PRF76 ITIL Certification Training RFQ - Attachment A.pdf

THE TRIAL COURT OF MASSACHUSETTS

OFFICE OF COURT MANAGEMENT

OCM FISCAL- PROCUREMENT & STRATEGIC SOURCING | 2 Center Plaza 9th Floor Boston, MA 02108 Attachment A – Scope of Services

COMMBUYS Document ID: BD-27-TRC-1107-1107T-TCIT-135369

Background:

The Massachusetts Trial Court, through the Office of Court Management (OCM), is seeking a vendor on OSD statewide contract PRF76, Category 3 Professional Development Services, to provide training to strengthen IT personnel’s understanding and practical application of digital product and service management and prepare them to obtain ITIL Foundation (Version 5) certification. Some personnel will seek certification for the first time while others already hold ITIL 4 certifications and may qualify for an expedited Foundation Bridge course.

Scope of Service:

The Trial Court seeks one contractor to provide ITIL Foundation (Version 5) training and certification examinations. The first session will have an estimated 10-20 participants. All training, initial exam attempts, and any retakes for the first session must be completed before June 30th, 2027. Future sessions may serve additional groups of approximately the same size.

The awarded contractor must provide full Foundation training for new certification seekers and expedited Foundation Bridge training for eligible ITIL 4 holders, using current PeopleCert materials.

The Contractor must verify Bridge eligibility for each participant before enrollment. A session may include separate classes or individual enrollments.

Bidders shall recommend a delivery approach for each pathway and explain how it supports effective learning, scheduling flexibility, and reasonable cost and staff time. Proposals shall compare virtual and in-person delivery, as well as instructor-led group sessions and individual self-paced learning. Bidders may propose blended approaches and need not offer every format. Their proposals shall identify feasible alternatives and describe course and study hours, class sizes, public or private class availability, minimum enrollment, cancellation policy, and scheduling lead times.

Any live instruction must be scheduled between the hours of 8:30am and 4:30pm prevailing Eastern Time. For in-person pricing, bidders shall assume that the Trial Court will provide a meeting room in Boston and shall identify any facility or equipment needs. If a Bidder proposes an alternative training location, the bidder shall provide a separate all-inclusive quote for that option, including any location-specific costs. The Trial Court must approve the location and quoted price before any session commences.

The contractor shall provide authorized English-language courseware, reference materials, practice assessments, and learner support through exam and retake completion. Proposals shall describe access periods, technology requirements, support hours, and response times. Self-paced offerings shall include a completion plan and progress tracking. Materials and platforms shall support accessible participation, and the contractor shall coordinate accommodations in time to meet the completion deadline.

Proposals shall include the appropriate certification examination, proctoring fees, and at least one re-take per participant, if needed. The awarded Bidder must assist participants with registration, technical readiness, scheduling, and review after an unsuccessful attempt. Procedures for participants substitutions, missed instruction, and rescheduling must be stated in the proposal.

Proposals must include enrollment, training, study, exam, and retake milestones that meet the June 30th, 2027 deadline. Future sessions require written authorization. The contractor shall notify the Trial Court of changes in certification availability. Any replacement for a discontinued pathway requires written approval.

Procurement Calendar

Procurement Step Due Date Time Bid Posted (Available) 11/12/2026

Bidder Questions Due 11/18/2026 3:00 PM EST Responses posted to COMMBUYS (estimated) 11/24/2026 Bid Response Due (Bid Opening) 12/03/2026 3:00 PM EST Notice of Apparent Successful Bidder(s) posted (estimated date) December 2026

Contract Start Date (estimated) January 2027 Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

The Trial Court reserves the right to amend or delay any of the dates or times reflected above, as well as any other timeframes or deadlines referenced throughout this solicitation, if such a change is in the best interests of the Trial Court. Any such change will be published via a Bid Amendment in COMMBUYS.

Expected Duration & Budget

The initial contract term shall begin upon execution and continue through June 30th, 2027. The Trial Court may exercise up to two additional one-year renewal options, through June 30th, 2028 and June 30th, 2029, respectively, by written amendment to the original agreement. Renewals are at the Trial Court’s discretion and are subject to satisfactory performance and available funding.

The Trial Court may authorize multiple training sessions during the initial contract term and each renewal period as needs arise. Completion of a session does not end the applicable contract period, and additional sessions may be ordered within the period without exercising a renewal period. There is no predetermined limit on the number of sessions, and no minimum number of sessions or participants is guaranteed.

