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SALESFORCE LICENSING ASSESSMENT FOR DAS ENTERPRISE SHARED SOLUTIONS

REQUEST FOR QUOTES

RFQ #SRC0000039736

The Ohio Department of Administrative Services’ Enterprise Shared Solutions (DAS) is issuing this Request for Quotes (RFQ) for a qualified contractor to conduct a comprehensive, enterprise-level assessment of DAS’ Salesforce ecosystem to evaluate license utilization, entitlement alignment, governance controls, and cost optimization opportunities across a complex multi-cloud, multi-org environment serving 10,000+ users.

1. BACKGROUND AND OVERVIEW

DAS’ Enterprise Shared Solutions team coordinates strategies for delivery of government information and services electronically utilizing the Salesforce platform (e.g., Sales and Service Cloud, Public Sector Foundation) to support services and operational functions across multiple programs utilizing multiple Salesforce Orgs with various Salesforce license types.

The programs and applications included in the work under this RFQ include the following:

1.1 Ohio Business Gateway (OBG);

1.2 Ohio eLicense;

1.3 Ohio eLicense LPI;

1.4 Ohio Child Care Licensing (OCLQS);

1.5 Ohio Collective Bargaining – Grievance (OCB);

1.6 OCCC Skill Games Reporting System (SGR);

1.7 State Owned Land and Lease (SOLL);

1.8 Surplus Cash Register and Invoicing;

1.9 Funeral Board Automated Reporting Preneed Payment System (ARPPS);

1.10 Ohio Public Workswise (PWC); and

1.11 Multi Agency Radio Communication System (MARCS).

2. SPECIFICATIONS AND REQUIREMENTS

Bidders must include their responses to this Section 2 in blue font inline after each requirement within this section.

2.1 DAS Objectives

DAS has the objectives listed below to accomplish from this RFQ and the contractor must provide the following:

2.1.1 Conduct a comprehensive license inventory and entitlement reconciliation;

2.1.2 Perform deep utilization analytics at various levels (e.g., user, role, department, and license-type);

2.1.3 Identify inactive, redundant, misaligned, underutilized, and over-provisioned licenses;

2.1.4 Evaluate role hierarchy and permission design impacts on license assignments;

2.1.5 Assess API consumption and integration-driven license requirements;

2.1.6 Analyze add-ons and feature entitlements versus actual usage;

2.1.7 Provide cost optimization modeling (1-year, 3-year and 5-year projections);

2.1.8 Develop an enterprise license governance framework;

2.1.9 Deliver public sector-compliant cost containment and procurement strategies; and

2.1.10 Recommend ways to optimize Salesforce licensing, maximize the State’s investment in

Salesforce, and improve contract negotiations with Salesforce.

2.2 Scope of Work and Deliverables

The contractor must perform the work and provide the deliverables described below.

2.2.1 Discovery and Data Collection

The contractor must conduct the following discovery and data collection work:

A. Stakeholder interviews (e.g., IT, Procurement/Contracting, Finance, Program Admins);

B. Review of current Master Subscription Agreements (MSA), Order Forms, and

Amendments;

C. License type inventory reconciliation;

D. Historical spend analysis (3–5 years preferred); and E. Renewal cycle mapping.

2.2.2 Technical Utilization Analysis

Contractor must analyze the following dimensions and illustrate the analysis to substantiate findings and recommendations of this engagement:

A. Login frequency (30/60/90/180-day inactivity trends);

B. Object and feature-level usage metrics;

C. Permission Set Profile mapping analysis;

D. Permission Set Group impact analysis;

E. API usage segmentation (human vs. system integrations);

F. Sandbox license allocation analysis;

G. Community/Experience Cloud external user utilization; and H. Salesforce quota overages and exceptions.

2.2.3 Identity and Access Governance

The contractor must provide the following identity and access governance work:

A. Conduct a role hierarchy evaluation;

B. Conduct a least privilege compliance assessment;

C. Segregation of Duties (SoD) risk identification;

D. SSO and identity provider alignment; and E. Deprovisioning workflow review.

2.2.4 Cost and Contract Optimization

The contractor must provide the following cost and contract optimization work:

A. License right-sizing recommendations;

B. Identify cross-cloud consolidation opportunities;

C. Enterprise agreement benchmarking;

D. Renewal negotiation strategy support; and E. Reserved versus flexible licensing model evaluation.

2.2.5 Risk and Compliance Review

Contractor must demonstrate familiarity with the following regulatory requirements:

A. Federal Information Security Modernization Act (FISMA);

B. FedRAMP; and C. State-level public records and data retention laws.

2.2.6 Deliverable Compliance

All deliverables must comply with applicable government documentation standards and accessibility requirements.

2.2.7 Deliverables

The contractor must provide the following deliverables to DAS:

A. Enterprise License Inventory and Entitlement Matrix:

Comprehensive inventory of all Salesforce products, licenses, add-ons, and entitlements across the various Org, including purchased quantities, assigned users, permission structures, and entitlement allocations by business unit/area.

B. Utilization Analytics Dashboard (exportable format):

Reporting dashboard providing visibility into Salesforce license utilization, user activity, feature adoption, API consumption, storage utilization, and overall platform engagement, delivered in exportable formats such as Excel, CSV, or PDF.

C. Inactive and Underutilized User Report:

Detailed analysis identifying inactive users, low-utilization accounts, duplicate assignments, underused premium licenses, and downgrade opportunities, with recommendations for license reclamation and optimization.

D. License Rationalization Strategy:

Strategic framework for aligning Salesforce licensing and product investments with actual business requirements through SKU optimization, user segmentation, entitlement alignment, and redundant functionality.

E. 3-Year Cost Optimization Model (Low / Medium / Aggressive scenarios):

Multi-scenario financial model projecting Salesforce licensing costs, optimization savings, renewal impacts, and ROI opportunities over a three-year horizon under conservative, balanced, and aggressive optimization approaches.

F. Risk and Compliance Impact Assessment:

Assessment of operational, contractual, security, and licensing compliance risks associated with the current Salesforce environment, including audit exposure, access governance concerns, integration dependencies, and mitigation recommendations.

G. Enterprise Governance Framework and Operating Model:

Governance structure and operational model defining processes, policies, stakeholder responsibilities, approval workflows, reporting standards, provisioning controls, and ongoing management practices for sustainable Salesforce license governance.

H. Renewal Negotiation Playbook:

Negotiation-support framework providing Salesforce-specific renewal strategies, benchmark pricing guidance, utilization-based leverage points, contract optimization recommendations, and negotiation objectives to improve renewal outcomes.

I. Executive-Level Presentation and Board-Ready Summary:

Executive presentation summarizing key findings, utilization insights, financial savings opportunities, risk considerations, governance recommendations, and strategic roadmap initiatives in a format suitable for executive leadership and board-level review.

2.3 Enterprise License Types

2.4 Contractor Qualifications

2.4.1 Required Qualifications

The contractor must possess the following qualifications:

A. Minimum of five previous enterprise engagements similar in size and scope;

B. Public sector Salesforce implementation or optimization experience;

C. Proposed team members must include Certified Salesforce Architects and Administrators;

D. Experience with multi-org consolidation strategies;

E. Demonstrated cost savings in at least two comparable engagements;

F. Understanding of government procurement processes, cycles, and renewal constraints; and G. Have personnel that will pass background checks and sign confidentiality agreements.

2.4.2 Preferred Qualifications

DAS prefers that the contractor also possesses the following qualifications:

A. Experience with the public sector within the Salesforce ecosystem; and B. Experience with Salesforce enterprise agreements.

3. RFQ INSTRUCTIONS AND REQUIREMENTS FOR BIDDERS

3.1 Bidder Inquiries

Bidders may not contact DAS directly at any time during the solicitation process, however, inquiries regarding this RFQ can be made any time during the inquiry period listed in Ohio Buys.

Bidders will not receive a personalized e-mail response to their questions, nor will they receive notification when the inquiry has been answered.

