State of Oregon

Cover Page DEPARTMENT OF ADMINISTRATIVE SERVICES, STATE PROCUREMENT SERVICES ON BEHALF OF STATE OF OREGON DEPARTMENT OF FORESTRY Is issuing this Request for Proposals (RFP) under OregonBuys® Bid Number S-DASOBO-00017536 for

CIVIL PENALTIES CASE MANAGEMENT CLOUD SERVICES

Date of Issue: July 22, 2026 Opening Date and Time: September 21, 2026 Single Point of Contact (SPC): Brian Eilerts, PCS3

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.

ODF RFP S-DASOBO-00017536 Civil Penalties Case Management Page 2 of 27 Table of Contents

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 FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H STATEWIDE SECURITY SPREADSHEET

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through its Department of Administrative Services, State Procurement Services (“DAS-SPS”) on behalf of the Department of Forestry (“Agency”), is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060 for Civil Penalties Case Management Cloud Services. This procurement seeks a cloud-based solution for managing civil penalties, including the necessary customization and configuration to meet the specific needs of the Agency.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be 5 years with options for renewal based upon performance.

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 only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

DAS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency 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 are defined in OAR 125-246-0110 or as defined “Agency Project Manager” means the person representing Agency who serves as Contractor’s primary point of contact for the Services.

“Authorized Representative” means a person representing a party to this Contract who is authorized to make commitments and decisions on behalf of the party regarding the performance of this Contract. Contractor’s Authorized Representative is the person so identified in Exhibit D. Agency’s Authorized Representative is the person so identified in Exhibit E. See RFP Attachment A, Sample Contract.

“Business Days” means Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, excluding State of Oregon holidays and business closure days.

“Business Support Hours” means Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, excluding State of Oregon holidays and business closure days.

“Calendar Days” means contiguous days.

Case Management System (CMS): A cloud-based software platform used to track, manage, and report on cases related to civil penalties, violations of forest practices regulations, and other enforcement actions within the Oregon Department of Forestry.

Civil Penalties: Monetary fines or other enforcement actions imposed by the Oregon Department of Forestry on individuals or entities for violations of the Forest Practices Act and related regulations.

“CJIS” means Criminal Justice Information System.

“Confidential Information” is defined in Contract Section 9.1. See RFP Attachment A, Sample Contract.

“Configuration” The process of adjusting the CMS settings and workflows to match the operational needs of the Oregon Department of Forestry without requiring extensive software development or coding.

“Customization” Vendor-provided modifications or enhancements to the base CMS to ensure it meets the specific functional, operational, and regulatory requirements of the Oregon Department of Forestry.

“DAS” means the State of Oregon acting through its Department of Administrative Services.

“Deliverables” means all items that Contractor is required to deliver to Agency under this Contract, including Work Product, as specified in the SOW.

“Documentation” means all documents, including documents that are Deliverables described in the Statement of Work and which may include reports, minutes, manuals, training materials, guides, commentary, listings, requirements documentation, and other materials that are to be delivered by Contractor under this Contract. Documentation includes documents in hard copy or electronic form. See RFP Attachment A, Sample Contract.

“DOJ” means the State of Oregon acting through its Department of Justice.

“EIS” means the State Chief Information Officer acting as Enterprise Information Services.

“Excluded Data” means Payment Card Industry (PCI) or similar regulated financial information; protected health information (PHE) under HIPAA or similar regulated medical information of any nature; personal financial or any sensitive personal information subject to heightened privacy and/or security requirements by law, regulation, or applicable third-party terms (e.g., government issued identification or license numbers, personal bank account numbers, passport or visa numbers, credit card numbers, social security numbers,); or any other unnecessary personal identifiers (i.e., any information capable of truncation, hashing, or greater minimization); and any other categories of data for which the Service is not suitable or the input of which is unnecessary to make ordinary use of the Service per the Documentation and Customer’s own policies and best practices in regards to Excluded Data.

“Project Manager” means Contractor’s representative who manages the processes and coordinates the Services with Agency’s Authorized Representative to ensure delivery of the Deliverables and completion of Milestones. Contractor’s Project Manager is the person so identified in Contract Exhibit D. See RFP Attachment A, Sample Contract.

