RFI for an Incident Prevention Monitoring System IPMS Procurement.docx

Commonwealth of Massachusetts Executive Office of Health and Human Services

REQUEST FOR INFORMATION (RFI)

For An Incident Prevention Monitoring System (IPMS) Procurement Preview

Document Number: 27EHSPMDDSIPMSRFI

Issue Date: September 1, 2026

THIS IS A REQUEST FOR INFORMATION ONLY. Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth of Massachusetts (Commonwealth) in understanding the current state of the marketplace with regards to the solicited information or to inform the development of a possible solicitation for a Request for Response (RFR) or Request for Quote (RFQ) in the future. This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the Respondent in the course of any RFR or RFQ that may be subsequently issued or amended.

Purpose of this RFI The Executive Office of Health and Human Services (EOHHS), on behalf of the Commonwealth of Massachusetts Department of Developmental Services (DDS), is issuing this Request for Information (RFI) to gather input, product details, implementation considerations, and budgetary estimates from qualified vendors regarding the deployment of Artificial Intelligence (AI)-driven safety and incident prevention monitoring solutions at the DDS Hogan Regional Center.

This RFI is intended to:

· Identify available technologies, capabilities, and approaches in the marketplace.

· Gather information about on-premise or cloud-based AI solutions capable of real time incident detection via existing camera systems.

· Better understand implementation requirements, data security considerations, and estimated cost structures.

DDS is seeking this information to refine the scope, technical requirements, implementation approach, performance standards, contractual terms, evaluation criteria, and budget for a potential AI video solicitation. Respondents may answer all or some of the questions posed. Where a capability is not supported, respondents should identify whether it is planned, configurable, requires customization, requires a third-party product, or is not supported.

DDS is seeking representative and nonbinding information, As part of your response please include a small, structured artifact package in addition to narrative responses. For a list of potential items to include, please refer to Section 9 in the Response Template. No customized designs are being requested. You should not submit any proprietary source code, confidential training datasets, or unrestricted protected information due to public-records and procurement-fairness concerns. The purpose of this exercise is to help DDS refine a proposed architecture, requirements, acceptance criteria, pricing, and any vendor required legal terms.

This RFI is not a procurement and will not result in a contract award. Responses are for informational and planning purposes only. A formal RFR and/or RFQ may be issued at a later date.

Agency DDS is exploring advanced, privacy compliant AI based solutions capable of detecting physical aggression, conflict, and other safety related incidents in real time without using facial recognition or storing personally identifiable information. DDS is seeking real-time AI physical violence, conflict and incident detection and prevention solutions, via current security monitoring, to proactively enhance safety for clients with developmental disabilities, and staff.

Key services to highlight will include:

· Proactive Incident Detection: Utilizing AI to monitor video feeds for violent incidents, potential conflicts, and other critical or unusual events, enabling faster response times, improved de-escalation, and more timely staff intervention.

· Enhanced Situational Awareness: Leveraging AI to provide a continuous layer of monitoring and operational awareness, improving overall safety, supporting informed decision-making, and advancing quality of care standards for the individuals we serve.

· On-Premises or Edge Computing AI Deployment: Integrating with existing safety monitoring technology, including up to 60 security cameras currently installed on the facility campus, while ensuring sensitive data remains secure and private through deployment within a Commonwealth-controlled environment in compliance with HIPAA and applicable privacy requirements.

· Staff Training and Integration: Providing comprehensive training for staff and seamlessly integrating the solution with existing camera infrastructure and operational workflows to support rapid deployment, adoption, and ongoing effectiveness.

· Fairness, Responsible AI, and Detection Quality: Utilizing Responsible Artificial Intelligence (AI) principles to promote fair, accurate, and consistent incident detection across the diverse populations and environments served by DDS. Leveraging bias monitoring, human oversight, explainability, and governance practices to support reliable detection outcomes, reduce false positives and false negatives, and ensure compliance with Commonwealth responsible AI requirements.

· Compliance: Ensuring system hardware, software, AI models, integrations, and operational workflows comply with applicable Federal and Commonwealth privacy, security, accessibility, and AI governance requirements. Vendors shall demonstrate that the proposed solution incorporates appropriate controls to prevent unlawful discrimination, support responsible AI use, and maintain compliance with EOHHS, DDS, and Commonwealth standards throughout the life of the contract.

The goal is to create a safer environment and improve overall operational safety and efficiency at the Hogan Regional Center by leveraging cutting-edge technology for proactive risk mitigation. The Hogan Regional Center currently operates approximately 60 video security cameras across campus. The Department seeks an on-premise or cloud-based solution to integrate with current security systems that will enhance safety while aligning with HIPAA, EOHHS, and other relevant state and federal regulations.

