RFP S-40400-00012672 FCMS.pdf

Financial Case Management System RFP S-40400-00012672 FCMS RFP 1

STATE OF OREGON

RFP COVER PAGE

OREGON PUBLIC DEFENSE COMMISSION

Request For Proposals

OregonBuys Bid Number

S-40400-00012672 for a Commercial, Off-the-Shelf, Hosted

FINANCIAL AND CASE MANAGEMENT

SOFTWARE AS A SERVICE (SAAS) SYSTEM

Date of Issue: January 31, 2025

Proposals Due Date and Time: February 10, 2025, 3:00 PM

Single Point of Contact: Jana Hart, CPPB, OBPC, OCAC Chief Procurement Officer jana.hart@opdc.state.or.us

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.

Financial Case Management System RFP S-40400-00012672 FCMS RFP 2

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 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

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PHASE 1 - PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 RANKING OF PROPOSERS

4.12 ADDITIONAL ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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RFP ATTACHMENTS:

ATTACHMENT A -FCMS COST PROPOSAL WORKSHEET

ATTACHMENT B -DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C -PROPOSER INFORMATION AND CERTIFICATION

ATTACHMENT D -CERTIFIED DISADVANTAGED BUSINESS CERTIFICATION AND OUTREACH PLAN

ATTACHMENT E - RESPONSIBILITY INQUIRY

ATTACHMENT F -PROPOSAL CHECKLIST

ATTACHMENT G -STATEWIDE SECURITY STANDARDS

ATTACHMENT H -DRAFT MODEL CONTRACT

ATTACHMENT I – CHANGE ORDER REQUEST MODEL

ATTACHMENT J - REQUIREMENTS TRACEABILITY MATRIX

ATTACHMENT K – FCMS FOCUS TOPICS -INFORMATION ONLY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Public Defense Commission (“Agency”) issues this Request for Proposals (“RFP”) for a fully-configured, cloud-hosted commercial-off-the-shelf (“COTS”), Software-as-a-Service (“SaaS”) Public Defense Financial and Case Management System and associated implementation and operations services, system and software maintenance and documentation, help desk services, and training services (“FCMS”) to meet the Agency’s operational and system requirements as set forth in RFP Attachment J, Requirements Traceability Matrix (“Requirements Traceability Matrix”).

The Agency plans to evaluate Responsive Proposals using a multi-step, phased approach (each, a “Phase”) and reserves the option to issue a Notice of Intent to Award a Contract after any Phase.

The Agency anticipates award of a contract to a single Proposer for the FCMS solution that is most advantageous to the State of Oregon, considering Agency’s business needs, quality, schedule, cost, and other factors described herein.

The Agency anticipates negotiating a Contract resultant of this RFP with the FCMS implemented, operational, and compliant with the requirements of this RFP within 12 to 24 months from Contract execution. Agency may negotiate an initial Contract term of up to five (5) years for an FCMS and associated products and services within the RFP’s scope, including, but not limited to, implementation and subsequent and ongoing FCMS cloud-hosting and SaaS management, operations, and support, FCMS technical and data administration, management and support, technological updates and enhancements, and other support services such as technical support and training.

At its option and without further solicitation, Agency may extend the term of the Contract to implement and/or continue such related and/or on-going services, and to procure products and/or services within the RFP’s scope, for extension terms of varying duration totaling up to an additional ten (10) years following expiration of the initial Contract term.

1.1.1 FCMS PROJECT OUTCOMES

The FCMS will be implemented through the online core functionality, fully configured and installed and which includes all product features and design functionalities as described generally here, and further defined in this RFP and in the Requirements Traceability Matrix (Attachment J). The business functions must be fully supported and interoperable with each other. The successful Proposer will provide an FCMS to be implemented at a site that ultimately supports all internal and external FCMS end users.

Topics of Interest and Agency Commentary are also provided in Attachment K. Note: Attachment K consists of a compilation of pre-Proposal inquiries submitted in response to Request for Proposal S-40400-00011842, a solicitation related to this RFP S-40400-00012672, and Agency’s responses to those inquiries.

