Access and Opportunity Compliance System 12 1 16~1.pdf

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON MASSACHUSETTS 02108-1552

REQUEST FOR RESPONSE (RFR)

ACCESS & OPPORTUNITY COMPLIANCE SYSTEM (AOCS)

Document Number: DCP1711 AD1 RFR Issue Date: December 1, 2016

RFR Response Close/Submission Deadline Due: 2:00 pm January 9, 2017:

UNSPC Commodity Code for this RFR: 43-23-26-06 Compliance Software

This is a single document associated with a complete RFR (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Proposers are responsible for reviewing and adhering to all information, forms and requirements for the entire RFR, which are all incorporated into the RFR.

Responses received after the deadline shall be disqualified. All Proposers should plan advance lead time for uploading proposals in a timely manner prior to the deadline. All Questions and Answers and Bid

Responses must be submitted electronically through COMMBUYS. Proposers must be registered in

COMMBUYS to bid on this Solicitation. Proposers requiring assistance in the registration and use of

COMMBUYS should contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS

Helpline at 1-888-MA-STATE. 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.

http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us

ACCESS & OPPORTUNITY COMPLIANCE SYSTEM

RFR DCP1711 AD1

December 1, 2016

RFR TABLE OF CONTENTS

1 RFR INTRODUCTION, SCOPE AND GENERAL INFORMATION

1.1 Procurement Introduction and Scope of Work

1.2 Applicable Procurement Law for this Goods and Services Procurement

1.3 DCAMM Background and Organization

1.4 Background Information for this RFR

1.5 Eligible Entities

1.6 Number of Awards

1.7 Use of Subcontractors

1.8 Acquisition Method to be Used for Contract

1.9 Performance and Payment Time Frames which Continue Beyond Duration of Contract 11

1.10 Contract Duration and Service Launch Schedule

1.11 Estimated Value of Contract

1.12 Compensation and Structure / Pricing

1.13 Web Accessibility Standards

1.14 Alternatives

1.15 Failure to Perform

1.16 Order of Precedence…………………………………………………………………………………

1.17 Miscellaneous IT System Requirements……………………………………………………………15.

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Timetable

2.2 Proposers Conference

2.2.1 Written Questions via the Bid Q & A on COMMBUYS

2.2.2 Locating Bid Q&A……………………………………………………………………………………..19

2.3 Vendor Interviews and/or Product Demonstrations

2.4 Solicitation Deadline

2.5 Selection

2.6 Contract Execution

3 PROPOSER QUALIFICATIONS, SYSTEM DESCRIPTION AND FUNCTIONAL

REQUIREMENTS, AND SCOPE OF SERVICES

3.1 Proposer Qualifications

3.2 System Description and Functional Requirements

3.3 Scope of Services

4 RESPONSE SUBMISSION REQUIREMENTS

4.1 Guidelines for Response Submission

4.2 Required Response Submissions

5. EVALUATION PROCESS AND CRITERIA

5.1 Strategic Sourcing Team (SST)

5.2 Qualifications

5.3 Evaluation Criteria

6 HOW TO SUBMIT A BID RESPONSE ON COMMBUYS

6.1 Quote Submission Method

December 1, 2016

6.2 COMMBUYS Quote Submission Training and Instructions

6.3 COMMBUYS Support

6.4 Bid Opening Date/Time

6.5 Quote Contents

6.5.1 RFR Submission Checklist

6.5.2 Electronic Signatures

6.5.3 Ink Signatures

6.6 Withdrawing a Quote

6.6.1 Prior to Bid Opening Date/Time

6.6.2 After Bid Opening Date/Time

7 REQUIRED SPECIFICATIONS FOR INFORMATION TECHNOLOGY CONTRACTS………..32

8 ACCESSIBILITY FOR IT SOLUTIONS

9 OSD REQUIRED TERMS FOR ALL RFRS

9.1 General Procurement Information

9.1.1 Access to Security-Sensitive Information

9.1.2 Alterations……………………………………………………………………………………………………..………………….41

9.1.3 Ownership of Submitted Quotes

9.1.4 Prohibitions

9.2 Terms and Requirements Pertaining to Awarded Contracts

9.2.1 Commonwealth Tax Exemption

9.2.2 Contractor’s Contact Information

9.2.3 Contractual Status of Orders and Service Contracts

9.2.4 Publicity

10 OSD RFR REQUIRED SPECIFICATIONS

11 GLOSSARY

EXHIBITS

EXHIBIT A RESPONSE COVER SHEET

EXHIBIT B PROPOSER SUBMISSION CHECKLIST

EXHIBIT C PROPOSER QUALIFICATIONS

EXHIBIT D SYSTEM DESCRIPTION AND FUNCTIONAL REQUIREMENTS

EXHIBIT E RESPONSE TO SCOPE OF SERVICES

EXHIBIT F FUNCTIONAL REQUIREMENTS CHECKLIST

EXHIBIT G PRICING RESPONSE FORM

EXHIBIT H COVER LETTER

EXHIBIT I STATEMENT OF WORK

EXHIBIT J BOILERPLATE VENDOR FORMS

EXHIBIT K VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATES

EXHIBIT L STANDARD COMMONWEALTH FORMS

Commonwealth Standard Contract Form Commonwealth Terms and Conditions

December 1, 2016

Contractor Authorized Signatory Listing Supplier Diversity Program (SDP) Plan Commitment SDP Plan Form #1 Form W-9 Request for Taxpayer Identification Number and Certification Business Reference Form Additional Environmentally Preferable Products / Practices Prompt Pay Discount Form Electronic Funds Transfer Form