“State” means the State of Oregon.

“Statement of Work” or “SOW” means a document that describes the Services to be provided by Contractor, including the Tasks, Deliverables and Milestones, Documentation, Work Product, the attributes of each Deliverable, identification of the Deliverables and Services that are associated with each Task, and a timeline for each Milestone and Deliverable, the Payment Schedule for each Deliverable and Milestone, and any other items as agreed by the parties and attached as a Statement of Work, including as amended pursuant to Section 7. As used in this Contract, except where otherwise expressly identified as being applicable only to a specific Statement of Work, a reference to “Exhibit A,” “SOW” or “Statement of Work” means the applicable Exhibit A (e.g., Exhibit A-1, Exhibit A-2, etc.) individually. A Statement of Work includes Accepted Deliverables, if specifically agreed upon in a Statement of Work.

“Solution” means the sum total of the Services, including Work Product, Deliverables, intellectual property, and the Documentation described in the Statement of Work.

OVERVIEW AND PURPOSE

Agency Overview and Background The Oregon Department of Forestry (ODF) is the state agency responsible for managing, protecting, and promoting Oregon’s forest resources. ODF’s mission is to serve the people of Oregon by protecting, managing, and promoting stewardship of Oregon’s forests to enhance environmental, economic, and community sustainability. The agency achieves this through a combination of forest fire protection, forest resource management, private forestland regulation, and community assistance.

ODF operates across multiple divisions and programs, including Fire Protection, Private Forests, State Forests, and Administrative Services. Each plays a role in ensuring that Oregon’s forests are managed sustainably and responsibly for current and future generations. The Private Forests Division, which oversees the Enforcement and Civil Penalties Program, is specifically tasked with ensuring compliance with the Oregon Forest Practices Act. This includes the investigation of potential violations and the administration of civil penalties when forest practices do not meet established regulatory standards.

ODF works collaboratively with landowners, operators, stakeholders, and other agencies to uphold forest health and sustainability while supporting economic vitality through timber production and other forest-related industries. The department also upholds transparency, accountability, and continuous improvement in its regulatory and support functions.

Project Overview and Background The Oregon Department of Forestry (ODF) is responsible for ensuring the sustainable management and protection of Oregon’s forests through enforcement of the Forest Practices Act, which governs land use practices to maintain forest resources. The Enforcement and Civil Penalties Program within ODF plays a critical role in overseeing compliance with these regulations by managing citations and penalties for violations.

ODF has traditionally managed civil penalties and enforcement cases through manual processes that have become increasingly cumbersome, inefficient, and prone to errors. As the number of cases and the complexity of enforcement actions have grown, the need for a more efficient, centralized solution has become apparent. In response to this need, ODF conducted a Request for Information (RFI) and held interviews with vendors, where it became clear that a cloud-based Case Management System (CMS), coupled with vendor customization, would best meet the program's needs.

The goal of ODF moving forward is to implement a comprehensive, cloud-based CMS to streamline and improve the management of civil penalty cases. This system will enable better tracking, reporting, and communication, reduce administrative burdens, and ensure data accuracy and accountability in enforcing forest practices regulations.

This solicitation is for the procurement of a cloud-based CMS, including vendor-provided customization and configuration services, to meet the specific requirements of ODF’s Civil Penalties Program. The CMS will support the department's enforcement efforts, improve operational efficiency, and provide secure access to case information for both office and field staff.

ODF is seeking a CMS solution that aligns with its operational needs and complies with state policies on cloud services, security, and data management. The solution will also need to incorporate features that enhance communication with stakeholders, provide real-time case updates, and support spatial tracking and automation of notifications at key enforcement milestones.

This procurement follows the legislative direction for state agencies to enhance operational efficiencies through modernized digital solutions. Prospective Proposers are encouraged to assess the requirements outlined in the following sections to determine whether their solution can meet ODF’s technical, functional, and operational needs within the defined budget for the project.

