S-DASOBO-00012779 CCB LMS RFP vRELEASE 2026JAN12.docx

ATTACHMENT G – BUSINESS CASE FOR LICENSING AND ENFORCEMENT MODERNIZATION

RFP S-DASOBO-00012799 – Construction Contractor Licensing and Enforcement Solution

State of Oregon

Request for Proposal (“RFP”)

(“Agency” or “CCB”)

155 Cottage Street NE Salem, OR 97301-0000 971-375-5148 Warren.Nickerson@das.oregon.gov

Abstract/Summary Procure a solution for issuing, managing, and enforcing all statutory requirements for the licensing of Construction Contractors in the State of Oregon.

Schedule The table below represents a tentative schedule of events for this RFP. All dates and times are listed in Pacific Time zone and subject to change.

Teams App Meeting ID: 265 803 003 041 9 App passcode: Zn3w9dC2 or Phone Dial-in # +1 (503) 466-4951 Conference ID 349 836 579#

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.

RFP S-DASOBO-00012779 - Construction Contractor Licensing and Enforcement Solution Page 2 of 2 Table of Contents

List Of Attachments Attachment A – Responsive/Responsibility Check Documents A-1 Proposer Information and Certification Sheet A-2 COBID Certification / Outreach Plan A-3 Responsibility Inquiry A-4 Disclosure Exemption Affidavit Attachment B – Project Proposal Documents B-1 SOW Template B-2 Requirements Fit/Gap Matrix (separate file) B-3 Reference Check Form Attachment C – Price Proposal Worksheet Attachment D – Written Proposal Evaluation (Round 1) Attachment E – Statewide Security Standards Spreadsheet (separate file) Attachment F – Sample Contract (separate file) Attachment G – Business Case for Licensing and Enforcement Modernization

GENERAL INFORMATION

Introduction The Department of Administrative Services, State Procurement Services (“DAS SPS”), on behalf of the Oregon Construction Contractors Board (“Agency” or “CCB”), is issuing this Request for Proposal (“RFP”) under the provisions of ORS 279B.060 for a Construction Contractor licensing and enforcement solution (the “Solution” or “CCLES”). DAS SPS and the Agency are collectively referred to as the “State Parties”.

The CCB’s mission is to protect and serve Oregon consumers, support responsible licensed Construction Contractors and promote a positive business climate. The CCB vision is to deliver customer-focused, outcome-based programs that support robust consumer protections and a fair and competitive construction industry.

The Solution must resolve the insufficient, inefficient, and disjointed nature of the Agency’s current license and enforcement information systems. The current systems were developed in-house in 1999 and the code for some of the current systems has not been available for quite some time, making it difficult to deploy either desired enhancements or necessary modifications. The limitations of the current systems do not allow processes to always be in sync with current statutes and rules and present an increased risk of human error and system failure. Processes are mostly paper driven with a few exceptions where services are offered online. The CCB seeks a configurable, commercial “off-the-shelf” (“COTS”), web-based Software as a Service (“SaaS”) Solution, preferably hosted by the successful proposer but other hosting models will be considered. However, Solution Proposals involving software hosted centrally by the Proposer that are not subscription-based may also be considered.

Additional details on the Scope of the goods or services or both are to be included in Section 2 the Scope of Work/Specifications.

The Agency’s desire is to have the Solution fully implemented and in operation by June 30, 2027 (the end of the 25-27 biennium).

Agency anticipates the award of one Contract from this RFP, with an initial term that includes all stand up and implementation activities and deliverables through Go Live for the Solution plus five years of operations and maintenance. Agency reserves the option to amend the Contract to add additional compensation to the initial Contract not-to-exceed amount as necessary to extend Contractor’s performance of the Services described in Section 2.4 Scope of Work, extend term of the Contract, and to add additional Services, subject to additional funding being available and as permitted by the terms of the Contract. The Agency has established a budget of $4,000,000 for the initial term of the Contract, including all amendments during that term.

The remainder of this RFP is arranged in the following manner (please note that some of the forms and attachments are provided as separate downloads from OregonBuys):

· Section 2 provides detailed information regarding the Project’s goals, objectives, scope, and other needs that are to be addressed by the Proposed Solution.

· Section 3, together with the template forms in Attachments A, B, and C, describes the desired structure and information and certifications to include in a responsive Proposal.

· Section 4 explains the solicitation process and milestones for this RFP.

· Section 5, together with Attachment D, explains how the written Proposals will be evaluated and scored for Round 1 evaluation.

· Section 6 provides an overview and explanation of the expected contract award and negotiation process.

· Section 7 provides general information and terms that govern this RFP and the Solicitation process.

· RFP Attachments:

Single Point of Contact (SPC) Proposer shall direct all communications related to any provision of the RFP only to the SPC identified on the cover page, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

Authority and Method DAS SPS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(3).

DAS SPS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS SPS may use a combination of the methods for Competitive Sealed Proposals. Refer to the Solicitation Process Section 3 for the methods used for this RFP.

Definition of Terms Terminology specific to the OregonBuys system may be found at https://oregonbuys.gov/bso/.

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110. Project specific terms or definitions not found in OAR 125-246-0110 are provided in Section 2 Project Overview and Information for Developing Proposal or elsewhere in this RFP.

PROJECT OVERVIEW AND INFORMATION FOR DEVELOPING PROPOSAL

Agency Overview The CCB is part of the Executive Branch of Oregon State government and was created in 1971. CCB’s primary purpose is to license Construction Contractors and other construction professionals as well as protecting consumers who do business with Construction Contractors. CCB ensures, to the extent possible, Construction Contractors comply with state laws and regulations regarding contracting, construction liens, construction, licensing, employment, workers’ compensation insurance, safety, paying taxes, obtaining permits and following building codes.

CCB promotes fair, honest and competitive construction industry and protects consumer’s rights relating to improvements to real property. CCB regulates Construction Contractors and promotes a competitive business environment through education, Construction Contractor licensing, dispute resolution, and enforcement.

Public information about the agency is available at this link https://www.oregon.gov/ccb/Pages/default.aspx Vision: To deliver customer-focused, outcome-based programs that support robust consumer protections and a fair and competitive construction industry.

Mission Statement: To protect and serve Oregon consumers, support responsible licensed contractors and promote a positive business climate.

Project Background The CCB currently operates outdated and unsupported licensing and enforcement systems. Inside these systems, the licensing, enforcement and dispute resolution modules are not integrated, making it cumbersome for staff to process licenses, which in turn affects the timeliness for licensees to receive initial licenses and renewals. Most licenses are maintained in one system, but recent license additions have had to be created using other software applications and EXCEL spreadsheets because the underlying source code is unavailable and CCB cannot respond quickly to business changes. Modern security protocols cannot be added due to the age of the system. The agency also operates a separate imaging system that is not directly integrated with the licensing and enforcement systems, adding processing times and additional workload. The CCB wants to make data driven decisions, but the systems do not make it conducive to retrieve information and assist with decision making.

Maintaining and operating in this environment is time consuming and error prone. The current systems are outdated, segregated, and lack a consistent workflow which have proven to increase the susceptibility to errors and manipulation. Many processes rely on paper documents even after receiving applications and renewals online. To support business and the Oregon economy, CCB needs to retool its systems, so they are integrated, efficient, and flexible to meet changing needs.

The current system is used daily by almost all of the CCB’s 60 employees to do business. Employees who are not direct users of the system use data that comes from the system to do their work. Most processes are manual and have been in place for decades. It can take up to 4-6 weeks to process a new application when forms are filled out correctly. If applications are not filled out correctly, letters are mailed to the applicant to request additional information, adding to the processing time. There is a very low accuracy rate on initial applications because of their complexity. Translation of forms and documents for non-English speaking Construction Contractors has been difficult and time consuming using the current system.

CCB has set up an online portal for license renewals and minor changes to Construction Contractor information. Licensees register to use the portal with an email address, but this email address is not verified with information provided on the initial license application which increases security concerns. CCB has started to email Construction Contractors their renewal information and timelines but has not been doing it long enough to have enough data collection to support its effectiveness. There is no way to record a licensee’s communication preferences in the current system. Recently, CCB has contracted with a third-party vendor to receive new license applications and online payments; however, there is no data available to determine the success of this process. With the implementation of online application submissions, the Construction Contractor has a lower risk of submitting an incomplete application, can monitor the status of their submission(s), and are able to directly respond to requests from CCB staff for additional information or clarification eliminating the time and need for a carrier service to deliver letters. The online application submission also allows for some data to be transferred directly into the CCB’s database which minimally improves the processing time and will eliminate the bulk of data entry for application processors. Application processors are still required to validate everything that was entered in the online application and uploaded into the system.

To get a complete profile of a licensed Construction Contractor, staff must query a minimum of three separate areas within the system. Compliance and dispute resolution information is manually processed and maintained in a separate portion of the system from licensing. Documentation supporting transactions are scanned into a separate system. Payments are processed in yet another system. Consumers can check a Construction Contractor’s license online as well as access complaint forms online, but the forms are only provided in English and must be filled out and mailed or emailed to CCB. Fees for dispute resolution cannot be processed online. Any public records requests must be sent to the CCB via email.

Project Purpose and Objectives The Agency is seeking a Contractor to provide, host, and implement a Licensing and Enforcement System, inclusive of all Services and Documentation necessary for planning, configuration, data migration, implementation, integration, testing, and training related to the Solution, as well as ongoing operations and support. The proposed Solution must increase internal efficiencies by eliminating redundant and manual workflow processes, as described above in Project Background. The proposed solution should allow all transactions to be initiated online as well as accept online payments for all situations requiring payment and the ability for a user and CCB to communicate electronically. CCB has developed an extensive list of requirements to address current inefficiencies.

CCB is looking for a cost-effective, modern and scalable Solution to support CCB’s needs as outlined in this RFP. The proposed Solution must provide value through reduced Agency risk, a CCB workforce that is more productive and responsive to the needs of Oregon’s Construction Contractors and consumers, and adaptability to changing business needs and advances in technology. The proposed Solution must perform all existing services to CCB’s customers and be able to scale for new services and/or entities the Agency may regulate in the future.

Table 1 below summarizes the goals, objectives, and desired measurable benefits for the Project. Proposals will be evaluated on how well Proposer’s response addresses the potential for satisfaction of such goals, objectives, and desired benefits.

Table 1 - Project Goals, Objectives, and Desired Benefits

Provide an effective interface between the Agency, its customers, and other Agency partners.

1. Solution runs on a modern, supportable, and industry-standard platform.

2. Improved user experience through the implementation of an efficient, easy to use system.

3. Increased automation of high touch manual processes.

4. Increase number of online transactions in the system.

2. Data integrity and consistency – accept cleaner data

3. Integrated solution allows for cases to move across divisions and departments with less manual and/or duplicate data re-entry required.

4. The need to store duplicate data in multiple systems/locations is greatly reduced or eliminated.

5. Reduce number of calls for certain reasons by offering more online services and more user-friendly system.

6. Reduction in time spent transitioning between tasks/systems.

2. Reduce the number of systems required to complete daily work to one

2. Hold down long-term staffing costs by automating work and allowing staff to focus on higher value work

CCB has developed a detailed business case that sets out relevant business drivers; guiding principles; preferences and high-level requirements; governance and oversight obligations; alignment with strategic plans, priorities, and initiatives; and desired outcomes. A Proposer’s close review and clear understanding of this document is essential for development and submission of the most responsive Proposal. See Attachment G for the detailed business case.

Project Scope The Agency requires a configurable cloud-based COTS Solution to support the Agency and business practices for licensing, enforcement, and dispute resolution services for Construction Contractors and construction related certificates as well as consumers.

Services will include:

· Project Management Plan and Implementation Methodology

· Solution Technology Architecture and Design

· Security Compliance

· Data Conversion and Migration Strategy

· Requirements Analysis and Traceability

· Develop and Document Solution’s Design and Integrations

· Configuration and Testing

· Training

· Implementation

· Ongoing Operations and Maintenance, and Service Level Agreement The desired characteristics and deliverables for each of these Services are described in more detail below for incorporation into a Statement of Work (“SOW”). The SOW must also include assignment of responsibilities, final acceptance criteria, and proposed project phases and deliverables with an estimated project timeline. For convenience, an SOW template is included as Attachment B-1 to this RFP.

Project Management Plan and Implementation Methodology Successful Proposer shall provide all project management services necessary to complete the implementation of the Solution from kickoff meeting through closeout. It is expected that project management services include the use of a Project Management Plan to guide the processes necessary for successful implementation. Additionally, it is expected that a detailed schedule is developed and proactively tracked to and controlled with weekly updates made. Finally, it is expected that regularly scheduled (e.g., weekly, monthly, quarterly) status reports will be produced that gives the agency and successful Proposer’s project teams understanding of the current status and health of the project, completed and upcoming activities, top risks and issues with mitigation and action plans.

Proposer shall provide a sample of its implementation plan or methodology, explaining its management strategy for the activities to initiating, planning or designing, configuring, implementing, monitoring, and executing delivery of the Solution through all proposed project phases (i.e., whether waterfall, phased, hybrid, Agile, “big bang”, or other approach). The sample proposed implementation Plan may be described at only a high-level and include the use of diagrams for purposes of the Proposal, but is expected to form the basis of the detailed Implementation Methodology for the contract with the successful Proposer.

Solution Technology Architecture and Design

(a) Software Components and Configuration

(b) Hardware/Equipment (IF Hardware is Proposed or Part of the Scope)

Security Compliance Successful Proposer must comply and collaborate with the agency in the completion of a System Security Plan (SSP) prior to Go-Live of the Solution. Successful Proposer must maintain compliance with Oregon’s Information Technology Control Standards at all times by either:

Providing proof of current GovRAMP (f.k.a. StateRAMP) Authorized status (Ready, Provisional, or Authorized) in the form of a GovRAMP Letter or documentation of a valid GovRAMP Security Snapshot Score,

— OR —

For the purposes of this RFP, a narration that describes and demonstrates how the Proposer meets all the requirements of Sections 2.4.3 (a) - (d) below:

(a) Data Protections

· Successful Proposer understands and has the capability of handling and protecting Agency Data that has been classified as Level 3 Information under the State of Oregon’s Information Asset Classification policy, available online at https://www.oregon.gov/das/Policies/107-004-050.pdf.

· Successful Proposer and its employees, contractors, and agents shall comply with all applicable state and federal laws and regulations, and State of Oregon policies governing Agency Data and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time, including:

o Oregon’s Statewide Information Security Standards, viewable at:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx, including security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53.

o Oregon’s Statewide Information Security Plan, found online at:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx.

o Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf o Oregon’s Statewide Information Technology Policies:

www.oregon.gov/das/Pages/policies.aspx o Privileged Access Monitoring and Reporting, viewable at:

https://www.oregon.gov/das/Policies/107-004-140.pdf o Cloud Forward, viewable at:

https://www.oregon.gov/eis/siteassets/eis-cloud-forward-20230116.pdf

· Oregon Statewide Enterprise Architecture Standards, viewable at www.oregon.gov/das/Pages/policies.aspx o Oregon Consumer Privacy Act (OCIPA), viewable at:

https://www.oregonlegislature.gov/bills_laws/ors/ors646a.html

(b) Security Requirements To the extent the standards apply to successful Proposer’s Solution and related Services, must substantially comply with all the following minimum 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/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf

· Statewide Cloud Computing Policy, viewable at:

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

· Proposer shall sign a non-disclosure agreement for any and all information received or processed on its equipment from the State of Oregon.

· Proposer shall always protect State of Oregon sensitive materials.

(c) Background Checks Successful Proposer and its staff monitoring the Solutions who will have access to State systems, facilities, and confidential information will submit to all security checks requested by Agency, which may include any combination of fingerprinting, Oregon Law Enforcement Data Solutions (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks.

(d) Criminal History Checks, Fingerprinting and Drug Screen.

Successful Proposer will be required to complete an annual background check pursuant to OAR 407-007-0010 through 407-007-0100 and OAR 407-007-0400 through 407-007-0460 as such rules may be revised from time to time. Background checks will be conducted through agency’s Human Resources Department.

Agency’s Human Resources Department will conduct a national criminal record check which may include fingerprinting and drug screening. If fingerprinting or drug screening are required, Agency’s Human Resource Department will contact the successful Proposer with further instructions.

Data Conversion and Migration Strategy Agency expects Contractor to create, lead, and execute Extract, Transform, and Load (ETL) processes to extract from source systems, cleanse, and stage data for the Contractor to pick up, transform and load into the new Solution. Include the following in the plan:

(a) Data Mapping – How to ensure data formats and structures are compatible between the solution and integrated systems.

(b) Data Transformation – How mechanisms will be implemented to transform data into the required formats.

(c) Data Synchronization – How real-time or scheduled synchronization of data between systems to maintain consistency.

(d) Data Quality – How data validation and cleansing processes will be implemented to ensure the accuracy and integrity of integrated data.

During contract negotiations, CCB will provide more detail so that task level activities are defined and added as specific deliverables Requirements Analysis and Traceability Successful Proposer shall document and reconcile all Agency Requirements against the Solution via the creation and configuration of a Requirements Traceability Matrix (RTM), based upon the information in Attachment B-2 Requirements Matrix Fit/Gap Analysis, to ensure successful Proposer has met Agency Accepted Requirements for the Solution.

The resulting RTM must include Agency agreed upon structure/elements and ensure clear mapping to Design Documentation and gap analysis identification between design Requirements and Solution capability. Successful Proposer must be able to support requirement revisions throughout the implementation and lifecycle of the proposed Solution. Prior to Final Acceptance, Proposer shall reconcile all requirements against the delivered, tested Solution to ensure Proposer has clearly and transparently met each requirement.

Successful Proposer shall maintain the RTM throughout the phases of the project. Proposer shall configure, deliver, and maintain the RTM which must include original requirements, updated requirements, and any change requests identified and agreed upon.

Develop and Document Solution’s Design and Integrations

(c) Logical Software Design with Integrations Successful Proposer must leverage the Accepted RTM to build out the logical software design including integrations. It is expected that successful Proposer will provide the Agency a Functional Design Document, Technical Design Document, and an Interface Control Document as described below:

(1) Functional Design Document (FDD) – The FDD must contain a detailed functional design for the proposed Solution that focuses on how the Solution should function to meet Solution Requirements. The FDD must also contain details regarding the security of the Solution at a functional level. This deliverable must be maintained and updated throughout the life of the Contract.

(2) Technical Design Document (TDD) – The TDD must contain a detailed technical design of the entire Solution. The TDD must include system architecture, software products and technical specification, database schema, security measures and performance considerations. This deliverable must be maintained and updated throughout the life of the Contract.

(3) Interface Control Document (ICD) – The ICD must detail all interfaces needed and include any recommended changes needed on the interfacing systems to ensure a seamless data exchange and communication between systems.

(b) Physical Design (IF Hardware is Proposed or Part of the Scope) Successful Proposer must provide a Physical Design Document (“PDD”) for hardware and equipment specific to the Agency’s location. The PDD should at least include information relate to site layout and floor plan, hardware and equipment specifications, network and connectivity, power and electrical, and environmental considerations.

For purposes of the staged competitive process, a system schematic showing all aspects of the PDD except those that are site dependent will suffice in response to this RFP (i.e., does not have to show precise site layout and floor plan). Competitive Range Proposers will be invited to demonstrate their solution and tour the Agency facilities, after which the Agency may request a revised PDD and other evaluation activities for evaluation.

2.4.7 Configuration and Testing

Proposal shall provide detail of configuration set up all required infrastructure, Solution environments and configure the Solution based on the Requirements, Agency Accepted RTM and design Documentation.

Proposal shall provide a Sample Test Plan the Successful Proposer will use to document testing services. The Sample Test Plan must contain a detailed description of Proposer’s testing plan to include internal testing, be it unit, performance, system integration, security, penetration, or other types of testing mutually agreed upon and by whom. The scope of testing must cover testing of all configured functionality to meet Solution Requirements. Additionally, successful Proposer shall include test cases in collaboration with the agency. The Sample Test Plan must also contain all test cases that are planned for execution by Proposer and any that Proposer would recommend for the State to run during User Acceptance Testing (UAT).

It is expected that as the successful Proposer performs testing that test reports are produced to show the testing performed and the test results to ensure there are no Level 1 – 3 Defects found (as defined in the Sample Contract). Should any Level 1-3 Defects arise during the course of any testing including UAT, it is expected that the successful Proposer resolves them and re-tests to validate resolution prior to promoting the Solution.

Successful Proposer shall provide UAT support in accordance with the Requirements and the Agency Accepted Test Plan. Successful Proposer shall configure an appropriate Solution environment to allow for UAT Testing. Agency will test the entire Solution to determine if the Solution is in material conformance with current Requirements, Accepted Design Documentation and the resulting Contract’s Statement of Work. Successful Proposer shall include any data loads, environment refreshes, account setup, code fixes, redeployment, retesting, regression testing if necessary and any other set up and support functions necessary for Agency to complete UAT Testing.

2.4.8 Training

Successful Proposer shall develop a Sample Training Plan, which identifies the approach to training, schedule, tools, environments, readiness and user guides to be developed. A Successful Proposer’s training approach shall be appropriate to meet the ongoing needs of Agency staff (e.g. train-the-trainer, regional trainings, web-based training, hybrid approach to training, etc.) and ensure a high-quality level of knowledge transfer. The Sample Training Plan should include a syllabus for instructor-led training. Training needs will be broken down by personnel and role, so it is clear what level of training is required. Help pages or administrator handbooks are not considered training in this context.

Successful Proposer shall provide training and training materials in accordance with the Agency Accepted Training Plan. Successful Proposer shall plan, manage and conduct all aspects associated with Solution-related training to facilitate the successful implementation of the Solution. Ongoing or additional training may be offered by the proposer and should be priced separately if available.

2.4.9 Implementation

Successful Proposer shall support the agency in implementing the Solution by developing an Implementation Plan that outlines the overall strategy, approach, readiness criteria, milestones, tasks, and activities that will take place during cutover to production. This shall include the activities leading up to and during the actual cutover, as well as the post Go-Live support successful Proposer shall provide. It is expected that the Implementation Plan will also detail specific rollback strategies and contingency plans.

2.4.10 Ongoing Operations and Maintenance, and Service Level Agreement

(a) Ongoing Operations & Maintenance (“O&M”). Successful Proposer shall continue to provide support for the Solution beyond its cutover to production for the remaining duration of the Contract term. To govern this work, successful Proposer shall develop an Operations and Maintenance (O&M) plan that clearly articulates its approach to continued maintenance, upgrades, enhancements, release management including release notes and documentation updates, technical support, monitoring of the Solution, and user management.

Additionally, successful Proposer should submit its warranty information for the hardware and equipment to support the Solution as well as its repair service agreements including response and resolution to diagnose and repair the hardware and equipment in question.

Successful Proposer will be responsible for providing to agency a monthly O&M report that outlines the work completed and to be completed during as well as performance metrics of the Solution during the reporting period.

(b) Service Level Agreement (“SLA”).

Proposer should submit its performance metrics for the Solution and detailed response and resolution plan for defects and maintaining Solution uptime as the project moves from implementation to maintenance and operations, clearly outlining any change in the management processes. It is expected that successful Proposer is responsible for monitoring the performance of the Solution to meet agreed upon SLAs including defect response and resolution times as well as Solution uptime.

2.4.11 Project Specific Definitions

Table 2 – Project Specific Terms Also see Glossary of Terms Tab in RFP Exhibit B-2 Requirements Traceability Matrix.

3 WRITTEN PROPOSAL STRUCTURE AND CONTENT

3.1 Proposal Component Parts and Arrangement

Proposals should be organized into three volumes. Each volume should contain the information addressing the Key Elements as shown in Table 2 and be a separate electronic file in the Proposal package (see also RFP Section 4.5.2).

Table 2 –Proposal Components and Arrangement

1. Responsiveness/ Responsibility Checks

· Proposer Information and Certification Sheet (RFP Attachment A-1)

· COBID Certification / Outreach Plan (RFP Attachment A-2)

· Responsibility Inquiry (RFP Attachment A-3)

· Disclosure Exemption Affidavit (RFP Attachment A-4)

· Proposer’s Organizational Profile and Experience

· Staffing Plan with Key Persons and Resumes

· Proposed Statement of Work addressing each element of RFP Section 2.4 (see RFP Attachment B-1)

· Requirements Fit/Gap Analysis Response (RFP Attachment B-2)

· Reference Check Forms, one for each reference, minimum three (RFP Attachment B-3)

· Work Samples (optional). Must be relevant to this RFP, no more than three

3.1.1 Volume 1: Responsiveness/Responsibility Checks (Attachment A documents) Attachment A consists of four documents that must be completed, signed, and submitted with every proposal. Failure to submit these documents may result in a finding of non-Responsiveness, non-Responsibility, or both, disqualifying the Proposal from further consideration.

(1) Proposer uses this form to declare its belief that any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

(a) Proposal Executive Summary should be a high-level overview, no more than five paragraphs, of the Proposer, its organization, history, capabilities, and experience with relevant projects, the Proposed Solution, and other information the Proposer deems relevant or distinguishing.

(b) Proposer’s Organizational Profile and Experience is a more detailed description of the Proposer’s organization and history and provide a demonstration of how its experience and capabilities are relevant to the successful completion of projects similar in size, scope, or purpose as the project.

(c) Staffing Plan with Key Persons and Resumes should describe how the Proposer plans to organize itself to staff and drive the project, identify its key personnel that are expected to interact with the Agency and be responsible for completion of the project with their resumes, and an organization chart for the project. This section should also address use of subcontractors or other third parties who are part of the proposed Solution (if any).

(d) Proposed Statement of Work should make up the bulk of the Project Proposal Volume. This section should convey how the Proposer’s experience, knowledge, and skills will be effectively applied to drive successful implementation of the Project’s goals and objectives and meet the needs of the Agency by addressing the scope, specifications, and deliverables described in RFP Section 2. Proposer’s Statement of Work must show their understanding of the Project Scope and anticipated deliverables as part of its Project Proposal.

(e) Requirements Matrix Fit/Gap Analysis (Attachment B-2). This document is a critical part of the Project Proposal and complementary to the Project Scope of Services and Deliverables. The Requirements Matrix-Fit/Gap Analysis provides a detailed examination by the Authorized Purchaser of the solution’s mandatory and desired functional requirements. Following the directions provided in RFP Attachment B-2, the Proposer provides a fit/gap analysis of its proposed solution’s ability and capabilities for meeting the mandatory and desired functional requirements.

(f) Reference Checks. The Project Proposal should include at least three references (using the Reference Check form Attachment B-3). These references should be for projects that are similar in scope and complexity of the project described in this RFP. However, the Agency and DAS PS reserve the right to ask for more detailed information from these references in subsequent evaluation rounds, and to independently seek references other than those provided.

(g) Work Samples (optional). Supplementary materials that the Proposer may submit if they reasonably believe such samples can better convey how Proposer successfully completed past projects in innovative or creative ways. However, such Work Samples must be relevant to this RFP and are limited to three samples. If the Proposal includes more than three samples, only the first three will be considered.

3.2 Proposal Quality

3.2.1 Overall Impression and Page Limits. There is no page limit on Proposal submissions. However, Proposals should be written only to comprehensively address the Project Requirements and objectives be grammatically correct, concise, and precise, and present only relevant or germane information without extraneous marketing materials, sales puffery, superfluous or redundant content, or other disconnected and irrelevant space filler.

Poorly written Proposals will not score well. Poorly written proposals are characterized by their lack brevity and precision when addressing the Project’s requirements and objectives or do not address them at all; misspellings, grammatical, and typographical errors; lack structure or logical transitions between subjects such that locating information is difficult, or any combination of these factors.

3.2.2 Recommended Organization.

Your Proposal should be:

4 SOLICITATION PROCESS

4.1 Public Notice

Solicitation for this RFP begins with publishing it via the State of Oregon’s electronic procurement system OregonBuys (https://OregonBuys.gov). Any and all amendments, modifications, and attachments to the RFP will also be published via OregonBuys. Unless otherwise indicated in the RFP or its amendments, solicitation documents will not be mailed or emailed to prospective Proposers.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 VOLUNTARY Pre-Proposal Conference

· Provide additional overview of the Project;

· Explain the RFP process; and

· Answer any questions Proposers may have related to the Project or the solicitation process.

4.2.3 Oral statements made at the Pre-Proposal teleconference are not binding upon the State Parties. For binding State Parties’ responses, Proposers must submit all questions in Writing through OregonBuys, and the State Parties will thereafter commit to Written responses to all such Written questions.

4.3 RFP Questions / Requests for Clarification

All inquiries relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must be received by the event deadline on this RFP’s cover page.

4.3.1 Submitting questions using the “Q & A” tab in OregonBuys is preferred.

4.3.2 Submitting questions by email to the SPC is permitted. Such submissions must:

(a) Reference the OregonBuys bid number;

(b) Identify Proposer’s name and contact information; and

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

4.4 Solicitation Protests

4.4.1 Solicitation Protest Opportunities.

There are three opportunities for which a written protest under ORS 279B.405 may be filed:

(a) RFP Protest (prior to Opening). A Prospective Affected Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Services, and the proposed Contract. Protests to an RFP submitted after Bid Opening will not be considered.

(b) RFP Amendment Protest (up to seven days after issue). An Affected Proposer may submit a written protest of matters added or modified by the respective RFP Amendment. Protests of an RFP Amendment submitted more than seven days after the issue of the respective RFP Amendment will not be considered.

(c) Competitive Range Protest (up to seven days after Competitive Range announcement). Affected Proposers excluded from the Competitive Range Round may submit a written protest of the Competitive Range. Competitive Range Protests submitted more than seven days after announcement of the Competitive Range will not be considered.

See Section 6.2 for information regarding protest of the contract award.

Protests must:

i. the grounds that demonstrate how the procurement process of this RFP or its amendment is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name, and

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