The Commonwealth of Massachusetts The Office of the Government Innovation Officer
Request for Quotes (RFQ) from authorized vendors under Statewide Contracts for Software: ITS19 Oracle Software and Services; ITS41designatedITD IBM Software, Maintenance and Technical Support; ITS42 Software Resellers (Dell, En Pointe, and Software House International) and those software publishers formally engaged with at least one of the Software Resellers 1
RFQ Software OGIO-13-01: Open Innovation SaaS Solution and Services Thursday, March 7, 2013 THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND CAN BE OBTAINED BY ACCESSING RECORDS POSTED ON COMM-PASS OR BY SUBMITTED A REQUEST TO THE CONTACT PERSON SPECIFIED BELOW. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED A PUBLIC RECORD.
General Procurement Information Procurement Contact: Joan Matsumoto, Deputy Government Innovation Officer Purchasing Department: The Office of the Government Innovation Officer Address: One Ashburton Place, Room 2101, Boston, MA 02108 Telephone: 617-979-8391 E-Mail Address:
[email protected] Comm-PASS Procurement Record Management System Information Record Type: Solicitation Document Number: RFQ OGIO-13-01 Document Title: Open Innovation SaaS Solution and Services Entity/Department: The Office of the Government Innovation Officer/The Office of the Government Innovation Officer Category/Sub-Category: Information Technology-Related Equipment, Services & Supplies/OTHER-All Others Not Shown or Combinations This RFQ does not commit the Commonwealth of Massachusetts or the Office of the Government Innovation Officer (“OGIO”), to approve a Statement of Work, pay any costs incurred in the preparation of a Bidder's response to this RFQ or to procure or contract for services. OGIO reserves the right to accept or reject any and all proposals received as a result of this RFQ, 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 OGIO or the Commonwealth to do so. OGIO reserves the right to assign any contract resulting from this RFQ to another Executive Department agency. OGIO reserves the right to procure none, a subset, or all of the products or services solicited under this RFQ. OGIO further reserves the right to amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement web site, Comm-PASS. Bidders are advised to check this site regularly, as this will be the sole method used for communicating changes to this Solicitation. All times stated in the RFQ are Eastern Daylight Time until March 10, 2013 and Eastern Standard Time, thereafter. In the event of a discrepancy between dates and times in document files and the Comm-PASS record, information in the current Comm-PASS record shall prevail. IMPORTANT NOTE: All bidders must have an active Comm-PASS SmartBid account in order to submit a proposal and pricing response for consideration.
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1 Purpose of the Procurement 1.1. The Office of the Government Innovation Officer In March 2012, Governor Deval Patrick signed Executive Order No. 542 establishing the Governor’s Council for Innovation to advise him on the best opportunities for using technology and other strategies to streamline delivery of state government services to people, businesses and local government in order to improve government efficiency. The order further established a Government Innovation Officer (“GIO”) within the Executive Office for Administration and Finance to change the way government does business by implementing appropriate technology to achieve improved cost-efficiencies, service delivery, and transparency. The GIO reports directly to the Governor and the Secretary for Administration and Finance, and works closely with the Executive Office of each Secretariat and in collaboration with the Commonwealth Chief Information Officer (“CCIO”). The mission of the Office of the Government Innovation Office (“OGIO”) is to: Improve internal government efficiencies and use cross-boundary coordination to improve the experience of outside stakeholders (people, businesses and local government) with the Commonwealth; Identify, propose financing for, and govern execution of high impact business change projects; Project and monitor the cost and savings impacts of change initiatives; and Oversee the identification of technology-infused business savings initiatives and efficiencies as required by Executive Order No. 532. See Appendix 1 for the GIO’s Ten “A” Philosophy of Organizational Excellence
1.2. The Open Innovation Solution (“OIS”) Project OGIO is undertaking a project to develop, support, and propagate a culture of innovation among Commonwealth employees, and if successful, to expand this culture to include other Commonwealth stakeholders in an open approach that is articulated in an axiom known as Joy’s Law: No matter who you 2 are, most of the smartest people work for someone else. This RFQ seeks to identify and contract with a software publisher for an appropriate crowdsourcing tool through a Software as a Service (“SaaS”) model in which access, service, and support are delivered to users in a subscriber model similar to Netflix (use it as much as you like for a flat monthly fee) and in a service model similar to Facebook (as the community grows and matures, new services, tools, and features are introduced). This project is hereafter referred to as the Open Innovation Solution (“OIS”) project. The ideal OIS tool will allow the Commonwealth to: cultivate a community of innovators through tools which support effective and efficient community-building, member interaction, and responsiveness; manage the “idea process,” or Innovation Lifecycle, in which solicited and unsolicited ideas or suggestions are collected, refined, ranked, and selected for implementation outside the system; conduct, display, and generate reports of quantitative performance measurements assessing “soft” measures, including but not limited to, community satisfaction, as well as “hard” measures, including but not limited to, ratio of submissions to completed implementations; and, improve idea maturation, or curing, through tools and resources that teach requirements and standards, and which promote collaboration and mentoring; and,
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Attributed to Bill Joy, co-founder of Sun Microsystems
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expand the community’s membership to include Commonwealth residents, businesses, academia, and ultimately, any party with Internet access, who has an interest in changing the way the Commonwealth does business to improve cost-effectiveness, service delivery, and transparency. In addition, the ideal Open Innovation Solution must comply with all applicable Enterprise IT Policies and Standards. OGIO directs Bidder attention to the following specific areas of concern: Accessibility Standards, which must be met as a pre-condition of contract execution, to ensure that Commonwealth information technology solutions are available and accessible to people with disabilities (See Section 3.6.1 Accessibility Standards); Security Policies and Standards including but not limited to Access Control Security, Information Security, Data Classification, and Physical & Environmental Security to ensure that the system can properly classify data sensitivity levels, appropriately track data, and secure data; and, Enterprise Technical Reference Model, which provides the architectural framework for the Enterprise and ultimately is the roadmap to a Service Oriented Architecture for the Commonwealth, especially those sections regarding information exchange through standard application programming interfaces (“API”), to ensure the Commonwealth can immediately enable commonly offered Web services like RSS (Rich Site Summary) feeds, and eventually enable other Web services including but not limited to push, get, and put exchanges. Finally, because the Commonwealth is restricting response to Software as a Service (SaaS) models, the ideal Open Innovation Solution must demonstrate a sound business model and a mature practice related to product development, including but not limited to release management and customer participation.
1.3. The Government Innovation Challenge: Agility and Risk Management This section is general description of OGIO’s approach to all procurements undertaken to achieve the organization’s mission. Because OGIO is a government agency, it must comply with all applicable federal and state laws, regulations, standards, policies, and practices. The unwavering goal is to meet our fiduciary responsibilities by ensuring the best use of taxpayer dollars. Because OGIO is an innovation agency, it must leverage new and emerging technologies even though it may lack enterprise-level experiences that are typically used to shape detailed procurement requirements and specifications. In principle, OGIO will not attempt to specify the perfect solution or develop a multi-year plan for enterprise-wide implementation. These efforts, if protracted, can result in technology obsolescence or business irrelevance. OGIO will develop high-level requirements and specifications based on our best understanding of the capabilities of classes of products or services. In this RFQ, these are stated in Section 3 and in the Business Needs document. In general, OGIO will prefer SaaS technology models when available and appropriate to reduce or eliminate the short- and long-term complexities and costs associated with procuring solutions developed for and installed within the Commonwealth’s existing data centers. In this RFQ, a SaaS model is required as stated in the cover page of this document and Sections 1.2 and 3.1. In general, OGIO will approach technology implementations or SaaS deployments incrementally to benefit from user feedback and reduce the level of up-front investment and staffing required. In this RFQ, this gradual approach is stated in Sections 1.3.1 through 1.3.4. This RFQ demonstrates OGIO’s attempt to balance agility with risk management in the following ways: Agility: This RFQ reflects OGIO’s best understanding of Open Innovation Solutions’ capabilities to address state government’s desire to tap into the community of good ideas, engage in a dialogue with community members, effectively shape ideas so they are ready for implementation, and effectively measure the community’s activities and performance.
