FY2021_APR_WeatherSvcs_Gendall_FNL~1.doc

MassDOT Weather Services

MASSACHUSETTS DEPARTMENT OF TRANSPORTATION

HIGHWAY DIVISION

10 pARK pLAZA

BOSTON, MA 02116

REQUEST FOR RESPONSES (“RFR”)

Weather Analysis and Weather Forecast

COMMBUYS BID

BD-20-1030-0P100-0P072-51109

rfR RELEASE DATE: 30 april 2020 PHASE I RESPONSE SUBMISSION DEADLINE: 25 May at 3:00 PM *times quoted are per the Commbuys clock

TABLE OF CONTENTS

51.

INTRODUCTION

51.1.

Background

51.2.

Procurement Scope

2.

GENERAL PROCUREMENT INFORMATION

2.1.

Procuring Agency 2.2.

Eligible Entities 2.3.

Overview 2.4.

Costs of Preparing a Response 2.5.

Ownership of RFR Responses 2.6.

Public Records 2.7.

Alterations 2.8.

Prohibitions 2.9.

Restriction on the Use of the Commonwealth Seal 2.10.

Terms and Requirements 2.11.

Estimated Value of Contract 2.12.

Estimated Contract Terms 2.13.

Intended Number of Awards 3.

RESPONSE PROCESS AND PROCEDURE

3.1 Submittal Details 3.2 Evaluation Criteria 4.

OTHER REQUIREMENTS

4.1 Cloud Solutions 4.2 System Security 4.3 Supplier Diversity Program 4.4 Reasonable Accomodation 4.5 Subcontractor Policies 4.6 Successor Software Products 5.

GENERAL PROCUREMENT INFORMATION

5.1 Estimated Procurement Calendar 225.2 Submission Procedures

225.3 Questions About The RFR

235.4 Interviews and Presentations

245.5 Clarifications

TABLE OF CONTENTS - cont.

attachment A List of Current RWIS Locations & Equipment Per Site.......................................* attachment B MassDOT’s District & Sub-District Locations/ Boundaries.............................* attachment C Security Sensitive Information Certification.............................................................* attachment D Cloud Procurement Terms.............................................................................................* *All Attachments are individual files included with this solicitation found under the attachment tab on Commbuys.

Addition documents/files are cited throughout this document. Please read each Section carefully as additional standard response documents are required and cited. The documents/files cited above are pertinent to the subject matter of the solicitation.

1.0 INTRODUCTION

1.1. Background

The Massachusetts Department of Transportation (“MassDOT”), through the Commonwealth of Massachusetts, seeks to create a contract for the furnishing and delivery of Weather Analysis and Weather Forecasting.

The Department of Transportation’s Highway Division requests proposals to provide a complete weather analysis and weather forecasting service (including a fully staffed weather center) and utilizing the DOT’s Roadway Weather Information Systems (RWIS).

Responding vendors must meet the minimum specifications for weather analysis and weather forecast, meet other specified requirements of the RFR as stated herein.

1.2. Scope of Services

MassDOT seeks weather data and forecasting services. The selected vendor must: combine the existing Road Weather Information System (RWIS) data, perform information compiling, and perform weather forecasting services and present all information in a single source that utilizes an easy-to-use product/platform.

A list of deliverables:

1. Provide the services of a weather center which is staffed around-the-clock with experienced meteorologists.

2. Provide the required weather data in an informational website. This website shall display, for MassDOT, current, accurate forecasts with precipitation-timing maps. The maps shall depict a single-frame statewide view of anticipated weather conditions for the next twenty-four (24) hours, with superimposed timelines for precipitation start times.

2a.

Provide/display radar images, in rich detail and in a high-quality mosaic, utilizing the NEXRAD (WSR-88D) Doppler radar system. The images shall depict current as well as “future” projections – ninety (90) minutes forward – broken into five (5) minute intervals.

2b.

Provide expertise and integrate existing (and continuous) data from MassDOT RWIS equipment to supplement and enhance the presented and forecasted information.

3. Provide an integrated mobile weather service application available for all smartphones (IPhones & Androids). This service shall provide the same information included in an online platform in an easy-to-use, convenient format.

4. Provide phone consultation/support services to answer forecast and weather-detailed questions during established (seasonal) times through the year.

5. Provide online communications forum, similar to an internet blog, where MassDOT personnel are able to ask weather related questions directly to the Vendor’s team of meteorologists.

6. Provide email reports of current and future weather forecasts on a regular schedule. The reports/summaries shall contain regional-specific (i.e. sub-District) information and forecasts.

7. Provide periodic weather warnings, via email and phone calls, in specific cases where localized weather conditions pose a threat within any of the six (6) MassDOT Districts.

8. Provide monthly presentations (via a web-based conference link & phone call) which summarize on-going weather trends, give statistical information, furnish forecasting details, and to give Q&A opportunities. This presentation shall be recorded and made available to MassDOT within 48 hours of the end of the presentation.

9. Provide training materials for the DOT’s use to supplement our yearly, pre-winter, snow & ice staff training. This material should consist of a “PowerPoint” and/or video presentation that both (1) introduces the weather platform and services to new workers and (2) presents a refresher for the staff that is returning to the program with previous experience. The materials will become MassDOT’s property for internal use during and after each season.

The Details Associated with The Deliverables:

1. Provide a full staff of experienced meteorologists.

The weather center shall be staffed with work shifts covering twenty-four (24) hours a day seven (7) days a week, for three hundred sixty-five (365) days a year. The meteorologists must be employed by the Vendor and no outsourcing of meteorological personnel to third party suppliers is allowed.

Year-round meteorologists shall have an average of over ten years of experience in weather forecasting with all other staff assigned to the meteorological operations duties having a minimum of two (2) years of experience in this field.

During the winter season, October 1st through May 31st, the contractor shall have at least two (2) meteorologists assigned to the transportation forecasting duties for Massachusetts (MassDOT), with the senior meteorologist as the principal forecaster and contact person. During instances of severe weather, an experienced meteorologist, currently on shift, shall be available via phone to supplement the required updates and phone calls if MassDOT staff need clarifications and consultations.

2, 2a, 2b Provide technical resources to present weather information via a website.

GENERAL: The website will display current condition data as well as forecasts regarding predicted atmospheric and pavement conditions. The Vendor shall provide access (user accounts) to at least 125 MassDOT state employees associated with snow and ice operations - so that supervisors and crews can employ a proactive approach to deployments and on-going activities, improving the program’s efficiency. The user accounts shall be customizable to the user.

The Vendor shall provide a real-time precipitation timing tool to allow the user to monitor multiple storms and determine the start and end time of forecasted precipitation for any user location. MassDOT would like to have the ability to pinpoint exact locations to monitor. This functionality shall allow monitoring at specific locations - by address or latitude/longitude - and allow multiple locations to be monitored at once by MassDOT. For example, a user could also choose to monitor multiple RWIS Sites, Districts and sub-Districts.

The Vendor shall provide a statewide map of expected snowfall accumulation and start, end, and ‘change times’ of the precipitation. The forecast shall be updated every three (3) hours at a minimum. This service shall be made available between and including the dates starting on or before October 15th and through at least April 15th.

It is anticipated that the weather information presented will be displayed on several (viewer-selected) maps. Furthermore, it is important to stress that those relying on the information will be seeking data at multiple operational levels. For example: the individuals assigned to a particular roadway depot (and given responsibility for an adjoining network of roads) have a focused level of interest. Conversely, a regional look is beneficial to the others as the responsibilities become wider, making District-wide, state-wide, and extended boundary-information critical as well.

In acknowledgement of this practicality, it is important to the Department – that the District and sub-district delineations be included, wherever possible, on the reporting and forecasting information presented. The Department has six (6) independently operated District Office regions – that are further divided into a total of twenty-one (21) sub-Districts. See Attachment B – MassDOT’s Districts & Sub-District Locations.

The presentation of the current and forecasted information shall utilize the data from MassDOT’s RWIS network to supplement and enhance the other methods employed. [See also PAVEMENT FORECASTS, below]. Additionally, the web maps furnished shall (when desired) display the specific data associated with any of the RWIS sites. This additional display of information will be beneficial if a person wants to isolate and validate the data associated with one or more units. A display of the data points gives the Department (and the Vendor) the ability to determine if erroneous data is coming from damaged or defective units.

A list of the current RWIS equipment and locations is provided as Attachment A.

The display maps shall also depict a single-frame statewide view of anticipated weather conditions for the upcoming twenty-four (24) hours, with superimposed timelines for precipitation start times. This feature shall be updated no fewer than 4 times daily and it shall be clear - when looking at this feature - when it was last updated. As mentioned, the radar images shall be rich detail and in a high-quality mosaic, utilizing NEXRAD (WSR-88D) Doppler radar system. Data shall be based on full 1km spatial resolution and the Vendor shall apply a quality control process to the radar data to remove as much ground clutter and anomalous propagation or “noise” as possible. The resulting radar product will include only true precipitation that is falling to the ground.

Forty-eight (48) levels of discrete precipitation type (rain/snow/mix) and intensity shall be encoded. Current precipitation data shall be updated by the bidder every five minutes with the result being the highest quality of the representative precipitation available.

All radar images shall integrate storm tracking data features: estimating time of arrival, storm intensity and location.

Future Radar (i.e. Weather Pattern Projections)

The Vendor shall provide “Future” radar capabilities using state of the art technology to predict the movement and evolution of precipitation. The images shall display a date/time stamp; display local time (daylight or standard) and have the ability to be animated in loops of up to four (4) hours in length. The animations shall be easily stopped and stepped-through, in both forward and reverse directions, at five (5) minute intervals.

Future radar shall continuously be updated every 15 minutes.

PAVEMENT FORECASTS

The pavement forecast component is critical to MassDOT and the Vendor shall create pavement and bridge deck forecasts based on RWIS observed data to provide a highly accurate pavement forecast.

Pavement forecasts shall include predicted pavement temperatures for roads and bridges for the coming-24 hours and shall be updated hourly. The system displayed shall provide a comprehensive approach to winter weather information and forecasting specifically designed for MassDOT to increase accuracy and efficiency for snow and ice operations.

FORECASTING DETAILS

The Vendor shall provide site-specific weather forecasts for MassDOT’s six Districts and 21 sub-Districts, defined in Attachment B. The forecast shall be provided via email four (4) times daily, 6:00 am, 12 noon, 8:00pm and 2:00am. The website-based forecast shall be provided both as an hourly forecast charted out to three (3) days, and a daily forecast charted out for 15 days. It shall be clear when looking at either website-based forecast when it was last updated.

The parameters included in the hourly forecast presentation of both historical and forecast data shall be as follows:

· Weather Conditions Icon

· Weather Description, including Cloud Cover

· Air Temperature

· ‘Feels Like’ Temperature

· Wet Bulb Globe (°F)

· Wind Speed

· Wind Direction/Gusts

· Dew Point

· Relative Humidity

· Precipitation Chance/Probability of Precipitation

· Precipitation Type

· Start of Precipitation (rain or snow is included)

· Precipitation Amount/Rate (rain or snow or ice is included)

· 24 Hour Rain, Snow/Ice Accumulation

· Low and High Tide Times

· Blowing Snow Potential

· Bridge Deck Temperature

· Pavement Temperature

· Bridge Frost Probability / Percentage

· Road Frost Probability / Percentage

· Treatment Recommendation *

· Visibility (miles)

· Tide Level (ft)

· Wave Height (ft)

(*) The Treatment Recommendation shall be derived from the Federal Highway Administration (FHWA) Treatment Plan.

A 15-Day weather outlook shall also be available to gain information on the weather outlook of sky condition, precipitation, high/low temperature and winds.

The parameters included in the 15-Day forecast presentation shall include but not be limited to:

· Weather Conditions Icon

· Weather Description, including Cloud Cover

· Air Temperature

· Feels Like Temperature

· Wet Bulb Globe (°F)

· Wind Speed

· Wind Direction/Gusts

· Dew Point

· Relative Humidity

· Precipitation Chance/Probability of Precipitation

· Precipitation Type

· Start of Precipitation (rain or snow is included)

· Precipitation Amount/Rate (rain, snow, or ice is included)

· 24 Hour Rain, Snow/Ice Accumulation

· Evapotranspiration (inches/day)

· Low and High Tide Times

The system should maintain a log of alerts and warnings for at least six (6) months so that a user may research, analyze, and investigate specific situations.

2b. Integrate existing MassDOT Road Weather Information Sites (RWIS) data

MassDOT has combined RWIS data management services with Weather Forecasting services under a single contract, with an integrated easy to use single platform.

Data Management:

It is MassDOT’s desire to manage the data generated by the (currently) 45 RWIS stations with a full functioning SCADA (supervisory control and data acquisition) system capable of processing and monitoring each component of every RWIS station. The RWIS data management system should support high availability and be cyber-security hardened. It should also be hardware/sensor agnostic with multi-protocol support.

The system proposed shall have the following attributes:

· Real time RPU polling

· Supervisory control

· User controlled criteria

· Data availability alarming

· RWIS diagnostic reporting

· Data trends and analysis

· Data archiving

· RWIS graphs for user specified timeframes

· RWIS diagnostic reporting by MassDOT District or RWIS status

The real time remote pickup unit (RPU) polling will be used to report on the status of every component of each RWIS station. The locations and description of each site (as mentioned) are summarized in Attachment A. This report shall be generated daily and will be used for the assessment of MassDOT’s RWIS system condition. This report shall also be available on demand via internet access.

The data generated shall have supervisory controls; administrative and operational. The data generated by the RWIS stations is wholly owned by MassDOT whom will share the data with whomever they feel necessary.

It would beneficial if the system has a user-defined warning prompt or “Alarm” which gives an alert to a condition observed by the RWIS network. The criteria (or data reading of interest) will be set by MassDOT with the assistance of the Vendor.

The proposed system must demonstrate a capacity or ability to be flexible and grow with the changing needs of MassDOT. MassDOT has intentions of increasing the number of RWIS stations with future installations during this contract and quantities have yet to be determined. The ability to integrate new sites and new components into a seamless system will be paramount to MassDOT.

The responding vendors must demonstrate how they would integrate the following components:

· Weather

· AVL/GPS

· RWIS

· Traffic

3. Provide / support a mobile weather service phone app.

The Vendor shall provide an integrated mobile weather service application available for all smartphones (IPhones & Androids). This service shall provide the same information included in an online platform in an easy-to-use, convenient format.

The mobile platform will include but not be limited to: current radar, current and forecasted weather conditions, pavement forecasts of the RWIS locations and data, plus National Weather Service watches and warnings.

All weather alerts should be made available for the current location of the Smart Phone. Every user of the webpage provided should also receive access to smartphone application. There shall be no limit to the number of MassDOT consumers utilizing the smartphone application.

4. Provide phone consultation/support services.

The Vendor shall provide toll-free access to a meteorologist responsible for handling the forecast for MassDOT, 24 hours per day, 7 days per week, 365 days per year. These consultations will be of particular value for the MassDOT when questions arise about what will happen at a specific location or during a specific time frame. The Vendor shall focus on forecasts as well as confidence levels and potential alternative scenarios to provide a complete view of what may happen.

5. Provide online communications forum similar to an internet blog.

The Vendor shall provide an online consultation forum like an internet blog, where MassDOT personnel are able to ask weather related questions directly to their team of transportation meteorologists. Responses shall be delivered within fifteen (15) minutes and are shared with other transportation professionals in the region so others can benefit from questions asked.

6. Provide email reports of current and future weather forecasts.

Provide, at the intervals defined herein, an emailed forecast that summarizes current and future weather parameters that are both general for Districts in their entirety and region-specific for the Department’s twenty-one (21) sub-districts and when applicable may reference their regional geographic features and boundaries, such as Counties, “The Berkshires” or “Worcester Hills.” MassDOT will maintain the distribution list for the forecast.

The forecast shall be provided four (4) times daily, 6:00 am, 12 noon, 8:00pm and 2:00am. The forecast shall be provided both as an hourly forecast detailed out for twenty-four (24) hours, and a daily forecast detailing the next 3 days. The MassDOT expects that the forecast provided not be an “automated” forecast, but rather one that has professional meteorologist involvement.

These forecasts shall be updated each period and shall be based on current observed atmospheric weather, anticipated trends and RWIS conditions.

7, 7a. Provide weather warnings in cases where localized conditions pose a threat.

The Vendor, under Deliverable #6, shall provide site-specific weather forecasts for MassDOT’s six (6) Districts and twenty-one (21) sub-Districts areas, defined in Attachment A. The forecasts provided on that schedule will, of course, provide information identifying weather threats.

When, in the period between the release of email weather forecasts, there is a localized weather condition that poses a threat to operations, property, and public safety – the Vendor shall establish a calling method to provide critical information [or] a notice of a written forecast(ed) detail (if appropriate) – targeted to the individual(s) representing the MassDOT District(s) most likely to be impacted by the condition. The Vendor shall make every effort to issue the supplemental communication (“warning”) as soon as possible, with the expectation that MassDOT would have the maximum time to respond to address the weather condition.

MassDOT will provide a roster of District contacts. Following any such notification, the Vendor shall record this communication was made. Note that warnings may be issued via email from the hours of 7AM-3:30PM, eastern. Outside of these hours, emails shall be supplemented by phone calls to representatives of District(s) most likely impacted by the conditions noted in the warning.

The system must be configurable and, through discussions and agreements with MassDOT, shall use the established criteria/parameters for determining what issues/events qualify for warnings – and what individuals will receive them. Some examples of conditions that would trigger a warning include but are not limited to accelerated event start time, a change in precipitation type, a drop in temperature and a chance of isolated icing events due to roadway temperatures expected to undercut dew points.

As stated before, the system should maintain a log of alerts and warnings for at least six (6) months so that personnel can go back and analyze and investigate specific situations.

8. Provide monthly presentations (via a web-link & phone call)

Each month from October through May at an agreed upon date/time, MassDOT and the Vendor’s meteorologist group responsible for handling the forecasts shall hold a conference call with: (collectively) the Operations Personnel from Boston, and the Snow and Ice Engineers from each of the six (6) Districts. This conference call shall be used to provide a general summary of upcoming (forecasted) weather events or trends and provide a forum for questions/answers. Furthermore, MassDOT personnel shall be allowed to review/question forecasts from the previous month with the Vendor’s meteorologist.

During the presentation for May, presumed to be conducted after the winter season has ended, the vendor shall provide a summary of the winter activities. The report will include snow and ice statistics (including the accuracy rate of forecasts), of the lessons learned, supplemental information that MassDOT may require/need for management reporting, and (any) proposed operational improvements for next season.

9. Provide yearly training services.

The MassDOT conducts preseason training for all individuals involved in the Snow & Ice program. These sessions are conducted in each of the District Offices as well as Boston-HQ and are attended by individuals with a variety of roles within the program.

Under this contract, it will be incumbent upon the Vendor to produce, and at least one time during each preseason, present a PowerPoint-like presentation (possibly supplemented with videos) for the Department to use during the training sessions. The materials provided will make the trainees aware of the deliverables that are provided through this contract, the information that they are likely to receive, how the website features can be accessed, and how to make use of the support services. (It should be noted that the Department would not expect a large group of individuals, statewide, to make calls directly to the Vendor – so the training would make it clear that chain-of-command requests should be developed so that information flows appropriately.

The material produced for training purposes will become the property of the Department and may be subsequently posted for reference/use throughout the season. The training materials should be updated when appropriate and contain references to the latest (evolving) versions of the deliverables under this contract.

2.0 GENERAL PROCUREMENT INFORMATION

2.1 Procuring Agency

Procuring Agency: Massachusetts Department of Transportation

Address: 10 Park Plaza, Boston, MA 02116

Project Manager: John Gendall 2.2 Eligible Entities

Any contract resulting from this RFR may be used by MassDOT. Any other Executive Agency of the Commonwealth or Massachusetts municipality may engage in working relationship with the vendor selected under this RFR but MUST execute a separate contract that meets their own legal and business requirements.

This RFR does not commit the Commonwealth or MassDOT to approve a statement of work, pay any costs incurred in the preparation of a Bidder’s response to this RFR, or to procure or contract for products or services. MassDOT reserves the right to accept or reject any and all responses received as a result of this RFR and to contract for some, all, or none of the products and services as a result of this RFR. Submittals which, in MassDOT’s sole judgement, fail to meet the requirements of the RFR or are incomplete, conditional, obscure or contain additions, deletions, alterations, errors or other irregularities, or are submitted by parties who are deemed incapable of performing the requirements of the RFR may be rejected. MassDOT further reserves the right to negotiate with any or all qualified Bidders and to cancel, in part or in its entirety, this RFR if it is in the best interest of MassDOT to do so.

MassDOT reserves the right to amend this RFR at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS (www.COMMBUYS.com). It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. MassDOT accepts no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

All proposed subcontractors must be disclosed in full. The information furnished must include a description of the work to be performed by each subcontractor and the percentage of the total effort that work represents. MassDOT will hold the Bidder responsible for meeting the requirements of any contract even if a subcontractor is performing specific services (see RFR Section 3.4(f) - Subcontractor Policies).

2.4 Costs of Preparing a Response

All costs incurred by a Bidder in the preparation and submission of a response are the sole responsibility of the Bidder.

2.5 Ownership of RFR Responses

All responses to this RFR shall become the property of MassDOT and will not be returned. MassDOT shall have the right to use any ideas, concepts, configurations or other information set forth in a Bidder’s response to this RFR without restriction, whether or not the response is selected for contract award.

2.6 Public Records

All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10. Except as provided by M.G.L. c. 66 s. 10, all materials submitted are subject to release as public records. If a Bidder has special concerns about information which it desires to make available to MassDOT but believes it to constitute a trade secret, proprietary information, or other information excepted from disclosure, Bidder shall specifically and conspicuously designate that information by placing “CONFIDENTIAL” in the header or footer of each such page affected and by identifying such confidential information in the Transmittal letter that accompanies a Bidder’s Response. Nothing in this RFR shall modify or amend MassDOT’s obligations imposed by the Public Records Law or other applicable law. The provisions of the Public Records Law shall control in the event of a conflict between this provision and applicable law.

If MassDOT receives a request for public disclosure any portion of a Bidder submittal that is designated as confidential, MassDOT will endeavor to use reasonable efforts to notify the Bidder of the request. The Bidder can assert, in writing and at its sole expense, a claimed exception under the Public Records Law or other applicable law within the time period specified in the notice issued by MassDOT and allowed under the Public Records Law. Bidder can choose to defend any action seeking release of the records it believes to be confidential information. Bidder shall indemnify, defend and hold harmless MassDOT and its agents and employees from any judgments awarded against MassDOT and its agents and employees in favor of the party requesting the records, including all costs connected with that defense. Bidder agrees that this indemnification survives as long as the confidential business information is in the hands of MassDOT.

2.7 Alterations

Bidders may not alter (manually or electronically) the RFR language or any RFR component files. Modifications to the body of the RFR, specifications, terms and conditions, or which change the intent of this RFR are prohibited and may disqualify a response.

2.8 Prohibitions

Bidders are prohibited from communicating directly with any employee of MassDOT regarding this RFR except as specified in this RFR, and no other individual MassDOT employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may only communicate with the MassDOT COMMBUYS designated contact by using the contact information provided in this RFR for purposes in this RFR, in the event that this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the COMMBUYS Helpdesk.

By submitting a Bid response, the Bidder certifies that the response has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding or planned common course or action with, any other Bidder of the commodities and/or services described in the RFR.

2.9 Restriction on the Use of the Commonwealth Seal

Bidders and their contracted partners are not allowed to display the Commonwealth of Massachusetts Seal in their bid packages. Bidders and their contracted partners are not allowed to display the Commonwealth of Massachusetts Seal or any MassDOT logo in any subsequent marketing materials if they are awarded a contract.

2.10 Terms and Requirements

All terms, conditions, requirements, and procedures included in this RFR must be met for a proposal to be determined responsive. If a Bidder fails to meet any “mandatory” material term, condition, requirement or procedure, its RFR Response may be deemed unresponsive and disqualified. Bidder should note that the RFR contains two (2) different types of RFR specification language:

Mandatory:

Words such as “shall,” “shall not,” “will,” “will not,” “may not,” “cannot,” “ can only,” “prohibited,” “must,” “required,” “mandatory,” and “requirement(s)” are used to describe requirements which are “mandatory.”

Desirable:

Words such as “may,” “should,” “suggested,” “requested,” and “desirable” are used to describe specifications which are considered “desirable,” which would not disqualify the RFR response from consideration if they are not proposed.

2.11 Estimated Value of Contract

The approximate cost of these services, based on previous versions of this contract, is $150,000 per year.

2.12 Estimated Contract Terms

The initial term of any agreement resulting from this RFR is anticipated to be two (2) years with options for MassDOT, at its discretion, to extend for up to three additional one-year options, for a maximum duration of five (5) years. The initial term will include the initial system implementation, training and rollout to deploy the solution.

2.13 Intended Number of Awards

MassDOT intends to award a single contract for this procurement.

3.0

RESPONSE PROCESS AND PROCEDURE

3.1 Submittal Details

An interested Bidder shall provide the following:

1. Cover Letter The Cover letter shall introduce the Bidder and summarize the Bidder’s main qualifications. It shall provide the name, business address, telephone number, fax number and email address for its primary contact for purposes of this RFR.

2. Business Description

Bidder shall identify the date of establishment of the business and the type of organization (individual, partnership, corporation, etc.). A narrative of the Bidder’s manufacturing/assembly facilities and service support offices must also be included. Responses to this item shall not exceed two (2) pages, single-sided.

3. Bidder’s Qualifications

Bidder shall provide a concise statement covering the history of its company under current and any prior names (include number of years in business under each name), its major projects or activities both in general and projects similar to the subject of this RFR, and why Bidder feels that it is best suited to fulfill the requirements of this RFR.

4. Solution Description Bidder shall submit a response detailing its ability to provide the services requested as described above.

a. Include a detailed description of the software and the process utilized.

b. Describe similar applications and projects where Bidder has successfully implemented the proposed solution.

5. Insurance Bidder shall confirm that it is capable of meeting the following minimum insurance requirements during Phase II – Product Demonstration and during the term of any contract arising out of this RFR:

· Commercial General Liability insurance in the amount of $1,000,000.00 per occurrence and $2,000,000.00 in the aggregate. Coverage shall be provided on a first dollar basis without a deductible.

· Automobile Liability insurance in the amount of $1,000,000.00 per accident, bodily injury and property damage combined. Coverage shall include owned, non-owned and hired liability.

· Umbrella coverage in the amount of $5,000,000.00 per occurrence and $5,000,000.00 in the aggregate. Coverage should provide excess over the primary lines of coverage: Commercial General Liability, Automobile Liability and Employer’s Liability.

· Coverage A Workers’ Compensation: statutory as required by Massachusetts law.

· Coverage B Employer’s Liability: (i) bodily injury by accident $1,000,000.00 each accident, (ii) bodily injury by disease $1,000,000.00 each employee and (iii) bodily injury by disease $1,000,000.00 policy limit.

· Professional Liability coverage: Professional Liability subject to a minimum limit of $2,000,000.00 per claim and $2,000,000.00 in the aggregate. The retention should not exceed $25,000.00.

All policies shall have a minimum AM Best Rating of A-IX and MassDOT shall be named as an additional insured and provide coverage on a primary and non-contributory basis on all policies except for Workers’ Compensation. All policies shall contain a waiver of subrogation in favor of MassDOT and the Workers’ Compensation policy shall be specifically endorsed to provide such waiver.

6. Bidder Declarations Bidder shall include a statement as to any judgments, litigations, licensing violations or other violations outstanding or resolved, associated with the Bidder. MassDOT reserves the right to review other publicly available information with regard to the Bidder’s financial stability, as part of the evaluation.

7. References Bidder shall provide the names of at least two (2) clients for whom it has performed work similar to that proposed and who may be contacted as references. These references should include governmental agencies similar to MassDOT and include the names of the relevant projects. References must be submitted in the format specified on the Operational Services Division business reference form, which is available at https://www.mass.gov/lists/osd-forms.

Interested Bidders shall electronically submit responses to the above items using COMMBUYS. Responses shall not exceed twenty-five (25) pages, single-sided, and must follow the same sequence and lettering as they appear above. Responses of Bidders that do not comply with the foregoing requirement may be considered nonconforming.

3.2 Evaluation Criteria

MassDOT will select a vendor to provide services based on best value. Each response will be evaluated by MassDOT and scored based on the following factors, in this order of importance:

Criteria:

1. Submission is complete and meets the requirements as set forth above. Submission should reflect the Respondent’s ability to articulate technical material to a general audience.

2. Product or service provides a solution to the stated objectives of the RFR.

3. Proven experience providing weather services: forecasting and reporting.

4. References - references provided must be from clients receiving similar and/or relevant services.

5. Qualifications of key personnel proposed as staff assigned to the vendor’s solution.

6. Supplier Diversity Commitment (see below)

7. Price, including Prompt Pay Discount consideration MassDOT reserves the right to request clarification of responses following the bid submission, and to determine that any non-compliance is insubstantial, can be corrected, or that an alternative proposed by the Bidder is acceptable.

Vendors acknowledge and agree that the following items will form part of any Rate Conract entered into with a successful Bidder (posted separately on COMMBUYS in connection with this RFR):

a. MassDOT Standard Contract Form

b. MassDOT Terms and Conditions

c. Prompt Pay Discount Form

d. Massachusetts Substitute W9 Form

e. Electronic Funds Transfer Form

f. Authorized Signatory Listing Form

g. SDP Plan Form #1 – SDP Plan Commitment

h. SDP Plan Form #2 – Declaration of SDP Partners

i. Executive Order 515, establishing an environmental purchasing policy/EPP plan

Any software licenses proposed by a Vendor will be subject to review and acceptance by MassDOT. In the event of any conflict between MassDOT’s Terms and Conditions and Bidder’s software license, MassDOT’s Terms and Conditions will prevail.

Respondents further acknowledge that in the event that federal funding becomes available to MassDOT to make purchases from Vendors that have been pre-qualified under this RFR, MassDOT will inform such Vendors of additional applicable federal requirements.

4.0 Other Requirements 4.1 Cloud Solutions

For a Software-as-a-Service (“SaaS”) solution, Bidder will comply with the Cloud Procurement Terms set forth in Attachment D, attached hereto.

4.2 System Security

As part of its work effort, successful Bidder will be required to use MassDOT data and IT resources in order to fulfill part of its specified tasks. For purposes of this RFR, such data shall mean data provided by MassDOT to the successful Bidder, which may physically reside at an agency or another location, and any data derived therefrom, including metadata. In connection with such data, the successful Bidder will implement commercially reasonable safeguards necessary to:

· Prevent unauthorized access to such data from any public or private network;

· Prevent unauthorized physical access to any information technology resources involved in the development effort; and

· Prevent interception and manipulation of data during transmission to and from any servers.

The successful Bidder must adhere to all Commonwealth and/or Federal statutes, regulations and policies related to data privacy and security breaches now in effect or implemented throughout the term of any contract resulting from this RFR including, without limitation, the policies listed hereunder:

EOTSS Security Policies and Standards http://www.mass.gov/anf/research-and-tech/cyber-security/security-for-state-employees/security-policies-and-standards/

201 CMR 17.00: Standards for the Protection of Personal Information of Residents of the Commonwealth http://www.mass.gov/ocabr/docs/idtheft/201cmr1700reg.pdf

ITD Protection of Sensitive Information - Protection of Personal Data and Information http://www.mass.gov/anf/research-and-tech/cyber-security/security-for-state-employees/security-policies-and-standards/enterprise-access-control-policy.html#

Massachusetts General Law 93H Security Breaches https://malegislature.gov/Laws/GeneralLaws/PartI/TitleXV/Chapter93H See Attachment C – Security Sensitive Information Certification

4.3 Supplier Diversity Program.

Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

Partnerships with M/WBEs, M/WNPOs, VBEs and SDVOBEs: All bidders are required to make a significant financial commitment to partner with certified M/WBEs, M/WNPOs, VBEs and/or SDVOBEs certified or verified by the Supplier Diversity Office (SDO). Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis, using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract.

This requirement extends to all bidders regardless of their certification status, and no bidder will be awarded a Contract unless and until the above requirement is met. Bidders may not list themselves or affiliates as SDP Partners. In order to ensure compliance with this section and encourage bidder participation, SDP Plans will be evaluated at 10% or more of the total evaluation score for all for Large Procurements (those with a total value of greater than $150,000). SDP Plan submission is encouraged but not required for Small Procurements (those with a total value equal to or less than $150,000).

Once an SDP commitment is approved, the agency will monitor the Contractor’s performance, and use the Contractor’s reported expenditures with M/WBEs, M/WNPOs, VBEs and SDVOBEs to fulfill their own SDP expenditure benchmarks. The Commonwealth reserves the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

SDP Forms: Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP:

During the life of the contract, the Commonwealth reserves the right to expand the range of certified business categories available for SDP partnerships to all those mentioned above and/or request reports on the Contractors’ spending with such certified business categories.

Supplier Diversity Program (SDP) Resources:

· Lists of M/WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs and LGBTBEs certified or verified by the Supplier Diversity Office (SDO) are located at www.mass.gov/sdo.

· Resources to assist Prime Bidders in finding potential Certified Partners can be found at www.mass.gov/sdp.

· The Operational Services Division offers trainings on compliance with the SDP Plan requirements. Registration information for upcoming trainings can be found on the Supplier Diversity Program Trainings webpage.

4.4 Reasonable Accommodation.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the MassDOT contact person designated in this RFR. Requests for accommodation will be addressed on a case-by-case basis. A Bidder requesting accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the MassDOT contact person for this RFR. MassDOT reserves the right to reject unreasonable requests.

4.5 Subcontractor Policies

The Bidder shall not subcontract for any of the services it is obligated to perform under any contract awarded under this RFR without the prior written consent of MassDOT. Any subcontracting of the work approved in writing by MassDOT shall not release the Bidder of its liability under the contract.

The Bidder shall be responsible for the compliance of its subcontractors and suppliers with all requirements arising under Federal, State and Municipal laws, ordinances, rules and regulations, as may be applicable.

Any consent to subcontract any part of the work shall not be construed to be an acceptance by MassDOT of the subcontract or any of its terms but shall operate only as authorization to enter into the subcontract between the Bidder and the proposed subcontractor.

4.6 Successor Software Products

If the successful Bidder makes successor software products available for the Bidder programs (“new software”) that includes substantially similar functionality and features as a program for which MassDOT has purchased a program license (e.g., “old software”), the Bidder will provide MassDOT with a migration path from the old software to the new software and the right to use the new software under the contract at no charge, provided that (i) MassDOT is current on technical support for the old software; (ii) new software is available in production release status; and, (iii) Bidder is currently making available, at no charge, such migration path from the old software to its other supported customers.

If the Bidder does not provide to all its supported customers a migration path from the old software to the new software at no additional charge, the Bidder will provide MassDOT with the right to use under the contract no additional charge, only the functionality and features contained in the new software that is substantially similar to the functionality and features contained in the old software, provided that MassDOT shall not have the right to use, nor shall MassDOT use, any additional functionality or features in such new software unless permitted by the Bidder. Technical support will be provided by the Bidder at no additional charge for any of the aforementioned functionality and features.

5.0 General Procurement Information

5.1 Estimated Procurement Calendar

Listed below are specific and estimated dates and times of actions related to this RFR. The actions with specific dates must be completed as indicated unless otherwise changed by MassDOT. In the event that MassDOT finds it necessary to change any of the specific dates and times, it will do so by issuing amendments to this RFR.

The estimated procurement calendar for this RFR is as follows:

All times are per the Commbuys clock per www.commbuys.com.

Upon completion of the Initial Qualification of Bidders under Phase I, the above procurement calendar may be updated.

5.2 Submission Procedures

Interested Bidders must submit their responses electronically using COMMBUYS.

All records on COMMBUYS are comprised of multiple tabs, or pages. Each tab contains data and/or file attachments. All are incorporated into the Bid.

· Bidder may contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday except on federal, state and Suffolk County holidays) at 1-888-MA-STATE.

· It is each Bidder’s responsibility to check COMMBUYS for:

· Any addenda or modifications to this Bid, by monitoring the Amendment tab, and

· Any other records related to this Bid.

MassDOT accepts no responsibility and will provide no accommodation to Bidders who submit a response based on an out-of-date Bid or on information received from a source other than COMMBUYS.

5.3 Questions about the RFR

All inquiries or questions regarding this RFR must be submitted in writing as set forth above on or before the deadline to submit questions to MassDOT shown in the procurement calendar. All questions received will be responded to in writing and posted on the COMMBUYS website. Respondents are responsible for ensuring that their questions have been received and should re-submit their questions if they do not receive an email acknowledgement from MassDOT.

5.4 Interviews and Presentations

Phase II: MassDOT reserves the right to conduct interviews/presentations to support and clarify Bidder proposals, with any or none of the Bidders. Bidders must attend interviews/presentations with essential project personnel. Failure of a Bidder to complete a scheduled interview/presentation with or to MassDOT may result in rejection of that Bidder’s proposal. MassDOT may conduct site visits of Bidders’ and/or references’ facilities to clarify or confirm proposal information.

5.5 Clarifications

MassDOT reserves the right to inquire about and seek clarification of proposals received in response to this RFR and may give any Bidder the opportunity to correct defects in its proposal. MassDOT may reject any clarification that is non-responsive or broader in scope than what MassDOT requested. If MassDOT does so, or if the Bidder fails to respond to the request for clarification, MassDOT then may request a corrected clarification, consider the Bidder’s proposal without the clarification, or disqualify the Bidder’s proposal.

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