RFP s-16500-00015514 Hosted Municipal Accounting Reporting Soltion.pdf

RFP #S-16500-00015514 Hosted Municipal Accounting and Reporting Solution

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STATE OF OREGON

OREGON SECRETARY OF STATE

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-16500-00015514 for: Hosted Municipal Accounting and Reporting Solution

Date of Issue: April 16, 2026

Opening Date and Time: June 18, 2026 3:00 PM PT

Single Point of Contact (SPC): David Matthews, Procurement & Contract Specialist II

Address: 255 Capitol St NE, Suite 126 City, State, Zip Salem, OR 97310 E-mail: Purchasing.sos@sos.oregon.gov

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.

RFP #S-16500-00015514 Hosted Municipal Accounting and Reporting Solution

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/REQUIREMENTS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.4 PROPOSAL CONTENT REQUIREMENTS

SECTION 4: SUBMISSION REQUIREMENTS

4.1 PROPOSAL FORMAT

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

SECTION 5: EVALUATION PROCESS

5.3 NEXT STEP DETERMINATION

5.4 COMPETITIVE RANGE DETERMINATION

SECTION 6: AWARD AND NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

7.7 BUSINESS INCLUSION AND DIVERSITY

SECTION 8: LIST OF ATTACHMENTS AND EXHIBITS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST PROPOSAL

ATTACHMENT H DETAILED REQUIREMENTS

RFP # S-16500-00015514 Hosted Municipal Accounting and Reporting Solution

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Secretary of State’s Office, Audits Division (“Agency”), is issuing this Request for Proposal to select a proposer that currently has or can design, implement, support and maintain a proposer hosted software solution for a new Municipal Accounting and Reporting Solution (MARS). The solution will provide streamlined administration and maintenance; automated processes and workloads; dynamic reporting; be adaptable to changing business needs; and offer decision makers and the public greater transparency and ease of access to municipal audit information.

Municipal Audit Law (Oregon Revised Statutes 297.405 to 297.555 and 297.990) requires Oregon’s local governments to prepare and submit annual financial reports to the Secretary of State. Annual filings involve receiving reports and information for over 1800 local governments, processing requests for extension, managing numerous emails and phone calls, processing and recording fee payments, and issuing refunds, late notices, and other communications. Agency is looking for a partner that has or can design a solution to meet these requirements.

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

Agency anticipates the award of one Contract from this RFP. The initial term of the Contract is anticipated to be 5 years with options to renew as permitted by applicable statute or rule.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date

Pre Proposal Conference April 30, 2026, 10:00 AM

Questions / Requests for Clarification Due May 12, 2026, 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) May 21, 2026

RFP Protest Period Ends June 12, 2026

Closing (Proposals Due) As stated on the cover page

Evaluation Period (approx.) June 22, 2026 Through July 27, 2026

Issuance of Notice of Intent to Award (approx.) July 29, 2026

Award Protest Period Ends 7 days after Notice of Intent to Award

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1.3 OREGONBUYS

This RFP, including all amendments, attachments, and exhibits is posted on OregonBuys at https://oregonbuys.gov. RFP documents will not be mailed.

1.3.1 OregonBuys Assistance/Registration Information

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at 1.855.800.5046 or by email at support.oregonbuys@oregon.gov.

Current and correct registration information is the sole responsibility of the registered party.

Agency accepts no responsibility for missing or incorrect information.

1.4 SINGLE POINT OF CONTACT (SPC)

The single point of contact for this RFP is identified on the Cover Page. 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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050(4).

Agency is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Quotes; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Quotes.

2.2 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 137-046-0110.

2.2.2 Project Specific Definitions

Municipal Corporations-means a: (a) City, (b) County, (c) Special district, (d) School district or an education service district, (e) Corporation, except a municipal corporation established pursuant to ORS 441.525 to 441.595, upon which is conferred powers of the state for the purpose of local government, or (f) Public corporation, including a cooperative body formed between municipal corporations.

Timeline-means the duration of proposed time from start to go live that proposers estimate to complete the project. No dates required, the timeline is the duration of time. Example: 6 months.

https://oregonbuys.gov/ mailto:support.oregonbuys@oregon.gov https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=11191 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=11191

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2.3 OVERVIEW AND PURPOSE

The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people of Oregon.

