S-44300-00018005 Smartsheet Bid Questions.xlsx

XLSX spreadsheet 35 KB Posted Sep 18, 2026

Attached to: Smartsheet-Based Federal Block Grant Financial Management Solution
Solicitation number: S-44300-00018005
Issued by: Marion County, Oregon

About this file

Written by GovTribe AI · Oct 12, 2026

This is a bid questions document for RFP S-44300-00018005 issued by the Oregon Health Authority requesting proposals for a Smartsheet-based federal block grant financial management solution. The project consolidates financial management for two federal block-grant programs—the Mental Health Block Grant and the Substance Use Prevention, Treatment & Recovery Services Block Grant—into a unified system with integrated dashboards and portfolio-level views. Deliverables include an Assessment and Plan, Configuration Plan and Validation Report, Test Plan and Results, and Training Documentation for administrators and end users. Proposals were due October 9, 2026 at 5:00 PM Pacific Time, with an anticipated award date of October 30, 2026. The contract term is six months or less, with OHA's option to extend up to five years total. The six-month timeline begins upon contract execution with no other hard dependencies or federal reporting date constraints. No pre-offer conference will be held, and bidder questions were due September 25, 2026 at 5:00 PM Pacific Time.

Contractors must provide maximum not-to-exceed pricing on detailed cost sheets, with payments made by Electronic Funds Transfer for completed work; OHA will not reimburse travel expenses. An Oregon Small Business Enterprise (OSBE) preference of 10 percent applies to qualifying offerors, including Women-Owned and Veteran-Owned Business Enterprises registered in COBID, which will be prioritized during evaluation. Minimum qualifications require demonstrated experience with Smartsheet configuration and financial data models or financial management systems. Evaluation criteria total 100 points across Methodology and Statement of Work (30 points), Business Requirements demonstrating relevant experience and capacity (25 points), Technical Requirements including Smartsheet expertise (25 points), References from similar projects within the past five years (10 points), and cost (10 points, evaluated on percentage comparison to lowest cost). Federal audit and compliance requirements apply if the contractor expends $1 million or more in federal funds annually. All work product is OHA's exclusive property, and configuration work uses dummy or simulated data in OHA-provided Smartsheet environments. Insurance requirements and certificate submission details will be finalized with the winning contractor.

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Other files

File	Type	Posted
6238_AttC.docx	DOCX document	Sep 18, 2026
6238_Att F.docx	DOCX document	Sep 18, 2026
6238 Att A.docx	DOCX document	Sep 18, 2026
6238_Att G.docx	DOCX document	Sep 18, 2026
6238_Att I Systems Landscape Overview.docx	DOCX document	Sep 18, 2026
6238_Att H Illustrative Backend Infrastructure.docx	DOCX document	Sep 18, 2026
6238_Att B.docx	DOCX document	Sep 18, 2026
6238_RFP final draft.pdf	PDF	Sep 18, 2026
6238_Attachment E - Cost Sheet.docx	DOCX document	Sep 18, 2026
6238_Att D.docx	DOCX document	Sep 18, 2026

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OR Grant Bid Questions

Topic	Sub-topic	Question	Document	Section	Sender:	Answer/Response:	Answered by:
Contract / RFP Requirement	Insurance requirements	Contract Exhibit C (Insurance): The Sample Contract's Exhibit C is blank. Please post the required coverage types and limits (e.g., professional liability, cyber, general liability), and confirm whether certificates are due before execution	Att A; RFP	Exhibit C (blank); RFP 4.2.1 (p.25)	The Smart PM LLC	This Exhibit will be completed/further discussed with the winning prosper
Contract / RFP Requirement	Timeline and start date	Timeline: Sec 3.4.2 evaluates capacity to meet "the stated timeline," but the RFP states only a term of six months or less. What are the target start date, required completion date, and any hard dependencies (federal reporting dates, FFY 2027 phase start)?	RFP; Att E	1.1 (p.3); 3.4.2 (p.19); 3.5.2.2 (p.22); Att E "Due Date" column	The Smart PM LLC	The six month timeline will begin when the resulting contract is executed. There are no other hard dependencies.
Contract / RFP Requirement	Oregon Small Business preference or certified firm participation	OSBE preference and small business encouragement: Will WBE or VBE be considered if registered in COBID?	RFP	3.7.1 (p.23); 5.2 (p. 26)	The Smart PM LLC	Yes, OSBEs are encourged to apply and will absolutely be considered.

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Comment:

@Howard Elvis R. does the evaluation rubric incentivize COBID?

