S_DASOBO_00016781 RFP_Posted~1.pdf

STATE OF OREGON

COVER PAGE

Department of Administrative Services, State Procurement Services on behalf of the Department of Human Services, Office of Developmental Disability Services

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00016781 for

FINANCIAL MANAGEMENT AGENT SERVICES

Date of Issue: May 5, 2026

Opening Date and Time: June 17, 2026 at 4:00 PM

Single Point of Contact (SPC): Kaliska King, CPPB, OPBC, Procurement Analyst

Address: 1225 Ferry St SE

City, State, Zip Salem, Oregon 97301

Phone (voice) 503-798-1907

E-mail: Kaliska.king@das.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

TABLE OF CONTENTS

SECTION 1: GENERAL

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO FAIR ACCESS

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

SECTION 1: GENERAL

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services (“DAS SPS”) for the benefit of Oregon Department of Human Services (“ODHS”), Office of Developmental Disability Services (“Agency” or “ODDS”), is issuing this Request for Proposals for Financial Management Agent Services.

Additional details on the Scope of the services are included in the Scope of Work section and Attachment A, Sample Contract, Exhibit A.

DAS SPS anticipates the award of one Contract from this RFP. The initial term of the Contract is anticipated to be 3 years, but DAS SPS, at its discretion, may contract for additional periods with the Proposer selected through this RFP for services falling within the scope of this RFP, without conducting additional procurement activities.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference May 18, 2026 10:00 AM

Questions / Requests for Clarification Due May 21, 2026 10:00 AM

Answers to Questions / Requests for Clarification Issued (approx.)

June 3, 2026

RFP Protest Period Ends

20 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) July- August 2026

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under ORS 279.050(2) and OAR 125-246- 0140 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, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

Project Specific Definitions:

Brokerage: An entity or distinct operating unit within an existing entity that uses the principles of self-determination to perform the functions associated with planning and implementation of support services for Individuals in accordance with OAR Chapter 411, Division 340.

Collective Bargaining Agreement or CBA: The current Collective Bargaining Agreement between the Home Care Commission and SEIU, Local 503, OPEU.

Common Law Employer: An Individual, the Individual’s approved Family member, or a designee who has employed a Personal Support Worker to provide In Home Support services to or for the Individual.

Community Developmental Disability Program or CDDP: A centrally organized and coordinated program of services for persons with developmental disabilities, operated by, or contractually affiliated with a Local Mental Health Authority and operated in a specific geographic area of the State of Oregon in accordance with OAR Chapter 411, Division 320.

Disaster Recovery Plan: A plan for restoring hardware, software, computer programs and data if an organization’s information system is disabled.

Employee: Any Personal Support Worker employed by an Individual, an Individual’s approved family member, or a designee, to provide Community Living Support services to or for the Individual

Express Payment & Reporting System or eXPRS: An ODDS information system for managing the disbursement and tracking of ODDS funding for intellectual and developmental disability programs.

Family: Husband or wife, domestic partner, natural parent, child, sibling, adopted child, adoptive parent, stepparent, stepchild, stepbrother, stepsister, father-in-law, mother-in-law, son-in-law, daughter-in-law, sister-in-law, brother-in-law, grandparent, grandchild, aunt, uncle, niece, nephew or first cousin who is authorized to act on behalf of the Individual.

Financial Management Agent Services or FMAS: (a) Services provided by an entity designated as an IRS employer agent of a Common Law Employer and operating in accordance with §3504 of IRS code, Revenue Procedure 2013-39 and Oregon tax, labor and workers’ compensation insurance laws. Such services include all that is required of an employer for wages paid on the Common Law Employer’s behalf including processing and distribution of payroll for PSWs, collecting and paying over amounts due, and making reports required, under applicable federal and Oregon tax laws and Oregon labor and worker compensations laws, with respect to amounts paid to Employees and managing federal and Oregon tax filings and payments and year-end reporting for Common Law Employers; and, as applicable, (b) services similar to those described in paragraph (a) provided to DHS as a Statutory Employer including withholding and reporting amounts paid to Employees that are not attributable to a specific Common Law Employer .