The core functionality includes the primary implementation of the operational core COTS software, including derivative works thereof, interfaces, optional customized core functions, software and hardware maintenance and support, technical and user training, and technical assistance, for Agency and its end users.

Some of the basic business functions required for the FCMS include, but are not limited to, internet-based use through role-based access control for unique end users providing legal services who are internal and external to the Agency, as well as financial management, payment and reimbursement, relational case management, with automated case flow and links to case documents, capture of oral arguments, motion tracking and calendaring, and with an audit function, scheduling and time management, and reporting on a unique user basis, as well as Agency-level FCMS-wide administrative, workload management, and reporting functions.

1.1.2 INDEPENDENT QUALITY ASSURANCE; JOINT VENTURES

Agency has engaged independent quality assurance services for the FCMS project. The quality assurance contractor may conduct periodic reviews of any FCMS project process, work product, deliverable, or external dependency and may report project issues and risks and recommend mitigation strategies to the Agency. The quality assurance contractor may also conduct periodic executive reviews and evaluations of the complete project and any of the work units that make up the project. Quality assurance includes evaluating, identifying, and recommending adjustments to the processes, activities or tasks (and associated resources) that must be performed as part of the FCMS project to provide confidence that the FCMS solution implemented and the services provided satisfy the Agency’s requirements and quality standards.

Contractor will collaborate with the Agency to provide responses and solutions to items identified by the independent quality assurance contractor.

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Pursuant to ORS 279B.040, the contractor(s), including any applicable subcontractors, Agency has selected to provide quality assurance, quality management, and risk management services, business requirements gathering or analysis, and requirements gap analysis services, that are associated with the Agency’s FCMS project, or has provided services related to the development of this RFP or for the solicitation associated with any of the FCMS-related services identified in this section, are not eligible to submit Proposals in response to this RFP.

In the event of a Proposal submitted jointly by more than one organization, one organization must be designated as the prime contractor, which shall be solely responsible for assuring the performance of all aspects of the Contract. All other participants shall be designated as subcontractors.

1.1 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 Time RFP Protest Due Date February 4, 2025 3:00 PM

Proposal Due Date February 10, 2025 3:00 PM

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP in writing 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

The Agency is issuing this RFP pursuant to its authority under Oregon Revised Statutes (“ORS”) 151.216 and 151.219. This RFP is conducted in accordance with ORS Chapters 279A and 279B and Oregon Administrative Rules (OAR) Chapter 137, Divisions 046 and 047, governing public contracting. The RFP will be conducted using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 137-047-0261. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 or as defined in the RFP.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The OPDC is a state agency that recently transitioned from the Oregon Judicial Branch to the Executive Branch, and that is responsible for ensuring the constitutional right to counsel for indigent individuals involved in the criminal justice system. The Agency works to provide effective, ethical, and high-quality legal representation to promote fairness and justice. The mission of OPDC is to advocate for and protect the rights of indigent individuals by providing competent, zealous, and ethical legal representation. The Agency is committed to upholding the principles of justice, fairness, and equal access to justice for all.

2.3.2 Project Overview and Background

OPDC has been entrusted with the critical responsibility of ensuring that all eligible Oregonians have proper access to effective counsel. Over the last decade, the effectiveness of public defense counsel for underserved populations in Oregon has faced numerous challenges and variables. These challenges have prompted the Agency to embark on an initiative to establish a robust Financial and Case Management System (FCMS) as a strategic solution to enhance the quality, accountability, and efficiency of public defense services in Oregon.

A centralized data system is imperative to capture essential public defense information and enable data-driven decision-making. The integrated FCMS must enable efficient monitoring of attorney caseloads, compliance with national best practice standards, and detailed reporting of the impact of public defense services. This system must also enhance financial accountability, streamline payment processes, and manage attorney case support services effectively.

