PRF84 RFQ-SOW - Template.docx

COMMONWEALTH OF MASSACHUSETTS

REQUEST FOR QUOTE AND STATEMENT OF WORK (SOW)

RFR#: PRF84designatedCTR

PAYMENT SOLUTIONS

This Quote Form/Statement of Work (SOW) template must be used by all Commonwealth of Massachusetts Eligible Entities for any engagement under PR84designatedCTR—Payment Solutions. Please note that this template is used for both Quotes and Statements of Work.

For the purpose of Quotes and Contractor selection, the scope of performance identified in this Quote Form facilitates evaluation of potential Contractors and selection of the best value qualified Contractor for the engagement. The Eligible Entity will articulate its payment solutions requirements in the Quote form. After quotes are received, the Eligible Entity will determine which Contractor provides the best value and may base final selection on the best fit of experience, expertise and skills, interviews with Contractors and project managers, willingness of Contractors to negotiate the best value for a project (including allocation of resources), and the ability to perform the engagement in the time required.

Once a Contractor has been selected, the details of the engagement (services to be performed, timeline, or schedule of performance completion dates and pricing) must be completed utilizing this template as a Statement of Work (SOW). The formal engagement of a Contractor must not be made by a separate document or attachment.

The Statement of Work (SOW) is not a separate contract but serves as the scope of performance and budget for each Payment Solutions engagement. The SOW incorporates by reference all the terms of the Contractors Response to the Statewide Contract. Performance may not begin until the SOW has been reviewed by CTR and executed by authorized signatories of the eligible entity and the contractor. This SOW template must be used for any changes in project scope requiring amendments or an entirely new Statement of Work. This SOW shall become public record, maintained by the eligible entity.

Note: All allowable additional terms and conditions have been included in the Statewide Contract. Eligible Entities may NOT execute a separate Standard Contract Form or ANY OTHER contract form or addendum with engagement or contractual terms. All performance expectations must be included as part of this Quote Form/SOW. For questions, please contact the Office of the Comptroller.

All SOWs for Commonwealth of Massachusetts eligible entities must be reviewed by CTR according to the PRF84 Contract User Guide prior to execution to ensure no conflict with contract terms, state finance law, or state financial systems.

ENTER COMMONWEALTH ELIGIBLE ENTITY ENGAGING A PRF84designatedCTR CONTRACTOR:

Eligible Entity Name:

Identify if Eligible Entity is a State Department or other type of Eligible Entity:

Eligible Entity Mailing Address:

Quote Form/SOW Contact Name:

E-Mail Address:

Telephone:

ENTER PRF84designatedCTR CONTRACTOR:

Statewide Contractor Legal Name:

MMARS Contractor Code:

Authorized Representative (Contact) Name:

Business Mailing Address:

Email Address:

Telephone:

CHECK ONE OPTION BELOW. (IDENTIFY IF THIS IS A NEW QUOTE FORM/SOW OR AN AMENDMENT TO AN EXISTING SOW):

SERVICE OPTIONS SOUGHT UNDER THIS REQUEST FOR QUOTE/SOW:

For the purposes of submitting the Quote Form/SOW to the Contractors, identify the service options desired in the table below, and provide a brief narrative description of the engagement. Contractor(s) engaging in a SOW must have submitted an RFR Response for the listed services and may not provide services that were not bid under the Statewide Contract. General qualifications, key personnel, contract manager, and pricing are listed in the PRF84 Contractor RFR Response and pricing. Eligible Entities are required to review the RFR Response and pricing for PRF84designatedCTR available at https://www.commbuys.com. Prices may not exceed those listed in the RFR Response and Pricing documents posted for the Statewide Contract.

Please check all service options that the Eligible Entity is seeking under this Request for Quote/SOW engagement or Amendment.

