Phone System RFR V2 Final.pdf

Request for Responses

Massachusetts School Building Authority

Address: 10 Post Office Square, Suite S400, Boston, MA 02109

Telephone: (617) 720-4466

Web Address: http://www.massschoolbuildings.org

RFR File Name/Title: Request for Responses Hosted VoIP Unified Communications

Phone Solution II

RFR File Number: MSBA- PhoneSolution-2025-2

RFR Contact Person: Siobhan Tolman, Procurement and Contracts Manager

SECTION I. SUMMARY

The Massachusetts School Building Authority (“MSBA”) is seeking responses (“Responses” or a “Response”) to this Request for Responses (“RFR”) from individuals, corporations and other entities (collectively, “Providers” or “Respondent(s)”) who provide a remotely hosted

VoIP unified communications style phone solution.

Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Veteran Business

Enterprise (VBE), Minority and Women Business Enterprise (M/WBE), Service-Disabled

Veteran-Owned Business Enterprise (SDVOBE), Veteran-Owned Business Enterprise

(VBE), Minority Nonprofit Organization (M/NPO), Women Nonprofit Organization

(W/NPO), Minority and Women Non-Profit Organization (M/W/NPO), Disability-Owned

Business Enterprise, or LGBT Business Enterprise, firms are encouraged to submit

Responses.

A. OBJECTIVES

It is the intent of this RFR to select a Provider to provide a remotely hosted VoIP unified communications style phone solution to provide the MSBA with a voice communication platform which is reliable, user-friendly, flexible, and secure.

The MSBA’s primary objectives in considering this solution include the following:

• A robust voice system that is fully hosted which provides a soft phone feature for in-office and remote users that is streamlined and user-friendly.

• Utilizes direct routing to Microsoft for usage of Teams as a phone client.

• Successfully integrates direct routing with Microsoft Teams to enable seamless internal and external calling through the Teams client for MSBA staff.

• A seamless and time sensitive implementation and porting process.

http://www.massschoolbuildings.org/

• A proven technology platform which is conducive to emerging technology advancements.

• Platform which intuitively enables the client admin to make necessary end-user configuration changes.

B. SCOPE OF WORK

The Provider should, at a minimum, provide the following features:

1. Ability to utilize direct routing to (bridge internal and external calling to Microsoft

Teams) Microsoft for usage of Teams as a phone client.

2. A softphone feature for approximately 130-150 Office 365 E5 licensed users, plus the ability to obtain 1-2 VoIP enabled desk phones for in-office use.

3. Support standard calling features such as voicemail to email, call forwarding, Caller

ID, call transfer, call hold, mute, and conferencing.

4. Ability to successfully support a full hybrid workforce 24/7, 365.

5. Assignment of existing approximately 130-150 DIDs and internal phone number extensions must maintain the current mapping and association with users.

6. Ability to provide a web dashboard to create/track support tickets, track billing, make feature change requests, and easily administer assignments and changes to user extensions.

7. Installation, documentation, and remote training must be provided. (Deliver installation, full documentation, and remote training for the proposed phone solution, ensuring both end users and MSBA IT personnel receive appropriate instruction and administrative guidance.)

8. A cloud fax solution and/or a Digital/Analog converter should be available if needed for analog devices such as a fax machine . Cloud fax solution is preferred. Reporting capabilities to view/track utilization rates, and other reporting as deemed appropriate.

IT personnel must have full administrative access and rights to manage user accounts, number assignments, voicemail, and softphone configurations, along with reporting tools to monitor (and/or export) utilization and other key metrics (e.g. performance.)

9. Unlimited system upgrades to user and admin interfaces and features as they become available, including a technology outlook and/or roadmap.

10. Unlimited access to 24/7/365 customer support desk for MSBA IT personnel. MSBA

IT personnel must have unlimited 24/7/365 access to live customer support, including phone and online channels.

11. Additional features (e.g. auto attendant) or integrations that would enhance functionality, usability, or performance within our Windows 11 environment. the overall platform.