APPENDICES

APPENDIX A – COMMONWEALTH OF MASSACHUSETTS INFORMATION TECHNOLOGY CLOUD

PROCUREMENT TERMS

APPENDIX B – COMPLIANCE UNIT CURRENT PROCESS

APPENDIX C – SUMMARY OF FUNCTIONAL REQUIREMENTS FOR CONTRACTOR COMPLIANCE

APPENDIX D1 CURRENT DCAMM COMPLIANCE DATABASE DATA FIELDS

APPENDIX D2 - CURRENT DCAMM WORKFORCE DATABASE DATA FIELDS

APPENDIX E - CURRENT DCAMM DESIGNER AND CONTRACTOR WORKFORCE REPORTING

INSTRUCTIONS

1 December 1, 2016

1 RFR INTRODUCTION, SCOPE AND GENERAL INFORMATION

1.1 Procurement Introduction and Scope of Work

By this Request for Response (RFR), the Massachusetts Division of Capital Asset Management and Maintenance (DCAMM) is soliciting proposals from firms experienced in the provision of full service compliance systems for public construction entities to provide an Internet-based solution to establish and maintain an Affirmative Marketing Program Compliance System (AOCS) through a Software-as-a-Service (SaaS) or third party hosted solution so as to provide 24/7 web-based online access via the Internet.

The AOCS must be secure, reliable, easy to access, navigate and use, be branded for DCAMM, must provide the functionality necessary to fully service DCAMM's Compliance Office operations and needs and meet the requirements of the Commonwealth’s standards for information technology systems and services and all applicable Massachusetts laws.

The intent of this solicitation is to procure a system that will:

Replace and enhance the functionality of DCAMM’s existing Access databases for project tracking, workforce reporting and minority business enterprises (MBE) and women business enterprises (WBE), veteran business (VBE), service disabled veteran owned business enterprises (SDVOBE), and other defined supplier diversity business participation compliance with one fully-integrated system, including the conversion of existing data into the new system. DCAMM's existing Compliance processes, activities and project tracking Access database are described in more detail at Appendix B and C which is incorporated herein.

Consolidate and enhance the process of workforce demographics and certified payroll reporting and tracking by contracting and design firms on public construction and design projects. DCAMM's existing workforce reporting and certified payroll submission processes, activities and contractor reporting Access database for workforce demographics are described in more detail at Appendix D.

Develop a reliable database for improved legally mandated agency reporting, agency tracking and individual project monitoring of MBE/WBE goals, VBE, SDVOBE, Disability Owned Business Enterprise (DOBE) and Lesbian, Gay, Bisexual, Transgender Business Enterprise (LGBTBE) benchmarks and any other future identified supplier diversity business entities and workforce participation goal or benchmark status, data submission, completeness, accuracy and aggregate data.

Provide a secure, web-based portal for contractor, subcontractor, designer and sub-consultant submissions with data validations to ensure completeness, accuracy and overall compliance.

Provide a system and the services necessary to provide DCAMM and its construction contractors, subcontractors, design and engineering primes and design and engineering sub-consultants with a user friendly, fully functional system.

Establish an E-Compliance online platform for contractors and designers to submit project information on progress payments to minority and women owned businesses, veteran and service disabled veteran owned businesses, disability owned businesses, LGBT owned businesses and any other future identified supplier diversity business entities.

Establish an E-Compliance online platform for contractors to upload workforce participation and certified payroll data.

DCAMM is issuing this RFR for an automated solution that would accommodate the state’s annual reporting requirements encompassing the following:

2 December 1, 2016

Allow prime contractors and all applicable lower tier subcontractors, as well as design primes and consultants to input payroll, workforce demographics, and contract and subcontract payment information directly into the system.

Use of data validations and issuance of automatic notifications to ensure complete, accurate and timely submissions for purposes of agency monitoring.

Produce pre-defined reporting that is mapped to current requirements and configurable to capture various reporting date ranges and added categories in the future.

Allow for customized reporting on data as needed by DCAMM and others.

Include the mapping and importation of data from the current Microsoft Access based systems.

Allow importation and Integration of data from existing DCAMM systems (including, but not limited to, PMAS and CAMIS) as required.

This RFR requires full project planning and delivery by the selected vendor to include internal in-house training for DCAMM Access and Opportunity team and relevant DCAMM staff and external training including training for prime contractors, subcontractor, designer and consultants via webinar and online tutorials. Recorded webinars and online tutorials shall be made available 24/7/365 for all end users, Vendor customer support shall also be provided to end users during normal business hours.

