MASSACHUSETTS STATE POLICE
SP14-XXXXSP14-IBTS-L67 Infrared Breath Testing System BIDS ARE DUE BY:
April 4, 2014 at 12:00 PM EST Contact Information: Cheri Lee 470 Worcester Road Framingham, MA 01701 508 820 2148 (phone) 508 820 2165 (fax)
[email protected] (e-mail)
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BID NUMBER SP14-XXXXSP14-IBTS-L67
1. General Information The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR. 1.1 Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP Plan is submitted, negotiated and approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified contractors to fulfill their own SDP expenditure benchmarks. M/WBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000.
This RFR will contain some or all of the following components as part of the Supplier Diversity Program Plan submitted by bidders:
Sub-contracting with certified M/WBE firms as defined within the scope of the RFR,
Ancillary use of certified M/WBE firms,
Growth and Development activities to increase M/WBE capacity,
A Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), M/Non-Profit, or W/Non-Profit, is defined as such by the Supplier Diversity Office (SDO). All certified businesses that are included in the bidder’s SDP proposal are required to submit an up to date copy of their SDO certification letter. The purpose for this certification is to participate in the Commonwealth’s Supplier Diversity Program for public contracting. Minority- and Women-Owned firms that are not currently certified but would like to be considered as an M/WBE for the purpose of this RFR should submit their application at least two weeks prior to the RFR closing date and submit proof of documentation of application for consideration with their bid proposal. For further information on SDO certification, contact their office at 1-617-502-8851 or via the Internet at mass.gov/SDO. Supplier Diversity Program Subcontracting Policies. Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Supplier Diversity Program (SDP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.
1.2 Best Value Selection and Negotiation The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.
1.3 Bidder Communication Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through 2
Comm-PASS.
1.4 Comm-PASS Comm-PASS is the official system of record for all procurement information which is publicly accessible at no charge at www.commpass.com. Information contained in this document and in each tab of the Solicitation, including file attachments, and information contained in the related Bidders’ Forum(s), are all components of the Solicitation. Bidders are solely responsible for obtaining all information distributed for this Solicitation via Comm-PASS, by using the free Browse and Search tools offered on each record-related tab on the main navigation bar (Solicitations and Forums). Forums support Bidder submission of written questions associated with a Solicitation and publication of official answers. All records on Comm-PASS are comprised of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other Information tabs. Each tab contains data and/or file attachments provided by the Procurement Management Team. All are incorporated into the Solicitation. It is each Bidder’s responsibility to check Comm-PASS for: Any addenda or modifications to this Solicitation, by monitoring the “Last Change” field on the Solicitation’s Summary tab, and Any Bidders’ Forum records related to this Solicitation (see Locating an Online Bidders’ Forum for information on locating these records. The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Response based on an outof-date Solicitation or on information received from a source other than Comm-PASS.
1.5 Comm-PASS SmartBid Subscription Bidders may elect to obtain an optional SmartBid subscription which provides value-added features, including automated email notification associated with postings and modifications to Comm-PASS records. When properly configured and managed, SmartBid provides a subscriber with: A secure desktop within Comm-PASS for efficient record management A customizable profile reflecting the subscriber’s product/service areas of interest A customizable listing in the publicly accessible Business Directory, an online “yellow-pages” advertisement Full-cycle, automated email alert whenever any record of interest is posted or updated Access to Online Response Submission, when allowed by the Issuer, to support: paperless bid drafting and submission to an encrypted lock-box prior to close date electronic signature of OSD forms and terms; agreement to defer wet-ink signature until Contract award, if any withdrawal of submitted bids prior to close date online storage of submitted bids Every public purchasing entity within the borders of Massachusetts may post records on Comm-PASS at no charge. Comm-PASS has the potential to become the sole site for all public entities in Massachusetts. SmartBid fees are only based on and expended for costs to operate, maintain and develop the Comm-PASS system.
1.6 Contract Expansion If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.
1.7 Costs Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.
1.8 Electronic Communication/Update of Bidder’s/Contractor’s Contact Information It is the responsibility of the prospective bidder and awarded contractor to keep current the email address of the bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the PMT, 3
including requests for clarification. The PMT and the Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective bidder’s/awarded contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the PMT to be lost or rejected by any means including email or spam filtering.
1.9 Electronic Funds Transfer (EFT) All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page (www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc). Click on MASSfinance. Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request. The requirement to use EFT may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder.
1.10 Environmental Response Submission Compliance In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines:
All copies should be printed double sided. All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response. Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable. Bidders should submit materials in a format which allows for easy removal and recycling of paper materials. Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials. Unnecessary samples, attachments or documents not specifically asked for should not be submitted.
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2. HIPAA: Business Associate Contractual Obligations Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable.
2.1 Minimum Bid Duration Bidders responses/bids made in response to this RFR must remain in effect for at least 90 days from the date of bid submission.