Reply:

COBID vendors should be prioritized when possible. The COBID preference is tied to small procurements (<$25K), and is more of a ‘formula’ for intermediate and above procurements. From the DAS page: For written solicitations, a preference of greater than 0% and up to 10% must be applied to OSBE offers according to OAR 125-246-0230:

Evaluation based on price: Apply the preference by reducing the OSBE's evaluated price by the selected percentage. This reduction is for the evaluation only - the contract price does not change.

Best Value Evaluation: Apply the preference by increasing the OSBE's total score by the selected percentage .

Contract / RFP Requirement	Acceptance and payment terms	Acceptance and payment: What are the acceptance criteria and OHA review turnaround for deliverables, and the payment schedule (per deliverable, monthly, holdback)?	Att A	Sec 4(c); Exh A Part 2	The Smart PM LLC	This will be determination in collaboration with the resulting contractor in negotiations. OHA will consider the unique needs of the contractor.
Contract / RFP Requirement	Pricing structure and breakdown	Pricing structure: Is a fixed price per deliverable expected, or time-and-materials with a not-to-exceed cap? Att E has no rate, hours, or profit columns although Sec 3.4.6 asks for a labor, profit, and expense breakdown. Where should it appear, and what does "Option 1" in Sec 3.4.6 refer to? Is a budget range available?	RFP; Att E; Att A	3.4.6 (p.20); 3.2.1 (p.16); Att E; Att A Sec 4 and Exh A Part 2	The Smart PM LLC	OHA expects fixed‑price pricing by deliverable, with the total contract amount serving as a not‑to‑exceed cap. Attachment E is the required cost sheet for entering those deliverable‑level prices. The breakdown of labor, profit, and expenses referenced in Section 3.4.6 should be included within the Offeror’s narrative cost proposal, not in Attachment E itself.

The “Option 1” phrasing in Section 3.4.6 just refers to the method of submitting the cost sheet through OregonBuys as a separate electronic response file; it is not an alternate pricing structure.

OHA is not providing a budget range.

If needed, amendments could later be used to add separately priced technical assistance, subject to mutual agreement and available funding.

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Comment:

@Sam Haskins, she/her Will you look into this one and see if you can answer it.

Reply:

@Page Carissa is this correct.

Reply:

I made revisions.

Smartsheet plan, add-ons, licenses Smartsheet environment: Which plan tier and add-ons does OHA hold (Data Shuttle, Data Mesh, Bridge, Control Center, Dynamic View)? Commercial or Gov region? How many licenses will contractor staff get, how soon after award is access provisioned, and will the contractor work in the existing workspace containing the 2022 Active/Completed Request Trackers? RFP; Att I; Att H 2.4.1 (p.12); 2.4.6 (p.14); Att I Part A; Att H A(1), A(2) The Smart PM LLC OHA has the Government version of Smartsheets, OHA does have limited of Dynamic View. OHA does not have Data Shuttle, Data Mesh, Bridge Control Center. If the proposer deems these ad on's as neccesary, please include them in the cost of the proposal.

OHA expects the contractor to develop the solution within the contractor’s own Smartsheet environment, using the contractor’s own licenses, rather than building directly inside OHA’s platform.

As noted in the solicitation, the contractor will not have access to real operational data, including the 2022 Active or Completed Request Trackers. OHA will provide copies of those sheets populated with dummy data for design and testing.

tc={878FA931-390C-45BB-A730-78E6CC022977}: [Threaded comment]

Comment:

@Page Carissa I need you on this one.

Reply:

I updated this one, Mick said we are NOT considering purchasing the add ons.	copied in part to row 43 & 44
	Smartsheet Plan	Tier / Region	What Smartsheet plan tier is OHA currently using, and is the environment hosted in the Commercial or Gov region?	The Smart PM LLC	Standard Teir, Government platform

tc={24CAEE3B-FB0F-4E0F-AD32-F5AA973D73DA}: [Threaded comment]

Comment:

@Page Carissa Can you answer this please?

Smartsheet Plan	Premium Add-ons	Are any other premium add-ons available for this project beyond Data Shuttle and Data Mesh (such as Bridge, Control Center, or Dynamic View)?	The Smart PM LLC	No. OHA does not have Data Shuttle, Data Mesh, Bridge Control Center. If the proposer deems these ad on's as neccesary, please include them in the cost of the proposal.
System Access and Ownership	Access & Provisioning	How many Smartsheet licenses will be provided to the contractor, and how soon after award will access be granted?	The Smart PM LLC	None. OHA expects contractor to develop in the contractors system outside of OHA's platform.

tc={B037E6BE-848D-4A06-9B9B-79E98515EDCB}: [Threaded comment]

Comment:

@Page Carissa I think the answer is that the proposer will need to build the cost of Smartsheet license(s) into their bid. Do you agree?

