ITS61_RFQ_Template_2020-10-01.docx

Commonwealth of Massachusetts [Secretariat Name] [Agency Name]

[INSTRUCTIONS: REPLACE ALL []s and REMOVE ALL HIGHLIGHTS; DELETE ALL INSTRUCTIONS]

Commonwealth of Massachusetts

[DESCRIPTION OF SOFTWARE]

Accessibility Audit Testing and Services

[DATE]

[RFQ NUMBER xx-xx]

THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD, AND CAN BE OBTAINED FROM THE [AGENCY NAME], LEGAL UNIT BY SENDING AN EMAIL TO [PUBLIC RECORDS CONTACT EMAIL ADDRESS]. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

COMMONWEALTH OF MASSACHUSETTS

[AGENCY NAME]

REQUEST FOR QUOTES FOR SERVICES

Table of Contents [UPDATE TABLE OF CONTENTS PAGE NUMBERS BEFORE PUBLISHING – CLICK IN TABLE OF CONTENTS; CLICK THE “REFERENCES” RIBBON; CLICK “UPDATE TABLE”; CHOOSE TO UPDATE PAGE NUMBERS ONLY.]

I. General Procurement Information

· Voluntary Product Accessibility Templates ("VPATs") for the Software (as defined below) [This applies only if COTS (commercial off the shelf) software is being tested.]

· [List any other documents uploaded to COMMBUYS. If the successful Bidder is performing testing or consulting relating to software that has been developed for the Commonwealth, you should provide the statement of work with the Software Publisher and/or software reseller if relevant. If the testing or consulting is for COTS, there may not be any other documents.]

II. Description of Procurement

[FOR CATEGORY A (AUDIT) ONLY, INCLUDE THE FOLLOWING PARAGRAPH:]

The [Agency Name] (“Agency”) is seeking quotes from qualified vendors on statewide contract ITS61designatedITD Category A that can provide testing of the accessibility features of software and documentation of [Vendor Name] (“Software Publisher”) to be delivered [OPTIONAL IF CUSTOMIZATION/CONFIGURATION:]and configured by Software Publisher under a statement of work (“Software Publisher SOW”) entered by Software Publisher and Agency on or about [DATE], (a copy of which is separately posted to COMMBUYS along with this RFQ)[/END OF OPTIONAL] and licenses and quotes between Software Publisher and Agency. [OPTIONAL]The Software Publisher SOW provides an overview of the system being developed and the expected deliverable timeframes for which Agency is seeking third party accessibility testing.[/END OF OPTIONAL] [Note: the Software Publisher can be the publisher for COTS products (i.e., we’re buying prebuilt software), for internally developed products (i.e., we built it), or for externally developed products (i.e., we hired someone to custom build it). This paragraph should be customized to reflect the actual business scenario.]

[/END CATEGORY A]

[FOR ALL OTHER CATEGORIES, INCLUDE THE FOLLOWING PARAGRAPH:]

The [Agency Name] (“Agency”) is seeking quotes from qualified vendors on statewide contract ITS61designatedITD Category [INSERT CATEGORY] to provide services related to accessibility as described below, including [INSERT BRIEF DESCRIPTION].

[/END OTHER CATEGORIES]

Agency is committed to achieving meaningful accessibility for all users, including users with disabilities. For the development and acquisition of software, Agency follows specific Commonwealth enterprise standards, including standards related specifically to the accessibility features of a given system. These standards include the EOTSS Enterprise Information Technology Accessibility Standards and the Web Accessibility Standards, Version 2 (collectively the “EOTSS Accessibility Standards”) issued by the Executive Office of Technology Services and Security (“EOTSS”), available online at http://www.mass.gov/accessibility. In addition, Agency requires that its systems interoperate with the environments listed on the Assistive Technology/Information Technology Environment List (the “AT/IT Environment List”), available online at http://www.mass.gov/accessibility. All services provided by the successful Bidder must comply with the EOTSS Accessibility Standards and all software, if any, must interoperate with the environments listed on the AT/IT Environment List.

