COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF REVENUE
Request for Quotation (RFQ) COMETS HD Accessibility Assessment
RFQ Number 14-659 Issued under ITS52designatedITD Date of Issue: August 23, 2013
DOR Contact Person Gina Frankum
[email protected]
Massachusetts Department of Revenue
RFQ 14-659, COMETS HD Accessibility Assessment
TABLE OF CONTENTS 1.0
General Procurement Information.................................................................................... 4
2.0
Description of Procurement and Term ............................................................................. 5
3.0
Bidder Independence and Conflict of Interest .................................................................. 6
4.0
Scope of Work and Deliverables ..................................................................................... 6
4.1
General Information and Testing Timeline ................................................................... 6
4.2
Initial Assessment (Fixed Price) ................................................................................... 8
4.3
Accessibility Re-testing (Time and Materials) ............................................................... 9
5.0
Bidder Responses ........................................................................................................... 9
5.1
General Information ..................................................................................................... 9
5.2
Bidder’s Statement of Compliance with RFQ Terms .................................................... 9
5.3
Tax Compliance Statement .......................................................................................... 9
5.4
Conflict of Interest Statement ......................................................................................10
5.5
Experience ..................................................................................................................10
5.6
References .................................................................................................................10
5.7
Description of Services and Deliverables ....................................................................10
5.8
Statement of Work ......................................................................................................10
5.9
Sample Deliverable .....................................................................................................10
5.10
Staffing .......................................................................................................................10
5.11
Pricing.........................................................................................................................11
6.0
Contractor and Contractor Employee Requirements.......................................................11
6.1
Contractor Tax and Child Support Compliance ...........................................................11
6.2
Confidentiality and Security.........................................................................................11
6.3
Contractor Employee Requirements ...........................................................................12
6.3.1
Contractor’s Employee Compliance Agreement ...................................................12
6.3.2
Tax and Child Support Checks ............................................................................12
6.3.3
Background Checks .............................................................................................13
6.3.4
Training................................................................................................................14
6.3.5
Notification of Authorization to Access DOR Information ......................................14
7.0
Additional Requirements ................................................................................................14
7.1
Project Managers ........................................................................................................14
7.2
Notification Requirements ...........................................................................................15
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7.3 9.0
RFQ 14-659, COMETS HD Accessibility Assessment
Off-Site Work ..............................................................................................................15 Post-Submission Procedures .........................................................................................16
9.1
Disqualification of Quote .............................................................................................16
9.2
SOW Amendments .....................................................................................................17
9.3
Limitations ..................................................................................................................17
10.0
Evaluation Criteria ..........................................................................................................17
Exhibit A – Listing of VPATs to Assess in Task Order 2 ............................................................18 Exhibit B – Listing of Software Products to Assess ...................................................................20 Exhibit C – List of Current Accenture Subcontractors ................................................................21
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1.0
RFQ 14-659, COMETS HD Accessibility Assessment
General Procurement Information
Procuring Department:
Massachusetts Department of Revenue
Mailing Address:
c/o Financial Services Bureau 100 Cambridge Street, 6th Floor, Saltonstall Building, Boston, MA 02114
DOR Contact Person:
Gina Frankum
Telephone Number:
617-889-9293, ext. 29309
E-Mail:
[email protected]
RFQ Title:
COMETS HD Accessibility Assessment
RFQ Number:
RFQ 14-659
Procurement Category:
Information Technology – Related Equipment, Services & Supplies/ SERVICES – All Other Not Shown or Combinations under statewide contract Assistive Technology Testing ITS52designatedITD, Category A
Duration of Quote:
All quotes (Quotes) submitted in response to this RFQ must be valid for a minimum of ninety (90) calendar days.
THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE DATE THE STATEMENT OF WORK REFERENCED HEREIN IS AWARDED, AND CAN BE OBTAINED FROM JOYCE TOOMEY OF DOR BY SENDING AN EMAIL TO
[email protected]. As used in this RFQ, the term “Bidder” means any entity that submits a timely Quote to DOR. The term “Selected Bidder” means the Bidder chosen by DOR to perform the services specified by this RFQ.
