EMDPRSRFRFINAL.docx

STATE 911 10-001 DISABILITY ACCESS PROGRAMS CONSULTANT

STATE 911 11-002 EMERGENCY MEDICAL DISPATCH PROTOCOL REFERENCE SYSTEM,

QUALITY ASSURANCE, AND TRAINING

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY

STATE 911 DEPARTMENT

1380 Bay Street, Taunton, MA 02780

EMERGENCY MEDICAL DISPATCH

PROTOCOL REFERENCE SYSTEM,

QUALITY ASSURANCE and TRAINING

REQUEST FOR RESPONSE

STATE 911 11-002

Issued: May 13, 2011

This procurement is covered by the World Trade Organization/Government Procurement Agreement

POINT OF CONTACT:

Karen Robitaille State 911 Department 1380 Bay Street Taunton, MA 02780 Telephone: 508-821-7221 Facsimile: 508-828-2585 E-mail: Karen.Robitaille@state.ma.us

TABLE OF CONTENTS

SECTION 1. DEFINITIONS

The following words and phrases used in this RFR shall have the following meaning, unless the context requires otherwise.

Certified emergency medical dispatcher means a certified enhanced 911 telecommunicator who meets the certification requirements to provide EMD services and to act as a certified emergency medical dispatcher for a PSAP or RECC.

Certified emergency medical dispatch resource or certified EMD resource means a limited secondary PSAP, primary PSAP, regional PSAP, regional secondary PSAP, secondary PSAP, RECC, wireless state police PSAP, or private safety department that is equipped to provide ANI and ALI displays and that is approved by the Department to provide emergency medical dispatch services for a PSAP or RECC through emergency medical dispatchers.

Certified enhanced 911 telecommunicator means a person certified by the Department as an enhanced 911 telecommunicator.

Commonwealth means the Commonwealth of Massachusetts.

Department means the state 911 Department.

Dispatch life support means the knowledge, procedures, and skills used by emergency medical dispatchers in providing care and advice through pre-arrival instructions and post-dispatch instructions to callers requesting emergency medical services.

Eligible entity means a certified EMD resource, public safety answering point, public safety department, private safety department, and/or a regional emergency communication center.

Emergency medical dispatch or EMD means the management of requests for emergency medical assistance by utilizing a system of: (a) tiered response or priority dispatching of emergency medical resources based on the level of medical assistance needed by the victim; and (b) pre-arrival first aid or other medical instructions given by trained personnel responsible for receiving 911 calls and directly dispatching emergency response services.

Emergency medical dispatch protocol reference system or EMDPRS means a system approved by the Department that meets National Highway Traffic Safety Administration standards and that includes a protocol for emergency medical dispatcher response to calls, including structured caller questioning for patient condition, incident facts, and scene safety, pre-arrival instructions, post-dispatch instructions, selection of appropriate field resources to dispatch (such as first responder, basic life support, and/or advanced life support), and a continuous quality assurance program that measures compliance with the protocol through ongoing random case review of each emergency medical dispatcher.

Enhanced 911 telecommunicator means an individual who acts in the capacity of a 911 call taker.

Medical control means the clinical oversight by a qualified physician of all components of the emergency medical dispatch system, including, without limitation, treatment protocols, medical direction, training of personnel, quality assurance and continuous quality improvement.

National Highway Traffic Safety Administration or NHTSA standards means the EMD curriculum of The United States Department of Transportation, National Highway Traffic Safety Administration.

Post-dispatch instructions means case-specific advice, warnings, and treatments given by an emergency medical dispatcher whenever possible and appropriate after dispatching field responders in accordance with a Department-approved EMDPRS.

Pre-arrival instructions means scripted medical instructions given whenever possible and appropriate to provide necessary assistance and control of the situation, including without limitation, potential life-saving instructions and post-dispatch instructions, prior to arrival of emergency medical services personnel in accordance with a Department-approved EMDPRS.

Primary public safety answering point or primary PSAP means a facility equipped with automatic number identification and automatic location identification displays, and is the first point of reception of a 911 call. It serves the municipality in which it is located.

Private safety department means an entity, except for a municipality or a public safety department, that provides emergency police, fire, ambulance or medical services.

Public safety answering point or PSAP means a facility assigned the responsibility of receiving 911 calls and, as appropriate, directly dispatching emergency response services or transferring or relaying emergency 911 calls to other public or private safety agencies or other PSAPs.

