ITS81 Bidder Response Form 2.22.24 (3).xlsx
XLSX spreadsheet 184 KB Posted
- Attached to
- IT Project Services/GIS
- Contract number
- ITS81
- Issued by
- Massachusetts
About this file
This document is a Bidder Response Form for the ITS81 - IT Project Services and GIS solicitation, issued by the Commonwealth of Massachusetts through the COMMBUYS procurement platform. The form is designed for potential contractors to submit comprehensive proposals for IT and Geographic Information Systems (GIS) services. The document outlines detailed submission requirements, including mandatory tabs such as Bidder Profile & Qualifications, Business Information, and GIS Hosting Pricing.
The contract covers four primary service categories: Enterprise Data Management, Software Operations and Support Services, User Centered Design and Development, and GIS Services. Bidders must submit detailed project descriptions, demonstrate statewide service capabilities, and provide pricing for GIS hosting services across small, medium, and large municipalities. The pricing structure includes one-time setup fees and monthly hosting fees, with a maximum 2% annual increase permitted. Contractors are required to report quarterly sales, diversity spending, and pay a 1% OSD Administration Fee. Key evaluation criteria include government experience, cybersecurity practices, industry involvement, employee training, and staffing retention rates.
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INSTRUCTIONS
INSTRUCTIONS FOR BIDDERS:
This is the Bidder Response Form for ITS81 - IT Project Services and GIS. This is a required document for all bidders responding to ITS81.
| Bidders must ensure all tabs are thoroughly reviewed and completed. The following are the required tabs for this RFR: | |
| · | Instructions |
| · | Submission Checklist |
| · | Bidder Profile & Qualifications |
| · | Business info |
| · | GIS Hosting Pricing |
| · | SDP - Supplier Diversity Program |
| . | Environmental Practices Form |
| Questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline. | |
| See the RFR Estimated Procurement Schedule Section 1.2 |
Failure to provide the requested information may result in your response being disqualified.
Submission Checklist
| ITS81 Bidder Submission Checklist | |||
| Bidders must follow the file naming convention specified in RFR Section 'X.X.X File Naming Convention'. | |||
| This tab is intended as a guide to assist you in file organization while completing your quote submission. FILES MUST NOT BE PASSWORD PROTECTED and PDF files must be searchable. | |||
| Required/Mandatory Documents | |||
| Description Enter in COMMBUYS during upload | File format | File Name Assign when creating files | Submitted (Yes/No) |
| Company Name Bidder Response Form | .xlsx | CompanyName_BidResponseFrm.xlsx | |
| Company Name SDP Form | .xlsx | CompanyName_SDPform.xlsx | |
| Company Name PPD Form | .doc | CompanyName_PPDform.doc | |
| Environmental Practices Form | .xlsx | Company Name_EPPform.xlsx | |
| Category (1, 2, or 3) Project Description #1 - remove () and include category # | .doc | CompanyName_Cat(#)ProjDesc1.pdf | |
| Category (1, 2, or 3) Project Description #2 - remove () and include category # | .doc | CompanyName_Cat(#)ProjDesc1.pdf | |
| GIS Project Description #1 | .doc | CompanyName_GISProjDesc1.pdf | |
| GIS Project Description #2 | .doc | CompanyName_GISProjDesc2.pdf | |
| GIS Project Description #3 | .doc | CompanyName_GISProjDesc3.pdf | |
| Client Refrence Letters (replace "#"s with corrisponding category and document numbers) | doc. | CompanyName_ClientCat#RefLetter#.pdf | |
| Financial Statement and Company Organizational Chart | .doc | CompanyName_FinStmnt.pdf | |
| Bankruptcy, litigation and contract defaults Statement | .doc | CompanyName_litigation.pdf | |
| MA Department of Revenue Tax Compliance Certification | .doc | CompanyName_TaxCert.pdf |
Bidder Profile & Qualifications
| ITS81 - IT Project Services and GIS | |||
| BIDDER PROFILE AND QUALIFICATIONS - THIS FORM MUST BE FILLED OUT TO QUALIFY AS A SUCCESSFUL BID | |||
| Instructions: | Bidders must respond to all questions in the sections below unless stated otherwise. | ||
| Red boxes are required fields. Once filled, boxes will turn gray, for example: | Company Name, Inc. | ||
| Provide answers by selecting the corresponding gray box next to the desired field | |||
| Sections left blank without justification will not be considered | |||
| Bidder Profile | |||
| 1. Bidder Information (provide information below) | |||
| Legal Company Name (Same as W9): | Years in Business: | ||
| Legal Company Address (Same as W9, PO Box): | Days/Hours of Operation: | ||
| Company Phone: | Company Website (optional): | ||
| Company Email: |
2. Contact Person(s) (provide at least one contact person and list additional contacts where applicable) Awarded Contractors are responsible for reporting quarterly sales and diversity spending as well as ensuring payment of the 1% OSD Administration Fee. Any changes to any Contractor contacts must be communicated to the OSD Contract Manager.