DAS is under no obligation to acknowledge questions submitted through the inquiry process if those questions are not in accordance with these instructions or deadlines. DAS does not consider questions asked during the inquiry period through the inquiry process as exceptions to the requirements or the terms and conditions of this RFQ.

DAS will attempt to respond to all inquiries within three business days of receipt, excluding state holidays. DAS will not respond to any inquiries received after 8:00 a.m. on the inquiry end date listed in OhioBuys. DAS will use its discretion in deciding whether to provide responses as part of this RFQ process. Responses to inquiries are not considered changes to the RFQ.

DAS is not responsible for the accuracy of any information regarding this RFQ that was gathered through a source other than the inquiry process described in the RFQ.

3.2 Amendments to the RFQ

If DAS decides to revise this RFQ before the bid due date, an amendment will be issued in OhioBuys as a new round. If a bidder has submitted a quote prior to an amendment being issued and wishes to be considered, the bidder must resubmit its quote in response to the latest round of the RFQ. Quotes submitted in response to amended RFQs prior to the most recent amendment will not be opened or evaluated. DAS may issue amendments to this RFQ any time before bids are due, and it is each bidder’s responsibility to check for amendments and other current information regarding this RFQ.

Unless otherwise stated in the notice by DAS, modifications and withdrawals must be submitted within OhioBuys prior to the end date of the amendment response period. Any modification that is broader in scope than DAS has authorized may be rejected and treated as a withdrawal of the bidder’s quote.

3.3 Quote Submittal

Each bidder must submit a quote before the due date and time and pursuant to the instructions in in this RFQ. Quotes must not be password protected or DAS may reject any such quotes.

Each requirement for quotes represents only a part of the total basis for a decision to award the solicitation, and a failure by a bidder to make a required submission normally will result in a rejection of that quote. The value assigned to each requirement is used to determine which quote is the most advantageous to DAS in relation to the other quotes received. It is not a basis for determining the importance of meeting that requirement.

Bidders must submit their quotes electronically in OhioBuys before the noted time on the due date.

Paper submissions will be destroyed and will not be considered. OhioBuys will not allow submission or modification to a submission after the deadline. A bidder submitting an electronic quote must allow for adequate time for uploading a quote prior to the due date and time. Technical difficulties experienced by the bidder will not be an exception.

Each bidder must carefully review the requirements of this RFQ and the contents of its quote. Once opened, quotes cannot be altered or withdrawn, except as allowed by this RFQ.

Specific quote submission requirements:

3.3.1 Quote Format

The quote must be submitted as a single searchable PDF document not to exceed 100 pages and ordered in the same manner as this RFQ. The PDF document must include a header with the bidder’s full, legal name, the bidder’s contact information, and the applicable State contract number being referenced. All bidder responses in the quote must be included under Article 2 and in blue font.

3.3.2 Required Quote Inclusions:

Each bidder must submit a detailed quote that includes the required information in this RFQ and the bidder’s demonstrated deep expertise in large-scale government (G2B and G2C) Salesforce application environments and secure data handling. Each bidder must provide a detailed diagram with a bill of materials and any notes describing the bidder’s proposed solution.

In addition to the responses to the requirements in Article 2, the quote must also include the following sections with the bidder’s responses to each section in the format described in Subsection 3.3.1 above:

A. Executive summary;

B. Firm qualifications and public sector experience;

C. Technical methodology;

D. Cost Optimization Strategy;

E. Sample enterprise deliverables (redacted as needed);

F. Team structure and certifications;

G. Security and compliance framework;

H. Client references (Public sector preferred); and I. Project timeline.

3.3.3 Quote Native Files:

In addition to the PDF version of the quote requested above, bidders must provide a compressed zip folder including the required responses in Microsoft Word (native format), Microsoft Excel (native format) and Adobe Acrobat format, as appropriate. In the event of a discrepancy between the PDF and the native files, the PDF prevails.

3.4 Quote Ownership and Retention

All quotes and other material that bidders submit will become the property of DAS and may be returned only at DAS’ option. All quotes will be open to the public after DAS has awarded the RFQ.