The Secretary of State (Agency) requires that periodic reports of financial condition and financial operations be prepared and submitted to the Agency by municipal corporations in such form and at such times as the Agency considers necessary. The periodic reports may be required of all municipal corporations.

To learn more about our Agency and our respective divisions, please visit our webpage:

https://sos.oregon.gov/Pages/divisions.aspx.

Division Overview and Background

Municipal Audit Law (Oregon Revised Statutes 297.405 to 297.555 and 297.990) requires Oregon’s local governments to prepare and submit annual financial reports to the Secretary of State. Annual filings involve receiving reports and information for over 1800 local governments, processing requests for extension, managing numerous emails and phone calls, processing and recording fee payments, and issuing refunds, late notices, and other communications.

The Municipal Audit Program exists to promote accountability and transparency of local governments to best serve the public interest. The public and decision makers are well served when information is timely, accurate, and accessible. The program also exists to assist government officials and staff, citizens, and licensed municipal auditors with understanding and complying with the law. To be useful, information and assistance should be timely, based on accurate and complete information, and should be easily accessible to those who need it. To view Municipal public site, use the following link State of Oregon: Audits - Municipal Audit and Local Government Resources

2.3.1 Project Overview and Background

Currently, Municipal Corporations submits reports of financial condition and financial operations to the Agency using the Municipal Filings (Muni) application. Muni was implemented in 2005 and is an integral resource for managing the municipal audit program.

Muni is outdated, difficult to maintain, and involves a highly manual workload to enter data, attach files, and perform input review. The application lacks validation to prevent incorrect data from being introduced to the Muni application. There is also a growing risk of application error or failure as the Muni application ages. Further, program information is stored in multiple locations leading to inefficient administration and research; locations include network drives, https://sos.oregon.gov/Pages/divisions.aspx https://sos.oregon.gov/audits/Pages/muniaudits.aspx

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Muni application, Teams, and email. Muni cannot provide public access to information on extension requests or whether there were reported audit findings, requiring the public to call, email , or make a public records request for the information which increases the Agency’s administrative workload. Transparency is at the core of Municipal Audit Law so easier access to certain information is critical to the program.

The successful proposer will deliver a custom-built or commercial off-the-shelf (COTS) solution to the Agency that includes, at a minimum, key functions and services listed in Section

2.4. The Agency will name the new solution “Municipal Accounting and Reporting Solution

(MARS)”.

2.3.2 Purpose

The purpose of this RFP is to select a proposer that will design, implement, host, support, and maintain the software for a new MARS. The solution will provide streamlined administration and maintenance; automated processes and workloads; dynamic reporting; be adaptable to changing business needs; and offer decision makers and the public greater transparency and ease of access to municipal audit information.

The solution is to be hosted by the proposer, provide efficiencies for internal staff and be intuitive to use by external partners. The platform will provide external users the ability to file online, self-manage account profiles, view filing and payment history, and make payments through a payment portal. The proposer/host will work with Tyler-Technologies (Tyler-Tech) and the Oregon State Treasury to implement a payment portal. The platform will allow internal users easier access to program data, improved and automated workflows, and options for documenting notes and communications with both internal and external partners. The public should be able to access general information using web-facing screens and also be able to search for specific public records.

2.4 SCOPE OF WORK/REQUIREMENTS

The scope of work includes but is not limited to a proposer hosted software solution used by the Oregon Secretary of State Audits Division to manage the municipal audit program, including applicable communications, documentation and fees.

The hosted software solution will streamline the filing process, reduce manual data entry, improve reporting and tracking capabilities, and enhance public access to municipal audit information. The hosted software solution will support online submissions, automated fee and payment processing, and role-based access for both internal and external users, while ensuring compliance with relevant Oregon statutes and administrative rules. Agency will create a publicly accessible web page that will be linked from the Agency website to the solution. The publicly accessible web page should display data pulled from the hosted software solution and make it available to non-authenticated users through standard web browsers.

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Who (Responsibilities):

The Agency would be responsible for defining requirements, overseeing internal communications, internal change management and training municipalities and public users.

