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 Page 1 of 54 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 Page 2 of 54 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 Page 3 of 54 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 RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 4 of 54 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 RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 5 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 6 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 7 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 8 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 9 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 10 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 11 of 54 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 RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 12 of 54 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). RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 13 of 54 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

RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 14 of 54

• 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.

RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 15 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 16 of 54

• 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 17 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 18 of 54 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: RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 19 of 54

• 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 20 of 54 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 RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 21 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 22 of 54 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. RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 23 of 54 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: RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 24 of 54 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

RFP 6085 – digital web-based records Solution DAS Procurement Services, Version 4.0 – March 25, 2018 Page 25 of 54 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