Individual: means a person who has been determined eligible for Intellectual/Developmental Disabilities services, who has been approved by ODDS to receive such services, and who is enrolled in and receives services from a Case Management Entity.

In Home Support: Has the meaning set forth in OAR 411-330-0020 and 411-308-0020.

Intellectual/Developmental Disability or I/DD: Intellectual disability or other developmental disability as defined in OAR 411-320-0020.

Personal Support Worker or PSW: Has the meaning set forth in OAR 411-320-0020 as such rule may be amended from time to time.

Provider: Any person or entity contracted by an Individual, Family member or designee to provide In Home Support services for the Individual, other than an “Employee”, as identified by a Brokerage or CDDP.

Provider Payment Services: Payment services for Individuals, Family members, or designees with respect to Providers providing In Home Support services to Individuals on an independent contracting basis. Such services include payment to the Provider Providers, reporting, and to the extent applicable, collecting and paying over any federal and Oregon taxes, for amounts paid to the Providers, including backup withholding and making reports on applicable federal IRS and state forms.

SEIU: Service Employees International Union.

Services: all effort to be expended by the Contractor under the Contract awarded as a result of this RFP, as generally described in Section 2.4 of this RFP.

Services to Participants: Services to Individuals, Family members, or designees with respect to Providers providing In Home Support services to Individuals employed as independent providers directly by people receiving services.

Statutory Employer: Agency if and to the extent Agency is considered a statutory employer under federal or Oregon tax laws with respect to amounts that are paid to Employees using funds from Agency and that are not attributable to a Common Law Employer but that are required to be paid by law.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Office of Developmental Disabilities Services (ODDS) is a state government agency whose purpose is to provide Oregonians with an I/DD, access to quality supports that are simple to use, responsive to their strengths, needs, and choices, while they live and thrive as valued members of their community. ODDS strives to support choices of Individuals and their Families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of each Individual's unique gifts, talents and abilities. ODDS is committed to work toward service options to assure that people with I/DD have the opportunity to have lives that are fulfilling and meaningful.

2.3.2 Project Overview and Background

In 2012, the PSWs that provide services to Individuals entered into a Collective Bargaining Agreement (CBA), through the Service Employees International Union, with the State of Oregon. The initial CBA required that the State of Oregon develop a process for paying the PSWs directly instead of through CDDP or Brokerages. CBAs are negotiated every two years; the current CBA is located here: https://www.oregon.gov/odhs/providers-partners/homecare-workforce/Documents/2025-2027-seiu-ohcc-contract.pdf

In 2014, ODHS began contracting for the delivery of such centralized payment services.

ODHS has developed a system titled Plan of Care within its current Express Payment & Reporting System (eXPRS). The CDDP and Brokerage utilize Plan of Care to identify Providers (such as PSWs) of the services authorized in each Individual’s Service Plan.

2.4 SCOPE OF WORK

The Scope of Work includes the following:

2.4.1 General Services to ODDS and participants to :

2.4.1.1 Provide FMAS to Common Law Employers with respect to PSWs providing In Home Support services to the Common Law Employer or to the Individual on whose behalf the Common Law Employer is acting.

2.4.1.2 Deliver Payment Services for Services as defined by ODDS or the CBA Provider.

2.4.1.3 Provide FMAS to ODHS as a Statutory Employer, if required under federal or Oregon law with respect to amounts paid to PSWs that are not attributable to a Common Law Employer.

2.4.1.4 Administer payroll that includes all applicable components such as holiday pay, union dues, and employee benefits, in accordance with relevant labor agreements and employment laws.

