S-12300-00009416_C2023011_EDMS_RFP_Addendum_1.pdf

Addendum #1 to Oregon Business Development Department RFP No. S-12300-00009416

“Economic Development Management System”

The Oregon Business Development Department (“Business Oregon” or “Agency”) has received numerous questions regarding the requested services, and while the deadline for proposals remains unchanged, we wish to provide responses to the questions received to date. None of the answers modify or add to the directions in the RFP document but provide useful information for drafting a proposal.

The Oregon Business Development Department also wishes to clarify and extend the RFP Questions/Requests for Clarification deadline and modify the Approach and Implementation page limit to allow additional pages for proposals that are for more than one component, as follows:

Section 1.2 – Schedule of the RFP is hereby amended, as follows: (deletions in strikethrough;

additions in bold and double underline):

1.2 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.

Event Date Time

Pre-Proposal Conference February 28, 2024

10:30 AM –

12 PM

Questions / Requests for Clarification / Exceptions (as mentioned in Section 5.4.1) Due

March 6, 2024 March 11, 2024 12 PM

Answers to Questions / Requests for Clarification Issued (approx.) March 18, 2024

RFP Protest Period Ends 7 calendar days prior to RFP opening

Opening (Proposal Due) See RFP Cover Page

Presentations, Demonstrations, or Interviews (approx.) June-August, 2024

Issuance of Notice of Intent to Award (approx.) July-September, 2024

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

Section 3.2.2 – Proposal Page Limits of the RFP is hereby amended, as follows: (deletions in strikethrough; additions in bold and double underline):

3.2.2 Proposal Page Limits

Although Proposals do not have an overall page limit, specific sections have the page limits described in the list below. Any pages exceeding these limits will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Approach and Implementation: 25 pages – Proposals responding to more than one of the five components may include 2 additional pages per additional component.

• Experience: 3 pages plus Attachment J

• Statewide Security Standards Response: no page limit

• Price Proposal – 2 pages

• Disclosure Exemption Affidavit (Attachment B): no page limit

• Proposer Information and Certification Sheet (Attachment C): no page limit

• Reference Check Forms (Attachment D): no page limit

• COBID Certification / Outreach Plan (Attachment E): no page limit

• Responsibility Inquiry (Attachment F): no page limit

• EDMS Requirements (Attachment H): no page limit

• Integration Experience (Attachment J): no page limit

Section 3.3.1 – Approach and Implementation of the RFP is hereby amended, as follows:

(deletions in strikethrough; additions in bold and double underline):

3.3.1 Approach and Implementation

Provide a 25-page (or less) narrative proposing the following (Proposals responding to more than one of the five components may include 2 additional pages per additional component.):

• an implementation plan that addresses integration with other solutions and existing software (please see Attachment F for a diagram of future-state system),

• data migration (from legacy systems and spreadsheets),

• collaboration with Business Oregon on a Data Dictionary,

• connection to PowerBI and creating standard reports,

• testing,

• end-user training.

Questions and Answers to all questions received as of February 29, 2024:

Q1. What is the expectation of external portal (i.e., chatbot)?

A1. Agency is interested in functionality proposers have to offer.

Q2. State that Salesforce is currently being used. What types of actual features or purposes can you describe?

A2. Salesforce is being use for Customer Relationship Management (“CRM”) and internal business processes, reporting, tracking approvals, tracking early-stage eligibility.

Q3. What are the core needs?

A3. There are 5 components. The Agency is looking for a solution(s) to integrate with the other solutions in addition to the current Agency environment where Active Directory, Salesforce, and Microsoft 365 are utilized.

Q4. What is being asked?

A4. The agency is looking to implement an integrated Software as a Service solution that provides for (1) contract management, (2) award and financial management, (3) investment management, (4) donor management, and (5) public facing portal. This solution will serve as a "System of Record" and must be implemented using cloud technology. Proposers may propose to provide solutions for any number of the components or all of the components. A list of current programs the agency administers, and that will be managed in the new system, can be found on our website at https://www.oregon.gov/biz/programs/Pages/default.aspx. More information about activities performed in each component is listed on page 7 and 8 (in section 2.4) of the RFP.

Q5. RFP States: Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. Do we need to provide exceptions by March 6th along with questions? Or can we wait till the proposal due date?

A5. Per Section 5.4.1 – Negotiation of the RFP: “Proposer shall review the attached Sample Contract and note exceptions. Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2.”

Please note that the deadline for the Questions/Requests for Clarification was extended as per this Addendum.

Q6. Will you be sharing the video? Additionally, could you please clarify what are the core needs that you are looking for?

https://www.oregon.gov/biz/programs/Pages/default.aspx

A6. The Pre-Proposal Conference was not recorded so there is no video to share. Please see answer A3.

Q7. Does our narrative proposal document need to follow exactly the outlined sections (Approach and Implementation, Experience, Security Statement and Standards, and Price Proposal) or can we include a few additional sections (e.g., Executive Summary, Solution Overview, Solution Architecture, etc.)?

A7. Section 3.2.3 (page 11) states that the Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. The Agency recommends the vendor to refer to the page limit stated in the RFP. If additional sections are included, they will not be scored.

Q8. Attachment J requests customer information and Attachment D requests reference contact information. Are the customers we list in Attachment J going to be treated as supplemental references? We ask because we will need to proactively reach out to these customers to ensure they are ok with Business Oregon contacting them.

A8. Business Oregon may contact the customers listed on Attachment J.

Q9. What is the current platform/technology used for Investment Management?

A9. There is no current platform/technology used. The solution will be a new system.

Q10. Does Business Oregon have a budget range defined for this RFP?

A10. No.

Q11. Would one of the core business needs we could bid for be to integrate all software solutions together on its own?

A11. Integrating all software solutions together is not within the scope of this RFP opportunity.

Q12. Instead of one of the 5 components, could a firm bid on just section 2.4.1

Implementation and Integration?

A12. Please see answer A11.

Q13. Is there a preference towards off the shelf software / custom development?

A13. The Agency is primarily interested in the reading how a vendor's solution will address the needs stated in the RFP and will consider off-the-shelf and custom development

Q14. For the references, should we provide one reference per component in order to cover all areas, or will you accept 3-5 references that demonstrate exceptional delivery in any of the components.

A14. Business Oregon defers to the proposers on how they want to list their references.

Q15. You're using Salesforce with their CRM product currently, correct? How many users, internally and externally, are you planning for with this EDMS? Do you have a range for external users? Is there a bill in legislative session tied to EDMS project?

A15. There are approximately 150 internal users. Each month, we estimate there are 5,600 external users with an additional 2,700 users three months of the year during the peak tax donation time.

No, there is not a bill in the legislative session.

Q16. RFP States: Proposers must be licensed to do business in their state and prepared to comply with requirements for doing business in Oregon, including registering with the Oregon Secretary of State and OregonBuys. Question: Do we need to provide proof of our state business license?

A16. No, the Agency does not need proof of a business license from proposers. The Agency will independently verify.

Q17. Related to requirement 5.2.2 -Does Business Oregon already have a payment gateway that they plan to use moving forward?

A17. Yes. The Agency currently uses existing State services.

Q18. For your 5 outlined core solutions listed on pages 7-8 could you clarify for each if you have a Solution already in place for each one of these, or this would be a new software solution for all?

A18. The following core components are:

1. Contracts - A new system will replace the current in-house development tool.

2. Awards and Financial Management - A new system will replace the current

Grant and Loan application tool.

3. Investment Management - The solution will be a new system.

4. Donor Management - A new system will replace the current Pearl database.

5. External Portal - The solution will be a new system.

Q19. 30 Contracts Management Component users, 130 Award & Financial Management

Component users, 10 Investment Management Component users, and 12 Donor Management Component users. Are admin licenses included in this headcount?

A19. Yes, administration headcount is included in those totals.

Q20. Is possible to get additional pages per component if we are bidding on multiple components? So essentially getting a bit of leeway with the 25-page limit for the Approach and Implementation section.

A20. Yes, please refer to the amended RFP language above regarding section 3.2.2. – Proposal Page Limits and 3.3.1 Approach and Implementation.

Q21. Would it be acceptable to respond to RFP as a deliverable-based project (vs time & materials)?

A21. The payment provision of the Sample Contract (Section 6.2.1) calls for fixed price deliverables. Proposers shall price deliverables in their price proposal as fixed price.

Q22. Do you have a range on budget expectation for this EDMS project? Do you have an internal budget for this project already?

A22. No, the Agency is open to reading a vendor's proposed solution(s) to meet the needs stated in the RFP.

Q23. The RFP mentions a "Independent Quality Management Services (“iQMS”) vendor" what exactly is their role and when to they become involved in the project?

A23. The iQMS vendor is already involved in the project and will be through the end of the project. They are an independent third-party that evaluates the project activities and products to ensure quality standards are met.

Q24. OBDD is part of OR SOS. Would SOS be the agency that would be paying for this EDMS?

A24. No, Business Oregon is not part of Secretary of State. Business Oregon is paying for the EDMS.

Q25. Is page 10 section 3.2.1 a comprehensive check list for submission for round 1?

Additionally, if section 2.4.1 implementation and integration becomes another solution we could bid on it on its own could we use 3.2.1 as a reference for submission?

A25. Yes, Section 3.2.1 is a comprehensive check list for submission for Round 1 evaluations. Please refer to answer A11 (Integrating all software solutions together is not within the scope of this RFP opportunity.)

Thank you for your continued efforts and interest.