DAS will retain all quotes, or a copy of them, as part of the contract file for at least six years. After the six-year retention period, DAS may dispose of the quotes and any copies of them.

3.5 Proprietary Information

Proprietary information should not be included in a quote. DAS will have the right to use any quote, materials, or ideas submitted in any quote as it sees fit and without compensation to the bidder.

Additionally, all quotes will be considered public records after the contract has been awarded subject to release pursuant to a public records request.

3.6 Bidder costs

DAS is not responsible for any costs a bidder incurs in responding to this RFQ or from participating in the evaluation process if needed, regardless of whether DAS awards the RFQ through this process, decides not to go forward with the RFQ award, cancels this RFQ for any reason, or contracts for the work through some other process or through another RFQ.

3.7 Changes to Quotes

DAS will allow modifications of quotes only if DAS receives them before the due date. No modifications will be permitted after the due date, except as authorized by this RFQ.

3.8 Rejection of Quotes or RFQ Cancellation

DAS may reject any quote that is not in the required format, does not address all of the requirements of this RFQ, or that DAS believes is excessive in price or otherwise not in its best interest to consider or to accept. DAS may reject any quote if the bidder takes exception to the terms and conditions of this RFQ. In addition, DAS may cancel this RFQ, reject all submitted quotes, and seek to do the work through a new RFQ or other means.

3.9 Bidder Warranties

Ohio Revised Code 9.24 prohibits DAS from awarding a contract to any entity against whom the Auditor of State has issued a finding for recovery (a Finding) if the Finding is unresolved at the time of the award. This also applies to renewals of contracts. By submitting a quote, the bidder warrants it is not subject to an unresolved Finding under R.C. 9.24 at the time of its submission.

Additionally, the bidder warrants it will immediately notify DAS in writing upon becoming subject to an unresolved Finding after submitting its quote and before the award of the RFQ.

3.10 Bidder Registration

Bidders must provide evidence that they are registered to do business in the State of Ohio, including registration with the Ohio Secretary of State, if applicable, and registering with Ohio Shared Services. To register with Ohio Shared Services and to access supplier forms, click here:

https://ohiopays.ohio.gov/getting-started/02-how-to-register/02-how-to-register.

https://ohiopays.ohio.gov/getting-started/02-how-to-register/02-how-to-register

4 REQUIREMENTS FOR QUOTES

4.1 Independent Contractor Acknowledgement Form

Unless the bidder is a “business entity” as that term is defined in R.C. 145.037 (“an entity with five or more employees that is a corporation, association, firm, limited liability company, partnership, sole proprietorship, or other entity engaged in business”), the bidder must have any individual performing services under the contract complete the Independent Contractor Acknowledgement Form available at https://www.opers.org/forms-archive/PEDACKN-Non-Member- Acknowledgment.pdf and provide any completed forms with its quote.

4.2 Affirmation and Disclosure Form

If this RFQ is for the provision of services, including software maintenance and support services, the bidder must complete and sign the Affirmation and Disclosure Form available at https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_F orms/Affirmation_and_Disclosure_Form_fillable_form.pdf as applicable to the services being provided and include the completed form with its quote.

4.3 Acceptance of Terms and Conditions

The bidder must accept the terms and conditions included in this RFQ, including the Standards Terms and Conditions. By submitting a quote, the bidder acknowledges it has read this RFQ, understands it, and agrees to be bound by the requirements, terms and conditions of this RFQ.

The bidder must include a statement on its quote that the bidder has read, understands, and agrees to all terms and conditions of this RFQ.

4.4 Proof of Insurance

The bidder must provide with its quote the certificate(s) of insurance required in this RFQ, if any, and the Standard Terms and Conditions, evidencing that the bidder has the required insurance coverage.

5 EVALUATION OF QUOTES

5.1 Information Gathering and Evaluation Criteria

To maintain fairness in the evaluation process, DAS will obtain all information under this RFQ in a manner such that no bidder is provided an unfair competitive advantage.

The evaluation criteria for this RFQ, if any, are set forth in the separate RFQ Scoring Criteria document included with this RFQ. The award of this RFQ will be made to the lowest responsive and responsible bidder.