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The envisioned FCMS will enable efficient monitoring of attorney caseloads, compliance with national best practice standards, and detailed reporting of the impact of public defense services. This system should also enhance financial accountability, streamline payment processes, and manage attorney case support services in order to effectively facilitate data collection, analysis, and evaluation, empowering the Agency to provide critical information and data on public defense best practices, contract projections, and key performance measures to stakeholders, including the Oregon Legislature, Governor's office, and the public. Additionally, the FCMS project must include comprehensive training support services to ensure that Agency staff can harness the system's full potential.

Historically, OPDC relied on in-house built Microsoft Access databases and Excel spreadsheets for managing data and business processes. The end objective of the FCMS is to improve internal efficiencies, eliminate redundant processes, enhance contract management, and enable data-driven decision-making, ultimately enhancing the quality and accountability of public defense services in Oregon.

The primary objective of the work effort is to facilitate the seamless transition and implementation of a Cloud-hosted, Commercial-off-the-shelf (COTS) SaaS FCMS to replace the Agency’s aging, in-house database structure.

2.4 SCOPE OF WORK

2.4.1 System Replacement

The foremost objective is to successfully replace OPDC's end-of-life, in-house database structure with the FCMS, ensuring a smooth transition from the legacy system to the new cloud-hosted solution. Proposal shall address these aspects of the Scope of Work in its response to the requirements of RFP Section 3.3.

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 by enabling comprehensive data collection, tracking case milestones (i.e., for a criminal prosecution, pretrial information, conditions of release, investigation practices, expert consultation, motions filed, and plea offers), recording basic event data, and maintaining detailed case information, including as for a 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 to track legal work performed on behalf of clients assigned by agency, and manage attorney qualifications, caseloads, and contract oversight efficiently.

2.4.4 Efficient Timekeeping

Implement a robust timekeeping system within the FCMS to accurately track and manage attorney and provider time, ensuring fair compensation and accountability.

2.4.5 Comprehensive Reporting

Develop a reporting framework that encompasses system pre-built standard reports, ad hoc report generation, and direct database access via platforms like Power BI to support custom reporting developed by trained business staff. This will empower OPDC to produce detailed and structured reports as required by the legislature and recipients of public defense services.

2.4.6 Modernization and Transparency

The overarching objective is to modernize operational technologies, providing OPDC with the tools and capabilities needed to establish a transparent and effective public defense model.

2.4.7 Security

To be considered, Proposed solutions must meet all technical, service, hosting, and security requirements of this RFP, including, but not limited to, the Draft Model Contract (Exhibit H), the Statewide Security Standard Terms (Exhibit G), the Technical Requirements Matrix (Exhibit J), 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 (https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx), and the National Institute of Standards and Technology (NIST) Special Publication 800-53 (revision 5 or more recent version) controls. This is equivalent to State RAMP Impact Level (Moderate/ High).

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

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 Proposer Requirements

Proposer shall be an authorized licensor or reseller for the proposed COTS SaaS financial / case management software, maintenance, and associated products and services to implement and support the required FCMS functionality, as further defined in this RFP and in the Requirements Traceability Matrix (Attachment J). Proposer shall be authorized to provide hosting services for the proposed System.

In addition, Proposers and their respective subcontractors must meet the “Responsible Proposer” requirements identified in ORS 279B.110 and OAR 137-047-0640(1)(c)(F)(i) – (vii), including the requirements for the “financial, material, equipment, facility and personnel, resources and expertise, or ability to obtain the resources and expertise, necessary to meet all contractual responsibilities,” has “completed previous contracts of a similar nature with a satisfactory record of contract performance,” has a “satisfactory record of integrity.