The selected Vendor shall have the AOCS and E-Compliance portion of the system developed, branded and fully functioning, with training underway, within ninety (90) days of contract award and written authorization from DCAMM to proceed with the AOCS services and allow for ongoing system modifications and enhancements as requested by DCAMM in a timely manner thereafter.

Vendor is expected to work closely with DCAMM to develop a fully functional AOCS with processes, procedures and functionality which fully meet the requirements set forth within this

RFR.

1.1.1 Scope - Requested Services

DCAMM is seeking a SaaS technical solution to provide the capabilities and support for the AOCS. The SaaS solution must meet Commonwealth enterprise standards including security requirements (see Section 7), as well as industry best practices for web-based applications. With respect to implementation of the System, the Commonwealth has a strong preference for Agile or Hybrid Agile Methodology.

In addition to providing the application software or SaaS specified in this solicitation, DCAMM seeks professional services from the selected Proposer to install, configure and customize, where required, test, implement, and support the selected product, as well as provide training and documentation.

The selected Proposer will be responsible for managing the overall project including all tasks and activities from the initial confirmation of requirements and identification of required configurations/customizations through the design, development, testing, training, deployment, and post deployment of the system. The Proposer will provide training to DCAMM users and provide technical, administrative and user documentation for all end-users. Training shall be provided both as trainings and online training modules. As part of the requested services, the Vendor will work closely with DCAMM to manage project scope, reduce project risk, and proactively resolve project and production support issues. The Vendor will continually communicate and share knowledge with DCAMM.

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The Proposer shall provide ongoing production support, maintenance, and necessary DCAMM requested modifications and enhancements of the integrated solution once it has been deployed for the duration of the contract and throughout the term of any renewals. The Proposer will remain the prime contractor during the support and maintenance period even if it utilizes DCAMM approved subcontractors to provide support services. The Proposer will be responsible for coordinating all activities with their vendors and other third parties as part of the provision of ongoing production support and maintenance services. Vendor shall provide DCAMM with all of the data and information necessary in order for DCAMM to continue its full operations at the conclusion of the contract. The scope of requested services also incorporates all of the information contained in 1.1 above.

The AOCS must:

1. Comply with the Commonwealth’s Cloud Procurement Terms attached hereto as

Appendix A.

2. Product versions shall be fully released, tested, functional and operational (e.g. not

“alpha” or “beta” releases) by the AOCS implementation/”go live” date.

3. Adhere to all legal and technical requirements referenced herein.

This procurement requires that the Proposer develop, establish, host and maintain a reliable, state of the art, fully functional DCAMM branded, AOCS website which will:

a. Host, maintain and provide full 24/7 secure, DCAMM branded, web-based services for all aspects of DCAMM’s AOCS and provide timely, professional, comprehensive technical and customer support and training to DCAMM users, designers, contractors, subcontractors, design consultants and others accessing the system.

b. Provide a publicly available portion of the AOCS to enable DCAMM authorized designers, contractors, subcontractors, design consultants and other external users 24/7 online access through which external users can input, correct, update and verify their weekly submissions of certified payroll and workforce reporting as well as other relevant project data the Prime Contractors and Prime Designer must have access, review and verify submissions made by their subcontractors and design consultants on the projects they are working on. The system must include tracking, reminders and reporting on those submissions that have been timely submitted and verified by the Prime Contractors and Designers and those that are outstanding.

c. Provide a secure AOCS that provides authorized DCAMM internal users with levels of functionality appropriate to their status and usage as designated by DCAMM in order to establish, update, track and maintain detailed records on all aspects of its compliance operations; including but not limited to: Project identifiers such as name, number, type, project manager, contract dollar amount, start and completion dates and other basic data fields; MBE, WBE, M/WBE, VBE, SDVOBE, DOBE, LGBTBE, and any future identified supplier diversity category firms participation by primes and subcontractors/consultants;

MBE, WBE, M/WBE, VBE, SDVOBE, DOBE, LGBTBE and any other future identified supplier diversity category firms payments; compliance activities; submissions of certified payroll by prime contractors and subcontractors at all tiers; prevailing wage monitoring;

submission of workforce demographic data by prime contractors and designers as well as by subcontractors and sub consultants at all tiers; workforce tracking; and any other functions as determined by DCAMM. The AOCS is to provide 24/7 online access through which DCAMM pre-approved users may view, edit, download, export, generate and print reports, and access all functions necessary.

4 December 1, 2016

d. Maintain processes and systems to ensure absolute security for the internal portion of the

AOCS so that only DCAMM authorized staff can access the areas of the system and functionality appropriate to their usage authorizations as determined by DCAMM.

e. Develop and maintain processes and systems to ensure absolute security for the external facing portion of the AOCS so that DCAMM approved external users can access only the areas of the system as determined by DCAMM and can access only data appropriate for their use.

f. Brand and format the AOCS E-Compliance site per DCAMM direction including ability to seamlessly link with DCAMM’s current website.

g. Provide a “Certified Payroll Report Portal” through which the public requesters can electronically access certified payroll reports in compliance with Massachusetts Public Records Laws. Public users will require a login name and password, linked to a valid email address which would allow them access only to those records DCAMM has designated for provision to the requestor. The “portal” shall provide a platform for public record requesters to submit their certified payroll request parameters including but not limited to, search by project name/number, contractor, date range. The system shall provide DCAMM a reporting function of historical public record requester data for example: date of request, date of DCAMM response and date(s) requester accessed the records.

h. The Proposer shall work in close consultation with DCAMM staff in developing the AOCS and E-Compliance site and, through use of appropriate methodology, provide formal mechanisms for DCAMM input throughout the process and shall work closely and cooperatively with DCAMM staff throughout the deployment and ongoing utilization of the system as well as the close-out of the contract. The Proposer shall at all times throughout the term of the contract provide timely, professional, comprehensive support to both DCAMM and users accessing the system.

i. The Proposer shall address systems security, backup, high availability, disaster recovery, performance and unscheduled "downtime", and end of contract transition.

j. Provide such other related functionality or services as DCAMM deems necessary and consistent with this RFR to meet agency needs or applicable law for the

AOCS.

A detailed listing of the fields and functionalities of the requested system appears at Exhibit F and that listing is incorporated in its entirety here as part of the Scope of Services.

1.1.2 Scope - System Implementation and Governance

The following project related tasks shall be completed by the Proposer Work on each task must be completed to the satisfaction of DCAMM.

Task 1 Project Preparation and Design

Task 1.1 Project Management (deliverable - Project Management Plan document)

5 December 1, 2016

The successful Proposer shall provide the necessary management, coordination, and monitoring of all work activities throughout the term of the Contract.

The successful Proposer shall provide, for approval of the DCAMM Project, a Project Management Plan that includes staffing, roles, responsibilities, and skill sets for personnel that will be provided by the successful Proposer, and resources that will need to be provided by DCAMM.

The successful Proposer shall designate a project manager as the single point of contact for the DCAMM. The successful Proposer's project manager shall be assigned to work with DCAMM's Project Team for the duration of the project, and shall be responsible for managing and coordinating all aspects of the work under the Contract, including project management, administration, coordination, attending regularly scheduled meetings and subcontracting, if applicable. DCAMM shall approve the initial appointment and any replacement of the Project Manager during the project term. DCAMM shall have the right to require replacement of the Proposer's Project Manager anytime during the project.

On an ongoing basis, the successful Proposer will conduct project status meetings at DCAMM's offices either live or via conferencing and provide written status reports to the DCAMM no less than weekly throughout the duration of the project. At a minimum, the status reports shall include:

• Tasks accomplished and milestones achieved;

• Identification of any issues impacting the project;

• Updates to the project schedule and completion date(s};

• Project next steps and events;

• Status of any contract change requests.

Task 1.2 System Requirements Analysis

The successful Proposer shall review and analyze DCAMM's software requirements (see Exhibit F Functional Requirements Checklist, including MassIT System Security Requirements), its historical compliance data, and DCAMM's current processes for tracking and managing compliance data. The goal of this project is to provide an accurate and efficient system capable of streamlining, improving and expanding the DCAMM Compliance Unit's current management of its historical and on-going compliance data, which will require a thorough understanding of DCAMM's current processing and system requirements.

Task 1.3 Work Schedule (deliverable - Work Schedule document)

Early on in the project, the successful Proposer shall submit a detailed Work Schedule for approval by the DCAMM Project Manager. The schedule shall identify individual project milestones with dates including, but not limited to, contract deliverable submittals, information gathering meetings, work sessions, knowledge transfer sessions, upgrades, patching, testing periods, training periods, weekly meetings, scheduled system down-time, etc. The successful Proposer will be responsible for maintaining the accuracy of the Work Schedule throughout the life of the contract.

Task 1.4 Work Plan (deliverable - Work Plan document)

6 December 1, 2016

Early on in the project, the successful Proposer shall submit for approval by the DCAMM Project Manager a detailed Work Plan identifying all methods and procedures used to complete the project. The Work Plan shall include, but not be limited to the following:

• Task Descriptions

• Responsible Parties

• Due Dates

• Completion Dates

• Percentage Complete

• Comments/Notes

The Work Plan shall be synchronous with the Work Schedule (see Task 1.3). The successful Proposer shall ensure that the Work Plan is kept up to date throughout the project. If, during the course of the project, the Work Plan or the Work Schedule changes, the successful Proposer shall update the plans accordingly, resubmit them for the DCAMM's approval, and immediately redistribute them to all project team members.

Task 1.5 System Design Document (deliverable - System Design document)

The successful Proposer shall create a System Design Document identifying all components of the system to be installed, upgraded, converted and/or configured including: data, system modules, system-to-system data exchanges via defined interfaces (system data importing, or "SD’s"), reports, queries, customizations, etc. The successful Proposer shall work closely with the appropriate members of the DCAMM Project Team in determining which features or enhancements shall be made available and in what manner they will be configured and used. If required by the DCAMM Project Manager, the successful Proposer shall demonstrate and/or explain any or all of the new system features or enhancements to the DCAMM Project Team and/or to the users that will be affected by the new features or enhancements. The System Design Document shall be in a format approved by the DCAMM Project Manager. If, during the life of the Agreement, the actual system design changes, the successful Proposer shall reflect the changes in the System Design Document and resubmit it for approval by the DCAMM Project Manager.

Task 1.6 Testing and Documentation Plan (deliverable - Testing and Documentation Plan)

The purpose of testing is to find issues, problems and/or defects early in the development process, thereby reducing the lost time and costs associated with fixing them. The purpose of documenting the completed testing is to provide a clear record of what has been tested for system acceptance and change management purposes.

The successful proposer shall complete a Testing and Documentation Plan that addresses the entire testing process, including planning, script development, script execution, problem remediation, and re testing for all relevant tasks associated with the work. The successful Proposer shall develop and provide the Testing and Documentation Plan, including the testing scripts for the DCAMM Project Manager's approval prior to any testing. The Testing and Documentation Plan shall be synchronous with the Work Schedule. The format and content of the Testing and Documentation Plan shall be subject to the DCAMM Project Manager's approval. At a minimum, test scripts developed by the successful Proposer shall contain:

• A clear and concise description of the item or functionality being tested;

• The expected results;

7 December 1, 2016

• Space for the tester to provide:

o The actual results;

o A pass/fail status indicator;

o One or more screen-images (via cut & paste);

o A detailed note from the tester or observer (if desired);

o Spaces for sign-offs (tester, observers).

The successful Proposer shall be responsible for executing, clearly documenting, and signing off on all testing. DCAMM Project Team members will oversee and sign off on all testing documentation. Signing off on test results and documentation validates that the signer agrees that the testing was done in good faith, was complete, and that the results were accurate.

During testing, the successful Proposer shall log all issues, problems, and/or defects identified. After analyzing the issues, problems and/or defects, the successful Proposer shall provide a detailed description of the proposed remediation efforts for each item.

Following the DCAMM's approval of the remediation work associated with each issue, problem, and/or defect, the successful Proposer shall complete the remediation work.

Following completion of the remediation work, the successful Proposer shall re-test the appropriate modules, customizations, reports, or queries using the appropriate testing scripts and document the results. This test/log/analyze/remediate/re-test/re-document cycle shall be repeated as many times as is necessary and until all individual testing returns a status of "Pass" (i.e., without issues, problems, and/or defects). Testing shall not be considered complete until all issues, problems, and/or defects that are not software vendor-specific are resolved to the satisfaction of the DCAMM Project Manager.

Task 1.7 Change Management and Knowledge Transfer Plan (deliverable - Change Management and Knowledge Transfer Plan document)

The successful Proposer shall work closely with members of the DCAMM Project Team to develop a Change Management and Knowledge Transfer Plan detailing, at a minimum:

• Which DCAMM procedures or processes may need to change due to functionality or features within the system;

• The knowledge transfer plan (i.e., training plan) that will provide the functional and technical knowledge needed for DCAMM staff to use the system efficiently;

• A list of recommendations for revising current procedures or processes that may benefit from or conflict with new or enhanced system functionalities.

• A training plan for initial and ongoing internal and external user training and knowledge transfer.

The format and content of the Change Management and Knowledge Transfer Plan shall be subject to the DCAMM Project Manager's approval.

Task 2 - System Configuration for Manual Data Entry

The successful Proposer shall configure the system to accommodate DCAMM's requirements for manual data entry. The successful Proposer shall work closely with members of the DCAMM Project Team to ensure that the system is set up and configured appropriately for all of DCAMM's users. All successful Proposer-verified requirements, customizations, SOis, conversions, scripts, programs, reports, and queries shall be implemented as part of the contract work.

8 December 1, 2016

The successful Proposer shall review all supporting software vendor release notes associated with the applicable software defect fixes, bundles, maintenance packs, and service packs, and shall provide a recommendation and discussion of which should be applied during the implementation process. The successful Proposer shall be responsible for applying, testing, and documenting any and all software defect fixes, bundles, maintenance packs, and service packs that have been issued by the software vendor.

Task 2.1 System Configuration for Manual Data Entry Testing

The successful Proposer shall collaborate with DCAMM Project Team members to execute the testing scripts that will provide confidence, as determined by the DCAMM Project Manager working in conjunction with the DCAMM Project Team, that the system configuration has been completed successfully per the Testing and Documentation Plan.

Multiple test/log/analyze/remediate/re-test iterations may be necessary in order to ensure that the tested functionality is working correctly.

Task 3 Historical System Data Conversion/Importing

The successful Proposer shall convert DCAMM's historical bulk compliance data in the most complete and appropriate ways possible, as determined by the DCAMM Project Manager, and shall import the converted data into the system for use by DCAMM system users. The successful Proposer shall convert and import the data into the system in such a way as to produce valid, usable data records that do not violate the integrity or reduce the efficiency of the system. All procedures, programs, scripts, or processes needed to convert the data shall be provided by the successful Proposer as a part of this work.

Task 3.1 Historical System Data Conversion/Importing Testing

Project Manager working in conjunction with the DCAMM Project Team, that the data conversion and import process has been completed successfully per the Testing and Documentation Plan. Multiple iterations of conversion and testing may be necessary in order to ensure the success of the conversion and importing work.

Task 4 On-Going System Data Importing

The successful Proposer shall configure the system to enable the importing of on-going Compliance Data created by other DCAMM systems and/or processes. The successful Proposer shall provide an effective solution for DCAMM users to format the on-going Compliance Data in such a way as to make uploading user friendly. The system's importing process should provide the user with clear and insightful messages acknowledging the success or failure of importing processes.

Task 4.1 On-Going System Data Importing Testing

Project Manager working in conjunction with the DCAMM Project Team, that the on-going data importing has been completed successfully per section 1.1.6 and the Testing and Documentation Plan. Multiple iterations of configuration and testing may be necessary in order to ensure the success of the work.

9 December 1, 2016

Task 5 Knowledge Transfer

Following the successful system testing as determined by the DCAMM Project Manager, the successful Proposer shall fully execute the Knowledge Transfer Plan developed in Task 1.

Knowledge Transfer shall include technical and functional level user training. All trainers provided by the successful Proposer shall be knowledgeable in their subject areas and well-suited to training in a corporate environment. DCAMM reserves the right to request that any trainer be replaced at any time and at no additional cost to DCAMM.

Task 6 Transition to Production

Following the successful execution of Task 5 (Knowledge Transfer) as determined by the DCAMM Project Manager, the transition to a production environment work can begin. The successful Proposer shall develop and implement all programs, scripts, queries, and/or procedures necessary to complete a successful transition to a production environment that is in strict conformance with industry standards and recommended best practices for systems of this type. The successful Proposer shall complete the transition work in a manner that minimizes production system down-time during regular business hours (8:00 a.m. through 6:00 p.m., EDT, Monday through Friday), and may require the successful Proposer to work during off-hours and/or weekends for unspecified periods of time at no additional cost to DCAMM.

Task 7 On-Going Support and System Maintenance

The successful Proposer shall provide knowledgeable system technicians who will be able to provide general and technical level application support by either telephone or e-mail between, at a minimum, the hours of 8:00 a.m. through 6:00 p.m., EST/EDT, Monday through Friday, except on federal holidays. The successful Proposer shall monitor all aspects of the system's health, and shall upgrade and patch the system's software as recommended by the system's software vendors (operating system, application, database, web servers, etc.). Once per year, the successful Proposer shall provide to DCAMM:

1. A detailed description of the resources used by the system (number of servers, disk space available, disk space used, core memory assigned, etc.);

2. A detailed listing of all software in use for the system, including software versions, service pack levels, patch levels, etc.

3. A full dump of all system data (media to be pre-arranged).

Note that DCAMM owns all data associated with this system in perpetuity, and does not allow for the sharing or unauthorized copying of any part of the data without the express written consent of DCAMM.

At the termination of the contract the incumbent shall provide DCAMM with a complete dump of the system database(s) in a format and media determined by DCAMM.

Task 8 System Transition

Should it be necessary, at any time for the transfer of system operation to a successor operator the incumbent shall fully cooperate with DCAMM and representatives of the successor operator in planning for, and the execution of project handover; such that the actual transition will be seamless and occur without obvious disruption to management and users both internal and external.

1.2 Applicable Procurement Law for this Goods and Services Procurement

This procurement is issued under the following laws: MGL c. 7,§22; c.30, §51, §52; and 801 CMR 21.00

10 December 1, 2016

1.3 DCAMM Background and Organization

The Division of Capital Asset Management and Maintenance (DCAMM), an agency within the Executive Office for Administration and Finance (A&F) is responsible for capital planning, major public building construction, facilities management, and real estate services for the Commonwealth of Massachusetts. The agency was created by the legislature in 1980 to promote quality and integrity in the management and construction of the Commonwealth’s capital facilities and real estate assets.

DCAMM oversees the Commonwealth’s capital assets, totaling over 75 million square feet. The agency manages over $2 billion in capital projects, working with state agencies on the full cycle of their strategic facility needs. DCAMM directly manages 5.5 million square feet of state buildings, and for those buildings not managed by DCAMM, we assist our client agencies using comprehensive and cost-effective maintenance and management strategies and standards.

DCAMM is also responsible for all state real estate activities, including acquisition of property, disposition of surplus property and the leasing of space on behalf of state agencies, for offices and other facilities.

1.4 Background Information for this RFR

DCAMM Office of Access and Opportunity

The Division of Capital Asset Management and Maintenance's (DCAMM’s) Office of Access and Opportunity helps to create maximum value by expanding access and creating opportunities for contractors, subcontractors, women and minority owned businesses as well as other stakeholders in public construction and design. Access and Opportunity works in conjunction with the agency’s other business units to create a seamless user experience, resulting in maximum efficiency and productivity

Contract Compliance Unit

In accordance with Massachusetts General Laws and applicable Executive Orders DCAMM is required to file certain quarterly and annual reports on both Minority Business Enterprise and Women Business Enterprise participation on its construction and design projects as well Veteran Business Enterprise, Service Disabled Veteran Business Enterprise and minority and women workforce participation for all state construction contracts and design projects. In addition there are current and anticipated future reporting requirement for Veteran Business Enterprise, Service Disabled Veteran Owned Business Enterprise, Disability-Owned Business Enterprise and Lesbian, Gay, Bisexual, Transgender Business participation on construction and design projects as well as veteran workforce participation. These include: employee demographic data to track participation of women, minority and veteran construction trade and design services workers, and Payments to MBE, WBE, M/WBE firms as well as VBE, SDVOBE, DOBE and LGBTBE on public construction contracts and design contracts.

The Division of Capital Asset Management and Maintenance's (DCAMM's) Office of Access & Opportunity Compliance Unit monitors performance against program goals and benchmarks under the Affirmative Marketing Program for Design and Construction established under M.G.L.

Chapter 7C, §6,and the Supplier Diversity Program established under various Executive Orders with both of these programs addressed in Administrative Bulletins. Public construction and design projects undertaken by DCAMM and other public awarding authorities, including municipal projects receiving state funding, provide significant opportunities for MBE, WBE, M/WBE, VBE, SDVOBE, DOBE and LGBTBE and other firms to participate on these projects.

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Design and Construction MBE/WBE goals on agency projects are based on DCAMM’s statewide disparity study, and project specific considerations including scope, size, and availability of the relevant firms. Our combined MBE/WBE baseline goals are currently 10.4% for construction, and 17.9% for design, and are modified as appropriate based on the project. MBE and WBE firms are firms that meet required criteria for ownership and control by minorities and/or women and have been so certified by Supplier Diversity Office (SDO).

The Unit is responsible for annual reporting on workforce and supplier diversity compliance to the Governor’s office. Commonwealth workforce goals are currently set at 6.9% for Female and 15.3% Minority participation, which is calculated against the total number of hours worked, by trade and by contractor. Every contractor with labor on a construction project, and every prime consultant on design projects are required to report worker demographic (gender, race, veteran and zip code) and prevailing wage data (construction projects only).

The appendices referenced below and attached to the RFR provide background information and data.:

Appendix B - Overview of Current Compliance Unit Activities and Reporting Requirements, Appendix C - Listing of Current Compliance Unit Project Tracking and Database Forms and Fields

Appendix D - Current Compliance Unit Workforce Reporting Database Fields and Instructions

Appendix E - Relevant Laws and Executive Orders

1.5 Eligible Entities

Multiple Departments may Contract – This RFR allows the option for other state agencies, departments and political subdivisions to contract separately for services under the terms of this RFR.1.6 Number of Awards

This procurement will result in a single contract with the selected Proposer.

1.7 Use of Subcontractors

Subcontractors must be identified in the Proposer's proposal wherever possible. The successful Proposer cannot assign or sublet the whole or any part of the contract or enter a subcontracting agreement with respect to it without DCAMM’s prior written approval of such subcontractor.

1.8 Acquisition Method to be Used for Contract

DCAMM seeks to procure the services needed among those requested in the RFR that best meet the needs of the agency and the Commonwealth at any given time and intends to enter into a contract based upon best value provided by the selected proposer and negotiations as to the scope of the contract. DCAMM reserves the right to request best and final offers from firms submitting proposals.

1.9 Performance and Payment Time Frames which Continue Beyond Duration of Contract

All term leases, rentals, maintenance or other agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes (limited to the timeframe 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.

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Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance or other agreements for service, which were executed pursuant to the main contract.

1.10 Contract Duration

The initial contract duration is three (3) years with two (2) options to renew not to exceed one (1) year each, with each option at the sole discretion of DCAMM, based on DCAMM’s needs, and satisfactory performance in terms of quality, compliance with schedules, and budget.

Contract Duration Number of Options Number of Years/Months

Initial Duration

3 years

Renewal Options

2 Not to exceed 1 year each

Total Maximum Contract Duration

5 years

DCAMM reserves the right to remove the selected Vendor from this contract at any time if their service or performance does not meet DCAMM’s needs or expectations and/or if services are no longer required.

DCAMM anticipates that the initial work to configure, customize and implement the AOCS will commence immediately upon contract execution.

The selected Vendor shall have the AOCS and E-Compliance portion of the system developed, branded and fully functioning, with training underway, within ninety (90) days of contract award and written authorization from DCAMM to proceed with the AOCS services.

1.11 Estimated Value of Contract

The estimated value of this Contract is $140,000. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this RFR. Any estimates or past procurement volumes referenced in this RFR, if any, are included only for the convenience of Proposers, and are not to be relied upon as any indication of future purchase levels.

1.12 Compensation and Structure / Pricing

The rates to be paid for any Vendor’s services shall be specified in the Contract and shall not exceed the maximum rates identified in the Contract. The services required shall be consistent with those required in the Contract except as specified in any alternative billing proposal that may be accepted by DCAMM or negotiated and agreed to by DCAMM and the Vendor. Except as otherwise specified, all expenses to deliver services shall be included in the Contract rates.

DCAMM does not reimburse for travel, lodging, postage, duplication, support services or other expenses of the Proposer associated with any services under this contract. Invoices shall be issued by the Vendor to DCAMM on a timely basis. All invoices for payment shall include a detailed accounting of work authorized in a form and detail acceptable to DCAMM.

Payments under the contract shall be made by DCAMM within 45 days after receipt by DCAMM of an invoice.

All invoices must be accompanied by the Commonwealth of Massachusetts Payment Voucher Input Form completed and signed by the Vendor. The Vendor may not begin services or incur any

13 December 1, 2016 obligation in any form until a Standard Contract form, Terms and Conditions with any supplements thereto has been approved by DCAMM and has been fully executed.

No maintenance or cloud fee increases will be permitted during the first three (3) years of the maintenance term. Proposers must hold maintenance and cloud rates fixed (no price increases) for three (3) years and agree that the rate of maintenance for each successive year beyond three

(3) years will not increase more than 3% of the rate for maintenance for the previous year.

1.13 Web Accessibility Standards

The Commonwealth is legally obligated under multiple federal laws, its own Constitution, state statute and Governor-issued Executive Orders to ensure non-discrimination and equal access to state services on the part of persons with a disability and reasonable accommodations to state employees with a disability. To effectively meet its responsibilities, the Commonwealth must achieve accessibility in the acquisition, deployment and utilization of information technology. The Commonwealth defines accessibility to include compliance with its Enterprise Accessibility Standards and Web Accessibility Standards. These standards encompass the principles of Section 508 of the Federal Rehabilitation Act, the World Wide Web Consortium’s Web Content Authoring Guidelines, version 2, level AA (WCAG2 Standards), and the concept of usability for individuals with disabilities.

Proposers should thoroughly review the detailed accessibility obligations identified in Section 8 of this RFR.

1.14 Alternatives

Unless otherwise specified, Proposers may submit Responses proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated Solicitation specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract. The Response should describe how any alternative achieves substantially equivalent or better performance to that of the Solicitation specifications.

The Strategic Sourcing Team (SST), the agency personnel charged with managing the procurement and evaluating Proposer submissions, will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this Solicitation is to provide the best value of commodities and/or services to achieve the goals of the procurement.

1.15 Failure to Perform

After award, DCAMM shall remove any contractors who fail to perform the requirements as identified in this RFR, or do not meet the standards of work identified in this RFR.

1.16 Order of Precedence

The order of precedence in interpreting the contract resulting from this RFR shall be as follows:

I. Commonwealth Terms and Conditions and Standard Contract Form;

II. This RFR, including any (i) attachments, (ii) amendments to the RFR, (iii) questions and answers, (iv) requests for technical corrections, clarifications, and best and final offers;

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III. Any documents negotiated between the Vendor and DCAMM in connection with the RFR;

IV. The Vendor’s response to the RFR, including any supplemental materials, attachments, or appendices, as amended by any Vendor amendments submitted through a formal written RFR process, including any responses to the Commonwealth's requests for technical corrections, clarifications, and best and final offers;

1.17 Miscellaneous IT System Requirements

A. Warranty

Proposers must agree to the following warranty, in addition (for Proposers proposing a cloud solution) to the warranty set forth in section VII of the Cloud Terms attached hereto as Appendix A:

1. Proposer must warrant that, for a minimum of twelve (12) months (the “Warranty

Period”) after DCAMM finally accepts the AOCS pursuant to Sections 1 and 2 of the Commonwealth’s Terms and Conditions the Services delivered by Proposer under this RFR will substantially conform to the applicable Specifications. Proposer does not warrant, however, that the System or any portion thereof is error-free. If DCAMM discovers a non-conformity in the System during the Warranty Period, then the Proposer’s entire liability and DCAMM’s exclusive remedy shall be as follows: Proposer shall use commercially reasonable efforts, to: (1) correct the non-conformity, (2) provide a “work around” or software patch (a “Fix”), or (3) replace the System software. If Proposer is unable to remedy a non-conformity within a reasonable period of time, then DCAMM may terminate the contract, any portion of the services provided under the contract and/or any agreement related to the System effective immediately upon written notice to Proposer. If the contract is terminated Proposer shall promptly pay to DCAMM an amount equivalent to all amounts paid by DCAMM for (i) software license fees (or SaaS equivalent) and (ii) maintenance services for the current year and (iii) all amounts already paid for services not yet rendered or goods not yet delivered and accepted by DCAMM.

Any replacement or error correction will not extend the original Warranty Period. During the Warranty Period, Proposer will not charge DCAMM for parts, labor or transportation.

As used in this RFR, “Specifications” means (i) the requirements for the System set forth in this RFR, any attachments hereto and any documents posted on COMMBUYS herewith, including without limitation the requirements specified in section 1.1.1 Scope of the Requested Technical Services; section 1.13, “Web Accessibility Standards”; section

3.2 System Description; section 7 “Required Specifications for Information Technology Contracts; section 8 “Accessibility for IT Systems”; (ii) the System’s functional, performance, and interoperability requirements set forth in any agreement entered hereunder (e.g., a license agreement or SaaS agreement); (iii) the Proposer's Response to this RFR, including all amendments thereto and responses to requests for clarification or requests for best and final offer, and including all associated response forms, attachments, and exhibits and (iv) to the extent not inconsistent with the foregoing, the software publisher or SaaS provider’s published specifications and documentation for…