[FOR CATEGORY A (AUDIT) AND TESTING SERVICES UNDER CATEGORY B ONLY, INCLUDE THE FOLLOWING PARAGRAPH:] For purposes of this engagement, the successful Bidder must test configured software and documentation, both for the system in chief and for training and documentation purposes, against the EOTSS Accessibility Standards using the subset of the AT/IT Environment List highlighted in yellow and flagged with an asterisk (*) in Exhibit A.

[/END CATEGORY A AND CATEGORY B TESTING SERVICES]

[CATEGORY A (AUDIT) AND CATEGORY B TESTING SERVICES ONLY:]

The successful Bidder may measure accessibility compliance using the World Wide Web Consortium's Web Content Authoring Guidelines, version 2, level AA (the "WCAG2 Standards"), as defined at http://www.w3.org/WAI/intro/wcag.php, in place of (1) Section 2, Technical Standards – Applications of the EOTSS Enterprise Information Technology Accessibility Standards and (2) Sections 1 through 5 and Section 8 of the Web Accessibility Standards.

[/END CATEGORY A AND CATEGORY B TESTING]

III. Scope of work and deliverables

[CATEGORY A (AUDIT) ONLY:]

Software Publisher will install the following software (the “Software”):

[LIST SOFTWARE NAME AND VERSION].

[Provide 1 paragraph description of software.]

[REPEAT AS NECESSARY TO LIST ALL SOFTWARE TO BE TESTED.]

[OPTIONAL – CUSTOMIZE TO SUIT YOUR FACTS]Software Publisher will make a test environment available to Agency and the successful Bidder where, prior to or concurrent with implementation under the Software Publisher SOW, the successful Bidder can test the Software against the AT/IT Environment List. [/OPTIONAL]The successful Bidder will evaluate whether the Software meets in all material respects the EOTSS Accessibility Standards. The successful Bidder will provide Agency with a list of all areas where the Software does not meet, in all material respects, the EOTSS Accessibility Standards, including without limitation areas where the Software is simply unusable by users of the AT/IT Environment List, that Agency can provide to Software Publisher for prioritization and remediation in the Software. As Software Publisher upgrades or updates the Software, when Software Publisher makes that upgrade or update available to Agency and the successful Bidder for testing, the successful Bidder will re-test the Software against the EOTSS Accessibility Standards.

[OPTIONAL – CUSTOMIZE TO SUIT YOUR FACTS]In addition, for any deliverables delivered under the Software Publisher SOW, Software Publisher will submit the required deliverables (including configured versions of the Software and associated documentation) under the Software Publisher SOW and [LIST ANY OTHER AGREEMENTS AND POST COPIES OF THEM TO COMMBUYS – YOU SHOULD STRIP OUT INFORMATION SUCH AS PRICING FROM ANY DOCUMENT YOU POST; IF THE DOCUMENTS ARE CONFIDENTIAL, YOU SHOULD NOT POST THEM WITHOUT CHECKING WITH THE OTHER SIDE; IF YOU CANNOT POST THEM, CUSTOMIZE THE SECTIONS OF THIS RFQ REFERRING TO THE DOCUMENTS BY PROVIDING IN-LINE DESCRIPTIONS IN THIS RFQ INSTEAD.] to the Agency Project Manager for approval and acceptance. Agency will then provide a link to those deliverables to the successful Bidder. Within ten (10) business days of receipt of each deliverable, successful Bidder will test and review the work product of the deliverable and evaluate whether the deliverable has clearly met in all material respects the EOTSS Accessibility Standards. Within that timeframe, the successful Bidder will also submit a written report documenting the findings of the assessment. [/END OPTIONAL]

[All access to Software Publisher systems will be provided through the Commonwealth’s network and will require testers to [be on site [at the Agency’s offices] [at Software Publisher’s location]] [and] [have VPN access].]