3.1.2 Experience Requirements

Proposer must have at least three (3) systems in current use by State, Federal, County, or other governmental or private public defense offices of comparable size to OPDC; this includes approximately 300 staff members and 1400 external stakeholders, all of whom may need some level of system access. The systems must include the functionalities desired by OPDC as described in this RFP. At least one identified system must be in use in a governmental agency.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Volume 1, Administrative Proposal which complies with the requirements of RFP Section 3.3.1;

• Volume 2, Administrative Proposal which complies with the requirements of RFP Section 3.3.2;

• Cost Proposal Worksheet (Attachment A)

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification (Attachment C)

• COBID Certification / Outreach Plan (Attachment D)

• Responsibility Inquiry (Attachment E)

• Statewide Security Standards (Attachment G)

• Systems Requirements Traceability Matrix (Attachment J)

3.2.2 Proposal Page Limits

There is no page limit on Proposal submissions, but poorly written Proposals will not score well. Poorly written Proposals are characterized by misspellings and grammatical errors, extraneous marketing materials and sales puffery, superfluous content, and other disconnected and irrelevant space filler. A Proposer must comprehensively address the Requirements with written submissions that are grammatically correct, concise, precise, and relevant.

3.2.3 Proposal Format and Quantity

Proposals shall follow the format and reference the sections listed in RFP Section 3.3, Proposal Requirements. Responses to each section and subsection should be well organized, presented in an easy-to-read format, and labeled to indicate the item being addressed. Proposers must submit all volumes required in compliance with each volume’s content requirements; failure to do so may result in the rejection of the Proposal as non-responsive.

Cost Proposal Worksheet (RFP Attachment A) 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 or .docx), or Microsoft Excel (.xls or .xlsx). Proposer’s Authorized Representative must sign documentation as directed, e.g., RFP Attachment C, Proposer Information and Certification Sheet.

Following publication of a notice of intent to award a Contract, responses to this RFP are subject to release as public information unless the response or specific information contained therein is identified as exempt from public disclosure.

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3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal shall subject the Proposal to rejection by Agency.

3.3 PHASE 1 - PROPOSAL REQUIREMENTS

Proposals must address each of the items listed in this section and all other Requirements set forth in this RFP, including satisfaction of the Project goals and objectives as set forth in RFP Section 2.4, Scope of Work. Proposals shall describe the Goods to be provided and the Services to be performed. A Proposal that merely offers to provide the Goods or Services as stated in this RFP shall be considered non-Responsive to this RFP and shall be rejected.

3.3.1 Volume 1: Administrative Proposal

3.3.1.1 Section 1: Executive Summary

In Section 1: Executive Summary, the Proposer shall include in its Proposal:

1. A description of the significant factors of its management and technical approach.

2. A summary of similar software projects implemented by the Proposer and currently in use.

a. Proposals shall describe the three (3) projects of similar size and scope to the requirements of this RFP, performed by Proposer, required in RFP Section 3.1.2 which best demonstrate the software, implementation and project management approach, skills, methods and work quality, resources, expertise, and knowledge that will be used to install, implement, maintain, and host Agency’s FCMS and provide the associated products and services and which, at a minimum, documents the experience required. Such projects shall include:

i. the required similar installation in current use by a state, federal, county, or other governmental agency; and

ii. at least two (2) additional installations in current use by governmental agencies, or by private industry.

3. A high-level description of the project management methodology Proposer will use to reduce risk and maximize the potential success of the FCMS implementation, deployment, and operation.

a. Proposals shall:

i. describe how Proposer plans to manage the project, including the System implementation, hosting, maintenance, and training aspects, and accommodate the type and level of work required by this RFP and any limitations, including, but not limited to, current or projected assignments, location of proposed project team members and the affect, if any, on their respective ability to perform the services proposed; and

ii. provide a summary of Proposer’s internal procedures and policies to ensure work quality, accuracy, timeliness of delivery, and the cost control measures and security control measures to safeguard confidential information to which Contractor may be exposed.

4. A statement verifying that neither Proposer nor proposed subcontractors assisted in developing this RFP or any related RFP and has not provided quality assurance services related to Agency’s FCMS Project.

