RFP_S-40400-00011842_FCMS~1.pdf

PDF 344 KB Posted Oct 15, 2024

Attached to: Financial Case Management System (COTS) (SaaS)
Solicitation number: S-40400-00011842
Issued by: Marion County, Oregon

About this file

Written by GovTribe AI · Oct 16, 2024

This document is a Request for Proposals (RFP) issued by the Oregon Public Defense Commission (OPDC) for a Commercial off the Shelf (COTS) Public Defense Financial and Case Management Software as a Service (SaaS) System. The intent is to procure a single contractor to implement a cloud-hosted COTS Financial and Case Management System (FCMS) that will replace OPDC's aging in-house database structure. The FCMS must provide comprehensive financial management, case management, timekeeping, and reporting capabilities to enhance internal efficiencies, eliminate redundant processes, improve contract management, and enable data-driven decision making. Proposals are due on December 20, 2024 by 3:00 PM Pacific Time. The Agency anticipates awarding one contract with an initial term of 5-10 years and the option to negotiate an unlimited number of renewals.

The RFP outlines minimum qualifications, including the requirement for the proposed COTS SaaS solution to substantially meet the defined system requirements. Proposers must demonstrate experience implementing similar public defense systems for State, Federal, or private agencies of comparable size to OPDC, which has approximately 300 staff members and 1,400 external stakeholders. Pricing proposals must be submitted using the provided worksheet, and the Agency will apply preferences for Oregon goods and services. The final contract will be negotiated with the apparent successful proposer, with certain terms and conditions not subject to negotiation.

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Other files

File	Type	Posted
RFP S-40400-00011842 ATTACHMENT D - DB Outreach Plan.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT E - Responsibility Inquiry.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT G1 - FCMS SEC STDS. INTRODUCTION.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT H - FCMS DRAFT MODEL CONTRACT.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 Addendum 1-Att 1.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 FCMS Add 2-Attachment A v2.0.xlsx	XLSX spreadsheet	Oct 15, 2024
RFP S-40400-00011842 FCMS Add 2-Pre-Prpsl QstnsRqst4Clrf 2024 1126~2.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT F - Definitions.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT I - Change Order Agreement - Template.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 Addendum 1.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 FCMS Addendum 4.pdf	PDF	Oct 15, 2024
Addendum 1~20.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT A - FCMS PRICE PROPOSAL WORKBOOK.xlsx	XLSX spreadsheet	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT B - Disclosure Exemption Certificate.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT C - Proposer Info and Certification .pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT G2- STATEWIDE SECURITY STANDARDS.xlsx	XLSX spreadsheet	Oct 15, 2024
RFP S-40400-00011842 ATTACHMENT J - FCMS - Functional and Technical Requirements V5 2024-09-27 VENDOR COPY.xlsx	XLSX spreadsheet	Oct 15, 2024
RFP S-40400-00011842 Add 2 FCMS 2024 1127 Clarification.pdf	PDF	Oct 15, 2024
RFP S-40400-00011842 FCMS Addendum 3.pdf	PDF	Oct 15, 2024

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OPDC Financial/Case Management System RFP Page 1 of 28

STATE OF OREGON

COVER PAGE

OREGON PUBLIC DEFENSE COMMISSION

Is	issuing	this	Request	For	Proposals	(RFP)	under	OregonBuys	Bid
Number	S-40400-00011842

for a Commercial, off the Shelf

FINANCIAL AND CASE MANAGEMENT

SOFTWARE AS A SERVICE (SAAS) SYSTEM

Date of Issue: OCTOBER 15, 2024

Proposals Due Date and Time: DECEMBER 20, 2024, 3:00 PM

Single Point of Contact (SPC): Jana Hart, CPPB, OBPC, OCAC

Jana.l.hart@opdc.state.or.us

The

State

Oregon

promotes

equal

opportunity

for

all

individuals

without

regard

age,

color,

disability,

marital

status,

national

origin,

race,

religion

creed,

sex

gender,

sexual

orientation,

veteran

status.

OPDC Financial/Case Management System RFP Page 2 of 28

TABLE OF CONTENTS

SECTION	1: GENERAL	INFORMATION	........................................................................................................	4
1.1 INTRODUCTION	..................................................................................................................................................................................................	4
1.2 SCHEDULE	..............................................................................................................................................................................................................	4
1.3 SINGLE	POINT	OF	CONTACT	(SPC)	.........................................................................................................................................................	5

SECTION	2: AUTHORITY,	OVERVIEW,	AND	SCOPE	...............................................................................	5
2.1 AUTHORITY	AND	METHOD	.........................................................................................................................................................................	5
2.2 DEFINITION	OF	TERMS	..................................................................................................................................................................................	5
2.3 OVERVIEW	AND	PURPOSE	..........................................................................................................................................................................	5
2.4 SCOPE	OF	WORK	................................................................................................................................................................................................	7

SECTION	3: PROCUREMENT	REQUIREMENTS	.......................................................................................	8
3.1 MINIMUM	QUALIFICATIONS	......................................................................................................................................................................	8
3.2 MINIMUM	SUBMISSION	REQUIREMENTS	..........................................................................................................................................	8
3.3 ROUND	1	-	PROPOSAL	REQUIREMENTS	.............................................................................................................................................	9

SECTION	4: SOLICITATION	PROCESS	.........................................................................................................	16
4.1 PUBLIC	NOTICE	................................................................................................................................................................................................	16
4.2 PRE-PROPOSAL	CONFERENCE	...............................................................................................................................................................	16
4.3 QUESTIONS	/	REQUESTS	FOR	CLARIFICATIONS	........................................................................................................................	16
4.4 SOLICITATION	PROTESTS	.........................................................................................................................................................................	17
4.5 PROPOSAL	DELIVERY	OPTIONS	............................................................................................................................................................	17
4.6 PROPOSAL	MODIFICATION	OR	WITHDRAWAL	..........................................................................................................................	18
4.7 PROPOSAL	DUE	................................................................................................................................................................................................	18
4.8 PUBLIC	OPENING	............................................................................................................................................................................................	18
4.9 PROPOSAL	REJECTION	................................................................................................................................................................................	18
4.10 EVALUATION	PROCESS	...............................................................................................................................................................................	19
4.11 RANKING	OF	PROPOSERS	.........................................................................................................................................................................	22
4.12 ADDITIONAL	ROUNDS	.................................................................................................................................................................................	23

