PMO SOftware

PMO SOftware Page 2 of 12 REQUEST FOR QUOTES (RFQ) Best Value Analysis (BVA) PMO Software Project PERS-RFQ # 26001 OregonBuys # S-45900-00016232 Issue Date: March 6, 2026 Issuing Office: Public Employees Retirement System (PERS) RFQ Contact Information (Authorized Representative): Ryan Ellis, Procurement & Contracts Specialist Address: 11410 SW 68th Parkway Tigard, OR 97223 Phone: (503) 603-7505 E-mail: ryan.ellis@pers.oregon.gov Offer Due Date and Time: Friday, March 20, 2026, 4:00PM PST. Service Category: PMO Software Introduction Microsoft has announced the retirement of Project Online effective September 30, 2026, due to its legacy architecture. The PERS project management office (PMO) currently uses Project Online and MS Project Desktop Client for project tracking, resource management, and dashboard reporting. PERS conducted market research and identified the following potential vendors, however responses are not limited to this list, if other products meet the requirements of this RFQ. PERS has explored the solutions available from: Cyber Comm – PowerPak, Monday.com, OnePlan, Planisware, Planview PPM Pro, Project Insight, Sensei IQ, and Smartsheet. Page 2 of 16 There are approximately: 12 project managers, 250 time tracking project team resources, 20 active projects with schedules, and 7 PowerBI portfolio reports. Project schedules may be anywhere from a few hundred to a few thousand lines each. Several projects are part of a program and need a ‘master schedule’ feature to maintain the deadlines across projects. Portfolio reporting covers projects, pipeline efforts, as well as resource management. Project intake is currently handled in a separate workstream, but there may be future opportunities to combine the PPM platform with an intake feature. An agency project has been initiated to find and implement the replacement software to Project Online. A new project and portfolio management (PPM) solution must be identified, implemented, and adopted before the retirement date to avoid data loss and operational disruption. Project Goals and Objectives

• Ensure a seamless transition to a new modern PPM platform
• Preserve and migrate all critical PERS projects and resource data
• Minimize disruption to ongoing projects and users
• Improve usability, scalability, and reporting capabilities
• Train staff effectively and complete full transition to new PPM platform before MS

Project Online end date of 9/30/2026. High-Level Steps

• Assess current state
• Document defined agreed upon requirements
• Evaluate and select new PPM platform
• Plan migration strategy
• Configure and customize new platform
• Develop and document training materials
• Conduct pilot testing
• Train system users
• Execute full migration

Agency Background Information PERS MISSION: PERS serves the people of Oregon by administering public employee benefit trusts to pay the right person the right benefit at the right time. PERS was established in 1946 to provide retirement, disability, and death benefits to Oregon’s state, school district, and local government employees. The Agency’s 400 employees serve approximately 228,000 non-retired members, 156,500 retired members or beneficiaries, and 900 public employers. PERS is governed by a five-member board. PERS also administers a deferred compensation plan, known as the Oregon Savings Growth Plan (OSGP), a tax qualified 457 plan. Page 3 of 16 Scope of Work Vendor Responsibilities

• Point of contact for vendor support and engagement
• Provide schedule / timeline for consulting, implementation, and testing
• Provide training for master scheduling with sub-project task management tracking
• Provide training for time tracking capabilities by task, dates, and durations of tasks
• Review requirements and provide recommendations for right-sized PPM solution
• Configure the selected PPM solution to meet PERS requirements
• Set up user roles, workflows, templates, resource management, and report dashboards
• Migrate relevant project, resource, and portfolio data
• Validate data integrity post-migration
• Participate in testing of new solution and address defects and retest as needed
• Provide role appropriate training and training materials
• Provide post-deployment support for a defined period of time
• Provide knowledge transition and documentation
• Recommend future improvement opportunities

The proposed solution must meet the PMO Software requirements shown in Attachment # 4. Contract Timelines PERS’s goal is to start utilizing this new PMO Software as soon as May 1, 2026 or earlier. Training Requirements Awardee is to provide training for PERS staff for their provided solution.

• How many trainers will be allotted to PERS staff
• How many PERS staff will be trained in initial onboarding
• How much estimated training time will be needed on startup

Transition Services At PERS’s option, the awarded vendor will perform any requested transition services which may include analysis, data migration, configuration, implementation services, consulting services, and returning data to PERS in a suitable format via electronic submission. If PERS elects to include transition services, such transition services will be included via amendment. PERS shall have full access and possession of all created materials, data, and records that pertain to this project. Page 4 of 16 Insurance Requirements Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated. Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Offeror. Vendor shall obtain at Vendor’s expense the required types of insurance specified in Attachment # 7 listed in this RFQ. Term of Service PERS anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be for a one (1) year term with optional annual renewals up to (3) three years. PERS reserves the right to amend additional years of service. End of Scope of Work Page 5 of 16 Questions and Requests All questions and requests for clarification of this RFQ must be submitted in writing by email to the above listed Authorized Representative, and must be received no later than March 13, 2026, at 4pm PST. When appropriate, as determined by the Authorized Representative in its sole discretion, revisions, substitutions, or clarification of this RFQ will be sent electronically. RFQ Response Submittal Responses must be received on or before the Offer Due Date and Time. All submissions must be emailed only to the Authorized Representative listed above. PERS may extend the Offer Due Date when it is in the best interest of the agency. The agency reserves the right to reject all offers and/or to cancel this RFQ if it is in the best interest of the agency. Submission Checklist ➢ Include the completed Pricing Sheet (Attachment # 1). ➢ Include the completed Security Certification (Attachment # 3). ➢ Include the completed Certified Office Inclusion & Diversity Form (Attachment # 6, if applicable). ➢ Include the End User License Agreement ➢ Include any Cloud Service Agreements ➢ Include any Maintenance and Support Agreement ➢ Please note: PERS reserves the right to ask for references Submitted Responses Subject to Disclosure as Public Records If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version. If an Offeror includes information and data with its submitted Quote that Offeror regards as proprietary, privileged, or otherwise confidential; Offeror must identify such information in a separate document submitted with its Quote and provide a redacted submission along with the original submission. Otherwise, State will assume that Offeror consents to public disclosure of the original submission. Page 6 of 16 Security Requirements and GovRAMP Eligibility The successful Proposer‘s Solution must meet all hosting and security requirements which include:

• Compliance with Oregon’s Statewide Information Security

Plan(https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx) and Oregon’s Statewide Information Technology Control Standards(https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx), or found online at: Enterprise Information Services : Guidance for State Agencies : Cyber Security Services : State of Oregon.

• Security controls that meet or exceed National Institute of Standards and Technology (NIST)

Special Publication 800 -53 (revision 5 or more recent version) [“Moderate” / “High”] controls. This is equivalent to GovRAMP Impact Level ([Moderate/High]).

• In lieu of submitting a completed Statewide Security Standards Spreadsheet Attachment # 3,

Proposer may provide one of the following to demonstrate compliance with Oregon’s Statewide Information Technology (IT) Control Standards.

• Proof of current GovRAMP Authorized status (Authorized ) in the form of a GovRAMP

Letter, or RFQ Evaluation & Criteria RFQ submissions will be reviewed to determine if all requirements have been met. Those meeting the requirements will be evaluated to determine the “Best Value” for the agency. “Best Value” is based solely on the evaluators’ determination of what best meets the needs of the agency, price, and other factors such as: experience, expertise, availability, and resource capacity will be considered. The Best Value Analysis is planned to evaluate all proposed products that meet the business and technical requirements. We will use the following criteria in the decision process:

• Approach, Methodology & Schedule
• Consultant Experience
• Personnel Qualifications & Experience
• Adoption & Training
• Cost
• Solution Demonstration
• Meets solution requirements

Page 7 of 16 Award The offeror with the most advantageous submission will be awarded a contract. PERS will negotiate contract terms, conditions, Statement of Work, and other agreements such as licensing, maintenance, and support with the successful offeror. The awarded vendor will need to register in the PERS portal for goods and services, OregonBuys. This portal is used for procurement and vendor payment as well. PERS asks that you review the link below to register: https://oregonbuys.gov/bso/view/login/login.xhtml Protested Award An Affected Offeror will have 7 calendar days from the date of the Intent to Award notice to file a Written protest. An Offeror is an Affected Offeror only if the Offeror would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Offers are non-Responsive.
• PERS has failed to conduct an evaluation of Offers in accordance with the criteria or

process described in the RFQ.

• PERS abused its discretion in rejecting the protestor’s Offer as non-Responsive.
• PERS’ evaluation of Offer or determination of award otherwise violates the terms of the

Participating Addenda. Protests must:

• Be delivered to the RFQ contact via email or hard copy
• Reference the RFQ number
• Identify Offeror’s name and contact information
• Be signed by an Authorized Representative
• Specify the grounds for the protest
• Be received within 7 calendar days of the Intent to Award notice

Response to Protest. PERS will address all protests submitted in a reasonable time and will issue a Written decision to the respective Offeror. Protests that do not include the required information prescribed in this Section may not be considered by PERS. Certification Office for Business Inclusion & Diversity (COBID) Participation Pursuant to Oregon Revised Statute (ORS) Chapter 200, and as a matter of commitment, Agency encourages the participation of minority, women, and emerging small business enterprises in all contracting opportunities. Agency also encourages joint ventures or subcontracting with minority, women, and emerging small business enterprises. If the contract resulting from this RFQ provides subcontracting opportunities, the successful Proposer may be required to submit a completed COBID Outreach Plan prior to execution. Page 8 of 16 ------------------------------------------------------------------------------------------------------------------------------ RFQ Attachments that follow, begin on the next page. By such reference, the following seven (7) attachments and their respective content are incorporated into this RFQ. ➢ Attachment # 1, Pricing Sheet ➢ Attachment # 2, Security Frameworks and Controls ➢ Attachment # 3, Security Certification ➢ Attachment # 4, PMO Software Requirements ➢ Attachment # 5, Information Security Policies ➢ Attachment # 6, Certified Office Inclusion & Diversity Form (if applicable) ➢ Attachment # 7, Insurance Requirements Page 9 of 16 Attachment # 1 PERS-RFQ # 26001 RFQ Pricing Sheet The offeror agrees to provide the services described in the statement of work for this RFQ, for the following sums: PMO Software Cost Annual Cost Per User $ Migration Services $ Start-up Training $ Annual Support $ RFQ Submittal prepared by:__________________________________________ Title: ____________________________________________________________ Address: _________________________________________________________ Phone #: _________________________________________________________ Email Address: ____________________________________________________ Authorized Signature:_______________________________________________ Page 10 of 16 Attachment # 2 PERS-RFQ # 26001 Security Frameworks and Controls The proposed solution shall adhere to the security control requirements noted below:

• Identity access management (IAM) functionality: Single sign-on (SSO)

o Proposed sol