3.3.1.2 Section 2: Organization’s Profile

In Section 2: Organization’s Profile, the Proposer shall provide a profile of its organization, including, but not limited to:

i. an overview of its organization and its history, including the year the proposed software was first implemented commercially by Proposer and its experience operating the software in a Software-as-a-Service business model;

ii. the manner of ownership, size, geographic presence (headquarters and branch office locations) and the structure of its business;

iii. its current fiscal stability and strategic plan for sustained operations into the future.

iv. Other information which describes the Proposer’s maturity and operational longevity and how the Proposer plans to effectively deliver the short-term and long-term Services described in this RFP.

v. a statement of Proposer’s licensure status, including the nature of its authority to grant the required software license and to provide software maintenance and support;

vi. the total number of customer sites currently using the COTS software being proposed in response to this RFP with the number of users, type of entity using the software, and hosting status identified for each site;

vii. the current number of employees, with a count of those providing customer support for the solution proposed, and a count of those developing and enhancing the software products proposed;

viii. Proposer’s proposed location(s) for installing, implementing, maintaining, and hosting the solution proposed in response to this RFP, which shall be physically located within the USA;

ix. a statement regarding any litigation Proposer’s company has been involved in where an adverse decision may result in a material change to Proposer’s financial position of future viability;

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x. a statement identifying any subcontractor(s) proposed for engagement as part of the proposed solution;

xi. complete address(es) of all subcontractor(s), if any;

xii. a description of the type of work each subcontractor, if any, will perform;

xiii. the percentage of work each subcontractor will provide, by type; and

xiv. a statement of the Proposer’s method of monitoring each subcontractor’s progress on deliverables.

3.3.1.3 Section 3: Organization’s Experience

In Section 3: Organization’s Experience, Proposer shall provide a detailed description of its experience in successfully implementing projects reasonably comparable in nature, capacity, complexity, scope, and size to the Project described within this RFP. The Proposer shall also provide names of the clients, client contact information, and a description of the successfully implemented modules for each project implemented within the previous five years.

3.3.1.4 Section 4: Mandatory Submission of RFP Attachments

In Section 4, Mandatory Submission of RFP Attachments, Proposer shall complete and submit the following RFP Attachments:

1. Cost Proposal Worksheet: Proposers shall complete and submit the Cost Proposal Worksheet (RFP Attachment A).

2. Disclosure Exemption Certificate: Proposers shall complete and submit a notarized Disclosure Exemption Certificate (Attachment B) as part of the Proposal. SUBMISSION IS REQUIRED EVEN IF PROPOSER IS NOT REQUESTING an EXEMPTION FROM DISCLOSURE for CONFIDENTIAL OR PROPRIETARY INFORMATION or DATA.

If Proposer claims any portion of its Proposal is exempt from disclosure under ORS 192.311 - 478, 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. Proposer Information and Certification: Proposers shall complete, sign, and submit a Proposer Information and Certification (Attachment C). Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification may result in a finding of non-responsibility and result in rejection of the respective Proposal.

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

5. Responsibility Inquiry: Proposers shall complete, sign, and submit the Responsibility Inquiry (RFP Attachment E).

6. Statewide Security Standards: Proposers shall complete and submit the Statewide Security Standards Terms (RFP Attachment G) as part of the Proposal, in compliance with the instructions on the first tab of Attachment G.

7. Draft Model Contract: Proposers requesting revisions to the terms and conditions of the Draft Model Contract shall submit a copy of the Draft Model Contract (RFP Attachment H) “redlined” with proposed revisions, as part of the Proposal, in compliance with the requirements of RFP Section 5.4.1.

8. Technical Requirements Matrix: Proposers shall complete and submit the Technical Requirements Matrix (RFP Attachment J) as part of the Proposal, in compliance with the instructions included on the first tab of Attachment J.

3.3.2 Volume 2: Technical Proposal

3.3.2.1 Section 1: System Capabilities

In Section 1(a): System Capabilities: Proposals shall include a detailed description and explanation of how their COTS, SaaS, hosted product meets the requirements specified in the RFP and RFP Attachment J, Requirements Traceability Matrix.