SCOPE OF WORK/SPECIFICATIONS

The Oregon Department of Forestry (ODF) seeks proposals from qualified vendors to provide and implement a cloud-based CMS for managing civil penalties and enforcement cases related to violations of forest practices regulations. This procurement includes the customization, configuration, and deployment of the CMS, as well as ongoing support, system training, and documentation. The selected Proposer must meet the following scope of services:

Phase 1.1 - Project Planning and Start-Up The contractor shall:

1. Conduct a Project Kickoff and Strategy Workshop to review the project goals, key milestones, and deliverables with ODF stakeholders.

2. Develop and deliver a Project Management Plan, outlining the project phases, timelines, roles, and responsibilities.

3. Establish a secure test environment hosted by the contractor, accessible to ODF personnel, to support testing and system validation.

4. Provide access instructions, credentials, and ongoing support during the project lifecycle.

Phase 1.2 - System Requirements and Configuration The contractor shall:

1. Facilitate a series of requirements gathering workshops to document business processes and functional requirements for the CMS.

a. Documentation: Create and manage requirements including but not limited to: traceability matrix for requirements, functional and non-functional requirements, and CMS workflow diagrams.

2. Ensure that the CMS accommodates the following key features:

a. Case Management: Manage citations and violations with tracking of status, updates, and resolution.

b. User Roles & Access: Role-based access control for both field and office staff.

c. Calendar and Notifications: Automated reminders for key case deadlines and milestones.

d. Data Reporting: Generate reports and provide analytical capabilities for tracking trends.

e. Integration Capabilities: Interface with ODF’s existing systems and external web services.

i. The CMS must generate and make a publicly accessible report. Current report available at: https://apps.odf.oregon.gov/divisions/cases/default.asp#main-content.

f. Spatial Tracking: Geographic tracking of violation sites and affected areas.

g. WCAG Compliance: The Solution must meet standards for digital accessibility in conformance with Title II of the ADA. The current compliance standard is Web Content Accessibility Guidelines (WCAG) 2.1 (Level AA).

The successful Proposer will ensure its Solution, including all documentation, and Deliverables each meet all applicable standards for digital accessibility on or before April 24, 2027 or at the time the Solution is submitted to Agency for testing, whichever date is sooner.

Phase 1.3 - Testing and Quality Assurance The contractor shall:

1. Set up a testing environment to allow ODF to validate system functionalities.

2. Perform internal quality assurance to verify the CMS configuration before formal testing.

3. Support User Acceptance Testing (UAT), addressing any issues or feedback identified during the test cycles.

Provide documentation and implement changes based on ODF’s feedback during the testing phase.

Phase 1.4 - System Deployment and Implementation The contractor shall:

1. Develop a Production Launch Plan outlining steps for the deployment of the CMS into the live environment.

2. Transition the CMS to the live production environment, ensuring it is fully operational and accessible to end-users.

3. Support the organization during the initial stabilization period, addressing issues and ensuring a seamless system launch.

4. Prepare and deliver a comprehensive Disaster Recovery Plan, outlining procedures for system recovery in the event of a failure.

5. Training and Support The contractor shall:

1. Provide training sessions for ODF staff, including system administrators, field personnel, and end-users.

2. Deliver training materials, including quick reference guides and user manuals, tailored for different user roles.

3. Provide ongoing technical support and maintenance services, ensuring that the CMS remains operational and up to date.

6. System Documentation The contractor shall:

1. Provide comprehensive system documentation, including the Operations and Maintenance Plan. Ensure all documentation is updated throughout the project lifecycle and delivered to ODF in both digital and physical formats.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer and the proposed CMS solution meet all requirements of this section:

BUSINESS REQUIREMENTS

To be considered for evaluation, Proposer must demonstrate that the proposed solution meets all of the following requirements:

Experience: Proposer must demonstrate substantial experience providing cloud-based case management solutions comparable in scope and complexity to the services requested by the Oregon Department of Forestry.

Licensing/Registration: Proposer must be duly licensed or registered to conduct business in the State of Oregon. Proof of registration with the Oregon Secretary of State is required.

