S-58800-00017878 ELMS Project Stablization Services RFQ Final.docx

REQUEST FOR QUOTES (RFQ)

#S-58800-00017878 Early Learning Management System (ELMS) Project Stabilization Services

Issue Date: August 27, 2026

Issuing Office: Department of Early Learning and Care (DELC or Authorized Purchaser)

OFFER DUE DATE AND TIME: September 9, 2026

EVENTS SCHEDULE

Last Updated: 9/24/2024 Page 1 of 5

1. Introduction

Department of Early Learning and Care (“DELC” or “Authorized Purchaser”), is issuing this Request for Quote (“RFQ”) for Early Learning Management System (ELMS) Project Stabilization Services.

The Oregon Early Learning Management System (ELMS) is DELC's integrated IT platform replacing two legacy systems supporting licensing, program, and payment functions. ELMS is scheduled to launch in October 2026.

As the project approaches launch, Executive Leadership has identified a need for dedicated additional support for internal and external communication, to prioritize and determine post-launch enhancements and aid in establishing long-term governance, and to support cross-team and cross-divisional standard operating procedure development in coordination with staff and the project team. This Scope of Work engages a consultant to provide that support through launch and the initial stabilization period through October 2027.

The State anticipates the Award of one Contract. The initial term of the Contract is negotiable, but the State anticipates an initial term of 1 year, with options to renew.

2. Purpose and Objectives

The IT components and vendor management tasks have grown significantly as the project approaches go -live, planning the future state operations of Oregon ELMS is critical to keep the system updated and improving over time while ensuring that users are supported and feel confident using the system. Additional support is needed for other after launch, system and operational tasks including coordinating critical external and internal communication, process and procedure development, training strategy and support, operational risk mitigation outside of the Oregon ELMS system, and refining and operationalizing governance structures.

The consultant will work alongside the existing ELMS project team and the ELMS System Team (IT Operational Team) to complete the work. Beginning in November 2026, the project will enter the closure phase and the Project Team will transition the operations and sustainment efforts to the System Team. The consultant will work alongside the Project Team and System team to:

1. Coordinate and approve internal and external communication regarding Oregon ELMS training, known issues with the system, and requirements for ameliorating those issues. Ensure communication occurs upwards to leadership, downward to staff, and externally when needed

1. Establish and implement a holistic vision and growth plan for the system, including a governance process for how the system changes will be scoped, designed, implemented, and communicated over time.

1. Refine and facilitate a prioritization process for post-launch enhancement or change requests.

1. Support a stable, well-communicated transition from implementation to steady-state operations both internally and externally – working with government affairs, labor, communication when needed for external communication

1. Coordinate communication between System Team and executive leadership – establishing proper escalation pathways for critical project risks

1. Coordinating with the Organization Governance, Program Integrity, and Fiscal Integrity teams to ensure improvement efforts in the Oregon Elms system or as workarounds are identified, approved through governance channels, and planned for implementation.

1. Coordinating with the Organization Governance and business teams to ensure standard operating procedures needed for critical Oregon ELMS operations have a plan for prioritization and creation – coordinate with teams to ensure critical SOPs are drafted.

1. Ensure coordination between Fiscal Integrity core project team for full integration of ELMS Financial data into Fiscal Integrity project

1. Ensure coordination between the Program Integrity core team for integration of ELMS data into the overall program integrity project

This engagement is scoped to project stabilization. It does not confer policy authority over the Oregon ELMS system, nor does it confer supervisory authority over agency staff or standing governance responsibility beyond the period of performance (see Section 6, Exclusions).

3. Scope of Services

3.1 Communication Coordination

1. Establish a strategic long-term communication plan aligned with Agency vision and communication strategy with plans for routine communications, release communications, and known-issue notices. Establish feedback loops for internal and external users.

1. Create and maintain a short- and long-term communication plan with the DELC team for external-facing communication materials.

1. Work with the DELC team to create short- and long-term communication plans for internal DELC divisions, licensing and program staff.

1. Work with the DELC team and other communications consultants to plan and coordinate release of status updates, known-issue notices, and change announcements before and after launch.

1. Serve as a single point of coordination for communication timing so that messages from the System Team are consistent and not duplicative or conflicting.

1. Track open communication commitments and ensure follow-through (e.g., promised updates, unresolved questions raised by divisions).