SECTION	5: AWARD	AND	NEGOTIATION	.................................................................................................	24
5.1 AWARD	NOTIFICATION	PROCESS	........................................................................................................................................................	24
5.2 INTENT	TO	AWARD	PROTEST	................................................................................................................................................................	24
5.3 APPARENT	SUCCESSFUL	PROPOSER	SUBMISSION	REQUIREMENTS	............................................................................	25
5.4 CONTRACT	NEGOTIATION	.......................................................................................................................................................................	26

SECTION	6: ADDITIONAL	INFORMATION	................................................................................................	27
6.1 COMMITMENT	TO	DIVERSITY,	EQUITY,	AND	INCLUSION	....................................................................................................	27
6.2 CERTIFIED	FIRM	PARTICIPATION	.......................................................................................................................................................	27
6.3 GOVERNING	LAWS	AND	REGULATIONS	..........................................................................................................................................	27
6.4 OWNERSHIP/PERMISSION	TO	USE	MATERIALS	........................................................................................................................	27
6.5 CANCELLATION	OF	RFP;	REJECTION	OF	PROPOSAL;	NO	DAMAGES.	............................................................................	28
6.6 COST	OF	SUBMITTING	A	PROPOSAL	...................................................................................................................................................	28
6.7 STATEWIDE	E-WASTE/RECOVERY	PROCEDURE	......................................................................................................................	28
6.8 RECYCLABLE	PRODUCTS	...........................................................................................................................................................................	28
6.9 CHECKLIST	DISCLAIMER	...........................................................................................................................................................................	28

OPDC Financial/Case Management System RFP Page 3 of 28

LIST OF ATTACHMENTS

ATTACHMENT A -FCMS PRICE PROPOSAL WORKSHEET

ATTACHMENT B -DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C -PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D -CERTIFIED DISADVANTAGED BUSINESS CERTIFICATION AND OUTREACH

PLAN

ATTACHMENT E - RESPONSIBILITY INQUIRY FORM

ATTACHMENT F -DEFINED SOLITITATION TERMS

ATTACHMENT G -STATEWIDE SECURITY STANDARDS TERMS

ATTACHMENT H -DRAFT MODEL CONTRACT

ATTACHMENT I – CHANGE ORDER TEMPLATE

ATTACHMENT J - REQUIREMENTS TRACEABILITY MATRIX

OPDC Financial/Case Management System RFP Page 4 of 28

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The

State

Oregon,

acting

and

through

the

Oregon

Public

Defense

Commission

(“Agency”),

issuing

this

Request

for

Proposal

under

the

provisions

ORS

279B.060

for

integrated,

Commercial

off

the

Shelf

(COTS)

Public

Defense

Financial

and

Case

Management

Software

Service

(SaaS)

System

(“FCMS”,

“the

System”).

The

intent

this

solicitation

procure

single

Contractor

implement

Cloud-hosted

Commercial-off-the-shelf

(COTS)

FCMS

compliance

with

the

System

Requirements

(RFP

Attachment

System

Requirements

Traceability

Matrix

(“RTM”)).

The

Agency

intends

evaluate

Responsive

Proposals

through

two

(2)

evaluation

rounds

(“Round”)

but

reserves

the

option

issue

Notice

Intent

Award

after

any

Round

depending

upon

scoring

results

from

such

Round.

Round

Proposal

submissions

must

include

the

following

three

components:

1. Administrative

Proposal

2. Technical

Proposal

3. Price

Proposal

The

Agency

anticipates

the

award

one

contract

from

this

RFP.

The

duration

the

initial

term

the

Contract

negotiable,

but

likely

fall

within

range

five

ten

years.

The

Agency

has

the

option

negotiate

unlimited

number

Contract

renewals

varied

duration.

1.2 SCHEDULE

The

table

below

represents

tentative

schedule

events.

All

times

are

listed

Pacific

Time.

All

dates

listed

are

subject

change.

N/A

denotes

that

event

not

applicable

this

RFP.

[REMAINDER OF THIS PAGE BLANK]

OPDC Financial/Case Management System RFP Page 5 of 28

Event Date Time

Pre-Proposal Conference NA

Questions / Requests for Clarification Due NOVEMBER 15,2024 4:00 PM

Answers	to	Questions	/	Requests	for
Clarification	Issued	(approx.)	NOVEMBER	26,2024

RFP Protest Period Ends DECEMBER 3, 2024

Proposals Due Deadline DECEMBER 20, 2024, 3:00 PM

Opening of Proposal N/A

Presentations, Demonstrations, or Interviews FEBRUARY 4 – 6, 2025

Issuance of Notice of Intent to Award (approx.) MARCH 5, 2025

Award Protest Period Ends MARCH 12, 2025

1.3 SINGLE POINT OF CONTACT (SPC)

The

SPC

for

this

RFP

identified

the

Cover

Page,

along

with

the

SPC’s

contact

information.

Proposer

shall

direct

all

communications

any

provision

the

RFP

writing

only

the

SPC,

whether

about

the

technical

requirements

the

RFP,

contractual

requirements,

the

RFP

process,

any

other

provision.

SECTION	2: AUTHORITY,	OVERVIEW,	AND	SCOPE
2.1 AUTHORITY	AND	METHOD

The Agency is issuing this RFP pursuant to its authority under OAR 151.219.

The

Agency

using

the

Competitive

Sealed

Proposals

method,

pursuant

ORS

279B.060

and

OAR

125-247-0260.

Agency

may

use

combination

the

methods

for

Competitive

Sealed

Proposals,

including

optional

procedures:

Competitive

Range;

Discussions

and

Revised

Proposals;

Revised

Rounds

Negotiations;

Best

and

Final

Offers;

and

Multistep

Sealed

Proposals.

