S-12300-00009416_C2023011_EDMS_RFP.pdf

STATE OF OREGON

COVER PAGE

Oregon Business Development Department or “Business Oregon”

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-12300-00009416 for

ECONOMIC DEVELOPMENT MANAGEMENT SYSTEM

Date of Issue: February 9, 2024

Opening Date and Time: March 25, 2024, at 1:00PM Pacific Time.

Single Point of Contact (SPC): Tabatha Hoge

Address: 775 Summer St NE City, State, Zip Salem, Oregon 97301 Phone (voice) 971-382-2721 E-mail: tabatha.l.hoge@biz.oregon.gov

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.

mailto:tabatha.l.hoge@biz.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

4.12 ROUND 1 RANKING OF PROPOSERS

4.13 ADDITIONAL ROUNDS

4.14 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 PRINTING, BINDING, AND STATIONERY WORK

6.10 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G STATEWIDE INFORMATION AND CYBER SECURITY STANDARDS

SPREADSHEET (to be submitted only if and when Proposer is invited to the second round)

ATTACHMENT H EDMS REQUIREMENTS

ATTACHMENT I FUTURE STATE SYSTEM MODEL

ATTACHMENT J INTEGRATION EXPERIENCE

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Business Development Department, (“Agency” or “Business Oregon”), is issuing this Request for Proposal under the provisions of

ORS 279B.060.

Business Oregon seeks up to five qualified and eligible contractors to implement Software as a Service (SaaS) solutions serving as a “System of Record” that allows Business Oregon to manage its programs and services, manage related customer and business data, and provide a secure a portal for Oregonians to access Agency services. The overall solution will comprise integrated SaaS components with some existing software to create a comprehensive Economic Development Management System (EDMS).

The EDMS is organized by the following components: (1) contract management, (2) award & financial management, (3) investment management, (4) donor management, and (5) external facing portal, with a subsequent integration between components (1)-(5) and existing Agency and State software to provide a cohesive system.

The EDMS solution must be implemented using cloud technology and support multi-tenancy capabilities, such as Software as a Service (“SaaS”). The solution must support workflow management, decision support, data analytics, secure design, scalability, interoperability, modern integration components, and the ability to configure each of these capabilities to the needs of the state. Proposers shall provide all required configurations, infrastructure, licenses, integration, interfacing, data conversion, training, maintenance, and operations support. This RFP is only for solutions that are hosted in the cloud, not hosted on premise.

Proposers may propose to provide solutions for any number of components or all of the components. System requirements for all components are listed in Attachment H EDMS Requirements.

Additional details on the scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of up to five contracts from this RFP.

The initial term of the initial Contracts is anticipated to be 5 years with options to renew up to a cumulative maximum of 20 years for each Contract.

Contract awards are contingent upon Agency receiving legislative funding and Agency finding a acceptable solutions for each component (see Section 2.4).

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 Due March 6, 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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 285A.075 and OAR 137-047- 0255.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0255. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

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

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Business Oregon is the state of Oregon’s economic development agency. Our mission is to invest in Oregon’s businesses, communities, and people to promote a globally competitive, diverse, and inclusive economy. To achieve this mission, the agency administers more than 80 core programs. Our current portfolio stands at more than 2,100 open accounts worth nearly $2.8 billion. We offer business certification, grants, direct loans, loan guarantees for term loans and lines of credit), municipal finance loans, revenue bonds, private activity bonds, tax credits and incentives, direct and fund venture capital investments, and use a variety of repayment calculations, return calculations, and interest options (e.g., amortized payments, simple interest, interest-only, custom payment schedules). We also modify loan terms, conditions, change due dates, alter payment frequencies, and defer payments. Additionally, some loan programs have a forgiveness component. Several of our programs receive federal funding, which add specific elements and reporting to this project’s requirements.

2.3.2 Project Overview and Background and Purpose

Business Oregon has a Modernization Program comprised of several projects. The first project is an Economic Development Management System (EDMS) and is intended to deliver a foundational technology system that will (1) provide an online system for Agency employees to manage and administer all Agency programs, loans, grants, bonds, tax abatements, investments, and manage related customer and business data, and (2) create a secure online, public-facing portal that provides a customer dashboard, online application process, and secure document sharing. The EDMS project will replace a legacy loan and grant portfolio management system, a donor management system, and a contract status system. It also will integrate with Active Directory, Salesforce (used for CRM), the Agency’s M365 environment (including Microsoft PowerBI for analytics and reporting), and the Statewide Financial Management Application (SFMA, the state’s financial system of record). The result of this modernization project will create a single ‘system of record’ by which to manage all programs, all types of incentive awards, all investments; provide financial management; requests and contract management; and automate manual processes.

2.4 SCOPE OF WORK/SPECIFICATIONS

The EDMS solution must implement industry standard features and best practices for data and system integrations. Selected vendor(s) shall provide project management, oversight, and coordination services related to system configuration, integration, installation, implementation, and support of the solution. Vendor(s) shall cooperate with Business Oregon and its project management team, Independent Quality Management Services (iQMS) vendor, and Enterprise Information Services (EIS) to ensure processes, methods, and artifacts comply with Project Management Institute (PMI) PMBOK and industry best practices.

The Proposer’s solution must operationally integrate and exchange information with many other systems. The solution must have the capability to interface with state and federal systems as needed. Proposer’s integration plans should support a modern enterprise-wide integration strategy for the Agency. Selected vendor(s) shall work with the system integrator (the system integrator may be the Agency or a contractor to Agency, or both) to successfully complete robust and comprehensive testing of their component solution, including how it integrates into the overall EDMS, validate the functionality in their component solution and perform integration testing with interfacing and impacted systems. This includes interfaces with internal Agency systems (e.g., Salesforce (system of record for all organization and contact information for customers, partners, and contacts), Active Directory, M365 software), as well as external systems operated by partner agencies (e.g., SFMA (state's financial system of record)). Selected vendor(s) shall provide incident triaging and resolution support including management of defects utilizing an appropriate tool or tracker.

Proposers must meet or exceed the requirements, listed in Attachment H EDMS Requirements, for the component(s) their proposal addresses. Attachment H is an Excel file containing a tab for each component and a place to respond and explain the proposed product’s ability to meet the requirement.

Proposers will implement automated workflows that track and document the progression of work with a specific customer or project in a transparent and organized fashion. The objective is to use the EDMS to track the status of a project, trigger the next action item to be performed, request and document needed approvals, and automatically report on the process. A successful implementation will provide visibility to both the external customers and internal staff as to the progression of the work. Following is a summary of the components.

All Solutions All proposers are required to respond to the system requirements listed on the All Solutions tab. These requirements formulate the base upon which all solutions will operate and include elements such as solution security, accessibility, integration, data and storage, configuration and customization; customer account creation and access; a digital signature solution or ability to integrate with DocuSign; and online applications, secure document sharing (upload and download) and messaging.

1. Awards & Financial Management Component

The Awards & Financial Management Component includes the management of loans, grants, financial incentives, and accounting business processes. This component covers the following:

• Ability to set up and manage multiple workflows and approval processes for loans, grants, financial incentives, and accounting duties.

• Manage multiple templates.

• Customizable statuses.

• Allow Agency users to record and track financial transactions including multiple amortization schedules.

• Provide for typical lending activities such as managing collateral, UCC filings, fees.

• Invoices and receipts.

• Ability to manage grants, including external review panel activities.

2. Contracts Management Component

The Contract Management Component covers the following:

• The ability to provide an internal (within Agency only) request system.

• The ability to assign requests to Agency contract staff.

• The capability for approximately 100 different templates to be uploaded and managed in the system.

• Enablement of staff to manage a contract from drafting to execution.

3. Investment Management Component The Investment Management Component covers the following:

• The ability to track investment performance.

• Provision of tools for evaluation, compliance, and risk management.

• Ability to hold and maintain a minimum of 10 years of investment data.

• Capability to track commitments, funded and unfunded portions, contributions, distributions, unrealized value, adjusted value, and capital balance.

4. Donor Management Component The Donor Management Component covers:

• the ability to record donation details by individuals and organizations,

• record and track matching donations, and

• identify and track donation campaigns (communication efforts) for fundraising.

5. External Facing Portal Component

The Portal Component covers:

• the ability to present forms to our external partners and customers that enable us to move from a manual, paper-based process to an online, interactive process.

• the ability to provide secure upload/download of documents, secure messaging, as well as a meaningful and informative dashboard where all of their business engagements with us can be found in one place.

2.4.1 Implementation and Integration

After solutions have been selected, a system integrator will be responsible for managing integration and implementation. The integration and implementation plan will be finalized through a collaborative effort among the Agency and selected Proposers.

The Agency’s expectations for collaborative implementation and integration among selected vendors includes but is not limited to:

• Implementation occurs in multiple stages, at a minimum, one stage for the components that staff will use to manage their work and one stage for public use (external portal). We also acknowledge that the implementation stage for staff can be split into multiple stages.

• Each selected vendor will document and reconcile Requirements against the solution through a Requirements Traceability Matrix (RTM) that includes agreed upon structure/elements and ensures clear mapping to design documentation and gap analysis identification. The Agency will provide current and approved business process maps and will work collaboratively with selected vendors to address gaps and finalize the solution configuration.

• The computing environment, set up and security will be configured according to the final approved plan and will align with the state of Oregon statewide information security standards, create and maintain workflows, manage changes, and deploy configurations across multiple environments.

• Data Migration Plans should anticipate approximately 40,000 active records (loans, bonds, investments, donations, contracts) and an additional estimated 5,000 records for grants and closed projects from 2021-2023 biennium.

• Vendors will work collaboratively with the system integrator, following an approved implementation plan.

• Each vendor will participate in the creation of a single, master Data Dictionary.

• End-user training will be a collaborative effort between all selected vendors and the

Agency.

• Each vendor should provide documentation and training materials that comply with ADA standards.

• Each vendor is expected to develop an Operations & Maintenance (O&M) plan describing details for ongoing O&M support after final acceptance of solution. The Agency expects a team of trained technicians and experts who can troubleshoot problems, answer questions, or assist in completing tasks. Point of contact will be a Business Oregon IT staff person.

Service Level Agreements (SLAs) will be part of the contract and used to address on-going needs of the Agency over the course of the contract period. SLA will describe key elements such as a description of services, service standards and metrics, service tracking and reporting, periodic review and change process, and responding to software incidents and problems. Operations & Maintenance Plan details will be negotiated following vendor selection.

The following table summarizes implementation and integration activities and the responsible party(ies). Where all parties are indicated, the intent is for all to work collaboratively to complete the stated activity.

Activity Vendor Agency Implementation N/a X

Assess systems to be integrated. X Inventory current software and tech specifications. X X Propose data migration and testing approach X Propose PowerBI connection & standard reports X Propose implementation and integration plan X Propose training approach X Map out how/where solutions communicate with other solutions and existing software X X

Create design models documenting the architecture of the new solution and its processes X X

Finalize implementation plan (includes approach, data migration, and schedule) X X

Implement system following implementation schedule X X

Integration X n/a Integrate components, create interfaces and write code as necessary

X

Thoroughly test new integrated system; all modules seamlessly interact with on another without data loss during transmission

X X

Develop a Data Dictionary X X Provide documentation (written and diagram) on processes and usage of the new solution X

Final Training Plan X X

Provide training materials X X Participate in Agency user training sessions X X

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Technical Requirements

Proposers must meet all of the technical requirements listed in H.

3.1.2 Licensing/Registration Requirements

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.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 ROUND 1 Proposal Submissions

• Approach and Implementation

• Experience

• Security Statement and Standards

• Price Proposal

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• COBID Certification / Outreach Plan (Attachment E)

• Responsibility Inquiry (Attachment F)

• EDMS Requirements (Attachment H)

• Integration Experience (Attachment J)

• Key Persons and Resumes (Optional but accepted)

[The RFP also contains the following attachments which are not to be submitted with the Proposal for the first round:

• Statewide Information and Cyber Security Standards Spreadsheet (Attachment G) – to be submitted only if and when Proposer is invited to the second round.

• Future System Model (Attachment I): not applicable. This attachment is for informational purposes only and should not be submitted with the Proposal.]

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

• 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

3.2.3 Proposal Format and Quantity

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.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

The Price Proposal should be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure 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.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.2.4 Authorized Representative

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

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 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 artwork, 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, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Approach and Implementation

Provide a 25-page (or less) narrative proposing the following:

• 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.

3.3.2 Experience

Provide up to three pages to describe:

• your customer service approach;

• REQUIRED: in the last three years, your experience in data conversion, migration, and system integration;

• REQUIRED: Complete Attachment J-Integration Experience; and

• detailed description of your team’s experience in o Working with government o Working with other vendors on large implementations o Customer service approach to project issue resolution

3.3.3 Security Statement and Standards

Security Statement (mandatory, not scored) The Proposal must contain a statement pertaining to security checks as described below. This statement is not scored. The statement must demonstrate Proposer's agreement that if awarded a Contract:

a. Proposer and Proposer's staff monitoring the systems who will have access to State systems, facilities, and confidential information will submit to all security checks requested by Agency, which may include fingerprinting and Oregon Law Enforcement Data Systems (LEDS) background checks, and comply with the following state of Oregon security standards:

• Privileged Access Monitoring and Reporting viewable at:

https://www.oregon.gov/das/Policies/107-004-140.pdf

• Statewide Information and Cyber Security Standards viewable at:

https://www.oregon.gov/das/OSCIO/Documents/2019Statewid eInformationAndCyberSecurityStandardsV1.0.pdf

• Statewide Cloud Computing policy:

https://www.oregon.gov/das/policies/107-004-150.pdf

b. Please see Attachment G, Statewide Information & Cyber Security Standards Spreadsheet at the Moderate Level for a spreadsheet version of the standards referenced in this section. Please note, Attachment G is not to be completed and submitted unless a Proposer is invited to a subsequent round. See RFP Timeline for more information regarding an additional round.

2. Statewide Security Standards Response (mandatory, not scored) Proposer shall describe the security protection for their solution, addressing security for the following areas:

a. If the proposed solution is for multi-tenant or single tenant hosting.

b. Data storage.

c. Data encryption (at rest and in transit).

d. Access to application layer, and to Agency Data.

e. Role Based Access Control (RBAC).

f. Development and hosting only within the continental United States.

3.3.4 Price Proposal (itemized cost structure)

Submit a detailed Price Proposal in a separate document electronically though OregonBuys.

Include up to two pages to provide an itemized cost structure that includes everything needed to implement and maintain the proposed solution for ten years (separate out initial setup and one-time fees from all other costs). If the cost structure is by license or seat, we approximate purchasing for 30 Contracts Management Component users, 130 Award & Financial Management Component users, 10 Investment Management Component users, and 12 Donor Management Component users.

3.3.5 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.6 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, https://www.oregon.gov/das/Policies/107-004-140.pdf https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf https://www.oregon.gov/das/policies/107-004-150.pdf related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

3.3.7 Key Persons and their Resumes (Optional)

Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.3.8 EDMS Requirements (Attachment H)

Proposers must complete Attachment H (EDMS Requirements) for each component they propose on. These requirements are found in the Attachment H Excel sheet, wherein each component has its own sheet tab. Proposers must respond to each requirement and explain their solution’s ability to meet each EDMS requirement by using the prompts found in columns F and G.

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by attending a virtual Microsoft Teams meeting at the link below:

https://oregonbuys.gov/ https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MzIyY2Q3ZDktNTUwZS00ODU1LWIyMGUtZGJiNTIwMDg5YTJh%40thread.v2%2F0%3Fc ontext%3D%257b%2522Tid%2522%253a%2522aa3f6932-fa7c-47b4-a0ce-a598cad161cf%2522%252c%2522Oid%2522%253a%252270c3d1d9-dbb6-46f0-b52f- 203b5c433b4e%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=ffe5bc5e-12e1-4a9e-8b62- 6d08ddfaeecd&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true

Meeting ID: 274 627 705 49 Passcode: XB2aRk Download Teams | Join on the web

Or call in (audio only) +1 503-446-4951,122964430# United States, Portland Phone Conference ID: 122 964 430# Find a local number | Reset PIN

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

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• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

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

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

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

Proposals will be opened via OregonBuys on the date and time listed in the Schedule set forth in Section 1.2. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 137- 047-0740.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

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

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

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

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

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

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with

OAR 137-047-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1: Approach and Implementation Plan (30%)

• How well does the Proposal address integration with other solutions and existing software?

• How well does the Proposal address data migration (from legacy systems and spreadsheets)?

• How well does the Proposal address collaboration with Business Oregon on a Data Dictionary?

• How well does the Proposal address connection to PowerBI and creating standard reports?

• How well does the Proposal address testing?

• How well does the Proposal address end-user training?

4.10.2.2 Evaluation Item 2 : Experience (20%)

• How well does the Proposal address the Proposer’s customer service approach?

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 4 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

• How well does the Proposal provide detail on the Proposer’s experience with the following issues?

o Working with government o Working with other vendors on large implementations o Customer service approach to project issue resolution

• How well does the Proposal address the required information on the Proposer’s last three years of experience in data conversion, migration, and system integration?

4.10.2.3 Evaluation Item 3 : EDMS System Requirements (40%)

• How well do the proposer's product(s) meet the stated system requirements for the modules the Proposer is proposing on? See attachment H for more information.

4.10.3 PRICE EVALUATION (10%)

The SPC will conduct the price evaluation on proposals received for each component. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

4.10.4 PREFERENCES

4.10.4.1 Oregon Supplies and Services - N/A

4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 137-046-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.3 Recycled Materials - N/A

4.10.4.4 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator. Points are the total possible for each section as listed in the table below.

https://www.naspo.org/reciprocity1

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

4.12 ROUND 1 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Proposer meetings with the State’s Enterprise Information Services Cybersecurity Office

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

ROUND 1 POINTS POSSIBLE 100

4.10.2.1 Evaluation Item 1: Approach and Implementation

Plan

4.10.2.2 Evaluation Item 2: Experience 20

4.10.2.3 Evaluation Item 3: EDMS System Requirements 40

4.10.3 Price Evaluation 10

ROUND 2 POINTS POSSIBLE (if applicable) 100 Interview + Product Demonstration 75 Meeting with Cybersecurity Office 25

ADDITIONAL ROUNDS POINTS POSSIBLE (if applicable) TBD

TBD TBD TBD

• Serial or simultaneous negotiations

• Best and Final Offers

4.12.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.12.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.13 ADDITIONAL ROUNDS

Interviews

Proposers progressing to Round 2 will be invited to participate in Proposer interviews.

Interviews will be conducted virtually via Microsoft Teams. Further details will be included with Notice of Competitive Range.

The top Proposers will move forward to a second round, which will include:

1. Provide a solution demonstration. The solution demonstration will be an up to 90-minute meeting for the Proposer to demonstrate their proposed product to the Agency.

The Proposer will be responsible for managing the time of the session, which will be attended by Agency subject matter experts who will be users of the solution.