The Successful Proposer would be responsible for hosting, designing, developing, testing, change management and communicating schedules of change management, deploying, training Agency users, and supporting and maintaining the new system, including integration with identity management.

For fee and payment processing, proposer will work with Oregon State Treasury and Oregon’s E-Government Program prime contractor Tyler-Tech. For more information on Tyler-Tech see the following link. https://empower.tylertech.com/Oregon?utm_source=other&utm_medium=collate ral&utm_campaign=DIG_OR_Collateral&utm_content=Vanity

What (Expected Outcomes/Deliverables):

Deliverables include a fully functional, secure, and scalable solution with online submission, automated workflows, reporting tools, Single Sign On (SSO), and integration with external systems. The system must meet statutory compliance and performance benchmarks.

Where:

The system must be accessible across devices and browsers, supporting both Agency internal staff, external authenticated users (Municipal Corporations and their entities) and public users (read access only) throughout Oregon.

When (Timeline/Milestones):

The project is expected to follow a phased or agile implementation approach. While specific dates are not provided, milestones include system design, development, testing, training, deployment, post-deployment, and ongoing maintenance and support.

How (Performance & Evaluation):

Success will be measured by reduced manual data entry, improved reporting accuracy, system responsiveness under peak load, and user satisfaction. Evaluation will include inspection of deliverables, testing for compliance with functional and performance requirements, and user acceptance testing.

Sustainability:

The system is expected to be scalable, maintainable, and supported by proposer, reducing manual processes and improving operational efficiency, which contributes to long-term viability.

https://empower.tylertech.com/Oregon?utm_source=other&utm_medium=collateral&utm_campaign=DIG_OR_Collateral&utm_content=Vanity https://empower.tylertech.com/Oregon?utm_source=other&utm_medium=collateral&utm_campaign=DIG_OR_Collateral&utm_content=Vanity

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Guarantees/Warranties:

While not detailed in the document, it is implied that the proposer must ensure the system performs as expected and provide post-deployment support, which typically includes addressing defects and ensuring operational continuity.

2.4.1 Requirements

If Proposer’s Solution is unable to meet any of the requirements and functionality listed in Section 2.4 through 2.4.1.8, Proposer shall identify which requirement(s) or functionality it cannot meet and describe how their Solution will provide similar functionality or why the Requirement isn’t applicable to Proposer’s Solution. Proposer may provide an alternative Solution that is equivalent to or exceeds the mandatory requirement. Agency may, at its sole discretion, disqualify an alternative Solution if it does not meet Agency’s requirements.

Attachment H (Detailed Requirements) provides more technical detail for sections 2.4.1.1 through 2.4.1.8.

2.4.1.1 User access and Identity Management

1. Support for up to 10 role-based user types, including internal (agency staff), external (Municipal Corporation, public accounting firms (firms)), the public (non-authenticated), and super users with permissions for application-level changes.

2. Up to 5,000 unique user accounts with individual credentials; shared accounts are not permitted.

3. Users can self-register or be registered by authorized personnel; internal users can manage, disable, and audit accounts.

4. Historical tracking (Audit log) of changes to user data (e.g., name, email).

5. All agency users must be authenticated via SoS Entra SSO.

6. External authenticated users will need to be validated via MFA.

7. Public users will be non-authenticated read-only.

2.4.1.2 Entity and Firm Profile Management

1. Registration and management of Municipal Corporations (minimum 1,800) and firms (less than 200), with clear workflows for updates and approvals.

2. Municipal Corporation profiles include approximately 25 data fields (e.g., name, type, population); firm profiles include approximately 10 data fields.

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3. Ability to process changes—including updates to names, entity types, and profile information—through structured approval workflows to ensure accuracy, compliance, and auditability.

4. Upload and associate documents. All documents must be stored in PDF format and searchable (e.g., incorporation, budget, desk reviews).

5. Internal users can deactivate entities and set flags (e.g., dissolution, review required).

6. Provide a way to maintain historical continuity when municipalities merge, dissolve, or reorganize.

2.4.1.3 Annual Filings

1. Support multiple filing types per Municipal Corporation per year (e.g., financial reports, deficiency documents) with if/then logic for auto-approval or manual review.