2.2 DEFINITION OF TERMS

For

the

purposes

this

RFP,

capitalized

words

are

defined

OAR

125-246-0110

defined

RFP

Attachment

Defined

Solicitation

Terms.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The

OPDC

state

agency

currently

under

the

Oregon

Judicial

Branch,

responsible

for

ensuring

the

constitutional

right

counsel

for

indigent

individuals

involved

the

criminal

OPDC Financial/Case Management System RFP Page 6 of 28

justice

system.

The

Agency

works

provide

effective,

ethical,

and

high-quality

legal

representation

promote

fairness

and

justice.

The

mission

OPDC

advocate

for

and

protect

the

rights

indigent

individuals

providing

competent,

zealous,

and

ethical

legal

representation.

The

Agency

committed

upholding

the

principles

justice,

fairness,

and

equal

access

justice

for

all.

The

Agency

the

process

preparing

transition

the

Executive

Branch

Oregon

government,

effective

January

2025.

anticipation

this

transition,

this

RFP

will

the

rules

under

ORS

279B

and

OAR

125-247.

2.3.2 Project Overview and Background

OPDC

has

been

entrusted

with

the

critical

responsibility

ensuring

that

all

eligible

Oregonians

have

proper

access

effective

counsel.

Over

the

last

decade,

the

effectiveness

public

defense

counsel

for

underserved

populations

Oregon

has

faced

numerous

challenges

and

variables.

These

challenges

have

prompted

the

Agency

embark

initiative

establish

robust

Financial

and

Case

Management

System

(FCMS)

strategic

solution

enhance

the

quality,

accountability,

and

efficiency

public

defense

services

Oregon.

centralized

data

system

imperative

capture

essential

public

defense

information

and

enable

data-driven

decision-making.

The

integrated

FCMS

must

enable

efficient

monitoring

attorney

caseloads,

compliance

with

national

best

practice

standards,

and

detailed

reporting

the

impact

public

defense

services.

This

system

must

also

enhance

financial

accountability,

streamline

payment

processes,

and

manage

attorney

case

support

services

effectively.

The

envisioned

FCMS

will

enable

efficient

monitoring

attorney

caseloads,

compliance

with

national

best

practice

standards,

and

detailed

reporting

the

impact

public

defense

services.

This

system

should

also

enhance

financial

accountability,

streamline

payment

processes,

and

manage

attorney

case

support

services

order

effectively

facilitate

data

collection,

analysis,

and

evaluation,

empowering

the

Agency

provide

critical

information

and

data

public

defense

best

practices,

contract

projections,

and

key

performance

measures

stakeholders,

including

the

Oregon

Legislature,

Governor's

office,

and

the

public.

Additionally,

the

FCMS

project

must

include

comprehensive

training

support

services

ensure

that

Agency

staff

can

harness

the

system's

full

potential.

Historically,

OPDC

relied

in-house

built

Microsoft

Access

databases

and

Excel

spreadsheets

for

managing

data

and

business

processes.

The

end

objective

the

FCMS

improve

internal

efficiencies,

eliminate

redundant

processes,

enhance

contract

management,

and

enable

data-driven

decision-making,

ultimately

enhancing

the

quality

and

accountability

public

defense

services

Oregon.

The

primary

objective

the

work

effort

facilitate

the

seamless

transition

and

implementation

Cloud-hosted,

Commercial-off-the-shelf

(COTS)

SaaS

FCMS

replace

the

Agency’s

aging,

in-house

database

structure.

OPDC Financial/Case Management System RFP Page 7 of 28

2.4 SCOPE OF WORK

2.4.1 System Replacement

The

foremost

objective

successfully

replace

OPDC's

end-of-life,

in-house

database

structure

with

the

FCMS,

ensuring

smooth

transition

from

the

legacy

system

the

new

cloud-hosted

solution.

2.4.2 Financial Management Function

Implement	comprehensive	financial	management	features	within	the	FCMS,	including
attorney/provider	reimbursement	claims	processing,	payment	scheduling,	audit	functions,
payment	tracking,	and	the	establishment	of	a	paperless	system	to	streamline	financial

operations.

2.4.3 Case Management Function

Enhance

case

management

capabilities

enabling

comprehensive

data

collection,

tracking

case

milestones

(i.e.,

for

criminal

prosecution,

pretrial

information,

conditions

release,

investigation

practices,

expert

consultation,

motions

filed,

and

plea

offers),

recording

basic

event

data,

and

maintaining

detailed

case

information,

including

for

criminal

prosecution,

client

demographics,

initial

charges,

pretrial

release/detention

decisions,

motions

filed,

expert

consults,

pleas

offered,

disposition,

and

sentencing.

Additionally,

the

System

should

allow

contracted

attorneys

the

ability

track

legal

work

performed

behalf

clients

assigned

agency,

and

manage

attorney

qualifications,

caseloads,

and

contract

oversight

efficiently.

2.4.4 Efficient Timekeeping

Implement

robust

timekeeping

system

within

the

FCMS

accurately

track

and

manage

attorney

and

provider

time,

ensuring

fair

compensation

and

accountability.

2.4.5 Comprehensive Reporting

Develop

reporting

framework

that

encompasses

system

pre-built

standard

reports,

hoc

report

generation,

and

direct

database

access

via

platforms

Power

support

custom

reporting

developed

trained

business

staff.

This

will

empower

OPDC

produce

detailed

and

structured

reports

required

the

legislature

and

recipients

public

defense

services.

2.4.6 Modernization and Transparency

The

overarching

objective

modernize

operational

technologies,

providing

OPDC

with

the

tools

and

capabilities

needed

establish

transparent

and

effective

public

defense

model.

OPDC Financial/Case Management System RFP Page 8 of 28

2.4.7 Security

The

successful

Proposer‘s

Solution

must

meet

all

hosting

and

security

requirements

the

Draft

Model

Contract

(Exhibit

H),

which

include:

Comply	with	Oregon’s	Statewide	Information	Security	Plan	and	Oregon’s	Statewide	Information
Technology	Control	Standards,	found	online	at:	Enterprise	Information	Services	:	Guidance	for
State	Agencies	:	Cyber	Security	Services	:	State	of	Oregon.