In Section 1(b): System Capabilities, Proposals shall include a completed Statewide Security Standards section (Attachment G) in a separate file.

3.3.2.2 Section 2: Scope of Work Response

In Section 2: Scope of Work Response, the Proposer shall describe how it will complete the Tasks and produce the related Deliverables as specified in RFP Section 2.4 above.

1. Project Management

a. Project Management Plan The Proposer shall demonstrate their approach for Project Management and include as part of its Proposal, a comprehensive plan for successful implementation, transition, and hosting, and management of the FCMS throughout the Contract period of performance (the “Project Management Plan”). The Project Management Plan must include a Work Breakdown Structure (WBS), Schedule and resource management plan. The Proposer shall clearly delineate between Proposer and Agency responsibilities.

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The WBS will include a top-level breakdown of major deliverables, which will then be further decomposed into smaller work packages. The proposed Schedule shall include, at a minimum, implementation timeframes expressed as the number of days or weeks required for completion of each task, on which a Project Schedule may be calculated, and which Agency and the Successful Proposer will use as a baseline to negotiate a Statement of Work and the final Schedule. This will serve as a foundation for Project planning, scheduling, user training, and resource management. The WBS shall also identify the scheduled “Go Live” date or calculation timeframe at which the FCMS has been installed, configured, is operational, has tested successfully, including integration with external systems and hosting operations, and is fully implemented and compliant with the requirements of this RFP), provides for the platform, hardware, software, operating system and environment, architecture, infrastructure, hosting environment and facility, data storage and organization, performance capacity, technical and training support and maintenance, and security strategies, including operational and disaster planning for backup and recovery, and which shall occur no later than 24 months following Contract execution.

b. Project Schedule The Project schedule will provide a detailed roadmap for the execution of tasks, milestones, and deliverables throughout the Project lifecycle. It will serve as a comprehensive guide, ensuring that all activities are completed within defined timelines and that dependencies are identified and managed effectively. It must provide a 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 FCMS within the defined timelines and budget, complete the required training requirements of the RFP, and provide for hosting operations in compliance with the RFP requirements, including but not limited to, the Statewide Security Standards, RFP Section 2.4.7, and the Requirements Traceability Matrix. This plan must encompass the identification, allocation, and optimization of resources, including personnel, equipment, user training, and budgetary considerations.

d. Test Plan Proposals shall include product and FCMS system test components as part of the Project Management Plan. The test plan shall describe the various types of tests and at what point of implementation the testing is executed. The test plan shall include, but is not limited to, for each type of test, descriptions of the tests that would be conducted; i) who would participate; ii) pass/fail criteria; iii) expected duration; and iv) any special conditions.

The test plan must also address post initial implementation testing. At a minimum, the following types of testing shall be included:

i. Unit testing of any custom modules created by Proposer to provide required System features, or code customization similarly required;

ii. System testing: Testing of the complete system to ensure basic functionality and operation of the System;

iii. Regression testing: Performed before any approved changes are implemented;

iv. Performance testing: Simulates a multiple user environment production usage to ensure the system will provide required response times to system users.

e. Product Change Control The Proposals shall include a Product Change Control component within its Project Management Plan to manage product change requests, “bug” reporting and product fix requests during all phases of the Project, including, but not limited to, the Proposer’s product change management processes and how quality and testing is managed and accomplished.

f. Training Plan Proposals shall include technical and end user training components as part of the Project Management Plan and include recommended deliverables and timeframes as part of the required Project Schedule. The descriptions shall include estimated duration, course outline, and any other pertinent detail. Proposals shall include sample training material similar to that to be used for proposed training.

All training material provided to the State for this project shall be provided as Microsoft Office Suite files. The Proposer shall grant the State unlimited rights to reproduce and modify all training material for its exclusive use in the deployment and support of its FCMS System statewide. Technical training will be performed in Salem, Oregon. End user training may be provided in Salem and at various locations closer to the end user geographic regions.