12. The solution must be in compliance with all applicable, state, local and federal laws, including, but not limited to, Mass. Gen. Laws Ch. 93H, Telecommunications

Provider Registration and Oversight, Emergency 911 (E911) Compliance, Telecommunications Relay Services (TRS), Consumer Protection and Telemarketing

Laws, Data Security and Privacy Regulations, Industry-Specific Compliance, Universal Service Fund (USF) Contributions, and STIR/SHAKEN for Robocall

Prevention

13. The MSBA anticipates that the selected solution will be implemented and fully operational on or before March/April 2026. The timeline will be further evaluated and discussed with the selected Provider.

SECTION II. MSBA BACKGROUND

Chapter 208 of the Acts of 2004 (together with Chapter 70B of the Massachusetts General

Laws, Section 35BB of Chapter 10 of the Massachusetts General Laws, and Chapter 210 of the

Acts of 2004, each as amended from time to time, (the “Act”) established the MSBA. The

MSBA is an independent public authority not subject to the supervision and control of any other executive office, department, commission, board, bureau, agency or political subdivision of the Commonwealth. The MSBA’s BOD consists of the State Treasurer, who serves as chair, the Secretary of Administration and Finance, the Commissioner of Education, and four additional members appointed by the State Treasurer. There are two (2) BOD Administrators.

For more information about the MSBA and its program, please visit our website at http://www.massschoolbuildings.org and refer to Massachusetts General Laws Chapter 70B, Chapter 208 of the Acts of 2004, and 963 CMR 2.00 et seq.

SECTION III. GENERAL INFORMATION

All terms, conditions, requirements, and procedures included in this RFR should be met for a

Response to be qualified as responsive. The MSBA reserves the right to determine whether a

Response is non-responsive and to waive or permit cure of any and all non-material errors or omissions. The MSBA reserves the right to modify, amend or cancel the terms of this RFR at any time. All Responses must be submitted in accordance with the specific terms of this

RFR.

All Responses must be submitted electronically through the Commonwealth’s procurement website, COMMBUYS. Please see Section IV. (B) “INSTRUCTIONS FOR

SUBMISSION” of this RFR.

A. SPECIFICATIONS

1. Respondent Communication. All communication regarding this RFR must be in writing via email to the RFR Contact Person, Siobhan Tolman, Procurement and

Contracts Manager. Any Provider that intends to submit a Response is prohibited from contacting any employee of the MSBA or Member of the BOD other than the

Contact Person regarding this RFR. Failure to observe this rule may result in disqualification. Furthermore, no other individual MSBA employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR and the MSBA shall not be bound by any such unauthorized provision of information or response. Respondents should notify in writing via email the Contact Person for this RFR in the event it is incomplete or the

Respondent is having trouble obtaining any required attachments electronically through COMMBUYS or from the MSBA’s website.

2. Reasonable Accommodation. Respondents that seek reasonable accommodation because of disabilities or other hardship, which may include the receipt of RFR https://www.commbuys.com/bso/ information in an alternative format, may communicate such requests in writing to the Contact Person. Requests for accommodation will be addressed on a case-by-case basis.

3. Public Records. All Responses and related documentation and information submitted in Response to this RFR are subject to the Massachusetts Public Records

Law, M.G.L. c. 66, §10; c. 4, §7(26)(h), regarding public access to such documents.

Any statements in submitted Responses that are inconsistent with the provisions of these statutes will be void and disregarded. Respondent agrees that the MSBA shall not be liable under any circumstances for the subsequent disclosure of any information submitted to it by Respondent pursuant to this RFR and/or in connection with any contract entered into between Respondent and the MSBA as a result of the

RFR process.

Respondents are advised that all responses are deemed sealed, and therefore their contents will be treated as confidential and will not be disclosed to competing

Respondents until the evaluation process has been completed and the contract has been awarded.

4. Submission of Proposed Materials and Demonstrations. All materials, representations, and submissions made within the response and at demonstrations are subject to becoming part of the contract binding the selected Respondent to uphold the materials, representations, and submissions made by the selected Respondent within the response and at the demonstrations, if any.