Adhere

the

National

Institute

Standards

and

Technology

(NIST)

Special

Publication

800-53

(revision

recent

version)

controls.

This

equivalent

State

RAMP

Impact

Level

(Moderate/

High).

SECTION	3: PROCUREMENT	REQUIREMENTS
3.1 MINIMUM	QUALIFICATIONS

3.1.1 The	Contractor	shall	provide	COTS	SaaS	software	that	substantially	meets
the	requirements	outlined	in	the	Requirements	Traceability	Matrix
(Attachment	I).

3.1.2 Experience Requirements

Proposer

must

have

least

three

systems

current

use

State,

Federal,

Private

public

defense

offices

comparable

size

OPDC;

this

includes

approximately

300

staff

members

and

1400

external

stakeholders,

all

whom

may

need

some

level

system

access.

The

systems

must

include

the

functionalities

desired

OPDC

described

this

RFP.

least

one

identified

system

must

use

State

Federal

Agency.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

considered

for

evaluation,

Proposals

must

contain

each

the

following

elements

the

order

provided

(further

detailed

Proposal

Requirements

section

below):

• Executive	Summary
• Organization’s	Profile
• Organization’s	Experience
• Price	Proposal	Form	(Attachment	A)
• Disclosure	Exemption	Affidavit	(Attachment	B)
• Proposer	Information	and	Certification	Sheet	(Attachment	C)
• COBID	Certification	/	Outreach	Plan	(Attachment	D)
• Responsibility	Inquiry	(Attachment	E)
• Systems	Requirements	Traceability	Matrix	(Attachment	J)

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx

OPDC Financial/Case Management System RFP Page 9 of 28

3.2.2 Proposal Page Limits

There

page

limit

Proposal

submissions,

but

poorly

written

Proposals

will

not

score

well.

Poorly

written

Proposals

are

characterized

misspellings

and

grammatical

errors,

extraneous

marketing

materials

and

sales

puffery,

superfluous

content,

and

other

disconnected

and

irrelevant

space

filler.

Proposer

must

comprehensively

address

the

Requirements

with

written

submissions

that

are

grammatically

correct,

concise,

precise,

and

relevant.

3.2.3 Proposal Format and Quantity

The

Proposal

should

the

format

and

reference

the

sections

listed

RFP

Section

3.3,

Proposal

Requirements.

Responses

each

section

and

subsection

should

well

organized,

presented

easy-to-read

format,

and

labeled

indicate

the

item

being

addressed.

Proposers

must

submit

all

volumes

requested

compliance

with

each

volume’s

content

requirements;

failure

may

result

the

disqualification

the

Proposal

non-responsive.

Price	Proposal	Worksheet	(RFP	Attachment	A)	information	must	be	submitted	as	a
separate	stand-alone	electronic	response	file.

Proposer	must	submit	one	copy	of	its	Proposal	electronically	through	OregonBuys.
Proposer	must	follow	the	submission	procedures	outlined	in	RFP	Section	4.5,	Proposal
Delivery	Options.

Acceptable

electronic

formats

include

the

following:

Adobe

Acrobat

(.pdf),

Microsoft

Word

(.doc

.docx),

Microsoft

Excel

(.xls

.xlsx).

Proposer’s

Authorized

Representative

must

sign

documentation

directed,

e.g.,

RFP

Attachment

Proposer

Information

and

Certification

Sheet.

Proposer

believes

any

its

Proposal

submissions

are

exempt

from

disclosure

under

Oregon

Public

Records

Law

(ORS

192.311

through

192.478),

Proposer

shall

complete

and

submit

RFP

Attachment

Disclosure

Exemption

Certificate,

and

submit

second

copy

its

Proposal

which

redacts

the

information

wishes

exempt

from

public

disclosure.

Proposer

shall

also

mark

“Confidential”

OregonBuys

all

attachments

its

Proposal

that

Proposer

believes

are

exempt

from

disclosure.

Note

that

the

final

price

amount

not

exempt

from

public

disclosure.

3.2.4		Authorized	Representative
Failure	of	Proposer’s	authorized	representative	to	sign	the	Proposal	may	subject	the
Proposal	to	rejection	by	Agency.

3.3 ROUND 1 - PROPOSAL REQUIREMENTS

Proposal

must

address

each

the

items

listed

this

section

and

all

other

Requirements

set

forth

this

RFP,

including

satisfaction

the

Project

goals

and

objectives

set

forth

OPDC Financial/Case Management System RFP Page 10 of 28

RFP

Section

2.4,

Scope

Work,

above.

Proposer

shall

describe

the

Goods

provided

the

Services

performed

both.

Proposal

that

merely

offers

provide

the

Goods

Services

stated

this

RFP

may

considered

non-Responsive

this

RFP

and

will

not

considered

further.

3.3.1 Volume 1: Administrative Proposal

3.3.1.1 Section 1: Executive Summary

In	Section	1:	Executive	Summary,	the	Proposer	shall	demonstrate:
1. The	significant	factors	of	its	management	and	technical	approach.

2. Summary	of	where	similar	software	projects	and	implementation	services	have
been	provided	by	the	Proposer.

3. A

high-level

description

the

project

management

methodology

Proposer

will

use

reduce

risk

and

maximize

the

potential

success

the

FCMS

implementation,

deployment,

and

operation.

4. Uniquely compelling features/functionalities offered in the proposed System.

5. If

Proposer

planning

propose

teaming,

mentor/protégée,

subcontracting

relationship,

including

any

third-party

applications

services

required

complete

the

System;

describe

the

unique

value

each

relationship

the

Project’s

success.

3.3.1.2 Section 2: Organization’s Profile

Section

Organization’s

Profile,

the

Proposer

must

provide

profile

its

organization.

This

the

Proposer’s

opportunity

give

overview

its

organization

and

its

history;

describe

its

manner

ownership,

size,

geographic

presence

(headquarters

and

branch

office

locations)

and

the

structure

its

business;

depict

its

current

fiscal

stability

and

strategic

plan

for

sustained

operations

into

the

future.

Such

submissions

will

reveal

the

Proposer’s

maturity

and

operational

longevity

and

discuss

how

the

organization

can

effectively

deliver

the

Services

described

this

RFP.