2.4.1.5 Make the payments with funds provided by ODHS and based on data provided by ODHS and, in certain circumstances, CDDPs or Brokerages. ODHS will require that the resulting contract shall include clearly defined performance measures and metrics, including but not limited to enrollment data, demographic analysis, and key performance indicators (KPIs), to ensure accountability and program effectiveness.

https://www.oregon.gov/odhs/providers-partners/homecare-workforce/Documents/2025-2027-seiu-ohcc-contract.pdf https://www.oregon.gov/odhs/providers-partners/homecare-workforce/Documents/2025-2027-seiu-ohcc-contract.pdf

2.4.2 Working with CDDPs and Brokerages to:

2.4.2.1 Complete the required State and Federal employer and IRS fiscal employer agent designation documentation (such as IRS Forms 2678, 8821, state business registration, state tax powers of attorney, or any other federal or state forms, as appropriate) to designate the successful Proposer as the Common Law Employer’s IRS fiscal employer agent for up to 15,000 or more Common Law Employers and to register them as the Common Law Employers of PSWs with Federal and State tax agencies.

2.4.2.2 Complete necessary documentation to enable the successful Proposer to make payments to Providers, on behalf of ODHS, for In Home Support services provided to Individuals.

2.4.2.3 Complete necessary documentation to enable the successful Proposer to serve as an agent reporting and making applicable tax withholdings for wages paid to Employees with ODHS funds that are not attributable to a specific Common Law Employer, if applicable (such as IRS Form 8655 or other appropriate federal or state forms). The successful Proposer shall also work with up to 15,000 PSWs to complete and obtain all State and Federal employment documentation to enroll them in the successful Proposer’s system and with Providers to complete necessary documentation to enroll them in the successful Proposer’s system.

2.4.3 Maintain policies and procedures to ensure the maintenance of hardcopy or electronic current and archived FMAS records and files and Provider Payment Services records and files in an accurate, secure and confidential manner and in accordance with the Health Insurance Portability Accountability Act (“HIPPA”) and the Health Information Technology for Economic and Clinical Health (“HITECH”) Act, Oregon Revised Statutes, and Oregon Administrative Rules, as applicable.

2.4.4 Maintain administrative, technical, and physical safeguards to ensure the security and confidentiality of all data related to the resulting Contract. All personal and payroll information shall be protected from unauthorized access, alteration, disclosure or destruction and transmitted using secure methods. Manage the receipt and disbursement of Medicaid funds by establishing and maintaining, in accordance with the requirements of Depositories of Public Funds and Securities ORS Chapter 295, as applicable, a separate administrative bank account for the sole purpose of receiving all payments from ODHS for In Home Support services rendered by PSWs and Providers and implementing the appropriate internal controls.

2.4.5 Comply with State of Oregon Treasury Requirements – See Attachment, A Sample Contract, Exhibit C.

2.4.6 Receive State and Federal authority to perform FMAS for the Common Law Employers of PSWs including executing the Oregon Tax Information and Power of Attorney Form.

2.4.7 Enroll Common Law Employers with the successful Proposer, for FMAS, by completing and filing all employer-related documentation and registering Common Law Employers with the Oregon Department of Revenue for income tax withholding and Oregon Employment Department for state unemployment tax filing and payment purposes using the Oregon Combined Employer Registration Form.

2.4.8 Dis-enroll Common Law Employers from the successful Proposer’s FMAS and terminate their employer status, as requested by ODHS, Brokerages or CDDPs. Dis-enroll Providers from the successful Proposer’s payment system and terminate their Provider status, as requested by ODHS.

2.4.9 Re-enrollment process in place for Common Law Employers with the successful Proposer for FMAS, by completing and filing all employer-related documentation and registering Common Law Employers with the Oregon Department of Revenue for income tax withholding and Oregon Employment Department for state unemployment tax filing and payment purposes using appropriate forms as required by the Oregon Department of revenue.

2.4.10 Enroll Individuals’ PSWs with the successful Proposer as an Employee of the Common Law Employer by completing and filing all employee-related documentation on an ongoing basis. Enroll Individuals’ Providers with the successful Proposer.

2.4.11 Coordinate and communicate with Brokerage and CDDP staff to complete Common Law Employer, PSW enrollment and Provider enrollment.

