosure.

Proposer may not include any weblinks within its Proposal response.

3.1.4 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by DAS SPS.

ROUND 1 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal. Proposal should be straightforward and address the requests of the RFP. Proposal containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.2.1 ADMINISTRATIVE PROPOSAL

3.2.1.1 Proposer Information and Certification Sheet (Mandatory, Not Scored) Proposer shall complete and submit the Attachment C (Proposer Information and Certification Sheet).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet (Attachment C) may result in a finding of non-Responsibility.

3.2.1.2 Disclosure Exemption Certification (Mandatory, Not Scored) Proposer shall complete and submit the Attachment B, Disclosure Exemption Certification as part of the Proposal. Submission is required even if Proposer is not identifying confidential or proprietary information and data for nondisclosure. If Proposer is identifying items for nondisclosure as confidential or proprietary, in addition to the original Proposal and copies, Proposer must submit a redacted single hard copy and single electronic copy of the complete, original Proposal submission (see section 3.1.4).

3.2.1.3 Executive Summary (Mandatory, Scored)

Briefly describe how the proposed solution addresses the high-level requirements listed in this RFP. These requirements form the basis for a comprehensive yet succinct Executive Summary, that summarizes the proposed solution, its distinctive features, and how it will fulfill the State’s requirements. In addition, summarize:

1. The significant factors of Proposer’s management and technical approach.

2. Where comparable software projects and implementation services have been provided by the Proposer.

3. The project management methodology Proposer will use to reduce risk and maximize the potential success of the Integrated Solution implementation, deployment, and operation.

4. Uniquely compelling features/functionalities offered in the proposed Integrated Solution.

5. If Proposer is planning to propose a subcontracting relationship to meet all Requirements, please describe the unique value of each relationship to the Project’s success.

3.2.1.4 Proposer’s Organization Profile (Mandatory, Scored)

Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include at a minimum:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Location of the organization’s offices (headquarters and branches);

3. Location of the office from which employees will be assigned to work on the Project for the Agency;

4. Number of employees located in the Pacific Northwest, nationally, and internationally;

5. Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

6. Organization’s client base.

3.2.1.5 Experience and Capabilities (Mandatory, Scored)

Proposer must demonstrate a minimum of five (5) years of experience in the configuration, implementation and payment integration of a learning management system. Contractor must have at least four (4) systems successfully implemented in the past four (4) years of similar scope, complexity, and size, which are currently operational (each a “Qualifying Engagement”).

1. Successful Proposer shall fill out and return Experience Questionnaire (Attachment I).

3.2.1.6 Key Persons, Organizational Chart and Subcontractors (Mandatory, Scored) Key Persons. Specify key persons to be assigned to the Services and include a current resume (not to exceed two (2) pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements and Preferences are:

1. Project Management Institute’s Project Management Professional (“PMP”) Certification is required for project management.

2. Strong project management, business analysis, budgeting, and financial analysis experience and knowledge are required.

3. Recent experience, in last three (3) years, and knowledge serving as key advisor and partner with business and IT executives in project management strategy and approaches with multi-million-dollar projects is required including experience in the following:

a. Reviewing, making recommendations, and drafting procedures to implement best practices, mature project management practices, and meet requirements.

4. Demonstrate Contractor has internal quality control practices for its Key Person(s) to use when reviewing, editing, and providing feedback on projects and project artifacts is required.

5. Recent experience, in last three (3) years, developing, performing, and facilitating system testing activities is required.

6. Strong quality control experience and knowledge required.

7. Demonstrated experience, within the last three (3) years, in business analysis for complex information technology projects is required.

8. Experience in Business Analysis Body of Knowledge, version 3 (“BABOK”) guidelines is preferred.

9. Bachelor’s degree or higher in computer science, public administration, business management or another relevant field is preferred.

10. Strong understanding of public sector environment is preferred.

Due to the nature of services, Key Person(s) must be available to periodically work on-site as agreed upon between all parties. The work site is designated as Agency’s office in Salem, Oregon.

Organizational Chart. Provide an organizational chart identifying the staffing that will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified.

3.2.1.7 References (Mandatory, Not Scored)

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference and sent to the SPC. Reference forms must be received prior to Closing. Reference forms not received before Closing will not be scored.

3.2.1.8 Experience Questionnaire (Mandatory, Scored)

Proposer shall complete and submit the Experience Questionnaire (Attachment I).

