Cloud-Based Mentoring Program

The Office of Management and Enterprise Services (OMES) Central Purchasing division is seeking proposals on behalf of the Oklahoma State Department of Health, Allied Health Service, for a cloud-based mentoring program platform supporting structured, scalable mentoring initiatives, with proposals due October 28, 2026, at 3:00 p.m. CST. The contract may be designated for statewide use under Oklahoma Statutes 74 O.S. 85.5(G)(3) and will be awarded to a single supplier.

The platform must provide comprehensive multi-user software supporting multiple concurrent programs including onboarding, staff supervision, internship programming, and licensure supervision for provisionally licensed professionals. Required functionality includes creation and management of multiple programs; configurable participant registration; support for mentors, mentees, peers, supervisors, administrators, and other roles; flexible matching via administrator assignment, participant selection, or automated criteria; automated communications and calendar coordination with Microsoft 365 and Outlook; secure data integration with Workday or agency-approved systems; task and resource library management; surveys and feedback tools; role-based dashboards and reporting; and data export capabilities. The platform must accommodate a minimum of 200 users with a maximum of 1,000 users and incorporate agency branding. AI components must default to disabled with opt-out capability; agency data is prohibited from training vendor AI systems. Any artificial intelligence offerings require state notification and approval.

Mandatory compliance includes Oklahoma State agency privacy, security, accessibility (VPAT or comparable documentation), and IT standards for cloud-based software. The platform must comply with HIPAA, 42 CFR Part 2, IRS Publication 1075, FERPA, and FBI CJIS standards. Data must be encrypted at rest and in transit, hosted solely within U.S. data centers, with notification of breaches within 24 hours. For customized applications, vendors must place machine-readable source code with an independent escrow agent, with Oklahoma registered as a qualified recipient.

The initial contract term runs January 1, 2027 through December 31, 2027, with four one-year renewal options through 2031. Pricing must be submitted as total firm fixed cost in the specified template covering all fees and expenses. Implementation and maintenance support must include administrator training, user documentation, ongoing customer support, disaster recovery, and annual application support with allocated hours for enhancements and defect resolution. The top three qualified suppliers will be invited to live product demonstrations evaluated on best-value criteria including OMES-IT technical review, scope of services, demonstration performance, references, and price.

A non-mandatory pre-bid conference will be held October 7, 2026, at 2:00 p.m. CST via Microsoft Teams; interested bidders must submit an Intent to Participate form by October 6 at 1:00 p.m. CST to Luan.Pham@omes.ok.gov. Clarification questions are due October 14, 2026. Proposals must remain firm for 120 days. Bidders must provide three years of audited financial statements, three business references demonstrating similar implementation experience, and an Authority to Operate (ATO) prior to submission. Bidders previously involved in developing solicitation terms are precluded from award.