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2.0
RFQ 14-659, COMETS HD Accessibility Assessment
Description of Procurement and Term
The Child Support Enforcement Division of the Massachusetts Department of Revenue (DOR) will be implementing a new integrated child support system known as COMETS HD. COMETS HD will be a user-friendly system that will automate the business of child support enforcement, and also enable its work by making appropriate use of technology to meet and anticipate user needs. DOR has contracted with Accenture LLP (Accenture) to develop, configure and implement COMETS HD. The foundational components of COMETS HD are mainly derived and based on existing components from Accenture’s Foundation for Accenture Child Support Enforcement Solutions (FACSES). However, COMETS HD is more than a core child support system. It includes supporting functions, such as a data warehouse, advanced business intelligence and analytics, Master Data Management, Enterprise Content Management (ECM) and Customer Relationship Management (CRM) components that call for the use of advanced technologies. The objective of the COMETS HD Program is to implement an integrated, stateof-the-art child support system with an open and scalable architecture designed for the future. DOR is seeking one qualified vendor to perform services under category A of statewide contract ITS52designatedITD (ITS52) that can provide an assessment and testing of the accessibility features of software developed, configured and implemented by Accenture for COMETS HD. DOR is committed to making COMETS HD accessible for its users, including users with disabilities. DOR follows specific Commonwealth enterprise standards issued by the Massachusetts Information Technology Division (ITD) in the development and implementation of software, including standards related specifically to the accessibility features of a given system. These standards include the ITD Enterprise Information Technology Accessibility Standards and the ITD Enterprise Web Accessibility Standards (collectively, the ITD Standards). For the purpose of this engagement, the Selected Bidder must test the accessibility of software products delivered by Accenture to DOR against the ITD Standards using the subset of the Assistive Technology/Information Technology Environment List (ITD AT/IT Environment List) contained in the ITD Standards. Posted along with this RFQ on Comm-PASS are the following items: • • •
A zip file containing Voluntary Product Accessibility Templates (VPATs) for software components of COMETS HD and products used in its construction, ITD Enterprise Information Technology Accessibility Standards version 1.0 of June 10, 2008, and ITD Enterprise Web Accessibility Standards version 2.0 of January 20, 2005.
Once the Contract has been awarded, sample screen prints of types of items to be assessed will be provided to the Selected Bidder. The term of the Statement of Work (SOW) resulting from this RFQ shall be three years commencing on the effective date of the SOW. DOR reserves the right to exercise one oneyear option to renew the SOW at its sole discretion. Since the COMETS HD Program, and hence the project described herein (Project), is expected to last for more than three years from the effective date of the SOW, DOR has provided in its timetable in Section 4.1 for a Project duration of more than three years. However, DOR and the Selected Bidder will enter into an SOW limited to an initial term of three years. If DOR is satisfied with the Contractor’s performance at the end of the initial term of three years, DOR anticipates extending the SOW with the same Contractor for up to one year, based on the needs of the Project.
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3.0
RFQ 14-659, COMETS HD Accessibility Assessment
Bidder Independence and Conflict of Interest
The Selected Bidder is charged with independently evaluating the software delivered to DOR and indicated in Exhibits A and B to determine whether it complies with the required ITD Standards, in the context of the subset of the AT/IT Environment List. The Selected Bidder must be independent from Accenture and its subcontractors listed in Exhibit C and must have the ability to identify any deviations from the ITD Standards of the delivered software. Accenture and any affiliates and/or subcontractors employed by Accenture for purposes of providing software development or related services are prohibited from bidding on this RFQ, even if employment does not relate to the COMETS HD Program. Each Quote for accessibility assessment shall include a statement indicating whether or not the Bidder or any of the proposed subcontractors or employees has a possible conflict of interest in connection with this procurement, and if so, the nature of that conflict. Any questions about conflicts of interest should be addressed to the State Ethics Commission at (617) 371-9500 or (888) 485-4766. The State Ethics Commission’s website may be accessed at www.mass.gov/ethics.
4.0
Scope of Work and Deliverables
4.1
General Information and Testing Timeline
COMETS HD will be mainly derived from and based on existing components from Accenture’s FACSES. Each task order has the following functionality:
Task Order 1 2
Activity
Items Implemented
Program Initiation RELEASE 1 ENTERPRISE CONTENT MANAGEMENT/ DOCUMENT GENERATION AND MANAGEMENT AND
n/a All forms and document generation will be done through COMETS HD and all documents will be stored and viewed using COMETS HD
SECURITY FOR COMETS HD
3
4
RELEASE 2 CUSTOMER AND EMPLOYER WEB PORTAL, WORKFLOW MANAGEMENT, MASTER DATA MANAGEMENT AND ENTERPRISE SERVICE BUS FOR COMETS HD
RELEASE 3 CORE COMETS HD, CONTACT CENTER, AND DATA WAREHOUSE
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Implement customer self-service portal: Customer and Employer Websites
COMETS HD Core, COMETS HD Data Warehouse, COMETS HD CRM, and COMETS HD IVR
Massachusetts Department of Revenue
Task Order 5
RFQ 14-659, COMETS HD Accessibility Assessment
Activity
Items Implemented
COMETS HD warranty period
Items changed due to defects corrected by Accenture during warranty period
DOR will provide the Selected Bidder with access to the relevant COMETS HD environment(s) at the COMETS HD Program location at 90 Everett Avenue in Chelsea, MA, where the Selected Bidder will be able to perform its assessment(s). Using the estimated timeline below, the Selected Bidder will assess the application and toolsets along with any customizations or modifications implemented by Accenture or its subcontractors and evaluate whether the products have clearly met in all material respects the ITD Standards, in the context of the information technology environment described in the ITD AT/IT Environment List. DOR is seeking Quotes for three years consisting of two components: fixed price and time and materials per task order. The fixed price component will be to review whether the ITD Standards are met by viewing individual product VPATs, listed in Exhibit A, conduct an initial assessment of software products that make up COMETS HD, listed in Exhibit B, and report findings to DOR on the accessibility of COMETS HD. After Accenture has corrected accessibility defects, the Selected Bidder will perform subsequent assessments on a time and materials basis, and report its findings to DOR. Pricing for the optional one-year extension of the SOW (if any) will be negotiated at the appropriate time. At this time DOR is not committing to agree to an increase in pricing for any SOW extension. Please see the COMETS HD Accessibility Testing Timeline below for an estimated schedule.
Refer to Section 2.0 for an explanation of the duration of the SOW and of the Project.
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4.2
RFQ 14-659, COMETS HD Accessibility Assessment
Initial Assessment (Fixed Price)
DOR seeks a vendor to assess the accessibility of COMETS HD that will provide the following work products and deliverables: a) For all products listed in Exhibit A, review and assess the specific VPAT descriptions, indicating compliance or non-compliance with the ITD Standards, and report findings in a written report. VPATs may be found with this RFQ on Comm-PASS stored in a zip file. b) For all products listed in Exhibit B, identify defects or accessibility issues using either a comprehensive approach or a representative sampling of items selected by DOR, such as: screens, forms, reports, correspondence and other documentation. The vendor will log those defects and issues in IBM’s Rational Quality Manager (RQM), which is the repository of defects for the COMETS Program. DOR will provide the vendor with access to IBM’s Rational Quality Manager. The Bidder will describe the approach, quantify the extent of testing proposed, and will include a quantitative metric describing how to scale the testing up or down in order to be most effective. c) Produce a report on defects or accessibility issues that recommends remediation strategies to bring COMETS HD into compliance with the ITD Standards. The findings must include a description of the methodology employed, relevant screenshots or other objects such as forms, reports or correspondence, and references to pertinent sections of the ITD Standards in its discussion of the following elements: i. an overview of accessibility features that are incorporated into the application and associated toolset; and ii. for specific elements that are not in compliance with the ITD Standards, provide recommendations, including level of effort, for remediation. Bidders must include a separate fixed price quote for each task order, except for Task Order 5, based on the table below: Task Order (TO)
Scope
Work Products and Deliverables
Estimated Accessibility Assessment Dates
TO2
Task Order 2 will provide limited functionality to the internal users of COMETS HD. This includes all forms and document generation being driven by COMETS HD and all documents being stored and viewed using COMETS HD.
a, b and c above
October November 2013
TO3
Task Order 3 will roll out functionality for the Customer and Employer portal/websites This release will used by both internal and external users. The assessment will include evaluating changes to items already reviewed in Task Order 2 as well as evaluating items that are newly produced in Task Order 3 (refer to Section 4.1) in order to ensure that
b and c above
April – May 2014
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Task Order (TO)
RFQ 14-659, COMETS HD Accessibility Assessment
Scope
Work Products and Deliverables
Estimated Accessibility Assessment Dates
the ITD Standards are met. TO4
Task Order 4 will roll out the core COMETS HD functionality. The assessment will include evaluating changes to items already reviewed in Task Order 3 as well as evaluating items which are newly produced in Task Order 4 (refer to Section 4.1) in order to ensure that the ITD Standards are met.
b and c above
May – June 2016
TO5
Task Order 5 will have a Time and Materials component only, no fixed price component.
n/a
n/a
4.3
Accessibility Re-testing (Time and Materials)
The vendor will be required to re-test the COMETS HD defects corrected after the initial assessment of each task order identified above. Additionally, a re-testing may be required during the warranty period in Task Order 5. The re-testing will not be part of the fixed price quote, but rather billed as time and materials. Bidders should indicate types of personnel and materials required to re-test along with a rate chart that will identify hourly costs of personnel required.
5.0
Bidder Responses
Each Bidder must include the following information in its Quote: 5.1
General Information
A Bidder must include its full legal name, business address, website address and main telephone number. A Bidder must also include the name, business address, telephone number and email address of its contact person and of its project manager, if not the same person. The same individual may serve in both capacities. 5.2
Bidder’s Statement of Compliance with RFQ Terms
Every Bidder submitting a Quote must include a statement indicating that it will comply with every term, specification and condition in the RFQ, including its attachments and exhibits and required forms. If the Bidder is unable to make such statement, it must explain its reasons in detail. 5.3
Tax Compliance Statement
Certification in writing on company letterhead, signed by an authorized signatory of the Bidder under penalties of perjury, that it has complied with all laws of the Commonwealth relating to taxes, wage reporting and withholding and remitting child support. Refer to Section 6.1.
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5.4
RFQ 14-659, COMETS HD Accessibility Assessment
Conflict of Interest Statement
A written statement indicating whether or not the Bidder or any of the proposed subcontractors or employees has a possible conflict of interest in connection with this procurement, and, if so, the nature of that conflict. Refer to Section 3.0. 5.5
Experience
The Bidder must include in its Quote examples of work performed on three projects comparable in size and complexity to COMETS HD for which they have provided accessibility assessment services within the last 24 months. Examples must include the scope and duration of the engagements, and the standards that were tested. Experience with assessments based on the ITD Standards are preferred, but not required. Additionally, accessibility assessment engagements with government entities are preferred, but not required. Bidders may submit examples of work previously provided with their Response to ITS52. 5.6
References
For each of the projects referred to in Section 5.5, the Bidder must include the name and contact information of an executive or senior level manager whom DOR may contact as a reference. Bidders may submit references, if any, previously provided with their Response to ITS52. 5.7
Description of Services and Deliverables
The Bidder must provide a description of services, knowledge and relevant experience, methodology used, and approach for providing deliverables outlined in Section 4.0. This description must include a response and section reference to each specific task set forth in Section 4.0 and a proposed project plan for meeting the required deadlines. 5.8
Statement of Work
Each Bidder must complete a draft Statement of Work in the form prescribed by ITS52 (refer to the Forms and Terms tab on Comm-PASS under this RFQ number) as accurately and completely as possible and submit it with its Quote. The final SOW to be signed by the parties will be negotiated between DOR and the Selected Bidder. Any Intellectual Property Agreement or Purchase Order attached to the draft SOW need not be signed and submitted as part of the Quote. However, the Selected Bidder and its Employees will be required to sign the Intellectual Property Agreement attached to the ITS52 version of the SOW as Exhibit A. 5.9
Sample Deliverable
The Bidder must provide a sample deliverable assessment report from a similar engagement. Confidential or proprietary information may be redacted. Bidders may submit a sample deliverable previously provided with their Response to ITS52, if any. 5.10
Staffing
The Bidder must provide a list of proposed personnel that will be assigned to the Project, identifying their roles and providing copies of their resumes or descriptions of relevant experience. The Bidder must also designate which proposed personnel are key personnel.
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5.11
RFQ 14-659, COMETS HD Accessibility Assessment
Pricing
The cost proposal must contain two elements. First, the Bidder must quote a fixed price, deliverable-based quote for the initial accessibility assessment, broken out separately for each of Task Orders 2, 3, and 4. Second, the Bidder must quote hourly rates for specific types of personnel to be used in connection with re-testing for the time and materials pricing. The Bidder must respond to this section with its pricing, even if it has included its pricing in the draft SOW. Refer to Section 5.8. Both fixed price and time and materials pricing must be inclusive of all costs and expenses; the Commonwealth will not make payments for costs not included in the pricing and will not pay separately for travel expenses or other costs. DOR will deduct the prompt pay discount automatically upon payment of invoices for any contractor that offers it under ITS52. Bidders should not reflect any prompt pay discount in their cost proposals or deduct the prompt pay discount from any invoiced amounts.
6.0
Contractor and Contractor Employee Requirements
For purposes of this Section 6.0, the term DOR Contact Person or DOR Contract Manager includes another DOR employee who has been selected to serve as designee of one or both of the foregoing. 6.1
Contractor Tax and Child Support Compliance
MGL Chapter 62C, Section 49A prohibits DOR from entering into an agreement with a vendor unless the vendor certifies in writing on company letterhead, signed by an authorized signatory of the Bidder, under penalties of perjury that it has complied with all laws of the Commonwealth relating to taxes, wage reporting and withholding and remitting child support. DOR will verify the compliance of each Bidder with these laws upon receipt of the Bidder’s Quote. The noncompliance of a Bidder with any of these laws will not disqualify the Bidder or affect the scoring of its Quote, but DOR may not award a contract, until tax, wage reporting and child support issues have been resolved to DOR’s satisfaction. Under MGL Chapter 119A, Section 12, an employer is required to withhold and remit child support upon notice of a child support order or judgment that includes an income withholding provision. Under MGL Chapter 119A, Section 14, an employer is required to comply with requests for information regarding child support obligors sent to employers by DOR. DOR will aggressively pursue all non-compliance issues found with respect to any Bidders. 6.2
Confidentiality and Security
A. The Selected Bidder that enters into an SOW with DOR (Contractor) agrees to comply with the notification requirements of MGL Chapter 93H (Security Breaches) and any supplemental procedures or regulations thereto. In addition, by submitting a Quote, Contractor agrees and acknowledge that the DOR Information is confidential and that, through its receipt of the DOR Information, it will acquire or have access to “personal data” and become a “holder” of personal data as defined by MGL Chapter 66A. As such, the Contractor and its Employees are subject to and must comply with all applicable federal and state regulatory and statutory requirements and any amendment thereto, pertaining to confidentiality and privacy, including, but not limited to: MGL Chapter 62C, Sections 21 and 21B; MGL Chapter 119A, Section 5A; MGL Chapters 62E, 66A and 93H; 801 CMR 3.00 et seq.; and Internal Revenue Code Sections 6103, Page 11 of 21
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RFQ 14-659, COMETS HD Accessibility Assessment
7213, 7213A and 7431. The Contractor recognizes DOR’s ownership of the DOR Information and agrees that it will not publish or otherwise release individual listings from the DOR Information, or statistics from the DOR Information that could indirectly reveal an identifiable individual, without prior written authorization from DOR. B. The Contractor must notify the DOR Project Manager prior to any changes in its Employee staffing. C. The Contractor must not employ temporary agencies or temporary employees, except with prior written approval of the DOR Project Manager. 6.3
Contractor Employee Requirements
For purposes of this RFQ, the term “Employee” means, without limitation, any officer, director, member, partner, full or part-time employee, temporary employee, contract employee, individual consultant, volunteer, trainee, student intern, agent or subcontractor of the contractor, or any of the aforementioned who are employed or retained by a subcontractor or consultant of the contractor, who will work on the Project. 6.3.1
Contractor’s Employee Compliance Agreement
Before any Employee, including an Employee hired after the date of the SOW, may have access to the DOR Information, the Contractor must inform its Employees of DOR’s confidentiality and security requirements and the prohibitions relating to the disclosure or browsing of the DOR Information. Additionally, the Contractor will prohibit access to the DOR Information by any of its Employees, including an Employee hired after the date of the SOW, until the Employee has read and signed the DOR Contractor’s Employee Compliance Agreement (refer to the Forms and Terms tab on Comm-PASS under this RFQ number), acknowledging that he is a holder of personal data under MGL Chapter 66A. The Contractor will maintain the originals of the Contractor’s Employee Compliance Agreements with its other SOW records and will allow DOR to copy or review such Agreements upon request. Each year, the Contractor will require all Employees to read and sign the Contractor’s Employee Compliance Agreement. This requirement applies to Employees of the Selected Bidder only. 6.3.2
Tax and Child Support Checks
All Employees are required to undergo a tax and child support check before they are allowed to perform services for DOR and annually thereafter. The Contractor will prohibit access to the DOR Information by any of its Employees, including an Employee hired after the date of the SOW, until the Employee has undergone a tax and child support check satisfactory to DOR. The Contractor’s Contract Manager must submit a complete and signed copy of DOR’s Tax and Child Support Questionnaire (refer to the Forms and Terms tab on Comm-PASS under this RFQ number) via secure encrypted e-mail to Michelle Bessler, Procurement Supervisor, at
[email protected] or in an otherwise secure manner. On an annual basis, each Employee must complete a Contractor Tax Filing Questionnaire as instructed by DOR. This requirement applies to Employees of the Selected Bidder only. Page 12 of 21
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6.3.3
RFQ 14-659, COMETS HD Accessibility Assessment
Background Checks
All Employees are required to undergo a criminal history background check before they are allowed to perform services for DOR. The Contractor must prohibit access to the DOR Information by any of its Employees, including an Employee hired after the date of the SOW, until the Employee has undergone a criminal history background check satisfactory to DOR in accordance with one (1) of the two (2) procedures below:
1. The Contractor must request DOR to conduct a Massachusetts Criminal Offender Record Information (CORI) check on its behalf by collecting a CORI Acknowledgement Form (refer to the Forms and Terms tab on Comm-PASS under this RFQ number) from each Employee. (This form must be accompanied by government-issued identification, such as a copy of a license or passport photo, and an Employee of the Contractor must verify on the bottom of the form after the words “VERIFIED BY:” that the identification is that of the person who completed the form). The Contractor Project Manager will send the Form to the DOR Contact Person using secure encrypted e-mail to the email address of the aforementioned. The Contractor Project Manager shall retain the original executed authorization forms and will allow the DOR Contract Manager, or designee, to copy or review such forms upon request. James Reddington, Director of DOR’s Office of Internal Affairs, will conduct the CORI check in accordance with DOR’s procedures for its own employees. The Contractor is not required to conduct criminal background checks in Massachusetts on any Employee so long as DOR conducts one. In the event that CORI results obtained for an Employee reveal that the individual has: 1) a felony adult conviction; 2) a conviction of misdemeanor under MGL Chapter 266 (Crimes Against Property); or 3) a conviction of misdemeanor under MGL Chapter 267 (Forgery and Crimes Against the Currency), the DOR Contract Person shall notify the Contractor Project Manager or his designee only that DOR requests that such a person not perform work under the Contract. Otherwise, the DOR Contract Manager shall notify the Contractor Project Manager, via secure encrypted e-mail, that the Employee may work under the Contract. The results of the CORI check will not be shared with any employee of DOR and will be kept confidential and secure in accordance with applicable DOR procedures. Any Employee for whom a CORI check is conducted shall have a right to access his records from DOR and will also have the opportunity to comment on its accuracy and offer a written explanation, if they desire. If an Employee has questions about criminal record checks conducted by DOR, the Employee should contact Mr. Reddington by calling (617) 626-2135, not the DOR Contract Manager. 2. Any Employees who currently reside in a state other than Massachusetts, or have lived in another state as an adult, must also have background checks from other states. With the approval of Mr. Reddington, the Contractor may conduct the background check and will be responsible for notifying Mr. Reddington of any Employee for whom a criminal record was discovered in order for DOR to evaluate the Employee’s suitability to access the DOR Information. The Contractor must follow the above-mentioned CORI results as a guideline in evaluating the Employee’s suitability. The Contractor must bear the cost of these background checks from other states. Please note however, that DOR is authorized to, and will if the Contractor requests, conduct checks of criminal records in the following states at no charge to the Employee or Contractor:
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RFQ 14-659, COMETS HD Accessibility Assessment
Hawaii, Illinois, Indiana, Iowa, Louisiana, Maryland, Minnesota, Mississippi, Montana, Nevada, New Hampshire, New Mexico, Oregon, Rhode Island, South Carolina, Utah, West Virginia and Wyoming. All such Employees requiring an out of state criminal records check must also complete a Conditional Services Form (Out-of-State Resident) (refer to the Forms and Terms tab on Comm-PASS under this RFQ number). The Contractor Project Manager will send the Form to the DOR Contract Manager in a secure manner and shall retain the original executed forms and will allow DOR to copy or review such forms upon request. The requirements of this section apply to Employees of the Selected Bidder only. 6.3.4
Training
DOR or the Contractor will provide training to the Contractor’s Employees. The training will address the purpose of the SOW, the restrictions of the SOW, DOR’s confidentiality and security requirements and the prohibitions relating to the disclosure or browsing of the DOR Information. The Contractor also agrees to inform these Employees that only those Employees who are authorized may access the DOR Information, that the DOR Information is to be used only for the purpose of implementing the provisions of the Contract and may be shared only with such authorized Employees for the purpose of implementing the SOW. During this training, DOR or the Contractor will also explain the responsibilities of “holders” of personal data and will review the state and federal statutes and regulations relating to the DOR Information, including but not limited to: MGL Chapter 62C, Section 21 and 21B; MGL Chapter 119A, Section 5A; MGL Chapters 62E, 66A and 93H; 801 CMR 3.00 et seq.; IRC Sections 6103, 7213, 7213A and 7431. As part of this training, each Employee is required to view DOR’s Protecting Privacy video and may be required to complete DOR’s Security and Privacy Training. This training will be conducted on an annual basis. The Contractor Project Manager will keep a list of all Employees who have received training and will allow DOR to copy or review such lists upon request. 6.3.5
Notification of Authorization to Access DOR Information
Upon the completion of satisfactory tax, child support and background checks, the DOR Contact Person shall notify the Contractor Project Manager via secure encrypted e-mail that the Employee may have access to the DOR Information. No authorized Employee may have access to the DOR Information until the Contractor has received written approval from the Contact Person, and the Employee has signed a Contractor’s Employee Compliance Agreement and has attended the required training. The Contractor must enforce this prohibition. Otherwise, DOR may terminate the Contract immediately.
7.0
Additional Requirements
7.1
Project Managers
The Contractor Project Manager must be an employee of the Contractor responsible for the Contractor’s daily operations under the Contract. The Contractor Project Manager must submit all notices, invoices and other communications pertaining to the Contract to the DOR Project
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RFQ 14-659, COMETS HD Accessibility Assessment
Manager unless the DOR Project Manager requests otherwise or unless otherwise specified in the Contract. The DOR Project Manager is responsible for the daily oversight of the Contract. The DOR Project Manager shall send all notices and other communications in connection with the Contract to the Contractor Project Manager, unless the Contractor Project Manager requests otherwise or unless otherwise specified in the Contract. The DOR Project Manager may delegate his duties under the Contract to another DOR employee. This delegation shall be in writing with a copy sent to the Contractor Project Manager. DOR may, for any reason and at any time, request that the Contractor remove the Contractor Project Manager, in which case the Contractor must immediately appoint an acting Contractor Project Manager. The Contractor must appoint a new Contractor Project Manager within 30 days of the appointment of the acting Contractor Project Manager. The DOR Project Manager reserves the right to approve or disapprove of any change in the Contractor’s key personnel at any time. DOR may terminate the Contract at any time due to the loss of key personnel. DOR and the Contractor shall each notify the other in writing within seven (7) days of any change to the contact information of any Contractor Project Manager or DOR Project Manager, including name, address, telephone number or fax number. The Contractor must immediately notify the DOR Project Manager in writing within seven (7) days when the Contractor determines or is informed that the identity of the Contractor Project Manager would change due to any change in their status. 7.2
Notification Requirements
The Contractor shall immediately notify Tanya Harrison, Deputy Commissioner of DOR’s Inspectional Services Division (ISD), both orally at (617) 626-2246, and in writing utilizing the Contractor’s secure encrypted e-mail to
[email protected] if the DOR Information in the Contractor or their Employee’s possession is improperly used, accessed or disclosed in violation of any applicable law or the terms of the RFQ or the SOW. 7.3
Off-Site Work
Unless the Department agrees in advance in writing otherwise, the Contractor must perform all services and develop all deliverables on site at DOR’s facilities. In the event that the Department allows the Contractor to perform any service or develop any deliverable off-site, the Contractor will be required to follow the best practices contained in the National Institute of Standards and Technology (NIST) Special Publication 800-53 Revision 3, “Security Controls for Federal Information Systems”, Annex 2, “Moderate-Impact Baseline” (NIST 800-53 (Moderate Level)), or in a more recent version of such best practices if published at the time the SOW is executed, regarding the physical and technical security of the DOR Information (available at: http://csrc.nist.gov/publications/PubsSPs.html), or in the alternative, to put in place compensating controls deemed necessary by DOR.
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Massachusetts Department of Revenue
8.0
RFQ 14-659, COMETS HD Accessibility Assessment
Procurement Calendar and Process
Procurement Step
Date
Release of RFQ on CommPASS
8/23/2013
Bidder Questions Due
8/302013
Responses From DOR to Bidder Questions
On or about 9/9/2013
Quotes Due
9/16/2013
Selection of Selected Bidder
On or about 9/27/2013
Time
3 p.m. ET
3 p.m. ET
Bidder’s questions must be emailed to
[email protected] and the subject line of the email must read “Questions/RFQ 14-659.” Bidders must submit their Quotes via email to
[email protected]. The subject line of the email must read “Quote/RFQ 14-659.” If the files are large, Bidders should consider multiple emails. The Bidder may, at its option, verify, by means of a read receipt, that its emails have been received. At DOR’s discretion, DOR may require presentations at DOR’s location in Boston or Chelsea, MA prior to the selection of the Selected Bidder. Unnecessary samples, attachments, or documents not specifically requested in the RFQ should not be submitted. Bidders must adhere strictly to the procedures as outlined herein. Responses to this RFQ or any parts thereof received by DOR after the required date and time will be disqualified.
9.0
Post-Submission Procedures
9.1
Disqualification of Quote
DOR reserves the right to reject any or all Quotes, in whole or in part and for any reason deemed non-compliant or non-responsive per this RFQ, its attachments or any subsequent changes. Bidders are advised to check the "last change” field on the summary page of this RFQ to ensure that they have the most recent RFQ files. Bidders may not alter (manually or electronically) the RFQ language or any RFQ component files. Modifications to the body of the RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited and may disqualify a response. DOR reserves the right not to enter any agreement under this RFQ.
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Massachusetts Department of Revenue
9.2
RFQ 14-659, COMETS HD Accessibility Assessment
SOW Amendments
The Department may negotiate changes to the original performance measures, reporting requirements or payment methodologies tied to performance at any time during the SOW duration if they are consistent with the specifications of this RFQ. The Department reserves the right to negotiate and execute SOW amendments with the contractor(s) which DOR determines are necessary to result in the intent of this RFQ, to amend the specifications for necessary requirements, or to result in a better value contract. Negotiation would be with the Selected Bidder of this RFQ. Amendments may include, but are not limited to, contract dollars, contract performance, increased or decreased obligations, scope of work, and quantity. 9.3
Limitations
This RFQ does not commit the Commonwealth or DOR to approve an SOW, pay any costs incurred in the preparation of a Bidder’s Quote to this RFQ, or to procure or contract for products or services. DOR reserves the right to accept or reject any and all Quotes received as a result of this RFQ and to contract for some, all, or none of the products and services as a result of this RFQ. DOR further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of DOR or the Commonwealth to do so.
10.0
Evaluation Criteria
The Quotes received in response to this RFQ will be evaluated based on the criteria listed below. The most important criteria in each section are listed first. Business and Technical elements will be scored separately from Cost. A.
Business and Technical 1. The Bidder’s methodology and deliverables as proposed in its Quote (including the draft SOW) including, without limitation, clarity, comprehensiveness, relevance, accuracy and overall quality of Quote. Refer to Sections 5.7 and 5.8. 2. Experience with projects of similar size and scope, especially with technologies used in COMETS HD (refer to Exhibit B) and/or with government agencies. Refer to Section 5.5. 3. Bidder’s references from projects of similar size and scope.. Refer to Section 5.6. 4. A sample deliverable assessment report from a similar engagement. Refer to Section 5.9. 5. The Bidder’s proposed staff qualifications, capabilities, and availability. Refer to Section 5.10.
B.
Cost The lowest total price bid will receive the maximum points in this category. Each Bidder will be assigned points based on the ratio of its total fixed price component to the lowest fixed price component bid. Time and Material rates will not be scored.
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Massachusetts Department of Revenue
RFQ 14-659, COMETS HD Accessibility Assessment
Exhibit A – Listing of VPATs to Assess in Task Order 2 This exhibit refers to Section 4.2.a
Vendor Adobe Adobe Adobe Adobe Avaya Avaya HP HP HP HP HP HP HP HP HP HP HP HP HP IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM IBM
Product RoboHelp Digital Enterprise Platform – Document Services-Output Digital Enterprise Platform – Document Services -Forms LiveCycle Designer Communication Manager Voice Portal Insight Windows Server 2008 Enterprise VMware vCenter VMware vSphere Enterprise Red Hat Enterprise Linux Unlimited LoadRunner Business Service Management SiteScope Diagnostics Transaction Vision ArcSight ESM CIP for IT Governance ArcSight FlexConnector Kit Discovery and Dependency Mapping Advanced Edition Cognos 8 Business Intelligence DataCap FileNet Content Manager Tivoli Federated Identity Manager Tivoli Security Policy Manager Tivoli Workload Management Scheduler Tivoli Access Manager for e-business Tivoli Identity Manager Business Monitor WebSphere Enterprise Service Bus WebSphere Portal Business Process Manager WebSphere Service Registry and Repository InfoSphere Data Architect Rational Build Forge Rational Team Concert Rational Functional Tester Rational Insight Standard Edition
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Massachusetts Department of Revenue
Vendor IBM IBM IBM IBM IBM IBM Informatica Microsoft Oracle Oracle Oracle Oracle Oracle Oracle Oracle Oracle Oracle Oracle Oracle Oracle Page Scholar Pitney Bowes Quest Quest SAS SAS SAS SAS SAS SAP SAS
RFQ 14-659, COMETS HD Accessibility Assessment
Product Rational Quality Manager Rational Requirements Composer Rational Software Architect WebSphere Application Server Rational Policy Tester Accessibility Edition WebSphere DataPower Appliances PowerCenter Workflow Manager MS Project Server Application Adapter for Data Integration Change Management Pack Configuration Management Pack for Oracle Database Data Integrator Enterprise Edition Diagnostics Pack Data Masking Pack Database Enterprise Edition Database Vault Jdeveloper Provisioning and Patch Automation Pack Real Application Clusters Tuning Pack JSpell SDK for Java Spectrum Platform-Universal Addressing Module JProbe Toad for Oracle Analytics Pro Enterprise Miner Integration Technologies ETS Access for Oracle Customer Relationship Management Enterprise Guide
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Massachusetts Department of Revenue
RFQ 14-659, COMETS HD Accessibility Assessment
Exhibit B – Listing of Software Products to Assess This exhibit refers to Section 4.2 b and c.
Vendor Accenture IBM IBM IBM IBM Microsoft Avaya SAP
Product Foundation for Accenture’s Child Support Enforcement Solutions (FACSES) COGNOS FileNet Content Manager Tivoli Identity Manager WebSphere Portal MS Project Server Voice Portal Customer Relationship Management (CRM)
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Task Order to Initially Test 4 (COMETS HD) 4 2 2 3 2 4 4
Massachusetts Department of Revenue
RFQ 14-659, COMETS HD Accessibility Assessment
Exhibit C – List of Current Accenture Subcontractors Actium Consulting, Inc. Grinnell Appreciative Consulting, LLC Revenue Solutions, Inc. Artech Information Systems, LLC iSymmetry, Inc. Mastech, Inc. Pyramid Consulting, Inc. Unique Comp Inc.
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