Public safety department means a functional division of a municipality or a state that provides fire fighting, law enforcement, ambulance, medical, or other emergency medical services.

Quality assurance or QA means a systematic program and services consisting of medical control, medical review, call review, call tracking, deficiency identification, and remediation of emergency medical dispatch personnel, policies, and procedures.

Regional emergency communications center or RECC means a facility operated by or on behalf of two or more municipalities or governmental bodies, or combination thereof, as approved by the department, that enter into an agreement for the establishment and provision of regional dispatch and coordination of emergency services for all such municipalities or governmental bodies, including but not limited to, a regional PSAP that provides enhanced 911 service and police, fire protection, and emergency medical services dispatch, including services provided by a private safety department.

Regional PSAP means a PSAP that is operated by or on behalf of two or more municipalities or governmental bodies, or combination thereof, approved by the department, for the operation of enhanced 911 call taking and call transfer activities. A regional PSAP may also be engaged in, by agreement, the dispatching or control of public safety resources serving some or all of the municipalities or governmental bodies that comprise the regional PSAP, including where services are provided by a private safety department. If the regional PSAP serves all such municipalities or governmental bodies for the operation of enhanced 911 call taking and call transfer activities and dispatch services, including where such dispatch services are provided by a public safety department, it shall be considered a regional emergency communications center for purposes of Massachusetts General Law Chapter 6A, §18B. The regional PSAP shall be equipped with automatic number identification and automatic location identification displays, as approved by the department, and is the first point of reception of a 911 call.

Regional Secondary PSAP means a facility operated by or on behalf of 3 or more municipalities or governmental bodies, or a combination thereof, approved by the department, that enter into an agreement for the establishment and provision of regional dispatch and coordination of either police, fire protection or emergency medical services, or any combination thereof. A regional secondary PSAP is equipped with automatic number identification and automatic location identification displays. It receives 911 calls only when transferred from a primary or regional PSAP or on an alternative routing basis when calls cannot be completed to the primary or regional PSAP.

Wireless state police PSAP means a state police facility assigned the responsibility of primarily or entirely receiving wireless 911 calls and, as appropriate, dispatching emergency response services or transferring or relaying emergency 911 calls to other public or private safety departments or other PSAPs.

SECTION 2. DESCRIPTION OR PURPOSE OF THIS PROCUREMENT

The Department is responsible for coordinating and administering enhanced 911 service throughout Massachusetts to ensure a consistent statewide approach for enhanced 911 service. The Department is also charged with establishing certification requirements for enhanced 911 telecommunicators, including but not limited to, emergency medical dispatch and quality assurance of emergency medical dispatch programs in the Commonwealth. The Department is charged with establishing standards requiring PSAPs, or public safety answering points, to have certified emergency medical dispatch personnel or to provide emergency medical dispatch through certified emergency medical dispatch personnel. The Department is, therefore, establishing minimum standards and requirements that include a requirement for primary PSAPs, regional PSAPs, wireless state police PSAPs, and regional emergency communication centers, or RECCs, to either provide EMD through certified emergency medical dispatchers at such PSAP or RECC or to arrange for EMD to be provided through a certified EMD resource. The Department is also establishing enhanced 911 telecommunicator certification requirements. The Department will also require that, in order to act as a certified emergency medical dispatcher for a PSAP or RECC, an individual will be required to obtain and maintain certification as an enhanced 911 telecommunicator and will be required to obtain and maintain EMD certification through an organization approved by the Department.

In order to meet the requirements established by the Department, the PSAP, RECC, or certified EMD resource will be required to use a Department-approved Emergency Medical Dispatch Protocol Reference System, or EMDPRS, and will be required to establish a continuous quality assurance, improvement, and management program. The PSAP, RECC, or certified EMD resource will also be required to have in place policies and procedures for the safe and effective use of the Department-approved EMDPRS; provide pre-arrival instructions; and provide dispatch life support in compliance with the written text of scripts and other processes within a Department-approved EMDPRS. The quality assurance program will consist of systematic program and services consisting of medical control, medical review, call review, call tracking, deficiency identification, and remediation of emergency medical dispatch personnel, policies, and procedures.