5. Conflict of Interest. Prior to award of any contract and/or qualification, the

Respondent shall certify in writing that no relationship exists between the Respondent and the procuring or contracting authority that interferes with fair competition or is a conflict of interest, and no relationship exists between the Respondent and another person or organization that constitutes a conflict of interest. No official or employee of the MSBA who exercises any function or responsibility in the review or approval of the undertaking or carrying out of this project shall, prior to the completion of the project, voluntarily acquire any personal interest, either directly or indirectly, in this contract or proposed contract.

The Respondent shall provide assurance that it presently has no interest and shall not acquire any interest, either directly or indirectly, which will conflict in any manner or degree with the performance of its services hereunder. The Respondent shall also provide assurances that no person having any such known interest shall be employed during the performance of this contract.

6. Best Value Selection and Negotiation. The MSBA intends to select the Response that demonstrates the “Best Value” overall, including proposed alternatives that will achieve the procurement goals of the MSBA. The MSBA and the selected Respondent may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected Respondent’s Response which results in lower costs or in a more cost effective or better value than was presented in the selected Respondent’s or contractor’s original Response.

7. Costs. The MSBA will not reimburse any Respondent for any costs associated with the preparation or submittal of any Response to this RFR or for any travel and/or per diem incurred in any presentation of such Responses. Costs that are not specifically identified in a Respondent’s submissions, and accepted by the MSBA as part of a contract, will not be compensated.

8. MSBA Website and COMMBUYS. This RFR has been distributed electronically using the COMMBUYS system and can be accessed at https://www.commbuys.com/bso/. RFR Attachments that are referenced are available either as separate files along with the RFR, or in the COMMBUYS Attachments section. The RFR and Attachments are also available at the MSBA’s website:

www.massschoolbuildings.org

Respondents are solely responsible for obtaining and completing required attachments that are identified in this RFR; for regularly checking both

COMMBUYS and the MSBA website for any addenda or modifications that are subsequently made to this RFR or attachments; for obtaining, reviewing and appropriately responding to any such addenda or modifications to the RFR of attachments; and for acknowledging the receipt of any addenda in the cover letter. The MSBA accepts no liability and will provide no accommodation to

Respondents who fail to check for, obtain, review and appropriately respond to addenda or modifications to the RFR and attachments, and then submit inadequate or incorrect Responses. Respondents are advised to check the MSBA’s website and

COMMBUYS to ensure that they have the most recent RFR files. Respondents may not alter (manually or electronically) the RFR language or any RFR component files.

Modifications to the body of this RFR, specifications, terms and conditions, which change the intent of this RFR are prohibited and may disqualify a Response.

Respondents may also contact the COMMBUYS Helpdesk at

COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-627-8283 or 617-

720-3197 (during normal business hours, 8AM – 5PM Monday – Friday).

9. Validity of Response. Responses must remain in effect for at least 120 days from the submission deadline and thereafter until either the Respondent withdraws the Response in writing, a contract is executed with Respondent, or the procurement is canceled, whichever occurs first.

10. Prohibition against Distribution of Information. Any Respondent awarded a contract under this RFR is prohibited from selling or distributing any information collected or derived from the contract and/or procurement process, including lists of participating or eligible MSBA employee names, telephone numbers, or addresses, including email addresses.

11. Right to Modify. The MSBA reserves the right to modify, amend, or cancel the terms of this RFR at any time prior to the closing date. The MSBA reserves the right to negotiate with the selected Respondent(s) as to any element of cost or performance, including without limitation, elements identified in the RFR and/or the selected Response in order to achieve the best value for the MSBA.

mailto:COMMBUYS@state.ma.us

B. PROCUREMENT CALENDAR

The following is the tentative time schedule for the MSBA’s selection of a Respondent. All dates are subject to modification by the MSBA with notice.

Issuance of RFR: October 14, 2025

Question Deadline: October 21, 2025, by 5:00 PM E.S.T.

