State of Oregon

COver Page Department of Administration Services, Enterprise Goods and Services, State Procurement Services (“DAS SPS”) on behalf of Oregon Department of Agriculture (“ODA”) Is issuing this Request for Proposals (“RFP”) under OregonBuys Bid Number S-DASOBO-00017788 for Customer Relationship Management (“CRM”) Licensing solution Date of Issue: August 31, 2026 Opening Date: September 30, 2026

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

CRM & Licensing Solution S-DASOBO-00017788 Page 2 of 27 Table of Contents

LIST OF ATTACHMENTS

· ATTACHMENT A: Sample Contract

· ATTACHMENT B: Disclosure Exemption Affidavit

· ATTACHMENT C: Proposer Information and Certification Sheet

· ATTACHMENT D: Reference Check Form

· ATTACHMENT E: Price Proposal Form

· ATTACHMENT F: Certified Disadvantage Business Outreach Plan

· ATTACHMENT G: Responsibility Inquiry

· ATTACHMENT H: High-Level Solution Requirements

· ATTACHMENT I: OneODA CRM Licensing System Integrations

· ATTACHMENT J: Statewide Security Standards

· ATTACHMENT K: Digital Accessibility Narrative

· ATTACHMENT L: OneODA Licensing Oracle Tables

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services (“DAS SPS”) on behalf of Oregon Department of Agriculture, (“ODA” or “Agency”), is issuing this Request for Proposal for a Contractor that will provide design, configuration, extension services, integration development, data migration, testing, and implementation support for ODA’s new Customer Relationship Management (“CRM”) & Licensing Solution.

Additional details on the Scope of the services are included in the Scope of Work/Specifications section.

DAS SPS will evaluate Responsive Proposals through one (1) or more evaluation rounds (“Round”) but reserve the option to issue a Notice of Intent to Award after any Round depending upon scoring results from such Round.

DAS SPS anticipates the award of one (1) contract from this RFP; however more than one contract may be issued to meet the requirements. The initial term of the Contract is anticipated to be two (2) years. Successful Proposers should base their proposals on a single implementation engagement resulting in a fully operational solution, including knowledge transfer to ODA.

The initial Contract term should provide sufficient time for the successful Proposer to complete the implementation and allow reasonable flexibility to address unforeseen circumstances that affect project execution.

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 it is for the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

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

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 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

Capitalized terms not specifically defined in this document or the Sample Contract are defined in OAR 125-246-0110.

For terms used in reference to OregonBuys, the OregonBuys Glossary can be found at OregonBuys-glossary.pdf.

OVERVIEW AND PURPOSE

Agency Overview The Oregon Department of Agriculture safeguards Oregon's agriculture, natural resources, working lands, economies, and communities through assistance, compliance, and market support. ODA delivers these services through the Director’s Office and five divisions: Agriculture Services, Food Safety and Animal Health, Natural Resources, Plant Protection, and Administrative Services. More than 500 employees, affectionately known as AGGIES, work across more than 25 programs to deliver ODA’s services.

ODA is undertaking a critical modernization effort to replace its outdated licensing and permitting system, which is central to its operations and serves more than 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 ODA’s current business and operation needs, resulting in inefficiencies, data sprawl, and increased operational costs.

This modernization effort is part of OneODA, a modern, shared customer relationship management (“CRM”) and licensing platform using Microsoft Dynamics 365, Microsoft Power Platform, Dataverse, and related Microsoft technologies.

ODA's desire is to place the OneODA Core CRM & Licensing solution into production by May 15, 2027. Proposers should develop their proposed approach and schedule with this target in mind. If a Proposer determines that a different production go-live date is necessary or advisable, the Proposer may recommend an alternative date and should explain the basis for its recommendation.

Project Overview ODA has already established the technical foundation for the OneODA implementation.

The current environment includes:

· Microsoft Dynamics 365 within the State of Oregon's shared Microsoft tenant;

· Development, Test, and Production Dynamics 365 environments;

· Five (5) licenses providing administrative access to the Dynamics environments;

· An established OneODA project team;

· ODA business and technical subject matter experts;

· Documented business requirements and a supporting Requirements Traceability Matrix (RTM); and

· Existing customer and licensing data that will be migrated from ODA's legacy licensing platform.

ODA will provide project management, business leadership, subject matter expertise, governance, organizational change management, and internal technical resources.

The primary capability gap addressed by this engagement is specialized experience designing and developing solutions using Microsoft Dynamics 365, Dataverse, Power Platform, Power Pages, and related Microsoft technologies.

Purpose ODA has established its Microsoft Dynamics 365 environments within the State of Oregon's shared Microsoft tenant and has internal project, technical, and business resources assigned to the OneODA initiative.

ODA seeks a Contractor to provide the Services set forth in the RFP. ODA anticipates a need for experienced Microsoft Dynamics 365 technical resources to work collaboratively as part of the OneODA project team to design, configure, develop, test, migrate data to, and deploy the OneODA Core CRM & Licensing solution.

ODA anticipates the Contractor will need a core technical implementation team consisting of:

· One (1) experienced Microsoft Dynamics 365 Solution Architect;

· Two (2) experienced Microsoft Dynamics 365 Developers; and

· One (1) experienced Microsoft Dynamics 365 / Dataverse Data Migration Specialist.

Proposers may also recommend additional or alternative technical resources where they believe such resources are necessary to achieve the project objectives and target production date. Proposers should explain the rationale, anticipated duration, and value of any additional proposed resources.

The Contractor will provide technical implementation services to perform the Services set forth in the Scope of Work. The Contractor will work with ODA's existing OneODA project team. The Contractor will be responsible for the quality and completion of technical implementation Services defined under the Contract, while ODA retains overall ownership, governance, and accountability for the OneODA program.

The Contractor will provide Dynamics 365, Dataverse, Power Platform, Power Pages, integration, data migration, and related technical expertise that ODA does not currently possess internally at the level necessary to complete the implementation.

A primary objective of this engagement is to develop ODA's internal capability to operate, maintain, support, and continue enhancing the OneODA platform. Contractor resources must therefore work collaboratively with ODA technical staff throughout the implementation and actively transfer knowledge while the solution is being designed and built.

Project Objective The objective of this engagement is to provide the specialized Microsoft Dynamics 365 expertise and development capacity necessary to complete the OneODA Core CRM & Licensing implementation.

Contractor Services will include:

· Validate and refine existing business and technical requirements;

· Translate approved business requirements into an appropriate Dynamics 365 solution architecture and technical design;

· Configure and develop the OneODA Core CRM & Licensing solution;

· Develop customer-facing capabilities that interact with OneODA data;

· Develop required integrations and workflow automation;

· Support data mapping, conversion, migration, and reconciliation;

· Support testing and production readiness activities;

· Support deployment and production cutover;

· Document the implemented solution; and

· Transfer sufficient knowledge to ODA technical resources to allow ODA to operate, maintain, support, and enhance the solution following implementation.

The Contractor will be accountable for the quality, completeness, and technical integrity of Services set forth in the Contract. ODA will remain accountable for overall program delivery, business decisions, scope and governance, business requirements, organizational readiness, User Acceptance Testing, and authorization of production go-live.

SCOPE OF WORK/SPECIFICATIONS

The OneODA Core solution is intended to create a shared customer and licensing platform that provides ODA staff with a more complete view of customer interactions across programs, improves customer experience, reduces fragmented systems and duplicate data, and creates a scalable foundation for future OneODA capabilities.

Customer-Facing Capabilities The solution is expected to provide customers with online self-service experience that supports capabilities including:

· A single customer login and experience for ODA licenses, permits, and registrations;

· Submission of new applications;

· Renewal of existing licenses, permits, and registrations;

· Submission of requests associated with licensing activities;

· Upload of supporting documents;

· Updating customer contact information;

· Viewing application and renewal status;

· Downloading certificates, applications, invoices, receipts, and related documents;

· Payment processing and payment tracking through integration with approved third-party payment services;

· Payment plan and delinquent payment support where applicable;

· Electronic communication between customers and ODA;

· Public license searches;

· Foreign language or translation capabilities where applicable; and

· Continuing education tracking and related event management where required.

Customer-facing functionality may be implemented using Microsoft Power Pages or other approved technologies that provide an accessible, easy-to-use web and mobile experience while interacting securely with data maintained within OneODA.

ODA Staff Capabilities The OneODA Core solution is expected to support ODA staff capabilities including:

· Customer record management;

· A shared customer record across participating ODA programs;

· Multiple customer contacts and addresses;

· Relationships between contacts, businesses, licenses, and other records;

· Duplicate detection and fuzzy-match searching;

· Validation against external data sources such as the Oregon Secretary of State registry where applicable;

· Visibility into customer interactions with ODA;

· License, permit, and registration processing;

· Application and renewal workflows;

· Approval workflows;

· Customer balance information;

· Payment and fee processing;

· Invoice creation and allocation;

· Refund and credit tracking;

· Renewal notifications;

· Certificate generation and distribution;

· Automated customer communications;

· Ownership changes and transfers;

· Continuing education review and approval; and

· Reporting and dashboards necessary to support OneODA Core operations.

Required Contractor Resources Dynamics 365 Solution Architect The Contractor shall provide a Solution Architect with demonstrated experience designing and implementing enterprise solutions using Microsoft Dynamics 365 and related Microsoft technologies.

The Solution Architect will work with ODA business and technical resources to:

· Review and validate existing business requirements and the RTM;

· Identify requirement gaps, conflicts, risks, or technical concerns;

· Provide day-to-day technical leadership and architectural direction to both Contractor and ODA development resources participating in the OneODA implementation;

· Define and help establish an Application Lifecycle Management (ALM) approach appropriate for concurrent development by multiple ODA and Contractor developers, including development environment strategy, solution management, source control, deployment practices, and developer/component ownership;

· Recommend how approved business requirements should be implemented using Dynamics 365 and related technologies;

· Develop and maintain the solution architecture and technical design;

· Design the Dataverse data model, including tables/entities, relationships, security, and business rules;

· Design CRM and licensing functionality;

· Provide architecture and technical direction for customer-facing capabilities;

· Define appropriate use of Dynamics 365, Dataverse, Power Platform, Power Pages, workflow automation, integrations, and custom development;

· Provide technical direction to Contractor and ODA developers;

· Participate in design and code/configuration reviews;

· Support data migration and integration design;

· Support testing, deployment, and production-readiness decisions;

· Identify technical risks and recommend mitigation strategies; and

· Transfer architectural and platform knowledge to ODA technical staff.

The Solution Architect is expected to remain actively involved throughout the implementation rather than providing only an initial architecture or design.

Dynamics 365 Developers The Contractor shall provide two Dynamics 365 Developers with demonstrated experience developing and configuring solutions using Microsoft Dynamics 365, Dataverse, Power Platform, and related Microsoft technologies. At least one proposed Developer must have demonstrated experience implementing customer-facing solutions using Microsoft Power Pages.

Developer responsibilities will include:

· Dynamics 365 configuration;

· Dataverse table/entity and relationship configuration;

· Forms, views, business rules, and related configuration;

· Workflow and business process automation;

· Power Platform development and configuration;

· Power Pages development and configuration;

· Customer-facing web experiences where approved;

· Integration development;

· Security configuration;

· Reporting and dashboard configuration;

· Data conversion and migration development;

· Testing and defect resolution;

· Deployment and environment promotion;

· Technical documentation; and

· Selective custom development where necessary to meet approved business requirements.

Where practical, ODA prefers platform-native configuration and extensibility over custom software development to improve long-term maintainability, scalability, and supportability.

Dynamics 365/Dataverse Data Migration Specialist The Contractor shall provide a Microsoft Dynamics 365 / Dataverse Data Migration Specialist with demonstrated experience migrating legacy application data into Microsoft Dataverse and Dynamics 365.

The Data Migration Specialist will work with the Solution Architect, Contractor and ODA developers, ODA Business Analyst, and ODA business subject matter experts to:

· Analyze and profile legacy data;

· Develop source-to-target data mappings;

· Define technical transformation and conversion rules;

· Develop and execute migration processes and tooling;

· Support duplicate identification and data-quality analysis;

· Conduct iterative test migrations;

· Validate and reconcile migrated data;

· Identify migration errors and exceptions;

· Support production migration and reconciliation; and

· Document migration processes sufficiently for ODA to understand and support the resulting solution.

ODA will remain responsible for business decisions regarding data quality, business-rule validation, customer record remediation, and final business approval of migrated data.

The Data Migration Specialist need not be assigned full-time throughout the entire engagement. Proposers should recommend an appropriate level and timing of participation based upon the proposed implementation approach.

Knowledge Transfer A central objective of this engagement is to increase ODA's internal Microsoft Dynamics 365 capability. ODA intends for its two software developers to participate directly in solution development throughout the engagement. The Contractor shall incorporate these resources into its technical delivery approach and progressively increase their ability to configure, develop, deploy, troubleshoot, and support the OneODA solution.

Contractor shall work collaboratively with ODA technical staff throughout the engagement. Knowledge transfer shall occur as part of normal implementation activities and shall not be limited to training conducted at the end of the project.

Expected knowledge-transfer activities include:

· Collaborative development;

· Pairing with ODA developers where practical;

· Architecture and design walkthroughs;

· Code and configuration reviews;

· Explanation of technical decisions and alternatives;

· Demonstration of Dynamics and Power Platform development practices;

· Data migration and integration walkthroughs;

· Deployment and environment-management walkthroughs;

· Troubleshooting and support activities performed jointly with ODA staff; and

· Creation and maintenance of technical and administrative documentation.

The intended outcome is for ODA technical staff to understand how the solution is constructed and to be capable of administering, supporting, maintaining, and enhancing the solution following implementation. Contractor remains responsible for delivery of the Deliverables and performance of the Services set forth in the Contract.

Requirements Validation and Solution Architecture and Design ODA has developed business requirements and supporting RTM. The Contractor is not expected to restart business requirements discovery.

The Contractor shall work with ODA to validate and refine existing requirements sufficiently to support solution architecture, design, development, testing, and implementation.

Activities may include:

· Reviewing existing requirements with ODA subject matter experts;

· Identifying gaps, ambiguities, dependencies, or conflicts;

· Determining how requirements should be implemented within Dynamics 365;

· Identifying requirements that may be satisfied through standard platform capabilities;

· Identifying requirements requiring configuration, extension, integration, or custom development;

· Documenting significant solution decisions; and

· Maintaining traceability between approved requirements and the implemented solution.

The Contractor shall collaborate with ODA in developing the solution architecture and technical design before and during development.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task.

Configuration and Development Contractor shall configure and develop the solution in accordance with the requirements and design documents.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task Data Migration ODA's existing licensing and customer data may contain duplicate records, inconsistent formats, incomplete values, historical inconsistencies, and other data-quality issues accumulated over time.

The Contractor, through its Data Migration Specialist and other technical resources as appropriate, shall be responsible for the technical planning, development, testing, execution, and documentation of the approved data migration from ODA's legacy licensing platform into OneODA.

Contractor activities may include:

· Data analysis and profiling;

· Source-to-target mapping;

· Data transformation and restructuring;

· Development or configuration of migration tools and processes;

· Migration testing;

· Data validation;

· Reconciliation;

· Data-quality reporting; and

· Production migration support.

ODA will remain responsible for business-led data cleansing, business-rule validation, customer record remediation, and final business approval of migrated data unless otherwise agreed.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task.

Integration Services The Contractor shall design, develop, test, and document the integrations required to support approved OneODA Core business requirements, with ODA's collaboration. For pricing purposes, Proposers shall assume the integrations identified in Attachment I (OneODA CRM Licensing System Integrations) constitute the integration scope for this engagement.

Integration activities may include connections with:

· Third-party payment services;

· State financial or accounting systems;

· Oregon Secretary of State information;

· Microsoft services;

· Document or records services;

· Geographic information services;

· Other ODA applications; and

· Other approved external systems or services.

Integration responsibilities shall be limited to those integrations approved as part of the OneODA Core project scope.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task.

Testing and Quality Assurance The Contractor shall work with ODA to support testing necessary to determine that the OneODA Core solution is ready for production use.

Contractor responsibilities may include:

· Unit testing;

· Dynamics 365 and Power Platform configuration testing;

· System integration testing;

· Data conversion and migration testing;

· Support for User Acceptance Testing (UAT);

· Accessibility testing support;

· Security testing support;

· Performance testing;

· Regression testing;

· Defect identification, tracking, triage, and resolution; and

· Production-readiness testing.

The Contractor is responsible for technical testing of Contractor-developed or configured solution components and for correcting defects attributable to Contractor Deliverables. ODA is responsible for business acceptance testing and final determination that the solution meets ODA's business requirements.

The Contractor shall provide technical support, test data support, defect resolution, and other assistance necessary for ODA to conduct UAT.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task Deployment and Cutover ODA is targeting production go-live by May 15, 2027. The Contractor's implementation approach and schedule should support this target or identify a recommended alternative production go-live date, including the basis for that recommendation.

The Contractor shall be responsible for the technical readiness and successful deployment of Contractor-assigned solution components. ODA retains responsibility for overall production-readiness determination and authorization of production go-live.

The Contractor shall work with ODA to plan and execute deployment activities including:

· Production readiness planning;

· Cutover planning;

· Environment promotion and deployment;

· Production data migration;

· Validation and reconciliation;

· Deployment sequencing;

· Rollback and contingency planning;

· Go-live technical support; and

· Resolution of implementation-related defects and production issues during initial stabilization.

ODA may operate portions of the new solution in parallel with existing systems for a limited period when necessary to support validation, reconciliation, operational readiness, and risk reduction.

Following successful validation and approval, OneODA will become the authoritative production platform for the CRM and licensing capabilities included within the implementation. For pricing purposes, Proposers should assume a production stabilization period of 90] days following go-live and a Post-Implementation Warranty Period of 180 days, during which the Contractor shall resolve implementation-related defects. The final stabilization and warranty duration and defect-response expectations and any service levels will be established in the Contract.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task Technical Documentation Contractor shall create and maintain documentation sufficient for ODA to understand, administer, support, maintain, and enhance the OneODA Core solution.

Documentation may include:

· Solution architecture;

· Functional and technical design;

· Dataverse data model and entity relationship diagrams;

· Integration specifications;

· Data mapping and migration documentation;

· Dynamics 365 and Power Platform configuration;

· Custom development documentation;

· Security configuration;

· Environment and deployment procedures;

· Migration and promotion procedures;

· Troubleshooting and support procedures;

· Administrative documentation; and

· Other documentation reasonably necessary for long-term maintainability.

Documentation shall be maintained throughout the implementation and transferred to ODA as part of the engagement.

Section 2.4.17 of the RFP, below, lists the expected Deliverables for this Task Security, Accessibility, and Compliance All Contractor work shall comply with applicable:

· State of Oregon security standards;

· Enterprise Information Services (EIS) standards and policies;

· State and federal accessibility requirements;

· Privacy and regulatory obligations; and

· Statewide cybersecurity requirements.

The implemented solution shall support appropriate:

· Role-based access controls;

· Audit logging;

· Encryption of production data in transit and at rest;

· Secure authentication;

· Secure environment-management practices; and

· Separation and protection of customer and agency data.

Contractor resources shall work within the State of Oregon's existing Microsoft tenant, security architecture, governance processes, and approved Microsoft platform capabilities.

Project Management and Governance ODA will retain overall project management and governance responsibility for the OneODA initiative. The Contractor remains responsible for managing its personnel, commitments, deliverables, schedule obligations, and internal coordination. The Contractor may propose reasonable engagement management, delivery management, or executive oversight necessary to support successful performance of its team.

Contractor resources shall participate as requested in:

· Project planning;

· Technical planning;

· Status meetings;

· Architecture and design sessions;

· Development planning;

· Risk and issue management;

· Technical working sessions;

· Governance reviews;

· Production-readiness reviews; and

· Coordination with other project partners.

Contractor resources may be required to coordinate with:

· ODA business and technical stakeholders;

· State of Oregon Enterprise Information Services (EIS);

· Independent Quality Management Services (IQMS);

· Other ODA contractors or vendors; and

· Other project stakeholders as applicable.

ODA will serve as the primary point of coordination across these parties.

Roles and Responsibilities Contractor Responsibilities The Contractor will:

· Provide the required Solution Architect, Dynamics 365 Developers, and Data Migration Specialist, together with additional approved technical resources when required;

· Provide Dynamics 365, Dataverse, Power Platform, Power Pages, and related Microsoft technical expertise;

· Participate in requirements validation;

· Develop and maintain solution architecture and technical design;

· Configure and develop the approved solution;

· Develop and deliver integrations;

· Provide data migration;

· Perform technical testing and support ODA testing;

· Support deployment and initial stabilization;

· Provide technical documentation; and

· Transfer knowledge continuously to ODA technical resources;

· Be accountable for the quality, completeness, technical integrity, testing, documentation, and correction of work assigned to Contractor resources;

· Manage Contractor personnel and ensure appropriate continuity, coordination, and performance of the Contractor team; and

· Promptly identify when staffing, technical dependencies, ODA decisions, or other conditions create a material risk to the approved project schedule or objectives.

ODA Responsibilities ODA will:

· Own and govern the OneODA project and solution;

· Provide project management;

· Provide business and technical subject matter experts;

· Own business requirements and the RTM;

· Make business and scope decisions;

· Review and approve architecture and significant solution-design decisions;

· Provide access to existing Dynamics environments and approved development tools;

· Coordinate State technology and security requirements;

· Perform or coordinate business-led data cleansing and remediation;

· Own UAT and business acceptance;

· Lead organizational change management and end-user training;

· Coordinate project governance;

· Approve production readiness and go-live; and

· Assume ongoing ownership, administration, maintenance, and support of the solution.

Out of Scope Items Unless subsequently approved through ODA project governance and applicable contract change-control processes, this engagement does not include:

· Replacement or modernization of inspection and compliance systems planned as part of future OneODA expansion;

· Replacement of statewide accounting or financial systems;

· Enterprise Master Data Management implementation outside the approved OneODA architecture;

· Onboarding additional State agencies to OneODA during this implementation;

· Replacement of enterprise GIS platforms;

· Replacement of unrelated ODA operational systems;

· Broad enterprise reporting modernization outside the approved OneODA Core scope; or

· Custom software development unrelated to approved CRM, Licensing, customer portal, integration, data migration, or workflow requirements.

The OneODA architecture should, where practical, support future expansion without requiring the Contractor to implement those future capabilities as part of this engagement.

Assumptions and Constraints The Contractor should assume:

· Microsoft Dynamics 365 will remain the primary platform for the OneODA Core implementation;

· Development, Test, and Production Dynamics environments already exist;

· Contractor resources will work within the State of Oregon's shared Microsoft tenant;

· ODA will provide appropriate system access to Contractor resources;

· ODA business and technical SMEs will participate in implementation activities;

· Existing requirements and the RTM will serve as the starting point for solution design;

· ODA will retain project and business decision authority;

· The project must coordinate with EIS and IQMS as required;

· Implementation activities must account for existing licensing and renewal cycles;

· The solution must conform to available and approved Microsoft platform capabilities and licensing;

· ODA currently has two software developers who will participate in development and knowledge-transfer activities but do not currently have significant Dynamics 365 development experience;

· Multiple ODA and Contractor developers are expected to work concurrently, and the Contractor Solution Architect will establish an appropriate development, ALM, source-control, and deployment approach to support concurrent development;

· ODA may authorize additional Contractor development or specialized technical resources when project needs or schedule warrant additional capacity;

· Contractor resources will operate within ODA's established project management and governance structure;

· The architecture should support future OneODA expansion and potential shared-service capabilities; and

· ODA's target production go-live date is May 15, 2027; Proposers may recommend an alternative date as described in Section 2.3.1.

Deliverables and Acceptance Contractor resources will work collaboratively with ODA throughout the implementation. Deliverables will be produced as part of that work and are intended to document the solution, support project decisions, demonstrate progress, and enable ODA to operate and maintain the solution.

Expected deliverables include:

Deliverable Review and Acceptance ODA will review Contractor work and deliverables throughout the engagement rather than relying solely upon acceptance at the end of the project.

Acceptance will be based on whether the applicable work or deliverable:

· Aligns with approved business and technical requirements;

· Conforms to the approved solution architecture and applicable State technology standards;

· Performs its intended function;

· Has been tested at the appropriate level;

· Includes documentation appropriate to the work performed;

· Has identified defects or limitations documented and addressed to ODA's satisfaction; and

· Is sufficiently complete to allow the project to proceed to the next applicable stage.

ODA may accept deliverables with minor outstanding items when those items do not materially affect the use, security, supportability, or continued implementation of the solution.

ODA and the Contractor will establish detailed review procedures, responsible reviewers, and reasonable review and correction timeframes during project initiation.

Final Acceptance Final acceptance of the Contractor's work will occur when:

· Contractor-assigned technical work necessary for the approved OneODA Core production release has been completed, tested, documented, and accepted by ODA;

· Production data migration and reconciliation activities have been completed and approved by ODA;

· Material implementation defects have been resolved or have an ODA-approved resolution plan;

· Required technical and operational documentation has been provided;

· Required knowledge-transfer activities have been completed; and

· Contractor responsibilities associated with the agreed production stabilization period have been completed.

Final business acceptance and authorization to place the OneODA Core CRM & Licensing solution into production remain the responsibility of ODA.

Expected outcome At completion of the engagement, ODA expects to have:

1. A production-ready OneODA Core CRM & Licensing solution implemented within ODA's existing Microsoft Dynamics 365 environment;

2. Customer-facing capabilities that allow customers to conduct approved licensing and related business with ODA electronically;

3. A shared customer and licensing data model within Dynamics 365 and Dataverse;

4. Required integrations and workflow automation;

5. Approved legacy customer and licensing data migrated into the new solution;

6. A tested and documented solution ready for ongoing operation;

7. ODA technical staff with sufficient knowledge and experience to administer, support, maintain, and continue enhancing the OneODA platform; and

PROCUREMENT REQUIREMENTS

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 Relevant Experience and Proposed Team Understanding and Proposal Approach Project Schedule and Delivery Plan Security Requirements Response Underlying Agreements Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check Form (Attachment D) Price Proposal (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Accessibility Compliance Report (Attachment I) Statewide Security Standards (Attachment J) Proposal Response Requirements Proposers should submit a complete and sufficiently detailed proposal that addresses the requirements of this RFP and provides the information necessary for ODA to evaluate the Proposer’s relevant experience and proposed team, understanding and proposed approach, project schedule and delivery plan, price, and ability to successfully perform the Services. Responses should be clear, concise, and limited to information that is relevant and necessary to demonstrate the Proposer’s ability to meet the requirements of the RFP.