2.4.12 Manage payment of wages to PSW’s, including filing and paying Employee and Common Law Employer State and Federal employment-related taxes and reports, including performing year-end tax-related tasks such as filing and furnishing required Forms W-2 and filing Forms 941, 940, and other required federal and Oregon annual tax reports for Common Law Employers and, if applicable, for ODHS as a Statutory Employer.

2.4.13 Establish and manage all Common Law Employer, PSW and FMAS records and files and Provider Payment Services records and files, both current and archived, in an accurate, complete, confidential and secure manner and in accordance with HIPAA and the HITECH Act, as applicable.

2.4.14 Prepare, maintain and update, as necessary, an Oregon-specific Policies and

Procedures Manual for FMAS and Provider Payment Services that includes the appropriate internal controls for all FMAS and Provider Payment Services functions and tasks.

2.4.15 Develop and test, at least annually, a disaster recovery plan for electronic files.

2.4.16 Prepare, maintain and implement a communication plan to facilitate access to the successful Proposer by Common Law Employers, PSWs, Providers, CDDP and Brokerage staff, State staff and other community partners as identified by ODDS that includes utilization of a call center and email system for addressing questions about the contents of enrollment documents for Common Law Employers, PSWs and Providers, payroll queries, complaints and response time for addressing questions and complaints.

https://www.oregon.gov/dor/forms/FormsPubs/form-or-cer_211-055.pdf https://www.oregon.gov/dor/forms/FormsPubs/form-or-cer_211-055.pdf

2.4.17 Assist ODHS in the development and provision of Common Law Employer orientation as requested.

2.4.18 Prepare and maintain a transition plan that addresses transition of FMAS and Provider Payment Services from the former contractor to the successful Proposer and maintain for future transitions.

2.4.19 Provide reports as requested by the Agency and standard reports to be negotiated.

2.4.20 Maintain a structured Change Request Management Process to ensure all requested changes are reviewed, approved, and implemented in a controlled and transparent manner.

2.4.21 Implement and maintain processes to collect, record, and report REALD (Race, Ethnicity, Language, and Disability) data in alignment with the Agency’s fairness and accessible standards. Provide required standards and REALD-related information in a timely manner and respond promptly to any requests. Ensure that all data collection and reporting activities comply with applicable state and federal laws, rules, and policies.

2.4.22 Provide testing and validate secure communication between ODDS eXPRS systems and proposer’s systems at the following frequency.

2.4.23 Quarterly testing must be conducted by the Proposer.

2.4.24 Ad hoc testing should be supported as needed.

2.4.24.1 The testing schedule shall include a minimum of two file exchanges for each quarterly testing cycle. Additional testing may be required if errors are found.

2.4.24.2 Ensure ongoing coordination and transparency with the Proposer regarding their system patches, upgrades, and maintenance activities. This includes maintaining the coordinated schedule and holding regular meetings to align efforts.

2.4.25 Establish a dedicated environment for User Acceptance Testing (UAT) with clearly defined and synchronized data refresh cycles that align with testing timelines.

2.4.26 The successful Proposer shall comply with all applicable Oregon Administrative Rules related to public records retention, including but not limited to OAR 166-300- 0015 through 166-300-0065, as well as any Agency specific retention schedules. In case of conflict, the longer retention period shall apply.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

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

3.1.1 Demonstrate 5 years’ experience working with Medicaid beneficiaries, participating in self-directed service programs and providing FMAS in accordance with §3504 of the IRS code and Revenue Procedure 2013-39 and Oregon tax, labor and workers’ compensation insurance laws.

3.1.2 Have knowledge of Federal and Oregon tax, labor and workers’ compensation insurance laws.

3.1.3 Have knowledge of IRS difficulty of care rules included in January 21, 2014, IRS Notice 2014-7 Medicaid Waivers and when to apply them.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, the Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Technical Proposal/Proposal Requirements

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Cost Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

3.2.2 Proposal Page Limits

Proposal is limited to 150 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms (Attachment D)

• Cost Proposal (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Resumes in response to Section 3.3.4.