3.3.1.3 Section 3: Organization’s Experience

Section

Organization’s

Experience,

Proposer

shall

provide

detailed

description

concerning

the

number

years

experience

successfully

implementing

projects

reasonably

comparable

nature,

capacity,

complexity,

scope,

and

size

the

Project

described

within

this

RFP.

The

Proposer

shall

also

provide

names

the

clients,

client

contact

information,

and

description

the

successfully

implemented

modules

for

each

project

implemented

within

the

five

years.

3.3.1.4 Section 4: Mandatory Submission of Non-scored RFP Attachments

In Section 4, Mandatory Submission of Non-scored RFP Attachments, Proposer shall

OPDC Financial/Case Management System RFP Page 11 of 28 complete and submit the following RFP Attachments:

1. Proposer Information and Certification Sheet

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

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

non-responsibility.

2. Disclosure Exemption Certificate

Proposers	shall	complete	and	submit	the	Disclosure	Exemption	Certificate
(Attachment	B)	as	part	of	the	Proposal.	SUBMISSION	IS	REQUIRED	EVEN	IF
PROPOSER	IS	NOT	IDENTIFYING	CONFIDENTIAL	OR	PROPRIETARY
INFORMATION	AND	DATA	FOR	NONDISCLOSURE.	If	Proposer	is	identifying
items	for	nondisclosure,	Proposer	must	identify	the	item	or	portion	of	the
Proposal	that	is	exempt	from	disclosure	and	the	basis	for	the	exemption.
Proposer	must	separately	provide	an	appropriately	redacted	single	electronic
copy	of	the	complete,	original	Proposal	submission,	marked	as	REDACTED

PROPOSAL.

3. Certified Disadvantaged Business Certification and Outreach Plan

Proposers	shall	complete	and	submit	Certified	Disadvantaged	Business	Outreach
Plan	(RFP	Attachment	D).

4. Responsibility Inquiry

Proposers shall complete and submit RFP Attachment E, Responsibility Inquiry.

5. Statewide Security Standards Spreadsheet (Submitted in Round 2)

not

complete

and

submit

the

Statewide

Security

Standards

Spreadsheet

(RFP

Attachment

part

Proposer’s

Round

submissions.

The

Agency

will

require

completion

and

submission

such

attachment

for

subsequent

Round.

See

RFP

Attachment

for

explanation.

3.3.2 Volume 2: Technical Proposal

3.3.2.1 Section 1: System Capabilities

Section

System

Capabilities,

the

Proposer

shall

demonstrate

how

their

Commercial

Off

the

Shelf

SaaS

product

will

complete

the

Tasks

and

produce

the

Deliverables

specified

RFP

Attachment

Requirements

Traceability

Matrix.

OPDC Financial/Case Management System RFP Page 12 of 28

3.3.2.2 Section 2: Statement of Work Response

Section

Statement

Work

Response,

the

Proposer

shall

demonstrate

the

way

will

complete

the

Tasks

and

produce

the

Deliverables

specified

RFP

Section

2.4

above.

1. Project Management

• Project Management Plan

The

Proposer

shall

demonstrate

their

approach

for

Project

Management

with

comprehensive

plan

for

successful

implementation

and

management

the

project

throughout

the

contract

period

performance.

The

plan

must

include

Work

Breakdown

Structure

(WBS),

Schedule

and

resource

management

plan.

The

Proposer

shall

clearly

delineate

between

Proposer

and

OPDC

responsibilities.

The

WBS

will

include

top-level

breakdown

major

deliverables,

which

will

then

further

decomposed

into

smaller

work

packages.

The

proposed

schedule

will

have

start

and

end

dates

for

each

task.

The

ongoing

project

schedule

must

include

four

date

columns:

baseline

start,

baseline

end,

planned/actual

start,

planned/actual

end.

This

will

serve

foundation

for

project

planning,

scheduling,

user

training,

and

resource

management.

b. Project Schedule

The

project

schedule

will

provide

detailed

roadmap

for

the

execution

tasks,

milestones,

and

deliverables

throughout

the

project

lifecycle.

will

serve

comprehensive

guide,

ensuring

that

all

activities

are

completed

within

defined

timelines

and

that

dependencies

are

identified

and

managed

effectively.

must

provide

clear

framework

for

project

execution

and

enable

effective

communication.

Throughout	the	project,	the	Contractor	shall	make	regular	updates	to	the	project
schedule	to	reflect	any	changes	or	adjustments	necessary	to	accommodate
evolving	project	needs.

c. Resource Management Plan

The	Contractor	shall	provide	a	Resource	Management	Plan	to	ensure	that	the
project	team	has	the	necessary	resources	to	effectively	implement	the	system
within	the	defined	timelines	and	budget.	This	plan	must	encompass	the
identification,	allocation,	and	optimization	of	resources,	including	personnel,
equipment,	user	training,	and	budgetary	considerations.

OPDC Financial/Case Management System RFP Page 13 of 28

2. Key Personnel

The Proposer shall demonstrate:

1. Staff

proposed

fill

key

personnel

positions

(including

subcontractor

staff,

applicable),

and

their

resumes.

The

required

resume

must

demonstrate

each

individual’s

qualifications

the

context

the

academic

and

professional

certifications

and

credentials,

well

subject

matter

experience

and

expertise,

needed

conduct

the

work

described

within

this

RFP.

minimum,

personnel

the

following

roles

must

proposed

key

personnel:

i. Project Manager.

• The

Project

Manager

shall

have

minimum

years

Project

Manager

the

industry

and

must

have

Project

Management

Institute

–

Project

Management

Professional

(PMP)

similar

certification.

• Project Planning: The Project Manager is responsible for developing

and	maintaining	a	comprehensive	project	plan	that	outlines	the	scope,
objectives,	deliverables,	timelines,	and	resource	requirements.

• Leadership and Team Management: The Project Manager provides

effective	leadership,	direction,	and	coordination	to	the	project	team.
They	assign	tasks,	set	priorities,	and	manage	resources	to	ensure	the
team's	productivity	and	adherence	to	project	timelines.	The	Project
Manager	fosters	a	positive	work	environment,	promotes	collaboration,
and	resolves	any	conflicts	or	issues	that	may	arise	within	the	team.

