SRC0000041742 Junior Consultant RFQ.docxSRC0000041742 Junior Consultant RFQ.docx

REQUEST FOR QUOTES

RFQ NUMBER: SRC0000041742

The State of Ohio, through the Department of Job and Family Services, Office of Contracts and Acquisitions (“ODJFS” or the “State”) is issuing the following Request for Quotes (RFQ):

Junior Consultant Program Partner DATE ISSUED: September 15, 2026 Responses received after the due date and time will not be evaluated.

This RFQ consists of 8 sections, 3 attachments, and 1 supplement totaling 10 consecutively numbered pages excluding the attachments and supplements. Please verify that you have a complete copy of all documents.

1. Purpose and Background This Request for Quotes (RFQ) is issued by the Ohio Department of Job and Family Services (ODJFS), Office of Contracts and Acquisitions (OCA), on behalf of the Office of Information Services (OIS). The purpose of this RFQ is to solicit responses for a Junior Consultant Program Partner. This Project program will provide OIS with suitable entry-level IT contractors who will learn valuable on-the-job experience as supplemental resources on a variety of ODJFS technology projects. If a suitable single Offeror response is accepted to perform the Work, ODJFS may enter a contract (the “Contract”) to have the selected Offeror (the “Contractor”) perform all or part of the Work.

Despite repeated postings, ODJFS has difficulties filling IT positions. The cause of the difficulty is primarily related to pay or due to most entry-level college graduates not having a full year of work experience which is needed to meet minimum qualifications.

The Contractor must provide a minimum of five Junior Consultants per fiscal year, with the potential of up to 25. The Contractor will assume responsibility for all training costs associated with these Junior Consultants. The Contractor will also be responsible for recruiting, screening, and hiring the Junior Consultants. The Contractor's key responsibilities include developing and administering a training program for the Junior Consultants, ensuring the program equips the Junior Consultants with the necessary skills to qualify for entry-level IT positions within the State of Ohio, collaborating with ODJFS to monitor and evaluate the Junior Consultants' progress, and covering all training program costs. Meanwhile, ODJFS will provide support and oversight for the Junior Consultants’ work on ODJFS applications projects.

2. Procurement Authority and Contract Term This RFQ is issued by ODJFS and administered under Agency Competitive Selection (ACS) under House Bill 33 which is enacted in State of Ohio Administrative Policy, issued by the Ohio Department of Administrative Services (DAS), State Purchasing Procedures (PM-01). OCA is issuing this solicitation on behalf of OIS. Responses will be evaluated to determine best value, and the most advantageous response for ODJFS. A response will be disqualified if the response fails to meet mandatory requirements (subject to Section 3.1.d of this RFQ), or are otherwise deemed unacceptable, incomplete or are found to be invalid. All responses must be submitted on company letterhead as a response for “Junior Consultant Program Partner”.

Once awarded, the term of the Contract will be from the award date through June 30, 2027. The State may renew this Contract for up to two additional two-year term(s) through June 30, 2031, subject to and contingent on the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium. The State may solely renew this Contract at its discretion for a period of one month after all renewals have been exhausted. Any further renewals will be by mutual agreement between the Contractor and the State. Each renewal may require DAS approval and is subject to and contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium. The State may renew all or part of this Contract subject to the satisfactory performance of the Contractor and the needs of ODJFS.

For the purpose of this RFQ, the term “vendor” may be used interchangeably with “offeror”, “partner”, “firm” “supplier” and “respondent” and shall be defined as a business, firm, organization, or individual interested in this opportunity. The terms “quote”, “response”, “submission”, “offer”, and “proposal” may be used interchangeably to indicate materials submitted to ODJFS by a vendor to be considered for award of a contract for services described in this RFQ. The terms “Contractor” and “selected vendor” may be used interchangeably in reference to a vendor selected by ODJFS through this RFQ for contract award.

3. Response Submission Instructions Before submitting your response, please carefully review all details within this document, responses from the State to any submitted online inquiries, and any amendments that may be issued prior to the Quote Due Date.