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys® Electronic Response. Proposer should submit its Proposal electronically through OregonBuys®. Proposer should follow the procedures outlined in Section 4.5 for electronic submission.

The Cost Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys® all attachments to its Proposal that Proposer believes are exempt from disclosure

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

3.2.4 Authorized Representative

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

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Services to be performed or both. A Proposal that merely offers to provide the services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

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

3.3.1 Proposer Information and Certification Sheet

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

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

3.3.2 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

DAS SPS may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. DAS SPS may use references to obtain additional information, or verify any information needed. DAS SPS may contact any reference

(submitted or not) to verify Proposer’s qualifications.

3.3.3 Cost Proposal

Proposer shall submit a detailed Cost Proposal (Attachment E). The final cost proposed must be structured as (a) a monthly administrative fee for each Individual with respect to whom the Proposer makes a payment during the month, whether the payment is to an Employee or Provider, for In Home Support services (regardless of the number of payments made during the month with respect to the Individual and regardless of whether the In Home Support services are provided at the direction of the Individual or a Family Member of the Individual or a designee of the Individual or Family Member of the Individual) (the “Common Law Employer Fee”) and (b) a monthly administrative fee for each Employee to whom the Proposer makes a payment during the month on behalf of ODHS as a Statutory Employer (regardless of the number of payments made during the month to the Employee) (the “Statutory Employer Fee”) .

Other than the potential start-up fee described below, the Common Law Employer Fee and the Statutory Employer Fee will constitute full and complete compensation for the services rendered. Agency will not pay any other fees or separately reimburse any costs or expenses.

In addition to the Common Law Employer Fee and the Statutory Employer Fee, ODHS may consider a reasonable startup fee for any time that a group of more than 50 Common Law Employers or Employees is transferred into these services relatively concurrently. Submit this cost with the cost proposal. This cost will not be evaluated but will be subject to negotiation with the successful Proposer.

3.3.4 Knowledge, Experience, Key Persons and their Resumes

Proposer must describe Proposer’s experience providing FMAS and Provider Payment Services, addressing each of the Minimum Requirements in Section 3.1. Section 3.1 identifies minimum qualifications for specified personnel.

Include an organization chart and resume(s) of not more than 2 pages each, of the individual or individuals that will function in that capacity, demonstrating that their education, skills and experience meet the minimum requirements.

3.3.5 Management Plan

Proposer must illustrate how the management plan will serve to coordinate and accomplish the Scope of Work. At a minimum, the plan must address each of the areas listed in the Scope of Work and the following customer service areas:

3.3.6 Payroll and Payment Management

Proposer must describe Proposer’s experience calculating payroll taxes, union dues, garnishments and other payroll related withholdings and in managing payments to Providers. Include a training plan describing how the Proposer ensures its employees have knowledge regarding policy or law changes in each of these areas is kept current and shared with ODHS assigned staff. Include in the description any experience Proposer has in providing the services as described in the Scope of Work

Proposer must describe Proposer’s process for enrolling a large number of new Common Law Employers and their Employees/Providers and the ongoing process for adding new

Common Law Employers or Employees/Providers.

3.3.7 Large Company Specific Policies and Procedures

Proposer must describe the current policy and procedure manual that is in place for Proposer’s organization that is relied on to guide staff in meeting the requirements of a large contract. Proposer must describe the process and/or procedure needed to design an Oregon specific manual that includes the communication plan with the Agency and how Proposer will ensure it addresses the Agency’s needs. Proposer must describe what topics would be included, how Proposer’s staff will know about changes, and how updates are made to the manual and communicated to ODDS.

3.3.8 Information Technology

Proposer must describe Proposer’s current information system, storage capacity, and sharing capabilities for managing FMAS, Provider Payment Services, Common Law Employer, and PSW related records and files in an accurate and confidential manner and in accordance with HIPPA and the HITECH Act.

Proposer must describe Proposer’s experience transferring large electronic files (50 MB to over 5 GB) using secure FTP methods. Proposer must also describe any alternative processes used when FTP fails or is unavailable, including how secure transmission is maintained. Because many files are large and require validation, Proposer must describe its experience conducting file transfer testing to ensure file accuracy and completeness, as well as typical processing or transfer times for larger files.

Proposer must describe Proposer’s Disaster Recovery Plan and its annual testing process of that Plan, including but not limited to its disaster recovery system for electronic files.

3.3.9 Customer Service Plan

3.3.9.1 Customer Service Help Desk: Proposer must describe Proposer’s current service communication plan including goals and the process for determining when goals are met or exceeded. Include Proposer’s average maximum wait time per call and regular hours that Proposer is available to receive calls. At a minimum Proposers must be available for phone calls between the hours of 8:00 AM to 5:00 PM Pacific Time.

3.3.9.2 Customer Service Documents Management Assistance: Proposer must describe Proposer’s document management process including assistance to Common Law Employers, Employees/Providers and CDDPs and brokerages via e-mail or phone in preparation of initial required documents, processing time, records maintenance processes, and document storage.

3.3.9.3 Customer Service Change Request Management Process: Proposer must describe Proposer’s change request management process. Include response timeline for major and minor change requests. Include timelines for acknowledgment, review, impact analysis, approval and implementation.

3.3.10 Migration and Transition Plan

Proposer must describe how Proposer would carry out the major activities to migrate up to

15,000 or more Common Law Employers, Employees and Providers from their current payment system to Proposer’s payment system, including initial activities and timelines. In addition, describe how Proposer would carry out the major activities of transitioning responsibility for the FMAS and Provider Payment Services falling within the Scope of Work from Proposer to a successor contractor identified by ODHS.

Proposer must also address the transition away from Proposer’s system at the end of the awarded contract and Proposer much include a communication plan for this transition when dealing with ODHS, Common Law Employers, Employees/Providers and possibly the former Contractor.

3.3.11 Reporting Requirements

Proposer must describe Proposer’s ability to generate standard and customized reports requested by Agency. Include a description and sample of reports the Proposer provides to current customers; including standard and customized reports including turnaround times and how they are accessed by the customers and would be accessed by the Agency.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

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

4.2 PRE-PROPOSAL CONFERENCE

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

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

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

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

Interested parties may participate in the Pre-Proposal Conference by:

Emailing the SPC for the TEAMS link to participate. Please email the SPC for the meeting link by May 20th at 3:00 PM.

The Pre-Proposal is on May 21, 2026 at 10 AM PT.

https://oregonbuys.gov/

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys® submission,

• Reference the OregonBuys® bid number;

• Identify Proposer’s name and contact information;

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

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

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Amendment(s)

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

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email,

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

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

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

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

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

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

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DAS SPS is not responsible for any delays in delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys®. at: OregonBuys.gov

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys® bid number.

4.7 PROPOSAL DUE

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

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

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

4.8 PUBLIC OPENING

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 125-247-0630. However, DAS SPS will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

DAS SPS may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

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

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

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

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

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

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

4.10.1.1.1 Responsiveness includes a determination that a Proposal substantially complies with the RFP and all prescribed procurement procedures and requirements.

4.10.1.1.2 SPC will conduct an initial Responsiveness check of all Proposals submitted prior to the Opening to determine if Proposer has submitted all required documents and information and meets the Minimum Qualifications.

4.10.1.1.3 DAS SPS will continue its review throughout the evaluation process to determine if the Proposal is Responsive to all RFP requirements. If the Proposal is unclear, the SPC may request clarification from Proposer.

However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive at any time during the evaluation process, the Proposal may be rejected; however, SPS may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility determination

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

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

4.10.2 Evaluation Criteria

Responsive Proposals will be evaluated by an Evaluation Committee. Each evaluator will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

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

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

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

4.10.2.1 Knowledge, Experience, Key Persons and Resumes

• How deep and extensive is the Proposer’s relevant knowledge and experience?

4.10.2.2 Management Plans

How relevant is Proposer’s knowledge and experience to the services requested in the Scope of Work?

