S-DASOBO-00017622 DPSST LMS RFP FINAL DRAFT~1.docx

State of Oregon

Cover Page Department of Administrative Services, State Procurement Services, on behalf of Department of Public Safety Standards and Training Is issuing this Request For Proposals (RFP) under OregonBuys® Open Market Bid Number S-DASOBO-00017622 for Learning management System AND RELATED SERVICES Date of Issue: August 31, 2026 Opening Date and Time: September 30, 2026 at 5:00 PM PT

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.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 27 Table of Contents

LIST OF ATTACHMENTS

ATTACHMENT A, SAMPLE CONTRACT

ATTACHMENT B, DISCLOSURE EXEMPTION CERTIFICATION

ATTACHMENT C, PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D, REFERENCE CHECK FORM

ATTACHMENT E, PRICE PROPOSAL FORM

ATTACHMENT F, COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G, RESPONSIBILITY INQUIRY

ATTACHMENT H, REQUIREMENTS MATRIX

ATTACHMENT I, ACCESSIBILITY COMPLIANCE REPORT (“ACR”)

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 Department of Public Safety Standards and Training, (“DPSST” or “Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for a GovRAMP™ Authorized or FedRAMP® Certified learning management system and related services (“Solution”).

Additional details on the Scope of services are included in the Scope of Work section. Proposers with proven experience implementing largescale, contract driven learning management systems—particularly within public safety or similarly regulated environments—are strongly encouraged to respond.

This procurement supports the replacement of the legacy case management system, which is anticipated to sunset in the 3rd calendar quarter 2027, with a modern, vendor supported cloud platform.

Agency anticipates the award of one Contract from this RFP. The initial term of the Contract is anticipated to be six months for implementation and then move into annual license agreement with options to renew upon agreement of the parties.

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.

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, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency 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.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below. Terminology specific to the OregonBuys system may be found at: OregonBuys®

OVERVIEW AND PURPOSE

Agency Overview and Background DPSST serves the public safety community of police, corrections, fire, parole and probation and emergency medical dispatch. DPSST’s mission is to pursue excellence in training and accountability for public safety professionals. This includes upholding professional standards for police, fire, corrections, parole and probation, emergency medical dispatch, and telecommunications personnel, in addition to licensing private security providers and private investigators in Oregon.

DPSST also regulates and licenses polygraph examiners, determines sheriff candidates' eligibility to run for office and provides staffing for the Public Safety Memorial Fund. DPSST strives to provide resources and certification programs that public safety officers and local public safety organizations need to maintain the highest professional skill standards, stewardship and service to Oregon's communities and citizens.

These services are based at DPSST’s 213-acre academy and extend across the state through a network of regional training coordinators. DPSST’s functions are guided by several Oregon Revised Statutes, and its authority is defined specifically in Oregon Administrative Rules Chapter 259. DPSST is governed by a 26 member Board and six discipline-specific policy committees.

Project Overview and Background DPSST seeks a commercial off‑the‑shelf Learning Management System to replace outdated, business‑critical data systems, labor-intensive administrative processes, and support both current and future training needs statewide. The project will procure and implement the LMS, ensure continuity of essential training functions, and provide a scalable foundation for future expansion.

Purpose Learning is currently delivered both on the Salem campus (1 location) and regionally throughout the state (multiple and varied locations) for local, state, tribal and federal partners to provide basic, advanced, specialized, and ongoing maintenance training at the Oregon Public Safety Academy for more than 50,000 public safety constituents.

The LMS solution project directly addresses these long-standing needs and enables DPSST to modernize training delivery, strengthen statewide access, and better serve Oregon’s public safety community.

DPSST plans to implement a commercial off the shelf (“COTS”) learning management system (“LMS”) that meets current and future training needs at OPSA and supports regional delivery throughout Oregon. This will be a vendor hosted solution that meets, at minimum, a FedRAMP® Certification or GovRAMP™ Authorized status in a GovCloud environment. The Solution must safeguard all CJI (Criminal Justice Information) in full compliance with the FBI CJIS Security Policy and applicable State of Oregon CJIS requirements. This implementation aligns directly with the agency’s strategic plan and its guiding principle of delivering high-quality training to public safety professionals statewide.

