RFQ PHIP Website Services

RFQ PHIP Website Services

PHIP Website Services

Oregon Public Employees Retirement System
11410 SW 68th Parkway
Tigard, OR 97223




REQUEST FOR QUOTATION
OregonBuys RFQ # S-45900-00016137

Return To: Abigail Churchill by (3:00 PM PST) on (Monday, March 2, 2026) via email
Abigail.Churchill@pers.oregon.gov. Only Email Submissions will be accepted by the close
date and time. Email submissions after the close date and time will not be accepted.

Background:
PHIP currently manages its website using the WordPress platform, which was rebranded in
2014. While the site remains functional, PHIP aims to update it to meet current standards,
including Americans with Disabilities Act (ADA) compliance as mandated by Oregon law.

Scope of Work:
Please see the attached Exhibit A for Scope of Work.

Issue Date: Wednesday, February 25, 2026

Procurement Method: PERS is conducting this solicitation as an Intermediate Procurement in
accordance with ORS 279B.070 and OAR 125-247-0270. This is an informal solicitation and no
protests of the solicitation or the award will be considered.

Questions and Clarifications:
All questions and requests for clarification regarding this RFQ must be submitted in writing by
email only to the Authorized Representative and must be received no later than Monday, March
2, 2026 at 3:00 PM (PST).

Minimum Submission Requirements:
Proposer should submit a quote for services as per the template in Exhibit B, Rate Sheet.
Proposer is required to fill out and submit Exhibit D, Proposer Information.

All quotes binding for 3 months from date of submission.

Evaluation and Award:
Authorized Purchaser, in its sole discretion, may reject all Offers or cancel this RFQ at any time.
Submissions will be reviewed to determine if all submittal requirements have been met. Those
meeting the submittal requirements will be evaluated to determine the “Best Value” for the State.
“Best Value” is based solely on Authorized Purchaser’s determination of what meets its needs,
taking into account price as well as the following considerations:
• Product and technical requirements
• Product availability
• Vendor service performance of equipment and administration of prior leases

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• Total cost

Intent to Award Notice:
Authorized Purchaser will notify all Offeror’s in Writing that agency intends to award a Contract
to the selected Offer subject to successful negotiation of any negotiable provisions.

Award:
PERS reserves the right to award a contract based solely upon information submitted. PERS
may negotiate with a Proposer to clarify its proposal or to effect modifications that will make the
Proposal acceptable or more advantageous to PERS.

PERS reserves the right to not award a contract resulting from this Solicitation if PERS finds
such a decision to be in the best interest of the state or the Agency.

OregonBuys
All vendors awarded a contract as a result of this RFQ will be required to be register as a
supplier in OregonBuys. More information can be viewed at: https://oregonbuys.gov/bso/

Insurance Requirements:
Insurance requirements for the Contract are specified in Exhibit C.

Legal Compliance:
Proposer must comply with all applicable requirements of federal and state civil rights law and
rehabilitation statutes including the Americans with Disabilities Act.

Certification of Compliance with Discrimination Laws
RFQ, thereby certifies that it has not discriminated against minority, women or emerging small
business enterprises, or a business enterprise that is owned or controlled by or that employs a
disabled veteran, as that term is defined in ORS 408.225, in obtaining any subcontracts, and that
the Proposer is not in violation of any discrimination laws.

Certified Business Firm Participation (ORS 200.005 to 200.075; ORS 200.160 to 200.200;
ORS 279A.105)
Participation By Disadvantaged Business Enterprises, Minority-Owned Businesses, Woman-
Owned Businesses, and Emerging Small Businesses.

As noted in Executive Order 12-03: “Minority-owned and Woman-owned businesses continue to
be a dynamic and fast-growing sector of the Oregon economy. Oregon is committed to creating
an environment that supports the ingenuity and industriousness of Oregon’s Minority Business
Enterprise [MBE] and Woman Business Enterprise [WBE]. Emerging Small Business [ESB]
firms are also an important sector of the state’s economy.”

Any Oregon firm that is certified as a disadvantaged business enterprise, minority-owned
business, woman-owned business, business owned by a service-disabled veteran or emerging
small business, as defined in ORS 200.005 and pursuant to ORS 200.055 (a “Certified Business
Firm”), has an equal opportunity to participate in the performance of contracts financed with
State funds. By submitting its Proposal, Proposer certifies that it will make good faith efforts to
ensure that Certified Business Firms are provided an equal opportunity to compete for and
participate in the performance of any subcontracts resulting from this procurement. Proposer
further certifies and agrees that it has not discriminated and will not discriminate in its

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employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual
orientation or national origin, and it has not discriminated and will not discriminate against a
subcontractor in the awarding of a subcontract because the subcontractor is a Certified Business
Firm pursuant to ORS 200.055.

If there may be opportunities for subcontractors to work on the Project, it is the expectation of
the Agency that the Proposer will take reasonable steps to ensure that Certified Business Firms
are provided an equal opportunity to compete for and participate in the performance of any
contract resulting from this procurement or any subcontracts associated with Services to be
performed under any contract resulting from this procurement.

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EXHIBIT A
SCOPE OF WORK

Contractor shall perform the following services with respect to the compliance, update, website
support, programming, design refresh and graphic production of the PERS Health Insurance
Program (PHIP) website.
1) ADA compliance
a) Ensure that website services comply with ADA requirements no later than April 24,
2026.
b) Achieve WCAG 2.1 AA conformance across priority pages, forms, documents, and
media for existing content.
2) Design refresh
a) Revise the existing template to align with current standards.
b) Refresh the front-end layouts and use these updates to guide improvements to the
Mobile/Responsive templates.
3) Mobile/responsive updates
a) Implement updates to the mobile/responsive templates to conform to current standards
and incorporate ADA updates.
4) Functional updates
a) General function updates to WordPress platform to add functionality for easier site
administration. Update plugins and settings to conform to the current WordPress
Gutenburg editing system.
5) Other miscellaneous updates
a) Additional updates identified during the planning phase, which may include graphics
production, web server configurations, assistance with security certificates, search engine
optimization (SEO), and the selection of stock photos.
All work to be mutually agreed upon, in writing, prior to starting services. A detailed plan will be
agreed upon each time services are rendered.

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EXHIBIT B
RATE SHEET

Task Rate Hours Subtotal
ADA Compliance
Design refresh
Mobile/responsive updates
Functional updates
Testing and QA
Deployment
Meetings/consulting
TOTAL

Please provide categories, hourly rate, estimated hours per year and subtotal. PHIP average hours
used in the past years have been less than 200 total for services per year.

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EXHIBIT C
INSURANCE REQUIREMENTS

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit prior to
performing under this Contract. Contractor shall maintain such insurance in full force and at its
own expense throughout the duration of this Contract, as required by any extended reporting
period or continuous claims made coverage requirements, and all warranty periods that apply.
Contractor shall obtain the following insurance from insurance companies or entities that are
authorized to transact the business of insurance and issue coverage in the State of Oregon and
that are acceptable to Agency. All coverage shall be primary and non-contributory with any other
insurance and self -insurance, with the exception of Professional Liability and Workers’
Compensation. Contractor shall pay for all deductibles, self-insured retention, and self-insurance,
if any.
If Contractor maintains broader coverage and/or higher limits than the minimums shown in this
Exhibit, Agency requires and shall be entitled to the broader coverage and/or higher limits
maintained by Contractor.
WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:
All employers, including Contractor, that employ subject workers, as defined in ORS 656.027,
shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for
those workers, unless they meet the requirement for an exemption under ORS 656.126(2).
Contractor shall require and ensure that each of its subcontractors complies with these
requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall
also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each
accident.
If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor
shall provide Workers’ Compensation Insurance coverage for its employees as required by
applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with
limits not less than $500,000 and shall require and ensure that each of its out-of-state
subcontractors complies with these requirements.
As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities
that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the
Longshoremen’s and Harbor Workers’ Compensation Act.
COMMERCIAL GENERAL LIABILITY:
Contractor shall provide Commercial General Liability Insurance covering bodily injury and
property damage in a form and with coverage that are satisfactory to the State of Oregon. This
insurance must include personal and advertising injury liability, products and completed
operations, contractual liability coverage for the indemnity provided under this Contract, and
have no limitation of coverage to designated premises, project, or operation. Coverage must be
written on an occurrence basis in an amount of not less than $1,000,000.00 per occurrence and
not less than $2,000,000.00 annual aggregate limit.


AUTOMOBILE LIABILITY INSURANCE:

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Required Not required
Contractor shall provide Automobile Liability Insurance covering Contractor’s business use
including coverage for all owned, non- owned, or hired vehicles with a combined single limit of
not less than $__________________ for bodily injury and property damage. This coverage may
be written in combination with the Commercial General Liability Insurance (with separate limits
for Commercial General Liability and Automobile Liability). Use of personal automobile
liability insurance coverage may be acceptable if evidence that the policy includes a business use
endorsement is provided.
PROFESSIONAL LIABILITY:
Required Not required
Contractor shall provide Professional Liability Insurance covering any damages caused by an
error, omission or any negligent acts related to the services to be provided under this Contract by
the Contractor and Contractor’s subcontractors, agents, officers or employees in an amount not
less than $1,000,000.00 per claim and not less than $2,000,000.00 annual aggregate limit.
If coverage is provided on a claims made basis, then either an extended reporting period of not
less than 24 months shall be included in the Professional Liability insurance coverage, or the
Contractor shall provide Continuous Claims Made coverage as stated below.
EXCESS/UMBRELLA INSURANCE:
A combination of primary and Excess/Umbrella Insurance may be used to meet the required
limits of insurance. When used, all of the primary and umbrella or excess policies must provide
all of the insurance coverages required herein, including, but not limited to, primary and non-
contributory, additional insured, Self -Insured Retentions (SIRs), indemnity, and defense
requirements. The umbrella or excess policies must be provided on a true “following form” or
broader coverage basis, with coverage at least as broad as provided on the underlying insurance.
No insurance policies maintained by the Additional Insureds, whether primary or excess, and
which also apply to a loss covered hereunder, must be called upon to contribute to a loss until the
Contractor’s primary and excess liability policies are exhausted.
If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the
Certificate of Insurance must include a list of all policies that fall under the Excess/Umbrella
Insurance.
ADDITIONAL INSURED:
All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and
Officers Liability and Network Security and Privacy Liability (if applicable), required under this
Contract must include an Additional Insured endorsement specifying the State of Oregon, its
officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s
goods to be delivered and Services to be performed under this Contract. Coverage shall be
primary and non-contributory with any other insurance and self-insurance.
Regarding Additional Insured status under the General Liability policy, Agency requires
Additional Insured status with respect to liability arising out of ongoing operations and
completed operations, but only with respect to Contractor's goods to be delivered and Services to
be performed under this Contract. The Additional Insured endorsement with respect to liability
arising out of Contractor’s ongoing operations must be on, or at least as broad as, ISO Form CG

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20 10 and the Additional Insured endorsement with respect to completed operations must be on,
or at least as broad as, ISO form CG 20 37.
WAIVER OF SUBROGATION:
Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may
acquire against the Agency or State of Oregon by virtue of the payment of any loss. Contractor
shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this
provision applies regardless of whether or not Agency has received a Waiver of Subrogation
endorsement from the Contractor or the Contractor’s insurer(s).
CONTINUOUS CLAIMS MADE COVERAGE:
If any of the required liability insurance is on a claims made basis and does not include an
extended reporting period of at least 24 months, then Contractor shall maintain continuous
claims made liability coverage, provided the effective date of the continuous claims made
coverage is on or before the effective date of this Contract, for a minimum of 24 months
following the later of:
(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required
under this Contract, or
(ii) Agency’s or Contractor’s termination of this Contract, or
(iii)The expiration of all warranty periods provided under this Contract.
CERTIFICATE(S) AND PROOF OF INSURANCE:
Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before
delivering any goods and performing any Services required under this Contract. The
Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a
Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must
also include all required endorsements or copies of the applicable policy language effecting
coverage required by this Contract. If excess/umbrella Insurance is used to meet the minimum
insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall
under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request
copies of insurance policies and endorsements relating to the insurance requirements under this
Exhibit.
NOTICE OF CHANGE OR CANCELLATION:
Contractor or its insurer shall provide at least 30 calendar days’ written notice to Agency before
cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of
the required insurance coverage(s).
INSURANCE REQUIREMENT REVIEW:
Contractor agrees to periodic review of insurance requirements by Agency under this Contract
and to provide updated requirements as mutually agreed upon by Contractor and Agency.
STATE ACCEPTANCE:
All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor
shall provide complete copies of insurance policies, endorsements, self -insurance documents and
related insurance documents to Agency’s representatives responsible for verification of the
insurance coverages required under this Exhibit.

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ATTACHMENT D
PROPOSER INFORMATION

SUBMIT THIS FORM WITH YOUR PROPOSAL

Proposer Information
Company Legal Name:
Federal Tax
ID#:

Address:
Contact Person: Email:
Phone: Fax:
By signing this Cover Page, Proposer agrees to comply with all requirements, specifications and terms
and conditions included with this Request for Proposal (including all Attachments and Addenda, if any)
and all specifications, warranties, etc. included in its submitted response. Proposer certifies, under
penalty of perjury, that they are not in violation of any tax laws described in ORS 305.385(6) and (7).
Authorized Signature:
Printed Name:
Title:
Date:

Complete if Applicable:
CERTIFIED BUSINESS FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to
200.200; ORS 279A.105)
NOTE: This section is for information purposes only and shall not be considered in the
evaluation of the bid or award of a contract.
Type of Certification Certification Number Certified in Oregon?
Disadvantaged Business Enterprise
(DBE)

Minority Business Enterprise (MBE)
Women Business Enterprise (WBE)
Emerging Small Business (ESB)