Responses to Questions Posted: October 24, 2025

RFR Response Deadline: October 31, 2025, by 12:00 PM E.S.T.

Demonstrations/Presentations: November 19, 2025 – November 25, 2025

Award of Contract: Anticipated December 2025

Questions concerning this RFR may be submitted to the RFR Contact Person in writing via email at the contact information below. No telephone Calls concerning this RFR are permitted.

Siobhan Tolman, Procurement and Contracts Manager

ATTN: MSBA-PhoneSolution-2025-2

E-Mail Address: siobhan.tolman@massschoolbuildings.org

SECTION IV. RESPONSE REQUIREMENTS

A. CONTENTS OF THE RESPONSE

All Responses to this RFR must include the following information and attachments.

1. Legal Requirements and Mandatory Attachments

a) Mandatory Cover Letter: Each Response must be accompanied by a cover letter of not more than two pages. The letter, which shall be considered an integral part of the submission, shall be signed by an individual who is authorized to bind the firm contractually, giving his or her title. The letter must acknowledge Addenda to the RFR, if any, and certify that all information contained in the Response is accurate and complete. Inaccurate or incomplete information may adversely affect the evaluation of the submission.

b) Qualifications and Experience:

i. Product Functionality: Please provide written materials that detail the products and services that the Respondent will provide, including the features, functionalities and capabilities of the product and support services. Please provide information on how those products and services will be provided including a technology outlook and/or roadmap. Please include the implementation services, plans and schedule including the timeframe for DID porting.

mailto:siobhan.tolman@massschoolbuildings.org

ii. Ability to Execute: Please provide your plan for implementation and associated team, timeframes for migration of DID’s, key performance indicators, and any applicable service level agreements. Respondents should include information on the complexity of implementation, stability of the latest version of the product, availability and commitment to staffing necessary resources in advance of the project kickoff.

iii. Service and Support: Please provide information on the

Respondents customer support and services including helpdesk availability, training, documentation, and any applicable service level options. The ability to provide service and current detailed system documentation are important considerations to the MSBA.

iv. Industry Experience: Please provide written materials that outline the history, size and professional experience of the Respondent.

Please include professional qualifications of any staff who will be assigned to assist the MSBA.

v. Professional References and/or Testimonials: Please provide examples of projects and clients you have worked with on similar engagements. Please include contact information. The MSBA reserves the right to contact references.

c) Cost Proposal: Please include a detailed breakdown of pricing, including any implementation, training, documentation, or other one-time or recurring fees. In addition, the Cost Proposal should include any associated costs for all user types licensing and/or tier use and pricing structure of device leasing if needed. Please include any additional costs that may be anticipated.

d) Anti-Discrimination Policy: Each Respondent must include a detailed copy of its policy relative to affirmative actions/equal opportunity and the prohibition of discriminatory employment practices.

MANDATORY ATTACHMENTS:

NOTE: The following attachments (e through i) should be completed and signed as noted except for the Master Services Agreement. RESPONDENTS ARE

REQUIRED TO SPECIFY ANY EXCEPTIONS TO THE MASTER

SERVICES AGREEMENT AND TO MAKE ANY SUGGESTED

COUNTERPROPOSAL WITH THEIR RESPONSE.

e) Authorized Respondent’s Signature and Acceptance Form: If the Respondent is a corporation, partnership, or other business entity, complete Attachment “A” as indicated.

f) Mandatory Certifications: (an example of a comprehensive certification statement is attached as Attachment “B”):

a) Certification of Compliance with Massachusetts Child Care Laws.

b) Certification of Compliance with the Revenue Enforcement and

Protection Program.

c) Certification Regarding Companies Doing Business in Northern Ireland.

d) Certification of Disclosure.

e) Certification of No Conflicting Relationship.

f) Certificate Statement Regarding Criminal Actions and Pending

Litigation.

g) Certification of Solvency.

h) Certification of Good Standing and Licensure.

i) Certification of Minimum Qualifications.

j) Certification of Compliance with RFR Requirements.

k) Statement of Confidentiality.

g) Master Services Agreement, Attachment C: The selected Respondent(s) will be required to execute the standard Master Services Agreement, a copy of which is attached hereto as Attachment “C.” Respondents are required to specify any exceptions to the Master Servies Agreement and to make any suggested counterproposal with their Response.

h) Supplier Diversity Program Plan Form: The MSBA is committed to developing and strengthening Minority Business Enterprises (MBE), Women Business

Enterprises (WBE), Minority and Women Business Enterprise (M/WBE), Service-Disabled Veteran-Owned Business Enterprises (SDVOBE), Veteran

Business Enterprises (VBE), Disability-Owned Business Enterprises, LGBT

Business Enterprises, Minority Nonprofit Organizations (M/NPO), and Women

Nonprofit Organizations (W/NPO), Minority and Women Non-Profit

Organization (M/W/NPO), Disability-Owned Business Enterprise, or LGBT

Business Enterprise and expanding equal opportunity in the primary and secondary industries affected by this RFR. Please note, completion of a Supplier

Diversity Program Plan Form (Attachment D) by a Respondent is NOT mandatory for the purposes of the MSBA’s review of a Response. However, if a

Respondent has an SDO partner, the Respondent should complete the form to the extent possible. Respondents that clearly demonstrate the intent to further the development of the business enterprises and organizations listed above or the existence of a relationship which does further those goals may receive favorable consideration. If the Form is not completed or provided with a Response, the

MSBA will assume that it was omitted intentionally.

i) Invest in Massachusetts Data Form: The MSBA encourages investment in our local economy and is committed to advancing the creation and preservation of jobs in the Commonwealth. Consequently, all Respondents must submit an

Invest in Massachusetts Data Form (“IMD Form”). (Attachment “E”).

B. INSTRUCTIONS FOR SUBMISSION

Responses to this RFR must be submitted electronically by the submission deadline or the response will not be considered. Hard copy submissions will not be accepted. Responses and Attachments received after this deadline date and time will not be evaluated.

All Responses must be submitted electronically through the Commonwealth’s procurement website, COMMBUYS. Instructions on how to submit a Response are included as Attachment G, Creating a Quote in COMMBUYS: How to Respond to Bid

Solicitation.

Responses should not exceed 25MB in size. The MSBA will not accept ZIP files. Responses should be submitted in a PDF.

When responding to this RFR, Respondents should take note of the following provisions.

a) Responses should include the information and documents listed in Section IV, (A)

Item 1 – “Contents of the Response.”

b) The MSBA reserves the right to request additional information from all or some of the Respondent(s).

c) The MSBA reserves the right to reject any and all Responses to this request, to waive or permit cure of any non-material errors or omissions, to request clarification of information from any Respondent and to effect any agreement deemed by the MSBA to be in the MSBA’s best interest with one of the

Respondents. The MSBA reserves the right to amend or cancel this RFR at any time. All Responses and their contents will become the sole property of the

MSBA upon receipt by it.

1. Submission Format Requirements

Respondents are cautioned to read carefully and conform to the requirements for this specific RFR. Failure to comply with the provisions of this RFR may serve as grounds for rejection of a Response.

a) All Responses must be submitted electronically through the Commonwealth’s procurement website, COMMBUYS. Instructions on how to submit a Response are included as Attachment G, Creating a Quote in COMMBUYS: How to Respond to Bid Solicitation, to this RFR.

b) Submissions must be limited to 20 pages excluding the following:

i. Cover Letter

ii. Table of Contents

iii. Cost Proposal

iv. Anti-Discrimination Policy

v. Attachments A-G

c) Submissions must be in a font of 12 point or larger.

d) Any and all data, materials, and documentation submitted to the MSBA in

Response to this RFR shall become the MSBA’s property and shall be subject to public disclosure under the Massachusetts Public Records Act. In this regard, Respondents are required to sign the Authorized Respondent’s Signature and

Acceptance Form, set forth as Attachment “A” hereto.