3.2.1.9 Security Statement (Mandatory, Not Scored)

Proposal must contain a statement pertaining to security checks and non-disclosure agreement as described below. This statement is not scored. The statement must demonstrate Proposer's agreement that if awarded a Contract:

1. Proposer and Proposer's staff monitoring the systems who will have access to State systems, facilities, and confidential information will submit to all security checks requested by Agency, which may include any combination of fingerprinting, Oregon Law Enforcement Data Systems (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks, and comply with the following State of Oregon security standards:

a. Privileged Access Monitoring and Reporting viewable at: https://www.oregon.gov/das/Policies/107-004-140.pdf

b. Statewide Information and Cyber Security Standards viewable at:

“https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf”

c. Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf

2. Proposer shall sign a non-disclosure agreement for any and all information received or processed on its equipment from the State of Oregon.

3. Proposer shall protect at all times State of Oregon sensitive material.

3.2.1.10 Statewide Security Standards Response (Mandatory, Pass/Fail) The Statewide Security Standards Spreadsheet (Attachment J), Proposer will submit the completed spreadsheet with the Round 2 Submittals.

Solution Security is extremely important to the State. Yet, the State recognizes that security is a joint obligation between the State and the successful Proposer and that the security requirements may be satisfied by more than one approach. In order to assist the State in its evaluation of the Solution, Proposer shall address the security requirements set forth in the Attachment J, Statewide Security Standards Spreadsheet for the proposed Solution. Proposer shall complete the spreadsheet and insert comments on Attachment J.

The spreadsheet will not be scored, it will be reviewed as Pass/Fail by a Business Security Advisor (BSA). If the Proposer solution does not meet the State’s security requirements, DAS SPS may reject the Proposal.

The Proposers should complete the spreadsheet based on the following State security requirements (these security requirements can also be found in the Exhibit K of the Sample Contract to this RFP):

Data Classification and Compliance

1.1. Data Classification. Contractor shall assume that Agency Data contains information that has been classified as Level 2 Information under the State of Oregon’s Information Asset Classification policy, available online at https://www.oregon.gov/das/Policies/107-004-050.pdf. Contractor certifies the Services provide the appropriate level of protection for Level 3 Information.

1.2. Compliance with Laws, Regulations, and Policies. Contractor and its employees, contractors, and agents shall comply with all applicable state and federal laws and regulations, and State of Oregon policies governing Agency Data and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time. Applicable laws, regulations, and policies include but are not limited to:

1.2.1. Oregon’s Statewide Information Security Standards, found online at:

https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx, including security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53.

1.2.2. Oregon’s Statewide Information Security Plan, found online at:

https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx.

1.2.3. Oregon’s Statewide Information Technology Policies:

www.oregon.gov/das/Pages/policies.aspx#IT inclusive of:

1.2.3.1. Privileged Access Monitoring and Reporting Policy, https://www.oregon.gov/das/Policies/107-004-140.pdf

1.2.3.2. Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf

1.2.4. Oregon Department of Human Services and the Oregon Health Authority information security policies: https://www.oregon.gov/odhs/rulespolicy/ pages/agencypolicies.aspx?wp4589=se:%22information+security%22,p:1#g_47b8ee2b_3ba7_4a34_b41b_30aed414dcc7

1.2.5. The Oregon Consumer Information Protection Act (OCIPA), ORS 646A.600 through 646A.628, to the extent applicable to Personal Information within the meaning of OCIPA.

1.2.6. Requirements adopted by the State pursuant to Oregon Executive Order 23-26, which established the State Government Artificial Intelligence Advisory Council: https://www.oregon.gov/gov/eo/eo-23-26.pdf.

1.3. Responsible for Compliance. Contractor is responsible for the compliance of its employees, agents, and subcontractors with this Contract and all applicable state and federal laws and regulations, and State of Oregon policies governing Agency Data and its use and disclosure.

1.4. Privacy and Security Measures. Contractor represents and warrants it has established and will maintain privacy and security measures that meet or exceed the standards set in laws, rules, and regulations applicable to the safeguarding, security, and privacy of Agency Data. Contractor shall monitor, periodically assess, and update its physical, technical, and logical security controls and risk to ensure continued effectiveness of those controls.

3.2.1.11 Value Added Services or Features (Not Mandatory, Not scored in Round 1, considered in Round 2) If Proposer is proposing any value-added services or software or hardware features, Proposer may include a statement describing these services. Proposer may submit services including solution engineering, installation, configuration, training and maintenance/support, the corresponding prices and subcontractors and/or resellers available to provide said services. Proposer selected in Round 2 may be asked to submit additional price information for additional value-added services.

3.2.1.12 Underlying Agreements (Mandatory, Not Scored)

Proposer will submit any…