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2. Key Personnel Proposals shall include:

1. Staff proposed to fill key personnel positions (including subcontractor staff, if applicable), and their resumes. The required resume must demonstrate each individual’s qualifications in the context of the academic and professional certifications and credentials, as well as subject matter experience and expertise, required to conduct the work and achieve the outcomes described within this RFP. At minimum, personnel in the following roles must be proposed key personnel:

i. Project Manager.

• The Project Manager shall have a minimum of ten (10) years as a Project Manager in the IT industry and must have

Project Management Institute – Project Management Professional (PMP) or similar certification. At least five (5) years of required experience must have included managing implementation of COTS, SaaS software on projects of similar size and scope to the project identified in this RFP;

• 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 to implement the FCMS and to provide for on-going hosting operations, end user training, and technical support and maintenance.

• 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 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 Agency’s IT team, Contractors, and other Agency departments to minimize disruptions and manage change requests effectively.

• The Transition and Migration Lead shall have a minimum of five (5) years of experience in software systems migration and transition with experience in IT system transition management and user transition training. At least three (3) years of the required experience must have included serving as technical lead and technical/end user trainer for COTS, SaaS software on projects of similar size and scope to the project identified in this RFP.

• Implement the transition plan component of the Project Management Plan, considering data migration and verification processes.

• Coordinate with stakeholders to ensure a seamless transfer of data, processes, and user policies, procedures, and processes.

• 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 Proposals shall include Transition Planning as part of its Project Management Plan, which involves meticulous preparation for the smooth adoption of the Agency’s 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, and to provide for transition of hosting operations, end user training, and on-going technical support and maintenance.

Financial Case Management System RFP S-40400-00012672 FCMS RFP 12

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 the Agency.

The Proposer shall provide a Staffing and Management Plan and Organization Chart, which includes but is not limited to:

1. Proposed team organization structure, including, but not limited to:

a. A description of the proposed project team, including any subcontractors who will serve as team members, and including, but not limited to the proposed team’s qualifications and experience relating to:

i. past performance, history and experience relating to at least three (3) different projects within the last five years of similar size and complexity as required by this RFP and which implemented the proposed software; and

ii. qualifications, education and training, relative certification by an accredited school or association relating to the performance of similar work as required by this RFP.

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 who will implement the FCMS and provide for training, technical support and maintenance, and on-going hosting operations, are solely based in the continental United States and that work will not be performed, or data shared, outside of the continental United States.

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

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

6. Methods to review and correct any quality issues arising from staff engaged on the effort.

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

4. Quality Management Proposals shall include a detailed description of Proposer’s approach to establish and maintain a quality assurance program as it relates to the FCMS Project and shall include this element as part of its Project Management Plan.

5. Risk Assessment/Management Proposals shall include a detailed description of Proposers approach to establish and maintain a Risk Management Program as it relates to the FCMS Project and shall include this element as part of its Project Management Plan.

6. Contract Management Proposals shall include a detailed description of Proposer’s approach to contract management, including subcontracts management if applicable, as it relates to the FCMS Project, including but not limited to, provision for FCMS training, hosting operations, and on-going technical support and maintenance, and shall include this element as part of its Project Management Plan.

7. Status Reports Proposals shall include a detailed description of Proposer’s approach to develop and deliver program reports for milestone reporting, Project performance reporting, operational reporting, including, but not limited to, aspects of the end user training, change and transition management, technical support and maintenance, provision for hosting operations status during implementation and for on-going operations, and program status reporting, as it relates to the FCMS Project and shall include this element as part of its Project Management Plan.

8. Migration The Proposals shall include a detailed description of Proposer’s approach and plan for data migration as it relates to the FCMS Project as part of its Project Management Plan and shall address, at a minimum, the following:

• Integration with Existing Software

• Fit Gap Analysis

• Future Product Support and Development

• Future Migration and System Capability Planning

9. Technical and Configuration Training/Support Services Proposals shall include a detailed description of Proposer’s approach and plan for technical and configuration training and support and hosting services as they relate to the FCMS Project as part of its Project Management Plan and shall address, at a minimum, the following:

• User Training Plan and Support Services; Help Guide;

• Long-Term Technical Assistance Services; Technical Support and Hosting Services; and

• Help Desk Plan; Technical Support Hours of availability.

