State of Oregon6085Addenda2.pdf
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- Attached to
- BALLOT TABULATION SOLUTION
- Solicitation number
- S-C01010-00014896
- Issued by
- Clackamas County, Oregon
About this file
This is Addendum No. 2 to Oregon RFP 6085 for a Digital Web-Based Records Solution, issued by the State of Oregon on October 16, 2025. The addendum revises the proposal submission timeline and the demonstration evaluation process. The original proposal due date of October 24, 2025, has been extended to October 27, 2025, with all other dates remaining unchanged. The addendum modifies Section 3.2.7 to clarify that the top five highest-scoring proposers will be invited to participate in a scored demonstration phase to assess solution functionality, usability, and alignment with agency needs. Additionally, the addendum adds Section 3.5.8 to establish a separate non-scored, post-evaluation demonstration process where up to five top-ranked proposers may be invited to validate proposal content and assess practical system application through a demonstration agenda provided by the agency. Proposers must acknowledge receipt of this addendum in their proposal submission.
The addendum specifies a comprehensive scoring structure totaling 760 possible points, with demonstrations of the solution allocated 350 points as the largest single evaluation criterion. Other evaluation categories include references (150 points), solution requirements response (100 points), solution delivery approach and implementation plan (50 points), statewide information security standards response (50 points), price proposal (50 points), and key personnel (10 points). The addendum clarifies that the demonstrations are being streamlined to focus evaluation on the most competitive proposals while ensuring fair and consistent evaluation of all proposers based on RFP criteria. Demonstration requirements include showcasing key functionality aligned with the scope of work, demonstrating user experience from multiple perspectives, highlighting integration and security capabilities, and providing temporary access or sandbox environments for evaluators when applicable.
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State of Oregon Addendum No. 2
RFP 6085 – Digital Web-Based Records Solution Date: October 16, 2025
Original Proposal Due Date: October 24, 2025 Revised Proposal Due Date: October 27, 2025
1. Revision to Section 1.2 – Schedule
The proposal due date has been extended. The updated schedule is as follows:
Event Original Date Revised Date
Proposal Due October 24, 2025 October 27, 2025
All other dates remain unchanged unless otherwise noted in future addenda.
2. Revision to Section 3.2.7 – Demonstrations of the Solution This Addendum revises the demonstration process described in Section 3.2.7. The updated language is as follows:
Revised Section 3.2.7 – Demonstrations of the Solution (Scored) Following the evaluation of written proposals, the top five (5) highest-scoring proposers will be invited to participate in a demonstration of their proposed solution. Demonstrations will be used to further assess the solution’s functionality, usability, and alignment with the Agency’s needs.
Participation in the demonstration is strongly recommended to maximize scoring opportunities. Proposers who are not selected for the demonstration phase will not receive points in this category.
3. Addition of Section 3.5.8 – Demonstrations of the Solution (Non-Scored – Post-Evaluation) The following section is added to clarify the demonstration process:
3.5.8 Demonstrations of the Solution (Non-Scored – Post-Evaluation) Following the initial evaluation of written proposals, the Agency may invite up to five (5) top-ranked proposers to participate in a non-scored demonstration of their proposed solution.
These demonstrations will be used to validate and clarify proposal content and assess the practical application of the proposed system.
Demonstrations will not be scored as part of the formal evaluation process but may inform the Agency’s final due diligence and award decision. Participation is by invitation only and is not required for initial proposal submission.
Demonstration Requirements
• Showcase key functionality aligned with the Scope of Work.
• Demonstrate user experience from multiple perspectives (e.g., licensing staff, external users).
• Highlight integration capabilities, security features, and system performance.
• Provide temporary access or sandbox environments for evaluators, if applicable.
The Agency will provide a demonstration agenda and evaluation team in advance of scheduling.
3.9 POINT AND SCORE CALCULATIONS
The SPC will average all scores for each evaluation criterion. The average score will be used as
4. Clarification This change is being made to streamline the evaluation process and ensure that demonstrations are focused on the most competitive proposals. All proposers will be evaluated fairly and consistently based on the criteria outlined in the RFP.
5. Acknowledgment of Addendum Proposers must acknowledge receipt of this Addendum in their proposal submission.
POINTS POSSIBLE 760410
3.3.4 Key Personnel: 10
3.3.5 Solution Delivery Approach, Implementation Plan
Attachment I
3.3.6 Solution Requirements Response. 100
3.3.7 Statewide Information Security Standards Response 50
3.5.7 PRICE PROPOSAL 50
3.3.2 References (Attachment D) 150
3.5.8 Demonstrations of the Solution (Scored) 350
COST POINTS POSSIBLE 760410
6. All Other Terms Remain Unchanged Except as expressly modified in this Addendum, all other terms, conditions, and requirements of RFP 6085 remain unchanged and in full force.
| 2. Revision to Section 3.2.7 – Demonstrations of the Solution |
| Revised Section 3.2.7 – Demonstrations of the Solution (Scored) |
| 3. Addition of Section 3.5.8 – Demonstrations of the Solution (Non-Scored – Post-Evaluation) |
| 3.5.8 Demonstrations of the Solution (Non-Scored – Post-Evaluation) |
| Demonstration Requirements |
| 4. Clarification |
| 5. Acknowledgment of Addendum |
| 6. All Other Terms Remain Unchanged |
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