This RFR is the method by which the Department will evaluate and approve for recognition as a Department-approved EMDPRS program those emergency medical dispatch protocol reference system(s) as the Department determines appropriate for use by PSAPs, RECCs, and certified EMD resource(s). The EMDPRS shall meet National Highway Traffic Safety Administration Standards and shall include a protocol for emergency medical dispatcher response to calls, including structured caller questioning for patient condition, incident facts, and scene safety, pre-arrival instructions, post-dispatch instructions, selection of appropriate field resources (such as first responder, basic life support, and/or advanced life support), and a continuous quality assurance program that measures compliance with the protocol through ongoing random case review of each emergency medical dispatcher.

Qualified bidder(s) will be placed on a list of Department-approved EMDPRS programs that will be published by the Department. The purpose of the list will be to assist PSAPs, RECCs, and certified EMD resource(s) in selecting and contracting with a Department-approved EMDPRS vendor in order for such PSAP or RECC to meet the minimum requirements established by the Department. The list of qualified bidders, including the responses and pricing of qualified bidders to this Request for Response, will be posted on Comm-PASS (www.Comm-Pass.com) and the State 911 Department’s website at www.mass.gov/e911 and may be used as the procurement basis for the execution of contracts.

In addition, through this RFR, the Department seeks to establish a pool of qualified training consultants to provide EMD training, certification, and recertification for enhanced 911 telecommunicators throughout the Commonwealth in order for enhanced 911 telecommunicators to meet requirements established by the Department.

SECTION 3. ACQUISITION METHOD TO BE USED

FOR THIS CONTRACT

The acquisition method for this contract may be a fee for service, outright purchase of a durable commodity, purchase of a license or any and all combinations thereof.

This contract will be established as a rate contract.

The Department may choose to engage and compensate qualified bidders on an as needed basis to perform services for the Department, and, therefore, the Department will enter into a contract with qualified bidders. Qualified bidder(s) may be required to submit quotes for goods and services as may be required by the Department.

However, qualified bidder(s) will primarily be engaged and compensated by an eligible entity on an as needed basis as determined by the eligible entity. The qualified bidder(s) and the eligible entity will be required to execute the appropriate contract documents for such goods and services. Qualified bidder(s) may be required to submit quotes for project specific scopes of work as may be required by the eligible entity.

Quotes shall detail the number of hours needed to complete identified tasks and any other cost associated with completion of the project as defined. All qualified bidders shall be responsible for complying with any and all applicable state, local, and federal laws rules and regulations including all such laws, rules and regulations governing contracting and procurement of services.

SECTION 4. REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS

The Department anticipates qualifying multiple bidders under this procurement.

This procurement is being conducted as an open enrollment. The Department reserves the right to re-open this solicitation during the contract period should it be determined to be in the best interest of the Department and its programs to do so.

After the initial response deadline, but prior to the maximum end date of this solicitation, the Department may elect to re-open the solicitation to allow for acceptance of responses from additional bidders. In the event that the Department elects to re-open this solicitation for additional enrollment, the Department will establish an updated response deadline.

Bidders should refrain from submitting response after the initial response deadline of June 3, 2011 until such time as the Department re-opens this solicitation. Any responses received after June 3, 2011 which are not in response to an open enrollment period will NOT be evaluated and will be returned to the bidder.

Interested bidders are advised of the Department’s intent to re-open this solicitation during the first calendar year of the initial contract period on the 15th day of every other month beginning on August 15, 2011. This open enrollment period will close on the 30th of the month in which it was re-opened. Should the 30th of that month fall on a weekend, the bid will close on the following Monday; for the month of February the bid will close on the last day of the month. The Department reserves the right to re-open this solicitation as it deems necessary through the remainder of the contract period (July 1, 2012 – June 30, 2017).

SECTION 5. USE OF THIS PROCUREMENT BY SINGLE

OR MULTIPLE DEPARTMENTS

This will be a Single Department Procurement/Multiple Department User Contract.

This procurement is available for use by eligible entities, as defined herein. Eligible entities may use the RFR and qualified bidders’ responses as the procurement basis for the execution of contracts.

Although eligible entities may utilize this procurement, a separate contract for any such entity must be executed. Qualified bidder(s) under this RFR shall extend all pricing to all such eligible entities, and the qualified bidder(s) under this RFR shall report to the Department the name of each and every entity with which it has contracted, the dollar value of each and every such contract, and the deliverables and services thereby provided.

SECTION 6. TOTAL ANTICIPATED DURATION OF CONTRACT, INCLUDING RENEWAL OPTIONS

The anticipated Initial Contract duration of the procurement is three (3) years. The initial contract period will run from July 1, 2011 through June 30, 2014. The Department reserves the right to execute three (3) options to renew for a period of twelve (12) months each. Contract renewal is contingent upon the procurement needs of the Department and a positive performance evaluation.

The Initial Contract and all options to renew shall end no later than June 30, 2017. Therefore, the total maximum contract duration, including the renewal options, is seventy-two (72) months, from July 1, 2011 through June 30, 2017.

SECTION 7. TOTAL ANTICIPATED EXPENDITURES FOR

DURATION OF THIS CONTRACT

This contract will be established as a rate contract.

All rates shall become fixed for the initial term of the contract. Qualified bidder(s) may renegotiate the rates at the time of renewal(s); however, all requests shall be supported by detailed documentation to the satisfaction of the Department.

Performance and payment time frames which exceed Contract duration: At the request of the eligible entity that contracts with the qualified bidder, a qualified bidder(s) shall be required to complete the performance of any or all goods and services under agreements and/or scope of work(s) entered into or commenced during the term of the contract whose performance and payment timeframes extend beyond the maximum contract duration end date and/or to work cooperatively with the eligible entity that contracts with the qualified bidder to undertake all actions necessary to ensure timely project completion.

This contract may be funded with federal funds.

The Commonwealth makes no guarantee that any goods or services will be purchased from any contract resulting from this RFR.

SECTION 8. PERFORMANCE AND CONTRACT SPECIFICATIONS

In order to facilitate the Department’s process for approval of EMDPRS programs throughout the Commonwealth, the Department wishes to establish a list of vendors qualified to serve as a Department-approved EMDPRS for PSAPs, RECCs, and certified EMD resource(s). In addition, the Department seeks to establish a list of vendors qualified to provide EMD training, certification, and recertification to enhanced 911 telecommunicators throughout the Commonwealth.

The Department will require that, in order to be recognized as a Department-approved EMDPRS, the bidder shall provide documentation of the EMD protocol, the curriculum, training system, including training requirements for instructors, a description of the scientific standards-based methodology, certification examination and compliance with NHTSA standards

Such qualified vendors will be qualified to provide goods and services to eligible entities in the following areas:

· EMDPRS and Quality Assurance of EMD programs, products and licenses; and.

· EMD Training and Certification.

Interested bidders may respond to one or both of the above areas. Bidders who successfully qualify will be listed by the Department as qualifying in one or more of the above areas and the qualified bidders’ responses to this RFR may be used as the procurement basis for execution of contracts by eligible entities.

SECTION 9. SCOPE OF WORK

Successfully qualified bidder(s) will be available to be engaged by eligible entities to provide EMDPRS, quality assurance, and/or EMD training and certification, the specific scope of which is to be determined by the eligible entity. Successful bidders shall be prepared to provide goods and/or services to allow the eligible entities to meet the standards established by the Department.

9.1 EMDPRS and Quality Assurance of EMD

Bidders may submit a proposal to provide EMDPRS and Quality Assurance of EMD programs, products, and services to include, but not be limited to, the following: EMD cardsets, scripts, instructions; manuals, including without limitation, training manuals; and software, including without limitation, quality assurance software and automated case review software. Bidders shall state any and all known system needs to support the programs, products and/or services proposed by bidder.

All proposals for EMDPRS programs for emergency medical dispatchers shall meet the national standard curriculum of the National Highway Traffic Safety Administration. Bidders shall submit documentation of compliance with NHTSA standards.

In support of PSAP regionalization projects, bidders shall allow for the transfer of any and all programs, products and/or services from a primary PSAP to another PSAP, to include but not be limited to, a regional PSAP, RECC, or Regional secondary PSAP.

9.2 Training and Certification

Bidders may submit a proposal to provide one or more EMD training, certification, and/or recertification courses to include, but not be limited to, the following: refresher courses; retraining courses; continuing education; software, manuals, and audio/visual aids. Bidders shall identify, where applicable, pre-requisites needed for the student to be eligible to enroll in the course being proposed by the bidder (e.g., CPR Certification or other pre-requisites).

All proposals for training for emergency medical dispatchers shall meet the national standard curriculum of the National Highway Traffic Safety Administration. Bidders shall submit documentation of compliance with NHTSA standards.

All proposals for training shall be accompanied by a complete copy of the course manual and lesson plan. Proposals shall provide the frequency and process of recertification.

The qualified bidder shall be responsible for producing and providing to training attendees certifications of completion promptly following successful completion of training. The qualified bidder shall provide documentation of course attendance and certifications and re-certifications at the request of the attending entity and/or the Department.

9.4 BIDDER QUALIFICATIONS

The bidder must clearly display an extensive knowledge of emergency medical dispatch standards, protocols, principles, and practices, enhanced 911 equipment, and subject area expertise for each area for which it is submitting a response. Bidder responses must contain, at a minimum, the following information:

· A profile of qualifications and capabilities;

· A detailed description of the bidder’s experience relevant to the RFR performance requirements;

· Resumes of key personnel;

1. Three references, including all contact information (reference name, mailing address, phone number, and email) from three customers for whom the bidder has performed services (bidders shall not include any references from the State 911 Department or any members of the State 911 Commission);

· The number of years the bidder has provided similar service as defined in this RFR; and

· Any other information the bidder feels is relevant and supports its claim of experience and expertise.

SECTION 10. CONTRACTOR PERFORMANCE REQUIREMENTS

AND MEASURES

For services provided to the Department, the bidder’s performance in all components of the scope of services for which it has been qualified will be monitored by the Department. All deficiencies will be identified in writing by the Department. The qualified bidder shall correct any and all deficiencies identified by the Department to the full satisfaction of the Department within two (2) business days, unless advance written authorization of an alternate deadline for response is granted by the Department.

The Department reserves the right, in its sole discretion, to remove a qualified bidder from the list of qualified bidders.

10.1 EMDPRS and Quality Assurance of EMD

Qualified bidder(s) of EMDPRS programs, products, licenses and services, including quality assurance of EMD programs and products, under this RFR shall report to the Department on an annual basis any material changes to the programs and/or products offered under this RFR.

10.2 Training and Certification

Qualified vendors shall ensure that all classes begin on time and adhere to the established lesson plan and schedule. Instructors shall possess a thorough understanding of and shall display knowledge of EMD principles and practices.

Qualified vendors shall maintain documentation of all students who attend training courses and shall provide to the Department on a quarterly basis in an electronic format to be mutually agreed upon by the qualified vendor and the Department, a record of all students trained, certified, and/or recertified under this RFR, including students who do not successfully complete such course.

The Department reserves the right to request a specific instructor for the course.

Qualified vendors shall provide to the students an evaluation tool at the conclusion of the training session that allows for evaluation of the course, materials, and instructor, and shall promptly provide to the Department the results of such evaluation promptly upon request.

SECTION 11. INVOICING AND PAYMENT

For services provided to the Department, the qualified bidder(s) shall submit a detailed invoice within thirty (30) days of completion of requested services. Invoices shall, at a minimum, clearly detail the training(s), product(s), and/or license(s), number of hours worked, hourly rate (if applicable), itemization of any other costs with supporting documentation, applicable prompt payment discount terms and invoice total.

The Department reserves the right to request modifications to the invoice to ensure that the invoice is clear and concise as to the services for which it is being billed.

All invoices to and payments from the Department will be reviewed and processed in compliance with the Commonwealth’s standard terms and conditions and bill paying policy as issued by the Office of the State Comptroller and/or any and all applicable local procurement and contracting laws, regulations, rules and policies.

For all services provided to eligible entities, other than the State 911 Department, payment will be the responsibility of the eligible entity. The qualified bidder(s) must, therefore, agree to coordinate invoicing and payment terms to comply with the requirements of such eligible entities. Invoices shall, at a minimum, clearly detail the training(s), product(s), and/or license(s), number of hours worked, hourly rate (if applicable), itemization of any other costs with supporting documentation, applicable prompt payment discount terms and invoice total.

SECTION 12. INSTRUCTIONS FOR SUBMISSION OF RESPONSES

12.1 Cost Table

The pricing for each and every service required to be furnished under the contract shall be set forth on Attachment D- Cost Table.

All rates shall become fixed for the initial term of the contract. Qualified bidder(s) may renegotiate the rates at the time of renewal(s); however, all requests shall be supported by detailed documentation to the satisfaction of the Department.

It is the responsibility of the bidder to identify any and all costs on the price tables. No eligible entity shall be responsible for any cost not identified on the cost table. Pricing as proposed in the bidders response shall be all-inclusive, and, therefore, any additional costs requested at a later date will not be paid.

Bidders are encouraged to identify prices for EMDPRS and Quality Assurance of EMD programs, products, and services by quantity on a cumulative basis throughout the Commonwealth (i.e., the pricing by quantity set forth in the Cost Table should reflect the aggregate quantity of such programs, products, and services to be sold to eligible entities throughout the Commonwealth). Pricing should, where possible, be reduced as the number of eligible entities that purchase EMDPRS and Quality Assurance of EMD programs, products, and/or services from the qualified bidder increases. Pricing for EMDPRS and Quality Assurance of EMD programs, products and/or services quoted to an eligible entity should, where possible, be the rate for the quantity of such programs, products, and/or services sold by the qualified bidder throughout the Commonwealth at the time the quote is provided to the eligible entity.

Bidders shall provide a prompt payment discount. Prompt payment discount terms shall be noted on all quotes and/or invoices.

Qualified bidders shall agree to enroll in the Commonwealth’s electronic funds transfer program.

12.2 Submission of Questions

Only questions that are written and submitted via e-mail to Karen.Robitaille@state.ma.us will be accepted and such questions shall include “RFR STATE 911 11-002 Question” in the subject line. No questions will be accepted after 5:00 PM EDT on May 20, 2011.

12.3 Supplier Diversity Program Plan

The PMT requires bidders to make a commitment to partner with certified Minority- and Women-Owned Businesses in order to be awarded a Contract. An SDO-certified (formerly SOMWBA-certified) Bidder may not list itself or an affiliate as being a Supplier Diversity Partner to its own company. In addition, a narrative statement can be included to supplement the SDP Plan Form providing further details of the SDP commitments. The submission of this narrative statement does not replace the requirement of the SDP Plan Form. Bidders must submit one form for each M/WBE SDP Relationship. Bids submitted without an SDP plan are subject to rejection without further review. Please note that no Bidder will be awarded a Contract unless and until they agree to commit to at least one (1) of following three (3) SDP Components selected by the PMT:

Subcontracting:

If Bidder commits to Subcontracting in their SDP plan, then they must commit to subcontract a specific dollar amount, or a minimum percentage of dollars earned through an awarded Contract, with an SDO -certified company or a company that has applied for certification. Although this is only one of several options to meet the requirements for participation in the Supplier Diversity Program, Bidder’s submission of subcontracting commitments may be weighted most heavily. The PMT will set timelines for progress reviews (either quarterly or semi-annually) for the purpose of compliance and tracking of submitted commitments. Please note that all subcontracting partnerships require inclusion of that contract between the Bidder and the M/WBE subcontractor in the Bidder’s bid package.

Ancillary Uses of Certified M/WBE Firm(s):

If a Bidder commits to Ancillary Uses of certified M/WBE Firm(s) (or companies that have applied for certification) in their SDP plan, then they must include dollar or percentage expenditure commitments for use of these firm(s) with or without the use of written commitments between the Bidder and the M/WBE Firm(s). A description of the ancillary uses of certified M/WBEs, if any, must be included on the SDP Plan Form.

Growth and Development:

If a Bidder commits to Growth and Development in their SDP plan, then they must submit a plan for education, training, mentoring, resource sharing, joint activities, and assistance that would increase industry capacity and the pool of qualified SDO certified companies.

Once an SDP Plan is submitted, negotiated and approved, the PMT will then monitor the Contractor’s performance.

Resources available to assist Prime Bidders in finding potential M/WBE partners can be found at: SDP Procurement Resources and Guides or www.mass.gov/sdp. ANY BIDDERS WITH QUESTIONS REGARDING THIS REEQUIREMENT MAY CONTACT THE HELP DESK AT 617-720-3359 OR BY E-MAIL AT sdp@state.ma.us.

12.4 Submission of Responses

Bidders shall clearly respond to each section of this RFR, supply supporting documentation where requested and required. Bidders shall indicate compliance with each section that does not require a detailed response. Further, should a bidder take exception or propose an alternative to any section of this RFR, it shall be clearly identified within that section and restated on Attachment E. Bidders should not modify the format of this RFR in any manner. Bidders may add to the empty cells on the cost table but should in no way modify the tables as published. Bidders may attached additional sheets as needed to submit a comprehensive response to this RFR.

Bidders shall submit one (1) clearly marked Original Response, seven (7) complete paper copies of the Original Response, and one (1) electronic copy of the Original Response in PDF format no later than June 3, 2011, 5:00 p.m., Eastern Daylight Time (EDT).

Please note that electronic copies are in addition to, and do not substitute for, the hard copies of the Original Response. All signatures on the Original Response shall be the signature of the Authorized Signatory listed on the Contractor Authorized Signature Verification Form. All dates on forms shall be hand-dated. The Original Response shall be double-sided, printed on recycled paper with a minimum post-consumer content of 30% or paper made with tree-free fibers (i.e. paper made from raw materials other than trees, such as kenaf). All responses shall clearly indicate the level of recycled content contained in the paper being used. The use of the following non-recyclable and/or non-reusable materials is strongly discouraged for any copies of the Original Response: plastic report covers, plastic dividers, vinyl sleeves, and spiral binding. Please only use three-ringed binders, glued materials, paper clips or staples to secure documents. Bidders shall submit materials in a format that allows for easy removal and recycling of materials. Bidders are also encouraged to use other products that contain recycled content in their response documents. Such products include but are not limited to folders, CDs, envelopes, boxes, etc. Where appropriate, respondents should note which of these products are made with recycled materials. Bidders should not submit any unnecessary samples, corporate brochures, attachments, or documents.

A sealed hard copy of the complete response package is required. Delivery may be made by U.S. Postal Service, courier, or other personal delivery. The outside label should reference this RFR File Name and Number, RFR State 911 11-002 Emergency Medical Dispatch Priority Reference System. Quality Assurance, and Training, and be addressed to:

Karen Robitaille State 911 Department 1380 Bay Street, Building C Taunton, MA 02780

SECTION 13. RESPONSE EVALUATION CRITERIA

Responses will be evaluated in accordance with the following criteria. The criteria are not listed in order of importance.

All responses must be received on or before the submission deadline as defined in this RFR. Late responses will be automatically rejected and will be given no consideration.

The bidders will be qualified based upon the fulfillment of the RFR’s qualifications, completion of all the required RFR specifications and attachments listed in this RFR.

· Bidder’s ability to meet the required specifications

· Demonstration of knowledge, experience and expertise

· Pricing

· Quality and Completeness of bidder’s overall proposal

· Supplier Diversity Program Plan.

The Department reserves the right to interview any and all bidder(s) to further evaluate capabilities, knowledge, experience and expertise. Further, bidder(s) may be required to perform a comprehensive product demonstration. Bidder(s) will be contacted to schedule a mutually agreed upon date and time should the Department exercise this option. All interviews will be held at the State 911 Department’s location in Taunton, MA.

SECTION 14. DEADLINE FOR RESPONSES

AND PROCUREMENT CALENDAR

The critical procurement dates are set forth on the Procurement Calendar below. The State 911 Department reserves the right to modify these dates as needed.

Friday, May 20, 2010

Friday, May 27, 2011

Friday, June 17, 2011

PROCUREMENT CALENDAR

SECTION 15. RFR REQUIRED DOCUMENTS

In order for a response to be considered complete, the following required information and forms shall be completed and submitted:

· Response addressing all of the specifications as detailed in this RFR

· Completed Cost Table

· Commonwealth Terms and Conditions*

· Standard Contract Form *

· Contractor Authorized Signatory Listing Form*

· Consultant Contract Mandatory Submission Form*

· W-9 Request for Taxpayer Identification Number and Certification*

· Prompt Payment Discount Form*

· Electronic Funds Transfer Form*

· Executive Order No. 504 Vendor Certification Form*

· Business Reference Form*

· Supplier Diversity Program (SDP) Form* Note: Bidders are advised that submission of an SDP Plan is mandatory for all large procurements over $50,000. The Department is requiring that SDP Plans target sub-contracting, ancillary opportunities, and/or growth and development .

*All forms can be found on the Forms and Terms tab of the RFR as posted on www.Comm-Pass.com.

ATTACHMENT A- RFR REQUIRED SPECIFICATIONS

The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $50,000 will be evaluated at 10% or more of the total evaluation. Once an SDP Plan is submitted, negotiated and approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified contractors to fulfill their own SDP expenditure benchmarks. M/WBE participation must be incorporated into and monitored for all types of procurements regardless of size, however, submission of an SDP Plan is mandated only for large procurements over $50,000.

This RFR will contain some or all of the following components as part of the Supplier Diversity Program Plan submitted by bidders:

· Sub-contracting with certified M/WBE firms as defined within the scope of the RFR,

· Growth and Development activities to increase M/WBE capacity,

· Ancillary use of certified M/WBE firms,

· Past Performance or information of past expenditures with certified M/WBEs and

· Additional incentives for bidders to commit to at least one certified MBE and WBE in the submission of SDP plans.

A Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), M/Non-Profit, or W/Non-Profit, is defined as such by the Supplier Diversity Office (SDO). All certified businesses that are included in the bidder’s SDP proposal are required to submit an up to date copy of their SDO certification letter. The purpose for this certification is to participate in the Commonwealth’s Supplier Diversity Program for public contracting. Minority- and Women-Owned firms that are not currently certified but would like to be considered as an M/WBE for the purpose of this RFR should submit their application at least two weeks prior to the RFR closing date and submit proof of documentation of application for consideration with their bid proposal. For further information on SDO certification, contact their office at 1-617-973-8692 or via the Internet at mass.gov/SDO.

Supplier Diversity Program Subcontracting Policies. Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Supplier Diversity Program (SDP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Agricultural Products Preference (only applicable if this is a procurement for Agricultural Products) - Chapter 123 of the Acts of 2006 directs the State Purchasing Agent to grant a preference to products of agriculture grown or produced using locally grown products. Such locally grown or produced products shall be purchased unless the price of the goods exceeds the price of products of agriculture from outside the Commonwealth by more than 10%. For purposes of this preference, products of agriculture are defined to include any agricultural, aquacultural, floricultural or horticultural commodities, the growing and harvesting of forest products, the raising of livestock, including horses, raising of domesticated animals, bees, fur-bearing animals and any forestry or lumbering operations.

Best Value Selection and Negotiation. The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS.

Comm-PASS. Comm-PASS is the official system of record for all procurement information which is publicly accessible at no charge at www.comm-pass.com. Information contained in this document and in each tab of the Solicitation, including file attachments, and information contained in the related Bidders’ Forum(s), are all components of the Solicitation.

Bidders are solely responsible for obtaining all information distributed for this Solicitation via Comm-PASS, by using the free Browse and Search tools offered on each record-related tab on the main navigation bar (Solicitations and Forums). Forums support Bidder submission of written questions associated with a Solicitation and publication of official answers. All records on Comm-PASS are comprised of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other Information tabs. Each tab contains data and/or file attachments provided by the Procurement Management Team. All are incorporated into the Solicitation.

It is each Bidder’s responsibility to check Comm-PASS for:

· Any addenda or modifications to this Solicitation, by monitoring the “Last Change” field on the Solicitation’s Summary tab, and

· Any Bidders’ Forum records related to this Solicitation (see Locating a Online Bidders’ Forum for information on locating these records.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Response based on an out-of-date Solicitation or on information received from a source other than Comm-PASS.

Comm-PASS SmartBid Subscription. Bidders may elect to obtain an optional SmartBid subscription which provides value-added features, including automated email notification associated with postings and modifications to Comm-PASS records. When properly configured and managed, SmartBid provides a subscriber with:

· A secure desktop within Comm-PASS for efficient record management

· A customizable profile reflecting the subscriber’s product/service areas of interest

· A customizable listing in the publicly accessible Business Directory, an online “yellow-pages” advertisement

· Full-cycle, automated email alert whenever any record of interest is posted or updated

· Access to Online Response Submission, when allowed by the Issuer, to support:

· paperless bid drafting and submission to an encrypted lock-box prior to close date

· electronic signature of OSD forms and terms; agreement to defer wet-ink signature until Contract award, if any

· withdrawal of submitted bids prior to close date

· online storage of submitted bids

Every public purchasing entity within the borders of Massachusetts may post records on Comm-PASS at no charge. Comm-PASS has the potential to become the sole site for all public entities in Massachusetts. SmartBid fees are only based on and expended for costs to operate, maintain and develop the Comm-PASS system.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Costs. Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor to keep current the email address of the bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the PMT, including requests for clarification. The PMT and the Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective bidder’s/awarded contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the PMT to be lost or rejected by any means including email or spam filtering.

Electronic Funds Transfer (EFT). All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it…