Attachment A - Scope of Services.docx

Project and Portfolio Management (PPM) SaaS Solution Background The Massachusetts Trial Court, through the Office of Court Management (“Trial Court”), is seeking quotes from eligible contractors under Statewide Contract ITS86 – Software and Service for a cloud-based Software-as-a-Service (“SaaS”) Project and Portfolio Management (“PPM”) solution.

The Trial Court Information Technology Department manages a wide variety of technology initiatives through a centralized Project Management Office (“PMO”). These initiatives include infrastructure, networking, telecommunications, judicial case management systems, administrative systems, desktop computing, and other technology-related projects. A common PPM platform provides the Trial Court with a centralized source of project information, standardized project management practices, consistent terminology, and consolidated reporting across its portfolio of IT initiatives.

The Trial Court currently utilizes Microsoft Project Online as its primary PPM platform. Microsoft has announced that Project Online will reach end-of-life on September 30, 2026. The Trial Court therefore intends to procure and implement a replacement PPM solution capable of supporting its current operational needs while providing flexibility to accommodate future organizational requirements.

The purpose of this RFQ is to identify the SaaS PPM solution that provides the best overall value to the Trial Court based on functionality, usability, technical capabilities, implementation approach and schedule, support, bidder experience and qualifications, and total cost.

The Trial Court is not specifying a particular software manufacturer or product. Bidders shall identify the PPM solution proposed in response to this RFQ and demonstrate how the proposed solution satisfies the requirements established by the Trial Court.

Procurement Calendar The final procurement schedule will be identified in the Bid Summary and COMMBUYS posting.

The anticipated procurement steps include:

The Trial Court reserves the right to modify the Procurement Calendar if determined to be in its best interest. In the event of a conflict between this schedule and the dates established in the COMMBUYS Bid Header, the COMMBUYS dates shall control.

Anticipated Contract Duration The Trial Court anticipates an initial Contract Term of thirty-six (36) months, with two (2) one-year renewal periods, for a maximum potential duration of five (5) years.

Bidders shall provide pricing for:

1. A twelve (12) month subscription term; and

2. A thirty-six (36) month subscription term.

The Trial Court anticipates selecting the 36-month option but reserves the right to select the 12-month in order to preserve flexibility in determining the initial subscription commitment at the time of award. This decision may also be made based upon the availability of funding, pricing, implementation considerations, and overall best value.

Any renewal option may be exercised at the sole discretion of the Trial Court and will be subject to continued business need, satisfactory Contractor performance, availability of funding, applicable approvals, and continued availability under ITS86 and its successor contract.

Any contract established under this RFQ will be subject to the term limitations of ITS86, including its applicable Extend Beyond provisions. If performance under the resulting contract exceeds beyond the expiration of ITS86 and the awarded Contractor is also awarded under the successor Statewide Contract, the Trial Court may amend the applicable Statement of Work or Contract documents to transition the engagement to the successor Statewide Contract. With any other adjustments mutually agreed upon as necessary to address changes in the successor Statewide Contract’s terms.

Acquisition Method and Compensation Structure The selected PPM platform will be acquired through a SaaS subscription/license. The Trial Court will receive rights to access and use the vendor-hosted software for the applicable subscription term and will not acquire ownership of the underlying commercial software.

Subscription charges shall be established as fixed recurring charges based upon the proposed licensing structure.

Initial setup, implementation, configuration, training, and other defined professional services shall be performed on a firm-fixed-price basis wherever the required work can be reasonably defined in advance. The implementation Statement of Work will identify the applicable tasks, deliverables, acceptance criteria, schedule, and amounts payable.

Time and Materials services will not be part of the base implementation. However, Bidders shall also propose hourly professional-services rates that may be used for future integration, configuration, consulting, or other authorized services where the specific scope cannot be defined at the time of award. Any future professional services will require a separately defined scope, estimated level of effort, and prior written authorization by the Trial Court.

Scope of Procurement The Trial Court is seeking a complete SaaS PPM solution that includes the software subscription and all services reasonably necessary to configure, implement, deploy, maintain, and support the solution. The selected solution is expected to include the cloud-based PPM platform, initial setup and implementation, system configuration, training, technical support, maintenance, documentation, and all applicable software updates, upgrades, patches, and new releases available under the proposed subscription or support arrangement.

The RFQ is being issued under ITS86, which permits the acquisition of SaaS as well as related implementation, configuration, customization, training, maintenance, and support services.

The awarded Bidder shall serve as the Trial Court's primary contractual point of responsibility for all products and services included in its proposal, regardless of whether individual components or services are provided directly by the Bidder, a software publisher, an authorized reseller, or an approved subcontractor. The Bidder must clearly identify any third party involved in providing the proposed solution and describe the respective responsibilities of each party.

Current Environment and Anticipated Use The selected solution will primarily support the Trial Court IT Department and PMO. The Trial Court currently tracks approximately thirty (30) active IT projects at any given time. Approximately twenty (20) project managers and five (5) administrators are anticipated to serve as the primary users of the PPM platform and must have read/write access.

Other users, who shall have read-only/view-only access, may include:

· Up to 150 project team members (both IT and non-IT staff),

· 10 IT management personnel,

· 50 executive-level personnel, and

· other Trial Court personnel requiring access to project information, dashboards, reports, or other functionality.

The personnel classifications and estimated user counts identified above are provided for informational and planning purposes only to illustrate anticipated user types. Actual user classifications and quantities may be increased or decreased based on the Trial Court’s needs, subject to the licensing terms of the selected solution and applicable Contract pricing. Bidders shall describe any minimum purchase quantities, license tiers, restrictions, or other licensing conditions that may affect the Trial Court’s ability to modify license quantities during the contract term.

Bidders shall clearly describe the licensing model applicable to each user type and identify any functionality restrictions associated with each license or access level.

The Trial Court has identified a requirement that dashboards and other appropriate portfolio-level information be made available for internal organizational consumption without requiring additional full-use licenses for individuals who require view-only access.

Project and Portfolio Management Solution The proposed solution must provide a centralized platform through which the Trial Court can manage projects, programs, portfolios, resources, schedules, budgets, demand, reporting, and related project information.

The solution must support multiple project management methodologies, including waterfall, agile, and hybrid approaches, while maintaining portfolio-level visibility and standardized reporting.

The Trial Court’s detailed functional and technical requirements are provided in Attachment B – PPM Functional and Technical Requirements. Bidders must complete Attachment B in its entirety.

Attachment B identifies the priority assigned to each requirement and requires Bidders to describe the manner in which the proposed solution satisfies each requirement. Where applicable, Bidders shall identify whether a capability is available as a standard/core feature, optional feature or module, planned/roadmap functionality, third-party functionality, or is not currently supported.

A Bidder shall not represent planned or roadmap functionality as currently available functionality. Unless otherwise approved by the Trial Court, only functionality that is generally available for production use as of the RFQ response deadline will be considered available for purposes of evaluating compliance with Mandatory requirements.

Implementation Schedule The Trial Court's existing Microsoft Project Online environment is scheduled to reach end-of-life on September 30, 2026. Accordingly, timely implementation of the replacement solution is a high priority for the Trial Court. Bidders shall propose an implementation schedule that provides for production go-live as soon as reasonably practicable following contract execution, taking into consideration the scope of implementation, required Trial Court participation, and other applicable dependencies. Bidders should identify the earliest achievable go-live timeframe and describe any assumptions, dependencies, or Trial Court actions that could affect the proposed schedule.

Bidders shall provide a proposed implementation schedule beginning from issuance of a Purchase Order or Notice to Proceed and continuing through production deployment.

The implementation schedule shall identify, at a minimum:

· Project kickoff;

· Discovery;

· Configuration;

· Trial Court review;

· Testing;

· Training;

· Production readiness;

· Go-live; and

· Post-go-live support.

The Trial Court reserves the right to negotiate the final implementation schedule with the selected Bidder prior to execution of the Statement of Work.

Initial Implementation The selected Contractor shall provide all implementation services reasonably necessary to configure and prepare the selected solution for production use by the Trial Court. The implementation is expected to begin with project initiation, discovery, and confirmation of the Trial Court's business requirements, followed by configuration of the SaaS environment and applicable PPM functionality.

Configuration is anticipated to include, as applicable, portfolios, programs and project structures; user roles and permissions; workflows and approval processes; project forms and templates; project management methodologies and lifecycle structures; dashboards and reports; resource and capacity management; financial and budgeting functionality; and demand, idea, and intake processes.

The Contractor shall also support testing and resolution of identified implementation issues, provide the required administrator and user training, assist with production-readiness activities and go-live, and complete sufficient knowledge transfer to allow designated Trial Court personnel to administer and support normal use of the platform following implementation.

The Trial Court's objective is to implement the selected product primarily through configuration of commercially available functionality rather than extensive custom development. The Bidder must therefore clearly identify any proposed customization, custom development, third-party product, separately licensed module, or additional professional service that is necessary for the proposed solution to satisfy the requirements of this RFQ.

The Bidder's proposed Firm Fixed Price must include all implementation services reasonably necessary to configure and deploy the proposed solution for the Trial Court's initial production use in accordance with this Attachment. Bidders are responsible for proposing an implementation approach appropriate for their solution and must clearly identify the configuration, activities, deliverables, assumptions, dependencies, and Trial Court responsibilities upon which the Firm Fixed Price is based.

The Trial Court recognizes that implementation approaches may vary by solution. Accordingly, Bidders should identify any limitations on the quantity or scope of configuration included in the proposed price, such as limits on workflows, forms, templates, dashboards, reports, user roles, or other configured elements. Any such limitations must be clearly stated and will be considered in the evaluation of the proposal.

Configuration and Administration The selected solution must enable authorized Trial Court administrators to manage the system without routine dependence upon the Contractor for ordinary administrative changes.

The solution must support administrator configuration of workflows, forms, fields, templates, governance processes, approval processes, project types, methodologies, roles, permissions, dashboards, and other applicable system settings without requiring custom software development.

The Contractor shall provide sufficient documentation and knowledge transfer to enable designated Trial Court personnel to administer the solution following implementation.

Any functionality identified by the Bidder as requiring vendor intervention, professional services, custom development, or additional fees shall be clearly disclosed.

Integrations & Data Migrations The Trial Court is not requiring implementation of third-party system integrations or migration of historical data as part of the initial implementation. However, the Trial Court may require these services during the Contract Term as its business and technical needs evolve. Accordingly, Bidders must describe the integration and data migration capabilities available through the proposed solution, including available APIs, connectors, webhooks, secure data-transfer methods, identity-management integrations, data import/export tools, supported file formats, and other applicable interoperability or migration methods.

Certain integration and interoperability capabilities identified in Attachment B are required platform capabilities even though implementation of a specific integration is not included within the initial scope. Bidders must identify any additional modules, licenses, third-party products, recurring costs, or other requirements necessary to make the identified integration or migration capabilities available.

If the Trial Court elects to implement an integration or migrate data during the Contract Term, the Contractor will work with the Trial Court to define the applicable scope, estimated level of effort, schedule, and deliverables. Such professional services will be performed only upon prior written authorization by the Trial Court and will be priced using the applicable hourly professional-services rates established under the Contract.

The Contractor shall make Trial Court data available in commonly used, non-proprietary formats suitable for export, migration, or integration with a successor solution.

Training The Contractor shall provide sufficient training to enable the Trial Court to successfully begin using and administering the selected solution. At a minimum, initial training shall provide the project team with a working understanding of the platform early enough in the implementation process to allow meaningful participation in configuration, testing, and deployment activities.

The Bidder shall describe its proposed training approach for administrators, project managers, end users or contributors, and executive or reporting users, as applicable. The response should also describe the availability of training documentation, recorded or online learning resources, ongoing training opportunities, and any limitations on the number of participants, sessions, or access to training materials.

Training necessary for successful implementation and initial operation of the system should be included within the proposed implementation price. Any optional or supplemental training services must be clearly identified and separately priced.

Support and Maintenance The Contractor shall provide ongoing technical support and maintenance throughout the subscription term in accordance with ITS86 and the Contractor's applicable service commitments. Support must be sufficient to assist the Trial Court with system incidents, technical questions, platform availability, administrative issues, and other matters reasonably associated with continued use of the solution.

The Bidder shall describe its standard support model, including hours of availability, methods for submitting support requests, severity or priority classifications, target response and resolution times, escalation procedures, and the availability of telephone, email, web-portal, or other support channels. The response should also describe the Contractor's approach to system monitoring, planned maintenance, outage notifications, software releases, and customer access to technical documentation and knowledge resources.

Throughout the Term, the Contractor shall provide all applicable updates, patches, bug fixes, security updates, and other maintenance necessary to keep the solution in a supported and secure state, subject to the applicable ITS86 terms and the Contractor's awarded offering. The Contractor shall notify the Trial Court of any material change to the proposed product, licensing model, support model, or functionality that may affect the Trial Court’s use of the solution during the Contract term, including announced end-of-life or end-of-support dates.

Any support, maintenance, premium-support tier, or other recurring service that is not included within the proposed SaaS subscription must be clearly identified and separately priced.

Deliverables and Acceptance The final Firm Fixed Price Statement of Work will identify the annual subscription/licensing costs, required implementation tasks and deliverables, applicable acceptance criteria, due dates, and amounts payable.

Anticipated implementation deliverables may include:

· Project Management/Implementation Plan;

· Requirements and Configuration Confirmation;

· Configured SaaS Environment;

· Configured Workflows, Forms and Templates;

· Configured Roles and Permissions;

· Configured Dashboards and Reports;

· Testing and Defect Resolution;

· Training and Documentation;

· Production Readiness/Go-Live; and

· Knowledge Transfer and Implementation Closeout.

A deliverable shall not be considered accepted solely because it has been submitted or made available to the Trial Court. Acceptance shall occur only after the Trial Court determines that the applicable acceptance criteria have been satisfied.

Payment for implementation deliverables will be made following acceptance in accordance with the final Statement of Work and applicable Commonwealth payment requirements.

Availability and Business Continuity The solution shall be provided as a vendor-hosted SaaS offering with documented service levels for system availability.

The Bidder shall describe the solution's hosting architecture, uptime commitments, redundancy, backup procedures, disaster recovery capabilities, Recovery Time Objective (“RTO”), Recovery Point Objective (“RPO”), maintenance windows, business continuity practices, and procedures for restoration following a significant service interruption.

The Trial Court's functional and technical requirements include high availability, application and database redundancy, regular backups, restoration testing, and documented continuity practices.

Any proposed Service Level Agreement shall be included with the Bidder's response.

Security, Privacy, and Data Protection The proposed solution and all related services must comply with the security, privacy, and data-protection requirements identified in this RFQ, applicable ITS86 requirements, and applicable Trial Court and Commonwealth information security policies.

The Trial Court anticipates that the selected solution may contain information regarding IT systems, infrastructure, projects, risks, resources, budgets, or other information that may be confidential, privileged, security-sensitive, or exempt from public disclosure. The Bidder shall comply with the applicable data classification, cybersecurity, cloud, security, and risk-management requirements included with the RFQ.

The Bidder shall identify all hosting providers, sub-processors, subcontractors, and other entities that may store, process, transmit, or access Trial Court data.

All Trial Court data entered into, stored within, or generated through the solution shall remain the property of the Trial Court. The solution must provide the Trial Court with the ability to export its data in commonly used, non-proprietary formats during the contract term and upon expiration or termination of the contract.

The Bidder shall disclose any generative artificial intelligence or other artificial intelligence functionality incorporated into the proposed platform, including whether such functionality is mandatory, optional, separately licensed, enabled by default, or capable of being administratively disabled.

Accessibility The proposed solution must comply with all accessibility requirements identified in the RFQ and applicable Commonwealth accessibility requirements.

The Trial Court's technical requirements specifically require conformance with WCAG 2.1 Levels A and AA and require the vendor to provide accessibility statements, testing documentation, and a process for addressing accessibility defects or regressions.

Bidders shall provide all required accessibility documentation and shall cooperate with accessibility testing conducted by or on behalf of the Trial Court.

Any known accessibility exception, limitation, remediation item, or product roadmap commitment must be clearly disclosed.

Submission Requirements All proposals must be uploaded to COMMBUYS by the Bid Opening Date and time stated in the Procurement Calendar. Technical and Pricing Proposals must be uploaded as separate documents. Pricing information must not appear in the Technical Proposal.

Transmittal Letter

i. Signed by an individual authorized to bind the Bidder to the representations and commitments made in the response.

ii. Confirmation that the response will remain valid for at least ninety (90) days after the Bid Opening Date.

iii. Confirmation that the Bidder is an active ITS86 Category 1 vendor.

iv. Confirmation that there is no pending litigation that may materially impair or interfere with delivery of the proposed services, or disclosure of any such matter.

Technical Proposal The Technical proposal should include:

· A completed PPM Functional and Technical Requirements Matrix – Attachment B;

· A narrative document clearly identifying:

· The proposed implementation approach and schedule;

· Required references;

· Required cloud/SaaS, cybersecurity, risk-management, and accessibility documentation; and

· Applicable licensing, subscription, support, maintenance, Service Level Agreement, and other contractual documents required by the RFQ.

· Explanation of any alterative products, terms, etc.

Pricing Proposal Bidders must complete Attachment C – Pricing Response Form in its entirety. Pricing must be comprehensive and include all products and services necessary to provide the proposed solution in accordance with the RFQ. Bidders should not assume that additional charges will be permitted after award for products, modules, functionality, or services required to satisfy the stated requirements unless those charges are expressly identified in the Bidder's Pricing Response.

The Pricing Response should clearly distinguish recurring SaaS subscription costs from one-time implementation and professional service costs. At a minimum, the Bidder must identify the proposed product and edition, applicable license or subscription types, quantities, unit pricing, annual subscription costs, twelve-month and thirty-six-month totals, implementation and configuration costs, training, support and maintenance if separately charged, required third-party products or modules, renewal pricing, applicable volume discounts, and reseller markup where applicable.

The Trial Court will evaluate the overall cost and value of each proposed solution, including the applicable SaaS subscription, initial implementation costs, and other products or services required for the initial implementation. Pricing associated with additional modules, licenses, or products necessary to make Mandatory future-use capabilities available may also be considered in evaluating the solution's long-term Total Cost of Ownership, even where the Trial Court does not anticipate purchasing those items as part of the initial implementation. Optional future professional services will be evaluated based on the reasonableness and competitiveness of the proposed hourly rates but will not be included in the calculated base implementation cost unless otherwise specified.

Bidders must also submit any ITS86, Commonwealth, or Trial Court forms expressly identified as mandatory in the Bid Summary or solicitation documents.

Technical and pricing submissions shall be provided separately where required by the Bid Summary and COMMBUYS posting. Responses should be organized in the manner requested by the Trial Court and should avoid extraneous marketing or promotional materials that do not directly assist with evaluation of the proposed solution.

Mandatory RFQ Documents

i. Vendor Acceptance Form.

ii. Certification of Non-Collusion Form.

iii. No Contact Policy Form.

iv. Prompt Pay Discount Form (ITS86 PPD form on file with OSD is sufficient, simply attach a copy)

v. Business Reference Form Template Bidder Qualifications and Experience Bidders must be eligible to provide the proposed software and services under ITS86.

The Bidder must demonstrate that it is authorized to sell, license, or otherwise provide the proposed PPM solution and related services.

Bidders shall describe their experience implementing and supporting SaaS PPM solutions for organizations with comparable project, portfolio, governance, reporting, resource-management, and security requirements. Bidders shall provide references for similar implementations. Government, public-sector, judicial, or other large enterprise references are preferred where available.

If the Bidder is a software reseller rather than the software publisher, the Bidder shall describe its relationship with the publisher and the division of responsibilities among the Bidder, publisher, and any implementation partner.

Evaluation Only responsive proposals meeting the applicable submission requirements and Mandatory requirements will proceed to full evaluation. The Trial Court anticipates evaluating responsive proposals according to the following criteria:

The Trial Court may conduct the evaluation in phases and may limit demonstrations, reference checks, clarifications, negotiations, or other subsequent evaluation activities to those Bidders determined to have a reasonable likelihood of award.

The Trial Court may request correction or clarification of a proposal, conduct reference checks, seek a Best and Final Offer, negotiate with one or more Bidders, or take other reasonable steps necessary to determine best value.

Oral Presentations and Product Demonstrations The Trial Court may invite one or more Bidders whose written responses are determined to be competitive and responsive to participate in an oral presentation and product demonstration. Demonstrations may be used both to clarify the Bidder's written response and to validate the usability and practical functionality of the proposed solution.

To promote a consistent evaluation, the Trial Court may establish a standardized demonstration script or set of business scenarios and require invited Bidders to demonstrate substantially the same functions. These scenarios may include project intake and approval, creation of a project schedule, resource assignment and capacity analysis, portfolio-level status and risk reporting, executive dashboards, report generation or export, and administrator configuration of workflows, forms, or templates.

Bidders must demonstrate generally available production functionality. Any functionality demonstrated that requires a separate module, additional license, third-party product, professional service, integration, or additional cost must be clearly identified during the demonstration and reflected in the Bidder's proposal.

The Trial Court may ask follow-up questions during the demonstration and may adjust the Bidder's evaluation scores based on information learned or functionality observed during the oral presentation or demonstration.

Rule for Award The Trial Court intends to make a single award to the responsive and responsible Bidder whose proposed solution is determined to provide the best overall value to the Trial Court. Award will not necessarily be made to the Bidder offering the lowest price.

Best value will be determined based upon the complete evaluation of the Bidder's proposed solution, including functionality, usability, technical capabilities, implementation approach and schedule, support, bidder experience and qualifications, and total cost. The Trial Court reserves the right to negotiate with one or more Bidders prior to final award, consistent with the terms of the RFQ and ITS86.

Contract Management Roles & Responsibilities The Department’s Project Manager (the “Department PM”) is the department employee responsible for managing and administering the contract upon award. The Department’s Project Manager will be the point of contact for the successful bidder and contractor concerning day-to-day operational matters and the performance of contractual duties. The Trial Court will designate the Project Manager(s) who will work with the Contractor regarding day-to-day operational matters.

The Procurement Coordinator is the point of contact for interested bidders during the procurement process. Bidders may contact the Procurement Coordinator if the bidder is having trouble accessing any required attachments electronically. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the evaluation committee regarding this bid except as specified in this bid, and no other department employee or representative is authorized to provide any information or respond to any question or inquiry regarding this bid during the active solicitation period.

The Contractor Project Manager (the “Contractor PM”) will (i) be responsible for administering the resulting SOW and the managing of the day-to-day operations under said SOW, (ii) serve as an interface between the Department PM and all Contractor personnel participating in this engagement; (iii) develop and maintain the Project Management Plan in consultation with the Department PM; (iv) facilitate regular communication with the Department PM, including [as necessary] status reports/updates, and review the project performance against the project plan and facilitate [as necessary] project status meetings for the duration of the engagement; (v) update the Project Management Plan on an [as necessary] basis and distribute it at [as necessary] meetings for the duration of the engagement; (vi) sign acceptance forms to acknowledge receipt; and (vii) be responsible for the management and deployment of Contractor personnel.

The PMs bear the primary responsibility for issue resolution. The PMs shall be responsible for coordinating a meeting with department and contractor leadership to review and resolve any issues, as needed.

Acceptance & Rejection Process The Contractor PM will submit each deliverable or documentation of goods or services rendered (“deliverable”) to the Department PM on or before the due date specified in the resulting contract. Department will review each deliverable and determine whether it has met in all material respects the criteria established in the contract.

Within ten (10) Business Days of receipt of each deliverable, the Department PM will notify the Contractor PM, in writing, of acceptance or rejection. A rejection will include a written description of the defects of the deliverable. If the Department PM does not respond with acceptance or rejection within ten (10) Business Days of receipt, the Contractor PM shall provide a reminder notice to the Department PM. If Department PM fails to respond after the receipt of the reminder notice, Contractor must notify Department PM and the Parties must agree to a new deadline for acceptance or rejection of the deliverable. Upon receipt of rejection of a deliverable, Contractor will act diligently to correct the specified defects and deliver an updated version of the deliverable to the Department PM. Acceptance or rejection of the updated version of the deliverable will be subject to the process described in this paragraph. In no event will a deliverable be deemed accepted without affirmative written acceptance.

Following any acceptance of a deliverable which requires additional work to be entirely compliant with the pertinent specifications, and until the next delivery, Contractor will use reasonable efforts to provide a prompt correction or workaround.[

0. Invoicing and Payment SaaS subscription charges shall be invoiced annually based on the applicable subscription price established in the Contract. Each invoice must identify the applicable product, license or subscription type, quantity, unit price, subscription period, and total charge.

Recurring SaaS subscription and licensing charges may be invoiced beginning upon production go-live and availability of the solution for operational use by the Trial Court. Thereafter, subscription and licensing charges may be invoiced in accordance with the billing schedule established in the resulting Contract. Any subscription or licensing charges that the Contractor identifies as necessary prior to production go-live must be clearly identified in the Bidder’s pricing response and expressly authorized by the Trial Court as part of the final Statement of Work.

Initial implementation services will be invoiced on a deliverable or milestone basis in accordance with the Firm Fixed Price established in the Statement of Work. The Contractor may invoice for an implementation deliverable or milestone only after the Trial Court has accepted the applicable work in accordance with the established acceptance criteria. The amount invoiced may not exceed the Firm Fixed Price assigned to that deliverable or milestone.

Future professional services, including authorized integration, data migration, configuration, consulting, or other services outside the initial implementation, must be approved in writing by the trial Court before work begins. Invoices for such services must identify the authorized scope of work, applicable labor category, contracted hourly rate, hours worked, dates of service, and total amount charged. The Contractor shall provide reasonable supporting documentation upon request. The Trial Court will not compensate the Contractor for hours or services performed without prior authorization. Authorization of future professional services will establish a scope of work and a not-to-exceed amount. The Contractor shall not perform or invoice for services exceeding the authorized amount without prior written approval from the Trial Court.

All invoices must include the Contract or Purchase Order number and any other information reasonably required by the Trial Court for invoice review and payment. Payment will be made in accordance with applicable Commonwealth payment requirements and Prompt Pay Discount terms.

Sample Contract Forms While we acknowledge that Bidders on an OSD Statewide Contract have already executed the Commonwealth’s standard forms, Bidders should be aware that if awarded, they may be required to review and execute the following documents as part of the resulting contract:

i. SOW specific to the Statewide Contract associated with this bid

ii. Commonwealth of Massachusetts Standard Contract Form,

iii. Standard Contract Form Instructions and Contractor Certifications

iv. Commonwealth of Massachusetts Terms and Conditions or Commonwealth of Massachusetts Terms and Conditions for Information Technology Contracts,

v. Verification of Taxation Reporting Information (W-9) – Massachusetts Substitute W-9 Form,

vi. Electronic Funds Transfer Payment Signup Form, and

vii. Contract Authorized Signatory Listing (“CASL”) Form Samples of these documents are attached to this bid. These documents are provided for review and reference only and are not to be completed and submitted as part of the solicitation process.

image1.emf