RFP S-40400-00011842 Addendum 1.pdf

OPDC Financial/Case Management System RFP\Addendum 1 1

State of Oregon, Public Defense Commission Request for Proposals S-40400-00011842 for a

Hosted, Commercial Off-the-Shelf, Software-as-a-Service Public Defense Financial and Case Management System Addendum #1

1. RFP Addendum Purpose / Process:

The purposes of this Addendum #1 to Request for Proposals S-40400-00011842 for a Commercial Off-the-Shelf, Software-as-a-Service, Public Defense Financial and Case Management System (the “RFP”) are to:

a. Update various provisions of the RFP and its Attachments. Updates include, but are not limited to, those affecting:

i. Agency authority and RFP governance cites;

ii. Proposal requirements, including updates to various Attachments; and

iii. the RFP process, including evaluation and award, depicted in Attachment #1 of this Addendum #1.

b. Except as revised by this Addendum #1, the terms and conditions of the Attachments to the RFP published October 15, 2024, remain in effect. The terms and conditions of the RFP, less its Attachments, are replaced by those in Attachment 1 to this Addendum #1.

2. RFP Modifications:

a. Unless indicated otherwise, added language is reflected in bold and underlined font; deleted language is reflected in bracketed (“[]”) and italicized font. Proposers are not required to submit this Addendum #1 but shall reflect its content within their Proposals.

b. Written protests of a particular provision contained in this Addendum #1 must be received by Agency no later than 4:00 PM (Pacific Time) on the “RFP Protest Period Ends” due date specified in RFP Section 1.2 to be considered.

Item 1: The title of the document attached to the public notice for this RFP published on OregonBuys as “Attachment G-2” is amended to read: “Attachment G.”

Item 2: The document entitled “Attachment G-1” attached to the public notice for this RFP published on OregonBuys is deleted in its entirety.

Item 3: Item 1 of Attachment C, Proposer Information and Certification, is amended to read:

“Proposer understands and accepts the requirements of this RFP. By submitting a Proposal, Proposer agrees to be bound by the Contract terms and conditions in Attachment H [K], Draft Model Contract and as modified by any Amendments, except for those terms and conditions that the Agency [State] has reserved for negotiation, as identified in the RFP.”

Item 4: Item 10 of Attachment C, Proposer Information and Certification, is amended to read:

“Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposer [Proposal] Information and Certification Sheet are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.”

Item 5: Item 12 of Attachment C, Proposer Information and Certification, is amended to read:

“Proposer acknowledges these certifications are in addition to any certifications required in the Contract and the RFP, and specifically, in the Contract’s Exhibit A, Statement of Work, Exhibit D, Contractor Data and Tax Certification and Exhibit E, Certification Statement for Independent Contractor [Attachment A and Contract Statement of Work] at the time of Contract execution.”

Item 6: The title (the first line) of the document attached to the public notice for this RFP published on OregonBuys as “Attachment F” is amended to read: “Attachment F [G]: Defined Solicitation Terms.”

Item 7: The title (the first three lines) of the document attached to the public notice for this RFP published on OregonBuys as “Attachment I” is amended to read: “Attachment I - Change Order Request Related to the Agreement Between State of Oregon Public Defense Commission and ___ Contract for Financial / Case Management System [Contract for Procurement, Licensing, and Maintenance]”

Item 8: The last sentence of Section B, Schedule Impact, of Attachment I, Change Order Request Related to the Agreement Between State of Oregon Public Defense Commission and __ for Financial/ Case Management System, is amended to read:

“As such it is anticipated that the [revised] [p] Project [s] Schedule will require an adjustment to the Project Management Plan and Schedule as requested herein, [estimated __ week, on-site delivery window] to be allocated on behalf of Agency [the County] and Contractor.”

Item 8: The “State of Oregon Public Defense Commission Signature” references to the “Executive Sponsor, “Date,” “Project sponsor,” and “Date” for signatures of Attachment I, Change Order Request Related to the Agreement Between State of Oregon Public Defense Commission and __ for Financial/ Case Management System, are deleted in their entirety.

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Item 9: Section C, Execution, of Attachment I, Change Order Request Related to the Agreement Between State of Oregon Public Defense Commission and __ for Financial/ Case Management System, is deleted in its entirety.

“As such it is anticipated that the revised project schedule will require an estimated __ week, on-site delivery window to be allocated on behalf of Agency [the County] and Contractor.”

Item 10: The “Instructions” on row 17 of the “Instructions” tab Attachment J, Requirements Traceability Matrix, are amended to read:

Instructions: Proposals shall include [provide] a response indicator on sheets 1 – 8 [6] of this Attachment J in the columns titled “Proposer Response” based on the descriptions of the five indicators below; and. [For a requirement that receives an indicator other than “6,” utilize] a description in the “Comments” field of the method the proposed solution uses to meet each requirement. [to provide additional information. NOTE: ] in the “Comments” field on tabs 1 – 8 of this Attachment J, including tabs [Worksheet] 7, Interfaces, and [Worksheet] 8, Data Migrations. [are informational only and will not be scored, but]. Tabs numbered 1 - 8 in this Attachment J must [still] be filled out completely.

Item 11: The “Instructions” on row 14 of the “Interfaces” tab on Attachment J, Requirements Traceability Matrix, are amended to read:

“[THIS WORKSHEET IS FOR INFORATIONAL PURPOSES ONLY AND WILL NOT BE SCORED.] PLEASE PROVIDE

A DESCRIPTION OF THE METHOD THE PROPOSED SOLUTION USES TO MEET EACH

REQUIREMENT IN THE “COMMENTS” FIELD [COMMENT ON PROPOSER'S ABILITY TO SUCCESSFULLY

INTERFACE WITH EACH ELEMENT] ABOVE.”

Item 12: a. The title “Comments” is added to line 5 of Column “L” of the “Data Migration” tab on Attachment J, Requirements Traceability Matrix.

c. The “Instructions” on row 10 of the “Data Migration” tab on Attachment J, Requirements Traceability Matrix, are amended to read:

“[THIS WORKSHEET IS FOR INFORATIONAL PURPOSES ONLY AND WILL NOT BE SCORED.] PLEASE PROVIDE

A DESCRIPTION OF THE METHOD THE PROPOSED SOLUTION USES TO MEET EACH

REQUIREMENT IN THE “COMMENTS” FIELD [COMMENT ON PROPOSER'S ABILITY TO SUCCESSFULLY

INTERFACE WITH EACH ELEMENT] ABOVE.”

Item 13: The RFP, less its Attachments, is replaced in its entirety by Attachment 1 to this Addendum #1, attached hereto and incorporated by this reference. An annotated version of Attachment 1 is available on request eMailed to the SPC identified in Section 1.3 and the RFP Cover Page.

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RFP S-40400-00011842, Addendum #1 Attachment #1

See the file entitled “RFP S-40400-00011842 Addendum 1-Att 1, attached to the public notice for Request for Proposals S-40400-00011842 published in OregonBuys. Its content is made a part of and incorporated into the RFP by this reference.