Financial Case Management System RFP S-40400-00012672 FCMS RFP 13

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/bso. Documents will not be mailed to prospective Proposers. OregonBuys Vendor Support is available by phone at 855.800.5046 or by eMail at: support.oregonbuys@das.oregon.gov

Modifications, if any, to this RFP will be made by written Addendum published on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether any Addenda have been issued. All such Addenda are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference is not scheduled for this RFP.

4.3 RESERVED

4.4 SOLICITATION PROTESTS

4.4.1 Protests of RFP

Prospective Proposers 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 Draft Model Contract, as set forth in Attachment H. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda, if any, as provided in RFP Section 4.4.2.

4.4.2 Protests of Addenda

Prospective Proposer may submit a Written protest of anything contained in an Addendum. Protests in response to an Addendum, if issued, must be submitted by 3:00 p.m. Pacific Time on the latter of the next Business Day following the issuance of the Addendum, or the date/time specified in the Addendum, or the “RFP Protest Due Date” and time specified in the Schedule in Section 1.1 to be considered. Protests of matters not added or modified by the Addendum will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be submitted to the SPC at the eMail address specified in RFP Section 1.2 and the RFP Cover Page;

• Reference the OregonBuys RFP number (S-40400-00012672);

• Identify prospective Proposer’s name and contact information;

• Be signed by Proposer’s authorized representative;

• State the basis of the protest, including:

the grounds that demonstrate how the Procurement Process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and evidence or documentation that supports the grounds on which the protest is based, and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the “RFP Protest Due Date” and time identified in the Schedule in Section 1.1.

Protests to an Addendum must be received by the due date and time specified in RFP Section 4.4.2.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is transmitted into OregonBuys in accordance with the RFP requirements by the “Proposal Due Date” and time specified in the Schedule in Section 1.1. Agency is not responsible for transmission errors or delays, or for any mis-delivery, for any reason. A Proposal submitted by any other means not authorized will be rejected.

The following delivery option is the only method permitted for this RFP: Delivery through OregonBuys Proposals must be submitted electronically through OregonBuys at:

https://oregonbuys.gov/bso/view/login/login.xhtml

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

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification, signed by its authorized representative, using the authorized method listed in Section 4.5 (Proposal Delivery Options). To be effective, the modification must include the OregonBuys RFP number (S-40400-00012672) and be submitted in OregonBuys by the “Proposal Due Date” and time identified in the Schedule in Section 1.1.

https://oregonbuys.gov/bso https://oregonbuys.gov/bso/view/login/login.xhtml

Financial Case Management System RFP S-40400-00012672 FCMS RFP 14

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice of its intent to withdraw to the SPC at the eMail address identified in Section 1.12 and the RFP Cover Page. Such notice must be in accordance with OAR 137- 047-0440, signed by its authorized representative, and submitted by the “Proposals Due Date” and time identified in the Schedule in RFP Section 1.1. To be effective, the notice must include the OregonBuys RFP number (S-40400-00012672).

4.7 PROPOSAL DUE DATE AND TIME

Phase 1 Proposals (including all required submittal items), and modifications, and withdrawals associated with such Proposals, must be received by the SPC by the “Proposal Due Date” and time identified in the Schedule in Section 1.1. Pursuant to OAR 137- 047-0460, Proposals, modifications, and withdrawals submitted after that date and time are late and cannot be accepted.

OregonBuys will not allow late Proposals or modifications to be uploaded and the SPC cannot accept late withdrawals.

4.8 PUBLIC OPENING

There will be no public opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of intent to award a Contract is issued pursuant to ORS 279B.060(6)(a) and OAR 137-047-0630(3).

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons or pursuant to ORS 279B.100:

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

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

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

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

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to…