ODA expects Proposers to exercise reasonable judgment regarding the length and level of detail of their responses. Proposals that include excessive, repetitive, or non-responsive information may not provide additional value to the evaluation and may not be considered in the evaluation to the extent permitted by applicable procurement rules.

Proposers should organize their responses in accordance with the requirements and evaluation criteria identified in this RFP and provide sufficient detail for the Evaluation Committee to reasonably assess the Proposal.

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 4.6 for electronic submission.

The Price 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 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 goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate Executive Summary (Mandatory) Proposer shall provide a brief Executive Summary describing its overall understanding of the OneODA Core CRM & Licensing project, the team it proposes to provide, its overall approach to the engagement, and the key assumption underlying its proposed pricing.

Relevant Experience and Proposed Team (Mandatory, Scored) Experience and Capabilities Proposer must include a brief description of Proposer’s experience implementing Microsoft Dynamics 365 CRM, licensing, permitting, customer portals, data migration, integration, business transformation initiatives of similar size, complexity, and public-sector relevance. Proposer should also include number of years of experience providing similar services required by this RFP.

Key Persons, Organizational Chart, and Subcontractors Key Persons. Identify the key personnel proposed to perform the Services, including any key subcontractor personnel, if applicable. For each Key Person, provide a current resume, not to exceed two (2) pages, demonstrating the individual’s qualifications, experience, and proposed role in performing the Services. Resumes should clearly identify experience relevant to the responsibilities of the proposed role and the requirements of this RFP.

At minimum, Proposer must identify and provide a resume for the following Key Persons:

1. Dynamics 365 Architect

2. Both Dynamics 365 Developers (two (2) requested)

3. Data Migration Specialist Key Person(s) Requirements and Preferences are:

· Must have a minimum of three (3) years of experience providing services comparable to those required under this RFP.

· Demonstrate Contractor has internal quality control practices for its Key Person(s) to develop, support, and perform the required implementation services.

· Key Person(s) must have appropriate training, education, experience, and orientation to fulfill the requirements of their assigned positions to meet the DAS SPS’s expectations.

Organizational Chart. Provide an organizational chart identifying the staff who will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified.

Understanding and Proposal Approach (Mandatory, Scored) Proposer shall describe its understanding of the OneODA Core CRM & Licensing project and its proposed approach to successfully performing the Services described in Section 2.4, Scope of Work. The response should address the Proposer's proposed implementation approach; collaboration with ODA's existing project team and developers; major risks, dependencies, and assumptions; any recommended additional or alternative resources.

Project Schedule and delivery Plan (Mandatory, Scored) Proposer shall provide a proposed implementation schedule and delivery plan identifying major phases, milestones, and the proposed production go-live date.

ODA's target production go-live date is May 15, 2027. If Proposer recommends a different production go-live date, Proposer should identify the recommended date and explain the factors supporting that recommendation.

Price Proposal (Mandatory, Scored) Proposer shall complete and submit the Price Proposal (Attachment E). Proposers are encouraged to add additional lines to provide more detailed pricing at a Deliverable level or to provide pricing for other identified costs required to provide the Services set forth in the RFP.

The Price Proposal will be scored in Round 1.

Security Requirements Response (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.

2. Proposer shall comply with the Statewide Standards found online at: Enterprise Information Service: Guidance for State Agencies: Cyber Security Services: State of Oregon, specifically:

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

1. Oregon’s Statewide Information Security Program Plan.

3. 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.

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

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

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

3. 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.

4. What steps Proposer is willing and able to take to fully meet the policy’s restrictions on offshore and foreign…