3.1 The Offeror response must include the following for evaluation and award considerations:

a. Offeror’s response must contain contact name, business phone number(s) and e-mail address.

b. Offerors must not submit a proprietary or confidential response.

c. Offerors must complete and sign all attachments, forms, and supplements included in this RFQ.

d. Responses failing the specified Mandatory Requirements may be disqualified; however, if no Proposal meets all the Mandatory Requirements, the State may continue with the evaluation of the responses.

e. ODJFS may, at its sole discretion, waive minor errors or omissions in the responses. ODJFS reserves the right to request clarifications or revisions from Offerors.

f. ODJFS may disqualify responses that include exceptions to the ODJFS contract terms and conditions (Attachment C).

g. ODJFS may request interviews/presentations from the highest-ranked Offeror(s) to validate the response and/or to provide clarification on its response; ODJFS reserves the right to bypass interviews and presentations altogether.

h. ODJFS will rank the Offerors based on the best value including, but not limited to, how the proposed services meet RFQ requirements; proposed staff experience and expertise; company’s experience and capacity; Proposed Work Plan; Ohio preference and proposed hourly rates.

i. ODJFS may choose not to award to an Offeror deemed unresponsive or unresponsible, including being not-in-good-standing with previous clients or the public sector, having unsatisfactory references, or otherwise deemed not in the best interest of the State.

j. RFQ Award will be based on best value and a formalized contract between the selected respondent and ODJFS will be executed using ODJFS contract terms and conditions (Attachment C).

Offerors must submit responses via the OhioBuys website no later than the date and time indicated on the sourcing event. Responses received after this date and time will not be reviewed. ODJFS shall reject any responses or unauthorized response amendments submitted after the Quote Due Date. Offerors must carefully review the requirements of this RFQ, answers from the State in response to submitted vendor inquiries, and any amendments that may be issued prior to the Quote Due Date. The Offeror is solely responsible for the contents of its response. Once the Quote Due Date has passed, responses cannot be altered, except as allowed by the RFQ process. OhioBuys will not allow submission or modification to a submission after the deadline. An Offeror submitting an electronic response must allow for adequate time for uploading a response prior to the due date and time. Technical difficulties experienced by the Offeror will not be an exception. All responses and other submitted material shall become the property of the ODJFS and shall not be returned. All responses must be good for 90 days.

If you have additional questions, or encounter any issues, you can contact Ohio Shared Services for support via:

PHONE: 1-877-644-6771

EMAIL: OBM.SharedServices@OBM.Ohio.Gov

3.2 Response Format

Each response must include sufficient data to allow the State to verify the total cost for the Project and all the Offeror's claims of meeting the RFQ's requirements. Each response must respond to every request for information in this RFQ whether the request requires a simple "yes" or "no" or requires a detailed explanation. Simply repeating the RFQ's requirement and agreeing to comply may be considered an unacceptable response and may cause the response to be rejected.

These instructions describe the required format and requirements for a responsive submission. The Offeror may include any additional information it believes is relevant. An identifiable cover page must precede each section of the response, and each response must follow the format outlined below. All pages of your response must be sequentially numbered within each section or from the first page to last page of your response. Deviations from the format outlined below may make it harder to compare your response to the State’s request. Offerors take full responsibility for any omitted information that may impact how the responses are evaluated. Any material deviation from the format outlined below may result in a rejection of the non-conforming submission.

Each submission must contain the following information, in this order, with sections listed below:

Response Tab 1: Cover Letter and Mandatory Requirement(s). Offeror must provide a letter signed by a signature authority within the Offeror’s organization conveying its response to the State. Following the cover letter, Offer must describe how it meets the Mandatory Requirements specified in this RFQ.

Response Tab 2: Corporate Capabilities. Offeror will use this section to describe its organization, demonstrate its capabilities and experience, and convey the depth and breadth of the Offeror’s organization to support this scope of work. This same information must also be provided for subcontractors proposed to assist with performing the services described in the RFQ. Offerors are to refrain from including generic marketing information in its response. In addition, the Offeror must ensure that its response to this Section includes the following:

a. Organization: Describe the organization, including number of years in business, leadership team, structure, and number of employees.

b. Capabilities: Describe the capabilities of the organization’s workforce and size of the organization. Offeror must demonstrate having a bench of Junior Consultants who can be called upon to replace Project personnel.

c. Services: Describe services offered and industries served. Offeror must describe in detail the Offeror’s practices, knowledge base, or resources that support their approach to training Junior Consultants and support of provided resources to be successful.

Response Tab 3: Offeror References. Offerors must provide three client references that demonstrate successfully providing training and Junior Consultant services, preferably in the public sector within the last three years. Each reference must include the title of the project, project dates, total cost, client organization, current contact name, phone number, email address, description of the project, description of the scope of work performed, description of project deliverables provided, and description of results achieved. The client project described in the Mandatory Requirements may also be used as a reference in this section as long as the required reference information is included.

Response Tab 4: Staffing Plan. Offerors must include in their response a description of the proposed staff plan for this Project. The Offeror must provide information to demonstrate the experience and capabilities of staff assigned to this project (including any subcontractor staff).

a. Roles: Describe the role and responsibilities each team member will perform during this project.

b. ODJFS Commitment: The State will commit a project manager who will align with the Offeror’s project management to coordinate and implement the work of the project. Additional ODJFS project team members will be designated, subject matter experts will be made available, and necessary resources, artifacts, and information will be provided to support the work of the Contractor.

Response Tab 5: Offeror’s Approach and Methodology. Offeror must provide a description of the foundational approach and methodology that will drive the completion of services requested in this RFQ. Offeror should describe the rationale for and value of its approach and methodology as well as experience applying the approach and methodology to other projects.

Response Tab 6: Proposed Work Plan and Schedule. Offeror must propose a Work Plan that describes in detail how the requested scope of work will be completed.

This section must include an estimated project schedule which, at a minimum, describes timeframes associated with onboarding Junior Consultants and training of Junior Consultants.

Offeror must describe its project management approach to meeting project deadlines, how the Offeror will collaborate with other ODJFS contracted partners, and the types of reports and meetings that will be conducted throughout the project. Offeror must include responses to all items listed under Section 5. Scope of Work as a part of this Tab 6 response.

Response Tab 7: Assumptions. The Offeror must provide a comprehensive list of all the assumptions the Offeror made in preparing the response. If any assumption is unacceptable to the State, the State may, in its sole discretion, request that the Offeror remove the assumption or choose to reject the response entirely. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the RFQ to which the assumption is applicable. Offerors should not include assumptions elsewhere in their responses.

Response Tab 8: Required Forms. Offerors must include the following attachments, forms, and supplements as part of its response:

a. Attachment A - Offeror Certification Form

b. Attachment B - Affirmation and Disclosure Form

c. Attachment C - ODJFS Model Contract (Offerors will be required to execute upon Contract award).

d. Supplement 1 - Data Security and Privacy Terms - The supplier must include the entire content of the Data Security and Privacy Terms* in a single section in its Response. The supplier must include a statement at the beginning of the section indicating that the supplier read, understands, and agrees to all of the terms and conditions contained in the Data Security and Privacy Terms.

Response Tab 9: Cost Summary. In a separate file, the Offeror must include a response valid for 90 days in the required Cost Summary as formatted in RFQ section: 7. Cost Summary. The response must include a statement from Offerors that prices are all inclusive and best government rates offered.

3.3 Inquiry Period; RFQ Clarification Opportunity

Prospective Offerors or other interested parties may ask clarifying questions regarding this RFQ via OhioBuys during the Inquiry Period as outlined on the Sourcing Event page dedicated to the RFQ in OhioBuys. To ask a question, respondents must use the following internet process:

Offerors must use the Inquiry tab on the RFQ in OhioBuys to submit all inquiries or to seek clarification. Offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. Offerors who submitted the inquiry will not receive an e-mail response to the question; they will need to view the response on the OhioBuys RFQ site where it will be posted for viewing by all Offerors. Offerors may view all inquiries through the Inquiry tab located within the RFQ. ODJFS will try to respond to all properly posted inquiries within 48 hours, excluding weekends and state holidays. ODJFS will not respond to any inquiries received after the date and time indicated in OhioBuys. Offerors who attempt to seek information or clarifications outside of the Inquiry process may be disqualified from the RFQ process and will be directed to post their questions in writing in accordance with the terms of this RFQ and state purchasing policy. ODJFS strongly encourages respondents to ask questions early in the Inquiry Period so that answers can be posted with sufficient time for any possible follow-up questions.

Questions regarding this RFQ must reference the relevant section of this document, the heading for the provision under question, and the page number where the provision can be found. The name of a representative of the Offeror (or other party), the Offeror’s name, phone number, and e-mail address must be provided to submit an inquiry. ODJFS may, at its option, disregard any question(s) which do not appropriately reference an RFQ provision and location within the RFQ, or which do not include identification of the originator of the question. ODJFS is under no obligation to acknowledge questions submitted through the Inquiry process if those questions are not in accordance with these instructions. Questions received/submitted after the time indicated on the date the Inquiry Period closes will not be answered.

Proposals in response to this RFQ are to consider any information communicated by ODJFS in the Inquiry process for the RFQ. It is the responsibility of all Offerors to check this site on a regular basis for responses to all questions, as well as for any amendments, alerts, or other pertinent information regarding this RFQ. The State is not responsible for the accuracy of any information regarding this RFQ that was obtained or gathered through a source other than from the Inquiry process described in this RFQ.

Requests for copies of any previous solicitations or for past Offeror proposals, score sheets, or contracts for this or similar past projects, are Public Records Requests (PRRs), and are not clarification questions regarding the present RFQ. ODJFS will only answer those questions which pertain to issues of RFQ clarity, and which are not requests for public records.

4. Mandatory Requirement(s) The Offeror must have five years of experience delivering training and consulting services. Public sector apprenticeship program experience preferred but not required.

5. Scope of Work and Requirements The Contractor selected from this solicitation process will provide Junior Consultants and Training to those Junior Consultants in support of ODJFS. The Contractor will be responsible for recruiting, screening, and hiring the Junior Consultants. The Contractor will assume responsibility for all training costs associated with the Junior Consultants it provides. The Contractor's key responsibilities include developing and administering a training program for the Junior Consultants, ensuring the program equips the Junior Consultants with the necessary skills to qualify for entry-level IT positions within the State of Ohio, collaborating with ODJFS to monitor and evaluate the Junior Consultants' progress, and covering all training program costs via the Junior Consultants hourly rate. Meanwhile, JFS will provide support and oversight for the Junior Consultants’ work on JFS projects. The initial five Junior Consultant positions the State is looking to fill are: a Microsoft 365 Modern Workplace Specialist; an Operational Intelligence/Monitoring; a Business Analyst – Software Testing; a Business Analyst – Security & Risk Management; and, a Salesforce Developer/Tester.

5.1 Requirements

5.1.1 Contractor Responsibilities. The Contractor is responsible for all Junior Consultant recruitment. The Contractor must pre-screen all Junior Consultant candidates. The Contractor must collaborate with the ODJFS IT Managers to schedule and complete any desired interview processes. The Contractor must provide all training required by ODJFS to the Junior Consultants, assume training costs, and pay wages directly to the Junior Consultants. The Contractor must communicate training information to the Junior Consultant and ODJFS.

The Contractor must collaborate with ODJFS IT Managers to assess each Junior Consultant’s ongoing training and work progress and will, at the discretion of ODJFS, remove or replace a Junior Consultant who fails to successfully perform assigned IT tasks accurately and in a timely manner, fails to successfully complete training, or is otherwise unsuitable for the role of IT employee. The Junior Consultants must have US citizenship, lawful permanent residency, or a visa that authorizes them to work in the USA and for ODJFS. The State will not act as a visa sponsor.

ODJFS retains the right to request that the Contractor remove and replace a Junior Consultant, and the Contractor must be responsive to all such requests.

5.1.2 Junior Consultant Responsibilities. Junior consultants will work a 40-hour week that will include approximately four hours each week for training and skill development. Time scheduled away will be permitted by mutual agreement only. The Junior Consultant will be required to be in the office when meetings or teamwork are designated in-person. The Junior Consultant will be required to successfully complete all assigned training programs and exercises. The Junior Consultant must complete all duties as assigned.

5.1.3 Junior Consultant Required Competencies

5.1.3.1 Technical Skills

a. Reads, interprets, and works with technical information from systems, files, logs, documentation, or tools.

b. Creates, configures, or updates technical components, systems, or processes relevant to assigned IT functions.

c. Follows established technical, architectural, reusability, and configuration standards.

5.1.3.2 Testing and Implementation

a. Develops or follows testing procedures, checklists, test cases, or validation scripts appropriate to the IT domain.

b. Prepares or configures test environments, datasets, or conditions needed for system or solution validation.

c. Executes technical, functional, or operational tests and assists end users or customers in acceptance testing.

d. Verifies and documents test results to ensure systems or configurations function as intended.

e. Troubleshoots and resolves issues related to systems, configurations, or processes.

5.1.3.3 Analysis and Solution Design

Evaluates business or technical requirements and contributes to the design of IT solutions, configurations, workflows, or processes aligned with organizational needs.

5.1.3.4 Operational Support

Provides support for IT systems and services, which may include monitoring, maintenance, incident response, enhancements, and research required to resolve operational issues.

5.1.3.5 Documentation

a. Creates or updates technical documentation such as system notes, procedures, configuration details, diagrams, or requirements in accordance with agency standards.

b. Assists with documentation and reporting across IT lifecycle activities.

c. Demonstrates a willingness to learn and apply agency standards for documentation, processes, security, and IT lifecycle practices.

5.1.3.6 Communication

a. Performs assigned IT tasks following verbal or written instructions.

b. Asks clarifying questions and exchanges information effectively to support accurate and efficient technical work.

c. Gathers information related to infrastructure, applications, security, data, or other technical domains.

d. Communicates clearly and concisely through email and other written communication methods.

5.1.3.7 Security and Compliance

Promotes system security and awareness by adhering to the Agency’s and State’s IT security policies, standards, and best practices.

5.1.3.8 Preferred Qualifications

Completion of an associate or undergraduate core program in computer science or information systems.

5.2 Key Personnel

The Offeror must provide, at a minimum, a project or program manager with a minimum of five years' experience serving in this role. This will be the main point of contact for the State throughout the life of the Contract.

5.3 Background Checks

All Contractor and subcontractor personnel performing the Work who have access to State facilities, sensitive or confidential information, or sensitive State systems, or for any other reason the State identifies, must have a current fingerprint search and background check performed by the Federal Bureau of Investigation or other Federal investigative authority. A fingerprint search and background check must be completed for each Contractor or subcontractor personnel prior to that person gaining access. All costs associated with this will be at the Contractor's expense. At its discretion, the State may reject any Contractor or subcontractor personnel based on the information provided in the completed background check.

5.4 Onsite Presence

The State requires the Contractor to be on-site at the state designated office(s) for key activities and as needed to perform the required services, which could include but may not be limited to participation in meetings, deliverables, work products, and documentation review. The State will make assigned space available as necessary.

6. Ohio Presence For purposes of this RFQ, ODJFS is applying an Ohio preference to responses that satisfy one of the two criteria below.

6.1 Offeror is an Ohio company if the company is headquartered in Ohio where services are produced/performed. Offerors are to indicate the physical address of its Ohio headquarters and the total number of Ohio and nationwide employees, respectively; or,

6.2 Offeror has significant economic presence within the state of Ohio when all three of the following criteria are met:

a. Offeror has paid the required taxes due to the state of Ohio.

b. Offeror is registered with the Ohio Secretary of State. Questions regarding registration should be directed to (614) 466-3910 or visit their web site at: http://sos.state.oh.us/

c. Sufficient documentation must be provided to demonstrate meeting items a. and b. above.

The Ohio preference is for the sole purpose of evaluating and selecting Offeror(s) for Contract award and does not alter the Offerors proposed pricing and firm rates. This preference will be applied to the proposed fees and may be used to select the winning Offeror in the event that best value among multiple Offerors is determined to be comparably equivalent.

7. Cost Summary Offerors are to provide hourly rates in the format provided below. Offerors are to use their professional comprehension of the effort required to propose all-inclusive rates to perform the services described in this RFQ. No separate travel expenses or any other type of reimbursable expenses will be paid under the Contract that results from this RFQ. The hourly rates offered in the response will remain in effect throughout the Contract term, including any renewals of the Contract.

8. Evaluation and Award Offerors must demonstrate how they meet the Mandatory Requirement(s) and how they plan to approach the scope of work outlined in this RFQ. Responses will be evaluated to determine best value, and the most advantageous response for ODJFS. A response will be disqualified if the response is deemed unacceptable, incomplete, or is found to be invalid. The State may request Best and Final Offers (BAFOs) from Offeror(s). If an Offeror does not submit a BAFO, the State will treat that Offeror’s response as its BAFO. The RFQ Award will be based on best value and a formalized Contract between the Contractor and ODJFS will be executed.

State of Ohio Department of Job and Family Services Junior Consultant Program Partner – RFQ # SRC0000041742

On behalf of the Office of Information Services RFQ Version 02/13/2025

State of Ohio Department of Job and Family Services Junior Consultant Program Partner – RFQ # SRC0000041742

On behalf of the Office of Information Services RFQ Version 02/13/2025 image1.jpeg