RESPONDENTS PLEASE NOTE: BY EXECUTING THE AUTHORIZED

RESPONDENT’S SIGNATURE AND ACCEPTANCE FORM AND SUBMITTING A

RESPONSE TO THIS RFR, RESPONDENT AGREES THAT THE MSBA SHALL

NOT BE LIABLE UNDER ANY CIRCUMSTANCES FOR THE DISCLOSURE OF

ANY MATERIALS SUBMITTED TO THE MSBA PURSUANT TO THIS RFR OR

UPON RESPONDENT’S SELECTION AS A PREQUALIFIED CONTRACTOR.

2. Disqualification

a) Late Responses. Responses that are received after the deadline date and time shall be disqualified. An electronic or facsimile Response will not qualify as a

“submission” for deadline purposes in advance of or in lieu of a hard copy submission.

b) Nonresponsive Responses. Responses that fail to comply with requirements of the

RFR which are both mandatory and material shall be deemed nonresponsive and shall be disqualified. The MSBA reserves the right to disqualify from consideration those Responses that are submitted in an incorrect format if the

MSBA determines, in its sole discretion, that the formatting error is prejudicial to the interests of other Respondents and fair competition.

c) Collusion. Collusion by two or more Respondents agreeing to act in a manner intended to avoid or frustrate fair and open competition is prohibited and shall be grounds for rejection or disqualification of a Response or termination of this contract.

d) Debarred Bidders or Subcontractors. A Respondent who is currently subject to any Commonwealth or federal debarment order or determination shall not be considered for evaluation by the Procurement Team. If a Respondent’s Response is dependent upon the services of a named subcontractor and the disqualification of this named subcontractor would materially alter the proposal, then that

Response shall be deemed nonresponsive if the named subcontractor is found to be debarred. Responses that indicate that subcontractors will be used but do not rely on any specifically named subcontractor shall not be deemed nonresponsive if the disqualification of a proposed subcontractor will not materially alter the

Response.

SECTION V. EVALUATION PROCESS

The RFR Evaluation Process will be conducted in three (3) phases. MSBA staff will complete the Phase One Review for all submitted Responses. The purpose of the Phase One Review is to eliminate any Respondents whose Responses are nonresponsive to any requirement of the

RFR that is both mandatory and material. Responses that are deemed to be responsive based on the Phase One Review will be submitted to MSBA staff for the Phase Two Review. The

Phase Two Review will be an evaluation of the information provided in the Response relevant to the evaluation criteria listed in this RFR and the proposed cost. The MSBA shall have the option to conduct the Phase Three Review which will be for product demonstrations.

Responses will be evaluated, and any award will be made upon a “best value” basis, as determined by the MSBA. Based on the Reviews, MSBA staff intend to recommend to the

Executive Director of the MSBA that the MSBA should enter into a contract with a

Respondent. The Executive Director will accept or reject the recommendation.

(Phase One, Two and Three Reviews of this RFR will be Conducted Separately)

A. PHASE ONE REVIEW

Responses will be reviewed based on the completeness of Responses, including mandatory attachments and compliance to submission criteria, legal, and other requirements as described in Section IV of the RFR. Responses that do not comply with these components may be rejected and, if rejected, will not proceed to Phase Two Review. The MSBA reserves the right to waive or permit cure of any and all non-material errors or omissions.

Phase One of the Review will ensure compliance with the submission criteria in Section IV.

B. PHASE TWO REVIEW

The MSBA will evaluate Responses based on criteria that shall include, but not be limited to, the following:

Evaluation of Response:

1. Product Functionality: To be evaluated as Highly Advantageous, Advantageous and

Not Advantageous based upon the information provided in the Response regarding the assessment of the strengths of the proposed product relative to the functional requirements of the MSBA as outlined in the scope of services in the RFR.

Highly Advantageous (50 Points): Respondent is able to meet the majority of the requirements listed in the RFR.

Advantageous (25 Points): Respondent is able to meet some of the requirements listed in the RFR.

Not Advantageous (0 Points): Respondent is not able to meet the requirements listed in the RFR.