3.2 Training Plan & Coordination

· Work with the DELC team to create a training plan that includes the short- and long-term training and product knowledge support vision in alignment with the Agency vision and strategy. This includes training modality plans, resourcing plans, system release training, and long-term training capacity strategy.

· Provide continued support of internal and external users to learn and adopt the system.

· Update training materials for releases and fixes to be administered in training sessions.

· Coordinate training sessions and ensure training is delivered in accordance with the training plan.

· Create the process for adding, onboarding, and training new users, both internally and externally.

· Conduct provider and family user testing to collect feedback for future enhancements.

3.2 System Governance & Enhancement Prioritization

· Establish a long-term system ownership and governance structure, creating ideal decision-making structure, operating structure and system growth model aligned with DELC’s operational strategy.

· Create and implement growth and enhancement processes that create sustainable and equitable system improvement across the Agency, including enhancement release schedule cadences, releases planned by functional area, and roadmap of improvement projects (i.e. program integrity improvements, language access).

· Work with System team to establish a prioritization framework and intake process for post-launch enhancement and change requests.

· Establish an ideal state governance structure for stabilization period the first year after launch and for the long-term operation.

· Facilitate recurring prioritization review with the System Team, program division, and operations division; document decisions and rationale.

· Surface competing or conflicting prioritization requests across divisions and bring them to the Executive Leadership Team with a recommendation when the divisions or units cannot reach agreement.

· Work with System team to maintain a visible enhancement backlog and communicate prioritization decisions and status back to requesting divisions.

· Coordinate with the CIO's office and System Team to align prioritization decisions with technical feasibility, program needs, and vendor capacity.

3.3 Standard Operating Procedure Development

· Assess critical priorities and workflow tasks that must happen with ELMS that also require standard operating procedures as these tasks occur between two or more teams or divisions. Prioritize SOPs for development in coordination with the Organizational Governance and Integrity Team.

· Work with the DELC team to recommend and facilitate changes to team processes or procedures to better align with the Oregon ELMS system as is.

· Facilitate meetings to identify and document needed standard operating procedures or processes; create meeting structure, identify and decision rights and escalation paths. The final goal of the development of these SOPs is to strengthen cross team communication and clarify roles.

· Facilitate and lead the development of critical standard operating procedures during project stabilization, coordinating with project team as needed and the business units required. Update Executive Leadership Team on any roadblocks, recommendations, or opportunities during the SOP development process.

· Model and reinforce consistent, transparent communication practices across the team.

4. Deliverables

· Enhancement prioritization framework and intake process, approved by ELT and the project team.

· Framework for the prioritization of post go live enhancements or change requests of the Arise platform.

· Recurring written prioritization decisions and backlog status (cadence to be set by DOT).

· Weekly project risk updates to ELT as they relate to system readiness before go-live, reporting, communications, payment, and SOP development during project stabilization.

· A future state document and about what is required for staffing and governance to make a system of such technological importance relevant.

· An approved operating governance and prioritization framework to be used during project Stabilization period.

· A final product report with an implementation plan to support the incoming ELMS team of 7 positions as proposed in the 2027-2029 agency request budget; including position descriptions, staffing requirements, technical skills and competencies required for the work, governance and reporting structure, and implementation plan for how the ELMS core team will coordinate and work with other divisions and offices at DELC.

5. Team, Reporting, and Authority

· The consultant reports to the Executive Director and works in coordination with the existing project team The consultant does not have hiring, disciplinary, or formal performance management authority over any DELC employee.

· The consultant has functional authority to run the communications planning, standard operating procedure development, and prioritization processes described in Section 3 — including setting meeting cadence, intake process, and documentation standards for those processes — but does not have final decision authority. Final decisions on enhancement prioritization and disputed matters rest with the Executive Director, informed by the consultant and project team’s recommendation.

6. Exclusions (Out of Scope)

The following are explicitly out of scope for this engagement as these duties reflect tasks of the project team

1. Project Artifact creation required for project closure or EIS Stage Gate 4.

1. Project decision making, project tasks, and ownership of the Oregon ELMS project.

1. Standing policy ownership of ELMS governance (system access policy, role administration standards, change control policy) beyond the stabilization period.

1. Chairing or holding standing membership on any ELMS governance body beyond the period of performance.

1. Representing DELC in interagency governance structures (e.g., ODHS OneSystem, ODHS Data Unit) or interagency data-sharing negotiations.