5.2 Clarifications and Corrections

At any time during the evaluation process, DAS may request corrections, revisions, or clarifications from any bidder under active consideration. It may also provide any bidder with the opportunity to correct defects in its quote. DAS will only allow corrections if they do not result in an unfair advantage for the bidder and are in DAS’ best interest.

5.3 Initial Review

DAS will review all timely quotes for compliance with the instructions in the RFQ and reject any incomplete or incorrectly formatted quotes. DAS may elect to waive any defects or allow a bidder https://www.opers.org/forms-archive/PEDACKN-Non-Member-Acknowledgment.pdf https://www.opers.org/forms-archive/PEDACKN-Non-Member-Acknowledgment.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf to submit a correction as described in this Section 4. If a late quote is received, the quote will not be opened or evaluated.

After the initial review, all timely, complete, and properly formatted quotes will be further evaluated as set forth below.

5.4 Evaluation of Quotes

DAS will evaluate the quotes using the scoring criteria in this RFQ, if any.

DAS will then evaluate the quotes to determine the lowest bid. DAS may reject any quote if it determines the quote price is excessive. DAS may reconsider the excessiveness of any quote's price at any time in the evaluation process.

Once the lowest bid is determined, the lowest bidder will be reviewed to determine if the bidder is responsible, as described below.

5.5 Determination of Responsibility

DAS will review the lowest bidder to ensure that the bidder is responsible. The RFQ will not be awarded to a bidder that is determined to be not responsible. DAS’ determination of a bidder’s responsibility may include criteria listed in the scoring criteria of this RFQ, if any, or any of the following factors: (i) the bidder’s and its key team members’ experience; (ii) the bidder’s past conduct on previous contracts; (iii) the bidder’s past performance on previous contracts; (iv) the bidder’s ability to execute the requirements in this RFQ properly; or (v) the bidder’s management skill. DAS will make such determination of responsibility based on the bidder’s quote, reference evaluations if requested in the RFQ, and any other information DAS requests or determines to be relevant.

Part of DAS’ determination of a bidder’s responsibility may include the bidder’s financial ability to perform under the contract, if DAS cannot make the determination of responsibility based on the information received with the bidder’s quote. DAS may require a bidder to submit audited financial statements for up to three prior years or other financial information as needed such as credit reports from third-party reporting agencies.

5.6 Waiver of Defects

DAS has the right to waive any defects in any quote, documents submitted with a quote, or in the submission process followed by a bidder. DAS will only do so if it believes that it is in DAS’ best interest and will not cause any material unfairness to other bidders.

6 RFQ AWARD

6.1 Process

It is DAS’ intention to award this RFQ to one bidder. Any decision made by DAS under this RFQ is final. After DAS makes its decision under this RFQ, all bidders will be notified of the final determination.

6.2 Contract Provisions

6.2.1 Terms and Conditions

The terms and conditions for the contract resulting from this RFQ consist of the following in this order of priority:

A. The requirements and provisions of this RFQ;

B. The Standard Terms and Conditions available at https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3- 31-25.pdf; and

C. The quote as accepted by DAS.

6.2.2 Contract Renewal

DAS may renew the contract for up to two additional years, subject to the satisfactory performance of the selected bidder, the products and/or services received, and the needs of

DAS.

6.2.3 Firm Pricing

The prices in the contract must remain firm for a period of 12 months from the award date. After this initial period, the contractor may request, in writing, an equitable price adjustment only to reflect significant increases in its actual costs for the products or services provided under the contract directly resulting from market conditions (e.g., tariffs, raw material cost surges, or industry-wide price changes), and the request must be supported by verifiable, objective data.

Any approved price adjustment and its effective date must be formalized in writing by written amendment between the contractor and DAS.

6.2.4 Quantity Modification

DAS reserves the right to modify the quantity of units purchased (in whole or in part) under this contract.

6.2.5 Contract Termination

DAS may terminate this contract as set forth in the contract should the contractor fail to meet the requirements of the contract, adhere to deadlines, or comply with the Standard Terms and Conditions.

https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf