S-DASOBO-00016280 OHA-OHP HCI Portal RFP.docx

ATTACHMENT E – Sample Contract

Department of Administrative Services, State Procurement Services, on behalf of Oregon Health Authority

Request For Proposals (“RFP”) S-DASOBO-00016280 for Scheduling Portal for Health Care Interpreters

Date of Issue: August 25, 2026 Bid Opening (Proposals Due): October 1, 2026

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.

GENERAL INFORMATION

Introduction The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services (“DAS SPS”), on behalf of the Oregon Health Authority (“Agency” or “OHA”), is issuing this Request for Proposals to procure a cloud-based Scheduling Portal for Health Care Interpreters (“HCI Portal” or “Solution”) . for Oregon Health Plan (“OHP”) members to access health care interpretation services. The selected Proposer must be able to provide the Solution as described in RFP Section 2, including all required equipment, configurations, licenses, portals, training, integrations, maintenance and operations support. DAS SPS anticipates the award of one (1) Contract from this RFP. The initial term of the Contract is anticipated to include implementation services and one year of Operations and Maintenance Services for an estimated budget of $1,500,000, and with options to renew.

Schedule Table 1 below identifies the tentative schedule of milestone events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Table 1 – RFP Event Schedule

VOLUNTARY Pre-Proposal Conference (See RFP Section 3.2)

Single Point Of Contact (SPC) The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

Authority And Method DAS PS is issuing this RFP pursuant to its authority under ORS 279A.050(2) and OAR 125-246-0140.

DAS PS is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS PS may use a combination of the methods for Competitive Sealed Proposals.

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 RFP Section 2 or elsewhere in this RFP; some terms may be found in RFP Attachment E Sample Contract.

“Calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day.

“Cloud-Based Solution” is a system that is hosted, managed, and maintained by the vendor in the cloud and is accessible to authorized users through a standard web browser.

“COBID” means Certification Office for Business Inclusion and Diversity.

“End-User Support” means User Assistance, issue resolution, training & onboarding, support coverage, system maintenance, configuration and doesn’t include customization or enhancements.

“Go Live” is based on Milestone(s) completion, and Agency’s notice to begin using the Solution in a live environment following completion of User Acceptance Testing.

“Proposal” means a written response to a Request for Proposals.

“Proposers” refers to all firms submitting proposals; the awarded Proposer will be designated as "Contractor" after negotiations.

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency.

“Services” means all RFP work to be performed by the Contractor, including, but not limited to: installation, configuration, implementation, support, warranty, maintenance and support of the Application Services.

“Software as a Service” (SaaS) means Software hosted by Contractor and provided to the Agency as a subscription service. The software listed on a Subscription Schedule to which Contractor has granted Agency access and use as part of the resulting Contract. This includes any customization, other derivative works, upgrades, releases, fixes, patches, etc. related to the software that Contractor develops or deploys during the term of the resulting Contract Agreement, together with all documentation provided by or otherwise required of Contractor for any of the software, customization, other derivative works, upgrades, releases, fixes, patches, etc.

“State” means State of Oregon.

Note: Though not defined, the terms “subconsultant” and “subcontractor” are used interchangeably in this document.

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

Section 2: Overview and Scope (page 4) – Provides detailed information regarding the Project’s goals, objectives, scope, and other needs that are to be addressed by the Proposer and describes the desired structure and minimum information and certifications to submit in the Proposal.

Section 3: Solicitation Process (page 20) – Explains the solicitation process for this RFP.

Section 4: Evaluation Process (page 24) – Explains the process used to evaluate, score, and rank Proposals received.

Section 5: Award and Negotiation (page 28) – provides an overview and explanation of the expected contract award and negotiation process.

Section 6: Additional Information (page 30) – provides general information and terms that govern this RFP and the Solicitation process.

RFP Attachments:

OVERVIEW AND SCOPE

Agency Overview and Background OHA is the primary state agency responsible for improving and overseeing the public health system in Oregon. Established in 2009, OHA was created to consolidate several health-related functions under one umbrella to enhance coordination, efficiency, and outcomes. The agency oversees critical programs such as the Oregon Health Plan (Oregon’s Medicaid program), public health services, mental health and addiction services, and initiatives to promote equitable access to health services. OHA’s overarching mission is to help all Oregonians achieve lifelong health and well-being through access to quality care and healthier communities.

OHA plays a key role in shaping health policy in Oregon, implementing reforms aimed at controlling costs, improving care delivery, and increasing access to health care. It leads statewide efforts to address health disparities, social determinants of health, and the integration of behavioral and physical health services. The agency also responds to public health emergencies, manages disease prevention programs, and promotes wellness across diverse populations. Through collaboration with local health departments, community partners, and Health Care Providers, OHA works to build a more equitable and effective health system for the state.

Present State and Challenges -- What are we trying to solve?

Over the past decade, the Equity and Inclusion Division (“E&I”), in close partnership with community advocates, has worked to strengthen Oregon’s Health Care Interpreter Program by standardizing training, requirements, and approval processes for Certified and Qualified HCIs. For the purposes of this RFP, Certified and Qualified HCIs will be referred to collectively as “Oregon Credentialed HCIs.” Multiple legislative efforts have reinforced this work. Most recently, HB 2359 (2021) required OHA to enhance the HCI registry, define scope of practice standards—including for sight translation—and study the feasibility of an online HCI scheduling platform. These efforts reflect a long-standing statewide commitment to require providers who receive public funds to work with Oregon credentialed HCIs and or document their good faith effort (GFE) to do so if one is unavailable.

E&I’s creation of the Health Care Interpreter central registry advanced this goal by providing a publicly accessible list of Oregon Credentialed HCIs. Oregon Health Care Providers, language service companies, and coordinated care organizations (“CCO”s) are required to work with HCIs listed in the central registry, with limited exceptions when no credentialed interpreter is available, or the provider is proficient in the patient’s language.

Despite these improvements, the system still lacks an efficient, centralized method for providers to schedule interpreters directly or for interpreters to receive timely reimbursement. Providers often rely on multiple language service companies or independent interpreters, creating administrative burdens, inconsistent processes, and challenges demonstrating compliance with language access requirements. These challenges limit the impact of the registry and contribute to coverage gaps and delays in access to credentialed HCIs.

To address these systemic barriers, the Oregon Legislature passed ESB 1578 (2024), directing OHA to develop and maintain an online portal for scheduling HCIs for Oregon Health Plan (“OHP”) members with limited English proficiency or who are deaf or hard of hearing, and for processing payment for interpretation services. The HCI Scheduling and Claims Portal (Portal) will build on E&I’s foundational work by streamlining scheduling, simplifying claims submission, supporting direct reimbursement to HCIs, and generating workforce data.

The primary features of the Portal would be (a) an online scheduling mechanism through which Health Care Providers can directly schedule appointments with Oregon Credentialed HCIs for OHP members; and (b) claims processing for HCI services, including billing and payment through Oregon’s Medicaid Management Information System (MMIS). In addition, the Portal must support multiple modalities of interpretation services, including Video Remote Interpretation (VRI), Over-the-Phone Interpretation (OPI), and In-Person Interpretation (IPI).

The Portal must be hosted in a secure cloud environment. The ideal Portal solution should require minimal customization and rely primarily on configuration to meet current Agency requirements and support future enhancements.

The Portal is a multi-phase project, with initial implementation targeted for Q1 2028. After launch, it will require ongoing operations, maintenance, and enhancements to meet evolving needs and regulatory requirements, and will serve as a key component in achieving equitable, standardized, and accessible interpretation services statewide.

Project Purpose and Objectives The Agency is seeking a cost-effective, scalable, configurable, web-based Software as a Service (“SaaS”) Solution. A Solution hosted by the Successful Proposer is preferred.

The proposed Solution must allow Health Care Providers to schedule Oregon Credentialed HCIs to meet their appointment needs. The Solution should integrate with the State’s MMIS and other systems to support claims submission for HCI services. The Agency has developed an extensive set of requirements to address current inefficiencies, reflected in Section 2 of this RFP and in RFP Attachment B-2.

The Solution must support the Agency’s needs as outlined in this RFP by improving productivity and ease of use for Health Care Providers and Oregon Credentialed HCIs, enabling them to respond more effectively to OHP members’ needs, while supporting evolving business and technology needs.

Table 2 below summarizes the goals, objectives, and desired measurable benefits for the Project. Proposals will be evaluated on the extent to which the Proposer’s response demonstrates the potential to meet these goals, objectives, and desired benefits, using the evaluation criteria provided in this RFP.

Table 2 - Project Goals, Objectives, and Desired Benefits

· Provide a solution that integrates with the Oregon HCI Registry.

· Provide a solution that integrates with provider electronic health record systems.

· Integrate with MMIS to verify OHP enrollment.

· Provider offices experience fewer barriers in finding and scheduling Oregon Credentialed HCIs.

· Fewer steps required to coordinate HCI services.

· Reduce errors in HCI scheduling and claim submission.

· Streamlines HCI payments.

· Collect language access data for reporting and compliance.

· HCIs have increased access to interpretation work.

· Reduced administrative burden for invoicing.

· A single, reliable repository of language access data for OHA and partners.

· Expand awareness of E&I’s HCI program.

LEP patients consistently receive Oregon Credentialed HCIs.

· Provide mechanism to pay HCIs directly by sending payment instructions to multiple payers (MMIS / CCOs).

· HCIs are reliably paid in a timely manner.

· HCIs receive consistent rates across OHP populations.

Project Scope The Agency requires a configurable Solution to support the business practices necessary to implement a state-wide Health Care Interpreter scheduling and claims processing service.

Services will include:

· Project Management Plan and Implementation Methodology

· Solution Technology Architecture Diagrams

· Data Conversion and Migration

· Requirements Analysis and Traceability

· Develop and Document Solution’s Design and Integrations

· Configuration and Testing

· Training

· Implementation Plan

· Ongoing Operations and Maintenance, and Service Level Agreement

· Scheduling and Claims Support Customer Services

· Security Compliance

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

If Proposer relied on generative artificial intelligence (AI) to prepare any component of its Proposal, identify those component(s), and include a statement verifying that Proposer reviewed the AI-generated component(s) and verified they are factual and accurately represent Proposer’s Offer.

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, a detailed schedule is expected to be developed, proactively monitored and controlled, with weekly updates provided. Finally, regularly scheduled status reports (e.g., weekly, monthly, quarterly) are expected to be produced to give the agency and the successful Proposer’s project teams a clear understanding of the current status and health of the project, including completed and upcoming activities, top risks and issues, and associated mitigation and action plans.

Proposer shall provide a sample implementation plan or methodology that explains its management approach for 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). For the Proposal, this sample may be presented at a high level and may include diagrams, but it is expected to form the foundation of the detailed Implementation Methodology to be finalized under the contract with the successful Proposer.

Solution Technology Architecture Diagrams Proposer shall provide standardized high level diagrams showing the Solution’s architecture. Include relevant sketches, conceptual diagrams, and other diagrams that explain the Solution and its operation (e.g., Logic Dataflow Diagrams (DFDs), User Flow (Journey), Identity and Access Flow, Sequence, etc.). All diagrams should include semantic mapping that clearly shows alignment with the business intent.

Agency anticipates the Successful Proposer will need to provide updated version(s) of these diagrams after contract award or periodically throughout the contract term to reflect the “as built” state of the Solution– please include an overview for approving architecture changes (i.e., a formal Architecture Change Request (ACR) and Architecture Decision Record (ADR) process.)

Data Conversion and Migration Agency expects Successful Proposer to create, lead, and execute integrations with multiple systems to provide the required solution functionality. These systems include the State MMIS and HCI Registry systems as well as Health Care Provider electronic health record (EHR) systems. Integration activities should address all processes needed to connect with these source systems, including any data cleansing or transformations required for loading data into the new Solution. Include the following in the Data Conversion and Migration plan:

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

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

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

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

For the purposes of this RFP, Proposer should provide a high-level overview of their data migration process or philosophy for at least each of the phases of 2.4.3.a-d. above, including overcoming challenges of data that is missing, bad, or otherwise corrupted. During contract negotiations, Agency will provide more detail so that task level activities are defined and added as specific deliverables.

Requirements Analysis and Traceability The Proposer creates and configures a Requirements Traceability Matrix (“RTM”) that describes its process for reconciling all project Requirements of RFP Attachment B-2) to ensure Proposer has met Requirements for the Solution.

Successful Proposer shall document and reconcile all Agency Requirements against the Solution using a Requirements Traceability Matrix (RTM), based on information from Attachment B-2 Requirements Matrix Fit/Gap Analysis, to demonstrate that all Agency-Accepted Requirements have been met.

The resulting RTM must include Agency approved structure clearly mapping each requirement to the corresponding Design Documentation, including identification of any gaps between design requirements and Solution capabilities. The Successful Proposer must support requirement updates throughout all project phases, ensuring it reflects original requirements, approved updates, and change requests during the Solution’s lifecycle. Prior to Final Acceptance, the Proposer shall reconcile all requirements against the delivered and tested Solution to clearly and transparently demonstrate that each requirement has been met.

Develop and Document Solution’s Design and Integrations Proposer shall provide draft design documents of their proposed solution that are described below. These documents will form the basis for the Successful Proposer to leverage the Accepted RTM for developing the logical software design including all required integrations. The Successful Proposer will provide the Agency with the following design deliverables:

Functional Design Document (“FDD”) – The FDD must describe how the Solution will function to meet Solution Requirements. It should include; functional security expectations; traceability of functional requirements and business rules; use cases with inputs/outputs, workflows and UI behavior; process flows with mockups, user flows, and UX considerations. This document must be maintained and updated for the duration of the Contract.

Technical Design Document (“TDD”) – The TDD must provide a complete technical design of the entire Solution. It should include the technical architecture overview; system components and interactions; database schema and data model; object models, design patterns, and algorithms; technical security, performance, and scalability; and environment setup, release path, and deployment model. This document must be maintained and updated for the duration of the Contract.

Interface Control Document (“ICD”) – The ICD must detail all required interfacing systems to ensure seamless data exchange and communication. It must detail the approach for Interface management, documentation, and testing to ensure reliability and compliance. The ICD should include information on the interface overview and scope; logical interfaces (message formats, field definitions, encoding); protocols and transport mechanisms; security requirements; timing and latency expectations; error handling and fallback behavior; detailed test reporting, validation and acceptance criteria; and full version control and change history. This document must be maintained and updated for the duration of the Contract.

Configuration and Testing Proposal shall provide details on configuration of all required infrastructure, Solution environments, and configuration of the Solution based on the Requirements, Agency-Accepted RTM and design Documentation.

Proposal shall provide a Sample Test Plan they, as 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 (unit, performance, system integration, security, penetration, or other mutually agreed upon testing) and responsible parties. The scope of testing must cover all configured functionality necessary to meet Solution Requirements. The Successful Proposer shall develop test cases in collaboration with the agency. The Sample Test Plan must also include all test cases the Proposer plans to execute and any recommended test cases for the State to run during User Acceptance Testing (UAT).

The Successful Proposer shall provide test reports documenting that no Level 1 – 3 Defects (as defined in the Sample Contract) remain. If any Level 1-3 Defects arise during any testing, including UAT, the successful Proposer must resolve them and re-test 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. The successful Proposer shall configure an appropriate Solution environment to support UAT. Agency will test the entire Solution to determine 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, re-testing, regression testing if needed, and other support functions required for Agency to complete UAT.

Training Proposer shall develop a Sample Training Plan that identifies the training approach, schedule, tools, environments, readiness and user guides to be developed. The training approach must meet the needs of Agency staff (e.g. train-the-trainer, regional training, web-based training, hybrid approach to training, etc.) and ensure effective knowledge transfer. The Sample Training Plan should include a syllabus for instructor-led training. Training needs shall be broken down by personnel and role, to clearly identify required training levels. Help pages or administrator handbooks are not considered training for the purposes of this section.

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

Implementation Plan Proposer shall submit a draft Implementation Plan that outlines the overall strategy, approach, readiness criteria, milestones, tasks, and activities required for production cutover. The Implementation Plan shall include activities leading up to and during cutover, as well as the post Go-Live support the Successful Proposer shall provide. The Implementation Plan will also detail specific rollback strategies and contingency plans.

Ongoing Operations and Maintenance, and Service Level Agreement Ongoing Operations & Maintenance (“O&M”) Proposer shall submit a draft plan for providing continued Operations and Maintenance support for the Solution after cutover and throughout the duration of the Contract.

The Successful Proposer shall develop an O&M plan that clearly describes its approach to ongoing maintenance, upgrades, enhancements, release management (including release notes and documentation updates), technical support, Solution monitoring, and user management.

Successful Proposer shall provide the Agency with a monthly O&M report summarizing completed and upcoming work and Solution performance metrics for the reporting period.

Performance Metrics and Service Level Agreement (“SLAs”) Proposer shall submit performance metrics for the Solution and a detailed plan for defect response, resolution, and maintaining Solution uptime as the project transitions from implementation to operations.

The Successful Proposer shall be responsible for monitoring the Solution performance to meet agreed-upon SLAs, including response and resolution times for defects and required uptime.

Scheduling and Claims Support Customer Services The Proposer must submit its current Customer Service Plan that addresses the following elements:

· SLAs for response times, resolution targets, and escalation thresholds

· Communication channels (e.g., toll‑free hotline, email, portal‑based chat)

· Escalation procedures and coordination with Agency operations and program teams

· Hours of operation (e.g., standard business hours for scheduling services; 24/7 availability for urgent issues, as applicable) The Agency anticipates that the types of ongoing customer support may include, but is not limited to:

· Portal user scheduling support

· Claims and payment support

· Grievance intake and resolution

· Triage and Issue Routing The Successful Proposer should provide ongoing customer support that is distinct from the technical support of Section 2.4.9. These services may be performed directly by the Successful Proposer or through disclosed subcontractors. This scope addresses operational needs such as scheduling assistance, claims triage, and grievance handling that require customer service infrastructure beyond the Portal helpdesk.

Security Compliance Proposer shall submit a statement addressing its capacity to meet State information security requirements. The statement must reflect the information indicated in this section, and clearly demonstrate that if awarded a Contract:

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

Successful Proposer shall comply with the Statewide Information Technology (IT) Control Standards found online at Enterprise Information Services: Guidance for State Agencies : Cyber Security Services : State of Oregon, specifically:

Oregon’s Statewide Information Technology (IT) Control Standards, by ensuring it maintains security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (“NIST”) Special Publication (SP) 800-53.

Oregon’s Statewide Information Technology (IT) Control Standards. Proposer may (but is not required to) provide one of the following to demonstrate compliance with Oregon’s Information Technology Control Standards: Proof of current GovRAMP Authorized status (Ready, Provisionally Authorized, or Authorized) in the form of a GovRAMP Letter, or documentation of a valid GovRAMP Security Snapshot Score.

Oregon’s Statewide Information Security Program Plan.

Successful Proposer shall comply with the Statewide Policy on Cyber and Information Security, DAS Statewide Policy 107-004-052, found online at https://www.oregon.gov/das/Pages/policies.aspx#IT, pertaining to State systems and security, including its restrictions on offshore and foreign services.

Proposer’s response to this section must specifically address its capacity to meet the policy’s restriction on offshore and foreign services for the duration of the Contract. State if fully compliant services and personnel are available, and part of Proposer’s Proposal. If the Proposal includes optional or necessary offshore or foreign services, Proposer must include in its Proposal a statement describing:

1. The offshore and/or foreign services that Proposer intends to use to deliver the Solution and Services.

Proposer to provide the geographic location of where services are to be performed.

The benefit to the State of the offshore and/or foreign services.

That Proposer will ensure it has systems and controls in place that will protect Agency Data and the State’s networks in the event offshore or foreign services are allowed, and what systems and controls Proposer expects the State to have in place.

What steps Proposer is willing and able to take to fully meet the policy’s restrictions on offshore and foreign resources. Describe any additional steps Agency would be requested to take, and any additional costs Agency may incur if Proposer provided the System and Services using fully compliant services.

As necessary, Proposer shall sign a non-disclosure agreement regarding information received or processed on its equipment from the State of Oregon. Proposer shall always protect State of Oregon sensitive and confidential information.

Project Specific Definitions Table 3 – Project Specific Terms

Round 1 MINIMUM SUBMISSION REQUIREMENTS Round 1 Proposal must address each of the items listed in this section and all other requirements set forth in this RFP.

Proposer Responsive/Responsibility Check and Disclosure Exemption Forms RFP Attachment A consists of four forms that Proposer shall complete and submit with its Proposal, preferably combined into a separate single file, with “Vol1” in the file name (e.g., “RFP #_Proposer Name_Vol1_Responsiveness.pdf”):

These four forms must be complete and bear the Proposer’s authorized representative’s Signature where requested by the form. Failure of Proposer’s authorized representative to sign the Proposal or these forms may result in rejection of the Proposal by DAS SPS as non-Responsive, non-Responsible, or both.

Attachment A-4 Disclosure Exemption Affidavit additional notes -

· Submission is required even if Proposer is not identifying confidential or proprietary information and data for nondisclosure.

· If Proposer is identifying items for nondisclosure as confidential or proprietary, Proposer must specify the reason for the exemption AND submit a redacted version of the Proposal document(s) with the information Proposer is identifying as exempt.

· If Proposer is selected to participate in later rounds of competition and submits information it considers confidential or proprietary in those rounds, then Proposer must follow the same procedure as above (e.g., identify information, provide redacted copy, submit Disclosure Exemption Affidavit) for those rounds of competition.

Project Proposal The Proposal is a narrative addressing each of the submission elements listed below in 2.5.a – 2.5.e. RFP Attachment B provides a set of forms to use or assist in developing the Project Proposal:

The Project Proposal information should be combined into as few files as reasonably possible with “Vol2” in the file name, for example:

· RFP #_Proposer Name_Vol2_Proposal.pdf (incorporating the Draft Statement of Work and Reference Check forms (see RFP Attachments B-1 and B-3)

· RFP #_Proposer Name_Vol2_RTM.xlsx (completed Attachment B-2)

· And, if submitting a redacted version, then also a file RFP #_Proposer Name_Vol2_Proposal_REDACTED.pdf Proposer’s narrative shall describe the Goods to be provided and/or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score, especially when such material makes required information difficult to locate.

Executive Summary (Not Scored) 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.

Organizational Profile and Experience (Scored) This should be 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, including but not limited to:

1. Organization Overview

· Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation.

· Location of the organization’s offices (headquarters and branches).

· Location of the office from which employees will be assigned to work on the proposed Solution for Agency.

· Information on COBID status, if applicable (this is a summary of the information provided in Attachment A-2.)

· Established business relationships with proposed subcontractors (e.g. hosting services vendor),

· Organization’s client base.

Staffing Plan with Key Persons, Organizational Chart and Resumes Should describe how the Proposer plans to organize itself to staff and drive the project, identify its personnel that are expected to interact with the Agency and be responsible for completion of the project, including but not limited to:

· Key Persons. Specify key persons to be assigned to the Solution and include a resume (not to exceed two (2) pages each) for each individual. Resumes should demonstrate relevant experience, training, and other qualifications for the services described by this RFP.

· Organizational Chart. Provide an organizational chart identifying the staffing that will provide the Solution required by this RFP, illustrating the lines of authority as appropriate. If the organizational chart will be different after implementation of the Solution, Proposal will include a separate organizational chart outlining the operations and maintenance staffing and lines of authority as appropriate.

· 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 RFP, with those entities and the services they will provide clearly identified.

Experience and Capabilities.

· Proposer should provide examples of at least three (3), but no more than five (5) successful implementations of projects with similar size, scope, and/or complexity as the Solution sought in this RFQ with one (1) of those being completed within the past three (3) years. Preference would be given to Proposer who provides a detailed description of a similar system implemented by the Proposer that is currently in operation, including how the system is being used by other entities.

· Completed Reference Check forms. The Project Proposal should include at least three references, using the Reference Check form provided (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.

Work Samples (up to three).

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. If the Proposal includes more than three samples, only the first three will be considered.

Draft Statement of Work/Scope of Services (Scored) The proposed Statement of Work (“SOW”) should make up the bulk of the Project Proposal. 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 2.4. Proposer’s Statement of Work must show their understanding of the Project Scope and anticipated deliverables as part of its Project Proposal. RFP Attachment B-1 provides detailed instructions and a suggested form and format to use for the Proposed SOW.

The draft Statement of Work must include all tasks and deliverables required by Proposer to implement and maintain the proposed Solution.

Value Added Services. Proposers are encouraged to describe any value-added services that are included in the requested Scope of Service but go beyond the requested deliverables and core software functionality outlined in this RFP Section 2. These may include, but are not limited to, additional support offerings, specialized training, enhanced maintenance options, or other unique services that provide added benefit to the Agency. For each value-added service please include; a description, proposed pricing (Attachment C), and identify any subcontractors or resellers involved in the delivery.

Requirements Matrix (Scored) 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 Agency 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.

NOTE: the Requirements Matrix Fit-Gap Analysis describes a series of Mandatory Requirements. If the proposed solution cannot meet or satisfy all of the Mandatory Requirements as indicated by the Proposer’s response, then the Proposal will be considered non-Responsive and be rejected.

Licenses and Other Agreements Proposer shall provide its proposed Support and Maintenance agreement, and any software licenses, End User License Agreements, subscription agreements, other third-party agreements that would be required for Agency to use Proposer’s proposed Solution.

* Software licenses and the support and maintenance agreement are excluded from the Proposal page count limit, if any.

Price Proposal Proposer provides an estimated total cost of ownership (“TCO”) for their proposed solution, covering all project phases and five full years of operations…