2. Draft saving and multi-version support for filings.

3. Auto-approval for certain filings/extensions, manual review queue for others.

4. Annual filing fee payments (ORS 297.485) integrated with Tyler Tech for payments:

i. Tyler Tech is State of Oregon prime contractor for the Oregon Electronic Government Program ("E-Government Program") which provides online services to Oregon residents, visitors, and businesses over the internet through desktop or mobile devices.

ii. Solution must include e-check, credit and debit payment capabilities that will comply with Oregon Third Party Vendor Requirements (FIN 214).

https://www.oregon.gov/treasury/public-financial-services/Documents/Public-Financial-Services-Cash- Management/FIN214.pdf

5. Application will assess filing fees paid and generate invoices, and prompt refunds as applicable.

6. Filing confirmation emails generated from the application to acknowledge receipt of the filing.

2.4.1.4 Communications and Notifications

1. All communications (manual and automated) stored in entity and firm profiles.

https://www.oregon.gov/treasury/public-financial-services/Documents/Public-Financial-Services-Cash-Management/FIN214.pdf https://www.oregon.gov/treasury/public-financial-services/Documents/Public-Financial-Services-Cash-Management/FIN214.pdf https://www.oregon.gov/treasury/public-financial-services/Documents/Public-Financial-Services-Cash-Management/FIN214.pdf

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2. Scheduler for reminders and notifications.

3. Customizable notification templates (up to 25 types).

4. In-app messaging with stored communication history

5. Instant messaging will not be a functionality of this app.

6. Automatic notifications linked to entities, users, and/or reporting periods.

7. Ability to recall, print, or externally save notification and communications.

8. Entity correspondence and documentation log.

9. Internal and external users can log notes and comments with privacy levels and associations.

10. Phone logs and chat threads for internal communication and record retention.

11. Ability to import communication (email and hard copy letters) to notes/comments.

2.4.1.5 Queries, Reporting and Dashboarding

1. Provide at least 20 canned reports.

2. Integrated query capabilities for ad hoc queries (estimated 5 per month)

3. Query results should be exportable to Excel.

4. Search capability for users throughout the application, based on item type or keyword.

5. Provide role-based dashboards, each tailored to display relevant user data according to the user’s assigned role.

2.4.1.6 Public Access

1. A non-authenticated “public user” page that can be integrated into Agency’s public website.

2. Provide a webpage displaying current filing statistics and selected charts/data without requiring search or interaction.

3. Enable users to optionally perform searches and interact with data for detailed, drill-down views.

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4. Must have the ability to incorporate geographically dynamic lookup.

5. Public web view of the annual filing for filing stats, information, and reports.

6. Needs to be device agnostic including, but not limited to IOS, Android, MAC etc.

2.4.1.7 Data Migration and Integration

1. Migration of 67GB of data from legacy systems (36 tables).

2. Migration of filing documents from network storage.

3. Integration with Tyler-Tech, Agency web portal.

4. Indirect integration with accounting applications that will involve coordination with Agency internal staff.

2.4.1.8 System Validation and Non-Functional Requirements

1. Data entry fields include alphanumeric, special characters, and dropdown fields.

2. PDFs will need to be converted to searchable as needed.

3. Ensure validations for data entry.

4. Service Level Agreement (SLA) for uptime, backups, and recovery. Data redundancy (data saved daily to alternative redundant location).

5. Disaster recovery policy, plan, and procedure.

6. No processes shall take longer than 3 seconds other than scheduled processes.

7. Secure data encryption and access control.

8. Periodic updates with minimal downtime.

2.4.2 Training

Proposer will provide Agency user training. Agency estimates that 20 internal Agency administrators and users will require proposer delivered training. Training can be offered in person or virtually. The Agency will train the 1800+ Municipal Corporations and Public users.