4.10.2.3 Payroll and Payment Management Plan

• How well does Proposer’s experience, knowledge and capability in calculating taxes, union dues and any other fees required by the Scope of Work meet the

SCORE EXPLANATION

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

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

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

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

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

Agency’s needs?

• How well does Proposer’s training plan provide for and support the ongoing training of Proposer’s staff?

• When there is a change in policy or law regarding payroll processes and withholdings, is the Proposers communication and training plan detailed about how changes are communicated?

• How clear is the Proposers procedure for enrolling PSWs, Employees, and Providers?

4.10.2.4 Oregon or large Company Specific Policies and Procedures

• How clear and consistent is the communication with Agency in which the policies and procedures are written for?

• How well do the Proposer’s policies and procedures address the Agency’s needs?

4.10.2.5 Information Technology

• How well does the Proposer’s document storage capabilities meet the Agency’s needs?

• How well does the Proposer’s file sharing capabilities address file and information sharing with Agency, using varied data systems?

• If the FTP file type fails, how well does Proposer’s backup plan meet Agency’s timeliness and security needs?

• How well does the typical processing or transfer time for large files meet the Agency’s needs?

• How well does Proposer’s Disaster Recovery Plan provide for regular testing and system recovery of hard copy and electronic files?

4.10.2.6 Customer Service

• How clearly does the Proposer describe the standard customer wait time and the resources and hours of availability for customers? How well does this meet the needs of the Agency?

• How well do the customer service goals of the Proposer align with the Agency’s mission?

• How clear are the goals and standards around document management?

• How clear does the Proposer explain the document management process including assisting customers with paperwork in person and via the phone?

• How well do the hours of the Proposer’s availability meet the customers’ needs and the Agency’s needs?

4.10.2.7 Migration and Transition Plan

• How clear was the migration plan and how well does the plan address the areas that would need to be transitioned within the Scope of Work?

• How realistic are the migration processes laid out, including the move to the Proposer’s system and transitioning away from the Proposer in the future to a successor?

• How well does the Proposer’s transition plan address communication with the Agency and other involved parties?

4.10.2.8 Reporting Requirements

• How well do the Proposer’s reporting capabilities (including examples) meet Agency reporting needs, including the need for customized reports if requested by the agency?

• How accessible are Proposer’s reporting options for the Agency?

• How well does the turnaround time to create customized reports within the Proposers system or the process for the Agency to request customized reports meet the Agency’s needs?

4.10.3 References

• Does the reference responses meet the Agency’s need and give the information the Agency is looking for?

4.10.4 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will first compute, for each Proposer, a weighted average of the proposed Common Law Employer Fee and Statutory Employer Fee, as set forth below. This weighted average will be the Proposer’s Cost Proposal for purposes of computing the cost points awarded to the Proposal as described below.

(Common Law Employer Fee X 0.6) + (Statutory Employer Fee X 0.4) = Cost Proposal

The SPC will award cost points to each Cost Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

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

4.10.5 PREFERENCES

4.10.5.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, DAS SPS shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.5.2 Tiebreakers

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

https://www.naspo.org/reciprocity1

4.11 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

Points are the total possible for each section as listed in the table below.

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

EXAMPLE:

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

4.12 RANKING OF PROPOSERS

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

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

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

TOTAL POINTS POSSIBLE : 330

POINTS POSSIBLE

4.10.2.1 Knowledge, Experience, Key Persons and Resumes 50

4.10.2.2 Payroll and Payment Management Plan 60

4.10.2.3 Large Company Specific Policies and Procedures 40

4.10.2.4 Information Technology 40

4.10.2.5 Customer Service 40

4.10.2.6 Migration and Transition Plan 40

4.10.2.7 Reporting Requirements 15

4.10.3 Reference’s 15

4.10.4 Cost Points Possible 30

4.13 NEXT STEP DETERMINATION

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

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.13.1 Competitive Range Determination

If DAS SPS, in its sole discretion, determines that one or more additional rounds of competition is necessary,…