ITS81 Bidders' Conference slide deck with link to video recording (1).pptx

ITS81 IT Project Services and GIS Bidders’ Conference Thursday, February 15, 2024, 1:00 – 2:00 p.m.

LINK TO BIDDERS CONFERENCE VIDEO

Full link to bidders conference on the last page as well in case this link doesn’t work for you

Webinar Logistics Today’s presentation is being recorded.

Please keep webcams off and audio on mute.

Submit questions via the Chat feature. We will respond to questions at the end of today’s presentation.

We will forward a copy of this presentation and a link to today’s recording to all attendees.

Bid Logistics This session is not a substitute for reading the Request for Response (RFR) document.

General questions about the state’s bidding process, COMMBUYS registration, and the Supplier Diversity Program will be addressed at the end of today’s session.

Questions about the RFR specifications must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

Refer to the Job Aid: Using the Q&A Tab within a COMMBUYS Bid Deadline for submission of written questions – 02/20/2024 5:00PM ET.

Answers to Q&A published on 02/26/2024 5:00PM ET (estimated).

Contact the OSD Help Desk for technical assistance at 888-MA-State (627-8283).

Today’s Presenters

Gerard Dawson, Strategic Sourcing Manager Operational Services Division

Kelly Gollobin, Systems and Policy Trainer Operational Services Division

Katherine Thomas, Training and Policy Manager Supplier Diversity Office

Agenda Overview of the Contract RFR package and Evaluation Breakdown Vendor Performance Measures Training Resources Overview of the Supplier Diversity Program (SDP) Additional Resources General Q&A

ITS81 Bid Overview Statewide Contract ITS81 IT Project Services and GIS, will replace ITS74.

The Contract will provide IT professionals to perform fixed-price, deliverables-based:

IT Project Services, including Software and Website Development, Systems Planning, Database and Related Data Services, Independent Verification and Validation (IV &V), Project Management, and System Integration, among other services.

IT Project Services for Geographic Information Systems (GIS), including Implementation Planning, Data Development and Maintenance, Application Development, and Web Hosting, among other services.

ITS81 Bid Overview Effective Date: 07/01/2024 Initial Term: 10 Years Renewal/Reopening Options: None Maximum End Date: 07/01/2034 Number of Contract Categories: 4 Link to the ITS81 Bid.

EDM (Enterprise Data Management) Data Analytics Software Operations and Support Ed User Centered Design and Development GIS (Geographic Information Systems)

ITS81 Contract Categories EDM (Enterprise Data Management) Data Analytics Software Operations and Support Services User Centered Design and Development GIS (Geographic Information Systems)

What’s New with ITS81?

The resulting contract will replace ITS74 IT Project Services and ITS74GIS IT Project Services Geographic Information Systems.

This contract has categories that have been expanded to specifically call out sought after services, as well as speak directly to how Software as a Service (SAAS), Platform as a Service (PAAS) and Infrastructure as a Service (IaaS) are handled within the parameters of this contract (RFR Section 4.1).

ITS81 Key Dates

All questions must be submitted via COMMBUYS Q&A

Bid documents will not be amended after this date

Responses will not be accepted after this date and time All responses must be submitted via COMMBUYS Bidders should verify access to COMMBUYS prior to this date 03/27/2024, 2:00 pm ET

Refer to section 1.2 of the RFR for the complete estimated procurement calendar found in the bid posted in COMMBUYS.

ITS81 RFR Bid Response Submission Requirements The following must be completed and submitted through COMMBUYS prior to the Bid open date. Failure to provide the requested information may result in your response being disqualified.

Bidder Response Form (includes the following tabs):

Instructions Submission Checklist Bidder Profile & Qualifications Business Information GIS Hosting Pricing Supplier Diversity Plan (SDP) Form Environmental Practices Form Prompt Payment Discount (PPD) Form Category Project Descriptions (two per category for categories 1, 2 or 3) GIS project Descriptions (three if bidding on the GIS category) Corresponding Client Reference Letters on Reference Letter Template provided (as per RFR section 3.2.1.1) Financial Statement Bankruptcy, Litigation and Contract Defaults Statement MA Department of Revenue Tax Compliance Certification

RFR Bid Response Package Do’s & Don’ts Do’s Submit your response prior to the submission deadline Thoroughly review your submission package Compete all required sections Attach all required documents Contact the Help Desk for COMMBUYS assistance Submit your questions via COMMBUYS Q&A before the deadline Attend the following trainings:

How to Locate and Respond to Bid Solicitations in COMMBUYS Demystifying the RFR: Understanding the Importance of the Request For Response

Don’ts Email your bid response Contact the purchaser Wait until the submission deadline to verify you can access COMMBUYS

ITS81 Evaluation Criteria

Bidders must complete the Bidder Response Form, the associated tabs, and submit all other required forms listed in the RFR Project Experience (as described in project descriptions) and corresponding Client References – 35% Supplier Diversity Plan – 25% Other Evaluation Components – 40% Years of Experience Repeat Business Government Experience Industry Involvement EPP Specifications Company Experience & Letters of Recommendation

Staff Retention Rate Cyber Security Practices Warranty/Post Support Industry Involvement Prompt Pay Discount

Environmentally Preferable Products (EPP) Procurement Program EPP Program Overview Commonwealth of MA has a new climate cabinet level position; learn more about it at https://www.mass.gov/news/governor-healey-signs-executive-order-creating-massachusetts-first-ever-climate-chief.

In 2009, Executive Order 515 establishing an Environmental Purchasing Policy for Executive Departments was signed.

OSD Iaunched a new climate change initiative that reinforces a climate/environmental focus on all Statewide Contracts.

View mass.gov/EPP for all the latest information.

Environmental Plan Awarded Bidders must agree to work with OSD and the SST to examine the feasibility of implementing an environmental plan throughout the life of the contract.

Environmental Specifications

All awarded bidders on ITS81, when working on a resulting contract, the awarded contractor will work to ensure that any recommendations for hardware or physical product purchases necessary for the completion of the project will include options for hardware and products that meet or exceed the State’s EPP standards.

Environmental Practices Form Must fill out the Environmental Practices Form to be responsive Bidders may be awarded evaluation points Do not leave any cells blank, all fields are required N/A is an acceptable response, but no points will be awarded

Reporting Requirements Quarterly Sales, Supplier Diversity Program (SDP) expenditures, and Contract Administration Fee reports are required from all successful bidders.

Vendors report on all sales activities with eligible entities each quarter.

SDP is measured annually but reported quarterly.

Contract is subject to a 1% Contract Administration Fee.

Sales Reports & Administration Fees are both submitted and paid through the Vendor Report Management portal. Sales Reports are due 30 days after the quarter ends; Admin Fees 45 days after the quarter ends.

The secure payment center allows payments to be made via Automatic Clearing House (ACH) or by using one of the following credit cards: American Express, Discover, MasterCard and/or Visa.

Contract Award Requirements

Once you receive notification you are an Apparent Successful Bidders, what's next?

Complete the mandatory forms as requested in the notification email.

All contract award forms must be signed by an Authorized Signatory on the Contractor Authorized Signatory Listing.

The Company/Taxpayer name and legal address must be identical on all forms.

All requested forms are required, even if you are an existing vendor on another Statewide Contract.

Complete and submit the forms by the established deadline provided in the notification.

The contract is finalized upon execution of the Standard Contract form by Operational Services Division (OSD).

Contract Award Forms

Standard Contract Form Review and let us know if edits are needed and we will correct and reissue this document.

Massachusetts (not Federal) W-9 This form is distinct from the Federal W-9; the Federal W-9 will not be accepted.

Contractor Authorized Signatory Listing Complete both pages and follow the instructions for notary or corporate seals.

Authorization for Electronic Funds Transfer Complete Parts I through V. The EIN must match the EIN on the Massachusetts W-9 Form.

Part II Account Holder Information must be identical to the information provided on the Massachusetts Standard Contract Form.

What Makes a Compelling Response?

Be sure to read the RFR carefully Pay attention to the mandatory requirements Ensure all required documents are submitted (refer to checklist) Complete the bidders’ response form in its entirety Be sure to follow the file format restrictions and naming conventions called for in the Bidder Response Form Checklist

Common Mistakes & Tips Acknowledge the Bid Bidders are encouraged to Acknowledge the bid to be apprised of any updates/amendments to the bid, including changes to the bid opening date/due date. To receive these updates:

Login to COMMBUYS Navigate to the bid using the Advanced Search Choose the Follow button.

You must be registered in COMMBUYS to take this action.

Plan Ahead to Submit Your Response All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses will not be accepted.

It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin several days in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov Questions?

Training Resources Kelly Gollobin

Vendor Registration COMMBUYS vendor registration takes about 10 minutes!

Before you begin, gather the following:

Tax ID – either FEIN or SSN (This cannot be edited!)

Main Location Address Email Address Phone Number Business Structure: LLC, LLP, Corporation, Sole Proprietorship, etc.

Business Type: For profit or non-profit Go to www.commbuys.com:

Consider adding the following UNSPSC (commodity code) associated with the ITS81 bid: 81-11-00

COMMBUYS Demo

Find Training resources Locate the ITS81 bid Q&A Demo

COMMBUYS Q&A

COMMBUYS Q&A is a tool to facilitate dialogue between buyers and bidders.

OSD offers a short video to demonstrate how to use the tool to ask questions about the bid.

Link to the video.

Attend Training Online Classes Locate and Respond to Bids in COMMBUYS – 2/28/2024 COMMBUYS: Essentials for the Seller Role – 3/7/2024 Pre-recorded Webcasts How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

Vendor Registration in COMMBUYS Link to the recording.

Job Aids How to Create a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote Basic COMMBUYS Navigation and Searching for the Seller Role

Link to the Vendor Training Schedule Contact the Training Department at OSDTraining@mass.gov.

Katherine Thomas Training and Policy Manager

© 2024 SUPPLIER DIVERSITY OFFICE. All Rights Reserved.

Commonwealth of Massachusetts Supplier Diversity Office (SDO)

SDO Mission: To promote diversity, equity and inclusion in state contracting by:

Certifying small Massachusetts-based businesses and certain diverse businesses Connecting these companies with business opportunities and resources

Collaborating with Executive Agencies and public organizations to increase supplier diversity spending

Key Points Bidders must complete SDP Plan Form and propose a % of their contract sales to be spent with certified diverse companies (SDP Partners).

Mandatory to have Certified or recognized SDP Partner(s) Minimum commitment = 1% of sales under the contract SDP Plan form is worth one fourth (25%) of your bid’s total evaluation points No Exceptions to policy

Bidders must complete SDP Plan Form and propose a % of their contract sales to be spent with certified diverse companies (SDP Partners).

Mandatory to have Certified or recognized SDP Partner(s)

Minimum commitment = 1% of sales under the contract

SDP Plan form is worth one fourth (25%) of your bid’s total evaluation points

No Exceptions to policy

Key Contract Requirements Bidders - if chosen the SDP commitment is a contractual agreement.

Prime Contractors - must report spending with SDP Partner(s) for the duration of the contract.

SDP Partners utilized by prime contractors must be listed in one of the two directories identified in this presentation.

The SDP requirements applies:

Regardless of sales from the contract If no SDP partners are currently used If your company is a certified diverse business.

What are the key requirements of the SDP? CLICK There are three main points – and they apply to all bidders and contractors without exception.

All bidders must propose a % of their contract sales to be spent with certified diverse companies (we refer to them as SDP Partners) if chosen the SDP commitment is a contractual agreement . CLICK

After award, all contractors must report spending with SDP Partner(s) on a quarterly basis for the duration of the contract. CLICK

All SDP Partners utilized by prime Contractors must be listed in one of the two approved directories. These are the SDO and the US Department of Veterans Affairs databases. You can learn more about these databases in the webcast entitled Finding SDP Partners CLICK

The SDP requirements applies to all bidders and contractors without exception:

Even if your company, individually, does not expect to make a significant amount of money from the contract, Even if your company does not currently have SDP Partners, and Even if your company is a certified diverse business

In all these cases, your proposal is expected to contain a % of sales that your company commits spending with diverse businesses if awarded a contract.

NEXT SLIDE

SDP Plan Form Part I: Bidder and Contact Information (Required)

Part II: SDP Spending Commitment (Required)

Part III: Proposed SDP Partners (Required)

Part IV: Business Practices (Optional)

Part V: Additional Supplier Diversity Initiatives (Optional)

Part VI: Certification (Required)

Let’s take a closer look at the SDP plan form, so that you will have a better understanding what is required. CLICK This form will represent 25% of the total evaluation points so it is important you think about what to enter You can find more detailed instructions for completing this section by referring to the Supplier Diversity Program in the Request for Response

Fields in yellow are required, CLICK green is optional, CLICK and important messages are highlighted in red. CLICK While the green sections are not required generally, please note that additional evaluation points may be given for completing these optional or desirable sections. Bidders are reminded that reading the entire bid posting and all associated documents is essential, and responding as directed by the purchasing entity is required. SDO assumes no liability for bidders who do not respond to an opportunity as directed, and this webcast is not legal advice.

SDP Plan Form What percentage of your company’s contract sales do you propose to spend with certified diverse businesses (SDP Partners)? After contract award (if any), the Total SDP Commitment will become a contract requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. See the RFR for any additional commitment specifications.

Contract Requirement

So the most important section of the form is in the middle of the and is the SDP spending commitment. As a Bidder for this contract you are required to list a commitment .The commitment represents a percentage of your contract sales you will spend with SDP partners. If you know you can breakdown your commitment spent between subcontractors and “ancillary . However, at least a minimum totatal SDP commitment percentage must be entered. CLICK It is also important to note that the minimum total SDP commitment is 1%. Something to keep in mind the higher percentage commitment you enter the more evaluation points you will receive

If awarded the contract the Total SDP Commitment will become a contract requirement to be met annually on a fiscal year basis (July 1 – June 30) for the duration of the contract..

SDP Plan Form

The next section of the SDP Plan form requires you to propose one or more SDP partners. For each partner, list:

The company name The business-to-business relationship type – subcontracting or ancillary The partner’s certification category The organization that certified the partner, for example the Supplier Diversity Office The product or service you expect to be purchasing The form also allows you to provide up to 3 years of previous spending with SDP Partners . Past spending with diverse companies may be a consideration of a prime contractor’s ability to meet its SDP commitment, and bidders may receive additional evaluation points for such prior spending Bidders may list proposed SDP Partners, however in order for any spending with partners to count after contract award, partners must be certified or approved by the SDO. It will be up to the prime contractor to ensure there SDP partners are certified or recognized. SDP Partners can be changed at any time

SDP Partnerships

There are two types of partnerships:

Sub contracting -Provides goods or services directly related to the contract

Most SDP partnerships fall into another, much broader, group called Ancillary Products and Services. These are partnerships in which the certified business provides the prime contractor products and services for general business operation, usually unrelated to the contractor’s business with the Commonwealth.

For example, that same firm contracted to provide uniforms could chose to use a certified janitorial service to clean office space. Or perhaps hire a certified catering company to provide lunch during monthly staff meetings. Payments made to that cleaning service or that catering firm would count toward the prime contractor’s SDP commitment. It counts because the spending is part of the prime contractor’s regular operating costs.

Program Flexibility Your SDP Partner… Does not have to be a subcontractor May be located outside of Massachusetts May be changed at any time One-time and occasional purchases also qualify (e.g. business cards, office equipment, fire extinguisher testing, etc.)

it is very flexible as to how you engage them: CLICK your SDP partner does not need to be a subcontractor. You may work with diverse businesses to meet your general business needs.