Relevant Projects: Proposer must provide at least three case studies or examples of successful implementations of similar case management systems, including details on the scope, challenges, and outcomes of each project.

Financial Stability: Proposer must demonstrate financial stability.

Insurance: Proposer must have or be able to obtain the required levels of insurance coverage, including general liability, cyber liability, and workers' compensation as stipulated in the solicitation.

Project Manager Assignment: Proposer must assign a dedicated Project Manager (PM) to oversee the implementation and execution of the case management solution. The PM must have demonstrated experience managing projects of similar scope and complexity and will serve as the primary point of contact for the ODF.

0. TECHNICAL REQUIREMENTS

To be considered for evaluation, Proposer must demonstrate that the proposed solution meets all of the following requirements:

Cloud-Based Solution: The proposed Case Management System must be hosted on a secure cloud platform and comply with all applicable Oregon Statewide Information Technology (IT) Control Standards found at: https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf .

Customization Capabilities: The CMS solution must meet the specific needs of ODF, including but not limited to, workflow configuration, data fields, reporting, and integration with external systems.

User Access & Role Management: The CMS must support role-based access control (RBAC) to ensure appropriate levels of access for different user groups, including both field personnel and Salem staff.

Data Security: The CMS must comply with the Advanced Encryption Standard which can be found at https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.197.pdf (both in transit and at rest), multi-factor authentication (MFA), and secure data storage to protect sensitive information.

Integration: The solution must support integration with existing ODF systems or tools, including Microsoft Outlook and may need to provide APIs for future integrations.

Reporting & Analytics: The CMS must offer robust reporting and data analysis capabilities, enabling ODF to generate custom reports and identify trends based on case data.

Scalability: The CMS must be scalable to accommodate growth in the number of cases or users over time without a degradation in performance.

Availability: The Proposer must guarantee system availability of at least 98% uptime, with service level agreements that ensure prompt troubleshooting support during hearings.

MINIMUM SUBMISSION REQUIREMENTS

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

Executive Summary Administrative Proposal Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check Form (Attachment D) Price Proposal Form (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Project Management Plan and Approach Technical Solution Experience, Qualifications, and Case Studies Key Persons and Resumes Statewide Security Standards Spreadsheet (Attachment H) Security Statement Proposal Page Limits Proposal is not limited to a page limit requirement. However, the OregonBuys® System has a data upload cap limit of 500 MB.

Proposal Format and Quantity Proposer should follow the format and reference the sections listed in the Proposer Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposer must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Proposer shall submit one electronic copy of its Proposal. In addition, 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), and Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

OregonBuys® Electronic Response. Proposer shall submit its Proposal electronically through OregonBuys®. Proposer shall follow the procedures outlined in See: OregonBuys.Gov for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). 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 The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s signature.

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

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, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

Executive Summary (Mandatory, Not 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, not to exceed two pages, that summarizes the proposed solution, its distinctive features, and how it will fulfill the State’s requirements.

(Attachment B) Disclosure Exemption Affidavit (Mandatory, Not Scored) Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B).

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

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

(Attachment D) References (Mandatory, Not scored) Provide 3 references from current or former client firms for similar projects performed for any clients within the last 2 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 submit reference names and contact information.

(Attachment E) Price Proposal (Mandatory, Scored) Proposers are required to submit a detailed Price Proposal (Attachment E) electronically through OregonBuys®. The Price Proposal must state the total price for the entire project and include a breakdown of all labor and expenses. The cost breakdown should follow a structured format like the example below.

Note: The table below is provided as an example. Proposers should complete Attachment E for their official bid submission.

Price Proposal Submission Requirements:

1. The Price Proposal (Attachment E) must include:

a. Labor Costs: A phased breakdown of labor, showing projected hours and fully loaded hourly rates for each role (e.g., project manager, developers, testers, etc.).

b. Other Expenses: Travel, supplies, administrative overhead, and other related costs.

c. Licenses and Support Costs: Include pricing for any software licenses and ongoing support or maintenance.