If after the first round of testing of the Software or a deliverable or any subsequent round of testing, if Agency identifies accessibility defects in the Software or rejects Software Publisher’s deliverable due to accessibility defects, Agency may require Software Publisher, upon receipt of such rejection, to engage in one or more activities designed to increase accessibility, including without limitation the following: correct the specified defects, identify a workaround, describe how correction of such defect fits into their roadmap for future product development, or suggest an accommodation for disabled users. If revision of a Software Publisher deliverable or the Software is required Agency will then forward to the successful Bidder under this RFQ Software Publisher's updated deliverable. The successful Bidder will then have five (5) business days from receipt of the updated deliverable or Software to (1) test and review the work product to evaluate whether the deliverable has clearly met in all material respects the EOTSS Accessibility Standards, and (2) submit an updated written report documenting the findings of the subsequent assessment. Agency reserves the right to negotiate tighter timeframes for the winning bidder’s deliverables should the needs of the project so require. It is anticipated that initial testing of the Software will be completed in the [DATE RANGE] [OPTIONAL] and that the testing of the deliverables under the Software Publisher SOW will be completed prior to [DATE RANGE][/OPTIONAL].

The successful Bidder will document the findings resulting from its testing and deliver such findings to Agency. The documentation regarding the findings must include relevant screenshots and reference pertinent sections of the EOTSS Accessibility Standards in its discussion of the following elements (1) an overview of accessibility features that are currently incorporated into the deliverable and (2) specific elements that are not in compliance with the EOTSS Accessibility Standards, with recommendations for remediation, mitigation, workarounds or accommodations.

Vendor-Independent Perspective The successful Bidder is charged with independently evaluating the Software delivered (or to be delivered) to Agency to determine whether it complies with the required EOTSS Accessibility Standards. The successful Bidder must be independent from Software Publisher and have the freedom to identify any deviations from the EOTSS Accessibility Standards of the Software. Software Publisher and any subcontractors employed by Software Publisher for purposes of providing software development [OPTIONAL]or related services in the attached Software Publisher SOW (a copy of which is separately posted to COMMBUYS along with this RFQ) [/OPTIONAL] are not eligible to bid on this RFQ.

VPATs.

Software Publisher VPATs for the relevant Software [OPTIONAL: LIST ANY EXCEPTIONS](except for [CUSTOMIZE])[/OPTIONAL] are separately posted to COMMBUYS along with this RFQ. The successful Bidder is required to review and consult such VPATs in performing its analysis.

[/END CATEGORY A (AUDIT) ONLY]

[CATEGORY B (CONSULTING) ONLY]

The successful Bidder will supply information technology professional services specific to IT accessibility in the areas of [CUSTOMIZE: planning, QA testing, application design, remediation, help desk services, and other professional services]. [Insert description including:

· Background – problem being solved or questions being answered

· Type(s) of services the successful Bidder must perform

· Relevant systems or software at issue and brief description of how systems or software are used and by whom

· Successful Bidder’s work location and availability

· Who the successful Bidder will primarily work with

· Timing

· What deliverables the successful Bidder must produce, including format and delivery method

· Other details regarding desired outcome of consulting engagement

[/END CATEGORY B (CONSULTING) ONLY]

[CATEGORY C (DOCUMENT REMEDIATION / TESTING) ONLY]

The successful Bidder will provide accessibility testing and remediation of binary file format content. [Insert description including:

· Number and type of files to be tested/remediated;

· Format of files to be tested/remediated;

· Purpose of files (where and how they are used, and by whom);

· If relevant, where files are located or how the successful Bidder will find/access them;

· Standards to be tested against and complied with, including specific sections of standards; if not EOTSS Accessibility Standards, substitute name of applicable standards in paragraphs below

· Successful Bidder’s work location and availability

· Timing

· What deliverables the successful Bidder must produce, including format and delivery method, if different from written report indicated below

· Other details regarding desired outcome of engagement]

The successful Bidder will test and review the files indicated above and evaluate whether they have clearly met in all material respects the EOTSS Accessibility Standards and any other applicable accessibility standards. If Agency or the successful Bidder identifies accessibility defects in the files, the successful Bidder will remediate such defects so that the files comply with the EOTSS Accessibility Standards.