Compensation shall be fee-for-service using fixed, all-inclusive prices per authorized group/session or individual enrollment. No minimum number of sessions, participants, or expenditures is guaranteed. All prices shall include instruction, materials, platform access, learner support, examinations, one retake minimum, and all contractor travel, lodging, shipping, and incidental expenses. If the Trial Court selects a separately quoted alternative location, the accepted all-inclusive price for that option shall apply. No separate surcharge will be paid.

In the event that the awarded vendor is also awarded on PRF76’s successor contract, the SOW will be amended to transfer the Trial Court’s contract to the successor statewide contract to the extent authorized by the terms and conditions of the successor contract.

Required Qualifications

Bidders must hold a current award under PRF76 Category 3: Professional Development Services with authority to provide the proposed services.

Bidders must be able to provide both Foundation and Foundation Bridge training and examinations, including one retake per participant if needed.

Each bidder shall identify the PeopleCert accredited training organization responsible for each course, provide evidence of its accreditation, and identify the authorized source of courseware and examination vouchers. Bidders shall also disclose any reseller or subcontractor relationships.

Bidders must provide qualified instructors and learner-support personnel who have the credentials required for the proposed offerings and have demonstrated experience delivering ITIL certification training.

The Bidder’s proposed training schedule must allow participants in the initial session to complete training, initial examination attempts, and any needed retakes by June 30, 2027.

Preferred Qualifications

Preference will be given to Bidders that demonstrate relevant government or court training experience, effective support for learners with different experience levels, and the ability to deliver the proposed formats.

Basis for Award Decision

The Trial Court intends to award one contract to the responsive and responsible Bidder offering the best value based on the evaluation criteria below. The lowest price will not necessarily receive award. The Trial Court may reject any or all responses or cancel this procurement, if it is deemed to be in the best interest of the Trial Court.

Contract Management Considerations

Roles and Responsibilities

The Trial Court will designate a department employee who will be responsible for managing and administering the contract upon award (the “Trial Court PM”). The Trial Court’s Project Manager will be the point of contact for the awarded successful bidder/Contractor concerning day-to-day operational matters and the performance of contractual duties.

The Procurement Coordinator is the point of contact for interested bidders during the procurement process. Bidders are prohibited from communicating directly with any employee of the Trial Court or any member of the evaluation committee regarding this bid except as specified in this bid, and no other Trial Court employee or representative is authorized to provide any information or respond to any question or inquiry regarding this bid during the active solicitation period.

Trial Court Project Manager: RFQ Manager:

Dianne Fasano

(617) 878-0789 Dianne.fasano@jud.state.ma.us

Patrick Teahan

(617) 878-0420 Patrick.teahan@jud.state.ma.us

The Contractor Project Manager (the “Contractor PM”) will (i) be responsible for administering the resulting SOW and the managing of the day-to-day operations under said SOW, (ii) serve as an interface between the Department PM and all Contractor personnel participating in this engagement; (iii) develop and maintain the Project Management Plan in consultation with the Department PM; (iv) facilitate regular communication with the Department PM, including status reports/updates, and review the project performance against the project plan and facilitate project status meetings for the duration of the engagement; (v) update the Project Management Plan on a regular basis and distribute it at meetings for the duration of the engagement; (vi) sign acceptance forms to acknowledge receipt; and (vii) be responsible for the management and deployment of Contractor personnel. The frequency of updates and meetings may vary based on the needs of each training session.

The PMs bear the primary responsibility for issue resolution. The PMs shall be responsible for coordinating a meeting with department and contractor leadership to review and resolve any issues, as needed.

Performance Measures The Trial Court will assess performance based on timely delivery of the approved training, materials, learner support, examinations and retakes. Renewal decisions will take these into account along with learner feedback and any identified continuing needs.

The Contractor shall respond promptly to service issues and notify the Trial Court of any risk to completion, along with a proposed corrective action plan. Progress updates shall be provided to the Trial Court upon request.

The Contractor shall provide a completion summary identifying training completion and exam and retake status after each training session ends. The Contractor shall obtain feedback on the training and learner support provided from participants after each session and share it with the Trial Court.

Acceptance & Rejection Process

The Contractor will submit each deliverable or documentation of services rendered (“deliverable”) to the Trial Court on or before the due date specified in the resulting contract. The Trial Court will review each deliverable and determine whether it has met in all material respects the criteria established in the contract. A deliverable shall not be considered accepted solely because it has been submitted or made available to the Trial Court. Acceptance shall occur only after the Trial Court determines that the applicable acceptance criteria have been satisfied. Payment for deliverables will be made following acceptance in accordance with procedures to be determined in the final Statement of Work.

The Contractor will invoice in arrears for delivered and accepted services under the approved SOW.

Invoices shall include the PO number, the course/pathway, the delivery format, the services dates, the total enrollment, the cost, and the applicable milestone. Payment shall follow the 45-day cycle established by the Commonwealth’s Bill Pay Policy unless a Prompt Pay Discount is proposed.

Inquiries

No phone calls or emails regarding this bid will be accepted. Questions regarding the bid must be submitted via COMMBUYS Q&A Tool by 11/18/2026 by 3:00PM EST and responses will be posted to COMMBUYS on or around 11/24/2026. Questions will be posted to the COMMBUYS website:

www.COMMBUYS.com, in same location as this BID.

Submission Requirements

Submit responses through COMMBUYS by the date and time in the Procurement Calendar. Emailed or mailed responses will not be considered. Upload four separately identified PDF files: (1) Transmittal Letter, (2) Technical Proposal, (3) Pricing Proposal, and (4) Mandatory Documents. Do not include pricing in the technical proposal. Use the COMMBUYS quote submission function, not Bid Q&A, to submit a response.

For this solicitation, enter $0 and select “no charge” in the COMMBUYS item pricing field; do not select “No Bid.” All offered prices shall appear in the separate uploaded Pricing Proposal. Confirm that the quote has been submitted successfully before the deadline.

Technical Proposals and Pricing Proposals must be uploaded as two (2) separate documents. By submitting their proposal, the Bidder agrees to the terms of this bid.

Transmittal Letter Bidders must provide a letter that:

• Is signed by a person authorized to legally bind the Bidder,

• Identifies its legal name and contact information,

• Confirms a minimum 90-day quote validity period, and

• Confirms the Bidder’s ability to satisfy the requirements of the RFQ.

Technical Proposal Bidders must provide a narrative proposal that addresses both the Foundation and the Foundation Bridge pathways, the recommended formats and any alternatives, the curriculum, instruction and study hours, class sizes, learner support, technology requirements, accessibility, and scheduling. It must also identify proposed personnel, subcontractors, and any Trial Court responsibilities.

http://www.commbuys.com/

Bidders must provide a minimum of three (3) references for comparable ITIL or certification-training engagements completed or underway within the past five years. Each reference shall include the customer’s name, relevant contact information, service dates, delivery format, and a brief description of services. Government references are encouraged but not required. The Trial Court may contact references to verify experience and performance.

Pricing Proposal Bidders shall submit pricing for ITIL Foundation (Version 5) and ITIL Foundation Bridge (Version 5) training using their recommended delivery format for each course. The Trial Court anticipates approximately 10-20 participants per session across both courses, with the final enrollment to be determined before scheduling.

Pricing shall include all training, required materials, learner support, initial certification exam, and any included retakes. Bidders may quote prices per participant or per group but shall clearly explain the pricing basis and any minimum enrollment requirements.

Bidders shall provide specific dollar prices for the initial contract term and each of the two renewal periods. Renewal prices may differ, but all prices must be established in the proposal and remain firm for their respective periods. Percentage-based increases or prices to be determined at renewal will not be accepted.

Mandatory RFQ Documents All Bidders must complete and sign the Vendor Acceptance Form, Certification of non-Collusion form, and the No-Contact Policy form attached to this RFQ.

The Prompt Pay Discount Form is provided but Bidders can choose to simply attach their approved PRF76 PPD form. The PPD Form must be submitted as part of the Pricing Proposal.

The selected bidder may be required to execute the applicable PRF76 SOW, Commonwealth Standard Contract Form and instructions/certifications, Commonwealth Terms and Conditions, Massachusetts Substitute W-9, Electronic Funds Transfer form, and Contract Authorized Signatory Listing. These award documents are not required with the initial response.

Evaluation Information

The evaluation committee will first review responsiveness, mandatory documents, and required qualifications. Only responsive proposals meeting required qualifications will be scored. The committee may permit correction of insubstantial defects consistent with the Bid Summary.

Clarifications, reference checks, and any requested demonstrations or best and final offers will be conducted consistently with the published solicitation; no bidder presentation is presently scheduled.

Evaluation criterion Weight Considerations

Training approach and scope responsiveness 35%

Justification of formats; both pathways; curriculum, learner support, accessibility, exam preparation and retakes.

Qualifications and relevant experience 20% Accreditation, personnel, comparable delivery experience, government experience and references.

Schedule and service flexibility 15%

Feasible completion before the deadline; study and retake time; enrollment, substitution and future-session flexibility.

Total evaluated cost 30%

Total 100%

Additional information or clarifications may be requested by the committee for evaluation purposes.

Any submission which fails to meet the submission requirements will be found non-responsive and go without further review unless the evaluation committee, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the Bidder to make minor corrections to the submission.

Evaluation scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter into negotiations with the MA Trial Court to receive a contract award.