S-10700-00017413 Statewide Oregon Regulatory Licensing RFP FINAL.docx

`STATE OF OREGON

Cover Page Department of Administrative Services, Enterprise Goods and Services, State Procurement Services Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-10700-00017413 for Statewide SaaS/COTS Software for Application, Licensing, Regulatory and Compliance Date of Issue: July 07, 2026 Opening Date and Time: August 7, 2026 @ 2:00 PM Pacific Time Single Point of Contact (SPC): Sara Stone, IT Procurement Strategist

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.

Statewide Licensing RFP # S-10700-XXXXXXX

Table of Contents

LIST OF ATTACHMENTS

· Attachment A: SAMPLE PRICE AGREEMENT

· Exhibit A: STATEMENT OF WORK

· Exhibit B: INSURANCE REQUIREMENTS

· Exhibit C: CERTIFICATION STATEMENT FOR INDEPENDENT CONTRACTOR

· Exhibit D: CONTRACTOR’S PERSONNEL Exhibit E: CONTRACTOR’S PERSONNEL

· Exhibit E: AGENCY’S PERSONNEL

· Exhibit F: RESERVED

· Exhibit G: RESERVED

· Exhibit H: FEDERAL TERMS AND CONDITIONS

· Exhibit I: SECURITY REQUIREMENTS

· Attachment B: DISCLOSURE EXEMPTION AFFIDAVIT

· Attachment C: PROPOSER INFORMATION AND CERTIFICATION SHEET

· Attachment D: REFERENCE CHECK FORM

· Attachment E: PRICE PROPOSAL

· Attachment F: CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

· Attachment G: RESPONSIBILITY INQUIRY

· Attachment H: SOLUTION REQUIREMENTS

· Attachment I: RESERVED

· Attachment J: STATEWIDE SECURITY STANDARDS

GENERAL INFORMATION

INTRODUCTION

The Department of Administrative Services (“DAS”), Enterprise Goods and Services, State Procurement Services (“DAS SPS”), is seeking a Commercial off the shelf software (“COTS”), Modified off the shelf software (“MOTS”), or Software-as-a-Service (“SaaS”) solution with functionality that provides Regulatory and Compliance licensing and certification application for Occupational Licensing, relating to Licensing Boards and Commissions (“LBC”) and State agencies (“Authorized Purchasers”) to replace the existing software used for licensing, regulation, and compliance activities for LBC and Authorized Purchasers. The selected Proposer shall provide training to the personnel, on-going maintenance and support, and all other applicable services to support the proposed solution and implementation.

The Price Agreement(s) resulting from this RFP may be used by State agencies that are under the purchasing authority of DAS or Regulatory Licensing Boards and Commissions that have independent authority. DAS SPS does not guarantee any specific sales volume for this procurement.

The State of Oregon manages an extensive licensing ecosystem, encompassing approximately 1,000 different license types. Across these categories, the State maintains records for millions of current and former licensees, stored in hundreds of separate databases. These databases are distributed across on-premises systems and cloud-hosted environments, creating a highly complex and decentralized data landscape.

This software will be used by various boards and commissions, including but not limited to: the Board of Naturopathic Medicine; the Board of Examiners for Speech-Language Pathology and Audiology; the Board of Medical Imaging; the Occupational Therapy Licensing Board; the Board of Optometry; the Board of Physical Therapy; the Mental Health Regulatory Agency; the Board of Licensed Social Workers; the Commission for the Blind; the Board of Chiropractic Examiners; the Board of Dentistry; the Long Term Care Ombudsman; the Medical Board; the Board of Nursing; the Patient Safety Commission; the Board of Pharmacy; the Psychiatric Security Review Board; the Board of Massage Therapists; the Mortuary and Cemetery Board; the Veterinary Medicine Examiners Board; the Landscape Contractors Board; the Landscape Architects Board; the Board of Geologist Examiners; the Racing Commission; the Real Estate Agency; the Board of Towing; the Board of Accountancy; the Appraiser Certification and Licensure Board; the Board of Architect Examiners; the Construction Contractors Board; the Board of Tax Practitioners; the Board of Examiners for Engineering and Land Surveying; the Education Coordinating Commission; the Marine Board; and the Teachers Standards and Practices Commission.

It will also be used by state agencies, including but not limited to the Department of Consumer and Business Services, the Environmental Quality Department, the Agriculture Department, the Water Resources Department, and the Early Learning and Care Department.