The successful Bidder will submit to Agency a written report documenting the findings of the initial assessment and the steps taken for remediation, referencing pertinent sections of the applicable accessibility standards.

[/END CATEGORY C (DOCUMENT REMEDIATION) ONLY]

[CATEGORY D (TRAINING) ONLY]

The successful Bidder will provide services to train technical, management, and general staff in accessibility requirements and techniques. [Insert description including:

· Purpose of training;

· Audience for training;

· Subject matter of training;

· Dates and times of training if known; otherwise, general timeframe;

· Format and length of training;

· Delivery method(s) of training;

· Whether training is one-time only or repeated;

· Any materials that successful Bidder must develop or provide, and whether such materials should be custom-developed;

· What Agency intends to do with such materials outside of the training (for instance, continue to make them available electronically via Intranet; develop them further and use them in other trainings; provide them to other agencies);

· Other details regarding engagement]

[/END CATEGORY D (TRAINING) ONLY]

[CATEGORY E (TRANSCRIPTION/DESCRIPTION) ONLY]

The successful Bidder will provide transcription, captioning, video description, and/or related services for audio and/or video content. [Insert description including:

· Type of services successful Bidder will perform;

· Format and type of content;

· Purpose of content;

· Audience for content;

· Amount of content;

· If relevant, where content is located or how the successful Bidder will find/access it;

· Timing

· What deliverables the successful Bidder must produce, including format and delivery method

· Other details regarding engagement

[END CATEGORY E (TRANSCRIPTION/DESCRIPTION) ONLY]

[CATEGORY F (SCRIPTING) ONLY]

The successful Bidder will produce custom scripting for assistive technology software to optimize usability for AT users. [Insert description including:

· Name, version, and description of AT software;

· Name, version, and description of software, website, or other program/media for which AT software is being scripted;

· Purpose of custom scripting;

· Audience for custom scripting;

· Timing

· What deliverables the successful Bidder must produce, including format and delivery method

· Other details regarding engagement

[/END CATEGORY F (SCRIPTING) ONLY]

IV. Bidder Responses

Signed Cover Letter

Business and Technical Response

Cost Response

Responders must include the following information in their quotes:

A. A signed cover letter including agreement to all of the terms of this RFQ;

B. Separate (a) Business and Technical and (b) Cost Responses. The Business and Technical Response must not include any cost information; Agency reserves the right to discard bids in which the Business and Technical Response includes cost information.

C. Business and Technical Response must include:

1. Executive Summary providing a concise summary of the Bidder’s response. The Summary should be prepared in such a way that it may be read independently of other detail. This section should highlight those aspects of the response (other than cost) which the Proposer believes makes it unique in meeting the needs of Agency;

2. Proposed approach to how the Bidder will provide the services described herein, generally describing the methodology, timelines and keys to success. The bid must include a narrative statement of work describing services, knowledge and relevant experience, and approach for providing the deliverables described in this RFQ, based on the form of statement of work (a copy of which is separately posted to COMMBUYS along with this RFQ).

3. A specific response to each of the items listed in section III of this RFQ.

4. A description of all dependencies and/or assumptions made by the Bidder;

5. A full description of Bidder company resources to be utilized for this contract including any outsourced resources (contracted non-company managed resources). Bidders must provide a list of staff assigned to the project, their roles and a copy of their resume or description of relevant experience, and any relevant certifications held by them; and

6. A minimum of three (3) references for customers (either currently under active contract with the Bidder or previously under contracts which expired within the past three (3) years) that are similar in size and scope to Agency and for which the Bidder provided services similar to those described in this RFQ. This section must include the scope and duration of the engagements[CATEGORY A AND B TESTING ONLY:] and the standards that were tested. Experience with assessments based on the Section 508 Standards or the EOTSS Accessibility Standards are preferred but not required[/END CATEGORY A AND B TESTING ONLY].

2. A not to exceed amount for any travel related costs.

3. The cost proposal must be all-inclusive and include all travel and expenses. Agency will not pay any costs not included in cost proposal.

V. Procurement Calendar and Process

All times in this RFQ are prevailing Eastern Time.

After the deadline for response submission [CUSTOMIZE], Agency reserves the right to extend a Best and Final Offer Opportunity to all or a selected number of responders. Responders may be asked to submit additional information specific to project specifications and cost.

It is Agency’s intention, barring unforeseen circumstances, to make a final selection by [CUSTOMIZE DATE].

VI. Evaluation Criteria

Qualified vendors and sub-contractors must be able to demonstrate technical expertise and prior experience testing systems for compliance with accessibility standards, laws and regulations.

The responses to this RFQ will be evaluated based on the criteria listed below. The criteria are listed in descending order of importance with the most important criteria in each section listed first. Business and Technical elements will be scored separately from Cost.

a. Cost

Each Bidder will be assigned points based on the estimated ratio of its total fixed price to the lowest total price with the lowest total price receiving the maximum points in this category.

b. Business and Technical

1. The Bidder’s proposed approach to meeting the RFQ specifications including, without limitation, clarity, comprehensiveness, relevance, accuracy, methodology and approach to deliverables.

2. The Bidder’s previous experience performing similar projects related to accessibility.

3. The Bidder’s proposed staff qualifications and capabilities

4. Availability of the Bidder’s resources.

5. Quality and completeness of written response and business references.

VII. Instructions for Submission of Responses

Interested Bidders must submit one (1) electronic copy of the response to the RFQ in Microsoft Word format via COMMBUYS. Responses must be received no later than the response due date and time indicated in the Event Calendar above or they will not be evaluated.

Unnecessary samples, attachments, or documents not specifically requested in the RFQ should not be submitted. Bidders must adhere strictly to the procedures as outlined herein. Responses to this RFQ or any parts thereof received by the Commonwealth after the required date and time will be rejected as unresponsive to the RFQ. Delivery of responses to any office or location other than the email address listed in this section will NOT constitute receipt by the Commonwealth. It is the sole responsibility of the Bidder to ensure that responses are received at the proper location, prior to the stated deadline, and that Commonwealth personnel properly acknowledge the receipt.

VIII. Expected Duration of Contract

IX. Acquisition Method

This is a fixed-rate, deliverable-based procurement. However, should Agency determine that additional work related to the project described in this RFQ is required following the completion of the fixed price engagement described herein, it reserves the right to hire the successful Bidder at the hourly rates included in its bid to complete additional work related to that engagement.

X. Required Forms

Business Reference Form

Bidders must submit three (3) references. References must be submitted in the format specified by OSD’s Business Reference Form (https://www.mass.gov/doc/business-reference-form-2/download).

XI. General Information

B. Bid/Response Rejection: Agency reserves the right to reject any or all bids (responses), in whole or in part and for any reason deemed necessary. Bidders who fail to check for amended RFQs and submit inadequate or incorrect responses. Bidders are advised to check the “last change” field on the summary page of RFQs for which they intend to submit a response to ensure that they have the most recent RFQ files. Bidders may not alter (manually or electronically) the RFQ language or any RFQ component files. Modifications to the body of the RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited and may disqualify a response. Agency reserves the right not to enter any agreement under this RFQ.

C. Normal Service Work Hours: Normal service work hours associated with this contract are as follows: (unless otherwise accepted and negotiated with successful Bidder)

D. Contract: The Contract will consist of, in order of importance, the Commonwealth Terms and Conditions, the Standard Contract Form, RFR ITS61designatedITD, the Bidder’s response thereto, this RFQ (as it may be amended), the Bidder’s response thereto, and any Statement of Work negotiated by the parties.

In the event of a conflict in language between any of the above-mentioned documents, the provisions and requirements set forth or referenced in the document of highest priority in the conflict, starting with the Commonwealth Terms and Conditions, which has the highest priority of all such documents, shall govern. In the event that an issue is addressed in the Response that is not addressed in the RFQ, no conflict in language shall be deemed to occur.

XII. Miscellaneous

A. General

By submitting a proposal in response to this RFQ, Bidders agree to the following terms:

1. Agency will not pay for any costs other than those set forth in the Bidder’s response to this RFQ.

2. All bids submitted in response to this RFQ must be valid for a minimum of ninety (90) calendar days.

3. Extraneous marketing or promotional materials are discouraged and such information will not be factored into the evaluation of Bidders

4. Agency will not pay any charges not set forth in this RFQ.

B. Bid/Response Rejection

Agency reserves the right to reject any or all bids (responses), in whole or in part and for any reason deemed non-compliant or non-response per this RFQ, its attachments or any subsequent changes. Bidders are advised to check prior to submitting a response to ensure that they have the most recent RFQ files. Bidders may not alter (manually or electronically) the RFQ language or any RFQ component files. Modifications to the body of the RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited and may disqualify a response. Agency reserves the right not to enter any agreement under this RFQ.

C. Contract Amendments

Agency reserves the right to amend this RFQ or any contract resulting from this RFQ. Agency may negotiate changes to the original performance measures, reporting requirements or payment methodologies tied to performance at any time during the contract duration if they are consistent with the specifications of this RFQ. Agency reserves the right to negotiate and execute contract amendments with the contractor(s) which Agency determines as necessary to result in the intent of this RFQ, to amend the specifications for necessary requirements, or to result in a better valued contract. Negotiation would be with the successful Bidder of this RFQ. Amendments may include, but are not limited to, contract dollars, contract performance, increased or decreased obligations, scope of work, quantity, etc.

D. Limitations.

This RFQ does not commit the Commonwealth or Agency to approve a Statement of Work, pay any costs incurred in the preparation of a Bidder’s response to this RFQ or to procure or contract for products or services. Agency reserves the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all or none of the products and services as a result of this RFQ. Agency further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of Agency or the Commonwealth of Massachusetts to do so.

E. Review Rights

Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of Agency including non-allied and independent consultants retained by Agency now or in the future, for the sole purpose of obtaining an analysis of responses. Any and all respondents may be asked to further explain or clarify in writing areas of their response during the review process. Agency retains the right to request further information from respondents.

F. Nonresponsive Bids

Agency reserves the right to exclude from further consideration nonresponsive bids that fail to meet the submission requirements of this RFQ.

G. Proprietary Notices.

All bids submitted in response to this RFQ shall be public record. All notices included in such bids to the effect that bid content is confidential or proprietary, that the distribution of such bids is prohibited or that by opening or accepting the bid Agency is accepting such terms, are null and void, and any portions of the response so marked shall still be considered public record.

H. Instructions on Accessing the Documents that are Separately Uploaded to COMMBUYS.

1. Go to COMMBUYS (www.commbuys.com)

2. Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page.

3. If Bidder has any issues with responding through COMMBUYS, contact the COMMBUYS Help Desk at COMMBUYS@mass.gov or call during normal business hours (8AM – 5PM Monday – Friday) at 1-888-627-8283 or 617-720-3197. Training and guidance may be found on the COMMBUYS “key resources” page.

1.

Exhibit A [ONLY NEEDED FOR CATEGORY A AND B TESTING; DELETE THIS EXHIBIT FOR OTHER CATEGORIES]

RETRIEVE AND INSERT CURRENT “Generic Assistive Technology and Information Technology (AT/IT) Environment List” FROM MASS.GOV AT https://www.mass.gov/guides/generic-assistive-technology-and-information-technology-atit-environment-list (OR https://www.mass.gov/doc/generic-atit-accessibility-list/download FOR WORD DOCUMENT)]

[Highlight relevant technologies in yellow and flag with an asterisk (*)]

Generic Assistive Technology and Information Technology (AT/IT) Environment List Version [PROVIDE VERSION NUMBER FROM DOCUMENT] image1.png