RFP - For a digital web-based records Solution for the Childrens Care Licensing Program

RFP - For a digital web-based records Solution for the Childrens Care Licensing Program

Digital web-based records Solution for the Childrens Care Licensing Program

6085 DIGITAL WEB-BASED RECORDS SOLUTION
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STATE OF OREGON



COVER PAGE
Oregon Department of Human Services
is issuing this Request for Proposal (RFP) under 6085 for
DIGITAL WEB-BASED RECORDS SOLUTION FOR THE CHILDREN’S CARE LICENSING PROGRAM
Date of Issue: September 12, 2025
Opening Date: October 24, 2025
Single Point of Contact (SPC): Dave Reynolds, Specialist
Address: 635 Capitol St STE 350
City, State, Zip Salem, OR 97301
Phone (voice) 503- 871-4880
E-mail: David.reynolds@odhsoha.oregon.gov

6085 DIGITAL WEB-BASED RECORDS SOLUTION
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TABLE OF CONTENTS
SECTION 1: GENERAL INFORMATION………………………………………………………………………………………. 3
1.1 INTRODUCTION…………………………………………………………………………………………………………………3
1.2 SCHEDULE………………………………………………………………………………………………………………………… 3
1.3 SINGLE POINT OF CONTACT (SPC)……………………………………………………………………………………… 4

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE…………………………………………………………….……….4
2.1 AUTHORITY AND METHOD……………………………………………………………………………………………….. 4
2.2 DEFINITION OF TERMS ………………………………………………………………………………………………………4
2.3 OVERVIEW……………………………………………………………………………………………………………………….. 4
2.4 SCOPE OF WORK………………………………………………………………………………………………………………. 5

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION………………………………………………5
3.1 MINIMUM OFFER OR REQUIREMENTS………………………………………………………………………………5
3.2 MINIMUM SUBMISSION REQUIREMENTS………………………………………………………………………….5
3.3 PROCUREMENT PROCESS………………………………………………………………………………………………….6
3.4 OFFER CONTENT REQUIREMENTS……………………………………………………………………………………..8
3.5 EVALUATION PROCESS……………………………………………………………………………………………………… 10
3.6 PRICE EVALUATION……………………………………………………………………………………………….…………..11
3.7 NEXT STEP DETERMINATION…………………………………………………………………………………………….. 11
3.8 PREFERENCES…………………………………………………………………………………………………………………… 12
3.9 POINT AND SCORE CALCULATIONS………………………………………………………………………….…………12
3.10 RANKING OF OFFERS…………………………………………………………………………….……………………………13

SECTION 4: AWARD AND NEGOTIATION………………………………………………………………………………….14
4.1 AWARD NOTIFICATION PROCESS………………………………………………………………………………………14
4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS………. ………………………..……………..14
4.3 CONTRACT NEGOTIATION…………………………………………………………………………………………………15

SECTION 5: ADDITIONAL INFORMATION………………………………………………………………………………….16
5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION16
5.2 CERTIFIED FIRM PARTICIPATION………………………………………………………………………………………..16
5.3 GOVERNING LAWS AND REGULATIONS…………………………………………………………………………….. 17
5.4 OWNERSHIP/PERMISSION TO USE MATERIALS…………………………………………….…..……………….17
5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFER NO DAMAGES.................................17
5.6 COST OF SUBMITTING AN OFFER………………………………………………………………………………………. 17

6085 DIGITAL WEB-BASED RECORDS SOLUTION
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5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE………………………….……………………………………….17
5.8 RECYCLABLE PRODUCTS…………………………………………………………………………………………………….18
5.9 PRINTING, BINDING, AND STATIONERY WORK………………………………………………………………….. 18
5.10 CHECKLIST DISCLAIMER……………………………………………………….…………………………………………….18
SECTION 6: LIST OF ATTACHMENTS…………………………………………………………………………………………. 18
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
ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN
ATTACHMENT G RESPONSIBILITY INQUIRY
ATTACHMENT H SECURITY STANDARDS
ATTACHMENT I IMPLEMENTATION PLAN

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SECTION 1 GENERAL INFORMATION
1.1 INTRODUCTION
The State of Oregon, acting by and through the Department of Human Services, (“Agency”), is
issuing this Request for Proposals under the provisions of ORS 279B.060 for a digital web-based
records Solution for the Children’s Care Licensing Program. Agency anticipates the award of one
Contract from this RFP.
1.2 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.
Event Date Time
Questions / Requests for Clarification Due October 20, 2025 5:00 PM
Demonstrations
Time 1

October 01, 2025 1:00 PM –
2:30 PM
Time 2 October 02, 2025 8:30 AM –
10:00 AM
Time 3 October 02, 2025 1:00 PM –
2:30 PM
Time 4 October 07, 2025 8:30 PM -
10:00 AM
Time 5 October 08, 2025 8:30 AM –
10:00 AM
Time 6 October 08, 2025 10:30 AM –
12:00 PM
Opening (Proposal Due) October 24, 2025 5:00 PM
Issuance of Notice of Award (approx.) November 01, 2025
Award Protest Period Ends
7 calendar days
after Notice of Intent
to Award

1.3 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, whether about the

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technical requirements of the RFP, contractual requirements, the RFP process, or any other
provision only to the SPC.
SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE
2.1 AUTHORITY AND METHOD
Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and ORS 279A.140.
2.2 DEFINITION OF TERMS
For the purposes of this RFP, capitalized words will refer to the following definitions.
2.2.1 General Definitions
Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.
Child-Caring Agency (CCA) means an organization or facility that provides care, supervision, and
services to children, including residential treatment centers, therapeutic boarding schools, adoption
agencies, foster care agencies, youth shelters, and outdoor youth programs. These agencies must
meet specific licensing requirements to operate legally.

Licensing means the process by which the regulatory authority evaluates and approves child-caring
agencies to ensure compliance with established health, safety, and operational standards. Licensing
includes initial approval, periodic inspections, and ongoing monitoring.
Children’s Care Licensing Program means A regulatory program that licenses and monitors
child-caring agencies to ensure they meet specific health, safety, and operational standards.
This includes agencies like foster care, adoption agencies, youth shelters, and residential
treatment centers.
Compliance means the act of adhering to all applicable federal, state, and local laws,
regulations, and policies governing child-caring agencies. Non-compliance may result in
penalties, corrective actions, or revocation of a license.
Corrective Action Plan (CAP) means A plan developed by a child-caring agency to address
deficiencies identified during inspections or monitoring. The CAP outlines specific steps the
agency will take to achieve compliance.
Custom Data Reports means Reports generated by users based on specific data collected
within the Solution. These reports are tailored to meet the unique needs of the organization.
Data Consolidation means the process of gathering and combining data from various sources
within the Solution to create a comprehensive and unified dataset.

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Data Security means Measures implemented to protect sensitive information within the digital
records Solution, including encryption, access controls, and regular security audits.
Digital Records Solution means a Solution that manages records in digital format, replacing
traditional paper-based records. It involves the creation, storage, retrieval, and disposal of
digital records. A centralized, electronic Solution designed to capture, store, manage, and
retrieve records related to child-caring agencies. This Solution replaces traditional paper-based
records, ensuring efficient data management and accessibility.
Electronic Forms means digital versions of paper forms that can be filled out and submitted
electronically. These forms are used to collect and manage information within the records
Solution.
External Users means Individuals or entities outside the organization who may need access to
certain records or information within the Solution.
Health and Safety Standards means a set of minimum requirements that child-caring agencies
must meet to ensure the physical and emotional well-being of children in their care. These
standards may include building safety, sanitation, emergency preparedness, and staff training.
Internal Users means Employees within the organization who will use the digital records
Solution to perform their duties.
Inspection means a formal review conducted by the licensing authority to assess whether a
child-caring agency meets the required standards. Inspections may include physical site
evaluations, staff interviews, and reviews of operational practices.
Licensing Compliance: The process of ensuring that child-caring agencies adhere to the
established licensing standards and regulations. This includes regular inspections, reporting,
and maintaining up-to-date records.
Monitoring means the ongoing process of evaluating licensed child-caring agencies to ensure
continued compliance with licensing requirements. Monitoring may involve announced and
unannounced site visits, reviews of records, and interviews with staff and children.
Operational Standards means guidelines and requirements related to the day-to-day
functioning of child-caring agencies, including staff-to-child ratios, record-keeping, program
administration, and adherence to policies and procedures.
Regulatory Authority means the state or local agency responsible for overseeing the licensing
and monitoring of child-caring agencies. This authority establishes standards, conducts
inspections, and enforces compliance.

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Regulatory Oversight means the monitoring and enforcement of compliance with laws and
regulations related to the management of records.
Reporting and Analytics means Tools within the Solution that generate reports and analyze
data to support decision-making, compliance monitoring, and performance evaluation of child-
caring agencies.
Solution Integration means the ability of the digital records Solution to interface with other
systems and databases, such as those used by regulatory bodies, to streamline data sharing and
reporting.
User Access Management means the Solution's capability to control and monitor user access to
records, ensuring that only authorized personnel can view or modify sensitive information.
User Training means instruction provided to users on how to effectively use the digital records
Solution, including navigating the interface, entering data, and generating reports.
Web-Based Records Solution means a digital records Solution that is accessible over the
internet. Users can access the Solution from any device with an internet connection, without
the need for local servers or specialized hardware.
Workflow Configuration means the process of setting up and customizing the Solution's
workflows to match the organization's processes and requirements.
2.3 OVERVIEW AND PURPOSE
The Children’s Care Licensing Program (CCLP) of Oregon is dedicated to ensuring the highest
standards of care and safety for children within the State's licensed child-caring agencies (CCAs).
Our mission is to provide regulatory oversight and support to CCAs, ensuring compliance with
State laws and regulations while promoting the well-being of the children they serve. The CCLP
plays a critical role in monitoring and licensing child-caring agencies, facilitating communication
within the CCA community, and providing resources and guidance to maintain quality care
standards.

In pursuit of enhancing our operational efficiency and effectiveness, the CCLP is seeking to
implement a comprehensive software solution to replace our existing rudimentary records
system. This new digital, web-based Solution will document all aspects of the CCLP's licensing and
regulatory oversight processes, streamline communication with individual CCAs, sub-sets of CCAs,
and the entire CCA community, and enable the extraction and consolidation of data from
electronic forms and other information entered by both internal and external users. Additionally,
the Solution will empower internal users to design and implement custom data reports based on
the collected data.

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The new cloud-based Software-as-a-Service (SaaS) solution shall support the digital management
of records for the Children’s Care Licensing Program. The selected vendor will be responsible for
providing a fully hosted, secure, and scalable platform that meets the functional and technical
requirements outlined in this RFP.
2.4 SCOPE OF WORK/SPECIFICATIONS
2.4.1 Scope of Work
1. Solution Design, Development, and Configuration: Design, develop, and configure a
digital web-based records Solution tailored to the needs of the Children’s Care Licensing
Program. The Agency is seeking a cloud-based Software-as-a-Service (SaaS) solution to
support the digital management of records for the Children’s Care Licensing Program.
2. Data Migration: Migrate existing records from the current system to the new digital
Solution, ensuring data integrity and accuracy.
3. User Training: Provide comprehensive training for all users, including licensing staff,
child-caring agencies, and other stakeholders.
4. Solution Integration: Integrate the new Solution with existing databases and systems
used by the Child-Caring Licensing Program.
5. Compliance Monitoring: Implement features to monitor and ensure compliance with
licensing standards and regulations.
6. Technical Support: Offer ongoing technical support and maintenance for the Solution.
7. Reporting and Analytics: Develop tools for generating reports and analyzing data to
support decision-making and compliance monitoring.
2.4.2 Specifications
1. User-Friendly Interface: The Solution should have an intuitive and user-friendly
interface, accessible from various devices (desktops, laptops, tablets, and smartphones).
2. Data Security: Implement robust security measures, including encryption, access
controls, and regular security audits, to protect sensitive information.
3. Scalability: The Solution should be scalable to accommodate future growth and
additional users.
4. Data Backup and Recovery: Ensure regular data backups and a reliable recovery process
in case of data loss.
5. Customization: Allow for customization to meet the specific needs of different child-
caring agencies and regulatory requirements.
6. Audit Trails: Maintain detailed audit trails for all actions taken within the Solution,
ensuring transparency and accountability.
7. Compliance Features: Include features to track and report compliance with licensing
standards, such as inspection schedules, training records, and incident reports.
8. Reporting Tools: Provide comprehensive reporting tools to generate various reports,
including compliance reports, performance evaluations, and statistical analyses.

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9. Integration Capabilities: Ensure the Solution can integrate seamlessly with other
Solutions and databases used by the Child-Caring Licensing Program.
10. Technical Support: Offer 24/7 technical support to address any issues or concerns
promptly.
2.5 Project Overview
The objective of this project is to implement a comprehensive digital web-based Solution to
replace CCLP’s existing rudimentary records system. This Solution will support the
documentation of CCLP’s licensing and regulatory oversight processes for child-caring agencies
(CCAs), facilitate communication, and enable data extraction and reporting capabilities.

The selected vendor will be responsible for providing a fully hosted, secure, and scalable
platform that meets the functional and technical requirements outlined in this RFP.

2.6 Solution Requirements
2.6.1 Secure User Access & Authentication
The Solution must provide:

a. Multi-Factor Authentication (MFA) to ensure secure user login.

b. Role-Based Access Control (RBAC), restricting access based on user roles.

c. Single Sign-On (SSO) capability for streamlined authentication.

2.6.2 Data Management & Security
The Solution must ensure:

a. Secure digital record storage, retrieval, and management.

b. Data encryption for both stored data and data in transit.

c. Automated backup and recovery processes to protect against data loss.

2.6.3 Integration & Interoperability
The Solution must:

a. Integrate with state databases and third-party systems via APIs.

b. Support industry-standard data formats (e.g., XML, JSON) for seamless exchange.

c. Ensure browser compatibility across Chrome, Firefox, and Edge.

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2.6.4 User Interface & Accessibility
The Solution must:

a. Provide an intuitive, user-friendly interface that works on desktops, tablets, and smartphones.

b. Offer customizable dashboards and reports tailored to user roles.

c. Comply with ADA and WCAG accessibility standards.

2.6.5 Performance & Scalability
The Solution must:

a. Guarantee high availability and reliability with minimal downtime.

b. Be scalable to accommodate future growth in users and functionality.

c. Include performance monitoring tools for system optimization.

2.6.6 Reporting & Analytics
The Solution must provide:

a. Tools for standard and custom report generation.

b. Data analytics features for compliance monitoring and decision-making.

c. Real-time data visualization with interactive dashboards.

2.6.7 Training & User Support
The Solution must include:

a. Comprehensive training programs for system users.

b. 24/7 technical support and helpdesk services.

c. Detailed user manuals and documentation for reference.

2.6.8 Implementation & Deployment
The Solution must deliver:

a. A structured implementation plan, including workflow configuration and data migration.

b. Pilot testing and User Acceptance Testing (UAT) before full deployment.

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2.6.9 Security & Compliance
The Solution must:

a. Implement AES-256 encryption, RBAC, and audit trails for security.

b. Comply with HIPAA, GDPR, and state privacy laws.

c. Offer offline functionality, allowing access to cached data and automatic syncing upon
internet restoration.

2.6.10 Integration & Communication
The Solution must:

a. Provide API support for third-party system integration.

b. Include messaging and notification tools for improved communication.

c. Offer secure document sharing for collaboration.

2.6.11 Support & Maintenance
The Solution must provide:

a. Helpdesk support, regular security updates, and ongoing enhancements.

b. Scalability for future modifications and long-term operational sustainability.

2.6.12 Functionality
The Solution must allow for the documentation and tracking of licensing applications,
renewals, and compliance reports.

The Solution must support the scheduling and documentation of inspections and audits.
The Solution must provide alerts and notifications for key events and deadlines.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION
3.1 MINIMUM QUALIFICATIONS
To be eligible to submit a Proposal for the implementation of the comprehensive digital web-
based records Solution for the Child-Caring Licensing Program (CCLP), the Proposer must meet
the following minimum requirements:
1. Experience

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i. The Proposer must have a minimum of five (5) years of experience in
developing and implementing digital records management solutions, preferably
within the public sector or child-caring agencies. This experience must include
the configuration and implementation of cloud-based Software-as-a-Service
(SaaS) platforms, including data migration, system integration, user training, and
post-implementation support.
ii. The Proposer should provide evidence of at least three similar projects
successfully completed in the past 5 years.
2. Licenses and Certifications
i. The Proposer must possess relevant industry certifications, such as ISO 9001
(Quality Management) and ISO 27001 (Information Security Management).
ii. The Proposer's staff involved in the project must hold certifications in project
management (e.g., PMP, PRINCE2) and relevant technical certifications (e.g.,
Microsoft Certified: Azure Solutions Architect).
3. Technical Expertise
i. The Proposer must demonstrate proficiency in web-based applications
(configuration and if required development), data management, and
cybersecurity.
ii. The Proposer should have expertise in technologies and frameworks relevant
to the project, such as JavaScript, HTML5, CSS, SQL, and cloud services.
4. References
i. The Proposer must provide at least three references from previous clients for
whom similar projects have been completed. References should include contact
information and a brief description of the project.
5. Compliance
i. The Proposer must comply with all applicable federal, state, and local
regulations and standards related to data privacy and security.
6. Project Team
i. The Proposer must provide a project team with relevant qualifications and
experience. Resumes of key team members should be included in the proposal
(See section 3.3.4).

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7. Implementation Plan Attachment I
Proposer must submit an Implementation Plan per Attachment I for a Digital
Web-Based Records Solution for the Children’s Care Licensing Program

3.1 MINIMUM SUBMISSION REQUIREMENTS
3.1.1 Proposer Format and Quantity
Proposer should follow the format and reference the sections listed in the Proposer Content
Requirements section. Responses to each section and subsection should be labeled to
indicate the item being addressed. Proposer must describe in detail how requirements of this
RFP will be met and may provide additional related information. Cost information must be
submitted with Proposer’s response.
Proposer shall submit one electronic copy of its Proposal. In addition, 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), and Proposer shall submit a fully redacted version of its Proposal, clearly
identified as the redacted version.
3.1.2 Authorized Representative
A representative authorized to bind the Proposer shall sign the Proposal. Failure of the
authorized representative to sign the Proposal may subject the proposal to rejection by
Agency.
3.2 PROCUREMENT PROCESS
3.2.1 Public Notice
The RFP, including all Amendments and attachments, are published in the OregonBuys e-
procurement system. RFP documents will not be mailed to prospective Proposers.
Agency shall advertise all Amendments, if any, to this RFP on OregonBuys e-procurement
system. Prospective Proposer is solely responsible for checking OregonBuys to determine
whether or not any Amendments have been issued. Amendments are incorporated into the
RFP by this reference.
3.2.2 Questions / Requests for Clarification
All inquiries, whether relating to the RFP process, administration, deadline or method of
award, or to the intent or technical aspects of the RFP must:

• Be emailed to the SPC
• Reference the OregonBuys bid number

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• Identify Proposer’s name and contact information
• Be sent by an authorized representative
• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph
number); and
• Be received by the due date and time for Questions/Requests for Clarification identified
in the Schedule

3.2.3 Pre-Proposal Conference
A pre-submittal conference will not be held for this RFP.
3.2.4 Protests to RFP
Prospective Proposer may submit a Written protest of anything contained in this RFP,
including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed
Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of
the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer
may take exception to the terms and conditions of the Sample Contract marked as negotiable
as set forth in the Negotiations Section.
3.2.5 Protests to Amendment(s)
Prospective Proposer may submit a Written protest of anything contained in an
Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific
Time on the second Business Day following the issuance of the Amendment or the
date/time specified in the Amendment, or they will not be considered. Protests of
matters not added or modified by the Amendment will not be considered.
3.2.6 Requirements for Protests
All protests must:
• Be delivered to the SPC via email;
• Reference the OregonBuys bid number;
• Identify prospective Proposer’s name and contact information;
• Be sent by an authorized representative;
• State the reason for the protest, including:
o the grounds that demonstrate how the Procurement Process is contrary to law,
Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;
and
o evidence or documentation that supports the grounds on which the protest is
based; and
• State the proposed changes to the RFP provisions or other relief sought.

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Protests to the RFP must be received by the due date and time identified in the Schedule.
Protests to an Amendment must be received by the due date identified in the Amendment.
3.2.7 Demonstrations of the Solution (Scored)
Proposers are invited to participate in the demonstration process to showcase their proposed
solution’s functionality, performance, and alignment with the Agency’s needs. Proposers who
opt not to provide a demonstration will receive a score of zero in this category, which may
impact their competitiveness.
The demonstration will serve to:
• Present a fully operational version of the proposed Solution.
• Assess user experience, ease of navigation, and responsiveness within the live
environment.
• Demonstrate key functionalities, workflows, and integrations relevant to the Agency’s
requirements.
• Evaluate real-world usability and overall satisfaction with the Solution’s capabilities.
Demonstration Setup and Execution
• Proposer must schedule one (1) hour with the Agency to perform the demonstration on
one of six available dates in Section 1.2.
• The Proposer must email the SPC at least three (3) days prior to schedule their preferred
demonstration time.
• Demonstrations will be scheduled on a first-come, first-served basis, and the Agency
reserves the right to adjust or extend the time as needed.
• Each Proposer selected to participate in the demonstration phase will be provided
with the same amount of time to present their solution. The Agency will allocate
a standardized time slot for all demonstrations to ensure a fair and consistent evaluation
process.
Proposers will be notified in advance of:
i. The duration of the demonstration
ii. The format and structure
iii. Any specific scenarios or use cases the Agency would like to see addressed
• Failure to adhere to the allotted time may impact the evaluation of the demonstration.
Demonstration Requirements
• Proposer must identify and present at least one (1) similar Solution that is representative
of the proposed product.

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• The end user will demonstrate the product to the evaluation committee, showcasing its
practical functionality.
• The Proposer may assist the end user if necessary, but greater credit will be given to
demonstrations requiring minimal intervention from the Proposer.
• The demonstration must be conducted either in person or via an online, real-time format,
using tools such as Teams, WebEx, GoToMeeting, Adobe Connect, etc.
• The Proposer must set up a webcam and microphone at the end user’s site to allow the
evaluation committee to observe remotely.
Key Solution Features to be Demonstrated
The evaluation committee will assess the following core functionalities during the
demonstration:
Licensee Lookup & Management – Ability to search, view, and update licensee records
efficiently.
Renewals & New Applications – Smooth processing of license renewals and new applicant
submissions.
Complaint Management – Handling of complaints, case tracking, and resolution workflows.
Third-Party System Integration – Demonstration of connectivity with external databases and
software.
User Access & Security Features – Role-based access control (RBAC), authentication
protocols, and compliance measures.
Data Reporting & Analytics – Generation of standard and custom reports with real-time data
visualization.
Ease of Use & Interface Navigation – Intuitive dashboard, streamlined workflows, and user-
friendly interface.
Performance & Reliability – Speed, responsiveness, uptime, and system load handling.
Accessibility & Compliance – ADA/WCAG compliance, multilingual support, and adherence
to state privacy laws.
Support & Maintenance Features – Helpdesk access, update schedules, and system monitoring
tools.
Note: The State reserves the right to request supplementary information before or after the
demonstration to verify that the Proposer has the necessary competence, business organization,
financial resources, and software solutions to successfully perform the specified services.

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Participation in the demonstration is NON-MANDATORY but strongly recommended to
maximize scoring opportunities.
3.2.8 Proposal Submission
Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance
with the RFP requirements before Opening. Agency is not responsible for any delays in mail or
by common carriers or by transmission errors or delays or mistaken delivery. Proposal
submitted by any means not authorized may be rejected.
3.2.9 Submission Options
OregonBuys Electronic Response. Proposer should submit its Proposal electronically through
OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how
to submit an Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf
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.
The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s
authorized representative’s Signature.
Proposer shall submit its Proposal in a sealed package addressed to the SPC with the
Proposer’s name and the OregonBuys bid number clearly visible on the outside of the
package. Proposal may be submitted electronically through OregonBuys.
3.2.10 Modification or Withdrawal of Quotes or Offers
Any Proposer who wishes to make modifications to a Proposal already received by Agency
shall submit its modification in one of the manners listed in the proposal Submission Options
section and must denote the specific change(s) to the proposal submission.
If an Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Opening. The
Proposer shall submit a Written notice Signed by an authorized representative of its intent to
withdraw its Proposal in accordance with OAR 125-247-0440. The notice must include the
OregonBuys Bid number and be submitted to the SPC.
3.2.11 Proposal Opening Date
Proposal and all required submittal items must be received by the SPC on or before Opening.
All Proposal modifications or withdrawals must be completed prior to Opening.
Offers received after Opening are considered LATE and will NOT be accepted for evaluation.
Late Proposal will be returned to the respective Proposer or destroyed.

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3.2.12 Proposal Rejection
Agency may reject a Proposal for any of the following reasons:
• Proposer fails to substantially comply with all prescribed RFP procedures and
requirements, including but not limited to the requirement that Proposer’s authorized
representative sign the proposal.
• Proposer fails to meet the responsibility requirements of ORS 279B.110.
• Proposer has undisclosed liquidated and delinquent debt owed to the State of Oregon or
any of its agencies, boards, commissions, departments or divisions.
• Proposer makes any contact regarding this RFP with State representatives such as State
employees or officials other than the SPC or those the SPC authorizes, or inappropriate
contact with the SPC.
• Proposer attempts to inappropriately influence a member of the Evaluation Committee.
• Proposer is conditioned on Agency’s acceptance of any other terms and conditions or
rights to negotiate any alternative terms and conditions that are not reasonably related
to those expressly authorized for negotiation in the RFP or Amendment.

3.2.13 Opening of Offers
There will be no public Opening of Offers. Offers received will not be available for inspection
until after the evaluation process has been completed and the Notice Award is issued.
However, Agency will record and make available the identity of all Proposers after Opening.
3.3 PROPOSAL CONTENT REQUIREMENTS
Proposer 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 will be
considered non-Responsive to this RFP and will not be considered further.
3.3.1 Proposer Information and Certification Sheet
The Proposer shall complete and submit the Proposer Information and Certification Sheet
(Attachment C).
3.3.2 References (Attachment D)
Provide at least 03 references from current or former client firms for similar projects
performed for any clients within the last 5 years. References must verify the quality of
previous, related Work.
The Agency reserves the right to verify that the references provided by the Proposer support its
ability to meet the requirements of this RFP. References may be utilized to:

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• Gather additional information regarding the Proposer's qualifications
• Resolve tie scores during evaluation
• Confirm the accuracy of submitted details
The Agency may contact any reference listed by the Proposer or other relevant entities to
validate qualifications. This may include organizations that have used the proposed Solution for
a minimum of three (3) years, are currently using it, or have utilized it in the past. Additionally,
the Agency may seek verification regarding the locations where the Solution has been
implemented.
To ensure accuracy and reliability, the Agency will directly reach out to necessary entities for
confirmation.
Proposer shall send the Reference Check Form (Attachment D) to its references. Reference
forms must be completed by the reference, returned to the Proposer and submitted with the
Offer prior to opening.
3.3.3 Price Proposal Attachment E (Scored 50 Points)
Submit a detailed Price Proposal (Attachment E) electronically through Oregon Buys: in a separate
sealed envelope that includes the following items:
• For each activity described in the Scope of Work, the costs must include identifiable
costs, time estimates for completing each activity, and a summary of all proposed costs,
• The Price Proposal must include separate line items for personnel, travel, supplies, other
costs, and administrative and overhead charges; and
• For all fully loaded personnel costs, the costs proposed must include the name and title
of all positions for each individual staff person who will perform the Work and list the
salary/wage and fringe rate separately for each such individual.
3.3.4 Key Personnel (Scored 10 points):
The Proposer must identify the Key Persons who will be assigned to this project and
provide resumes detailing their relevant experience, qualifications, and roles. Key Persons should
demonstrate experience in the configuration and implementation of SaaS-based digital records
management solutions, particularly within the public sector or child-caring agencies.
Key Persons and their resumes will be evaluated and scored in accordance with RFP Section 3.5.

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Agency preference is for Key Persons and their resumes to demonstrate the following attributes:
⦁ Relevance and depth of experience
⦁ Demonstrated expertise in SaaS implementation
⦁ Familiarity with public sector or child care licensing environments
⦁ Appropriateness of assigned roles and responsibilities.
3.3.5 Solution Delivery Approach, Implementation Plan (Scored 50 points) Attachment I
Proposer shall provide an Implementation Plan, in accordance with Attachment I, describing how
it will deliver the Services described in Section 2.4, Scope of Work.
3.3.6 Solution Requirements Response (Scored 100 points)
Proposer shall address and describe how the proposed Solution meets the functional and non-
functional requirements set forth in 2.6, Solution Requirements.
3.3.7 Statewide Information Security Standards Response (Scored 50 points)
Proposer shall address the security requirements set forth in the Attachment H and Section 2.6,
Statewide Security Standards for the proposed Solution.
3.4 Public Record/Confidential or Proprietary Information
All Offers are public record and are subject to public inspection after Agency issues the Notice
of the Intent to Award. If an Proposer believes that any portion of its Offer contains any
information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from
disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer
shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully
redacted version of its Proposal.
Proposer is cautioned that cost information generally is not considered a trade secret under
Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in
whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult
with its own legal counsel regarding disclosure issues.
If Proposer fails to identify the portions of the Offer that Proposer claims are exempt from
disclosure, Proposer has waived any future claim of non-disclosure of that information.
3.5 EVALUATION PROCESS
3.5.1 Responsiveness and Responsibility Determination
Proposals received prior to Opening will be reviewed for Responsiveness to all RFP
requirements including compliance with Minimum Requirements section and offer Content

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Requirements section. If the Proposal is unclear, the SPC may request clarification from
Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal.
If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency
may waive mistakes in accordance with OAR 125-247-0470.
Agency will determine if an apparent successful Proposer is Responsible prior to award and
execution of the Contract/Price Agreement. Selected Proposer(s) shall submit a signed
Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to
Award notice.
At any time prior to award, Agency may reject a Proposer found to be not Responsible.
3.5.2 Evaluation Criteria
Proposals meeting the requirements outlined in the Proposal Content Requirements section
will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100%
for each evaluation criterion listed below in this section.
SPC may request further clarification to assist the Evaluation Committee in gaining additional
understanding of offers. A response to a clarification request must be to clarify or explain
portions of the already submitted Proposal and may not contain new information not
included in the original Proposal.

SCORE EXPLANATION

90 –
100%
OUTSTANDING - Response meets all the requirements and has demonstrated in
a clear and concise manner a thorough knowledge and understanding of the
subject matter and project. The Proposer provides insight into its expertise,
knowledge, and understanding of the subject matter.
60 –
89%
VERY GOOD – Response provides useful information, while showing experience
and knowledge within the category. Response demonstrates above average
knowledge and ability with no apparent deficiencies noted.
50 –
59%
ADEQUATE – Response meets all requirements in an adequate manner.
Response demonstrates an ability to comply with guidelines, parameters, and
requirements with no additional information put forth by the Proposer.
11 –
49%
FAIR – Proposer meets minimum requirements but does not demonstrate
sufficient knowledge of the subject matter.
0-10%
RESPONSE OF NO VALUE – An unacceptable response that does not meet the
requirements set forth in the RFP. Proposer has not demonstrated knowledge of
the subject matter.

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Each Proposal meeting all Responsiveness requirements will be independently evaluated by
members of an Evaluation Committee. Evaluation Committee members may change, and
Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators
will assign a score for each evaluation criterion listed below in this Section 3.5.2 up to the
maximum points available as specified in Section 3.9 (Point and Score Calculation).
SPC may request further clarification to assist the Evaluation Committee in gaining additional
understanding of a Proposal. A response to a clarification request may only clarify or explain
portions of the already submitted Proposal and may not contain new information not included
in the original Proposal.
3.5.7 PRICE PROPOSAL EVALUATION (Scored)

The SPC will conduct the cost evaluation. The SPC will award a score to each Price Proposal based
upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the
following formula:
Lowest Total Proposal Cost
(NTE) of all Proposers
X cost points possible = cost score Total Proposal Cost being
scored

3.5.7.1 References (Scored)
3.5.8 Demonstrations of the Solution (Scored)
Proposers are invited to participate in the demonstration process to showcase their Solution’s
functionality, performance, and alignment with the Agency’s needs. Proposers who opt not to
provide a demonstration will receive a score of zero in this category, which may impact their
competitiveness (See section 3.2.7)
The Evaluation Committee will score the demonstration on the following criteria:
Product Functionality & Performance – How well the Solution meets Agency needs.
Ease of Use & User Experience – Interface intuitiveness and operational efficiency.
Compliance & Security Features – Adherence to relevant regulations and best practices.
Integration & Interoperability – Capability to interface with external systems seamlessly.
Overall System Satisfaction – End user feedback on usability, reliability, and practical
application.

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3.7 NEXT STEP DETERMINATION
Agency may conduct additional rounds of competition if in the best interest of the State.
Additional rounds of competition may consist of, but will not be limited to:
• Establishing a Competitive Range
• Presentations/Additional Demonstrations/Additional Submittal Items
• Interviews
• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to
all Proposers describing the next step. At any time, Agency may dispense with the
selected additional round and: (1) issue a Notice of Intent to Award to the highest
ranking Responsible Proposer; or (2) elect to conduct an alternative round of
competition; or (3) cancel the RFP.
3.8 PREFERENCES
3.8.1 Recycled Materials
In comparing Goods from two or more Proposers, if at least one Proposer proposes Goods
manufactured with Recycled Materials, and at least 1 Proposer does not, Agency will select
the Proposer proposing Goods manufactured from Recycled Materials if each of the
conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of
the Goods according to any applicable reciprocal preference.
3.8.2 Tiebreakers
Oregon Supplies: If Agency receives Proposers identical in cost, fitness, availability and quality
and chooses to award a Contract, Agency shall award the Contract in accordance with the
procedures outlined in OAR 125-246-0300.
3.9 POINT AND SCORE CALCULATIONS
Scores are the values assigned by each evaluator.
Points are the total possible value for each section as listed in the table below.
Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

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POINTS POSSIBLE 760
3.3.4 Key Personnel: 10
3.3.5 Solution Delivery Approach, Implementation Plan
Attachment I
50
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 760
The SPC will average all scores for each evaluation criterion. The average score will be used as a
percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%,
9=90%, etc. Price points are calculated as stated in the Price Evaluation section.
3.10 RANKING OF PROPOSERS
The SPC will total the final average score (calculated by totaling the points awarded by each
Evaluation Committee member and dividing by the number of members), together with the Price
score. After each applicable preference has been applied, SPC will determine rank order for each
respective Offer and Proposer, with the highest score receiving the highest rank, and successive
rank order determined by the next highest score.
Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no
additional rounds of competition. If additional rounds are conducted, Agency will rank advancing
Proposers at the conclusion of each subsequent round and may determine an apparent
successful Proposer at any time during the solicitation process.
NEXT STEP DETERMINATION
At the conclusion of a round of competition, Agency may choose to conduct additional round(s)
of competition if in the best interest of the State. Additional rounds of competition may consist
of, but will not be limited to:
• Interviews
• Presentations/Demonstrations/Additional Submittal Items
• Discussions and submittal of revised Proposals
• Serial or simultaneous negotiations
• Best and Final Offers

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3.11 COMPETITVE RANGE DETERMINATION
If Agency, in its sole discretion, determines that one or more additional rounds of competition is
necessary, it will se