2. All costs must be fixed and fully inclusive of any fees or other charges.

3. Travel and other reimbursable expenses must comply with the State of Oregon’s policies and require prior approval.

The total fixed price must cover the full scope of the project as outlined in the Scope of Work, including all required Deliverables, services, and support.

Submit a detailed Price Proposal (Attachment E) in a separate File Electronically though OregonBuys®, that includes each activity described in the Scope of Work, the costs must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs,

· The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

· For all fully loaded personnel costs, the price proposed must include the name and title of all positions for each individual staff person who will perform the Work, and list the salary/wage and fringe rate separately for each such individual.

20 hours labor projected

Includes airplane, lodging, meals, and incidental

2.1

Enterprise Software License

Key Persons and their Resumes (Mandatory, Not Scored) Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

Project Management Plan and Approach (Mandatory, Scored) Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive project management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

(Attachment B) Disclosure Exemption Affidavit (Mandatory, Not Scored) Proposer shall complete and submit the Proposer Disclosure Exemption Affidavit (Attachment B).

(Attachment F) COBID Certification/Outreach Plan (Mandatory, Not Scored) Proposer shall complete and submit the Proposer COBID Certification/Outreach Plan (Attachment F).

(Attachment G) Responsibility Inquiry (Mandatory, Not Scored) Proposer shall complete and submit the Proposer Responsibility Inquiry (Attachment G) (Attachment H) Statewide Security Spreadsheet (Mandatory, Not Scored) Proposer shall complete and submit the Statewide Security Spreadsheet (Attachment H).

Security Statement (Mandatory, Pass/Fail) If Proposer’s Statewide Security Spreadsheet (Attachment J) indicated that Proposer intended to use offshore and/or foreign services computing services to provide the System or any of the Services, Proposer shall submit a detailed description of its plan for the use of offshore and/or foreign services (“Offshore and Foreign Services Plan”) including:

· All offshore computing services, including cloud/hosting, application development, systems/service maintenance, and support;

· The employees or contractors who will be providing the Services and whether they are United States citizens or individuals with a valid United State’s visa;

· Where the data centers or other Proposer facilities, employees or contractors providing the Services are located;

· Why Proposer needs to use offshore computing services or employees or contractors;

· What, if any, security precautions Proposer has taken and will take throughout the term of the Contract in order to protect Agency Data and the State’s networks; and

· What, if any, security precautions Proposer believes Agency must take in order to protect Agency Data and the State’s networks.

EIS Cyber Security Services (CSS) will review the Offshore and Foreign Services Plan and, in its sole discretion, determine whether the proposed Plan meets or exceeds the State’s Security Standards.

If the proposed Plan meets or exceeds the State’s Security Standards, EIS may grant Agency an exception from the requirements of the Cyber and Information Security Policy based upon the Proposal and proposed Offshore and Foreign Services Plan.

If the proposed Plan does not meet the State’s Security Standards, DAS SPS may reject the Proposal as non-Responsive.

Technical Solution (Mandatory, Scored) Proposers must clearly demonstrate how their proposed Solution meets the needs described in the Scope of Work (Section 2.4) and Exhibit A, Statement of Work from Attachment A, Sample Contract. The evaluation committee will review the Proposer’s submission based on how well the proposed Solution:

1. Aligns with the functional and technical requirements defined in the RFP and Exhibit A, Statement of Work from Attachment A, Sample Contract.

2. Supports ODF’s business processes and objectives as outlined in the Scope of Work and Statement of Work.

3. Demonstrates usability, flexibility, and scalability of the solution.

4. Addresses integration capabilities, including compatibility with ODF systems or third-party platforms, where applicable.

5. Provides a clear, organized, and comprehensive description of system features and how they meet or exceed the stated requirements.

Proposers may use a requirements response matrix, a narrative technical approach, or a combination of both to explain how their proposed Solution meets each requirement. Proposer should provide a clear understanding of the proposed functionality, alignment with agency needs, and confidence in the Proposer’s ability to deliver.

Experience, qualifications, and case studies (Mandatory, Scored) Describe Proposer’s qualifications and relevant experience:

· Implementing similar case management systems

· Provide at least three case studies or examples of successful implementations of similar case management systems, including details on the scope, timeline, challenges, and outcomes of each project 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.