| Name | Phone | ||
| Primary Account Manager (AM): | |||
| Primary Reporting Contact (if not AM): | |||
| Secondary Reporting Contact (if not AM): | |||
| Primary Admin Fee Contact (if not AM): | |||
| Secondary Admin Fee Contact (if not AM): | |||
| Customer Contact (if not AM): |
| 3. Emergency Contact Person (provide a contact who can be available 24 hours a day or as close to 24 hours as possible) | |||
| Name | Phone | ||
| Emergency Contact Person: | |||
| Categories | |||
| 4. Categories Being Bid (Answer Yes/No or mark "X" Bidder may respond to one or multiple categories) | |||
| Category 1: Enterprise Data Management | |||
| Category 2: Software Operations and Support Services | |||
| Category 3: User Centered Design and Development | |||
| Category 4: GIS Services | |||
| Company Experience | |||
| 5. RFR Section 3.2.1.1 and/or 3.2.2.2 - IT Project Experience (Answer Yes/No or mark "X" if ALL necessary project descriptions have been uploaded/submitted) | |||
| Bidders must demonstrate their experience in the subcategories under which they are bidding by describing projects that they have completed by or before the issue date of this RFR (See RFR Section 1.2, Estimated Procurement Calendar). |
2 project descriptions must be submitted for categories 1,2,3 &4 being bid on (and/or) 3 project descriptions must be submitted for Geographic Information Systems (GIS)
| 6. RFR 3.3 Continuity of Operations Plan (COOP) (Provide Bidder Instructions for this section here) | |
| Yes/No: | |
| 7. RFR 3.5 Financial standing and stability including financial history, bankruptcy, litigation and contract defaults (Provide a Yes/No/NA answer as well as justification if necessary below.) NA only an acceptable answer to Bankruptcy, litigation & contract defaults question)) | |
| RFR 3.5.1 | Financial statement for most recently completed fiscal year uploaded/submitted Including annual gross reported revenue as a standard indication of company/organization size. |
RFR 3.5.2 Bankruptcy, litigation, and contract defaults: Bidders must upload/submit a list of any outstanding contingencies, such as lawsuits or other claims or charges, against the Bidder related to performance of the services sought under this RFR. Has this list been uploaded/submitted?
| Warranty - Post Support |
| 8. RFR 5.2 Warranties (please reply in months/years) - must not be left blank |
| Minimum length of time that bidder warranties for any systems they create or modify that they will operate in substantial conformance with the specifications for the system or modifications |
| Geographic Service |
| 9. RFR 5.3 Geographic Service (Provide a Yes/No answer as well as justification if necessary below) |
| Bidders are required to provide service to cover the entire state of Massachusetts. Can you provide Statewide Service (with islands)?: |
Business info
| ITS81 - IT Project Services and GIS |
| General and Subcategory Experience - THIS FORM MUST BE FILLED OUT TO QUALIFY AS A SUCCESSFUL BID IN THIS CATEGORY |
| INSTRUCTIONS | Review RFR Sections 7 Evaluation Criteria |
| Provide answers by selecting the corresponding gray box next to the desired field |
| Repeat Business | |||
| RFR 7.2 Bidders must submit a list of companies, groups, entities in which they have provided repeat business as part of the evaluation process | |||
| Organization Name: | Project manager for repeat business projects noted | Phone |
| Government Experience | |||
| RFR 7.2 Bidders must submit a list of their government experience as part of the evaluation process | |||
| Organization Name: | Project manager for government business projects noted | Phone |
| Staffing Retention Rate |
| RFR 7.2 Bidders must submit their Average Employee Retention Rate - you may be asked to provide retention data from your company's HR System |
| Average Retention Rate |
| Cybersecurity Practices | ||
| RFR 7.2 Bidders must submit a list of their cybersecurity practices as part of the evaluation process | ||
| Question: | Y/N | Please list and/or explain |
| Do you have dedicated staff for monitoring/updating cybersecurity practices/policies | ||
| Do you provide all staff training around current cybersecurity threats (such as common phishing practices) | ||
| Do you have a documented cybersecurity incident contingency/recovery (DR) plan | ||
| Industry Involvement | ||
| RFR 7.2 Bidders must submit a list of their industry involvement as part of the evaluation process | ||
| Question: | Y/N | Please list and/or explain |
| Do you attend industry conferences | ||
| Have you spoken at any industry conferences | ||
| Do you publish blogs directed not just to potential clients but to greater industry community | ||
| Do you provide opportunities for employees to gain new or updated certifications | ||
| Employee Training | ||
| RFR 7.2 Bidders must submit descriptions of any pertinent trainings provided to their staff | ||
| Training name/type | Please list and/or explain |
| Partnerships, Registered Dealer and Certified Application Support List | ||
| RFR 7.2 Bidders may submit a list of any relevant partnerships and entities for which they are a registered dealer or a certified application support provider, if applicable. | ||
| Applicable Partnerships | Registered Dealer Agreements | Certification for application support |
GIS Hosting Pricing
| ITS81 - IT Project Services and GIS | |
| GIS Hosting Pricing - THIS FORM MUST BE FILLED OUT TO QUALIFY AS A SUCCESSFUL BID IN THE GIS CATEGORY | |
| INSTRUCTIONS | |
| Review RFR Sections 3.2.2.2.1 Category General GIS Services |
| pricing information for providing these hosting services in the following format for GIS | |||
| Small Municipalities - # parcels < 5,000 (1) | Medium Municipalities - #parcels 5,000 – 15,000 (1) | Large Municipalities - #parcels >15,000 (1) | |
| One time set up fee (2) | |||
| Monthly Hosting Fee (2) | |||
| (1) Parcel counts based on version of municipal parcel mapping available through MassGIS’ web site at the time a quote is being provided for hosting a web mapping application. |
(2) These are maximum fees; vendors could charge less to, for example, account for lower costs for certain times of day or days of the week.
The fees entered in any cell above must be a single value (i.e., $250; no ranges) and these values will become those charged clients under the ITS81 ITProjServ master service agreement; these fees will be permitted to increase by up to 2% on each 12-month anniversary of the hosting agreement.
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