Your SDP partners do not have to be located in Massachusetts. When searching the SDO certification directory, you will see that businesses are certified nationwide. CLICK Your relationship with your SDP partner does not need to be long-term. Even One-time purchases, such as business cards, office equipment or fire extinguisher testing, also qualify.

Whichever SDP partners you choose keep in mind:

Your partners must be SDO-certified or recognized, and Your spending with all these partners must be equal to or more than your SDP commitment bythe end of the fiscal year

Eligible Partner Certifications

Minority Non-Profit Organization

Women Non-Profit Organization

Service-Disabled Veteran-Owned Business Enterprise

Not Eligible for SDP

Eligible for SDP

What type of certified businesses can be SDP Partners? CLICK Minority Business Enterprises and Nonprofit Organizations Women Business Enterprises and Nonprofit Organizations Veteran and Service-Disabled Veteran-Owned Businesses, Disability Owned Businesses, and LGBT Owned Businesses

Some of these are certified by the SDO while others may be certified by organizations the SDO recognizes. CLICK

Two certification types you may encounter that are valuable but do not contribute to meeting your supplier diversity commitment are:

DBE, Disadvantaged Business Enterprise- This is a federal certification category relevant for federally-funded construction projects, and PBE, Portuguese Business Enterprise-This is a category only relevant for certain state funded highway projects.

. Also, even if your company is certified in one or more of these categories you will still be required to have SDP partners.

Finding Partners Download the lists of eligible SDP partners from the SDO and VetBiz directories and compare your current suppliers to those lists.

Find current suppliers that are certified On an ongoing basis, closely monitor incoming state orders and projects for the potential to hire diverse businesses as subcontractors.

Identify business needs that may be met by a new diverse business partner Survey your suppliers to find diverse companies that are not certified or are certified by an organization other than the Massachusetts SDO. Connect them with the SDO (sdp@mass.gov) and encourage them to get certified.

Find current suppliers that may be certified

Online Certification Self-Assessment Tool:

https://www.mass.gov/forms/take-the-certification-self-assessment

So Here are steps you can follow to help identify partnership opportunities within your business… click start by checking if any of your current suppliers are certified. You can download our directories and check your list of suppliers. click

The second step is to see if any of your current suppliers can be certified. Survey your diverse suppliers to see if they are 51% or more owned and controlled by a minority, female, veteran, disability or LGBT owner. Connect these businesses with the SDO and encourage them to get certified . It is the prime contractor’s responsibility to ensure that SDP partners are certified. Click The SDO also provides a certification self-assessment tool that can help any business check if they may be eligible for SDO certification. click

As you consider establishing new business relationships as part of your participation in the SDP, please make it a consistent practice. Ask the individual or unit responsible for implementing supplier diversity within your business to look for subcontracting and ancillary opportunities on an ongoing basis –

Finding Partners

The SDO Directory of Certified Businesses More than 3,700 certified businesses

MBE, WBE, VBE, SDVOBE, DOBE, LGBTBE

www.mass.gov/sdp Veteran Small Business Certification (VetCert) More than 14,000 certified businesses

VOSB, SDVOSB

Veteran Small Business Certification (sba.gov)

Online Directories of Certified Businesses

In order for spending with an SDP Partner to be valid, the partner must be listed in one of these two directories:

The first is the SDO Directory of Certified Businesses.

You can find the directory by going to the Supplier Diversity Office Webpage and clicking on the search for certified businesses link The directory contains more than 3,700 certified eligible SDP partners, some certified by the SDO and others certified by organizations whose certifications the SDO recognizes.

The second directory of available partners is VetCert maintained by the Small Business Administration.

This directory contains more than 14,000 companies nationwide that are certified as Veteran-Owned and Service-Disabled Veteran-Owned Small Businesses. While the certification categories are worded slightly differently from our state categories, all the businesses listed in this directory are eligible to be SDP partners.

DEMO SDO directory

Supplier Diversity Hub

Supplier Diversity HUB

Supplier Diversity Office

Prime Contractors

Certified Businesses

Resource Partners

Public Purchasers Finding Partners

With the help of the Supplier Diversity Hub: All SDO stakeholders will be provided with a suite of tools for improved access our programs.

CLICK

Prime contractors and bidders will be able to track their supplier diversity spending and report it to buying organizations They will also be able to find new diverse partners for current and future contracts

Diverse businesses will be able to locate business-to-business partnership opportunities with prime contractors and bidders And once your diverse business gets paid, the buyer will be able to verify that you received the payment you were owed

SDP Plan Form

List person who is responsible for establishing and maintaining supplier diversity relationships.

Provide link or attach copy of company supplier diversity policy.

Note: diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated

The next section is optional which means you are not required to complete but will get more evaluation points if you do so. Basically its two simple questions regarding your business practices Is there someone in your company responsible for establishing and maintaining supplier diversity relationships and does your company have a supplier diversity policy. If the answer is yes please provide the link or include it as an attachment We do understand diversity and inclusion initiatives related to your company’s workforce/human resources are important but will not be evaluated

SDP Plan Form

Separate and distinct from subcontracting and ancillary relationships included in the SDP financial commitment.

May include but not be limited to:

Serving as a mentor in a mentor-protégé relationship.

Technical and financial assistance provided to diverse businesses.

Participation in joint ventures between nondiverse and diverse businesses.

Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Another optional section gives you the opportunity to list any relationships with diverse businesses that are neither subcontracting or ancillary .

These types of relationships May include but not be limited to:

Serving as a mentor in a mentor-protégé relationship. (For example for company may provide marketing strategies to diverse businesses) Technical and financial assistance provided to diverse businesses. ( your company providing pro bono software services or training) Participation in joint ventures between nondiverse and diverse businesses.

Voluntary assistance programs ( your company volunteered at a certified non profit local shelter or medical clinic) However, please keep in mind these business relationships cannot be counted towards meeting your firm’s SDP commitment

Resources and Contact Information

Website: www.mass.gov/sdp SDP Help Desk: sdp@mass.gov Webcasts:

Supplier Diversity Program Overview Supplier Diversity Program Plan Form Review Finding Supplier Diversity Program (SDP) Partners Supplier Diversity Program Phone: 617-502-8831 Email: Webmaster.SDO@mass.gov SDO Certification Help Desk www.mass.gov/sdo Our Website

General Questions

Submit your questions via the Chat feature.

Questions about the bid must be submitted through COMMBUYS.

Thank you for attending!

OSD Resources Sign up for Communications: bit.ly/OSDsignup OSD: www.mass.gov/osd COMMBUYS: www.commbuys.com OSD Help Desk: 1-888-627-8283 or OSDHelpDesk@mass.gov OSD Blog: www.mass.gov/collections/procurement-insights

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Full Link to Bidders conference below https://urldefense.com/v3/__https:/us02web.zoom.us/rec/share/hoPEye96OAA66Wr4nTTxRAii8JS18SIXewdfXRwHHGg-griGNs7aGiFBlMAcP8lI.mIm9mFnQ-tqd56wy__;!!CPANwP4y!TbouQtnVYgfTMqexkdKE5Y5vkLtRjiNpaaRVvDFLVDqoT3QuJmvIi9AdL5cQV1xQNANlGhMzgezcN0qXZrks8A$ image1.jpeg image2.jpeg image6.png image7.jpeg image8.jpeg image9.jpeg image10.jpeg image11.png image12.png image13.jpeg image14.jpeg image15.jpeg image16.jpeg image17.png image18.png image19.jpeg image20.png image21.png image3.jpeg image4.png image5.png image22.png image23.png image24.jpeg image25.png image26.jpeg image27.jpeg image28.png image29.png image30.png image31.png image32.png image33.jpeg image34.jpeg image35.jpeg image36.jpeg image37.jpeg image38.jpeg image39.png image40.png image41.png image42.png image43.jpeg image44.png image45.png image46.jpeg image47.png image48.jpeg image49.jpeg image53.png image50.png image51.png image52.png