• Risk Management: The Project Manager identifies and analyzes

potential	risks,	and	develops	and	executes	strategies	to	mitigate	them.
They	proactively	monitor	project	risks,	assess	their	impact	on	project
objectives,	and	implement	appropriate	risk	response	actions.	The
Project	Manager	must	ensure	that	risk	management	processes	are	in
place	to	minimize	disruptions	and	ensure	project	success.

• Communication and Stakeholder Management: The Project Manager

serves	as	the	primary	point	of	contact	for	communication	with
stakeholders.	They	facilitate	regular	communication	channels,	provide
project	updates,	and	address	any	concerns	or	issues	raised	by
stakeholders.	The	Project	Manager	ensures	that	stakeholders	are
engaged,	informed,	and	involved	throughout	the	project	lifecycle.

• Monitoring and Control: The Project Manager monitors project

progress,	tracking	key	milestones,	deliverables,	and	performance
metrics.	They	implement	project	control	mechanisms	to	ensure	that
the	project	stays	on	track	and	meets	defined	quality	standards.	The

OPDC Financial/Case Management System RFP Page 14 of 28

Project	Manager	will	conduct	regular	project	status	meetings,	performs
project	performance	assessments,	and	implements	corrective	actions
as	necessary.

ii. Transition and Migration Lead

The	Transition	and	Migration	Lead	oversees	the	entire	transition	process
from	the	existing	system	to	the	new	FCMS.	They	develop	a	comprehensive
transition	plan,	assess	potential	challenges,	and	ensure	a	smooth	transfer	of
data,	processes,	and	users.	The	Transition	and	Migration	Lead	shall
coordinate	with	the	IT	team,	Contractors,	and	FCMS	departments	to
minimize	disruptions	and	manage	change	requests	effectively.

• The T/M Lead shall have a minimum of 5 years of experience in

software	systems	migration	and	transition	with	experience	in	IT
system	transition	management	and	user	transition	training.

• Develop a detailed transition plan, considering data migration and verification processes.

• Coordinate	with	stakeholders	to	ensure	a	seamless	transfer	of	data,
processes,	and	users.

• Engage stakeholders through regular updates, communication, and risk mitigation.

• Manage	change	effectively	by	providing	training,	support,	and
addressing	concerns.

• Implement risk management strategies and conduct quality assurance checks.

3. Transition Planning

The	awarded	Proposer	(Contractor)	shall	provide	Transition	Planning	which
involves	meticulous	preparation	for	the	smooth	adoption	of	the	OPDC	FCMS.	It
encompasses	defining	processes,	resources,	and	timelines	necessary	for	a
successful	transition	from	the	existing	system	to	the	new	FCMS,	ensuring	a
seamless	transfer	of	data,	processes,	and	users	while	minimizing	disruptions	and
maximizing	the	benefits.

The	Contractor	will	engage	in	activities	such	as	data	migration,	user	training,
process	documentation,	and	change	management	to	facilitate	effective
communication	and	coordination	throughout	the	transition	process,	establishing
a	solid	foundation	for	enhanced	productivity	and	efficiency	within	OPDC.

The	Proposer	shall	provide	a	Staffing	and	Management	Plan	and
Organization	Chart:

OPDC Financial/Case Management System RFP Page 15 of 28

1. Proposed team organization structure.

2. Total	full	time	equivalent	(FTE)	employees	required	to	deliver	the	Statement
of	Work	and	a	summary	of	staff	skills	and	qualifications.

3. Affirmation

that

Proposer’s

personnel

are

solely

based

the

continental

United

States

and

that

work

will

not

performed,

data

shared,

outside

the

continental

United

States.

4. Plan	to	propose	and	obtain	approval	for	qualified	alternative	candidates
should	a	named	key	personnel	position	require	replacement.

5. Plan to coordinate, direct, and manage the delivery team’s Task execution.

6. Methods

review

and

correct

any

quality

issues

arising

from

staff

engaged

the

effort.

7. System to notify Agency of any changes to the Proposer team’s structure.

4. Quality Management

The	Proposer	shall	demonstrate	their	approach	to	establish	and	maintain	a
quality	assurance	program.

5. Risk Assessment/Management

The	Proposer	shall	demonstrate	their	approach	to	establish	and	maintain	a	Risk
Management	Program.

6. Contract Management

The	Proposer	shall	demonstrate	their	approach	to	conduct	contract	management,
including	subcontracts	management	if	applicable.

7. Status Reports

The	Proposer	shall	demonstrate	their	approach	to	develop	and	deliver	program
reports	for	milestone	reporting,	project	performance	reporting,	operational
reporting,	and	program	status	reporting.

8. Migration

The	Proposer	shall	demonstrate	their	approach	for	migration	by	addressing	at	a
minimum	the	following:
• Integration	with	Existing	Software
• Fit	Gap	Analysis

OPDC Financial/Case Management System RFP Page 16 of 28

• Future	Product	Support	and	Development
• Future	Migration	and	System	Capability	Planning

9. Technical and Configuration Training/Support Services

The	Proposer	shall	demonstrate	their	approach	for	migration	by	addressing
at	a	minimum	the	following:
• User	Training	Plan	and	Support	Services
• Long-Term	Technical	Assistance	Services
• Help	Desk	Plan
• Help	Guide
• Technical	Support
• Work	Hours

SECTION	4: SOLICITATION	PROCESS
4.1		PUBLIC	NOTICE

The

RFP

and

attachments

are

published

the

State

Oregon’s

electronic

procurement

system

OregonBuys

https://oregonbuys.gov/.

Documents

will

not

mailed

prospective

Proposers.

Modifications,

any,

this

RFP

will

made

written

Amendment(s)

published

OregonBuys.

Prospective

Proposer

solely

responsible

for

checking

OregonBuys

determine

whether

not

any

Amendment(s)

have

been

issued.