☐ PIN Pad (describe below)

☐ Wireless (describe below)

☐ Shopping cart functionality

☐ Other (describe below)

☐ Client (eligible entity) pays fees

☐ Customer pays fees (convenience fee)

☐ Other (describe below)

DESCRIBE SCOPE OF PERFORMANCE UNDER ENGAGEMENT (please include a narrative description of the payment solutions project (i.e., business process, payment types, integration with any third-party solutions, if applicable, etc.):

ANTICIPATED PROGRAM VOLUME:

Average Transaction Size: $______________ Set Amount: ☐ or Variable Amount: ☐

Anticipated Annual Revenue: $_____________

Anticipated Annual Transaction Volume: __________

Constant throughout the year: ☐ or Cyclical: ☐ If Cyclical, Peak Times/seasons: ________________

SPECIFIC SKILLS THAT CONTRACTOR MUST DEMONSTRATE FOR SELECTION UNDER SOW:

Contractors have already identified overall qualifications in the designated areas in the RFR Response posted on www.commbuys.com under PRF84.

The following are additional specific skills, experience or expertise required for this engagement and to evaluate Contractors responding to this Quote Form. Contractors should identify why their experience, skills or expertise are superior and best suited for this engagement, why Contractor is the best partner and the best economic value for this engagement and what additional benefits an engagement with the Contractor would provide the Eligible Entity.

Engagement specific skills, expertise required for this engagement.

Contractor’s Response to this need: (Contractor must respond to these needs requirements for a Quote to be complete.)

ANTICIPATED SOW START DATE (Required):

The eligible entity anticipates that the work under this SOW will begin on or about: _______________, 20_____

ANTICIPATED GO-LIVE DATE (Required): ____________, 20_____

Additional performance calendar details if required: (Insert details here):

CONTRACT END DATE: SOW performance shall terminate as of: ____________, 20_____, with no new performance after this date unless the SOW is amended, provided that the terms of this SOW and performance expectations and obligations shall survive its termination for the purpose of resolving any claim, dispute or other SOW action, or for effectuating any negotiated representations and warranties, any close out performance, transition performance to a new Contractor, reporting, invoicing or final payment obligations. SOWs under this Statewide Contract may not be entered into after the termination date of this Statewide Contract as of April 30, 2027. SOWs entered into prior to this termination date (or as amended) may complete the engagement as executed but may not extend beyond April 30, 2028.

DETAILS OF PERFORMANCE AND SOW PROJECT SCHEDULE (The Eligible Entity engaging a Contractor will enter as much information as is available to enable a Contractor to submit a response to the Request for Quote/SOW. This section will be updated once final performance is negotiated by the parties in the Statement of Work. Add lines as required):

Please note that the SOW delivery schedule dates are contingent upon:

· Full approval and execution of the Statement of Work by the Contractor and Eligible Entity.

· Approval of Contractor Design by the Eligible Entity.

· Timely and thorough review and testing of the beta deliverables by the Eligible Entity.

1.

2.

3.

4.

5.

Enter Additional deliverable details of performance information here (if required):

Attachments to the SOW may not include additional terms and conditions not negotiated as part of the Statewide Contract or approved in writing by CTR.

KEY PERSONS ASSIGNED TO THE TASK ORDER AND THEIR ROLES:

For the purposes of the Quote, the Eligible Entity does not have to enter the Project Team unless known at the time of the quote. Contractors bidding on an RFQ must identify their Project Team that will be assigned to this SOW if selected. The SOW project will be managed by appropriate Eligible Entity stakeholder participants (i.e., technical, program, and finance resources). In addition to informal communications from the selected contractor, Eligible Entities should expect formal project control procedures to include:

· Reporting of activity and status at weekly or bi-weekly meetings or calls with Project Team.

· Weekly progress reports produced outlining work accomplished during the preceding period and work planned for the succeeding period.

· Timely and accurate identification of any problems encountered by the contractor.

· Mandatory written documentation of any potential or actual security vulnerabilities or SOW compliance issues that are discovered and recommendations for remediation.

Eligible Entity Project Team Member

Phone Email Address

Project Manager

Finance/Accounting Resource

Program Resource

IT Resource

(Include details of day-to-day responsibilities)

Phone Email Address

Project Manager

Contractor Project Team Members may not be replaced without prior written approval from the Eligible Entity and must be replaced with individuals with comparable experience and skills to ensure no loss in the quality or level of services under the SOW.

PRICING:

All costs must be part of authorized price listing under PRF84designatedCTR. The per item or service, convenience fee rate (if applicable), hardware, and hourly rates include all related fringe benefit costs and profit as negotiated and identified in the Contractor Cost Sheets posted on www.Commbuys.com for this Statewide Contract. In addition, all other direct, clerical, administration, indirect, overhead, and incidental costs, such as travel, accommodations, meals, non-deliverable related printing, equipment and supplies are included as part of pricing as negotiated. Time and materials are not authorized under this pricing structure.

ELIGIBLE ENTITY COMMITMENT:

1. All SOWs for Commonwealth of Massachusetts eligible entities must be reviewed by CTR prior to execution to ensure no conflict with state finance law or state financial systems.

2. If a third-party business application (e.g., licensing, permitting, fees, taxes, etc.) originates the payment request, then the Eligible Entity certifies that an executed contract is already in place for the development, testing, and deployment of said business application that will be integrated with the PRF84 payment solution scoped in this Statement of Work.

3. If a third-party business application (e.g., licensing, permitting, fees, taxes, etc.) originates the payment request, then the Eligible Entity certifies that it will execute end-to-end testing, document any changes required to the PRF84 payment solution contractor, and provide approval for final PRF84 deliverables. Testing, documentation and communication of desired changes, and final approval of deliverables cannot be delegated to the third-party business application contractor since no contractual relationship exists between them and the PRF84 payment solution contractor.

4. The Eligible Entity is responsible for encumbering sufficient funds for costs associated with the SOW for the duration of the SOW project in accordance with Comptroller policies.

5. Eligible Entities recognize their obligation to comply with Card Association rules and will meet all PCI Compliance requirements associated with this project’s configuration and volume. See the CTR Electronic Payments Data Security policy for details.

6. Material changes after implementation may require an amendment to this Statement of Work, or an entirely new Statement of Work depending on scope.

PAYMENT TERMS:

Pursuant to state finance law and the terms of the contract, payments cannot be made until deliverables are received and accepted by the Eligible Entity. The parties may negotiate a payment plan based upon the expected delivery and acceptance of deliverables and the deliverable acceptance criteria identified in this SOW.

STATEMENT OF WORK SUBMISSION REQUIREMENTS:

Eligible entities will complete this Statement of Work (SOW) and submit the unsigned document to the Contractor for review, iteration, and completion. The details of performance will be discussed, and the SOW must be updated accordingly with schedule, project team members, and budget (if applicable). The final draft SOW must be submitted to CTR in accordance with the PRF84 Contract User Guide for review prior to execution by all parties. All documentation related to performance, funding, and other contract file contents must be retained for audit purposes by the Eligible Entity. Once the SOW is finalized and executed by authorized signatories of the Eligible Entity and Contractor, performance may begin.

STATEMENT OF WORK CHANGE ORDERS:

Any additional work that may be required outside the scope of an executed Statement of Work (SOW) will require the SOW to be amended prior to the start of performance of the additional work. Depending on the scope of additional work, an entirely new Statement of Work may be required. The Contractor project manager is responsible for maintaining work within scope.

ACCEPTANCE OF TERMS OF STATEMENT OF WORK (SOW):

The Quote Form does not need to be executed for submission to the Contractors for a quote. All participating parties will execute a SOW when the Eligible Entity has selected a Contractor and the terms of the SOW performance have been negotiated and finalized, funding has been identified, and performance is ready to begin.

The terms of this Final SOW are accepted by authorized signatories of the Eligible Entity and the Contractor as of the latest dates of signatures below.

AUTHORIZING SIGNATURE FOR THE CONTRACTOR:

X: _ Date: ____ (Date Must Be Handwritten at Time of Signature)

Print Name: _

Print Title: __

AUTHORIZING SIGNATURE FOR THE ELIGIBLE ENTITY:

X: _ Date: __ (Date Must Be Handwritten at Time of Signature)

Print Name: ______________________________________

Print Title: _______________________________________ image1.png