RFP S-40400-00012672 Q-A FCMS RFP.pdf

OPDC Financial and Case Management System \ RFP S-40400-00012672 Questions-Requests for Clarification/Agency Responses 1

Oregon Public Defense Commission - Request for Proposals S-40400-00012672 for a Hosted, Commercial Off-the-Shelf, Software-as-a-Service Public Defense Financial and Case Management System

Pre-Proposal Questions/Requests for Clarification and Agency Responses

1. Purpose:

The purpose of this document supporting Request for Proposals S-40400-00012672 for a Hosted, Commercial Off-the-Shelf, Software-as-a- Service, Public Defense Financial and Case Management System (the “RFP”) is to respond to pre-Proposal questions posed by, and requests for clarification from, prospective Proposers in response to the RFP.

2. Questions / Requests for Clarification; Agency Responses Pre-Proposal Questions posed by and Requests for Clarification from, prospective Proposers, as well as Agency’s responses, are made a part of the RFP, and incorporated by this reference.

Question 1:

“Section 3.1.2 of the RFP states “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.”

Would the State consider relaxing the language from “public defense” to “legal domain” as follows or something similar:

“Proposer must have at least three (3) systems in the legal domain in current use by State, Federal, County, or other governmental or private organizations of comparable size to OPDC.”

Agency Response to Question 1:

Agency has considered the changes requested and elects to retain the current requirements as stated in RFP Section 3.1.2.

Question 2:

a) As stated in section #5 of Attachment K, the Agency’s FCMS project budget is available upon request via email. Could you please provide the details of the Agency’s FCMS project budget?

b) Can you please share if this project is partially or fully funded by the federal government and if so if the State has any concern about the stability of the funding.

Agency Response to Question 2:

a) Please see the FCMS budget that was recently included in the State of Oregon “Governor’s Recommended Printed Budget” for

Biennium 2025-2027 depicted on page 3 of this document.

Agency has successfully met requirements to be included in the Recommended Governor’s Budget to consider our proposal of funding for FCMS.

This includes $13,915,000 in Bond Funds with the rest provided through General Funds. This is a fiscally conservative and well positioned budget that is in the process of being reviewed by the Oregon Legislature. Agency assures prospective proposers that to get to this point in funding options for FCMS, the Agency has met all the state requirements within governance check points for a budget that was accepted into review for inclusion into the Governor’s budget. The total package, as recommended in the Governor's Printed Budget, is $16.68 million, which is inclusive of $2.39 million in debt service. Agency’s position is that the FCMS project will be fully funded upon the Legislature’s approval of the Governor’s final budget determination for the 2025-2027 biennium.

b) As indicated in the Governor’s Printed Budget, there is zero federal funding planned to be allocated to the FCMS budget.

Question 3:

Is there a desired go-live date?

Agency Response to Question 3:

Please refer to:

a) The fourth (4th) paragraph of RFP Section 1.1, Introduction:

“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;” and

b) The second (2nd) paragraph of RFP Section 3.3.2.2(1)(a), Project Management Plan:

“..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.”

Question 4:

a) Will Attachments G and J that were submitted as response to bid S-40400-00011842 be accepted if provided as part of responding to bid S-40400-00012672?

b) If no, please state what was added or changed in these respective attachments between the two bids.

OPDC Financial and Case Management System \ RFP S-40400-00012672 Questions-Requests for Clarification/Agency Responses 2

Agency Response to Question 4:

a) Agency requires proposals in Response to RFP S-40400-00012672 to be submitted using the RFP attachments associated with RFP S-40400-

00012672 and in compliance with the instructions included for each respective attachment.

b) Please refer to the “Instructions” tabs of Attachments G and J, respectively and the content of the remaining tabs.

As advised by the Office of the Attorney General, Agency is permitted to clarify RFP S-40400-00012672, but cannot advise prospective proposers as to the specific content of their respective Phase 1 proposals in response to it.

Question 5:

In your Jan 31 email you write "Proposals in response to the New RFP are due by 3:00 PM PT on Monday, February 10, 2025." In the Oregon Buys site it shows a 'bid opening date' of February 21. Can you please confirm/clarify the due date.

Agency Response to Question 5:

Subsequent to Agency’s Notice of Cancellation of RFP S-40400-00011842, Agency published RFP S-40400-00012672 on OregonBuys, the State of Oregon’s public procurement forum, with an initial proposal due date of February 10, 2025 and an addendum to extend the proposal due date to February 21, 2025.

Question 6:

Can you please also let me know of the new attachments posted in S-40400-00012672, which are identical or very similar to the attachments in bid S-40400-00011842. I would appreciate knowing which I can simply resubmit or slightly modify based on the new information required.

Agency Response to Question 6:

Please see Agency Response to Questions 4a and 4b.

Question 7:

I thought we had all of these areas covered. Can you please let me know which of the items listed we still need to clarify or you felt we were missing.

Agency Response to Question 7:

As advised by the Office of the Attorney General, Agency is permitted to clarify Request for Proposals S-40400-00012672, but cannot advise prospective proposers specifically as to the content of their respective Phase 1 proposals in response to it.

Please refer to Attachment F to RFP S-40400-00012672, the “Proposal Check List” for a summary (though not an exhaustive list), of proposal requirements and RFP Section 6.9:

“Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. Agency makes no representation as to the completeness or accuracy of any Check list. Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a check list or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this RFP.”

Question 8:

As I was preparing to submit questions for the RFP #S-40400-00012672, I realized that the Q&A submission is not enabled on OregonBuys.

Would you like vendors to send you questions via email? Or is there a way to enable the Q&A on OregonBuys?

Agency Response to Question 8:

Agency published an Addendum to the RFP on OregonBuys, the State of Oregon’s public procurement forum, to include instructions and a due date for submitting pre-Proposal questions. The RFP is available on OregonBuys at https://oregonbuys.gov/bso.

Question 9:

a) We would like to submit 3 specific changes for the State to consider:

i. Would the State consider publishing a question deadline for 1 week from today?

ii. Would the State consider publishing a responses published by date of 1 week after that?

iii. Would the State consider giving firms 2 weeks after answers are published and extend the due date?

b) We would also like to request a formal Q&A timeline, where we are given time to publicly ask questions about the RFP and receive responses from the Oregon Public Defense Commission (so we are requesting 2 additional dates, 1) questions due by date 2) answers published by date).

Agency Response to Question 9:

a)(i-iii) Agency published an Addendum to the RFP on OregonBuys, the State of Oregon’s public procurement forum, to modify the RFP with an alternate schedule. The RFP is available on OregonBuys at https://oregonbuys.gov/bso.

b) Agency published an Addendum to the RFP on OregonBuys to include instructions and a due date for submitting pre-Proposal questions. The RFP is available on OregonBuys at https://oregonbuys.gov/bso.

RFP S-40400-00012672

February 7, 2025

OPDC Financial and Case Management System \ RFP S-40400-00012672 Questions-Requests for Clarification/Agency Responses 3