DAS SPS will evaluate Responsive Proposals through 2 or more evaluation rounds (“Round”) but reserve the option to issue a Notice to Intent to Award after any Round depending upon scoring results from such Round. Round 1 Proposal submissions must include the following three components:

1. Administrative Proposal

2. Technical Proposal

3. Price Proposal DAS SPS anticipates the award of one (1) Price Agreement from this RFP. The initial term of the Price Agreement is negotiable, but DAS SPS anticipates that the initial term of the Price Agreement may be from one (1) to five (5) years, with options to renew.

Any purchase under the Price Agreement must be authorized by purchase orders or work orders issued by the Authorized Purchaser in accordance with the ordering procedures described in the Attachment A – Sample Price Agreement. Proposers are advised that there is no guarantee of any specific amount of purchases under this Price Agreement. Notwithstanding the award of a Price Agreement, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Goods or Services similar to what is described within the RFP using any method allowed by law.

In addition, DAS SPS anticipates that the implementation of any system(s) will have a ‘Go live’ date to be negotiated in the Work Order Contract (“WOC”) by both parties.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

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, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under OAR 125-246-0170(3)(B).

DAS SPS is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS SPS 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.

If DAS SPS determines that additional Price Agreements are required after the initial RFP process is complete, a Special Procurement process will outline an alternative, shortened procurement process to add additional Price Agreements.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions.

“Agency Data” means information provided by a Regulatory Licensing Board, Commission or State Agency or Licensee to Contractor during the course of providing the Services, including Personal Information.

“Agency Intellectual Property” means any intellectual property that is owned by a Regulator Licensing Board, Commission or State Agency, including Agency Data. Agency Intellectual Property includes any derivative works and compilations of any Agency Intellectual Property.

“Agency Project Manager” means the person representing a Regulator Licensing Board, Commission or State Agency who serves as Contractor’s primary point of contact for their WOC.

“Application” or “Application Services” means the ________ Software and the right to use the Software Contractor owns and maintains and is making available to a Regulator Licensing Board, Commission or State Agency for use through a network connection, like the Internet.

“Applicant” means an individual or facility that has at any time applied for a license or registration by any of the Regulator Licensing Boards, Commissions or State Agencies.

“Authorized Purchaser” means a governmental entity or individual permitted to place orders against an existing state contract or price agreement.

“Business Security Advisor (BSA)” means an individual within the Enterprise Information Services Section.

“Business Days” means Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, excluding State of Oregon holidays and business closure days.

“Calendar Days” means contiguous days.

“Confidential Information” means information that is not generally known or available to the public and is intended to be kept confidential or private by the owner or holder of the information. This information can be sensitive, valuable, or critical to the success of an individual, organization, or business.

“Contractor Intellectual Property” means any intellectual property that is owned by Contractor and contained in or necessary for the use of the Deliverables or Services. Contractor Intellectual Property includes Software owned by Contractor, including but not limited to ________, Documentation, and derivative works and compilations of any Contractor Intellectual Property.

“DAS” means the State of Oregon acting through its Department of Administrative Services.

“DAS SPS” means the Department of Administrative Services, State Procurement Services.

“Documentation” means all documents, including documents that are Services described in the Statement of Work and which may include any and all operator’s and user’s manuals, training materials, guides, commentary, and other materials for use in conjunction with and for the operation of the Services provided by Contractor. Documentation includes documents in hard copy or electronic form.

“Effective Date” means the date specified in the RFP or the date on which this Contract is fully executed and approved according to applicable laws, rules and regulations, whichever is later.

“Enterprise Information Services (EIS)” means the Enterprise Information Services is responsible for Statewide information technology and cybersecurity standards, and policies on information Security.

“Go-Live” means the Milestone date identified in a Statement of Work, Change Order, or applicable Accepted Deliverable, on which the Subscription Services will be available for the Regulatory Licensing Board, Commission or State Agency and its users in a Production Environment for the processing of transactions in accordance with Requirements and Service Level Agreements. A Go-Live date may be associated with the initial Implementation of the Service, a specific phase or Enhancement under a Statement of Work, a Change Order, or an Enhancement Order.

“Licensee” means an individual or facility that has at any time been issued a license or registration by any of the Regulatory Licensing Boards, Commissions or State Agencies.

“OSCIO” means the Office of the State Chief Information Officer.

“Personal Information” is defined as any data that can identify, relate to, or be reasonably linked directly or indirectly to a specific individual or household.

“SaaS or Software-as-a-Services” means a computer program, routine, or sub-routine including application programs which is licensed on a subscription basis and is centrally hosted by a service provider and made available to a customer and its End Users by means of a secure network connection, typically the Internet. In the majority of instances, a SaaS System utilizes multi-tenancy servers to host and store a subscriber’s data.

“System” means the SaaS System that a Regulatory Licensing Board, Commission or State Agency desires to procure under this RFP: the software and the right to use the software that the Proposer owns and maintains in its data center and made available to a Regulatory Licensing Board, Commission or State Agency End Users through a network connection, like the Internet.

General Definitions.

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

For terms used in reference to OregonBuys, the Terminology Crosswalk can be found at TerminologyCorsswalk(BothPhases).pdf (Oregon.gov)

OVERVIEW AND PURPOSE

Overview, Background and Purpose The Department of Administrative Services (“DAS”) is the central administrative agency of Oregon State Government. Its mission is to support state government in serving Oregonians. DAS endeavors to establish the benchmark for good government by delivering reliable service, accurate information and creative solutions. DAS strives to lead state agencies in advancing policy and budgetary goals.

Some of the challenges that have emerged include the following:

1. Oregon State Agencies, Boards and Commissions are using multiple different vendors and software systems to track licensing and enforcement functions.

2. Many of the systems are legacy systems or manual processes that are increasingly difficult to maintain, lack integration capabilities, are inefficient, and do not adequately support modern security, regulatory and operational needs.

3. Costs: Each agency has solicited for their own system, negotiating their own terms and conditions which has resulted in costly maintenance fees overtime.

4. Contracted vendors do not address system problems or change requests in a timely manner.

As demand for digital services, data transparency, and operational efficiency grows, there is a clear need for unified, modernized solutions that can streamline licensing, renewals, compliance tracking, and other core regulatory functions.

The project scope includes the replacement of the existing licensing and compliance system. This Solution should streamline business processes and enhance automation while eliminating the potential risk of data loss, improving reporting capabilities, strengthening data security, and supporting the operational needs of Authorized Purchasers, their applicants, licensees and other users while maintaining a long-term value for the State’s regulatory functions. The proposed solution offered and deployed must:

a. Shift core processing to a modern, commercially available solution (COTS, MOTS, or SaaS) that is fully supported by the software manufacturer, regularly updated, and designed for long-term sustainability.

b. Meet the State of Oregon’s requirements for high‑volume, high‑availability processing while ensuring compliance with all relevant state and federal regulations.

c. Provide a flexible and scalable architecture capable of adapting to ongoing program changes, policy updates, and enhancements without requiring major redevelopment.

d. Significantly simplify and speed up the process of making configuration changes or adjusting business rules—preferably through low‑code or no‑code tools—to rapidly respond to legislative or policy-driven updates.

e. Support the transition to fully electronic services by enabling the end‑to‑end capture, storage, validation, correction, and display of electronic applications and all associated documentation.

f. Provide a robust data and processing framework that enables advanced decision analytics and supports automated or semi‑automated decision‑making within the new system.

g. Improve capabilities for monitoring, managing, and reporting on core program processes, including real‑time performance dashboards and operational insights.

h. Establish consolidated, unified views of applicant and licensee data to enhance customer service, compliance activities, policy analysis, and overall program administration.

i. Leverage internal state data sources as well as authorized third‑party data providers to support real‑time validation, verification, and review processes.

j. Require minimal customization during implementation, relying instead on configuration and out‑of‑the‑box capabilities to reduce complexity and long‑term maintenance risk.

k. Be implemented in a manner that does not disrupt existing services delivered to applicants, State Agencies, or local partners, ensuring continuity throughout the transition.

l. Use a phased implementation approach that allows for controlled rollout, risk mitigation, and incremental adoption across program areas.

m. Demonstrate successful deployment and full operational use in at least three other government jurisdictions offering similar services, proving maturity and reliability.

n. Deliver operational efficiencies through streamlined and modernized business processes that reduce manual effort and speed service delivery.

o. Improve flexibility and configurability in maintaining and updating the application, reducing dependency on vendor or custom code changes.

p. Enable the organization to achieve full operational and maintenance self‑sufficiency by the project’s end, including training, documentation, and knowledge transfer.

The project scope will include:

1. Licenses to use the proposed system, including rights that allow the agency to define, configure, and deploy an unlimited number of license types without requiring additional licensing or customization.

2. Implementation services that include, at a minimum:

a. Comprehensive system design activities that translate business requirements into detailed technical and functional architecture.

b. Configuration, extension (as needed), testing, and full implementation of the system using industry‑standard practices and vendor-recommended methodologies.

c. Development and implementation of interfaces with external agencies, third-party providers, State Agencies, Boards, and Commissions, ensuring secure and reliable data exchange.

d. End-to-end data conversion services, including extraction, cleansing, transformation, validation, and loading of legacy system data into the new system.

e. Break‑fix support throughout the entire project lifecycle to address issues promptly and minimize project disruption.

f. A minimum of six (6) months of post‑implementation support after the final go‑live, subject to the contract’s scope, service levels, and any approved extensions.

g. Productive and efficient use of agency staff throughout the project for knowledge sharing, validation, and decision-making, without requiring them to be responsible for deliverables.

h. A complete gap analysis comparing agency requirements to the proposed solution’s out‑of‑the‑box functionality, with documentation of needed configuration, extensions, or process changes.

i. Support for stakeholder communications, user education, and comprehensive training to facilitate adoption and effective use of the new system.

j. Thorough knowledge transfer to business and technical staff to support ongoing operations, administrative functions, and future configuration changes.

k. Comprehensive testing, including unit, system, integration, user acceptance, performance, and security testing.

l. Full planning and execution of cutover to production, including mock cutovers, validation, and contingency planning.

m. Stabilization, optimization, and transition to steady‑state support and maintenance for the proposed solution, including performance tuning, issue resolution, and operational readiness activities.

n. All necessary personnel, ongoing maintenance services, and any additional applicable services required to fully support the proposed solution and its implementation over the duration of the contract.

3. Business Outcomes

i. Improved Efficiency and Accuracy

a. Licensing boards are seeking modern systems that:

b. Automate application intake, review, and renewal processes

c. Reduce manual data entry and eliminate duplicate records

d. Support both individual and facility licensing

e. Enable configurable workflows tailored to each board’s unique rules

f. Outcome: Faster processing times, fewer errors, and improved applicant satisfaction.

Outcome: Faster processing times, fewer errors, and improved applicant satisfaction.

ii. Enhanced Public Access and Transparency Boards are expected to:

a. Publish licensing data and disciplinary actions through public-facing portals

b. Comply with Oregon’s Transparency Portal requirements

c. Provide mobile-friendly, ADA‑compliant search tools that meet WCAG 2.0 standards, ensuring accessibility for users with visual, auditory, physical, speech, cognitive, or learning disabilities Outcome: Increased public trust and easier access to professional credentialing information.

iii. Integrated Data and Reporting Capabilities Licensing systems must:

a. Offer real-time dashboards and ad hoc reporting tools

b. Integrate seamlessly with state systems

c. Provide cross-board analytics to support workforce planning and equity initiatives Outcome: Better-informed policy decisions and more efficient reporting to the legislature and oversight bodies.

iv. Security, Compliance, and Audit Readiness Boards require systems that include:

a. Role-based access controls and comprehensive audit trails

b. Compliance with state cybersecurity and data protection standards

c. Secure handling of sensitive personal and financial information Outcome: Reduced risk of data breaches and improved audit performance.

v. Sustainable Vendor Partnerships Recent experiences have highlighted the importance of:

a. Clear, enforceable service level agreements (SLAs)

b. Strong vendor accountability for meeting contract deliverables

c. Flexibility to adapt to evolving board, commission, and agency needs without excessive change orders Outcome: Long-term system sustainability and cost savings through reduced system redundancy and the use of state Price Agreements.

SOLUTION REQUIREMENT DESCRIPTION AND SCOPE OF SERVICES

The scope of this RFP is to establish one or more Price Agreement Contracts with qualified vendor(s) to provide a comprehensive software solution and associated services to support the operations of Authorized Purchaser functions. The Solution must meet the current and future business needs of the Authorized Purchasers and must include, at minimum, the following capabilities and service components:

a. Solution Implementation Services – Comprehensive implementation support, including planning, configuration, testing, deployment, and go‑live readiness.

b. Software, Licensing, and Compliance – All necessary software components, required licenses, and compliance with applicable standards and regulations.

c. Managed Hosting Services – Secure, reliable, vendor‑managed hosting that meets performance, availability, and scalability requirements.

d. Ongoing Maintenance and Support – Continuous system support, updates, monitoring, and issue resolution.

e. Associated Professional Services – Additional services necessary to support successful implementation and ongoing system optimization.

f. Application Processing – Capabilities to intake applications, conduct eligibility and credential reviews, issue licenses or registrations, and manage application submissions.

g. License Management – Maintain licensee information, manage license status changes, track relationships, issue renewals or revisions, conduct audits, and maintain historical records.

h. Education Management – Track education requirements, continuing education records, and related compliance activities.

i. Financial Management – Manage customer account balances, process payments, support reconciliation, handle exceptions, track financial events, and manage bonds.

j. Online Portal – Provide online self-service features for account management, communication, and information publishing through a secure and user-friendly portal.

k. General Operations – Manage communications, documents, staff workload, performance, and provide data analytics and operational reporting.

l. System Administration – Configure and manage workflows, business rules, and system settings.

m. Compliance and Enforcement – Intake and review complaints, track and document investigations, issue violations, track compliance, report disciplinary actions, support legal proceedings, and manage examinations.

n. Application Security – Include auditing, authentication, configuration controls, error handling, general security standards, and role‑based access control (RBAC).

o. Testing – Support all testing activities, including general system testing and user acceptance testing.

p. User Training – Provide comprehensive user training to ensure effective adoption and system competency.

q. Inspections – Assign and conduct inspections, document findings, and track outcomes.

r. Reporting – Deliver all Minimum Viable Product (MVP) reporting requirements and enable ongoing reporting capabilities.

s. Data Backup and Recovery – Provide robust data backup, restoration, and disaster recovery processes.

The Contractor is expected to deliver a comprehensive and future-ready solution that supports the evolving needs of Authorized Purchasers.

Solution Requirements The system shall provide the following high-level software functionality (including, but not limited to, the items below). A comprehensive list of detailed requirements is attached as Solution Requirements (Attachment H). Additionally, Authorized Purchasers utilizing this Price Agreement may have unique needs and reserve the right to add supplemental requirements as necessary.

a. Provide ability to manage all licensing records for Authorized Purchasers.

b. Provide an online self-service web portal that enables licensees to apply for initial licensure, make changes to their license, view and complete outstanding licensure requirements, and maintain accurate contact information records.

c. Provide a web portal enabling licensees to renew their license and complete payment for their renewal online.

d. Provide ability to track the business structure and relationships among licenses, licensees, accounts, and other entities.

e. Provide ability for electronic signature, attestation, or affirmation capability for license applications and renewals.

f. Provide document management capabilities for storage and management of uploaded documents.

g. Provide a license and enforcement case management/workflow component that provides a complete life cycle of a licensee record. This includes applications, queue management, case assignments, case tracking, and compliance information.

h. Provide ability for licensees or applicants to create and maintain an online account.

i. Provide ability to track multiple types of complaints, violations, investigations, and disciplinary processes, and Authorized Purchaser activities associated with legal actions for licensees.

j. Provide ability to configure automatic reminders and notifications from system to applicants and licensees, etc.

k. Provide a secure ability for communication between applicants, licensees, and those involved in complaints, investigations, or disciplinary processes and Authorized Purchaser staff (e.g. request actions) and track responses/completion of actions.

l. Provide ability to invoice licensees for civil penalties and other routine payments, including the ability to issue past due notifications.

m. Provide a delivery method for confidential Authorized Purchaser communications and materials.

n. Provide ability to invoice licensees for routine payments, and past due interest charges.

o. Provide ability to create, store, and generate templates, including but not limited to letters, invoices, civil penalties, final orders, subpoenas, etc.

p. Provide reporting structure which supports basic system provided canned reports.

q. Provide ability to create custom reports, including but not limited to licenses, inspections, violation audits, and financial reports.

r. Provide ability for board or commission staff to create ad hoc reports and the ability for reports to be scheduled to automatically send on an assigned schedule.

s. Provide ability to track and audit licensee continuing education requirements.

t. Provide ability to track facility inspections and audits and view history of both.

u. Provide a public web-based solution that allows constituents to search for licensee information and submit confidential complaints.

v. Provide robust, secure API interface capability for data sharing with multiple entities and interfaces which may also include data download, upload files in standard formats (such as JSON, CSV, and SML internal format).

w. Shall be compliant with the Information Security Standards established by Oregon Department of Administrative Services as required by the State.

x. Provide Staff work bench to track and manage data and maintain an audit history of any changes to an applicant or licensee record. Create on-screen reports that are downloadable to Excel.

y. Provide Third party integration to add CE or other records to an applicant/licensee record or payment processing results.

z. Provide Data migration from existing systems, ensuring data validity and accuracy.

aa. Provide a ticketing system to track any client requested changes and contractor response times.

ab. Provide the ability for a Built-in messaging/email system to track communications between agency and applicant/licensee/complainant/respondent.

ac. Provide the ability for a Generate automated licensing and compliance related messages.

ad. Provide the ability to maintain a complete audit record of user/system actives and communications.

ae. Provide government cloud hosting in the USA.

af. Provide escrow account containing the system programming code in the event of insolvency.

Scope of Services The State anticipates the following services will be provided as part of the Services delivered under the Contract.

System Design and Planning Proposer shall provide consultation services to assist in analysis of Agency(s) use cases/scenarios, recommend best practices for system configuration, setup, interface and integrations with other systems and assist in completing the System Security Plan that is required by the Department of Administrative Services, Cyber Security Services division.

Project Management and Business Analysis The Proposer will provide business analysis and project management services to assist in the completion of all related tasks and deliverables for the implementation of the software solution, producing required project artifacts and status reporting.

Proposers Project Manager is to provide weekly status reports including, but not limited to, work completed, work underway, upcoming planned work, scheduled changes, risks, and delays.

Within fifteen (15) business days after effective date of Work Order Contract (“WOC”), the Proposer shall provide a Project Communication Plan to Agency detailing how communication will be handled on the project and shall include, but not be limited to, roles and responsibilities, project status, and weekly meetings.

Implementation Proposer shall provide a detailed Implementation Services Plan, and timelines, that outlines how the Agency outcomes, and System Functionality, and Technical/Security Requirements will be met based on the expected “Go-Live” requirements.

Proposer’s Implementation Plan must include services required to establish data information exchange with the software solution and, other processers (e.g. payment processer).

Proposers shall provide consultation services to assist in analysis and recommendations or best practices in implementing the software solution.

Configuration Proposer shall provide an out-of-box built-in configurable workflow tools, templates, and/or best practices provided directly by the vendor.

Configure based on the Requirements.

Graphical representation of the conversion/migration, testing, and implementation processes (testing plan) defect levels in testing.

Data Management (Access / Storage /Retrieval) Proposer shall have technology to organize, access, store, retrieve, and manage data efficiently. Proposer will have secure redundant backup data storage and retention. Proposer will also warranty data security and backup.

Data Conversion and Migration The Proposer shall collaborate with Authorized Purchaser to assess the current data landscape and provide recommendations for an effective conversion and migration strategy when importing existing Agency data.

Reporting Proposer shall provide a list of reports provided as a part of their out-of-box reporting.

Proposer shall describe their ability to offer Authorized Purchaser training and the ability to create new Agency specific reports in the system.

Proposer shall provide support, assistance, and guidance to Agency to complete the configuration / set-up of ad-hoc reports in addition to any out-of-the-box.

Proposer shall have an easy-to-use reporting tool for users to pull information needed for decision making.

User Acceptance Testing Proposer shall provide recommendations on conducting user acceptance testing, including an initial Test Plan, in its proposal. At a minimum, the recommended Test Plan shall clearly describe a preferred strategy for performing configuration testing and testing of out-of-the-box and all Agency specific configuration.

Training prior to User Acceptance Training to enable Authorized Purchaser to adequately test configuration in a testing and development environment prior to implementation.

Training and Documentation Proposer shall provide a detailed explanation of any Training plan for system Administrator and End User functions necessary to perform their duties.

Proposer shall describe any proposed administrative training on product navigation, available reports, as well as creating ad-hoc reports.

Proposer shall provide all technical, operational, and administrative knowledge transfers required for Authorized Purchaser to successfully conduct activities related to the deployment of the system.

Proposer shall provide all training resources available to the Authorized Purchaser such as but not limited to training documentation, user manuals, Computer Based Training (“CBT”) resources, or support contacts.

Training prior to User Acceptance Training to enable agency to adequately test configuration.

Ongoing training after implementation for administrative users and administrators of the solution.

Requirement Analysis and Traceability Proposer shall reconcile the Solution via the creation and configuration of a Requirements Traceability Matrix (“RTM”). The successful proposer maintains the RTM throughout the phases of the project.

Prior to final acceptance, proposer shall reconcile all requirements against the delivered, test Solution to ensure Proposer has clearly and transparently met each requirement.

Ongoing Services; Maintenance and Repair; Customer Services/Help Desk

1. Proposer shall provide all ongoing Software maintenance and support.

2. Proposer shall release levels, patches and updates within a reasonable time frame.

3. Proposer shall warranty support for all software.

Proposer shall provide detailed software release documentation, including all new capabilities being delivered, with the new Licensing software releases and updates. The Proposer shall provide detailed updates and documentation for all documented known issues with the new software releases and updates.

Performance Standards and Service Level Agreements (SLA’s) The proposer must submit SLAs for review by the State of Oregon. The SLAs must align with the scope of work outlined in the RFP and ensure they meet all required performance expectations.

Each price agreement resulting from this RFP will set the times they want the system available to internal staff and how downtimes will be scheduled.

Escalation Plan Proposer shall provide an escalation plan that includes at minimum: procedures to be used during the implementation of the project if resolution is required to a conflict arising during the duration of the Contract.

Call prioritization guidelines should include: key personal names, titles, and contact information (e.g. email addresses, and phone numbers) in this plan.

Disaster Recovery Plan Recovery Time Objective (“RTO”): Maximum elapsed time between the Agency’s declaration of a disaster and when the Agency’s functionality is restored and made available for use by the Boards and Commissions. Proposer shall meet Agency’s RTO of 2 hours.

Recovery Point Objective (“RPO”): Maximum elapsed time of Agency data loss resulting from a disaster declaration event. Proposal shall meet Agency RPO of 15 minutes.

Proposer will ensure all Agency disaster recovery hosted servers will remain accessible to Agency at the Proposer disaster recovery hosting site(s) during the duration of the Agency disaster event.

Business Continuity Plan Proposer shall support Agency with business continuity including, but not limited to, continuity strategies, internal and external communications, training. and coordination with interested parties, all as requested or directed by Agency. The Proposer shall support any business continuity drills Agency may conduct.

PROCUREMENT REQUIREMENTS AND EVALUATION

MINIMUM SUBMISSION REQUIREMENTS

Round 1 Proposal Submissions To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

· Proposer Information and Certification Sheet (Attachment C)

· Executive Summary

· Proposer’s Organization Profile

· Experience and Capabilities

· Key Persons, Organizational Chart, Subcontractors

· Scope of Services

· Security Requirements

· Price Proposal (Attachment E)

· Reference Check Form (Attachment D)

· Project Samples

· Value Added Services (Listed in Section 3.2.13)

· Solution Requirements (Attachment H)

· Service Level Agreement (submit a copy)

· Statewide Security Standards (Attachment J)

· Underlying Agreements

· Affidavit of Trade Secret (Attachment B) – submit 1 copy only

· COBID Certification / Outreach Plan (Attachment F) - submit 1 copy only

· Responsibility Inquiry (Attachment G) - submit 1 copy only The Contractor’s Technical Proposal must demonstrate the ability to fully deliver the Scope of Work and meet all requirements outlined in Section 2.4. At a minimum, the proposed Solution and services must include:

· System design, architecture development, and planning

· Comprehensive project management throughout the implementation lifecycle

· Full system implementation services

· Configuration of system components, workflows, and business rules

· Data management capabilities, including secure access, storage, and retrieval

· Data conversion and migration from legacy systems

· Reporting functionality supporting operational, compliance, and analytical needs

· User Acceptance Testing (UAT) support and facilitation

· Training and complete documentation for users and administrators

· Ongoing services, including maintenance, repair, customer service, and help desk support

· Defined performance standards and adherence to SLAs

· A clear and effective escalation plan

· A complete disaster recovery and business continuity plan

· Comprehensive security measures aligned with state standards Proposal Page Limits Proposal is limited to 500 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Form (Attachment D)

· Price Proposal (Attachment E)

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

· Work Project samples should consist of no more than ten (10) pages.

Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Round 1 Proposal Requirements section. Responses to each section and subsection should be well organized and labeled to indicate the item being addressed.

Proposer shall submit one (1) copy of its Proposal and all required submission procedures outlined in this RFP, 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 Proposer Information and Certification Sheet (Attachment C) The completed Price Proposal (Attachment E) must be submitted as a separate/stand-alone electronic response file. Attached files cannot be encrypted or otherwise require third-party encryption software.

If Proposer believes any of its Proposal is exempt from discloser under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall Complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure and provide a fully redacted version of its Proposal, clearly identified as the redacted version. Note that the final price amount is not exempt from public disclosure.

Authorized Representative Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by DAS SPS.

ROUND 1 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive art work, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal. Proposal should be straightforward and address the requests of the RFP. Proposal containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

Proposer Information and Certification Sheet (Mandatory, Pass/Fail) Proposer shall complete and submit 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.

Executive Summary (Mandatory, Scored) Briefly describe how the proposed solution addresses the high-level requirements listed in this RFP. These requirements form the basis for a comprehensive yet succinct Executive Summary that summarizes the proposed solution, its distinctive features, and how it will fulfill the State’s requirements.

In addition, summarize:

1. The significant factors of Proposer’s management and technical approach.

2. Where comparable software projects and implementation services have been provided by the Proposer.

3. The project management methodology Proposer will use to reduce risk and maximize the potential success of the Integrated Solution implementation, deployment, and operation.

4. Uniquely compelling features/functionalities offered in the proposed integrated Solution.

5. If Proposer is planning to propose a subcontracting relationship to meet all Requirements, please describe the unique value of each relationship to this RFP.

Proposer’s Organization Profile (Mandatory, Scored) Proposer must provide a detailed description of the Proposer’s organization and history and provide a demonstration of how its experience and capabilities are relevant to the successful completion of projects similar in size, scope or purpose of the project. The Profile must include at a minimum:

4. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

5. Location of the organization’s offices (headquarters and branches);

6. Number of employees located in the Pacific Northwest, nationally, and internationally;

7. Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

8. Organization’s client base.

Experience and Capabilities (Mandatory, Scored) Proposer must demonstrate that Contractor has requisite experience and capability to provide configuration, implementation and integration of a database system to manage licensing functions. Contractor must have at least one (1) system successfully implemented in the past three (3) years of similar scope, complexity, and size which are currently operational (each a “Qualifying Engagement”).

Key Persons, Organizational Chart and Subcontractors (Mandatory, Scored) Key Persons. Specify key persons or staffing plan to be assigned to the Services and include a current resume (not to exceed two (2) pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements and Preferences are:

1. Project Management Institute’s Project Management Professional (“PMP”) Certification is required for project management.

2. Strong project management, business analysis, budgeting, financial analysis experience and knowledge are required.

3. Recent experience, in last three (3) years, and knowledge serving as key advisor and partner with business and IT executives in project management strategy and approaches with similarly scoped projects is required including experience in the following:

· Reviewing, making recommendations, and drafting procedures to implement best practices, mature project management practices, and meet requirements.

· Demonstrate Contractor has internal quality control practices for its Key Person(s) to use when reviewing, editing, and providing feedback on projects and project artifacts is required.

· Recent experience, in last three (3) years, developing, performing, and facilitating system testing activities is required.

· Strong quality control experience and knowledge required.

· Demonstrated experience, within the last three (3) years, in business analysis for complex information technology projects is required.

· Demonstrated experience, in the last three (3) years, in data conversion/migration, and system integration is required.

· Experience in Business Analysis Body of Knowledge, version 3 (“BABOK”) guidelines is preferred.

· Bachelor’s degree or higher in computer science, public administration, business management or another relevant field is preferred.

· Strong understanding of public sector environment is preferred.

Organizational Chart. Provide an organizational chart identifying the staffing that will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified.

Due to the nature of services, Key Person(s) may need to be available to periodically work on-site as agreed upon between all parties. Work site(s) will be designated by Authorized Purchaser in subsequent ordering instruments. All headquarters/offices are located in Oregon. Key personnel will submit to all security checks requested by Authorized Purchaser, which may include any combination of fingerprinting, Oregon Law Enforcement Data Systems (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks and comply with the State of Oregon security standards.

Proposed Statement of Work (Mandatory,…