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Proposer will supply training and reference materials, in both written (available as downloadable PDF) and web-based training platforms, including but not limited to:

1. New user training guides (Agency focused)

2. User guides that address all external users (Municipal Corporations and Public users)

3. Administrative user guides

4. Frequently Asked Questions

2.4.3 Implementation, Timeline

Timeline that demonstrates how Solution will meet the estimated go live timeline that includes but is not limited to:

1. Solution build or customization

2. Quality Assurance

3. User Acceptance Testing (UAT), Proposals must outline UAT and Agency administrator and user training timeline

4. Training materials

5. Proposer delivery of user training to Agency staff

6. Implementation planning

7. Delivery of solution

2.4.4 On-going Support

1. Maintenance and on-going support options that reflect hosting and solution management.

2.4.5 System Hosting

1. Solution must be hosted in the cloud or on premise with the successful Proposer.

2. Agency owns all data.

3. Solution must include User Acceptance Testing and training environment.

4. Must meet all Web Content Accessibility Guidelines, WCAG 2.1 AA standards or greater found at https://www.w3.org/WAI/standards-guidelines/wcag/

a. Fact Sheet: New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments | ADA.gov

5. Solution must manage record classification & retention for data assets in accordance with Oregon Secretary of State Administrative Rules found at https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=562 https://www.w3.org/WAI/standards-guidelines/wcag/ https://www.ada.gov/resources/2024-03-08-web-rule/ https://www.ada.gov/resources/2024-03-08-web-rule/ https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=562

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6. No Overseas Access, Storage, or Transmission. Agency Data must not be accessed from, transmitted, or stored outside of the United States or its territories, including for any maintenance, support, disaster recovery, or data backup.

The Successful Proposer shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Agency is purchasing under this RFP.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Security requirements

Proposer must submit a statement that proposer meets the following Agency security requirements:

1. Must be able to satisfy, at a minimum, Center for Internet Security (CIS) Controls v8.x, IG2 or greater, which can be found at https://www.cisecurity.org/controls/cis-controls-list

2. Must be able to satisfy the requirements set forth in Exhibit K of Attachment A Sample Contract and as stated in the RFP Section 6.4 Contract Negotiation as non-negotiable.

3. Must integrate with Agency authentication & observability systems o Microsoft EntraID Single-sign On (SSO): https://learn.microsoft.com/en-us/entra/fundamentals/what-is-entra o Splunk integration level requirement is defined as follows:

Agency User Access Logging: The system must generate secure, tamper-proof logs of Agency user login events, including authentication method, access point details (IP, device, location), timestamps, and session information, with export capability for compliance and audits.

Agency User Audit Logging: The system must maintain detailed, searchable audit logs of user actions—such as configuration changes, data modifications, and administrative tasks—capturing user identity, action performed, timestamp, and affected resources for compliance and forensic analysis.

Operational Health Monitoring: The system must continuously monitor platform health and availability through operational logs, error reporting, performance metrics, and alerting mechanisms, while supporting integration with external monitoring tools.

https://www.cisecurity.org/controls/cis-controls-list https://www.cisecurity.org/controls/cis-controls-list https://learn.microsoft.com/en-us/entra/fundamentals/what-is-entra https://learn.microsoft.com/en-us/entra/fundamentals/what-is-entra

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

The proposal must include information responsive to the items in the Proposal Content Requirement Section. The proposal file as outlined in Section 4.1.1 may not exceed a total of 25, 8.5” x 11” pages. Proposals shall be Microsoft 365 compatible or searchable Adobe format and shall not be more than 50MB. URLs and or Hyperlinks to additional information are not allowed in proposal. Proposals exceeding 25 pages will be truncated and only the first 25 pages will be evaluated.

In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFP and attachments are published in OregonBuys at https://OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

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

3.3.2 Questions / Requests for Clarification

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 in the Q&A tab;

• Reference the OregonBuys bid number;

• 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 https://oregonbuys.gov/

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• 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 submitted using the Q&A Tab in OregonBuys.

3.3.3 Pre-Proposal Conference

An optional pre-proposal conference is scheduled on April 30, 2026, 10:00 AM PT. Entrance using Teams meeting link below. Potential proposers may ask questions during the conference, however, statements made by the Agency at the conference are not binding upon the Agency unless confirmed by a written addendum.

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/261301490307827?p=O dsm8et9IcGmH27M7J Meeting ID: 261 301 490 307 827 Passcode: Gt3kf3W9

Need help? | System reference Dial in by phone +1 503-446-4951,,244695759# United States, Portland Find a local number Phone conference ID: 244 695 759#

For organizers: Meeting options | Reset dial-in PIN

3.3.4 Solicitation Protests

3.3.4.1 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 proposed Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda and negotiation of the terms and conditions of the proposed Contract, as provided below.