IT and System Architecture	Workspace Architecture	Will development take place directly in the existing 2022 Request Trackers workspace, or will OHA provide a new, dedicated workspace	The Smart PM LLC	The development will need to be in a separate, dedicated workspace that the contractor provides/builds.
System Access and Ownership	Service Account	Does OHA currently use a dedicated service account for the existing Smartsheet architecture? If not, are you open to working with IT to create one so the new system is not tied to an individual user?	The Smart PM LLC	OHA owns the Smartsheet Governmnet platform. Sheets can be interconnected in that platform, sheets can be created. Contractor will be responsible for creating.

tc={0848B0AC-9832-4336-B94B-B1B8F9E90D4F}: [Threaded comment]

Comment:

@Sam Haskins, she/her I think you can answer this one better than I can.

Contract / RFP Requirement	Whether Att F and G are due with the offer	What exact attachments are required with the offer? Are attachments F and G required with the offer, or only from the apparent successful offeror?	RFP; Att F; Att G	3.4 (p.19); 5.2 (pp.26–27); Att G opening paragraph	The Smart PM LLC	These attachments are required to be submitted as part of the bid.
Scope of Work / Deliverable	Data Migration	Attachment E does not include data migration in the illustrative deliverables. Will the State or the Contractor be responsible for the one-time migration of active Grant and active Contract data into the Smartsheet framework for production go-live?	RFP; Att E	2.4.1 (p.12); 2.4.8 (p.15); Att E Deliverable 4	The Smart PM LLC	OHA will be responsbile for data migration.

tc={AED24F01-6355-41E2-B129-916FE8588EEA}: [Threaded comment]

Comment:

@Page Carissa Please make sure you agree here.

Decision Making		How will decisions be made for this project? We would like to understand if there is a primary business owner acting as the single decision maker, or if this will be a group approval process.	The Smart PM LLC	There will be a lead decision maker as a point of contact for the contractor (contract admin or delegate) who will liase with a group of internal decision makers.
IT and System Architecture	Historical Grant data	The RFP focuses on managing active grant phases. Does the State intend for the new system to house historical, closed Grant data (past federal allotments), or will it strictly track active and future block grants?	The Smart PM LLC	This will house active and future block grants.
IT and System Architecture	Historical Contract data	Attachment H notes that the Contract Master Record will only include active contracts. Can the State confirm that historical, closed contract data will not need to be migrated into the new system?	The Smart PM LLC	Historic data will not need to be migrated into the new system.
IT and System Architecture	Current Environment	Regarding the nonbinding backend examples in Attachment H, is the State open to reworking the current sheet structures to align with Smartsheet best practices for data modeling and scalability?	The Smart PM LLC	Yes.

tc={A1BA2DCE-A4A6-4DCC-9901-28166FC85B94}: [Threaded comment]

Comment:

@Page Carissa This is right, right?

Reply:

yes

IT and System Architecture	Data volumes and row limits	The RFP mentions viewing payment history for contracts. To help us plan for data volume, how many years of historical payment data will need to be ingested, and is there a retention plan to archive older records out of the active workspace?	Att H; RFP	A(3), A(4), B(2); RFP 2.3.1 (p.7)	The Smart PM LLC	Payments that are assigned to active grants will need to be ingested.	Copied to Row 53
IT and System Architecture	Data volume	The RFP mentions viewing payment history for contracts. For an accurate understanding of data volume against Smartsheet row limits, how many years of historical payment data will be ingested, and is there a retention plan to archive older records out of the active workspace?	Att H; RFP	A(3), A(4), B(2); RFP 2.3.1 (p.7)	The Smart PM LLC	Payments that are assigned to active grants will need to be ingested.
Testing	Dummy data and sample extracts	Dummy data: Who creates it, and will it cover all three payment types, supplemental grants, pipeline vs pre-pipeline items, and phase switches? Will sample SFMA (TOAD/OBIEE) extracts and CLM Action Form field lists be provided?	RFP; Att I	2.2.2 (p.5); 2.4.1 (p.12); 2.4.8 (p.15); Att I Parts A and B	The Smart PM LLC	OHA will create dummy data using historic data that includes supplemental grants. The dummy data can be manipulated by the contractor to mock/test pipeline, pre-pipeline, phase switches. Sample SFMA extracts and CLM action form field lists will be provided.	Copied to Row 52
IT and System Architecture	Whether Att H is the scope baseline	Scope baseline: Is Att H's 15-sheet structure the baseline OHA expects offerors to price, or only an illustration? Approximately how many dashboards, reports, and user roles does OHA expect?	RFP; Att H	2.4.1 (p.12); Att H purpose statement and sheet list	The Smart PM LLC	Attachment H is illustrative and non binding, and offerors are not required to replicate the exact 15 sheet structure. That said, it does represent the data environment, relationships, and design considerations the final solution must support. For that reason, Attachment H should be treated as a starting point or conceptual baseline for pricing and solution design. Offerors may propose refinements or alternative structures, but their pricing should assume a solution of similar scope and complexity.

As for the number of dashboards, the RFP does not prescribe a fixed number. Offerors should propose a dashboard and reporting approach that meets the functional needs described in the Scope of Work. OHA also expects some aspects of the front end to be refined iteratively during implementation. The number of users entering or maintaining data in the system will be small (about 5), but the dashboards will be viewed by a much larger group of program and portfolio stakeholders.

tc={613E7891-4ACB-48C3-8BB6-344450C487BC}: [Threaded comment]

Comment:

@Page Carissa I think I need you here.

IT and System Architecture Archiving data - this will need to be addressed to manage the volume of data over certain time periods - what is the process for archiving data in Smartsheet and how will archived data need to be reported? The Smart PM LLC OHA will be responsbile for data archiving.

tc={A5FB962F-5979-4E8E-AC71-D5CD21F0EFDC}: [Threaded comment]

Comment:

@Sam Haskins, she/her Is this something you know about in Smartsheets?

Process		Pipeline management - what is the approval process or pipeline management process to enter data into Smartsheet if it's not entered into the CLM yet? Who manages the pipeline? What is the process to move it off the pipeline?	RFP	2.3.5 (p. 9)	The Smart PM LLC	This is managed by a team at OHA and involves a funding decisions process. Block grant staff will enter pipeline data into the smartsheet.
Process	Other Capacity Building (OCB/SDA) process	OCB/SDA: Sec 2.3.7 says OCB/SDA cannot be identified from SFMA coding and must be separated "through processes outside of SFMA." What is this manual process, who manages it, and what is the intended source?	RFP	2.3.7 (p.10)	The Smart PM LLC	OCB/SDA expenditures can’t be identified directly in SFMA because they share the same PCA and Grant Number coding as SUPTRS Treatment & Recovery Services. Therefore, to meet SAMHSA reporting requirements, staff will need some way to manually classify the portion of these expenditures that belong to OCB/SDA.

In the Illustrative Backend Design in Attachment H, this is done through a manual override in the Funding Allocations & Payment Rules sheet (#7). When selected, the override would flag all payments under that Payment Rule as OCB/SDA, regardless of the coding that appears in SFMA. This would allow OHA to correctly separate OCB/SDA expenditures from Treatment & Recovery and to evaluate Program Area minimums and maximums accurately.

Demos, interviews, contract start		Additional rounds: If OHA holds demos or interviews, what is the expected timing and format? What is the anticipated contract start after the Oct 30 award?	RFP	3.6 (pp.22–23); 1.2 (p.3)	The Smart PM LLC	OHA does not anticiapate demos or interviews. Contract timeline will be determined with awardee.
Security terms		Confirm the contractor will not access PHI, PII, or client data, and what OHA security onboarding under OAR 943-014 applies.	Att A; Att C	Sec 5; Exh B Sec 15; Exhibit D; Att C federal-funds placeholder	The Smart PM LLC	Contractor will not have access to any "real" data.
Training and travel		Training: Roughly, how many administrators and end users, what format is required, and is remote delivery acceptable given no travel reimbursement?	Att E; Att A	Deliverable 4; Exh A Part 2 Sec 2	The Smart PM LLC	Training to Block Grant Operations team will occur remotely. There will be about 20 end users and five administrators.
Section 3.1 Minimum Offer Requirements	Page 16	1. Section 3.1 states that the minimum qualifications will be evaluated based on the Offer Content Requirements in Section 3.4, which include the qualifications of Key Person(s) (Section 3.4.2). May the requirement for demonstrated Smartsheet configuration experience be satisfied through the documented Smartsheet experience of the Offeror's named Key Person(s) and project staff?			Whale Song Project	Yes.
Section 2.4.8	page 15	2. Section 2.4.8, page 15, and Attachment A, Section 15: Does OHA restrict the geographic location of Contractor personnel? Specifically, may configuration staff located outside the United States perform work under this contract, given that all configuration and testing will use OHA-provided dummy or simulated data within OHA-provided Smartsheet environments? In addition, does implementation support during initial rollout (Attachment E, Deliverable 4) require access to production data?			Whale Song Project	Any requests for non-domestic workers would need approval from the Department of Administrative Services and would likley weaken a proposal. The contractor will not have access to any real OHA data.

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Comment:

@Chelsea Holcomb she/her Do you care about this? Do their key persons need to work within the United States? I would assume we would prefer that, yes?

Reply:

I don’t have a preference but OHA may have policies @Howard Elvis R. do you know?

Reply:

This is a ‘case by case’ situation, it’s not specifically a ‘no’, but more than likely a no – the request for non-domestic personnel would need to be approved by DAS.

Section 3.4.5	page 19	3. Section 3.4.5, References, page 19: Will references verifying related work on financial data models or financial management systems, not specific to Smartsheet, be considered "similar projects" for purposes of this section?	Whale Song Project	No, this project requires Smartsheet specific expertise.
Attachment A, Exhibit C	Insurance requirements	4. Attachment A, Exhibit C, Insurance Requirements: Exhibit C appears to be blank in the Sample Contract. Please provide the required insurance types and minimum coverage limits.	Whale Song Project	This Exhibit will be completed/further discussed with the winning proposer
Section 3.5	Cost Evaluation	5. Section 3.5, Cost Evaluation, page 22: This section refers to a formula for scoring cost that does not appear in the solicitation. Please provide the formula OHA will use.	Whale Song Project	The formula reference in Section 3.5.2.4 was inadvertenly left in the solicitation overview. No additional formula(s) will be used in cost evaluation.

tc={CD9148D4-864D-4B02-AA5C-10BC2E029005}: [Threaded comment]

Comment:

@Howard Elvis R. Can you help with this one?

Reply:

I believe the section being referenced (Section 3.5.2.4) was inadvertently left in.

Section 2.4.6 Data Integration and Structural Configuration Please confirm whether Smartsheet, Data Shuttle, and Data Mesh are mandatory components and identify which party will procure and maintain the required Smartsheet Enterprise and premium application licenses. Concourse Tech Yes. These are mandatory components. OHA will procure and maintain the required application licenses.

tc={3329912C-3F78-496E-BE00-5C5DDD6CF538}: [Threaded comment]

Comment:

This is your understanding, too, yes? @KINCAID MICK J Sections 2.4.1/2.4.8 Scope of Work overview; Collaboration, Testing, and Environmental Requirements Please describe OHA’s existing Smartsheet environment, including current licenses, workspaces, relevant sheets or solutions, administrative ownership, integrations, and any incumbent Smartsheet implementation or support provider. Concourse Tech OHA has the Government version of Smartsheets, OHA does have limited of Dynamic View. OHA does not have Data Shuttle, Data Mesh, Bridge Control Center. OHA may consider purchase the premium add‑ons needed after award, and offerors should identify which add‑ons their proposed solution will require.

OHA expects the contractor to develop the solution within the contractor’s own Smartsheet environment, using the contractor’s own licenses, rather than building directly inside OHA’s platform.

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Comment:

@KINCAID MICK J please answer Reply:

Edited, Mick stated we will NOT be buying add ons tc={F58E8A3D-83A7-4603-B81C-6DEB5534E585}: [Threaded comment]

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Comment:

@Howard Elvis R. does the evaluation rubric incentivize COBID?

Reply:

Evaluation based on price: Apply the preference by reducing the OSBE's evaluated price by the selected percentage. This reduction is for the evaluation only - the contract price does not change.

Best Value Evaluation: Apply the preference by increasing the OSBE's total score by the selected percentage .

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Comment:

@Sam Haskins, she/her Will you look into this one and see if you can answer it.

Reply:

@Page Carissa is this correct.

Reply:

I made revisions.

tc={878FA931-390C-45BB-A730-78E6CC022977}: [Threaded comment]

Comment:

@Page Carissa I need you on this one.

Reply:

I updated this one, Mick said we are NOT considering purchasing the add ons.

tc={24CAEE3B-FB0F-4E0F-AD32-F5AA973D73DA}: [Threaded comment]

Comment:

@Page Carissa Can you answer this please?	Sections 2.4.1/2.4.6	Scope of Work Overview; Data Integration and Structural Configuration	Please identify each source system or file that will provide contract, payment, expenditure, invoice, and pipeline data, including available interfaces, expected record volumes, refresh frequency, historical-data migration requirements, and the party responsible for data cleansing.	Concourse Tech	The eventual data sources will either be excel spreadsheets or Smartsheets. No historical data migration requirements. OHA will clean the data internally when real data is used.
	Section 2.4.8	Collaboration, Testing, and Environment Requirements	Will the solution process PHI, PII, Medicaid information, or other restricted OHA data, and what specific security assessment, hosting, SSO, audit logging, retention, accessibility, and regulatory requirements must the proposed Smartsheet environment satisfy?	Concourse Tech	There will not be PHI, PII, or Medicaid information housed in the solution. The data is contract numbers, funding sources, invoices, and other non-PHI.
	Section 2.4	Scope of Work/Specifications	Please provide the anticipated number of programs, grants, contracts, user roles, approval workflows, and required reports, together with the target implementation date, testing responsibilities, and measurable acceptance criteria.	Concourse Tech	This funding involves 36 agreements with counties, and approximately 150 contracts. User roles will be developed with the contractor. There will be about 20 end users and five administrators. The target implemenation date will be within six months of an executed contract. Acceptance criteria will be determined by the contractor and OHA's contract administrator.
	Attachment A, Exhibit C		Attachment A, Sample Contract, Exhibit C "Insurance Requirements" appears blank in the posted file. What coverage types and limits will be required (commercial general liability, professional liability, automobile, and any cyber or network security coverage), given that all work uses dummy data?	Beers Lab, LLC	This Exhibit will be completed/further discussed with the winning prosper
	Section 3.1 Minimum Qualifications		RFP Section 3.1, Minimum Qualifications, requires "demonstrated experience with Smartsheet configuration." Will OHA accept experience demonstrated through the key person's individual prior work, including a working Smartsheet prototype provided for review, or must the experience belong to the offering firm through prior contracts?	Beers Lab, LLC	OHA will accept experience demonstrated through key person's work for minimum qualifications.
	Section 3.7.1		RFP Section 3.7.1 applies a 10% preference for Oregon Small Business Enterprises under OAR 125-246-0230. What documentation should an offeror submit to claim this preference?	Beers Lab, LLC	Please reference Attachment F of the solicitation for the requirements relating to OSBEs.

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Comment:

@Howard Elvis R. Can you speak to this? Is there a way in Oregon Buys for them to self-identify and/or prove? Besides COBID designation?

Reply:

Slightly concerning that the attachments weren’t reviewed prior to submitting this inquiry, as Attachment F specifically speaks to ‘this’.

tc={B037E6BE-848D-4A06-9B9B-79E98515EDCB}: [Threaded comment]

Comment:

@Page Carissa I think the answer is that the proposer will need to build the cost of Smartsheet license(s) into their bid. Do you agree?

tc={0848B0AC-9832-4336-B94B-B1B8F9E90D4F}: [Threaded comment]

Comment:

@Sam Haskins, she/her I think you can answer this one better than I can.

tc={AED24F01-6355-41E2-B129-916FE8588EEA}: [Threaded comment]

Comment:

@Page Carissa Please make sure you agree here.

tc={A1BA2DCE-A4A6-4DCC-9901-28166FC85B94}: [Threaded comment]

Comment:

@Page Carissa This is right, right?

Reply:

yes tc={613E7891-4ACB-48C3-8BB6-344450C487BC}: [Threaded comment]

Comment:

@Page Carissa I think I need you here.

tc={A5FB962F-5979-4E8E-AC71-D5CD21F0EFDC}: [Threaded comment]

Comment:

@Sam Haskins, she/her Is this something you know about in Smartsheets?	Engagement		Is there an estimated budget or not-to-exceed amount for this contract, and does OHA expect any on-site work in Salem, or may all work be performed remotely in the OHA Smartsheet environment?	Beers Lab, LLC	There is a not-to-exceed amount for this contract. All work can be performed remotely.
	Section 2.4.6, page 14; Attachment H	Smartsheet Environment and Premium Aplications	1. Attachment H identifies Smartsheet Data Mesh as the load method for the Active Contract Action Tracker, and Attachment I describes SFMA extracts being uploaded into the Payment Registry. Does OHA’s current Smartsheet environment include Data Shuttle, Data Mesh and Pivot App entitlements?	Optimum Consultancy Services, LLC	OHA does have limited of Dynamic View. OHA does not have Data Shuttle, Data Mesh, or Pivot App. If the proposer deems these ad on's as neccesary, please include them in the cost of the proposal.	Copied in part from Row 7
	Section 2.4.6, page 14	Smartsheet Environment and Premium Aplications	2. If any of those premium applications is not currently licensed to OHA, is procurement of them within the scope of this solicitation, or will OHA acquire them separatel	Optimum Consultancy Services, LLC	OHA does have limited of Dynamic View. OHA does not have Data Shuttle, Data Mesh, or Pivot App. If the proposer deems these ad on's as neccesary, please include them in the cost of the proposal.	Copied in part from Row 7
	Attachment I	Smartsheet Environment and Premium Aplications	3. Do the 2022 Active Request Tracker and 2022 Completed Request Tracker reside in the same Smartsheet instance in which the framework will be built? Data Mesh operates within a single instance, and the answer affects how those sources are connected.	Optimum Consultancy Services, LLC	Yes. The trackers reside in the same Smartsheet instance, but the contractor will be working in their own instance. We will provide copies of the two trackers with dummy data from which you can build out.
	Attachment H, Section A(2)	Scope and Structure	4. Does OHA expect the Active Contract Action Tracker and the Completed Contract Action Tracker as two separately structured sheets, or as a single sheet with active and completed views?	Optimum Consultancy Services, LLC	Two separate sheets. The Active And Completed Contnract Action Trackers should remain separately structured. Column names should remain the same where possible to support cross-referencing.	Same as Row 57
	Attachment H, Section C(6)	Scope and Structure	5. Should the Contract x Program Area Invoice & Payment Summary Table be delivered as a separate physical sheet, or is a dashboard view sourced from the Contract x Program Area sheet acceptable?	Optimum Consultancy Services, LLC	A separate physical sheet is not required, as long as the dashboard provides the necessary Contract x Program Area Invoice & Payment Summary information and functionality.
	Section 2.3.7, page 10	Scope and Structure	6 Regarding OCB/SDA expenditures, which cannot be distinguished by SFMA coding: does OHA have an established process for identifying and separating them today, or does OHA expect the contractor to assist in defining that process as part of this engagement?	Optimum Consultancy Services, LLC	OHA and the Office of Financial services will need to develop a remedy for this -- this is likely going to require some technical assistance from the contractor.
	Section 2.4.6, page 14	Data and Volume	7. What is the expected refresh cadence and file format of the SFMA extract produced through TOAD or OBIEE, and how many recurring file-based loads does OHA anticipate the framework will require?	Optimum Consultancy Services, LLC	Typically, this will be done once per month. When a phase is in its liquidation period, it will be done weekly.
	Section 2.4.2, page 12	Data and Volume	8. Approximately how many active BHD-managed block-grant contracts, distinct Fund Category IDs, and monthly posted payment records should the framework be sized to handle? Approximately how many BHD and PHD staff will use the framework?	Optimum Consultancy Services, LLC	Approximately 5 admin, 20 users. Approximately 150-300 contracts per biennium, each with 4-12 invoices per calendar year. Approximately 40 Fund Category IDs.
	Section 3.4, page 19	Schedule and Submission	9. Is there a page limit or required format for the Offer narrative?	Optimum Consultancy Services, LLC	No. OHA appreciates brevity.
	Section 2.4.8, page 15; Section 2.4.1, page 12	Data Migration, Cutover and Go-Live	10.The solicitation states that all configuration and testing will be completed with dummy or simulated data, and Deliverable 4 includes implementation support during initial rollout. Does OHA expect the contractor to load actual (non-simulated) block-grant data into the framework at go-live, or will OHA perform that load? If the contractor is expected to perform it, is that work within the scope of this solicitation?	Optimum Consultancy Services, LLC	OHA will create dummy data using historic data that includes supplemental grants. The dummy data can be manipulated by the contractor to mock/test pipeline, pre-pipeline, phase switches. Sample SFMA extracts and CLM action form field lists will be provided. OHA will load actual data into the solution, but will need technical assistance from the contractor to do that.	Copied from Row 21
	Section 2.3.1, page 7	Data Migration, Cutover and Go-Live	11.To establish opening balances at go-live, how many prior grant phases must be loaded, and from what date? Should the framework carry only currently open phases, or also closed phases for historical trend and reporting?	Optimum Consultancy Services, LLC	Payments that are assigned to active grants will need to be ingested. The framework will need to carry open phases, and have the capability of adding future phases. It will not need to deal with historical data.	Copied from Row 19
	Section 2.3.3, page 9	Data Migration, Cutover and Go-Live	12. The solicitation refers to internal trackers used to record invoices, spend plans and future funding commitments. What platform and format are those trackers today? Does OHA expect their historical content to be migrated into the framework, or will the framework begin with go-forward entry only?	Optimum Consultancy Services, LLC	OHA will convert all of these to smartsheets, regardless of the current internal tracking method currently.
	Section 2.4.6, page 14	Data Migration, Cutover and Go-Live	13. Will the dummy or simulated datasets match the field names, data types and file structure of the actual CLM-derived and SFMA extracts? Configuration of Data Shuttle and Data Mesh mappings during testing will only transfer to production without rework if the structures are identical.	Optimum Consultancy Services, LLC	The dummy data will match the field names, data types and file structure for the actual smartsheets in the go-live environment. OHA will need the contractor to help identify areas where it does not match in the dummy data set in order to make adjustments on our end for the go-live.
	Section 2.3.6, page 10	Data Migration, Cutover and Go-Live	14. How should the framework treat historical records whose Grant Number, PCA and CurDoc combination does not map to a current Program Area, for example retired coding? Will OHA provide a resolution for unmapped values, or should the framework surface them as exceptions for OHA to resolve?	Optimum Consultancy Services, LLC	The framework should surface them as exceptions for OHA to resolve.
	Attachment I	Data Migration, Cutover and Go-Live	15.Will the 2022 Active Request Tracker and 2022 Completed Request Tracker remain in their current structure, or does OHA expect them to be modified or restructured as part of this engagement?	Optimum Consultancy Services, LLC	Two separate sheets. The Active And Completed Contnract Action Trackers should remain separately structured. Column names should remain the same where possible to support cross-referencing. The smartsheets themselves may be modified or restructured if the contractor advises OHA to do so in the course of the build.	Same as Row 46
	Section 2.4.8, page 15	Data Migration, Cutover and Go-Live	16. Will contractor personnel have access to any production data containing protected health information or personally identifiable information at any point during the engagement, including during go-live support? If so, will OHA require a Business Associate Agreement or data use agreement prior to that access?	Optimum Consultancy Services, LLC	OHA will create dummy data during production -- none of the data will have protected health information or personally identifiable information at any point during the engagement, including during go-live support.	Similar to Optimum? Row 52

@Howard Elvis R. does the evaluation rubric incentivize COBID?

Evaluation based on price: Apply the preference by reducing the OSBE's evaluated price by the selected percentage. This reduction is for the evaluation only - the contract price does not change.

Best Value Evaluation: Apply the preference by increasing the OSBE's total score by the selected percentage .

@Sam Haskins, she/her Will you look into this one and see if you can answer it.

@Page Carissa is this correct.

I made revisions.

@Page Carissa I need you on this one.

I updated this one, Mick said we are NOT considering purchasing the add ons.

@Page Carissa Can you answer this please?

@Page Carissa I think the answer is that the proposer will need to build the cost of Smartsheet license(s) into their bid. Do you agree?

@Sam Haskins, she/her I think you can answer this one better than I can.

@Page Carissa Please make sure you agree here.

@Page Carissa This is right, right?

yes

@Page Carissa I think I need you here.

@Sam Haskins, she/her Is this something you know about in Smartsheets?

@Chelsea Holcomb she/her Do you care about this? Do their key persons need to work within the United States? I would assume we would prefer that, yes?

I don’t have a preference but OHA may have policies @Howard Elvis R. do you know?

This is a ‘case by case’ situation, it’s not specifically a ‘no’, but more than likely a no – the request for non-domestic personnel would need to be approved by DAS.

@Howard Elvis R. Can you help with this one?

I believe the section being referenced (Section 3.5.2.4) was inadvertently left in.

This is your understanding, too, yes? @KINCAID MICK J

@KINCAID MICK J please answer

Edited, Mick stated we will NOT be buying add ons

@Howard Elvis R. Can you speak to this? Is there a way in Oregon Buys for them to self-identify and/or prove? Besides COBID designation?

Slightly concerning that the attachments weren’t reviewed prior to submitting this inquiry, as Attachment F specifically speaks to ‘this’.

Comments Row 36 @melissa@thesmartpm.pro I understood this to mean final 5% warning for the remaining balance of the Grant.

Are there any reasons you can think of that we'd need to know this prior to bidding on this job? Ayelet Weiner 09/24/26 2:53 PM

File details come from the government source that posted it. Updated Oct 12, 2026.