1. ELMS vendor contract administration or procurement decisions (the consultant may participate in issue resolution discussions but does not hold contract authority).

1. Any HR action, formal performance management, or disciplinary process involving DELC staff.

7. Period of Performance and Transition

This engagement covers the period from September 2026 – October 2027, encompassing ELMS launch (October 2026) and a subsequent stabilization period.

No later than 60 days before the end of the engagement, the consultant will provide a transition to operations plan identifying which responsibilities under Section 3 should be absorbed by the existing project team, assigned to a new or existing DELC position, or discontinued, along with supporting rationale.

8. Questions and Requests for Clarification:

All questions and requests for clarification regarding this RFQ must be submitted in writing by e-mail, to the Authorized Representative and must be received no later than September 1, 2026, 2:00 PM PT.

DELC may issue revisions, substitutions or clarifications of the RFQ. DELC will post revisions, substitutions or clarifications, if any, to OregonBuys.

9. Offer Submittal:

Offers must be received on or before the Offer Due Date and Time at the location identified above to be considered. DELC may extend the Offer Due Date and Time. Offers will be accepted by e-mail to the Authorized Representative identified above.

Offers will not be accepted after the Offer Due Date and Time.

10. Submittal Requirements:

a. Offeror must provide a description of the proposed approach for providing the Scope of Services described in the RFQ, including a comprehensive description of the proposed implementation methodology for Project. The description should include how the Offeror has developed this methodology to incorporate lessons learned from experiences, as well as to meet the needs described in the RFQ.

b. Offer must include submission of the Price Offer on the form or forms attached hereto as Exhibit 1 detailing all costs associated with the System(s) and Services.

c. Offeror must submit a draft Scope of Work using the information contained in Sections 3-7.

d. Experience: Offerors responding to this RFQ must have experience in supplying these services within the past 3 years of similar scope and size, and at least 5 years’ experience providing these services.

e. Organization and Personnel: Offers must include a description of Offeror’s organization, Key Persons, other staff or personnel (including subcontractors, if applicable), and their experience.

i. Key Person(s). Specify Key Person(s) to be assigned to this Project and include a current resume (not to exceed 2 pages each) for everyone that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements and Preferences are:

· Project Management Institute’s Project Management Professional (“PMP”) Certification for project management is desired, not required.

· Demonstrated experience with process improvement methodologies (e.g., LEAN, six sigma) is required.

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

· Recent experience, in last 3 years, and knowledge serving as key advisor and partner with business and IT executives in project management strategy and approaches with complex projects is required including experience in the following: reviewing, making recommendations, and drafting procedures to implement best practices, creating structured governance, mature project management practices, and meet requirements.

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

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

· Strong quality control experience and knowledge is required.

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

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

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

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

· Strong understanding of public sector environment is preferred.

Due to the nature of services, Key Person(s) must be available to work on-site as agreed upon between all parties, subject to all facilities, access rules and procedures. Work site is designated as DELC’s headquarters office in Salem, Oregon.

ii. Organization and Organizational Chart. Provide a description of Offeror’s organization and provision of products and services, including a narrative that describes the organization’s security program as it relates to the proposed solution. As an organization that shares in the responsibilities to protect the state’s data, it is important to understand how cybersecurity principles at an architectural and organizational level will be applied.

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

f. Offeror must provide a list of 3 governmental or educational entities using Offeror’s services as references using the Reference Check Form attached hereto as Exhibit No. 2.

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

11. Evaluation and Award:

DELC may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State.

The evaluation team may include Authorized Purchaser business and program personnel, as well as subject matter experts and/or representatives from other agencies or other authorized users.

Scoring Criteria and Points

Based on scores from evaluation, DELC will select one or more of the top-scoring Offerors as finalists for the second-tier evaluation or DELC may award a contract.

12. Protest of Intent to Award. An Affected Offeror shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest. An Offeror is an Affected Offeror only if the Offeror would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

Protests must:

Response to Protest. DELC will address all protests submitted in accordance with this Section 9 within a reasonable time and will issue a Written decision to the respective Offeror. Protests that do not include the required information prescribed in Section 9 may not be considered by DELC.

EXHIBIT NO. 1

PRICING

TOTAL

EXHIBIT NO. 2

REFERENCE CHECK FORM

EXHIBIT NO. 3

Draft Contract See attached document image1.png