3.3.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

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SoS Version Dated 01/09/2024 Page 16 of 28

3.3.4.3 Protests must:

• Be emailed to the Chief Procurement Officer at Purchasing.SOS@sos.oregon.gov;

• Reference the RFP number;

• Identify prospective Proposer’s name and contact information;

• Be signed 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.

• 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;

and

• Protests to Addenda must be received by the due date identified in the respective

Addenda.

3.3.4.4 Protest Response

Agency will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

3.3.5 Proposal Modification or Withdrawal

Any Proposer who wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in the manners listed in the Proposal Submission Instructions section and must denote the specific change(s) to the Proposal submission. 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 shall do so prior to Closing. The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the OregonBuys bid number and be submitted to the SPC.

3.3.6 Proposal Due

Proposals and all required submittal items must be received in OregonBuys on or before Closing. Proposals received after Closing will not be accepted. All Proposal modifications or withdrawals must be completed prior to Closing.

Proposals received after Closing are considered LATE and will NOT be accepted for evaluation.

3.3.7 Proposal Rejection

Agency 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

SoS Version Dated 01/09/2024 Page 17 of 28 representative sign the Proposal in ink.

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

• Proposer makes any contact regarding this RFP with Agency representatives such as

Agency employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to inappropriately 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 Addenda.

3.3.8 Opening of Proposals

There will be no public Opening of Proposals. Pursuant to OAR 125-247-0630, 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. However, Agency will record and make available the identity of all Proposers after Opening.

3.4 PROPOSAL CONTENT 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 will be considered non-Responsive to this RFP and will not be considered further.

3.4.1 Proposers Qualifications and Experience

Describe proposer’s qualifications and experience as it relates to the needs described in the

RFP.

3.4.2 Key Persons Qualifications and Experience.

Provide the qualifications and experience of the key team member(s) who will work on the project. Emphasize the specific qualifications and experience from projects similar to this project for the key team members. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the Agency.

3.4.3 Approach and Management Plan / Staffing Plan.

Describe the approach and management plan for providing the services. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work. Include an organizational chart showing the proposed relationships among proposer staff, Agency staff and any other parties that may have a significant role in the delivery of this program.

Provide a staffing plan and an estimate of the total hours, detailed by position, required for the project tasks as outlined. Discuss the workload for all key team members and their capacity to

SoS Version Dated 01/09/2024 Page 18 of 28 perform the requested services for the project, according to your proposed schedule.

3.4.4 Ongoing Support and System Hosting.

Describe what is included in proposers support program(s). Include if proposers support programs are offered at different levels of support. Provide detail on Service Level and response time to support requests. Describe maintenance packages and what is included. Describe hosting plan (s).

3.4.5 Work Plan and Schedule.

Describe how you will perform each task of the project, identify deliverables for each task and provide a schedule for implementation timeline. The work plan should be in sufficient detail to demonstrate a clear understanding of the project and address the requirements and specifications in Sections 2.4. Discuss the approach for completing the requested services for the project implementation timeline. The schedule for implementation timeline should show the expected sequence of tasks and include durations for the performance of each task, milestones, submittal dates and review periods for each submittal.

3.4.6 Cost Control/Cost Methodology

Provide information on how you will control project costs to ensure all work is completed within the negotiated budget for the project. Include the name and title of the individual responsible for cost control.

Propose a cost methodology for the proposed solution. Do not include any actual cost information in this portion. This section will evaluate the methodology only. The cost, which must be calculated based on the methodology proposed in this section, will be evaluated in the Cost Proposal section

3.4.7 Solution Requirements

Describe how proposer will accomplish and or provide solutions to the requirements in section 2.4.1.1 through 2.4.1.8 and Attachment H (Detailed requirements).

3.4.8 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 3 years. References must 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, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposers not submitting references as instructed may be considered non-responsive and may not be considered further.

