S-DASOBO-00016964.RFQ CRM and Licensing.posted.docx

The Department of Administrative Services, State Procurement Services (“DAS SPS”) is issuing this Request for Quotes (“RFQ”) on behalf of Oregon Department of Agriculture (“ODA”) under S-DASOBO-00016964 for OneODA Core CRM & Licensing

Issue Date: July 9, 2026

· Windsor Solutions, Inc.

#8466

Quote Due Date and Time: July 23, 2026; 5:00pm PST Single Point of Contact (“SPC”): Jennifer Alton, State Procurement Analyst

Address: Department of Administrative Services Procurement Services 1225 Ferry Street SE Salem, OR 97301

RFQ # S-DASOBO-00016964

1. SCHEDULE OF EVENTS

2. INTRODUCTION

Department of Administrative Services, State Procurement Services (DAS SPS) on behalf of Oregon Department of Agriculture (ODA) is using this RFQ for a CRM & Licensing Solution. All Contractors submitting responses to this RFQ are referred to as “Offerors” in the RFQ. After execution of the Contract, the successful Offerors will be designated as Contractors. DAS SPS anticipates the Award of one (1) Contract from this RFQ. The initial term of the Contract will be for two (2) years with the option to renew.

ODA is seeking a vendor that will provide user experience (UX/UI) design, Microsoft Dynamics 365 (D365) configuration and extension services, integration development, data migration, testing, and implementation support to implement a new CRM & Licensing Solution for ODA staff (AGGIES) and customers.

The new system will:

· Modernize customer relationship management and licensing services;

· Replace the current Oracle/APEX licensing system;

· Establish a centralized customer data foundation;

· Improve customer experience;

· Reduce data sprawl and duplicate customer records;

· Improve operational efficiency;

· Improve reporting and analytics;

· Support future modernization initiatives; and

· Align with State of Oregon strategic technology direction.

3. DEFINITIONS

AGGIES – ODA employees Offeror – refers to any of the four Participating Addendum holders listed on the cover page of this RFQ who also provides a detailed quote and requested documentation in response to this RFQ (an “Offer").

SPC – Single Point of Contact for this procurement. SPC name and contact information is listed on the cover page of this document.

4. AGENCY BACKGROUND

The Oregon Department of Agriculture safeguards Oregon's agriculture, natural resources, working lands, economies, and communities through assistance, compliance, and market support through the Director’s Office and five divisions: Agriculture Services, Food Safety and Animal Health, Natural Resources, Plant Protection, and Administrative Services.

ODA is undertaking a critical modernization effort to replace its outdated licensing and permitting system, which is central to its operations and serves over 35,000 farms and businesses. The current system, built in 2011 and fully operational since 2013, does not meet Oregon’s Enterprise Information Services (“EIS”) standards or the agency's needs, leading to many inefficiencies, data sprawl, and increased operational costs.

The OneODA initiative represents a comprehensive business transformation for ODA. It was conceived and will be executed as a direct response to a unified mandate from Oregon’s executive and legislative branches. OneODA is an integrated vision of three interdependent projects designed to collectively modernize ODA’s technology, processes, and service delivery:

5. PROJECT OVERVIEW

ODA needs to replace an existing custom-built Licensing system developed in Oracle and Application Express (APEX) using Microsoft Dynamics 365 (D365) within the State’s shared Microsoft tenant environment.

ODA also intends to implement a CRM solution within the same D365 environment using customer data from the existing licensing system.

ODA anticipates a shared application architecture capable of supporting logical separation of agency data, security, workflows, and configuration within the State’s shared Microsoft tenant environment. The CRM and Licensing Solution must be designed to support future onboarding of additional agencies while maintaining appropriate separation of agency-specific operations and data. ODA will serve as the initial and only agency onboarded during this implementation phase.

AGGIES will use native D365 interfaces to access CRM and Licensing functionality.

ODA expects the customer-facing experience will be implemented using Power Pages, custom web experiences compatible with modern mobile operating systems, or similar technologies using synchronized customer and licensing data rather than direct live transactional access to D365 where practical and appropriate.

6. SCOPE OF WORK

This Scope of Work includes the activities necessary for the successful Offeror to deliver OneODA CRM & Licensing Solution. Offerors are required to address the following activities in their proposed submission quote. See Attachment A- Scope of Work.

6.1 REQUIREMENTS

The Scope of Services for this RFQ includes all tasks necessary to meet the needs of ODA. This includes but is not limited to fulfillment of the high-level solution requirements outlined in the Requirements Matrix (Attachment B). Offerors must review and comprehend all relevant sections of this RFQ and all RFQ attachments in drafting a response.

7. QUESTIONS AND REQUESTS FOR CLARIFICATION:

All questions and requests for clarification regarding this RFQ must be submitted in OregonBuys (preferred) or by e-mail to the SPC and must be received no later than the date and time identified in the Events Schedule.

DAS SPS may issue revisions, substitutions, or clarifications of the RFQ which, if any, will be sent electronically through OregonBuys.

8. DATA CLASSIFICATIONS AND COMPLIANCE WITH APPLICABLE LAWS

8.1 Data Classification. Solution Provider shall assume that Authorized Purchaser’s data applicable to any Purchase Order Contract resulting from this RFQ contains information that has been classified as Level 2 Information under the State of Oregon’s Information Asset Classification policy, available online at https://www.oregon.gov/das/Policies/107-004-050.pdf.

8.2 Compliance with Laws, Regulations, and Policies. Solution Provider and its employees, contractors, and agents shall in delivery of Services under any Purchase Order Contract resulting from this RFQ comply with all applicable state and federal laws and regulations, and State of Oregon policies governing Authorized Purchaser’s data and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time. Applicable laws, regulations, and policies include but are not limited to:

1. Oregon’s Statewide Information Security Standards: 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.

2. Oregon’s Statewide Information Security Plan: https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-system-security-plan.docx

3. Statewide Cloud Computing policy: http://www.oregon.gov/das/policies/107-004-150.pdf

4. Oregon’s Statewide Information Technology Policies: www.oregon.gov/das/Pages/policies.aspx#IT.

5. Privileged Access Monitoring and Reporting viewable at: https://www.oregon.gov/das/Policies/107-004-140.pdf

6. The Oregon Consumer Information Protection Act (OCIPA), ORS 646A.600 through 646A.628.

9. OFFER SUBMITTAL

Offer submission shall be electronically submitted through OregonBuys at: https://OregonBuys.gov.

Offers must be received on or before the Offer Due Date and Time as identified in the Events Schedule Section 1. Offers will not be accepted after the Offer Due Date and Time. DAS-SPS, in its sole discretion, may extend the Offer Due Date. DAS-SPS may reject all Offers or cancel this RFQ if in its sole determination, it is in the best interest of Authorized Purchaser.

10. SUBMITTAL REQUIREMENTS

To be considered responsive:

10.1. Project Plan: Using the Scope of Work (Attachment A) Offers must describe how Offeror will carry out each of the major activities of the Services, expected duration, and expectations of ODA resource commitments.

10.2. Proposed Team Qualifications: Provide bios and resumes of proposed team.

10.3. Sample Case Studies: Provide relevant work samples of similar projects completed within the last five (5) years.

10.4. Price Quote: Offer must complete and submit a Price Quote to provide a summary of the price of Services.

11. EVALUATION AND AWARD

DAS SPS, in its sole discretion, may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State, as set forth in this Section 11. Offers will be evaluated by an evaluation team assembled by the State.

DAS SPS will average the final scores for each Offer in each tier of competition (calculated by totaling the points awarded by each evaluation team member and dividing by the number of members).

After the first-tier evaluation, DAS SPS may select a competitive range to indicate the Offerors that will be invited to participate in the second tier should a second tier be necessary. The competitive range may include all, or at DAS’ sole discretion, some (based primarily on a natural break in the distribution of scores), of the Offerors from a previous tier. DAS will notify all Offerors of the competitive range via e-mail and provide details about the process and schedule for the second tier.

11.1. First-tier: Evaluation of Written Offers

The evaluation team will perform a Best Value analysis of the Offers received by evaluating the responsive Offers using the following criteria:

1. Qualifications & Relevant Experience Evaluation of the Offeror's demonstrated experience implementing Microsoft Dynamics 365 CRM, licensing, permitting, customer portals, data migration, integration, and business transformation initiatives of similar size, complexity, and public-sector relevance. Consideration will also be given to the qualifications and experience of proposed project personnel and the relevance of submitted case studies.