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This RFQ is restricted to proposals for SaaS-based solutions, which may reduce the costs associated with internal development, operations, and maintenance resources and activities specific to traditional software and hardware implementations. Risk Management: This procurement is conducted as a Request for Quote against all available Statewide Contracts for software: ITS19 (Oracle), ITS41designatedITD (IBM), and ITS42 Software Resellers (all other software publishers engaged with at least one of the three authorized vendors). This RFQ requires a Proof of Concept (“POC”) phase at no cost to the Commonwealth. The POC allows OGIO to test for conformance with OGIO requirements with up to the two highest scoring OIS Bidders. If OGIO determines the requirements were not in the best interests of the Commonwealth or that the submissions do not conform, OGIO can cancel the RFQ at any time. OGIO reserves the right to cancel a contract for convenience as allowed under the Commonwealth’s Terms and Conditions, Section 4 Suspension and Termination. By conducting the POC within the RFQ, all Bidders’ rights to compete in any future procurement are preserved.
1.4. OIS Project Sequence 1.4.1. Phase One: Initial Screening and Demonstration In Phase One, OGIO will accept responses from all software providers that meet the requirements specified in Section 2 Submission Requirements of this RFQ. Bidders that fail to meet these Submission Requirements will not be evaluated further. A procurement team composed of the Government Innovation Officer, the Deputy Government Innovation Officer, and other Commonwealth employees will evaluate the remaining responses based on the Business Requirements, the Statement of Work (SOW), the Service Level Agreement (SLA), the Staffing Proposal, and the Cost Proposal, as specified in this RFQ. The procurement team will select up to the four highest scoring Bidders to conduct live demonstrations to determine the proposed Solution’s conformance with the specifications and the procurement team’s initial evaluation of proposal documentation. See Section 5.6 Demonstrations for further details. The procurement team will select up to the two highest scoring Bidders from among the Phase One Demonstration Bidders to participate in a five-week Proof of Concept (POC). 1.4.2. Phase Two: Proofs of Concept If two bidders are selected, the POC’s will run consecutively. The sequence of Bidders will be determined by mutual agreement among all parties, or in a manner determined by OGIO, which is in the best interests of the Commonwealth. During the POC, Bidders will allow a single user group of up to 20 people selected by the Commonwealth to access the proposed Solution in order to determine the product’s conformance with the RFQ’s specifications and to confirm, clarify, or invalidate the procurement team’s Phase One evaluation determinations. At this time, OGIO and the pilot users will sign any Pilot Agreement, including Non-Disclosure Agreements, required by the POC Bidders. OGIO and the Information Technology Division’s Office for Accessibility will begin review of the POC Bidders’ VPAT’s. POC activities will be based on the Bidder’s Statement of Work which may or may not specify all anticipated contract activities. The Statement of Work should include the activities and events necessary to demonstrate the proposed Solution’s suitability for meeting specifications in the Business Needs document, including but not limited to: 1. A high level User-Interface (UI) quality which will reduce or eliminate need for training resources; 2. Administration options allowing federated control across 8 secretariats and 130 agencies; 3. Workflow flexibility configurations which will meet four innovation types; Office of the Government Innovation Officer
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4. Ranking and Selection tools that will support multiple scenarios; 5. Performance metrics tools, dashboards, and reports that are standard and customizable; and, 6. Community cultivation tools are effective, efficient, and flexible. The procurement team will consult with the POC user group members to evaluate each Bidder’s performance, the Solution’s conformance with the RFQ specifications. The procurement team will select an apparent successful Bidder based on the criteria specified in Section 5.1 Evaluation Criteria Weighting. 1.4.3. Phase Two: Accessibility Validation OGIO and the apparent successful Bidder will negotiate a contract based on a Statement of Work (SOW) to be mutually agreed upon, or will execute a series of Task Orders under the SOW used in the POC phase. Based on review of the VPAT’s, OGIO and ITD will determine if a waiver/mitigation letter is required. If required, the waiver/mitigation letter will be incorporated into the Statement of Work. Whether or not a waiver/mitigation letter is required, the process specified in Section 3.6.1.1 Compliance with Commonwealth Accessibility Standards will be implemented. 1.4.4. Phase Three: Configuration and Implementation OGIO and the contracted Solution vendor will configure and implement the Open Innovation Solution (“OIS”) in a carefully sequenced approach intended to result in enterprise-wide adoption while balancing the unknown staffing and funding resources. OGIO anticipates that the roll-out may be staged in the following manner: a. Initial Rollout: Internal, targeted use of the OIS by a small group of state employees from agencies or roles, or any combination, to be determined by OGIO. b. Secondary Rollout: Expanding internal use to determine OIS capability to easily support a crosssection of agencies or roles, or any combination, to be determined by the Commonwealth. This phase requires a mutually agreed upon resolution plan within the Commonwealth Accessibility Standards. The project team will test the solution’s capabilities, especially administration and community development features, in an effort to determine staffing levels needed to efficiently and effectively service the community in a manner that promotes adoption and participation among members. c. Tertiary Rollout: Initial rollout for use by an external audience comprised of select residents, businesses, or academia in sectors to be determined by the Commonwealth. Selection may be based on an actual business need presented as a Directed challenge. The project team will measure its ability to manage the community now that it extends beyond state employees. d. Final Rollout: Expansion in an unannounced (soft-launch) to the public. e. Assessment to Determine Readiness for Public Launch: The GIO will coordinate with key stakeholders, including but not limited to, the Governor and the Governor’s Innovation Council before determining if the Commonwealth is ready for a public launch.
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2 Submission Requirements 2.1. Response Restrictions: Engagement with Statewide Contract Software Provider Required OGIO will only accept responses from authorized vendors on Statewide Contract: ITS19: Oracle ITS41designatedITD: IBM ITS42: Software Resellers Dell, En Pointe, Software House International (SHI) Any other software publishers offering Open Innovation Solutions (OIS) seeking to participate in this procurement must either already be in or enter into a relationship with one or each of the authorized ITS42 Software Resellers. OGIO will validate this formal engagement by requiring the software publisher to submit a statement from the authorized ITS42 vendor on that vendor’s letterhead confirming the formal engagement and by submitting a price quote generated by the authorized ITS42 vendor. Responses that do not provide validating documentation will be disqualified from consideration. See Appendix 2 for a sample ITS42 engagement letter. See Appendix 3 for ITS42 Software Reseller vendor contact information current as of this posting.
2.2. Response Channel: Online Submission via Comm-PASS SmartBid Required Responses must be submitted through the Comm-PASS online response capability. Online response capability is restricted to Comm-PASS SmartBid subscribers. Subscriptions are free, but require registration and account creation. Go to www.comm-pass.com and select the JOIN option from the main navigation bar. Within the content labeled “Vendors – Join (SmartBid logo)”, select the “SUBSCRIBE” option. Responses submitted by hand, post, fax or email will not be accepted, acknowledged or evaluated. See Appendix 4 for further Comm-PASS Online Submission requirements, limitations, guidance and support.
2.3. Order of Precedence The contract resulting from this RFQ shall consist of the following documents in the following order of precedence: (1) the Commonwealth’s Terms and Conditions; (2) the Commonwealth’s Standard Form Contract; (3) the Commonwealth’s Request for Responses for the statewide contract for which the Bidder is a vendor or through which the Bidder is formally engaged with an authorized vendor; (4) the Bidder’s response to the RFR for the statewide contract on which the bidder is a vendor or the authorized vendor’s response to the RFR for the statewide contract through which the bidder is formally engaged; (5) this RFQ; and, (6) the Bidder’s response to this RFQ, including all attachments and as modified by any subsequent negotiations between the parties.
2.4. Anticipated Contract Duration 2.4.1. Initial Term The initial contract, if any, will be for six (6) months. 2.4.2. Options to Renew OGIO may exercise up to five (5) additional 6-month terms for a maximum contract duration of three (3) years. The OGIO reserves the right to extend this term if the needs of project so require. Office of the Government Innovation Officer
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2.4.3. Right to Cancel OGIO retains its right to cancel the contract at any time without cause as allowed under the Commonwealth Terms and Conditions, Section 4 Cancellation and Suspension.
2.5. Review Rights Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of OGIO including non-allied and independent consultants retained by OGIO now or in the future, for the sole purpose of obtaining an analysis of Responses. Any and all respondents may be asked to further explain or clarify in writing areas of their Response during the review process. OGIO retains the right to request further information from respondents.
This area of the page is intentionally free of RFQ content in order to accommodate single-page printing of Section 2.6 Procurement Schedule for Bidder convenience.
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2.6. Procurement Schedule In the event of discrepancies between dates and time specified in this schedule or within any document file posted on Comm-PASS and the dates and times specified in fields of the most current Comm-PASS Solicitation (RFQ) record available, the dates and times specified in the Comm-PASS record field prevail. Comm-PASS Record Type
Activity
Estimated Date
System 3 Time
Solicitation
RFQ publicly available
Thu, March 14
Online Q/A Start Date
Thu, March 14
3:00 PM
Online Q/A End Date
Sun, March 17
11:59 PM
Solicitation and Forum
Official answers Finalized (posted)
Tue, March 19
Solicitation
Amendment Deadline: no changes to requirements allowed. Online Wed, March 20 submission capability available.
Estimated 4 Time 2:00 PM
Forum
Solicitation
RFQ responses due
Fri, March 22
5:00 PM
2:00 PM 2:00 PM
Phase One: Initial Screening and Demonstrations N/A
Proposal/Pricing Evaluation
March 25-29
Solicitation
Notify up to 4 top Bidders
Tue, April 2
10:00 AM
N/A
Up to 4 top Bidders demo Demo Evaluation (estimated)
Wed, April 10 or Thu, April 11
10:00 AM to Noon or 2:00 to 4:00 PM each day
Phase Two: Proofs of Concept Solicitation
Select 2 Bidders for POC
Mon, April 15
10:00 AM
N/A
POC Bidders begin prep work
Mon, April 15
N/A
Bidder 1: 5-week POC
Mon, April 22 to Fri, May 24
N/A
Bidder 2: 5-week POC
Mon, May 27 Fri, June 28
Solicitation and Contract
OIS Apparent Successful Bidder Selected
Fri, July 12
5:00 PM
Contract
Statement of Work Finalized SaaS Agreement Signed
Fri, July 19
5:00 PM
Phase Three: Configuration and Implementation N/A
Configuration-Implementation
Mon, July 22
N/A
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Based on the Comm-PASS system clock and not your computer’s displayed clock
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Based on Eastern Daylight Time, which is four hours behind Universal Coordinated Time
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2.7. Questions Requests for clarification of the response requirements may only be submitted in writing online through the Comm-PASS Forum associated with Solicitation Document Number RFQ OGIO-13-01. Questions submitted in writing by hand, post, facsimile, or email or orally in person or by telephone, including voicemail, will not be acknowledged or answered. 2.7.1. Online Submission via Comm-PASS Forum Required Unlike paper- or e-mail based question/answer processes, Comm-PASS Forums allow immediate public access to submitted questions before they are officially answered, as well as public access to all official responses upon finalization of the Forum record. 2.7.2. Online Submission Period Restricted to System-Enforced Time No party may submit a written question through the Comm-PASS Forum prior to the specified Online Q/A Start Date/Time. No party may submit a written question through the Comm-PASS Forum after the specified Online Q/A End Date/Time. If you have not completed submission of your written question prior to the Online Q/A End Date/Time, the system may not record your question which means it will not be answered. 2.7.3. Online Submission is Publicly Accessible No party is required to obtain a Comm-PASS SmartBid account in order to submit written questions via the Comm-PASS Forum associated with this request. However, parties with a Comm-PASS SmartBid account can provide the required contact information automatically instead of manually when beginning an online Forum Q/A browser session. 2.7.4. Information is Immediately, Publicly Accessible All parties must provide contact information to identify themselves and their companies in the process of submitting an official written question. While a list of respondents and all submitted questions are immediately, publicly accessible, there is no indication of which respondent submitted a specific question (unless there is only one respondent, when this becomes deductive). 2.7.5. Submission Limitations There is no system limit to the number of questions you may submit through a Comm-PASS Forum in a single session, and you may return to ask questions in additional sessions, as long as the Q/A End Date has not been attained. 2.7.6. Question Format However, to help OGIO respond effectively and efficiently to all questions, and to help all interested Bidders effectively manage the final document, please: Enter ONE question at a time; Specify the Section Number your question relates to; Summarize your understanding of the requirement; and, Ask your single specific question. For example (not based on this RFQ): In Section 10.11.12, we understand the need to provide baked goods. Is there a prohibition for use of tree nuts? See Appendix 5 for additional examples of written question formats preferred by OGIO. 2.7.7. Official (Finalized) Answers All questions and answers will be posted on Comm-PASS within both the Solicitation record’s Forms & Terms tab and the Forum record’s first entry on the Question/Answer tab as a text document file. See Section 2.8 Procurement Schedule for the estimated Finalization date and time or see the most recent version of the Comm-PASS Forum record. In the event the information differs, the estimated date and time posted on the Comm-PASS Forum prevails. Office of the Government Innovation Officer
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3 Mandatory Bidder Requirements Specifications in this section represent the minimum requirements and OIS Bidder’s that fail to meet them will be immediately eliminated from consideration for this engagement. The elimination of proposed bids that do not sufficiently meet the criteria shall be at the Commonwealth’s sole discretion. OGIO may evaluate additional information beyond the Bidder’s response (such as Bidder-neutral industry research and the Bidder’s own public web content) to determine conformance to these requirements. Bidders must provide confirmation and evidence regarding each of the requirements listed below in the numbered Line Item indicated in the Specifications tab of the Comm-PASS Online Response Wizard. This may include a numeric value in the Price field, a text value in the Comment field, and/or file attachments provided by OGIO to the Bidder or created by the Bidder. See Appendix 4 for further details.
3.1. Product Model Bids may only propose fully released product versions offered in a SaaS model. No other products should be proposed and no others should be listed in the Product List Form and Product Cost Form.
3.2. Product Alignment Proposed solution’s primary purpose and core functionality must align with OGIO’s mission to deploy crowdsourcing for open innovation, collaboration, or idea and knowledge management, and not customer, sales, or marketing management. (See Section 1.2 The Open Innovation Solution Project) OGIO will validate this alignment by reviewing the Bidder’s public web marketing content and Bidder neutral industry research.
3.3. Product Management The Bidder must be the entity that owns and licenses the core Open Innovation product that is proposed. The Bidder must create enhancements and fixes, provide product support and determine product future direction. Third party ancillary products who are partners of the Bidder may also be proposed.
3.4. Product Development It is the goal of OGIO to use the solution as is wherever possible, but to be aware of product changes, or releases, in advance, and to participate in any product development user groups when relevant. The Bidder should specify their existing Product Development operation and include information which demonstrates an established release practice with related customer communications (prior to and after release). OGIO is interested in any releases which are scheduled for the Proof of Concept period or which are scheduled prior to December 31, 2013.
3.5. Service Level Agreement The Open Innovation Solution, once deployed, must meet minimum performance and availability requirements, technical support response parameters (time to respond and time to repair) or equivalent measures, which will be negotiated and finalized as Service Level Agreements (SLAs) in the Statement of Work. 1. The Bidder shall provide no restrictions on the amount of data storage that comes with a subscription. If a ceiling is to be imposed, it shall be negotiated with OGIO and fees for additional gigabytes of storage shall be well defined. 2. If there is a serious breach of the SaaS-hosted OIS, the Bidder shall provide support services to help OGIO exit their SaaS arrangement as follows: a. The Bidder will provide OGIO data in an agreed upon format, and, free of charge, any additional information in report format related to the average SLAs, the number and type of support incidents, and the amount of storage consumed per user or per site, etc., for the solution. Office of the Government Innovation Officer
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b. In breach, the Bidder is liable for all transition fees to an alternative provider. If the provider has an on-premises offering that is a possible alternative, it will offer licenses for that onpremises solution, or at least a credit toward those. The Bidders should provide a response as to their ability to meet SLAs or equivalent measures.
3.6. Enterprise IT Policies and Standards Bidders under ITS19 and ITS41designatedITD, and Bidders and authorized vendors with whom they engage through ITS42, must review and ensure that their proposed solution can be compliant with all Commonwealth Enterprise IT policies and standards. All IT systems and applications developed by, or for Executive department agencies, or operating within the Massachusetts Access to Government Network (MAGnet) must conform to the Enterprise Information Technology Policies, Standards and Guidelines promulgated by the Massachusetts Information Technology Division (ITD) as they exist at the time of this RFQ’s publishing. 3.6.1. Accessibility Standards The Bidder must comply with the Commonwealth’s established standards for accessibility as described below. 3.6.1.1. Compliance with Commonwealth Accessibility Standards Vendor shall ensure that all deliverables that shall be used by end users delivered under this RFQ adhere to the ITD Enterprise Information Technology Accessibility Standards and the ITD Web Accessibility Standards Version 2 (the “ITD Accessibility Standards”) issued by the Massachusetts Information Technology Division (ITD), and the Assistive Technology/Information Technology Environment List (the “AT/IT List”). The ITD Standards may be modified from time to time, and Vendor is responsible for compliance with the most current version in effect on the date that Vendor and OGIO execute a contract pursuant to this RFQ. 3.6.1.2. Training and Documentation Vendor shall coordinate with OGIO in the identification of all prospective attendees at Vendor training who require accommodation, and shall cooperate with OGIO in its provision of such accommodation. Vendor shall work with existing training team within OGIO to develop the training strategy, approach and materials for which the Commonwealth will execute the end user training. All technical and user documentation and any additional training material delivered by Vendor under this RFQ that specify mouse commands shall also include alternative keyboard commands wherever a mouse command is specified. Any documentation delivered under this RFQ and wholly owned by OGIO shall be in an agreed-upon editable format. Effective tutorials (training) and overall ease of use are required in order that users can logically resolve most problems (that are not system or hardware related) with relative ease without the need for external help. 3.6.1.3. SaaS Software The Vendor selected following the POC shall conduct testing against the ITD Accessibility Standards, and for interoperability with the AT and IT environment listed in the AT/IT Environment List, on all software to be provided by Vendor or its subcontractors in their capacity as Software as a Service providers (SaaS), delivered under this RFQ, and any Enhancements thereto or new versions thereof, prior to its delivery to OGIO. Vendor shall deliver to OGIO the results of such testing with each delivery of SaaS Software. Vendor need not conduct such tests for SaaS Software for which accessibility testing has already been conducted and test results have already been provided to OGIO in the form of a Voluntary Product Accessibility Template (VPAT) in response to this RFQ. The third-party Accessibility Testing Vendor engaged by OGIO shall test such software for accessibility against the ITD Accessibility Standards, and for interoperability with the specific AT and the IT environment set forth in the AT/IT Environment List. Vendor shall be responsible for curing each instance in which its Deliverables or Enhancements fail to comply with the ITD Accessibility Standards in a timely manner. Vendor shall use best efforts to Office of the Government Innovation Officer
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cooperate with OGIO and any pertinent AT vendor to correct any problems identified during such testing with the interoperability of the Deliverables or Enhancements with the AT and the IT environment specified in the AT/IT Environment List. Vendor shall provide a credit against amounts due by OGIO under this RFQ for all testing, including repeat accessibility testing required with respect to Deliverables or Enhancements that fail initial testing with respect to the ITD Accessibility Standards and are required to be retested in that regard. Such credits shall not exceed 5% of either the total fixed price due Vendor under this RFQ, or the total not-toexceed amount of this RFQ if entered under a time and materials basis. Vendor shall not deliver SaaS Software under this RFQ that fails to meet the ITD Accessibility Standards unless it has documented: (1) that it has performed due diligence in seeking accessible alternative SaaS Software, offering equivalent features and functionality to the inaccessible SaaS Software, for which Vendor is or can readily become a licensed distributor; and, (2) the cost of developing substitute accessible software under this RFQ. (Such documentation need not include reference to any specific competing SaaS Software and its level of accessibility). SaaS Software delivered under this RFQ or under another contract with a state agency in connection with a system delivered under this RFQ that does not meet the ITD Accessibility Standards shall be acceptable if either: (1) the software vendor provides a roadmap for meeting such standards and interoperating with such AT in a timely manner; or, (2) the agency, prior to entering a contract under this RFQ, seeks and obtains a waiver from ITD that it would be an undue hardship on the agency to eschew use of such ASP Software. The “waiver” will not waive the ITD Accessibility Standards permanently by excusing OGIO indefinitely from meeting them, but will permit OGIO to enter a contract with the Vendor under which accessibility problems with the SaaS products are resolved or mitigated after contract execution. 3.6.1.4. Solution Product Accessibility Information about the Commonwealth’s Enterprise Information Technology Accessibility Standards and Web Accessibility Standards can be found at: http://www.mass.gov/itd/accessibilitystandards 3.6.1.5. Accessibility Test Results and Waivers Bidders shall submit with their bid the VPAT for each piece of SaaS product that the Bidder proposes to be used by end users. It is understood that some Bidders will not have VPATs for all SaaS products included in their bid. Bidders may, but are not required to, create a VPAT for such products and include it in their bid. a) VPATs Provided. Bidder shall provide Voluntary Product Accessibility Templates (“VPATs”) for all Bidder and Third Party Software with which end users will interact in connection with the Services (the “End User Software”). b) VPATs Not Provided. With respect to Software for which Bidder does not provided VPATs, Bidder shall provide any alternative accessibility testing information or test results to which it has access. c) Waiver and Mitigation Plan. A Bidder that lacks VPATS or other credible accessibility testing results for the End User Software, will not be disqualified from further consideration. If the Bidder selected following the POC does not submit a VPAT for all End User Software, or the Bidder’s VPATS or other accessibility testing results show that the proposed Bidder and Third Party Software do not present significant accessibility issues then OGIO will file a request for waiver to the ITD Assistive Technology Unit, which if approved by the Unit, may result in the issuance of a required mitigation plan. Office of the Government Innovation Officer
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If OGIO files a waiver request on behalf of the vendor with the Unit, then OGIO will not enter into a postPOC Agreement under this RFQ until such time as it receives such approval from the Unit in the form of a waiver mitigation letter. As noted above, the “waiver” or mitigation letter will not waive the ITD Accessibility Standards permanently by excusing OGIO indefinitely from meeting them, but will permit OGIO to enter a contract with the Vendor under which accessibility problems with the SaaS products are resolved or mitigated after contract execution. The waiver or mitigation letter may impose requirements regarding accessibility on Bidder in addition to and consistent with this section, which shall become part of the contract between OGIO and the winning Bidder. 3.6.1.6. Bidder Testing Bidder shall test every End User Software component for which it lacks VPATS or alternative credible accessibility test results, and every configured version of, modification, customization, or upgrade thereto offered to OGIO in connection with the Services. Bidder shall conduct such testing based on the ITD Accessibility Standards, and for interoperability with the AT/IT Environment list. Prior to making each such End User Software component or configured version of, modification to, customization of or upgrade to available to OGIO in connection with the Service, Bidder shall deliver to OGIO the results of such testing. Accessibility testing will be incorporated as part of its overall quality assurance process. In this regard, Bidder shall test for accessibility during any or all of unit testing, integration testing, final acceptance testing and system testing. In addition to Bidder’s independent testing obligations set forth herein, Bidder shall cooperate with ITD’s Third Party Vendors, including its Accessibility Testing Vendor, in its performance of testing. Bidder shall deliver to OGIO the results of such testing prior to making such End User Software component or configured version of, modification to, customization of or upgrade to available to OGIO in connection with the Services. 3.6.1.7. Accessibility Advisory Committee OGIO and Bidder will collaborate and communicate throughout the provision of the Services with and among any Third Party Vendors, including, without limitation, SaaS vendors and third party accessibility testing vendors (“Accessibility Testing Vendor”), as well as with the Accessibility Advisory Committee (“AAC”). The AAC, which shall be comprised of at least one representative from each of Vendor, OGIO and certain agencies of the Commonwealth designated by OGIO, including, without limitation, the Massachusetts Office on Disability, Executive Department disability coordinators, Massachusetts Rehabilitation Commission, Massachusetts Commission for the Blind and Massachusetts Commission on the Deaf and Hard of Hearing, shall convene for its first meeting no later than ten (10) calendar days after the Effective Date of any Agreement entered under this RFQ. Following such initial meeting, the AAC shall meet as mutually agreed to by OGIO and Vendor in consultation with the AAC, but at a minimum, once a quarter. The purpose of such meetings shall be to discuss any questions relating to accessibility testing or any other requirements set forth in this section and to ensure that any concerns raised by a member of the AAC or a third party regarding accessibility of the Services are discussed, identified and addressed as required in this section. 3.6.1.8. Maintenance Any maintenance and service level agreement entered into by Vendor and OGIO in connection with the Open Innovation Solution delivered under this RFQ shall require Vendor to cooperate with OGIO in its efforts to resolve interoperability problems that arise during the term of the maintenance agreement related to the use of such system. 3.6.2. Security Policies and Standards 3.6.2.1. Data Ownership, Classification, Retention and Database Preferences All data generated by members of the OIS community is the property of the Commonwealth and must be retained in accordance with both Enterprise IT standards and record retention schedules under Massachusetts General Law c. 6. §10 Public Records. The Bidder must be able to deliver all Commonwealth data in an acceptable format through an acceptable device or delivery method upon request by the Commonwealth or in the event the Commonwealth terminates the RFQ or resulting contract
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3.7. Scalability OGIO seeks to implement a solution capable of effectively and efficiently supporting the Commonwealth’s employees and customers with a modest range of adoption rates between 0.05 and 10.00%. Community-Adoption
Estimated Total
Adoption Rate
Users
State Employees
~50,000
5.00 to 10.00%
2,500 to 5,000
Residents
> 6,000,000
0.05%
3,000
Business/Academia
~500,000
1%
5,000
Other
Unknown
Unknown
Unknown
ESTIMATED FULL-DEPLOYMENT
~15,000
Again, these are estimated numbers and adoption will be dependent upon the Commonwealth’s ability to nurture a diverse community within the costs, capabilities, limitations, and staffing requirements of the selected Open Innovation Solution.
3.8. Solution Costs Bidder proposal pricing must be in accordance with the applicable Statewide Contract for software. The pricing must be all-inclusive for use of the Solution including training, if required, training documentation, and customer support (Level 1) and technical support (Level 2 and 3). OGIO expects the cost to be based on a Volume Licensing Agreement (VLA) which takes into consideration the anticipated deployment across the community of state employees; residents, businesses and academic institutions; and, anyone with interest in the Commonwealth and innovation. Pricing should include discounts for users beyond the scope estimated in Section 3.6 Scalability. OGIO expects to pay an initial fee-for-service cost by investing capital funds. Thereafter, decisions about continued funding are dependent on identifying available operating funds. OGIO anticipates a model in which a monthly subscription fee is paid for access to the solution and all related support services with little if any limitations on users, support, or activity.
3.9. Proof of Concept Pilot at No Charge If selected, the Bidder agrees to host the Proof of Concept phase in a cloud environment at no cost for the single specified 5-week period, or as otherwise extended by mutual agreement. Bidders must: Allow OGIO free access to their product in an externally hosted cloud POC environment. Bidders must provide the cloud environment for this purpose at no additional cost during the single specified five-week period which will be finalized after selection of up to two OIS Publishers. Setup and configure POC environment in a manner that reflects the four innovation types and the range of community membership specified in the Business Needs document. Provide support at a minimum between the hours of 9:00 am and 5:00 pm EDT on non-holiday weekdays. OGIO suggests the use of onsite support may be useful initially, but seeks to demonstrate the offsite support it assumes will be employed during Implementation. Bidders can propose an appropriate mix. Use the POC environment to interactively demonstrate specific functionality to OGIO. This functionality to be demonstrated may include items from the Business Needs Response Form but is not limited to such items. OGIO may ask that the Bidder make modifications to the environment as a result of the demonstration. This will be an iterative process. Provide administrative training for up to 4 staff and user training for up to 20 staff. Assessment of this training will be an evaluation factor. Training may be onsite in Boston or done virtually with screen-sharing as long as trainees are able to communicate verbally with the trainer via phone or online conferencing. OGIO seeks to demonstrate the level of training and documentation required Office of the Government Innovation Officer
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since it will impact Implementation. As referenced in Section 1.3.2, OGIO seeks a User-Interface which is intuitive enough to reduce or eliminate the need for traditional training.
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3.10.Customer Experience The Bidder must demonstrate previous experience deploying their solution in an organization of a size comparable to the Commonwealth within the past 24 months. Experience with large government organizations is preferred, but not required. A detailed description of customer experience must be documented in the Mandatory Requirements Form.
3.11. Business References The Bidder must provide contact information for customers who are willing to serve as business references. OGIO prefers customers of comparable size, with comparable business requirements, and with comparable industry experience. References will be contacted to confirm the vendor’s abilities and qualifications as stated in the bidder’s response. The department may deem the bidder’s response unresponsive if a reference is not obtainable from a listed reference after reasonable attempts. If you have installations in any municipal, state, or federal government organization where you have not provided a reference, please list the state and the reason why there is no available reference. Include the following information when providing each reference: Organization name Organization size (number of employees) Contact person (preference for the most senior available reference) Name Title Address Telephone number Email address Project name Project overview and outcomes (include number of users) Timeframe and duration of the project First installation year Products installed (including versions) Total contract licensing price for current installation
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4 RFQ Responses No additional information beyond what has been requested should be submitted. Such information will be ignored and will not be factored into evaluations. Any functionality that may be pending in a future release may be described, but each time functionality is mentioned, there must be clear indications that the functionality is not currently available and a planned date for release must be provided. Planned functionality will not be factored into evaluations and scoring except related to Bidder responses regarding future product releases in the Business Needs Form. Bids must be valid for 6 months after the proof of concept evaluation process is complete. At any point, OGIO may ask for clarification regarding any bid. These clarifications will be conducted by secure email. Bidders will be asked to create accounts on the Commonwealth’s secure file transfer system to enable this communication through an encrypted channel during the procurement process. No action is required prior to the bid opening process.
4.1. Forms Provided by OGIO to be Completed and Submitted by OIS 4.1.1. Bidder References Bidders must provide no fewer than three (3) references, including the name and contact information of individuals who can validate your experience and knowledge based on work performed. If any Bidder proposes the use of a partner with relevant experience, then three (3) additional references should be provided for customers of the partner/subcontractor. References should be pertinent to Open Innovation projects that are as similar to OGIO’s as possible.
4.2. Attachments Created and Submitted by the Bidder 4.2.1. Cover Letter All Bidders must expressly agree to all of the terms of this RFQ and state whether they will require an accessibility waiver. 4.2.2. Formal Engagement Letter Software publishers responding to this RFQ through Statewide Contract ITS42 Software Resellers must provide a letter on official letterhead from the authorized vendor attesting to the formal engagement and provision of a price quote in conformance with the terms and conditions of ITS42 and the specifications of this RFQ. This letter must be signed by a signatory authority for ITS42. See Appendix 2 for a sample letter. 4.2.3. License Agreements Submit editable versions of any applicable SaaS, license, pilot, nondisclosure or other agreements for products and services included in the proposed solution. 4.2.4. Maintenance Terms and/or Agreements Submit editable versions of the Bidder’s proposed maintenance and support agreements, including all service descriptions referenced therein. 4.2.5. Technical Support Terms Submit editable versions of the Bidder’s applicable technical support terms included in the proposed solution. 4.2.6. Accessibility Submit VPAT’s for the proposed solution. 4.2.7. Proposed Statement of Work Bidders must include a description of the work that the Bidder will provide during the proof of concept in the form of a proposed Statement of Work (SOW) for proposed services and deliverables to effectively project manage, develop, and deliver the solution requested.
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Please include a proposed payment schedule where appropriate in the draft SOW without including any prices or amounts in the proposed schedule. The apparent successful Bidder(s) will be given the opportunity to finalize the draft statement of work with OGIO in which the parties will more clearly define the deliverables, milestones and reporting structure for this project. Separate Task Orders may be developed later under the SOW for subsequent project phases including, without limitation, the configuration, and implementation phases with the Bidder who has the highest score.
Business Needs Provide a document indicating your product’s ability to address the Business Needs document provided on the Comm-PASS Solicitation Forms & Terms tab. 4.2.8.
Section A: GIO’s Ten “A” Philosophy for Organization Excellence and Section B: Business Goals. Use a numbered outline format in your response which allows the procurement team to easily align the items in this document to your response content. Section A does not contain REQUIRED or DESIRABLE features. Bidders may simply provide a brief narrative explaining how their solution aligns with or can help Commonwealth organizations approach the GIO’s 10’A Philosophy for Organizational Excellence. Section B contains descriptions for OGIO’s high-level goals. A chart is provided at the end of this document to indicate REQUIRED and DESIRABLE features with the Innovation Lifecycle management tools. Additional functions and features can be offered, but Bidders should make an attempt to connect the features to items through clear labeling or explanations. GIG may consider additional features and functions as Desirable items. Bidders are strongly advised not to provide marketing materials in this section unless they are for illustrative purposed. Marketing materials will not be scored and can result in negative evaluation if the materials constitute the sole response content or if they interfere with GIG’s ability to assess the proposed solution’s conformance with requirements and specifications. 4.2.9. Staffing This form provides information about the roles and people Bidders will use to staff a project Implementation plan specified in Section 1.4.4 items “a” through “e,” as well as the estimated number of hours Bidders believe will be needed for each role in each phase. Bidders should also provide information about the roles and people the Commonwealth will need to staff a project, as well as the estimated number of hours Bidders believe will be needed for each role in each phase. OGIO will consider the costs associated with Commonwealth staffing needs when evaluating the total cost of ownership.
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4.2.10. Product List Form Provide a simple list of products along with high level information about the products. Enter an ID number for each product for reference purposes on other parts of the response. Include all Bidder products that may be needed including all add-ons, ancillary products and versions needed. Any product or add-on that is not listed will not be considered for procurement. Bidders should list all products and options that might possibly be needed so that they can be procured later if required. Bidder should list all third-party software that the User needs (browser brand and version, Operating System, etc.). 4.2.11. Pricing Provide a pricing proposal which meets the requirements specified in Section 3.9 Solution Costs and which is compliant with the terms of the Statewide Contract under which this response is submitted.
This area of the page is intentionally free of RFQ content in order to separate Section 4 above from Section 5 below for Bidder convenience.
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5 Evaluation and Scoring Process 5.1. Evaluation Criteria Weighing Throughout each stage of the evaluation process, the following items will factor into the Bidder scoring listed below (in order of importance): 1. Business Needs Response 2. Demonstration 3. Proof of Concept 4. Implementation 5. Price 6. References The evaluation process is designed to continually narrow the bids under consideration.
5.2. Initial Bid Screening OGIO will determine whether sufficient compliance with mandatory requirements is met by performing a review of the Requirements Matrix. OGIO will use Bidder-provided cost data to perform an initial review of cost. We will use the Product Cost Form and the Staffing Cost Form, to calculate an estimated total cost of ownership for the solution. We will include estimated costs for our own internal staffing. Outcome: Any bid that does not meet all mandatory requirements and minimum criteria for cost will be removed from consideration. Such bids will not be evaluated further.
5.3. Second Tier Bid Screening Bids that pass Initial Bid Screening will go through a secondary screening process that is designed to ensure that bids meet certain minimal business, technical and management standards. We will eliminate from consideration all bids that do not meet minimum scores in any of the evaluation points.
5.4. Third Tier Bid Screening Bids that pass Second Tier Bid Screening will go through a third screening process that is designed to select four bids that will pass through to Preliminary Bid Scoring and Demonstrations. If four or less bids are remaining at this point, the Third Tier Bid Screening will be skipped and all remaining bids will proceed to demonstrations and full bid scoring. The Third Tier Bid Screening will focus on specific key mandatory business requirements cited in Section 3 and in Business Needs Section B. The responses to these requirements will be scored and the scores will be totaled. The bids with the top four aggregate scores will move on to the Preliminary Bid Scoring and Demonstrations. All other bids will be eliminated from consideration.
5.5. Preliminary Bid Scoring Bids that pass Third Tier Bid Screening will go through a preliminary scoring process that is designed to yield a full base evaluation of bids that will be validated and adjusted during demonstrations. Cost evaluation will be a consideration during this preliminary scoring, with our estimated total cost of ownership for each bid being adjusted as we gain further insight into Bidder proposals by reviewing responses. Bids that exceed our budget or planned future ongoing costs will be removed from consideration. Preliminary scores will be determined based on responses to each component within the forms listed below. The components within the forms require Bidders to provide specific information regarding the functionality of their proposed solution. Each response will be individually scored based on the extent to which the solution addresses the functional component. The combined scores from the items below will be totaled to result in a Preliminary Bid Score. Office of the Government Innovation Officer
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Requirements Business Needs Responses Product List / Solution Cost Staffing Form Implementation Form References. References will be contacted and their responses scored. Outcome: For each bid, a base evaluation is complete and will be used as the basis for demonstrations.
5.6. Demonstrations Only bids that have not been eliminated in the screening process will take part in demonstrations. OGIO does not seek open ended demonstrations. We will ask for highly focused demonstrations of specific functionality defined in writing in advance with a strong emphasis on HOW functionality is configured and implemented. During this process we will ask Bidders to show the method of configuration and make modifications interactively. Bidders should have staff attend who are sufficiently technical to make modifications to the configuration of the software. Tentative demonstration time period is shown in Section 2.6 of the RFQ. A revised list of demonstration tasks will be provided to Bidders no later than three (3) days in advance of demonstrations. We estimate that the individual demos will take two hours for each Bidder demo, online or in person, using laptop or remote systems. Demonstration scores will be calculated based on high level factors representing how well the solutions meet our business needs. Some factors will have minimum required scores and failure to meet any minimum score will result in elimination of the bid. Relevant scores previously assigned in the Preliminary Bid Scoring process will be updated as a result of demonstrations which will result with revised Preliminary Bid Scores. Our estimate of total cost of ownership for each solution will also be adjusted.
5.7. Proof of Concept (POC) Bidder Selection Cost Review: We will review the updated total cost of ownership information and eliminate solutions that may be beyond our budget. We will use the combined Demonstration Scores and revised Preliminary Bid Scores to select the top two Bidders to perform POCs. At our sole discretion, we may decide to also conduct a POC with the Bidder with the third highest score.
5.8. Proof of Concept The goal of the POC phase is to validate and understand in more detail the aspects of the product that have already been scored. OGIO will monitor POC progress and terminate POCs when appropriate. OGIO will end and score a POC when any of the following conditions are met: It becomes clear that a Bidder’s solution will not meet our criteria specified in Section 3 and in Business Needs Section B. Sufficient information has been gathered regarding the solutions If the procurement management team ends a POC because of a failure to meet minimum acceptable criteria, it may optionally decide to initiate a POC with the next highest scored bid.
5.9. Implementation The Commonwealth will compile the final scores for each Bidder and make the award based on the overall scores. Office of the Government Innovation Officer
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The Commonwealth reserves the right to reject any and all proposals. The Commonwealth may negotiate the terms of the contract, including the award amount, with the selected Bidder(s) prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring Bidder(s), the Commonwealth may negotiate a contract with the next highest scoring Bidder(s). It is entirely within OGIO’s discretion to choose some, all or none of the Bidders for demonstrations; to award or not award a contract under this RFQ. After the bid is selected for implementation, OGIO will negotiate a second Statement of Work (SOW) for the full implementation and effort based on the response to this RFQ and the experience of the POC, as well as a SaaS agreement and any required maintenance and support agreement. Immediately prior to the first internal implementation phase, OGIO will purchase required Bidder software from the Bidder. It will be at this point that monthly subscription costs start.
5.10.Post Bidder Selection Phases All respondents should expect to negotiate a detailed SOW and SaaS agreement (and, if these issues are not addressed in the SaaS agreement, maintenance and support agreement) with OGIO after the POC phase should they be selected by OGIO as the apparent successful Bidder for the Configuration/Implementation Phase
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APPENDIX 1: Government Innovation Officer’s – Ten “A” Philosophy for Organizational Excellence Each OGIO project and activity seeks to demonstrate and propagate across Commonwealth organizations The Government Innovation Officer’s 10 A’s of organizational excellence: 1. Any Time “Business hours" are at any time the customer wants to do business 2. Any Place Interaction occurs wherever the customer is located, not just at the agency’s site 3. Any Device The customer’s device (desktop, laptop, mobile, tablet, etc.) is the Commonwealth-preferred device Optimize customer experience for mobiles and tablets FIRST, and if not already deployed, ASAP! 4. Audience Specific Transaction and inquiry turnaround times are FAST! Eliminate customers’ need to learn your internal organization before they interact Eliminate internal jargon and acronyms and use customer’s needs-based language Ensure "no wrong door" so a customer’s initial interaction always leads to the right resource or resolution point 5. Audience Engaged Dialogue: Have two-way conversations with your audience, not just one-way broadcasts (monologues). Effectively leverage social media! Share: Provide status updates, wins, setbacks, reasons for decisions and setbacks. 6. All with "One Voice" Coordinate with related internal organizations to minimize conflicting messages Seek a 360-degree customer view: Be appropriately aware of the customer's interaction history to maximize customer benefits in current and future interactions. Leverage CRM (customer relationship management) systems, when appropriate. 7. Apparent Make transactions and interactions obvious and SIMPLE Maximize the amount of work NOT done by the customer 8. Agile Deliver the minimal viable product (MVP) or process that serves your organization’s customer Enhance and improve in small or large increments, and frequently from weeks to a couple of months Regularly have your team measure effectiveness, reflect on improvements, then tune and adjust 9. Alert Use tools/processes that push customer-selected data to the customer's preferred device/platform Use tools/processes that allow the customer to easily opt out when desired 10. Accessible and Open Use tools/processes that are compatible with tools and processes used by persons with disabilities Provide multi-lingual resources Office of the Government Innovation Officer
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Publish open data sets to facilitate transparency, external use, and application innovation
APPENDIX 2: ITS42 Software Resellers Engagement Letter
[Official Company Letterhead]
[Date] Joan Matsumoto, Deputy Government Innovation Officer The Office of the Government Innovation Officer One Ashburton Place, 21st Floor Boston, MA 02108
Dear Ms. Matsumoto: This letter affirms that our company has formally engaged with [Software Publisher Company Name] under the terms and conditions of Statewide Contract ITS42 Software Resellers for the purpose of responding to RFQ OGIO 2013-01 Open Innovation Solution. I further attest that we have provided [Software Publisher Company Name] a pricing quote for [software as a service product name] in conformance with the terms and conditions of ITS42, which they will submit as specified in the RFQ. Thank you, Name Title Authorized ITS42 Software Reseller Company Name
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APPENDIX 3: ITS42 Software Resellers Contact Information Dell
Kayla Macko 1-800-953-2105
[email protected] En Pointe
Ed Kane, Account Executive 617-480-9561
[email protected] Software House International (SHI) Barbara West, New England Regional Manager/Contract Manager 508-799-5433 (office) 508-945-4449 (cell phone) 508-799-5633 (fax)
[email protected]
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Appendix 4: Responding Online to this RFQ A. Bidder RFR Response Requirements and Format To facilitate the review of multiple RFQ responses, OGIO has posted the Specifications as numbered Line Items to serve as a submission checklist that will allow the Evaluation Committee to readily assess if any responses are incomplete or fail to provide requested information and to review multiple responses side-by-side. As such, each Bidder for this RFQ is strongly urged to familiarize themselves with the Line Items. All requests for information on these Line Items must be answered as concisely as possible and with minimal marketing literature. Requirements that cannot be satisfied by the Bidder should be clearly identified in the Comments section. Extraneous marketing or promotional materials are discouraged and such information may negatively impact the evaluation of Bidders.
B. Response Segregation: Proposal and Pricing Submitted Separately Bidders must submit two (2) separate responses to keep information regarding the solution proposal and the pricing proposal segregated. Any response received which does not adhere to this requirement will be removed from consideration. The multiple Comm-PASS records associated with this single procurement will use identical Comm-PASS Document Numbers, so read Document Titles and Document Statuses carefully. (1) Submit the Proposal Content to the Correct Comm-PASS Record Comm-PASS Document Number: Comm-PASS Document Title:
RFQ 13-01 Proposal for Open Innovation SaaS Solution and Services
The response to this record will address functionality, and the support and services associated with implementation and maintenance. For software publishers bidding through ITS42 Software Resellers, this portion of the response must include a document file on letterhead from one of the ITS42 Software Resellers affirming that the Bidder is engaged under ITS42 and that the pricing submitted under separate cover is based on ITS42. (2) Submit the Pricing Content to the Correct Comm-PASS Record Comm-PASS Document Number: Comm-PASS Document Title:
RFQ 13-01 Pricing for Open Innovation SaaS Solution and Services
The response to this record will include only pricing information. Software publishers bidding through ITS42 Software Resellers must submit a price quote generated by one of the authorized Statewide Contract ITS42 Software Resellers.
C. How to Submit an Online Bid All documents provided by OGIO for submission by the Bidder are available for download at www.CommPASS.com. (Documents which the Bidder creates and provides to meet OGIO requirements must conform with technical and naming conventions specified below in Section F.) All Bidders may begin creating and compiling response materials as soon as the Solicitation containing files on the “Forms & Terms” tab and the “Specifications” tab is in an OPEN Document Status. When submitting response materials prior to the Solicitation Close Date, the ability to upload documents is only available to active SmartBid account holders after the Solicitation Amendment Deadline has passed. Once the Solicitation Close Date and Time has passed, interested Bidders will be unable to submit a Response online. (3) Bid Response Method Online Bid Submission via SmartBid is required to eliminate direct and indirect costs associated with the production, delivery/receipt, storage and management of traditional paper bids incurred by Bidders, the Operational Services Division, and the Commonwealth of Massachusetts. Bids submitted via the SmartBid tools also promote environmental conservation and preservation by eliminating printed Office of the Government Innovation Officer
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materials as well as fossil-fuel consumption associated with delivery. All Bidders must submit Responses online using tools available to Comm-PASS SmartBid Subscribers only. Comm-PASS SmartBid requires an annual free subscription. To subscribe, go to www.comm-pass.com. Complete the SmartBid subscription process by selecting the JOIN tab from the main navigation bar to review subscription benefits, and create a custom account. All Bidders who are awarded a contract resulting from this RFQ, if any, will be required to maintain an active subscription account during the duration of the Contract, by renewing their subscription annually. (4) SmartBid Support Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day. Website: Go to www.mass.gov/osd and select the Comm-PASS Resource Center link offered within the Conduct a Procurement menu. Email: Send inquiries to the Comm-PASS Helpdesk at
[email protected] Telephone: Call the Comm-PASS Helpline at 1-888-MA-STATE (1-888-627-8283). The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays. Bidders are advised that Comm-PASS will be unavailable during regularly scheduled maintenance hours as displayed under the “Comm-PASS Solution Availability” link offered at the bottom of any Comm-PASS page. (5) Bid Response Deadline All Bids must be received by the Office of the Government Innovation Officer before the specified date, month, year and time displayed on the Solicitation’s Summary page within the Close Date field. Times are Eastern Standard (US), as applicable. All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. OGIO is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via SmartBid are time stamped by the Comm-PASS system clock which is considered the official time of record. (6) Bid Package Bidders submitting via SmartBid will be asked to name their Response in the “Response Nick Name” field presented in Step 3 of the Comm-PASS Online Submission wizard. To help OGIO manage multiple responses, Bidders must follow the naming convention below: Bidder Company Name -2013-01 Open Innovation Solution (7) Bid Response Contents and Checklist The procurement team seeks to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete every Line Item presented on the “Specifications” tab, even if it is to enter the Comment Field content “Not applicable.” Bidders must submit all documents referenced in the Line Item, if applicable. Bidders must not create their own forms or alter provided forms. Bidders may be required to create their own content for certain Line Items, as specified.
D. Prohibition regarding contract terms Contractors, who wish to propose additional non-conflicting contractual terms, or supplemental or clarifying language, may do so and the proposal may be considered by OGIO on a case-by-case basis. All such proposals shall be identified in bidder’s response to this RFQ. Office of the Government Innovation Officer
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E. Bidder Response Form (1) Electronic Signatures Bids submitted via SmartBid must be signed electronically by the Bidder or the Bidder’s Agent by selecting the “Agree to All” link presented in Step 2 of the Comm-PASS Online Submission wizard. By selecting “Next Step” on the “Forms & Terms” tab after acknowledging all of the forms on that tab, the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms. (2) Ink Signatures Original ink signatures are required only after contracts have been awarded. The Commonwealth of Massachusetts requires awarded Contractors to submit original ink-signature versions of the following forms: •
Standard Contract Form
•
Commonwealth Terms and Conditions
•
Contractor Authorized Signatory Listing
•
Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form).
Successful Bidders who signed these forms electronically via SmartBid online submission tools must still submit the above forms with ink signatures within seven (7) calendar days of award notification or their contract may not be executed by the Commonwealth. Bidders who have previous contract(s) with the Commonwealth and have up-to-date, ink-signature versions of the Commonwealth Terms and Conditions and Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) on file with the Office of the State Comptroller may submit copies of the signed forms. However, a new Standard Contract Form and Contractor Authorized Signatory Listing with original ink signatures must be submitted for each new contract with the Commonwealth.
F. Limits and Restrictions (1) File Naming Conventions Files submitted via SmartBid must follow the TWO file naming convention specified below. The Description entered during the file upload process ensures each file is readily identified by Bidder Company Name and file content. This is the name presented to the procurement team before the file is opened. The File Name assigned by the Bidder as stored on their computer or network must be structured such that each file can be processed by the upload tool. This is the name the computer “reads” and which is presented once the procurement team selects the file for opening or saving on another drive. The upload tool will reject any file name that includes spaces or symbols, like the brackets [ ] some systems apply when files are downloaded from the Internet. (2) File Size Limits The system will not accept files that approach or exceed 10 MB. If a large file fails to upload, the Bidder must save the contents as multiple files. Follow an intuitive naming convention by distinguishing multi-part files in BOTH the Description name through use of Part 1, Part 2, etc. and the File Name through use of _1, _2, etc... (3) Duplicate File Names Not Accepted Once a file has been submitted, Comm-PASS will not accept another file with the same name. This is the case even with files that are modified or have been withdrawn.
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If it is necessary to resubmit a file, add an underscore and numeric suffix to the company name, for example, CompanyName_2_FootCat. (4) File Format Restrictions Bidders must submit file formats readable by MS Word 2007 or later, by Adobe Acrobat Reader, by MS Excel 2007 and Microsoft Project 2007. All scanned documents must be in .pdf or .gif format, and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Forms provided for the Bidder to complete, with the exception of the standard Forms located on the Solicitation’s Forms & Terms tab, must be completed and submitted in their original formats, NOT scanned and submitted as PDF or other file types.
G. Withdrawing a Response (1) Prior to Close Date Bids may be withdrawn using the Withdraw icon offered on the subscriber’s Response Desktop. (2) After Close Date No Bid can be withdrawn after the Close Date. If the Bidder wants to remove a Response from consideration, contact
[email protected] for guidance. OGIO shall be under no obligation to return any Responses or materials submitted by a Bidder in response to this RFQ. All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Response, whether or not the Response is selected for Contract award.
H. Response Deadline: Online Submission Enforced by System Clock OGIO strongly advises bidders to practice file upload and response submission prior to the day of the Solicitation Close Date/Time in order to address potential issues with your file content, file naming conventions, file sizes, hardware, operating system, software, and Internet connectivity.
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Appendix 5: Sample Forum Questions – Preferred Structure PLEASE DO: Read the RFQ requirements carefully and thoroughly before submitting written questions. Cite the section of the RFQ in question, summarize your assumption/understanding, and then ask a discrete question. Ask as many questions as you need to help you provide a complete response. Return to the Forum to ask additional questions as long as the Q/A End Date and Time has not been attained or exceeded. Return to the Forum to access questions asked by other interested s (they may have found something you overlooked). Return to the Forum after the estimated Finalization date to access a single document containing the full text of all submitted questions and all official answers. In the example below, the question is a well-structured request to obtain information not provided in the RFQ document: Question Posted
Question
Ref Section 2.3: Source Imagery - We understand from the RFQ that the total 12/14/2011 imagery size will be around 1.2 TB. Is 04:06PM MassGIS going to provide this data to Bidders via physical mode or do we need to access it via web services?
Answer Posted
Answer
MassGIS will provide this 12/15/2011 imagery on one or more 04:43PM hard drives.
In the example below, the question is well-structured request to obtain information already provided in the RFQ document: Ref Section 2.3: Source Imagery - What is 12/14/2011 the allowable tolerance / relative accuracy of 12/15/2011 See Section 2.6. 04:06PM compiled roof print with reference to ortho 04:44PM imagery?
PLEASE DO NOT: Submit questions without a citation of the RFQ section or page number. At the very least, lack of direction causes significant delays. At the very worst, lack of citation can result in a nonresponse, e.g., We cannot determine which requirement your question is related to. Submit multiple questions in a single entry. At the very least, the formatting is difficult to efficiently read through, and the answer must be placed in a single row as well. Submit questions through any other channel. No questions submitted by email, fax, post, hand delivery, or phone call will be acknowledged or answered.
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In the example below, the participant submits multiple questions in a single entry, which is strongly discouraged. The questions are poorly-structured since they fail to cite a Section or Page number. Some parts of these questions indicate that the participant has not read the RFQ. 12/16/2011 02:45PM
1. For Image Interpretation, 12/19/2011 there are no attributes 01:38PM required. Features IDs will be mandatory to identify different foot prints. Does the commonwealth have any set of standard for unique numbering of the features that the consultant needs to assign to the roof prints? 2.Please provide the details of existing systems and also the available Hardware, software infrastructure relevant to GIS. 3.Please clarify on the work location where the project will be executed. 4.Infrastructure: If data development will be done onsite, shall we assume that all the hardware and software for footprint capturing will be provided by Mass GIS. 5.Application Development: Please specify if there is any requirement for Application development. 6. Database schema: Shall we assume that MassGIS will provide the database schema. Please Clarify. 7. Field Validation: Is the field validation be performed by Mass GIS or by the Bidder? …
Office of the Government Innovation Officer
1. For Image Interpretation, there are no attributes required. Features IDs will be mandatory to identify different foot prints. Does the commonwealth have any set of standard for unique numbering of the features that the consultant needs to assign to the roof prints? A: We will assign unique IDs based on polygon centroids, the Bidder does not need to do this. 2. Please provide the details of existing systems and also the available Hardware, software infrastructure relevant to GIS. A: Section 2 of the RFQ clearly states what it is we seek to procure and the file format for that delivery. Information about our systems is not needed to respond to this procurement. 3. Please clarify on the work location where the project will be executed. A: The work will be performed at your company’s facilities. 4. Infrastructure: If data development will be done onsite, shall we assume that all the hardware and software for footprint capturing will be provided by Mass GIS. A: No data development work will be done at MassGIS. 5. Application Development: Please specify if there is any requirement for Application development. A: This procurement does not involve application development. 6. Database schema: Shall we assume that MassGIS will provide the database schema. Please Clarify. A: No database schema is required, since only one feature class is being developed. 7. Field Validation: Is the field validation be performed by MassGIS or by the Bidder? A: MassGIS will conduct QA of the delivered products as described in Section 2.6 of the RFQ. We do not expect the Bidder to do field validation of their deliveries. …
Open Innovation SaaS Solution and Services