2. Ability to Execute: To be evaluated as Highly Advantageous, Advantageous and Not

Advantageous based upon information contained in the Response regarding the complexity and timeframe of implementation including DID porting, stability of the latest version of the product, and commitment to staffing necessary resources in advance of the project kickoff.

Highly Advantageous (25 Points): Respondent provides a high level implementation plan including ability and timeframe for DID porting that is appropriately staffed and compatible with the strategy, objectives, methods, procedures, and schedules of the MSBA. Respondent demonstrates high quality of latest version of product and product stability.

Advantageous (12 Points): Respondent provides a satisfactory implementation plan that is staffed, supports DID porting, and is compatible with the strategy, objectives, methods, procedures, and schedules of the MSBA. Respondent demonstrates satisfactory performance of latest version of product and product stability.

Not Advantageous (0 Points): Respondent does not provide an appropriate implementation plan to support DID porting and/or is not properly staffed and compatible with the strategy, objectives, methods, procedures, and schedules of the

MSBA as described in the RFR.

3. Service and Support: To be evaluated as Highly Advantageous, Advantageous and

Not Advantageous based upon information contained in the Response regarding customer support and services.

Highly Advantageous (10 Points): Respondent demonstrates a high level of customer support and services sought in this RFR. Respondent demonstrates that they are readily available and able to respond to client needs quickly and effectively with the ability to provide quick turnaround on time-sensitive matters.

Advantageous (5 Points): Respondent demonstrates a satisfactory level of customer support and services sought in this RFR.

Not Advantageous (0 Points): Respondent does not demonstrate a satisfactory level of customer support and services sought in this RFR.

4. Industry Experience: To be evaluated as Highly Advantageous, Advantageous and

Not Advantageous based upon information contained in the Response regarding the firm’s history, size, professional experience and business references.

Highly Advantageous (5 Points): Respondent clearly demonstrates a high level of experience in providing products and services similar to the services sought in this

RFR.

Advantageous (3 Points): Respondent demonstrates some experience in providing products and services similar to the services sought in this RFR.

Not Advantageous (0 Points): Respondent does not demonstrate experience in providing products and services similar to the services sought in this RFR.

5. Supplier Diversity Program: Advantageous and Not Advantageous

Advantageous (5 points): Respondent clearly demonstrates, through the information provided in Attachment D, its intent to develop a relationship with SDO certified

Minority Business Enterprises (MBE), Women Business Enterprises (WBE), Veteran

Business Enterprises (VBE), Service-Disabled Veteran-Owned Business Enterprises

(SDVOBE), Disability-Owned Business Enterprises, LGBT Business Enterprises, Minority Nonprofit Organizations (M/NPO), or Women Nonprofit Organization

(W/NPO) in performing the services identified in this RFR. Points awarded for this section will be based on the information provided by the Respondent in Attachment

D.

Not Advantageous (0 points): Respondent does not demonstrate the existence of or an intent to develop a relationship with one or more businesses certified in the above-mentioned supplier diversity categories to perform the services identified in this RFR.

A rating of “Not Advantageous” on this component shall not prevent the MSBA from selecting a Respondent who otherwise demonstrates the ability to meet the needs specified in the RFR. Respondents do not have to complete Attachment D and those that do not complete Attachment D will not receive points under this section.

6. Invest in Massachusetts: To be evaluated as Advantageous and Not Advantageous based upon the percentage of work-hours that will be performed in Massachusetts in connection with any contract arising out of its Response.

Advantageous (5 points): A Respondent submits an IMD Form certifying that 50% or more of the work-hours performed in connection with any contract arising out of its Response will be performed in Massachusetts.

Not Advantageous (0 points): A Respondent submits an IMD Form certifying that less than 50% of the work-hours performed in connection with any contract arising out of its Response will be performed in Massachusetts.

An evaluation of “Not Advantageous” on this component shall not prevent the

Respondent from being awarded a contract if the Respondent demonstrates the ability to meet the needs specified in the RFR.

The order of these factors generally does not denote relative importance, and the MSBA reserves the right to consider any other relevant factors as it deems appropriate, in its sole discretion. The MSBA may or may not seek additional information from Respondents. The

MSBA will determine which Response provides the overall “Best Value” to the MSBA based upon a comparison of Product Performance, Support Services and Price.

C. PHASE 3 – DEMONSTRATIONS

After Phase One and Phase Two reviews, the MSBA shall have the option to invite one or more Respondents to provide system demonstrations, which will be conducted via “Microsoft

Teams” or a similar platform. These demonstrations will provide the MSBA with an opportunity to evaluate a Respondent through the demonstration of their products’ features, functionalities and capabilities. The MSBA will not reimburse any Respondent for any costs and expenses arising out of providing that demonstration. The MSBA may limit the number of demonstrations conducted. Respondents will not be informed of their preliminary ranking at the time of the demonstrations. After demonstrations the MSBA reserves the right to adjust any preliminary ranking in the Phase Two review.

The time allotments and format shall be the same for all demonstrations. Respondents will be given a maximum of 45 minutes to present their demonstrations followed by a question-and-answer period. The MSBA will give notice of at least three (3) business days prior to the date of the demonstration. A Respondent is limited to the presentation of material contained in its Response, with the limited exception that a Respondent may supplement its Response to address specific questions posed by the MSBA and provide clarification of information contained in its Response. A Respondent’s failure to agree to a demonstration may result in disqualification from further consideration.

SECTION VI. COMPONENTS OF THE PROCUREMENT

A. DURATION AND RENEWAL OPTIONS

The MSBA intends to select one Respondent to provide the services solicited in this RFR for a total of approximately five (5) years, with an initial three-year term with up to two (2) annual renewal options, at the MSBA’s sole discretion, under the same terms and conditions for each annual option to renew. The MSBA may elect to extend the contract beyond a five-year term.

B. CONTRACT PERFORMANCE AND BUSINESS SPECIFICATIONS

1. Rejection of Responses

The MSBA reserves the right to reject any and all Responses submitted under this solicitation.

2. Withdrawn/Irrevocability of Responses

A Respondent may withdraw and resubmit a Response prior to the deadline. No withdrawals or re-submissions will be allowed after the deadline.

3. Subcontracting and Joint Ventures

Respondents must obtain prior approval from the MSBA for subcontracting any portion of the Contract. Respondent’s intention to subcontract or partner or joint venture with other

Providers must be clearly stated in the Response. The MSBA reserves the right to reject any and all subcontracts, partners, or joint venture firms.

4. Price Limitation

The Respondent must agree that no other customer of similar size and similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the MSBA. The

Respondent must also agree to provide current or historical pricing offered or negotiated with other governmental or private entities at any time during the contract period upon the request of the MSBA.

5. Security Breach Law, M.G.L. c. 93H

The Respondents hereby acknowledge and agree to comply with the requirements and responsibilities, including those of providing notice and response, as set forth in G.L. c.

93H, concerning Security Breaches and any regulations implemented to effectuate security of “personal information” as defined in § 1 of G.L. c. 93H.

SECTION VII. ATTACHMENTS

This RFR consists of a 15-page Request for Responses and the following Attachments:

Attachment A: Authorized Respondent’s Signature and Acceptance Form

Attachment B: Mandatory Certifications and Disclosures

Attachment C: Master Services Agreement

Attachment D: Supplier Diversity Program Plan Form

Attachment E: Invest in Massachusetts Form

Attachment F: Creating a Quote in COMMBUYS: How to Respond to Bid Solicitation

SECTION VIII. ADDITIONAL INFORMATION

It is recommended that Respondents refer to chapter 70B of the Massachusetts General Laws, chapters 201, 208, and 210 of the Massachusetts Acts of 2004, and 963 CMR 2.00 et seq. for additional information about the MSBA.

Your interest in working with the Massachusetts School Building Authority is appreciated.

Mary L. Pichetti

Executive Director

Massachusetts School Building Authority