2. Solution Efficacy & Practicality Evaluation of the degree to which the proposed approach directly addresses the stated objectives and requirements of the OneODA CRM & Licensing initiative. The State values solutions that maximize business outcomes while minimizing unnecessary complexity, customization, cost, and long-term operational burden.

Preference will be given to responses that demonstrate a clear, efficient, and maintainable path to achieving project outcomes using platform-native capabilities where practical. Responses that rely heavily on unnecessary complexity, excessive customization, generic boilerplate content, or services not clearly tied to project objectives may receive lower scores.

3. Proposed Approach & Project Understanding Evaluation of the Offeror's demonstrated understanding of ODA's business objectives, OneODA vision, implementation requirements, and project constraints. Responses will be evaluated on the clarity, completeness, and practicality of the proposed implementation approach, including requirements validation, UX/UI activities, configuration strategy, integration approach, testing, deployment, and knowledge transfer.

4. Project Schedule & Delivery Capability

a. Evaluation of the Offeror's proposed project schedule, staffing model, resource availability, and demonstrated ability to complete the work within the proposed timeframe. Consideration will be given to realism of the schedule, identification of dependencies and risks, and the Offeror's ability to support implementation, cutover, stabilization, and knowledge transfer activities.

5. Cost / Price Quote

a. Evaluation of the total proposed cost of services in relation to the proposed approach, deliverables, staffing model, and expected project outcomes. The State is not obligated to select the lowest-cost Offeror and will consider overall value, efficiency, and reasonableness of pricing.

The following table identifies the maximum points possible for the first-tier criterion:

11.2. First-tier Next Step Determination

At the conclusion of the first-tier evaluation, DAS SPS may determine the Apparent Successful Offeror or may choose to conduct a second-tier evaluation if in the best interest of the State. The second-tier of competition may consist of, but will not be limited to:

· Interviews

· Presentations/Demonstrations/Additional Submittal Items

· Discussions and submittal of revised Offers

· Serial or simultaneous negotiations

· Best and Final Offers

11.3. Competitive Range Determination

If DAS SPS, in its sole discretion, determines that an additional tier of competition is necessary, DAS SPS will select a Competitive Range to indicate the Offerors that will be invited to participate in a second-tier evaluation. The competitive range may include all, or at DAS’ sole discretion, some (based primarily on a natural break in the distribution of scores), of the Offerors from a previous tier.

DAS SPS will notify all Offerors, via e-mail, of the competitive range and provide details about the process and schedule for the second-tier evaluation.

11.4 Award Notification Process

11.4.1. DAS SPS, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Offeror based upon the scoring methodology and process described in this Section 11. DAS SPS may award less than the full Scope defined in this RFQ.

11.4.2. DAS SPS will issue a Notice of Intent to Award to the successful Offeror. DAS SPS will notify all Offerors in Writing that DAS SPS intends to award a Contract to the selected Offeror subject to successful negotiation of any negotiable provisions.

Commitments made by Offeror during the evaluation process, including at the second-tier evaluation (if necessary), if any, will be considered binding. Responses that are contingent upon acceptance of additional terms and conditions may be rejected. The State reserves the right to negotiate contract terms and conditions, inclusive of underlying agreements, with the successful Offeror.

12. PROTEST OF INTENT TO AWARD

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

· All higher ranked Offers are non-Responsive.

· DAS SPS has failed to conduct an evaluation of Offers in accordance with the criteria or process described in the RFQ.

· DAS SPS abused its discretion in rejecting the protestor’s Offer as non-Responsive.

· DAS PS’ evaluation of Offer or determination of award otherwise violates the terms of the Participating Addenda.

Protests must:

· Be delivered to the SPC via email.

· Reference the RFQ number.

· Identify Offeror’s name and contact information.

· Be signed by an authorized representative

· Specify the grounds for the protest.

13. List of Attachments

Exhibit A – Scope of Work Exhibit B – OneODA CRM Licensing High-level Solution Requirements v1.6 Exhibit C – OneODA CRM Licensing System Integrations Exhibit D – OneODA CRM Licensing Oracle Tables Exhibit E – Pricing image1.jpeg