Amendment(s)

are

incorporated

into

the

RFP

this

reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All

inquiries,

whether

relating

the

RFP

process,

administration,

deadline

method

award,

the

intent

technical

aspects

the

RFP

must:

• Be

delivered

the

SPC

via

• Reference

the

OregonBuys

bid

number

• Identify

Proposer’s

name

and

contact

information

• Refer

the

specific

area

the

RFP

being

questioned

(i.e.

page,

section

and

paragraph

number),

and

• Be

received

the

due

date

and

time

for

Questions/Requests

for

Clarification

identified

in the Schedule in Section 1.2.

https://oregonbuys.gov/

OPDC Financial/Case Management System RFP Page 17 of 28

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective

Proposers

may

submit

Written

protest

anything

contained

this

RFP,

including

but

not

limited

to,

the

RFP

process,

Specifications,

Scope

Work,

and

the

proposed

Sample

Contract/Price

Agreement.

This

prospective

Proposer’s

only

opportunity

protest

the

provisions

the

RFP,

except

that

Proposer

may

protest

Amendment(s)

provided

below

and

Proposer

may

take

exception

the

terms

and

conditions

the

Sample

Contract

marked

negotiable

set

forth

the

Negotiations

Section.

4.4.2 Protests to Amendment(s)

Prospective

Proposer

may

submit

Written

protest

anything

contained

Amendment.

Protests

Amendment,

issued,

must

submitted

5:00

p.m.

Pacific

Time

the

second

Business

Day

following

the

issuance

the

Amendment

the

date/time

specified

the

Amendment,

they

will

not

considered.

Protests

matters

not

added

modified

the

Amendment

will

not

considered.

4.4.3 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:

o the	grounds	that	demonstrate	how	the	Procurement	Process	is	contrary	to
law,	Unnecessarily	Restrictive,	legally	flawed,	or	improperly	specifies	a	brand
name;	and

o 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

the

RFP

must

received

the

due

date

and

time

identified

the

Schedule.

Protests

Amendment

must

received

the

due

date

identified

the

Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer

solely

responsible

for

ensuring

its

Proposal

received

the

SPC

accordance

with

the

RFP

requirements

before

Opening.

Agency

not

responsible

for

transmission

errors

delays,

for

any

mis-delivery,

for

any

reason.

Proposal

submitted

any

means

not

OPDC Financial/Case Management System RFP Page 18 of 28

authorized

below

will

rejected.

The

following

delivery

option

the

only

method

permitted

for

this

RFP:

Delivery through OregonBuys

Proposal submission must be electronically submitted through OregonBuys at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at:

OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

Proposer

wishes

make

modifications

submitted

Proposal,

the

Proposer

must

submit

its

modification

one

the

authorized

methods

listed

Section

4.5

(Proposal

Delivery

Options).

effective

the

modification

must

include

the

OregonBuys

bid

number

and

submitted

the

SPC

prior

Opening.

Proposer

wishes

withdraw

submitted

Proposal,

must

submit

Written

notice

signed

authorized

representative

its

intent

withdraw

the

SPC

via

email,

prior

the

Proposals

Due

Deadline

accordance

with

OAR

137-047-0440.

effective

the

notice

must

include

the

OregonBuys

bid

number.

4.7 PROPOSAL DUE

Proposal

(including

all

required

submittal

items)

must

received

the

SPC

before

Opening.

All

Proposal

modifications

withdrawals

must

also

received

prior

Opening.

The

Oregon

Buys

System

will

not

allow

proposal

modification

uploaded

the

System

after

the

Proposal

deadline.

4.8 PUBLIC OPENING

There

will

public

opening

proposals.

Proposals

received

will

not

available

for

inspection

until

after

the

evaluation

process

has

been

completed

and

the

notice

intent

award

issued

pursuant

OAR

125-247-0630.

4.9 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
representative	sign	the	Proposal.

• Proposer

has

liquidated

and

delinquent

debt

owed

the

State

any

department

agency

the

State.

• Proposer

fails

meet

the

responsibility

requirements

ORS

279B.110.

• Proposer

makes

any

contact

regarding

this

RFP

with

State

representatives

such

State

https://oregonbuys.gov/bso

OPDC Financial/Case Management System RFP Page 19 of 28

employees

officials

other

than

the

SPC

persons

authorized

the

SPC,

inappropriate

contact

with

the

SPC.

• Proposer

attempts

influence

member

the

Evaluation

Committee.

• Proposal

conditioned

Agency’s

acceptance

any

other

terms

and

conditions

rights

negotiate

any

alternative

terms

and

conditions

that

are

not

reasonably

those

expressly

authorized

for

negotiation

the

RFP

Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Source Selection Process/Basis of Award

The

Agency

intends

award

one

Contract

resulting

from

this

solicitation

the

Proposer

whose

proposal

the

most

advantageous

the

Agency.

The

Agency

intends

award

the

Contract

resulting

from

this

Solicitation

the

Proposer

with

the

highest

overall

scored

proposal,

taking

into

account

all

evaluation

criteria.

The

Evaluation

Committee

will

look

beyond

the

adjectival

ratings

and

perform

overall

qualitative

assessment

the

proposals

determined

within

the

competitive

range

determining

the

offer

that

considered

the

best

interest

(most

advantageous

to)

the

Agency.

The Agency may reject any or all proposals if such action is in the Agency’s interest.

The Agency may, at its discretion, waive informalities and minor irregularities in proposals received.

Exchanges

with

Proposers

after

receipt

proposal

not

constitute

rejection

counteroffer

the

Agency.

4.10.2 Responsiveness and Responsibility Determination

4.10.2.1.1 Responsiveness determination

Proposal

received

prior

Opening

will

reviewed

determine

Responsive

all

RFP

requirements

including

compliance

with

Section

3.1

(Minimum

Qualifications)

and

Section

3.2

(Minimum

Submission

Requirements).

the

Proposal

unclear,

the

SPC

may

request

clarification

from

Proposer.

However,

clarifications

may

not

used

rehabilitate

non-Responsive

proposal.

the

SPC

finds

the

Proposal

non-Responsive,

the

Proposal

may

rejected;

however,

Agency

may

waive

mistakes

accordance

with

OAR

137-047-0470.

