Scheduling Portal Solution for Health Care Interpreters

Oregon's Department of Administrative Services, State Procurement Services, is soliciting proposals on behalf of the Oregon Health Authority's Office of Health Plans for a cloud-based Health Care Interpreter (HCI) scheduling and claims portal under RFP S-DASOBO-00016280, with proposals due October 15, 2026, after an extension from October 1. The RFP encourages participation of Oregon COBID-certified small businesses in disadvantaged, minority-owned, woman-owned, service-disabled veteran-owned, and emerging small business categories, with specific evaluation scoring and set-aside percentages referenced in RFP Section 4.4. Proposers may rely on subcontractors to meet organizational experience requirements, and the RFP prescribes no format for prime and subcontractor teaming.

The portal must be a SaaS solution hosted in a secure cloud environment that supports Video Remote, Over-the-Phone, and In-Person interpretation. It must be operational at launch with X12 837/835 claims submission to the Medicaid Management Information System (MMIS), HCI Central Registry integration, scheduling and interpreter-matching, and grievance support. Vendors must demonstrate capacity and provide an integration strategy for EHR systems, with Epic certification not required at submission. Vendors must maintain GovRAMP Authorization or demonstrate progress toward it, self-attest to a NIST SP 800-53 Moderate baseline with a technical narrative, and comply with Oregon Statewide IT Control Standards, U.S.-based data storage, and restrictions on offshore and foreign services. Projected volume is approximately 200,000 to 400,000 encounters annually, anticipated at 80% in-person and 20% virtual. The requirements matrix contains 117 high-priority requirements worth 1,205 points and seven medium-priority requirements worth 35 points. Failure to meet mandatory requirements results in rejection as non-responsive.

The estimated initial-term budget is $1.5 million, covering implementation through go-live plus first-year operations and maintenance, with options to renew. Implementation runs June 2027 through September 2028, targeting go-live in spring or summer 2028, followed by a 90-calendar-day stabilization period. DAS anticipates awarding one contract. The sample contract allows the State to extend the term unilaterally for up to 180 calendar days in total.

Round 1 scores proposals out of 1,000 points across organizational overview and staffing, experience and capabilities, statement of work, requirements matrix fit/gap, price quote, and overall impression. Evaluation may proceed through multiple rounds, and price evaluation covers costs through go-live and the first year of operations and maintenance. The voluntary pre-proposal conference was held September 3, 2026, and questions were due September 17, 2026. Negotiations must conclude within 60 calendar days of the Notice of Intent to Award, or the State may proceed with the next-ranked proposer.