3.4.9 Cost Proposal.

The Cost Proposal shall include: (a) the total dollar amount requested to complete the project,

(b) any other resources, including in-kind, that will support the proposed project, (c) the number of anticipated hours and rate of the project manager and key team members inclusive

SoS Version Dated 01/09/2024 Page 19 of 28 of all services, expenses, and fees (i.e., Payroll expenses – hours/rate/title, Admin, Overhead, etc.). The estimated level of hours for other staff can be summarized in general categories. The Cost Proposal shall include annual ongoing support and maintenance cost for a period of 5 years. Proposer must submit Cost Proposal using Attachment E: Cost Proposal Submission Form.

3.4.10 Proposer Information and Certification Sheet

The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

3.4.11 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

SECTION 4: SUBMISSION REQUIREMENTS

4.1 PROPOSAL FORMAT

Files need to be named, and proposals need to be structured and uploaded into OregonBuys as follows:

4.1.1 [vendor name] proposal.pdf This document is to include the following sections:

• 3.1.1 – Security Requirements

• 3.4.1 – Proposer Qualifications and Experience

• 3.4.2 – Key Persons Qualifications and Experience

• 3.4.3 – Approach and Management Plan/Staffing Plan

• 3.4.4 – Ongoing Support and System Hosting

• 3.4.5 – Work Plan and Schedule

• 3.4.6 – Cost Control/Cost Methodology

• 3.4.7 – Solution Requirements

4.1.2 [vendor name] additional documentation.pdf This document is to include the following sections:

SoS Version Dated 01/09/2024 Page 20 of 28

• 3.4.10 – Disclosure Exemption Affidavit (optional) (Attachment B)

• 3.4.11 – Proposer Information and Certification Sheet (Attachment C)

• 3.4.8 – Reference Check Form (Attachment D)

• 3.4.9 - Cost Proposal (Attachment E)

• 8 – Responsibility Inquiry (Attachment G)

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

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 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:

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

SECTION 5: EVALUATION PROCESS

5.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

Proposals received prior to Closing will be reviewed for Responsiveness to all RFP requirements including compliance with the Proposal Requirements section. 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 137-047-0470.

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

Proposals meeting the requirements outlined in the Proposal Content Requirements section will move into Round 1 evaluation.

5.2 EVALUATION CRITERIA

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be independently evaluated by each member of an Evaluation Committee. Evaluators will assign a score of 0 to 100 for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposals. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

SoS Version Dated 01/09/2024 Page 21 of 28 the original Proposal.

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 90 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

10 – 40 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

5.2.1 Proposer Qualifications and Experience

• How well does Proposer’s qualifications demonstrate its ability to deliver successful

Services?

• How well does Proposer’s experience demonstrate its ability to deliver successful Services?

5.2.2 Key Persons Qualifications and Experience

• How well do the proposed Key Persons qualifications demonstrate their ability to deliver successful Services?

• How well do the proposed Key Persons experience demonstrate their ability to deliver successful Services?

5.2.3 Approach and Management Plan/Staffing Plan

• How well does the proposed approach align with Agency needs?

• How well does the proposed management plan demonstrate a thorough understanding of the project?

• How well does the organizational chart demonstrate necessary relationships?

• How well does the plan address anticipated and unanticipated risks involved in an implementation of this type and scale?

• How well does the plan address the communication needed in a project of this type and

SoS Version Dated 01/09/2024 Page 22 of 28 scale?

5.2.4 Ongoing support and System Hosting

• How well does the proposer describe support, maintenance, and hosting plan (s)

• How well does the proposed support, maintenance and hosting plan(s) demonstrate a sustained and scalable solution.

5.2.5 Work Plan and Schedule

• How well does the Work Plan and Schedule demonstrate a thorough understanding of the project?

• How well do the deliverables, tasks, milestones, etc. align with the needs of Agency?

5.2.6 Cost Control/Cost Methodology

• How well does Proposer’s cost control approach demonstrate their ability to deliver the project within the negotiated budget?

• How well does the cost methodology demonstrate value to Agency?

5.2.7 Solution Requirements

• How well does proposal describe how requirements will be delivered and or performed in section 2.4.1.1 through 2.4.1.8?

• How well does proposal describe how the solution approaches user’s access and Identity

Management?

• How well does proposal describe how the solution will approach profile management?

• How well does proposal demonstrate the ability for solution to allow authenticated users to submit documents, information, and fee payment to satisfy…