4.10.2.1.2 Responsibility Determination

Agency

will

determine

apparent

successful

Proposer

Responsible

prior

award

and

execution

the

Contract.

Proposers

shall

submit

signed

Responsibility

Inquiry

form

(Attachment

with

Proposal.

OPDC Financial/Case Management System RFP Page 20 of 28

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

4.10.3 Evaluation Criteria and Scoring

Each	proposal	meeting	all	Responsiveness	requirements	will	be	independently
evaluated	by	members	of	the	Evaluation	Committee.		Evaluators	will	assign	a
score	from	0-10	for	the	Background	and	Experience	(4.10.3.1)	and	Project
Implementation	Plan	(4.10.3.3)	Criteria	listed	below.		Scoring	for	Criteria	4.10.3.2
Proposed	System	Capabilities,	and	4.10.3.4	Price	Proposal,	will	be	auto-scored	as
explained	further	below.

The following weighting provides an indication of each criterion’s relative importance.

Background and Experience – 15% Executive Summary Organization’s Profile Organization’s Experience

Weight 15%

Proposed System Capabilities – 30% Weight 30% System Features and Functions aligned with Requirements Traceability Matrix

Project Implementation Plan – 30% Weight 30%

Plan and Schedule Proposed Team

Project Management Technical and Support Requirements

System Cost – 25% Weight 25%

TOTAL 100 %

SCORE EXPLANATION

OUTSTANDING

Response

meets

all

the

requirements

and

has

demonstrated

clear

and

concise

manner

thorough

knowledge

and

understanding

the

subject

matter

and

project.

The

Proposer

provides

insight

into

its

expertise,

knowledge,

and

understanding

the

subject

matter.

6	–	9
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.

1 – 4 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE

VALUE

–

unacceptable

response

that

does

not

meet

the

requirements

set

forth

the

RFP.

Proposer

has

not

demonstrated

knowledge

the

subject

matter.

OPDC Financial/Case Management System RFP Page 21 of 28

4.10.3.1 Background and Experience

• How well does the Proposer demonstrate their understanding of the Agency’s needs and requirements?

• How	well	does	the	Proposer’s	Personnel	align	with	the	project	requirements?
• How	well	does	the	Proposer	present	comparative	successful	implementations	of	their

Software product?

4.10.3.2 Proposed System Capabilities

• How

well

does

the

proposed

system

align

with

the

requirements

and

deliverables

listed

the

Requirements

Traceability

Matrix?

The

Requirements

Traceability

Matrix

will

automatically

score

each

Proposer’s

response

accordance

with

each

element’s

priority

the

Matrix.

Refer

the

Requirements

Traceability

Matrix

Instruction

page

for

further

clarification.

4.10.3.3 Project Implementation Plan

• How	well	does	the	proposer	provide	clear,	concise,	and	complete
explanations	for	each	of	the	required	Scope	of	work	elements	1-8	as
described	in	Section	3.3.2.2,	Statement	of	Work	Response?

• How	well	does	the	proposer	provide	clear,	concise,	and	complete
explanations	for	their	Technical,	Configuration	and	User	Training	and
Support	Services	(Item	9,	Section	3.3.2.2)?

4.10.3.4 Price Evaluation

The

SPC

will

conduct

the

price

evaluation.

The

SPC

will

award

price

score

each

Price

Proposal

based

upon

the

percentage

the

proposed

price

compared

the

lowest

Proposer’s

price

using

the

following

formula:

lowest	price	of	all
Proposers	X	price	weighting	=	price

score price being scored

4.10.4 Preferences

4.10.4.1 Oregon Supplies and Services

Agency

prefers

Oregon

goods

and

services,

and

for

evaluation

purposes,

per

ORS

279A.128,

Agency

shall

subtract

from

the

price

for

any

Proposer

proposing

all

Goods

fabricated

processed

all

Services

performed

entirely

Oregon

before

calculating

the

price

score.

OPDC Financial/Case Management System RFP Page 22 of 28

4.10.4.2 Reciprocal Preference

For

evaluation

purposes

per

OAR

125-246-0310,

Agency

shall

add

percentage

increase

each

out-of-state

Proposer's

Proposal

price

that

equal

the

percentage

preference,

any,

given

Resident

Proposer

the

Proposer's

state.

4.11 RANKING OF PROPOSERS

After

any

applicable

preference

has

been

applied,

the

SPC

will

determine

the

rank

each

Proposal,

with

the

highest

score

receiving

the

highest

rank,

and

successive

rank

order

determined

the

highest

score.

4.11.1 Next Step Determination

The

Agency

may,

Agency’s

sole

discretion,

determine

apparent

successful

Proposer

with

additional

rounds

competition.

additional

rounds

are

conducted,

Agency

will

rank

advancing

Proposers

the

conclusion

each

subsequent

round

and

may

determine

apparent

successful

Proposer

any

time

during

the

solicitation

process.

Additional rounds of competition may consist of, but will not be limited to:

• Presentations/Demonstrations/Additional	Submittal	Items
• Discussions	and	submittal	of	revised	Proposals
• Serial	or	simultaneous	negotiations
• Best	and	Final	Offers

4.11.2 Competitive Range Determination

Agency,

its

sole

discretion,

determines

that

one

additional

rounds

competition

necessary,

will

select

Competitive

Range

indicate

the

Proposers

that

will

invited

participate

subsequent

round.

The

Competitive

Range

may

include

all,

Agency’s

sole

discretion,

some

(based

primarily

natural

break

the

distribution

scores),

the

Proposers

from

round.

Agency

will

post

notice

OregonBuys

its

Competitive

Range

Determination

and

provide

details

about

the

process

and

schedule

for

the

subsequent

round.

4.11.3 Competitive Range Protest

Proposers

excluded

from

round

may

submit

Written

protest

Competitive

Range.

Protests

must:

• Be	emailed	to	the	SPC;
• Reference	the	OregonBuys	bid	number	;
• Identify	Proposer’s	name	and	contact	information;

https://www.naspo.org/recipr…

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File details come from the government source that posted it. Updated Oct 16, 2024.