This solicitation represents one part of a strategic modernization effort to replace one of the Agency’s legacy data systems and eliminate labor‑intensive manual administrative processes (Skills Manager, Acadis, Stars (data management), and Iris). DPSST’s overarching Goals, Objectives, and desired Benefits are summarized below:

Goal Adopt and implement an LMS that improves the delivery and accessibility of public safety training, and supports DPSST and its constituents effectively, equitably, and efficiently.

Objectives

· Centralize training programs, completion records, and certification tracking into one application.

· Automate and improve training operational processes to minimize manual administrative work.

· Improve user experience and provide self‑service functionality.

· Offer scalable and secure operability for ongoing regional training needs.

· Ensure compliance with ADA and WCAG accessibility requirements.

· Align implementation with enterprise stage‑gate requirements.

Desired Benefits

· A contemporary, cloud‑based COTS LMS solution that improves accuracy, reduces operational overhead, and enhances workforce support.

· Replacement of the legacy case management system scheduled to sunset in the 3rd calendar quarter of 2027 with a modern, vendor supported cloud platform.

· Compliance with legislative and contractual requirements, including multiple labor agreements.

· Ability to scale across all public safety training locations (Salem campus plus multiple local, state, tribal, and federal partners statewide).

· 24/7 Solution availability.

· Robust vendor Support: a minimum of Monday through Friday, 6:00am to 6:00pm (PST).

· Supports the current and future technology and training needs of public safety using an iterative implementation approach.

SOLUTION REQUIREMENTS AND SCOPE OF WORK

SOLUTION REQUIREMENTS

The Scope of this RFP includes all tasks necessary to implement a Solution to meet current and future needs of DPSST as described in Section 2.4, and all subsections of Section 2.4. This includes but is not limited to fulfillment of technical and business functionality outlined in Attachment H, Requirements Matrix, and all products, Services, and additional work necessary to implement, maintain, and update the Solution to meet future needs of DPSST.

The high-level requirements are below. A more comprehensive list of Solution requirements with descriptions and further detail is provided in Attachment H, Requirements Matrix.

The Solution must provide:

· User account management with role‑based access, self‑registration, activity tracking, and certificate management.

· Modern, user‑friendly interface with learner dashboard and electronic signatures.

· Core training administration: course creation, event scheduling, class updates, approval workflows, notifications, quizzes, and student notes.

· System performance supporting 50,000+ users with defined availability and secure compliance with state/federal policies.

· Reporting and data management including customizable reports, imports/exports, historical migration, and disaster recovery.

· Integration with other LMS systems and support for QR‑based registration/evaluations.

· Successful Proposer provided admin training, documentation, and ongoing maintenance notifications.

· Enhanced account features such as flags, virtual training requests, and certificates for guest attendees.

· Advanced scheduling, lodging reservations, and automated notifications (eligibility, rescheduling, retesting).

· Mobile/web access for staff schedules and reports, plus self‑subscribe list‑serv capability.

The Solution may include other technology features and capabilities, which may be included at a later date.

SCOPE OF WORK

The Agency requires Project Services that will include all tasks necessary to implement the Project to meet the current and future needs of the Agency, including all Projects, Services, and additional Work necessary to implement, maintain, and update the Project and Solution. The scope of the Project and Solution services includes:

· Project Management.

· Requirements Refinement

· Solution Architecture and Design.

· Configuration and Build.

· System Integrations.

· Data Conversion and Migration.

· System Reporting.

· Testing and Validation.

· Training and Readiness.

· Deployment and Go-Live.

· Post-Go-Live Stabilization and Project Closeout

· Ongoing Operations and Maintenance, Service Level Agreement, Disaster Recovery

· Additional Requirements

The Solution and Deliverables that are electronic documents or multimedia content, and web, desktop, and mobile applications, as well as Solution documentation (such as training materials and user guides) must meet all applicable standards for digital accessibility. Applicable standards are those set in law, administrative rule, and Agency policies, including as those laws, administrative rules, and policies are updated from time to time. The successful Proposer shall ensure compliance with Title II of the Americans with Disabilities Act (ADA). The successful Proposer shall deliver Services that meet standards for digital accessibility established in Web Content Accessibility Guidelines (WCAG) 2.1 (Level AA).

The desired characteristics and Deliverables for each of these Services are described in more detail below.

1. Project Management Plan and Implementation Methodology Successful Proposer shall provide project management services to ensure successful delivery, including planning, coordination, risk management, status reporting, and stakeholder communication. Ensure compliance with State quality and governance requirements. Services and Deliverables must adhere to established oversight requirements: (https://www.oregon.gov/das/Pages/index.aspx) and follow project management standards and best practices as described within the most recent edition of the Project Management Book of Knowledge (“PMBOK”).

a. The project management services must include the following Deliverables:

· Detailed Project Implementation Plan and Schedule;

· Kick off implementation meeting PowerPoint presentation;

· Status Reports (Weekly updates and Monthly report out);

· Risks, Actions, Issues and Decisions (“RAID”) Log, and

· Requirement Traceability Matrix (“RTM”).

b. Project Governance Responsibilities Successful Proposer’s roles and responsibilities

· Participate in the following meetings:

· Weekly project status meetings;

· Monthly Steering Committee meetings (1);

· Deliverables review and approval sessions (2), and

· Joint risk management reviews.

c. Successful Proposer shall develop the project Deliverables and provide project services in a workmanlike and professional manner, utilizing industry best practices.

d. Successful Proposer shall be responsible for all travel and other related expenses, including parking, incurred during the term of the resulting Contract.

e. All reports, Deliverables, or other electronic files provided to the Agency must be in format compatible with Microsoft M365.

f. Agency Roles and Activities

· Agency will assign a project team liaison to assist with the coordination of Successful Proposer’s access to relevant documentation and other artifacts as well as internal Agency staff and other stakeholders and partners.

· Agency will give Successful Proposer sufficient access to project artifacts, work products, meetings, work sessions, and team members to allow them to perform their work as set forth in the Contract.

· Agency will take appropriate steps to address risks and issues associated with omissions, gaps, defects, and other quality concerns identified by the Successful Proposer, or document business reasons for not doing so.

· Agency will provide meeting space and make available adequate working space and facility access for any work required to be completed onsite and provide copies of any applicable workplace polices.

· Agency will keep Successful Proposer appraised of project status, including any changes in scope, budget, or timeline.

2. Requirements Refinement The Successful Proposer shall collaborate with the Agency to conduct a structured refinement of the project’s functional and technical requirements. This work includes reviewing existing documentation, engaging with designated stakeholders, and translating business needs into clear, actionable, and validated requirements that support solution design.

The Successful Proposer shall analyze current-state information, identify gaps or inconsistencies, and propose revisions that improve clarity, feasibility, and alignment with project objectives. As part of this effort, the Successful Proposer shall facilitate discussions, workshops, or interviews as needed to confirm understanding, resolve ambiguities, and ensure that requirements accurately reflect the Agency’s operational, security, and performance needs.

The Requirements Refinement activity includes the following Deliverable:

· Consolidated and Refined Requirements Traceability Matrix

3. Solution Technology Architecture Diagrams Once Successful Proposer has completed refining and analyzing the requirements, Successful Proposer shall develop a comprehensive solution design aligned with business requirements. This document will identify exactly how the Solution meets the requirements, and the Work required to implement each requirement. Successful Proposer shall develop and manage all configuration activities against this document.

Successful Proposer shall conduct stakeholder workshops, requirement validation, map business needs to system components, document workflows, integrations, interfaces, UI, security, and access models.

The Solution Discovery and Design activity includes the following Deliverable:

· Discovery and Readiness Document, and Solution Design and Configuration Document

4. Configuration and Build Successful Proposer shall configure the platform to establish a secure, structured and controlled environment that supports the LMS in accordance with the Solution Design and Configuration document. This activity focuses on platform readiness, including user access, workspace setup, and workflow enablement.

The activity includes the following Deliverables:

· Configuration workbook (documenting environment setup, roles, permissions, and workspace structure);

· Security and Access Control Matrix (defined and implemented role-based access and permissions);

· Workflow and approval Configuration Documentation (configured review, approval, and version control documentation);

· Workspace Structure and Document Setup (established folders, naming conventions, and baseline structure to support report development), and

· Configuration Validation Report (evidence that the platform setup aligns with approved requirements).

5. System Integration The Agency’s system integration approach will be finalized after selection of the successful Solution and completion of required discovery activities. Integration planning will consider the Solution’s architecture, required interfaces, data exchange needs, and dependencies identified during discovery. At the time of contracting, the Agency will have identified the data types, sources, and anticipated data flows necessary to support integration. The Successful Proposer will collaborate with the Agency to refine integration requirements, define interface specifications, and determine the appropriate integration methods and tools. Final integration activities, responsibilities, and timelines will be established during the Solution design phase and incorporated into the implementation plan.

6. Data Conversion and Migration Prior to performing the data conversion and migration services, Successful Proposer shall identify the scope of data conversion services required. As a part of the Project Plan, Successful Proposer shall describe the approach of how the conversion of the historical data to the new Solution will be provided, identify risks regarding data migration and how those risks will be avoided or mitigated. In the Project Implementation Plan, Successful Proposer shall also include identification of the roles and responsibilities between Successful Proposer’s team and the project team related to data conversion activities.

Successful Proposer shall validate data integrity and quality and provide transparency and documentation of data migration activities. Successful Proposer shall be responsible for migrating all relevant data from existing training systems and word documents (Data Source) into the new Solution. Successful Proposer shall clearly describe the data migration approach within the proposed plan, including methodology, data validation, transformation processes, and reconciliation to ensure accuracy and completeness.

The activity shall include the following deliverables:

· Data Migration Plan

· Data Migration and Validation Report

· Data Dictionary

7. System Reporting Successful Proposer shall develop the LMS Report within the platform, ensuring accuracy, consistency, and compliance within the applicable reporting standards. This activity focuses on report creation, content development, and data linking across all report sections.

The activity includes the following Deliverables:

· Report Structure Document (defining report organization, sections, and alignment to LMS requirements);

· Draft LMS Report interfaces and outputs must comply with Section 508 and Title II standards; Contractor shall provide a current Voluntary Product Accessibility Template (“VPAT”);

· Draft LMS Report based on compliance with State of Oregon information security standards, including encryption and role‑based access controls;

· Configured and validated report that meets DPSST’s required data fields and output formats;

· Documentation of data sources and logic used to generate the report, and

· User guidance for running and exporting the report.

8. Testing and Validation Successful Proposer shall perform system testing and support the State in executing user acceptance testing (“UAT”) to validate functionality, data accuracy, and alignment with business requirements.

This activity includes the following Deliverables:

a. System Test Plan;

b. System Testing Defect Log and Resolution Tracker;

c. User Acceptance Test Plan, and

d. UAT Results and Observation Tracker.

9. Training and Readiness Successful Proposer shall prepare users and administrators to effectively operate the system.

The activity includes the following Deliverables:

a. Training Plan and Materials;

b. End-User and Administrator Training, and

c. User Readiness Confirmation.

10. Deployment and Go Live Successful Proposer shall plan and execute the production deployment and ensure readiness for Go-Live.

The activity includes the following Deliverables:

a. Cutover Plan and Checklist;

b. Go-Live Readiness Assessment, and

c. Production Deployment and Initial LMS Prototype.

11. Post Go-Live Stabilization and Project Closeout Successful Proposer shall provide support following deployment to stabilize the system and address issues.

The activity includes the following Deliverables:

a. Stabilization Support Plan;

b. Maintenance & Operations Plan

b. Stabilization Issues and Enhancement Log;

c. Performance Monitoring Reports,

d. Lessons Learned and Project Closure Report.

e. Disaster Discovery Plan

12. Ongoing Maintenance & Operation (M&O), and Service Level Agreement Successful Proposer shall provide ongoing support and operational services for the duration of the Contract to ensure the continued performance, stability, and usability of the Solution following Go-Live.

The activity includes the following Deliverables:

a. M&O Issues and Enhancement Log

b. Performance Metrics and Service Level Agreements (“SLAs”). Successful Proposer shall submit its Service Level Agreements. Service Level Agreements will be set forth in the Contract to address ongoing needs of the Agency over the course of the Contract period. The Service Level Agreement will describe the key elements such as a description of services, service standards and metrics, service tracking and reporting, periodic review and change process, and responding to software incidents and problems.

13. Additional Requirements – WCAG Compliance The Solution must meet standards for digital accessibility in conformance with Title II of the ADA. The current compliance standard is Web Content Accessibility Guidelines (“WCAG”) 2.1 (“Level AA”).

The successful Proposer will ensure its Solution, including all documentation, and Deliverables each meet all applicable standards for digital accessibility on or before April 24, 2027, or at the time the Solution is submitted to Agency for testing, whichever date is sooner.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

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

Certification Requirements Proposer’s Solution must be GovRAMP™ Authorized or FedRAMP® Certified.

MINIMUM SUBMISSION REQUIREMENTS

ROUND 1 Proposal Submissions To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

Executive Summary Proposer’s Staffing Plan, Key Persons & Resumes Experience and Capabilities (including Work Samples) Requirements Matrix (Attachment H) Solutions Documentation Price Proposal Form (Attachment E) GovRAMP™ Authorized or FedRAMP® Certification Proof Security Requirements Digital Accessibility (including Attachment I, Accessibility Compliance Report) Reference Check Form (Attachment D) Disclosure Exemption Certification (Attachment B) Proposer Information and Certification Sheet (Attachment C) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Proposal Page Limits Proposal is limited to 25 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 Certification (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check forms Price Proposal (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Requirements Matrix (Attachment H) Accessibility Compliance Report (Attachment I) Work Samples (See Section 3.3.3) GovRAMP™ Authorized or FedRAMP® Certification Proof Proposal Format and Quantity The Proposal should follow the format and reference the sections listed in Section 3.3, ROUND1 PROPOSAL REQUIREMENTS. Responses to each section and subsection should be labeled to indicate the item being addressed.

The completed Attachment E, Price Proposal must be submitted as a separate/stand-alone electronic response file. Attached files cannot be encrypted or otherwise require a third-party encryption software.

Proposer must submit one electronic copy of its Proposal which must include all required submissions outlined in Section 3.2.1, ROUND 1 Proposal Submission. Acceptable electronic submission formats are: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit Attachment B, Disclosure Exemption Certification. Proposer shall also submit a second copy of its proposal with redacted information and shall mark as “Confidential” in OregonBuys® all attachments to its Proposal that Proposer believes are exempt from disclosure.

Proposer must not include any weblinks within its Proposal.

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

ROUND 1 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 Goods to be provided or 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.

Executive Summary - Mandatory, Scored Proposer shall provide an Executive Summary, not to exceed 3 pages, that describes how the offered Solution will meet Agency’s needs. The Executive Summary should serve to summarize how the functional and non-functional features will fulfill Agency’s needs.

The Executive Summary may also contain a high-level “block” diagram of the offered Solution in addition to the 3 pages.

Staffing plan, Key Persons, and Resumes – Mandatory, Scored Successful Proposer shall provide qualified resources with relevant experience to successfully deliver the Solution implementation and support activities, including those listed in Section 2.4.2, Scope of Work. All resources must have demonstrated expertise in financial reporting, system configuration, and project delivery. All resources assigned to this engagement must be physically located in the continental United States. Offshore resources are not permitted.

· Project Manager (Overall delivery, coordination, governance, and reporting);

· Solution Architect (overall solution design, platform architecture, security alignment, and design oversight);

· Configuration Specialist (Platform setup, workflows, and configuration);

· Data/Reporting Analyst (data validation, linking, and report support);

· QA/Test Lead (testing coordination and defect management), and

· All other resources Successful Proposer deems appropriate or necessary.

Proposer 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:

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

b. 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, the proposal should include a separate organizational chart outlining the operations and maintenance staffing and lines of authority as appropriate.

c. 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 – Mandatory, Scored

a. Proposer’s Approach and Methodology - A detailed description of Proposer’s approach and methodologies for providing the Services as described in Section 2.4.2, Scope of Work and this RFP, along with a timeline of activities and critical success factors necessary. Proposer may use whatever documentation format they believe clearly provides the required information, so long as such documentation is relevant to the Services.

b. Organizational Security Program - Description and documentation of Proposer’s organizational security program, including policies, processes, and procedures, including but not limited to business continuity, disaster recovery, incident response, and risk management plans.

c. Description of Comparable Projects - A description of past or current comparable projects completed in the last five years for which Proposer has or is providing services that are comparable to the Services described in this RFP.

d. Work Examples – Proposer may provide up to three examples of their work performed on the past or current projects described above as Comparable Projects. These examples need not be comprehensive or complete copies of the work performed elsewhere but should demonstrate the quality and results of Proposer’s Approach and Methodology described above.

Requirements Matrix, Attachment H – Mandatory, Scored Using the Requirement Matrix, Attachment H, Proposer must reflect the Proposer’s ability and intention to satisfy the list of required functional and business requirements described. Instructions for completing the Requirements Matrix, Attachment H are located in the Excel document, on the tab labeled “Instructions”.

Solution Documentation – Mandatory, Scored Proposer shall provide clear, detailed and evidence-based explanations of how its LMS Solution provides the following needs:

a. Analytics, Reporting, and Performance Measurement Document how Proposer’s LMS Solution delivers comprehensive reporting, dashboards, analytics, and performance metrics. Proposal should:

· Describe both standard and ad hoc reporting capabilities.

· Show how users can visualize data through dashboards, charts, and other tools.

· Demonstrate how Proposer’s system measures learner progress, instructor effectiveness, certification/compliance status, program outcomes, and workforce development needs.

· Explain how Proposer’s platform identifies trends, gaps, and key performance indicators.

· Outline export options and any tools that support data sharing.

Provide examples, screenshots, or descriptions that illustrate the depth and flexibility of Proposer’s analytics features.

b. Scalability and Future Growth Document how Proposer’s solution can support DPSST’s current operations and expand as needs evolve. Narrative should address:

· User scalability, including increased Agency participation and growth in learner volume.

· Ability to support new training programs, including regional or cross‑agency expansion.

· Performance under higher usage loads without degradation.

· Cloud architecture, including capacity planning, redundancy, and elasticity.

· Proposer’s product roadmap and how future functionality will align with DPSST’s evolving requirements.

· Licensing flexibility that accommodates long‑term growth.

c. User Experience and Accessibility Describe how Proposer’s LMS provides an intuitive, user‑friendly experience for learners, instructors, administrators, and external partners. Address:

· Overall usability, workflow efficiency, and ease of navigation.

· Mobile responsiveness and cross‑device functionality.

· Self‑service features that reduce administrative workload.

· How the platform streamlines tasks and reduces training requirements.

· Accessibility support, including compatibility with assistive technologies such as JAWS, MGDA, and comparable screen readers.

Provide evidence or explanations showing the consistency and intuitiveness of Proposer’s user interface.

d. Multi‑Agency Collaboration Explain how the solution enables secure collaboration across multiple agencies and partner organizations. Description should include:

· Configurable organizational structures and role-based permissions.

· Methods for secure external access.

· Shared training resources and how they are managed.

· Data governance, privacy safeguards, and administrative controls.

Demonstrate how Proposer’s system supports cross‑agency workflows without compromising security.

e. System Integration Document Proposer’s capability to integrate with DPSST’s existing and future systems. Proposal should:

· Explain compatibility with systems such as IRIS, Acadis, identity management services (SSO/MFA), case management systems, credentialing databases, and other enterprise applications.

· Describe Proposer’s integration approach, data transfer methods, and use of industry-standard APIs.

· If any required integration is not currently available, provide a clear implementation plan including methodology, timeline, required resources, and ability to complete integrations within six months of the Notice of Intent to Award.

· Discuss reliability, maturity of integration tools, and risk mitigation.

Make clear how Proposer ensures secure, stable, and sustainable system interoperability.

f. Functional Fit and Configuration Document how Proposer’s solution meets DPSST’s functional requirements using standard, configurable features. Proposal narrative should:

· Show alignment with the Attachment H, Requirements Matrix.

· Demonstrate where requirements are met through configuration rather than customization.

· Provide rationale for configurations used and explain any areas requiring customization.

· Highlight vendor-supported features that reduce implementation complexity and long-term support costs.

Illustrate how Proposer’s configuration approach ensures flexibility, sustainability, and ease of maintenance.

Price Proposal, Attachment E – Mandatory, Scored Using the Price Proposal form, Attachment E, Proposer shall provide detailed pricing information for the proposed solution and all related services, including but not limited to software, hardware, implementation, configuration, training, support, and ongoing maintenance. Instructions for completing the Price Proposal form, Attachment E, are located in the Excel, document on the tab labeled “Instructions”.

GovRAMP™ Authorized or FedRAMP® Certification Proof – Mandatory, Pass/Fail Proposer shall submit proof that its proposed Solution is GovRAMP™ Authorized or FedRAMP® Certified.

Security Requirements – Mandatory, Not Scored 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:

1. Proposer and 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.

1. 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:

1. 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.

1. Oregon’s Statewide Information Technology (IT) Control Standards. Proposer must provide one of the following to demonstrate compliance with Oregon’s Information Technology Control Standards: Proof of current FedRAMP® Certification or GovRAMP™ Authorized status in the form of a GovRAMP™ Letter, or documentation of a valid GovRAMP™ Security Snapshot Score.

1. 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:

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

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

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

0. 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.

0. 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.

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

1. Proposer shall protect at all times State of Oregon sensitive and confidential information.

Digital Accessibility – Mandatory, Not Scored Proposer must demonstrate its proposed Solution meets all applicable digital accessibility requirements in all material respects. Complete and return Attachment I, Accessibility Compliance Report, including the embedded narrative discussing the proposed Solution’s conformance with WCAG 2.1 (Level AA), and applicable attachments.

a. Proposer’s response to this section must be based on the latest version of the WCAG Voluntary Product Accessibility Template (VPAT®) that evaluates conformance with WCAG 2.1 (Level AA) success criteria.

b. The ACR submitted as part of Attachment I should be no more than 12 months old at the time of submission, accurately reflect the Solution’s current state of accessibility, be specific to the product or service and the version(s) proposed for use, be completed by qualified personnel knowledgeable in digital accessibility and the proposed Solution, and be provided in an accessible format.

c. If Proposer is proposing a SaaS Solution, the ACR must cover core application functionality, authentication and onboarding flows, help documentation, and any third-party components or integrations with which users will interact. If mobile or responsive access is common, include those experiences. Define that scope explicitly and document what is excluded.

d. If the ACR indicates deficiencies, Proposer must include a proposed mitigation plan.

References – Mandatory, Not Scored Provide three (3) references from current or former client firms for similar projects performed for any clients within the last three years. References must be able to verify the quality of previous, related Work.

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.

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.

Disclosure Exemption Certification - Mandatory, Not Scored Proposer shall complete and submit Disclosure Exemption Certification, Attachment B, as part of the Proposal. 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, in addition to the original Proposal, Proposer must submit a redacted copy of the complete, original Proposal submission (see Section 3.2.3, Proposal Format and Quantity).

Proposer Information and Certification Sheet - Mandatory, Not Scored Proposer shall complete and submit Proposer Information and Certification Sheet, Attachment C. Attachment C must bear the Proposer’s authorized representative’s Signature.

Failure to demonstrate compliance with Oregon Tax Laws and sign Attachment C may result in a finding of non-Responsibility.

Certified Disadvantaged Business Outreach Plan - Mandatory, Not Scored Proposer shall complete and submit Certified Disadvantaged Business Outreach Plan, Attachment F.

Responsibility Inquiry - Mandatory, Not Scored Proposer shall complete and submit Responsibility Inquiry, Attachment G.

ROUND 1 SOLICITATION PROCESS

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.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

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.

SOLICITATION PROTESTS

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.

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.

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:

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

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or 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

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.

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.

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.

PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and 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.

Pro…