2.2 Pricing: Federal Government Services Administration (GSA) or Veteran’s Administration Supply The Commonwealth reserves the right to request from the successful bidder(s) initial pricing schedules and periodic updates available under their GSA or other federal pricing contracts. In the absence of proprietary information being part of such contracts, compliance for submission of requested pricing information is expected within 30 days of any request. If the contractor receives a GSA or Veteran’s Administration Supply contract at any time during this contract period, it must notify the Commonwealth contract manager.
2.3 Pricing: Price Limitation The bidder must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the bidder must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts.
2.4 Prompt Payment Discounts (PPD) All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found under the Forms and Terms tab of this solicitation. Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the PMT. The PMT will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth. The requirement to use PPD offerings may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.
2.5 Public Records All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded. 5
2.6 Reasonable Accommodation Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The PMT reserves the right to reject unreasonable requests.
2.7 Restriction on the Use of the Commonwealth Seal Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.
2.8 Subcontracting Policies Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.
2.9 Access to Security-Sensitive Information This solicitation may contain security-sensitive information which, pursuant to MGL c. 4, s. 7, cls. 26(n), is generally exempt from public disclosure under the Commonwealth’s public records laws and must, for public safety purposes, be safeguarded from widespread public disclosure. This security-sensitive information is in the form of blueprints, plans, policies, procedures, schematic drawings, which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, and/or any other records relating to the security or safety of persons (pursuant to M.G.L. c. 66A) or buildings, structures, facilities, utilities, transportation, information technology or other infrastructure located within the commonwealth. Qualified prospective bidders that are interested in accessing this information for the purpose of preparing a bid response must, before being allowed to access the information, sign a confidentiality agreement, thereby agreeing to: 1. restrict the use of these sensitive records for any other purpose than as authorized and for the purpose of putting together a bid proposal; 2. safeguard the information while it is in their possession (consistent with Section 6 of the Commonwealth Terms and Conditions); and 3. return such records and materials to the Commonwealth upon completion of the project.
2.10 Alternatives A response which fails to meet any material term or condition of the RFR, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, bidders may submit responses proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated RFR specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the contract. The response should describe how any alternative achieves substantially equivalent or better performance to that of the RFR specifications. The department will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this RFR is to provide the best value of commodities and services to achieve the procurement goals of the department. Bidders that propose discounts, uncharged commodities and services or other benefits in addition to the RFR specifications may receive a preference or additional points under this RFR as specified. Contractors may also propose alternatives for equivalent, better or more cost effective performance than specified under the contractor’s original response to enable the department to take advantage of enhanced technologies, commodities or services which become available during the term of the contract.
2.11 Brand Name or Equal Unless otherwise specified in this RFR, any reference to a particular trademark, trade name, patent, design, type, specification, producer or supplier is not intended to restrict this RFR to any manufacturer or proprietor or to constitute an endorsement of any 6
commodity or service, and the department may consider clearly identified offers of substantially equivalent commodities and services submitted in response to such reference.
2.12 Emergency Standby Commodities and/or Services Due to a declaration of a state of emergency where the safety and well-being of Commonwealth citizens are at risk, the Commonwealth of Massachusetts may request specific commodities and/or services from its contractors. Contractors may be called upon to supply and/or deliver to the Commonwealth on a priority basis such commodities and/or services currently under contract. Such accommodations may be requested from a contractor during an actual emergency. To accommodate such requests, contractors may be requested and must make every effort to service these requests from regular sources of supply at the rates set forth in any standard contract resulting from this RFR.
2.13 Environmentally Preferable Products and Services The department and contractor(s) may negotiate during the contract term to permit the substitution or addition of Environmentally Preferable Products (EPPs) when such products are readily available at a competitive cost and satisfy the department’s performance needs.
2.14 Estimated Provisions The Commonwealth makes no guarantee that any commodities or services will be purchased from any contract resulting from this RFR. Any estimates or past procurement volumes referenced in this RFR are included only for the convenience of bidders, and are not to be relied upon as any indication of future purchase levels.
2.15 Performance and Payment Time Frames Which Continue Beyond the Duration of the Contract All term leases, rentals, maintenance or other agreements for services entered into during the duration of this contract and whose performance and payment time frames extend beyond the duration of this contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No new leases, rentals, maintenance or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance or other agreements for service, which were executed pursuant to the main contract.
2.16 Information Technology All IT systems and applications developed by, or for Executive department agencies or operating within the Massachusetts Access to Government Network (MAGNet), must conform with the Enterprise Information Technology Policies, Standards and Procedures promulgated by the Commonwealth’s CIO. Non-conforming IT systems cannot be deployed unless the purchasing agency and their contractor have jointly applied for and received in writing from the Commonwealth’s CIO or his designee, notice that a specified deviation will be permitted. The Enterprise Information Technology Policies, Standards and Guidance, with the exception of the Enterprise Public Access Policy For e-Government Applications and the Enterprise Public Access For e-Government Applications Standards, are available at mass.gov/itd. The Enterprise Public Access Policy For e-Government Applications and the Enterprise Public Access For e-Government Applications Standards are available in hard copy from the purchasing agency. Purchasing agencies may also obtain a current copy of these documents, on behalf of their contractor, by contacting the Information Technology Division's CommonHelp group at
[email protected] or 1 (866) 888-2808. Please Note: Given the pace of information technology innovation, purchasing agencies and their contractors are encouraged to contact the Information Technology Division's CommonHelp group at
[email protected] or 1 (866) 888-2808 to signal a system or application design and development initiative. Such advance notice helps to ensure conformance with the relevant Enterprise Technology Policies, Standards and Procedures. Contractor delivery of IT systems and applications that fail to conform to the Commonwealth’s Enterprise Information Technology Policies, Standards and Procedures, absent the Commonwealth CIO’s grant of written permission for a deviation, shall constitute breach of any contract entered as a result of this Request for Response and any subsequent Request for Quotes. The Commonwealth may choose to require the contractor, at his own cost, to re-engineer the non-conforming system for the purpose of bringing it into compliance with Commonwealth Enterprise Information Technology Policies, Standards and Procedures.
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2.17 Information Technology - Clarification of Language in Section 11, Indemnification of the Commonwealth Terms and Conditions. Pursuant to Section 11. Indemnification of the Commonwealth Terms and Conditions, the term “other damages” shall include, but shall not be limited to, the reasonable costs the Commonwealth incurs to repair, return, replace or seek cover (purchase of comparable substitute commodities and services) under a contract. “Other damages” shall not include damages to the Commonwealth as a result of third party claims, provided, however, that the foregoing in no way limits the Commonwealth’s right of recovery for personal injury or property damages or patent and copyright infringement under Section 11 nor the Commonwealth’s ability to join the contractor as a third party defendant. Further, the term “other damages” shall not include, and in no event shall the contractor be liable for, damages for the Commonwealth’s use of contractor provided products or services, loss of Commonwealth records, or data (or other intangible property), loss of use of equipment, lost revenue, lost savings or lost profits of the Commonwealth. In no event shall “other damages” exceed the greater of $100,000, or two times the value of the product or service (as defined in the contract scope of work) that is the subject of the claim. Section 11 sets forth the contractor’s entire liability under a contract. Nothing in this section shall limit the Commonwealth’s ability to negotiate higher limitations of liability in a particular contract, provided that any such limitation must specifically reference Section 11 of the Commonwealth Terms and Conditions.
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Massachusetts State Police Request for Response Bid Number : SP14-XXXXSP14-IBTS-L67 At this time, the Massachusetts State Police Crime Laboratory is asking for a bid response for an Evidential infrared breath testing system. Bids must be received in writing in accordance with all requirements by April 4, 2014 at 12:00 PM EST. Attention: Ms Cheri Lee, 470 Worcester Road, Framingham, MA 01701 DESCRIPTION
PRICING PER UNIT
Evidential infrared breath testing system with 1 year standard warranty, (includes breath testing instrument, dry gas ethanol standard, external printer, 2d barcode reader, mouthpieces). (Per attachment A specifications)
Operating Software and Data Management Software/System System network implementation. (Per attachment A specifications) Evidential Wet Bath Simulator (include separate pricing) Dry Gas Ethanol Standard Cylinder (include separate pricing for; various ethanol concentrations and cylinder sizes.) Additional Charges (please specify- may attach additional pages as needed) - 2 year warranty - 3 year warranty - 4 year warranty - 5 year warranty Competitive Upgrade Allowance (for 9510) per Unit:
TOTAL COST SECTION 2: REQUIREMENTS 1)
The instrument and calibrating device must be listed on the National Highway Traffic Safety Administration (NHTSA) Conforming Products List of Evidential Breath Alcohol Measurement Devices and Conforming Products List of Calibrating Units for Breath Alcohol Testers.
2)
Bidder should be able to provide all of the listed equipment. Please indicate if you cannot.
3)
Bidder must be a manufacturer or manufacturer’s authorized distributor for which a response is being submitted. (Attach copies of certifications)
4)
Bidder must provide delivery within thirty (30) days of receipt of order, unless mutually agreed to by Department and bidder. Purchasing department reserves the right to access a five percent (5%) penalty fee for late delivery. 9
All orders must be received by the close of the fiscal year (June 30) in which the order was placed unless written approval is received from the Department of State Police allowing for delivery after the June 30th date. The Massachusetts State Police may require priority service for emergencies, which must be handled immediately. Operator familiarization with all components must be provided. 5)
All quotes shall be FOB destination. The term FOB destination shall mean delivered and unloaded inhouse or on-site, at contractor risk, with all charges for transportation and unloading prepaid by the contractor. These terms shall also apply to equipment covered under warranty that requires servicing.
6)
Bidder must be able to offer a 60-month warranty to include all parts, labor and travel. Any exception to these warranty clauses should be noted. Further, any warranty offered above and beyond that mentioned should be noted. Bidders should respond in the affirmative to this warranty or provide detailed information for any warranty other than that specified.
7)
Bidder must submit a detailed listing of all product support that is offered. Product support must include but is not limited to training; on-site service, technical support, and defective merchandise return policy.
8)
Bidder must provide literature on the product for which a bid has been submitted. Further bidder must make product available for viewing and/or evaluation by the Department of State Police personnel upon request. It is the responsibility of the bidder to deliver and install any equipment for which a demonstration/evaluation is requested. The Department of State Police will not be held responsible for any damages that may occur during the evaluation period. Any written protocols, manuals, and validation study publications pertaining to the vendors’ proposed instrumentation should be referenced in the proposals.
9)
This contract will also allow for related parts and accessories and possible upgrades. Bidder must submit current price list for related accessories, parts and supplies.
10)
Bid responses must be on this form and signed by an authorized representative. Additional pages may be attached as needed.
11)
Winning bidder MUST agree to offer pricing to ALL COMMONWEALTH ENTITIES, which includes but is not limited to state, cities, towns, municipalities, or counties.
12)
Bidder must provide three references. Reference must be current customer accounts for similar products. References must be supplied on Business Reference Form provided. Bidder may not use Massachusetts State Police employees as a reference.
13)
A “required” specification is one that must be met in order for a proposal to be considered responsive. Any proposal, which fails to meet a required specification of this RFR, will be considered nonresponsive and disqualified unless the procurement management team, in its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the procurement management team may allow the vendor to make minor corrections to their technical and business proposal. No corrections to pricing offered will be allowed. 10
14)
Winning bidder agrees to negotiate “best value” pricing for large orders. The new pricing will be determined by mutual agreement by the supplier and the Department initiating the purchase Order. If pricing has been extended, other departments may purchase the same item at the new price provided the supplier receives their purchase orders within 21 days of the original Purchase
15)
During the life of this contract, the Department is anticipates purchasing between 250 – 500 units depending on a needs assessment. There will be no minimum quantities required for orders.
16)
The successful bidder shall agree to accept all used dry gas cylinders for recycling use from the department and shall make arrangements for shipment to a determined destination on a regular basis, but not less than once per month through a year, all at the sole cost of the bidder.
17)
Upon purchase of new devices per section 2.15 of this document, the successful bidder shall agree to accept used breathalyzer devices for a fair market value competitive upgrade allowance.. The successful bidder shall provide a competitive upgrade allowance as shown under Description/Pricing on Page 9 of this RFR. Said upgrade shall in all cases be not less than $2,500 per device. For the purpose of this section, the Department currently utilizes the Alcotest 9510. This competitive upgrade program shall apply to the breath test device only, not the simulator. SECTION 3: ADDITIONAL INFORMATION
1) It is the intent of the Department of State Police to award one contract to the bidder offering the overall “best value” who meets the terms of this RFR and its specifications. However, the Department reserves the right to award multiple contracts if it is in the best interest of the MSP. The Department of State Police makes no guarantees that any commodities will be procured as a result of this RFR. 2) Contract will be awarded for twenty-four months to begin on date of award (anticipated June 1, 2014) until May 31, 2016. Further contract will allow for three (3) options to renew for an additional twelve (12) months each. Contractor performance will be evaluated by users prior to contract renewal. Evaluation to include but not limited to quality of product, delivery, responsiveness of contractor and customer service. 3) This contract will allow for the re-order of equipment, and for the purchase of other breath testing instrumentation, accessories, supplies, repair/replacement parts, equipment upgrades (to include applicable software) and other related commodities not herein specified. Pricing to be negotiated at the time of order.
Description
% Discount Offered
Date & Name of Price List (retailers, distributors, manufacturers)
Other breath testing instrumentation Accessories, supplies, repair/ replacement parts Software upgrades Equipment upgrades
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4) Contractor will be required to submit an acceptable invoice upon completion of delivery of equipment and services. Payment will be processed as outlined in the Commonwealth’s standard terms & conditions. 5) Price quotes remain in effect for 90 days or until accepted by the procurement management team and become fixed upon award of the contract for the initial term of the contract, unless a lower (sale) price or negotiated price is agreed upon. Renewal options will allow for renegotiations of contract pricing. 6) In response to this RFR, bidders may offer prompt payment discounts for early payment of their invoices. Any such offered discounts will be considered when evaluating responsive bids to determine which bids are considered as best value for purposes of making contract awards. Complete PPD Form provided. 7) Bidder should note that all of the above requirements must be addressed and will be considered in the award of this RFR. 8) On all questions concerning the interpretation of specifications, the acceptability and quality of material furnished and/or work performed, the evaluation of materials and equipment, the execution of work, the decision of the procurement management team shall be final and binding. 9) The apparent silence of specifications as to any detail, or the apparent omission from it of detail description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only materials and workmanship of the first quality are to be used. Proof of specification compliance to the agency may be grounds for deeming the bidder non-compliant and subsequently disqualified. 10) The bidder is presumed to know and shall be strictly accountable for all terms and conditions in this RFR, including any and all attachments. The bidder shall indemnify and save harmless the Commonwealth of Massachusetts, Massachusetts State police and all officers, agency, and servants thereof against any claim or liability arising from or based upon the bidders lack of knowledge of the terms and conditions in this RFR. A signed RFR is Prima Facie evidence that the bidder understands all terms and conditions in the RFR. The submission of a response shall be conclusive evidence that the bidder has examined and agreed to all of the aforementioned conditions. 11) Bidder(s) may be disqualified for any of the following reasons: a. Evidence of collusion among bidders and associated suppliers. b. Unsatisfactory performance record as evidenced by past experience. c. Unauthorized additions, substitutions, interlineations, conditional or alternate bids or irregularities of any kind, which may tend to make the response incomplete, indefinite, inconsistent, contrary to the terms and conditions of this RFR and/or ambiguous as to its meaning. 12) Winning bidder may be required to submit semi-annual reports detailing which law enforcement entities are purchasing through the contract(s) and the total dollar amount per entity. Winning bidder may also be asked to supply a listing of items purchased by these entities. Bidder may also be asked for information deemed appropriate for the proper management of the contract. Timely and accurate submission of reports will be evaluated upon consideration for renewal. The first report may be requested as early as six (6) months after award of contract. Subsequent reports follow every six (6) months.
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SECTION 4: SUBMISSION OF BIDS
1) Questions concerning this RFR must be submitted in writing to Cheri Lee, State Police Headquarters, 470 Worcester Road, Framingham, MA 01702 or may be faxed to her attention at (508) 820-2165 or emailed to
[email protected] by Monday, March 24, 2014 by 10 am. Answers will be posted to www.Comm-PASS.com by Wednesday, March 26, 2014 by 2pm. 2) Bid responses must be received at Massachusetts State Police Headquarters, attn: Cheri Lee, 470 Worcester Road, Framingham, MA 01701 by April 4, 2014 by 12:00 Pm Est. Any response received after that date and time will not be considered for selection. Only the bidders’ name that submitted a response will be read. No other information will be released at that time. 3) Original plus six (6) complete copies must be submitted with bid response. 4) Required Forms: All bidders must complete, execute and return the following documents: The PMT advises all bidders that the one individual indicated as your authorized signatory on the Contractor Authorized Signature Verification Form should sign all the Standard Forms referenced below. If more than one individual signs the Standard Forms (e.g. one person signs the Massachusetts Substitute W9 and another signs the Commonwealth Terms and Conditions), then they must complete a Contractor Authorized Signature Verification Form for both individuals. All the Standard Forms referenced below can be found on the CommPASS website at www.Comm-PASS.com under the link entitled “OSD Forms”. If a bidder should encounter difficulty in locating or downloading any of these forms, please contact the Comm-PASS Helpdesk at 1-888627-8283.
1.
Standard Contract Form: All bidders must execute the Standard Contract Form where the Contractor certifies under pains and penalties of perjury that it has submitted a response to a Request for Response (RFR) issued by the Commonwealth and that this response is the Contractor's offer as evidenced by the execution of the Contractor's authorized signatory, that the Contractor's response may be subject to negotiation by the Commonwealth, and that the terms of the RFR, the Contractor's response and any negotiated terms shall be deemed accepted by the Commonwealth and included as part of the Contract upon execution of the Standard Contract Form by the Commonwealth's authorized signatory.
2.
Commonwealth Terms and Conditions: If the bidder has already executed and filed the Commonwealth Terms and Conditions, please indicate this in your response. The Commonwealth Terms and Conditions shall be incorporated by reference into any Contract for Commodities and Services executed pursuant to this RFR. A bidder is required to execute the Commonwealth Terms and Conditions only once.
3.
Contractor Authorized Signature Verification Form: This form is required for contracts with a dollar value exceeding $50,000. All contract documents that require a formal signature must be executed by an authorized signatory of the bidder. This document verifies: a) that the individual executing the contract is authorized to legally bind the contractor and 13
b) that the signature that appears on the contract was actually made by that person. 4.
Verification of Taxation Reporting Information (W-9): All bidders are required to furnish their Taxpayer Identification Number (TIN) by submitting this required RFR form.
5.
Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs and/or SDVOBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and/or SDVOBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP commitment, expressed as a percentage of contract revenues, is approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified M/WBE contractors and the Center for Veterans Enterprise certified SDVOBEs to fulfill their own SDP expenditure benchmarks. M/WBE and SDVOBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000. Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP: SDP Plan Form #/Name SDP Plan Form #1 – SDP Plan Commitment SDP Plan Form #2 – Declaration of SDP Partners SDP Plan Form #3 – SDP Spending Report
Submitted By All Bidders Newly Awarded Contractors Contractors
When Submitted With Bid Response Within 30 days of contract execution Within 45 days of the end of each quarter
Supplier Diversity Program (SDP) Resources: Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found on the Supplier Diversity Program Website (www.mass.gov/sdp). Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the SDO webpage on the Supplier Diversity Office Website (www.mass.gov/sdo). The Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found on the OSD Training and Outreach Website. In addition, the SDP Webinar can be located on the Supplier Diversity Program Website (www.mass.gov/sdp). Supplier Diversity Program Subcontracting Policies. In addition to the Subcontracting Policies (See Subcontracting Policies section below and see Section 9, Subcontracting By Contractor, in the Commonwealth Terms and Conditions) that apply to all subcontracted services, agencies may define specific required deliverables for a contractor’s SDP Plan, including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBE) for the purpose of monitoring and enforcing commitments made in a contractor’s Supplier Diversity Program (SDP) Plan.
6. Authorization for Electronic Funds Payment: All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. EFT applications can be found on OSD forms 14
page (mass.gov/osd). Additional information about EFT is available on the VendorWeb site (mass.gov/osc: click on MASSfinance). 7. Business References Form: All bidders must provide three references, not including MSP employees. The above attachments can be found within this posting on Comm-PASS or under the section “OSD Forms” at www.comm-PASS.com. Environmental Bid Submission Compliance: In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all bids submitted should comply with the following guidelines: All copies should be printed double sided. All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 20% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). All bids should note whether recycled paper or tree-free paper is being used, as well as the specific level of recycled content contained in the paper. Unless absolutely necessary, all bids and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable. Bidders should submit materials in a format, which allows for easy removal and recycling of paper materials. Bidders are encouraged to use other products, which contain recycled content in their bid documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their bids are made with recycled materials. Unnecessary samples, attachments or documents not specifically asked for should not be submitted. Bidders should avoid superfluous use of paper, such as separate title sheets or chapter dividers. 5) Response must contain any and all documentation & literature requested in this RFR. 6) Responses must be sealed with the RFR name and number and the bidder’s name and address clearly marked on the outside of the submission package. 7) All pages of this RFR must be completed in full, where appropriate and submitted as part of bid response.
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SECTION 5: EVALUATION CRITERIA 1) Bid evaluations will be made according to, but not limited to, the following criteria. Criteria are not listed in order of importance. Ability to provide all requested instrumentation, equipment, supplies & services. Small Business Purchasing Program Competitive upgrade allowance Completion/Presentation/Responsiveness of Bidder’s Response Interference detection technology Pricing Product Support Prompt Payment Discount References Warranty Note: Complete evaluation criteria, scoring and bidders’ responses will be available and posted after execution of a contract with the successful bidder(s). COMPANY NAME: ________________________________________________ ADDRESS:
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PHONE: ____________________________________ E-MAIL ADDRESS: _______________________________________ FEDERAL TAX ID #: ______________________________________ ______________________________ Signature of Authorized Personnel ____________________________________ Print Name & Title of Authorized Personnel
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System/Network
PROJECT BACKGROUND: The Massachusetts State Police require breathalyzer equipment that is capable of operating in a networked environment. The current breathalyzers are networked and operate in a network environment as specified in the following documentation. The intent of the Massachusetts State Police is to continue to utilize the existing networks for the purpose of transmitting breathalyzer data to the appropriate locations. A description of the current technical environment and network is provided below: `
Current Technical Environment for the Breathalyzer System All Massachusetts breathalyzers are networked together utilizing the Executive Office of Public Safety and Security's (EOPSS) Public Safety network. This networks provide the transport mechanism for the breath test data to be submitted to the Massachusetts Department of Transportation (DOT). The breathalyzer system utilizes the EOPSS network to move breath test data from the breathalyzer instrument in the local police department/barrack to a central repository (server) and then to the Department of Transportation (if necessary). When a breathalyzer test is performed on a breathalyzer instrument in a local police department/barrack/the Office of Alcohol Testing (OAT), the data is transmitted to the central repository and parsed into a Microsoft SQL database. Test data that meets the Commonwealth’s OUI threshold is transmitted to the Department of Transportation for their action. Refer to Attachment 1 for a diagram of the current technical configuration. Description of the EOPSS Public Safety network: The EOPSS network is an Internet Protocol (IP)-based WAN, arranged in a Hub-and-Spoke topology, that provides secure data communications connectivity to over 700 user agencies, including local, state and federal law enforcement, college and university police departments, the Department of Correction (DOC), the county sheriffs, the District Attorneys, the Department of Youth Services (DYS), the Parole Board, Probation Services, the Trial Court, and more. There are approximately 30,000 Massachusetts-based individual users of the current CJIS network. In addition, over 18,000 law enforcement agencies across the country access the CJIS Network via the National Law Enforcement Telecommunication Network (Nlets) which it is an international, computer-based message switching system that links together state, local and federal law enforcement and justice agencies for the purpose of information exchange. The existing network design is comprised of more than 400 remote 56k, T1, 10MB, 100MB, and Commonwealth owned private fiber circuits for local and state police agencies, feeding into multiple DS-3 Frame-Relay, T1 Frame-Relay, 1GB Switched Ethernet Service circuits at the Executive Office of Public Safety Data Center. Inter-latta frame relay service to the Western part of the state is provided by Qwest Communications. The standard remote router is either a Nortel Virtual Private Network (VPN) 1100 or VPN 1700 device with 256 bit Advanced Encryption Standard (AES) encryption and Internet Protocol Security Virtual Private Network (IPSec VPN) tunneling. All CJIS WAN routers are managed by the Massachusetts Executive Office of Public Safety and Security(EOPSS) - Office of Technology and Information Services (OTIS). In addition, network address translation (NAT) services are engaged throughout the WAN to allow remote users to connect back end systems, such as internal records management systems and mobile data servers and terminals, to the CJIS WAN to enhance performance and share data with external partners. 17
In addition to, and in combination with, their frame-relay connections, a large percentage of law enforcement agencies in the Commonwealth use digital cellular wireless mobile communications. The EOPSS network has one 20MB MPLS circuit for Sprint and Verizon Wireless, that gives direct access to the Massachusetts CJIS Web application, bypassing the need for traffic to be routed through the law enforcement agency. The agency also provides network access to remote users via a Symantec VPN gateway. Remote users are issued a VPN client and certificate which is loaded and configured into their access devices. Core Network and Infrastructure and Services To provide required services to customers, four (4) major network interfaces are deployed: 1) TCP/IP over multiple dedicated T1 circuits to the FBI CJIS Division; 2) a Multi-Protocol Label Switching (MPLS) circuit to the NLETS facilities; 3) a dedicated T1 circuit to the Massachusetts court system; and 4) a Gigabyte fiber interface to the Commonwealth’s Information Technology Division (ITD). The FBI and Nlets manage and maintain their routers. The FBI CJIS WAN and the Nlets network are designed to fail over to each other when and if a catastrophic failure occurs on one of these networks, so Massachusetts would fail over to the “up network” in case of a network failure. The current CJIS Core network is comprised of Avaya/Nortel equipment and appliances installed and maintained by a joint team of OTIS technology personnel and supported by Avaya/Nortel and an OTIScontracted vendor. The current configuration provides for a high-availability level of service.
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ATTACHMENT A BID SPECIFICATIONS Infrared Breath Testing System - General Bids for the Infrared Breath Testing System must include: 1.
Evidential Breath Alcohol Measurement Device
2.
Calibrating Unit for Breath Alcohol Tester
3.
2d Barcode Reader
4.
External Laser Printer
5.
Organizer stand
6.
Operating Software
7.
System Network/Data Management Software
8.
Training/Manuals/Training Materials
9.
Warranty and Service Supplies: Mouthpieces (200 per unit)
1.
Evidential Breath Alcohol Measurement Device (BT) – Bid Specification 1. The device must be listed on the National Highway Traffic Safety Administration (NHTSA) Conforming Products List of Evidential Breath Alcohol Measurement Devices. 2. The device must meet OIML R 126 (1998) standards. 3. The device must employ infrared breath testing technology. 4. The device must employ interference detection technology. 5. The device must be capable of analyzing specimens that are alveolar or deep lung air in composition. 6. The device must be capable of analyzing a reference sample of headspace gas from a mixture of alcohol and water held at a constant temperature. 7. The device must employ software programming capable of turning the calibrating device on and maintaining a mixture of alcohol and water at a constant temperature of 34.0o Celsius, +/- 0.2o Celsius. 8. The device must employ an automatic compensation feature to adjust for ambient air pressure changes when utilizing dry gas standards. 9. The device must employ a 2d barcode reader. 19
10. The device must be capable of initiating various testing routines, including but not limited to, Implied Consent tests, Protective Custody tests, Training tests, Periodic Testing tests, and Certification tests. 11. The device must be capable of running on alternating and direct current. 12. The device must be capable of operating with a wet bath simulator using a temperature probe and temperature monitoring software. 13. The device must be capable of operating with a wet bath simulator using thermometers without temperature monitoring software. 14. The device must be capable of operating using dry gas ethanol standards. 15. The device must be capable of housing two gas cylinders inside a gas-enclosure. 16. The device must be shielded from RFI. 17. The device must have at least two (2) RS-232 ports. 18. The device must have at least one (1) RJ-45 Ethernet interface. 19. The device must have at least two (2) USB ports and a printer port. 20. The vendor must be able to provide a warranty on parts and labor consistent with the specifications described in this document.
2.
Calibrating Units for Breath Alcohol Testers (Simulator) – Bid Specification 1. The calibrating unit must be listed on the National Highway Traffic Safety Administration (NHTSA) Conforming Products List of Calibrating Units for Breath Alcohol Testers. 2. The calibrating unit must be capable of holding a mixture of alcohol and water to a constant temperature of 34.0o Celsius, +/- 0.2o Celsius.
3.
Calibrating Units for Breath Alcohol Testers (Dry Gas Ethanol Standard Cylinder) – Bid Specification 1. The calibrating unit must be listed on the National Highway Traffic Safety Administration (NHTSA) Conforming Products List of Calibrating Units for Breath Alcohol Testers.
4.
External Laser Printer – Bid Specification 1. The external laser printer must be compatible with the instrument and capable of printing various forms, ie. breath ticket, periodic testing ticket, suspension forms, refusal forms, etc.
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2. Printer cable and power cord must be included. 3. The warranty for the printer must be five (5) years on parts and labor. 5.
2d Barcode Reader – Bid Specification 1. The 2d Barcode Reader must be compatible with the instrument and capable of reading 2d Barcodes from subjects’ driver’s licenses. 2. All 2d Barcode Reader cables are to be included. 3. The warranty for the 2d Barcode Reader must be five (5) years on parts and labor. 6.
Breath Test Device, System Programming and Operator Software – Bid Specification
1. The operator software application must be able to create, store and edit breath test operator profiles. These profiles are to be additionally stored on each breath test device for access to the system. 2. The operator software application must employ the ability to send and update breath test operator profiles over the network. 3. The system must provide a mechanism to remotely upgrade programming changes to each breath test device over the network. 4. The software must be reflective of the current Massachusetts laws and regulations regarding breath testing and provide for future updates and/or revisions. 5. The device must be able to coexist with the current system until fully deployed. The vendor must describe implementation of the new device into the existing system. 7.
System/Network- Bid Specifications:
Bidder must provide the following functionality: Firmware maintenance for critical updates shall be at the bidders expense and the bidder must produce a plan to address such updates within 10 days of notice and any remedy must be completed within 30 days of first notice. The Department defines a critical update as any malfunction that impacts the device’s ability to deliver a legally defensible result. Firmware updates that are determined by the Department to be not critical shall be at bidders hourly rate (please specify) and the bidder must produce a plan to address such updates within 10 days of notice. Non-critical updates must be completed within 60 days of first notice. 21
An audit that tracks all transactions and events that occurred on a specific breathalyzer instrument. A mechanism that establishes the status of network connectivity for each breathalyzer. A mechanism that establishes a local backup copy of all breathalyzer transactions generated on a specific instrument.
A transaction generated at regular intervals that establishes the status of connectivity between the breathalyzer and the network. A software application that provides a means to communicate and diagnose issues with the remote breathalyzer(s). Bidders must explicitly state in their response that they are able to provide each of the items listed above. Bidder’s response must include a detailed description/discussion of the following items: The components of the breathalyzer system as proposed in your response. Your response should include a description and diagram of how the components are integrated. How the breathalyzer connects to the network (the breathalyzer must be able to connect directly through an IP based Ethernet port). The operating system(s) of the breathalyzer. Database platform The schema for all existing databases The method utilized for authentication of electronic records. A legal safeguard protocol for exporting data prior to device repair/servicing. How breathalyzer transactions are transmitted to the central server (i.e. will the transaction be “pushed” or “pulled” from the breathalyzer). Provide port numbers and protocols that will be utilized. How is the completion of a breathalyzer test validated (i.e. discuss your rationale for determining a successful breathalyzer test; include validation procedures for the following: The printed material has successfully printed The transaction has been transmitted to the central server The transaction has been included in the central database The transaction has been sent to the Registry of Motor Vehicles The location database on the Breathalyzer is updated with the transmission status Process for handling a duplicate transaction How the audit trail is established and validated The backup scheme for local and central backup Remote diagnostics (of the breathalyzer) Reporting (what application is used to produce reports, is ad hoc reporting available, etc.) 22
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8. Training - Bid Specification The successful bidder will provide factory training for employees of the Office of Alcohol Testing. The Department will be responsible for all costs involved in transportation, lodging and meals. Bidder shall be responsible for all other costs including training costs incurred. Classes will be made available within six (6) months of the award of this bid. The classes must be offered at least once each year of this contract. Training will include, but not be limited to: 9.
Overview of instrument Functional description Circuitry Instrument Operation/Calibration/Maintenance/Repair Simulator Operation/Calibration/Maintenance/Repair Software/Data management system Dry Gas Ethanol Standard Operation Any additional information manufacturer deems relevant
Warranty and Service - Bid Specification
Warranty and Service specifications: 1. The vendor must be able to provide a warranty on parts and labor consistent with the specifications described in this document for all components listed in the Infrared Breath Testing System. 2. Vendor must supply 20 loaner units for temporary replacement of instruments requiring repairs.
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