Key Persons. Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

SOLICITATION PROCESS

PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys® at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys®. Prospective Proposer is solely responsible for checking OregonBuys® to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

The Pre-Proposal Conference will be held on Wednesday, August 5, 2026, via Microsoft Teams. The start time of the Pre-Proposal Conference is 1:00 PM PST and will be one hour in length. To receive an invite to this meeting send an email to SPC Brian.Eilerts@DAS.Oregon.Gov at least two days in advance of the meeting and you will receive an invitation to the Pre-Proposal Conference via email response.

QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC via an OregonBuys® submission or email;

Reference the OregonBuys® bid number ;

Identify Proposer’s name and contact information;

Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

SOLICITATION PROTESTS

Protests to RFP Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

Protests to Amendment(s) Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

Requirements for Protests All protests must:

Be delivered to the SPC via email;

Reference the OregonBuys® bid number;

Identify prospective Proposer’s name and contact information;

Be sent by an authorized representative;

State the reason for the protest, including:

the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and evidence or documentation that supports the grounds on which the protest is based; and State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys® ONLY Proposal submission should be electronically through OregonBuys®. at: OregonBuys.gov Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf The Price Proposal shall be submitted as a separate electronic file to OregonBuys® as Attachment E.

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys® bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys® bid number.

PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

PUBLIC OPENING

There will be no public opening of proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 125-247-0630.

PROPOSAL REJECTION

DAS SPS may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

Proposer fails to meet the responsibility requirements of ORS 279B.110.

Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

Proposer attempts to influence a member of the Evaluation Committee.

Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

EVALUATION PROCESS

Responsiveness and Responsibility Determination Responsiveness determination A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination DAS SPS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Evaluation Item 1 Project Management Plan and Approach (Scored, 20 Points) The evaluation will assess how well the Proposer has developed a comprehensive project management plan, including the following:

· How well does the project management plan address the project's key phases, deliverables, and timelines?

· How well does the Proposer's plan demonstrate an understanding of ODF's needs and constraints?

· How effective is the proposed strategy for managing resources, schedules, and risks?

· How well does the Proposer’s project management approach ensure completion within the necessary timeframe for contract approval during the current biennium?

Evaluation Item 2 Technical Solution (Scored, 30 Points) The evaluation will assess the Proposer's proposed technical solution, including:

· How well does the proposed CMS solution align with the requirements outlined in the solicitation?

· How effectively does the Proposer demonstrate its ability to configure, integrate, and customize the CMS to meet ODF's needs?

· How well does the CMS solution demonstrate scalability, security, and compliance with state regulations?

· How feasible is the technical solution in supporting project timelines to meet biennium-specific approval deadlines?

Evaluation Item 3: Experience, Qualifications, and Case Studies (Scored, 25 Points) The evaluation will assess the Proposer’s qualifications and relevant experience, including:

· How well does the Proposer’s experience demonstrate successful implementation of similar case management systems?

· How well do the Proposer’s case studies support the company’s ability to meet the project requirements within the timeline?

Evaluation Item 4: Price Evaluation (Scored, 25 Points) Following scoring and ranking of Proposals, based on the qualifications-based criteria referenced above in Section 4.10.2, the sealed Price Proposals from Proposers will be opened and scored as follows:

Proposer with the lowest Price Proposal will receive 25 points.

Proposer with the second lowest Price Proposal will receive 10 points.

Proposer with the third lowest Price Proposal will receive 5 points.

All other Proposers will receive 0 points.

PREFERENCES

Oregon Supplies and Services Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

Reciprocal Preference For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

Recycled Materials Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

Tiebreakers If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

Points are the total possible for each section as listed in the table below.

POINTS POSSIBLE

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

RANKING OF PROPOSERS

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If DAS SPS conducts two or more rounds of competition, the SPC will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

FINAL POINT AND SCORE CALCULATIONS

If DAS SPS conducts two or more rounds of competition, the SPC will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

DAS SPS will add the scores from all rounds conducted for a total by Proposer in the competitive range.

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition.