THE COMMONWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY One Ashburton Place, Room 2133, Boston, MA 02108
REQUEST FOR QUOTE FROM ITS43 TECHNICAL SPECIALIST VENDORS EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY Massachusetts Emergency Management Agency Power Outage Website OTIS RFQ#: OTIS2014-009 Commbuys Bid#: BD-14-1044-1044C-1044-00000000723 Issued: Tuesday, June 10, 2014
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 from the Executive Office of Public Safety and Security (EOPSS) by sending an e-mail to: Doug Levine, General Counsel, EOPSS at
[email protected]. Order of Precedence Statement - 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 RFR ITS43; (4) the Bidder’s response thereto; (5) this Request for Quotes RFQ OTIS2014-009 – Power Outage Website; (6) the Bidder’s response hereto; inclusive of all attachments and modifications subsequent to negotiations between the parties. POINT OF CONTACT: Paul Holloway, Planning Unit Manager Massachusetts Emergency Management Agency 400 Worcester Road Framingham, MA 01702-5399 E.
[email protected] T. 508.820.1421 C. 508.988.0997
Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE
SECTION 1 – SCOPE OF THIS PROCUREMENT ......................................................................... 3 SECTION 2 – ACQUISITION METHOD TO BE USED FOR THIS CONTRACT ............................ 4 SECTION 3 – REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS ................................... 4 SECTION 4 – USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS..... 4 SECTION 5 – TOTAL ANTICIPATED DURATION OF CONTRACT AND RENEWAL OPTIONS ........................................................................................................................................ 4 SECTION 6 – TOTAL ANTICIPATED EXPENDITURES FOR DURATION OF THE CONTRACT .................................................................................................................................... 4 SECTION 7 – PROCUREMENT DELIVERABLES ......................................................................... 4 SECTION 8 – PROCUREMENT AND CONTRACT CONDITIONS ................................................ 8 SECTION 9 – INSTRUCTIONS FOR RESPONSE SUBMISSION ................................................ 13 SECTION 10 – DEADLINE FOR REPONSES AND PROCUREMENT CALENDAR ................... 15 SECTION 11 – QUESTIONS AND CLARIFICATIONS ................................................................. 16 SECTION 12 – EVALUATION ...................................................................................................... 16 SECTION 13 – INFORMATION TECHNOLOGY (IT) STANDARDS ............................................ 16 SECTION 14 – FINANCIAL TERMS ............................................................................................. 21 SECTION 15 – MAINTENANCE AND SUPPORT ........................................................................ 21 SECTION 16 – REQUIRED SPECIFICATIONS ........................................................................ 2221 SECTION 17 – INTELLECTUAL PROPERTY AGREEMENT FOR VENDOR’S EMPLOYEES, CONTRACTORS AND AGENTS .................................................................................................. 22
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE
SECTION 1 – SCOPE OF THIS PROCUREMENT The Executive Office of Public Safety and Security (EOPSS) through its Office of Technology and Information Services (OTIS) seeks to engage with a qualified vendor from the statewide contract number ITS43 Technical Specialist to develop a statewide power outage website incorporating and visualizing real-time power outage information from the four (4) major power companies in the Commonwealth to be used by the Massachusetts Emergency Management Agency (MEMA). Overview On behalf of the Massachusetts Emergency Management Agency, The Executive Office of Public Safety and Security’s Office of Technology and Information Services seeks to engage a qualified vendor to develop a statewide power outage website incorporating and visualizing real-time power outage information from the four major power companies in the Commonwealth. The selected vendor will work closely with a designated Project Coordinator from MEMA and under the direction of the Project Management Team (PMT) comprised of representatives of MEMA, the Department of Public Utilities (DPU), MassGIS, and the Executive Office of Public Safety’s Office of Technology and Information Services (OTIS). In addition, project work will be performed in collaboration with key stakeholders, including but not necessarily limited to the four major private electrical utilities serving the Commonwealth of Massachusetts (National Grid, NStar, Unitil, and WMECO). In communities where more than one power company supplies electricity, data will be aggregated into a single value. The majority of municipally owned electricity providers do not have automated systems for collecting and disseminating power outage data. As part of this scope, the vendor will also develop a manual data entry portalto enable municipal power companies to manually enter power outage data into the system and sync this data with the dataset provided by the four major utilities for one common operating picture. Respondents must bid on all the commodities and/or services requested by this RFQ. The Strategic Sourcing Team (SST) may disqualify any Responses that indicate a Respondent (alone or with subcontractors or partnering companies) is unable or unwilling to provide all commodities and/or services requested. The Vendor awarded a contract under this solicitation will be required to produce all of the deliverables in Section 7 of this RFQ. This procurement is authorized and governed by 801 Code of Massachusetts Regulations (CMR) 21.00 and by common law principles that have been established by the Commonwealth of Massachusetts Courts regarding government procurements.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE
Request for Quote Information Table 1-1: Request for Quote Information RFQ Name: RFQ Number: Purchasing Department: SST Leader:
MEMA Power Outage Website OTIS2014-009 EOPSS Paul Holloway The SST Leader will be the sole contact person for any issues pertaining to this RFQ.
SECTION 2 – ACQUISITION METHOD TO BE USED FOR THIS CONTRACT This is a project based, fixed price contract with deliverables not to exceed $20,000. SECTION 3 – REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS The contract resulting from this procurement will be awarded to a single contractor. Public employees should refer to the State Ethics Commission’s Conflict of Interest Law, M.G.L. c. 268A, and its rules and regulations, and/or consult with the State Ethics Commission, prior to submitting a response to this RFQ. SECTION 4 – USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS This procurement is being conducted for the exclusive use of the EOPSS. SECTION 5 – TOTAL ANTICIPATED DURATION OF CONTRACT AND RENEWAL OPTIONS The initial contract resulting from this RFQ is expected to run for approximately 3 months, with up to three (3) one-year options to renew, contingent upon receipt of funding to proceed and the procuring needs of the department. SECTION 6 – TOTAL ANTICIPATED EXPENDITURES FOR DURATION OF THE CONTRACT This is a project based contract with deliverables. This contract may be funded by federal funds. Therefore, the successful vendor must comply with any additional procurement or fiscal requirements of the federal agency that awarded the funds being used (in this case, the 2013 Emergency Management Program Grant or EMPG). SECTION 7 – PROCUREMENT DELIVERABLES The proposed solution must address the following requirements:
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE
DETAILED SCOPE OF SERVICES The vendor shall provide an overall project concept to achieve, but not limited to, the requirements listed below. The vendor shall provide a timeline for the specific tasks outlined below as well as any additional tasks as may be needed to successfully complete this project. Adherence to this timeline will be required. Website Development and Launch Requirements 1. INTERFACE The power outages website must support hyperlinks from the Commonwealth’s main Mass.Gov portal page as well as from the MEMA Mass.Gov portal page (www.mass.gov/mema) and must support a large number of unique simultaneous visits (“hits”) as would occur during a large power outage event in the Commonwealth. The website shall have two versions: public facing and internal to MEMA. The public facing version will be available to the general public and shall support a minimum of 10,000 simultaneous users. It will be accessible from MEMA’s website. The internal version will be for a limited number of State employee users and shall be username and password protected. There will be and administration screen with a separate profile to administer accounts Both views of the website will have a functional, user friendly appearance, consistent with the current MEMA web presence and in accordance with Commonwealth Information Technology guidelines. The website will support all major browsers (Internet Explorer, Firefox, Safari, and Chrome) that will work on MS Windows XP and newer versions of MS windows and Apple systems. The application will be accessible via iOS and Android devices for mobile device compatibility. 2. DATA COLLECTION The power outages website will display power outage data from the four private electric power companies (National Grid, Unitil, NSTAR, and WMECO). Each power company has agreed to provide a standard set of data attributes (the criteria was provided by MEMA) in XML format every fifteen (15) minutes on a twenty-four hour basis. The vendor will provide assistance as needed to these four (4) major power companies to develop any data exchange processes. MEMA anticipates collecting the following attributes by community: City or Town (name); Total number of customers (number); Customers without power (number); Customers without power (percentage); Time and date of data update (actual power outage data update time from municipal providers); A link from each community data set to utility websites bringing a user to information on Estimated Restoration Time (ERT); Restoration Zone (on password-protected site only); and Estimated Time of Restoration (on password-protected site only)
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE In communities where more than one of the four major power company supplies electricity, data will be aggregated into a single value. The majority of municipally owned electricity providers do not have automated systems for collecting and disseminating power outage data. The vendor will develop a manual data entry portal to enable municipal power companies to manually enter and self-report power outage data into the system, and sync this data with the datasets provided by the four major utilities for one common operating picture. 3. HOSTING AND DATA STORAGE The website and database will be hosted on vendor infrastructure for an initial period of one year (12 months) from date of implementation. At this time MEMA and the EOPSS Office of Technology and Information Services will evaluate the ability to migrate the website to another platform, or renew the data hosting services with the vendor for an additional year. As such, the vendor will provide MEMA with an option and associated pricing to renew website and data hosting services for one additional year. In addition, the vendor will include an option and pricing to migrate the website to another platform. The database will retain power outage data for a minimum of 60 days and that data will be available for download in a commonly acceptable format such as Microsoft Excel, comma delimited, XML and/or Adobe Reader for reporting purposes. MEMA must retain the ability to retrieve data at any time (e.g. export data generated over a range of dates during an activation period) during this 60 day period. 4. COMPONENTS The website will have two sections: a MAP and a DASHBOARD. A. The MAP will consist of the following layers and tools available for users: Criteria Functions Public/Internal i. Base map layer - Zoom in/out - Public/Internal (Google Street and Imagery, town boundaries) ii. Power Outages layer (color - Zoom in/out - Public/Internal coded) - View attribute information when selected (community name, county name, MEMA Region, number of customers served, number of customers out of power, percent of community out of power) iii. Labeling (centrally located - Community Name - Public/Internal within town boundary and - Percent of customers out of scale dependent) power - Number of customers out of power iv. Search (geo-locator)
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Zoom to location by street address Zoom to community
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Public/Internal
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE boundary if only community name entered v. Estimated Time of Restoration
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vi. Print
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vii. Export
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Estimated time of restoration for restoration zone (to circuit) Print map (print from zoom extent) Print report (table of current attribute information) Print % of power outage by county with ability to drill down to city/town. Format TBD by MEMA Export attribute information to table/report (Excel.comma delimited, XML or pdf format)
Internal
Internal
Internal
B. The DASHBOARD will be placed on the side of the map and will contain tabs/windows for: i. Legend ii. Quick view window of total reported outages for the Commonwealth iii. List of all counties, cities and towns in the Commonwealth, with the total number of customers and number and percentage of customers without power, all three of these attributes can have sort ability. Format TBD iv. Time / Date Stamp of latest data refresh v. Hyperlinks to the four major companies’ websites (National Grid, Unitil, NSTAR, WMECO) and their respective power outage maps, estimated restoration times, and other related outage data. vi. A Disclaimer – language to be provided by MEMA 5. DATA ENTRY APPLICATION The vendor will develop a user interface to enable all municipally-owned power companies in the Commonwealth [approximately forty seven (47)] to manually enter power outage statistics into the system to create a complete unified picture of power outage information for the Commonwealth as a whole. This data will sync on the quarter hour so as to create one common operating picture for emergency managers across the entire power grid of the Commonwealth. 6. ALERTING SYSTEM The vendor will set up an alerting system that will be activated when power outages reach certain predetermined thresholds as defined by MEMA. The system will notify a list of pre-designated e-mail addresses, to include MEMA Dispatch, by sending a brief e-mail with the name of the town affected by the power outage and the outage status (percent of customers out). At a minimum MEMA shall have the ability to edit (add/delete) the list of e-mail recipients, turn the alerting system on/off, and customize/edit the alerting threshold triggers. 7. MAINTENANCE The vendor will be fully responsible for maintenance of the hardware, software and the website from the website going live on the final production site. As part of regular maintenance during the initial year, the
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE vendor will be included and will participate in on-going communication with MEMA, private electric providers (listed above), and the Department of Public Utilities. 8. WEB SERVICE The vendor will create a REST service of power outage data layers in order to enable MEMA to share it on the ArcGIS Online platform. 9. OWNERSHIP MEMA will own all data and the written script developed to pull the data from the power companies and incorporate it in a seamless layer. 10. Assumptions and Limitations
This project will be managed through the Office of Technical Information Services (OTIS) with the Massachusetts Emergency Management Agency (MEMA) Manager serving as the Business Analyst with assistance from OTIS Infrastructure Services personnel and the vendor team. EOPSS and MEMA will provide access to existing data, systems and applications in a timely manner required by the vendor to perform all tasks. All work performed under this contract shall require documentation of process, data architecture, functionality and user manuals. This project will follow standard project methodology as defined by best practice guidelines with a well-documented project plan and schedule.
11. Project Timeline
This should include, at a minimum, anticipated milestones.
12. Final Budget
This must include all costs required to complete the project. It must include annual maintenance costs for the next three fiscal years (July – June).
The above task list reflects the current priorities of the EOPSS which are subject to change. EOPSS may elect to adjust the agreed upon task list. In addition, EOPSS may elect to add tasks based on the agreed upon time and materials rate. Respondents must include a time and materials rate in their Response. SECTION 8 – PROCUREMENT AND CONTRACT CONDITIONS General The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFQ. Words used in this RFQ shall have the meanings defined in 801 CMR 21.00. Additional definitions may also be identified in this RFQ.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE Unless otherwise specified in this RFQ, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds, and all Cost Responses or figures must be in United States currency. All Responses must be submitted in accordance with the specific terms of this RFQ. Best Value Selection and Negotiation The SST will select the Response which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of EOPSS. The SST and a Selected Respondent, or a Contractor, may negotiate a change in any element of Contract performance or cost identified in the original RFQ or the Selected Respondent’s or Contractor’s Response which results in lower costs or in a more cost-effective approach or better value than was presented in the Selected Respondent’s or Contractor’s original Response. Contract Expansion If additional funds become available during the Contract period, EOPSS reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFQ, 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. Electronic Communication/Update of Respondent’s/Contractor’s Contact Information It is the responsibility of each Respondent/awarded Contractor to keep current the e-mail address of its contact person and prospective Project Manager, if awarded a Contract, and to monitor that e-mail inbox for communications from the SST, including requests for clarification. The SST and the Commonwealth assume no responsibility if a prospective Respondent’s/awarded Contractor’s designated e-mail address is not current, or if technical problems, including those with the prospective respondent’s/awarded Contractor’s computer, network, or Internet Service Provider, cause email communications sent to or from the prospective Respondent/awarded Contractor and the SST Leader/EOPSS Project Manger to be lost or rejected by any means, including e-mail and spam filtering. 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, 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 RFQ. Environmentally Preferable Products and Services EOPSS and Contractor(s) may negotiate during the Contract term to permit the substitution or addition of Environmentally Preferable Products when such products are readily available at a competitive cost and satisfy EOPSS’ performance needs.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE Estimated Provisions EOPSS makes no guarantee that any commodities or services will be purchased from any Contract resulting from this RFQ. Any estimates or past procurement volumes referenced in this RFQ are included only for the convenience of Respondents and are not to be relied upon as any indication of future purchase levels. Minimum Bid Duration Pursuant to MGL Chapter 106, Section 2-205, to the extent that Respondents’ Responses relate to “goods”, as that term is defined in MGL Chapter 106, Section 2-205, they must remain in effect for 90 days from the Response Submission Deadline. 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 EOPSS also terminates said leases, rentals, maintenance, or other agreements for service, which were executed pursuant to the main Contract. Pricing: Federal Government Services Administration or Veteran’s Administration Supply The Commonwealth reserves the right to request from the Selected Respondent(s) initial pricing schedules and periodic updates available under their Government Services Administration (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, the Contractor must notify the EOPSS Contract Manager. Pricing: Price Limitation The Respondent 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 Respondent 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. Reasonable Accommodation Respondents with disabilities that seek reasonable accommodation, which may include the receipt of RFQ information in an alternative format, must communicate such requests in writing to the SST Leader. Requests for accommodation will be addressed on a case-by- case basis.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE
Respondents requesting accommodation may be required to confirm their requests in writing to the SST Leader. The request must state that it is based on disability and specifically identify the accommodation desired. Although entities of the Commonwealth will make all reasonable efforts to accommodate the requests of Respondents with disabilities, they reserve the right to reject unreasonable requests. Subcontracting Policies Prior approval of EOPSS is required for any subcontracted service of the Contract. Contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors. Restriction on the Use of the Commonwealth Seal Respondents and Contractors are not allowed to use 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. Provisions to be Included in Contract Project Manager The Contractor must designate one (1) of its full-time employees (not a consultant or independent contractor) to serve as the Project Manager. The Project Manager will be responsible for administering the Contract and managing all day-today operations under the Contract on behalf of the Contractor. The Contractor must notify the EOPSS Project Manager of any change in the name, address, telephone number, fax number, or e-mail address of the Project Manager. At its discretion, EOPSS may require that the Contractor remove the Project Manager. EOPSS will require the Contractor to replace the Project Manager with an employee satisfactory to EOPSS. The Project Manager will be the principal point of contact with EOPSS. EOPSS will designate one (1) of its employees to serve as the EOPSS Project Manager, who will be responsible for administering the Contract and managing all day-to-day operations under the Contract on behalf of EOPSS. The EOPSS Project Manager, alone, is not authorized to amend the Contract. EOPSS will notify the Contractor Project Manager of any change in the name, address, telephone number, fax number, or e-mail address of the EOPSS Project Manager. The EOPSS Project Manager will be the principal point of contact with the Contractor. Invoicing The Contractor must bill EOPSS by submitting an accurate invoice to the EOPSS Project Manager. The invoices must itemize the cost of the deliverables and services billed and present clearly the basis for any calculations for items such as retainage or prompt payment discounts (PPDs). EOPSS and the Selected Respondent will negotiate the frequency and format of each invoice. EOPSS will pay the Contractor through EFT.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE Results Oriented EOPSS’ goal is to partner with the Contractor on this project using a results-oriented model. Payment will be “results-oriented”, not based on the level of effort expended (“efforts-oriented”). EOPSS requires a fully implemented solution that functions in accordance with its requirements. The solution will not be useful except to the extent that the final implementation is accepted. EOPSS will make interim installment payments based on agreed upon milestones and an approval/acceptance procedure. However, each installment is an interim payment only, subject to EOPSS’ final acceptance of the system. Specifically, EOPSS requires a total solution and therefore, payments tied to individual deliverables remain conditioned upon EOPSS’ final acceptance of the system. Warranties The selected Vendor must agree to provide a twelve (12) month warranty on the delivered solution. The twelve (12) month warranty period commences as of the final acceptance of the solution, not upon any “go-live” or production use. The warranty period may be extended until such time as all nonconformities arising during the warranty period are remedied by the Contractor. The Contractor must warrant that any software provided to EOPSS (whether or not via a subcontractor, sublicense, etc.) contains no disabling devices. A disabling device includes any virus, worm, built-in, or use-driven mechanism, injurious or damaging algorithm, time bomb, or other software or hardware that can disable or adversely affect the use of the software (delivered by the Contractor) or harm any of EOPSS’ data, network, or other software. This warranty extends to third-party software delivered by the Contractors and/or its subcontractors. The Contractor must warrant that all of the technology-related components of the solution are interoperable with one another. In some cases, backward and forward compatibility among versions may also be required including, if specified by EOPSS in the requirements documents, interoperability with components/systems other than those implemented and/or delivered by the Contractor. EOPSS requires representations and warranties regarding compliance of the solution with certain federal regulations, and regarding debarment and/or exclusion of the Contractor (or its subcontractors) from federally funded programs. Contract Termination In the event of any termination of the Contract, the Contractor shall accomplish a complete transition of the services that the Contractor or any of its subcontractors were performing at the time of termination, to EOPSS, or to any replacement provider designated by EOPSS, without any interruption of, or adverse impact on, the services (including with respect to software licensed to EOPSS or the Commonwealth hereunder) or other services provided by third parties (the “Separation”). The Contractor shall cooperate with EOPSS and any new service provider and otherwise promptly take all steps required to assist EOPSS in effecting a complete Separation. The Contractor shall provide all information regarding the services or as otherwise needed for Separation, including extension of software licenses, data conversion, interface specifications, and related professional services. The Contractor shall provide for the prompt and orderly conclusion of all work, as EOPSS may direct, including completion or partial completion of projects, documentation of work in process, and other measures to assure an orderly transition to EOPSS or EOPSS’ designee.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE All services related to Separation shall be deemed a part of the services required by the Contract and shall be performed by the Contractor at no additional cost to EOPSS. The Contractor’s obligation to provide the services shall not cease until a Separation satisfactory to EOPSS, including the performance by the Contractor of all asset transfers and other obligations of the Contractor provided in this Section, has been completed. Additional provisions relating to Contract termination and Separation will be negotiated by the Selected Respondent and the Department. Subcontractor Changes Subcontractors may be used to perform work under the Contract with EOPSS’ prior written approval. The Contractor must provide EOPSS with a copy of all contracts between the Contractor and its subcontractors. The substitution of one subcontractor for another may be made only with the prior written approval of EOPSS’ Contract Manager. The Contractor will be, and will remain, fully responsible for the subcontractors’ compliance with all terms, conditions, and specifications of the Contract. This responsibility also extends to the Contractor’s obligations regarding warranties, maintenance, and support. EOPSS requires agreement regarding warranties, fix times, schedule maintenance down-time, etc. irrespective of whether deliverables or services are to be provided by third parties other than the Contractor. To the extent that third-party providers are needed to provide software, infrastructure, or other consulting services to deliver the solution, it is expected that the Contractor will serve as the prime contractor. In its capacity as the prime contractor, the Contractor shall manage the relationship with the subcontractors and assume all responsibility for the performance of the subcontractors. EOPSS must have the option to license or purchase software or hardware directly from third-party vendors, but this shall not reduce the Contractor’s obligations as the prime contractor. SECTION 9 – INSTRUCTIONS FOR RESPONSE SUBMISSION Responses to this RFQ
[email protected].
should
be
sent
to
the
Point
of
Contact
at
The Email Subject line should begin with OTIS2014-009 Massachusetts Emergency Management Agency Power Outage Website. The deadline for responses is Friday, June 20, 2014 at 5:00 p.m. Faxed or mailed responses are not acceptable. Areas to Include in Response EOPSS expects Respondents to propose creative, competitive solutions in response to the needs identified within this RFQ. Proposals should be prepared as simply as possible and provide a straightforward and concise description of the respondent’s capabilities to satisfy the requirements of this RFQ.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE Identification of Company Respondents must provide a brief firm profile, not to exceed one page in length, including basic information about the company, such as Company name, full location address, URL address (if applicable), contact person, telephone number, fax number, and email address. Project Management
Respondents must designate a Project Manager who will be responsible for overall management and for ensuring performance under the Contract.
Respondents must include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided.
Respondents must provide a statement confirming the Respondent’s understanding of the RFQ.
Each respondent must present a summary of the Respondent’s proposal that includes an overview of the approach to completing the tasks identified within this RFQ.
Respondents must list the key personnel who will be responsible under the Contract.
Each respondent must explain how it plans to monitor and evaluate the performance of subcontractors (if used) and Respondent personnel.
Respondents must provide the name, title, telephone number, fax number, mailing address, e-mail address, and work hours of a person who will be available to answer any questions concerning Respondent’s proposal.
Respondents must explain how the process for communication, risk mitigation, and change management will be handled.
Project Plan
Respondents must include in the proposal a detailed project plan that sets forth the various phases of the project, gives initiation, milestone and completion dates for each phase; identifies the proposed project team members responsible for each phase; and provides estimates of the person hours required to complete each phase. Respondents must provide a statement and outline indicating the anticipated level and extent of EOPSS resources required during the engagement. The plan should also detail the frequency and timing of formal progress reviews which will be required to be held at EOPSS.
Respondents must describe at what location they intend to perform the different phases of the project.
Cost Proposal Each Bidder’s response to this RFQ must include a cost proposal for the total engagement inclusive of software licenses, implementation and customization services, training, and support.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE The cost proposal must itemize the cost for services, software, hardware, maintenance, and all deliverables identified in Section 7 of this procurement. Travel Expenses may be incurred separately from the fixed-fee rate. However, please note that the proposed fixed-fee plus estimated travel expenses will together comprise the all-inclusive cost for this project. Estimated travel expenses, NOT including commuting to and from the State work site, must be included with the Respondent’s submission. No travel expenses will be reimbursed without the prior written approval of EOPSS’ Project Manager. The Vendor’s response should include an annual cost estimate for maintenance. The estimate should cover 3 years post warranty. Costs that are not specifically identified in a Response, and accepted by EOPSS as part of the Contract, will not be compensated under the Contract. EOPSS will not be responsible for any costs or expenses incurred by Bidders in responding to the RFQ. This project is a fixed-price Contract. All payments are contingent upon delivery or completion of certain milestone deliverables and EOPSS’ acceptance of the milestone deliverables in accordance with the evaluation and approval procedures set forth in the Contract. Unless adjusted pursuant to a change order, all prices are fixed as set forth in the Contract at the time of execution. Change requests should not, in all cases, subject EOPSS to changes in the price cap. Changes within scope should not be considered a chargeable change. EOPSS will not pay the Contractor’s cost for responding to a change request. SECTION 10 – DEADLINE FOR REPONSES AND PROCUREMENT CALENDAR Deadline for Responses OTIS2014-009 RFQ responses are due to EOPSS no later than Friday, June 20, 2014 at 5:00 p.m. Procurement Calendar EOPSS has forecasted these milestones and dates. These dates are subject to change at the department’s sole discretion. Respondents will be notified by EOPSS’ project manager of any date or time changes via an amendment. Event
Date
RFQ issued to ITS43 Technical Specialist Vendors
Tuesday, June 10, 2014
Submission of Questions by Vendor Deadline
Friday, June 13, 2014 at 5:00 p.m.
Response to Questions distributed
Tuesday, June 17, 2014 at 5:00 p.m.
RFQ Submission Due Date
Friday, June 20, 2014 at 5:00 p.m.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE
Event
Date
Notification of Award
Wednesday, June 25, 2014
Anticipated Start Date of Contract
Tuesday, July 1, 2014
SECTION 11 – QUESTIONS AND CLARIFICATIONS All Respondents’ questions regarding the solicitation must be submitted within the timeframe allotted for questions as indicated in the RFQ Procurement Calendar. Questions may be submitted via email to the RFQ point of contact Paul Holloway at
[email protected]. Alternate Mediums Not Acknowledged: Please note that any questions that are submitted to the SST via any other medium, including those that are sent via mail, fax, email, or voicemail, will neither be accepted nor answered by the SST. The SST reserves the right to consolidate similar questions under one answer. Please note that all requests/questions must be submitted via email to
[email protected]. Only written response(s) emailed by the SST or point of contact will be considered as binding on the Commonwealth. SECTION 12 – EVALUATION All complete responses received on or before the submission deadline defined in this RFQ will be evaluated by the Strategic Sourcing Team (SST). Evaluation areas will include the criteria listed below, in order of importance: The vendor will provide a methodology and timeline in response to this request of the above projects to include milestone meetings, layout reviews, and budget discussions. Responses shall be evaluated using the following criteria: 1. Ability to meet RFQ requirements 2. Written proposal outlining the vendor’s approach to satisfy the requirements, (maximum of five pages); 3. Detailed timeline to complete with major milestones for each upgrade phase (include vendor methodology and timeline in response to this request of the above projects to include milestone meetings, layout reviews, and budget discussions); 4. Commitment to complete the project on or October 1, 2014. 5. Detailed budget with a cost breakout for each enhancement; and 6. Best value to the Commonwealth of Massachusetts. SECTION 13 – INFORMATION TECHNOLOGY (IT) 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 Procedures promulgated by the
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE Commonwealth’s Chief Information Officer. 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 Procedures, 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 www.mass.gov/itd (Policies, Standards & Legal). The Enterprise Public Access Policy For eGovernment 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 or via ITD’s website, www.mass.gov/itd (Key Resources). 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 RFQ and any subsequent RFQs. 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. 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. EOPSS interprets the term “patent and copyright infringement” to mean any intellectual property infringement, including, but not limited to, misappropriation of trade secrets.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE WEB ACCESSIBILITY STANDARDS In addition to the above listed IT standards, the selected Respondent shall ensure that all deliverables delivered pursuant to this RFQ adhere to (1) the Section 508 Standards for Electronic and Information Technology Accessibility, 36 C.F.R. §1194, issued under Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794(d)) (the “Section 508 Standards”), and (2) the Web Accessibility Standards, (the “ITD Standards”) issued by the Commonwealth of Massachusetts’ Information Technology Division (“ITD”), available online at www.mass.gov/itd. For purposes of this RFQ, the Respondents obligations pertaining to these standards shall be limited to those subsections thereof that have been certified by ITD and the Massachusetts Office on Disability as objective and measurable. Such subsections shall be posted by ITD at www.mass.gov/itd. The Section 508 and ITD Standards may be modified from time to time, and Respondents responsible for compliance with the most current version in effect on the date that Respondents executes the contract resulting from this RFQ. Training The selected Respondent shall coordinate with OTIS in the identification of all prospective attendees at training who require accommodation, and shall cooperate with OTIS in its provision of such accommodation. All technical and user documentation and any additional training material delivered by the Respondent under this Agreement shall include alternative keyboard commands that may be substituted for mouse commands. Any documentation delivered under this Agreement and wholly owned by OTIS shall be in an agreed-upon editable format. AT/IT Environment List Generic Assistive Technology and Information Technology (AT/IT) Environment List (included in the RFQ Document Library) sets forth a list of the specific assistive technology (AT) (including class, brand, and version) and specific desktop configuration against which the Respondent’s deliverables will be tested under this Agreement (the “AT/IT Environment List”). Software Developed Under the Agreement Prior to commencing any design work under this Agreement, the Respondent’s Project Manager and design professionals shall meet with the Commonwealth’s project manager to review the Section 508 and ITD Standards, and the AT/IT Environment List, and to discuss their impact on the design process. The Respondent shall test every software deliverable required under this Agreement, including the custom code created to customize commercial off-the-shelf software (COTS) (collectively, “Deliverables”), and any updates, new releases, versions, upgrades, improvements, bug fixes, patches or other modifications to the software (“Enhancements”) developed under this agreement, against Section 508 and ITD Standards, and for interoperability with the AT and IT environment listed in the AT/IT Environment list. At the time each such Deliverable or Enhancement is delivered to OTIS, the Respondent shall deliver to OTIS and to the ITD Accessibility Laboratory (the “ITD ATL”) the results of such testing. In addition, the Respondent shall cooperate with the ITD ATL, and any Accessibility Testing engaged by the ITD ATL, or by OTIS under the supervision of the ITD ATL, in the performance
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE of testing. The ITD ATL, any Accessibility Testing vendor engaged by the ITD ATL, or by OTIS under the supervision of the ITD ATL, shall test each Deliverable or Enhancement against the Section 508 and ITD Standards, and for interoperability with the AT and the IT environment described in the AT/IT Environment List. The ITD ATL shall certify such deliverables or Enhancements as compliant with the Section 508 and the ITD Standards and interoperable with the AT and environment described in the AT/IT Environment List. The Respondent shall be responsible for curing each instance in which its deliverables fail to comply with the Section 508 or ITD Standards. The Respondent shall use best efforts to cooperate with OTIS, the ITD ATL, 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. The Respondent shall provide a credit against amounts due by OTIS under this agreement for all testing, including repeat accessibility testing required with respect to Deliverables or Enhancements that fail initial testing with respect to the Section 508 or ITD Standards and are required by the ITD ATL to be retested in that regard. Such credits shall not exceed 5% of either (1) the total fixed price due the Respondent under the Agreement resulting from this RFQ, or (2) the total not-to-exceed amount of the Agreement if entered under a time and materials basis. COTS and ASP Software The Respondent shall conduct testing against the Section 508 and ITD Standards, and for interoperability with the AT and IT environment listed in the AT/IT Environment list, on all COTS referenced in the bid that must be acquired by OTIS through another agreement (such as the Commonwealth’s statewide software reseller agreement) in order to implement the system to be delivered by the Respondent under this Agreement, and all COTS (including, for purposes of this section, COTS configured by the Respondent), or software to be provided by the Respondent or its subcontractors in their capacity as application service providers (ASPs), delivered under this agreement, and any Enhancements thereto or new versions thereof, prior to its delivery to OTIS (collectively, COTS and ASP Software).The Respondent shall deliver to both OTIS and the ITD ATL the results of such testing with each delivery of COTS or ASP Software. The Respondent need not conduct such tests for COTS and ASP Software for which accessibility testing has already been conducted and test results have already been provided to the ITD ATL. Instead, the Respondent shall provide notice to OTIS that such software has already been certified by the ITD ATL. The notice shall include the name of the software or Enhancement, and the date the software was so certified. The ITD ATL, or any Accessibility Testing Vendor engaged by the ITD ATL, or by OTIS under the supervision of the ITD ATL, shall test such software for accessibility against the Section 508 Standards and the ITD Standards, and for interoperability with the specific AT and the IT environment set forth in the AT/IT Environment List. The ITD ATL shall certify as accessible all software so tested that complies with the Section 508 Standards and the ITD Standards, and is interoperable with the AT and the environment specified in the AT/IT Environment List, and shall maintain a central web-based list of certified software for use by the Executive Department. The Respondent shall be responsible for curing each instance in which its deliverables fail to comply with the Section 508 and ITD Standards. Respondents shall use best efforts to cooperate with OTIS, the ITD ATL, and any pertinent AT vendor to correct any problems
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE 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. The Respondent shall provide a credit against amounts due by OTIS under this agreement for all testing, including repeat accessibility testing required with respect to Deliverables or Enhancements that fail initial testing with respect to the Section 508, ITD Standards and are required by the ITD ATL to be retested in that regard. Such credits shall not exceed 5% of the either the total fixed price due [Selected Vendor] under this Agreement, or the total not-toexceed amount of this Agreement if entered under a time and materials basis. The Respondent shall not deliver COTS or ASP software under this Agreement that fails to meet such standards unless it has documented (1) that it has performed due diligence in seeking accessible alternative COTS or ASP Software, offering equivalent features and functionality to the inaccessible COTS or ASP Software, for which the Respondent is or can readily become a licensed distributor; and (2) the cost of developing substitute accessible software under this Agreement. (Such documentation need not include reference to any specific competing COTS or ASP Software and its level of accessibility). COTS or ASP Software delivered under this Agreement or under another contract with a state agency in connection with a system delivered under this Agreement that does not meet the Section 508 Standards or the ITD Standards shall be acceptable if either (1) the software Respondent provides a roadmap for meeting such standards and interoperating with such AT or (2) the agency seeks and obtains a waiver from ITD that it would be an undue hardship on the agency to eschew use of such COTS or ASP Software. Maintenance Agreements Any maintenance agreement entered by the successful Respondent and OTIS in connection with the system delivered pursuant to this RFQ shall require the Respondent to cooperate with OTIS in its efforts to resolve interoperability problems that arise during the term of the maintenance agreement related to the use of such system with specific AT in a specific IT environment. ACCESS TO SECURITY-SENSITIVE INFORMATION Massachusetts Executive Order 504 Respondents shall describe (1) their own and their proposed subcontractors’ respective internal security procedures and policies applicable to work performed by them for customers and (2) the particulars of any circumstances over the past five (5) years in which the bidder or its proposed subcontractor(s) has caused a breach of the security, confidentiality or integrity of a customer’s data. System and Data Security Section 6 of the Commonwealth Terms and Conditions states: “Confidentiality. The Contractor shall comply with M.G.L. C. 66A if the Contractor becomes a "holder" of "personal data". The Contractor shall also protect the physical security and restrict any access to personal or other Department data in the Contractor's possession, or used by the Contractor in the performance
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE of a Contract, which shall include, but is not limited to the Department's public records, documents, files, software, equipment, or systems.” In addition to the foregoing requirements, the Respondent must agree that, as part of its work effort under the agreement entered pursuant to this RFQ, the Respondent will be required to use the following Commonwealth personal data under MGL c. 66A and/or personal information under MGL c. 93H, or to work on or with information technology systems that contain such data in order to fulfill part of its specified tasks. For purposes of this work effort, electronic personal data and personal information includes data provided by EOPSS to the winning bidder which may physically reside at a location owned and/or controlled by the Commonwealth or EOPSS or selected Respondent. In connection with such data, the winning bidder will implement the maximum feasible safeguards reasonably needed to: Ensure the security, confidentiality and integrity of electronic personal data and personal information; Prevent unauthorized access to electronic personal data or personal information or any other Commonwealth Data from any public or private network; Prevent unauthorized physical access to any information technology resources involved in the winning bidder’s performance of a contract entered under this RFQ; Prevent interception and manipulation of data during transmission to and from any servers; and Notify EOPSS immediately if any breach of such system or of the security, confidentiality, or integrity of electronic personal data or personal information occurs. ADDITIONAL MANDATORY STANDARDS The selected Respondent’s solution must comply with the requirements set forth in latest version of the following: SECTION 14 – FINANCIAL TERMS Payments will be made upon acceptance of the Respondent’s invoice and the successful completion of expected deliverables. Change orders, if required, must be negotiated between the successful respondent and EOPSS and approved by the EOPSS project manager. SECTION 15 – MAINTENANCE AND SUPPORT Respondents are required to submit an annual maintenance and support program and associated costs for the systems and services proposed within this RFQ. Respondents must provide a detailed description of the maintenance and services offered, including updates to software and the approach used to provide maintenance, updates, and support services; as well as a cost estimate for three-year period. The selected Vendor must be available for support seven days a week between the hours of 7 am and 10 pm Eastern Standard Time (EST). The selected Vendor shall provide a separate pricing option for 24/7 support availability.
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Request for Quotation OTIS2014-009 MEMA POWER OUTAGE WEBSITE SECTION 16 – REQUIRED SPECIFICATIONS All Respondents are required to include, as part of their proposal, a statement acknowledging they have read and understand the following documents as they relate to this RFQ: Copies of these documents are available on Comm-PASS on the Forms and Terms Tab as well as in the OSD Forms section at http://www.mass.gov/osd under “Key Resources.”
RFQ-Required Specifications RFQ-Required Specifications for Information Technology RFQ-Other Specifications
SECTION 17 – Intellectual Property Agreement for Vendor’s Employees, Contractors and Agents The successful respondent’s shall ensure that all their personnel providing services under the contract regardless of whether they are respondent’s employees, contractors, or agents, shall, prior to rendering any services under the contract, sign the “Intellectual Property Agreement for Vendor’s Employees, Contractors and Agents”, and return signed copies of the same to the EOPSS Project Manager.
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