Draft Request for Response and Response Template Respondents should utilize the Response Template attached to this RFI. Please respond to all questions/requests as completely as possible.

Information Solicited EOHHS is seeking input, product details, implementation considerations, and budgetary estimates from qualified vendors regarding the deployment of AI-driven safety and incident prevention monitoring solutions.

Respondents should utilize the Response Template. Respondents should also recommend any edits that would clarify any ambiguities in the Response Template. This RFI is not an opportunity for Respondents to market their products or services nor attempt to shape any subsequent RFR or RFQ in a manner that benefits an individual potential bidder.

In addition, EOHHS is seeking Respondent input on the following questions:

1. Are there any areas of scope that seem to be missing?

2. Are there any areas of consideration not included in the template that should be reflected?

General Instructions Use of RFI Information Please note that this RFI is issued solely for the purpose of obtaining information. The RFI does not obligate EOHHS to issue an RFR or RFQ nor to include any of the RFI provisions or responses in any RFR or RFQ. No part of the response to this RFI can be returned. Receipt of RFI responses will not be acknowledged.

Information received in response to this RFI shall serve solely to assist the Commonwealth. No information received in response to this RFI is binding on the Commonwealth or any of its agencies. Responding to this RFI is voluntary and will not affect consideration of any proposal submitted in response to any subsequent procurement or solicitation. Nothing in this RFI and no action taken during the review process shall be interpreted as a commitment on the part of the Commonwealth, EOHHS or its constituent agencies to enter into a contract with any Respondent or to conduct any procurement.

Responses to this RFI become the property of the Commonwealth of Massachusetts, become public records and are subject to the Massachusetts Public Records law, M.G.L. c.66, §10 and M.G.L. c.4, §7, subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded.

RFI Amendments Interested parties are solely responsible for checking COMMBUYS for any addenda or modifications that are subsequently made to this RFI. The Commonwealth and its subdivisions accept no liability and will provide no accommodation to interested parties who fail to check for amended RFIs.

Procurement Timetable (Key Dates)

Respondents should submit one (1) electronic copy of their response via e-mail to the contact listed in Section 5.H. below. All responses must include on the first page the official name (if any) of the firm or entity submitting the response.

Response Content Respondents should follow the instructions in Sections 4 and 5.

Response Format

i. Must use the Response Template as described in Section 4.

Information Requested

i. Company name (list parent company as well);

ii. Company address;

iii. Company website;

iv. Contact name and information (e-mail address required); and

v. Responses to the requests outlined in Section 4.

EOHHS Contact Information Please direct the RFI responses to the following contact person:

Elodia Johnson-Riche, Procurement Coordinator Executive Office of Health and Human Services Legal Procurement Unit One Ashburton Place, 11th floor Boston, MA 02108 Email: Elodia.Johnson-Riche@mass.gov

Respondents are prohibited from communicating directly with any employee of EOHHS or any of its constituent agencies with regard to the subject matter of this RFI except as specified above, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFI. Bidders may contact the RFI contact person above in the event the Bidder is having trouble obtaining any documents or attachments electronically through COMMBUYS.

Additional Information EOHHS retains the right to request additional information from Respondents. EOHHS may, at its sole discretion, elect to request formal presentations from certain vendors and/or create an RFR which will include the detailed requirements and key success criteria for the procurement and be based, at least in part, on the responses received from this RFI. EOHHS may request further explanation or clarification from any and all Respondents during the review process.

Review Rights Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of EOHHS, including independent consultants retained by EOHHS now or in the future.

Public Record All responses to this RFI will be public record under the Commonwealth’s Public Records Law, Mass. Gen. L. ch. 66 s. 10, regardless of confidentiality notices set forth on such writings to the contrary. Information provided in response to this RFI and identified by the Respondent as trade secrets or commercial or financial information, or which EOHHS has determined is such, shall be kept confidential to the extent permitted by law and shall be considered by EOHHS as exempt from disclosure as a public record (see Mass. Gen. L. Chapter 4, section 7(26)(g)). This exemption may not apply to information submitted in response to any subsequent procurement solicitations.

Costs All costs incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of Respondent. EOHHS shall not be held responsible for any costs incurred by Respondents in preparing responses to this RFI.

Electronic Distribution This RFI has been distributed electronically using the Commonwealth Procurement Access and Solicitation System (COMMBUYS). COMMBUYS is an electronic mechanism used for advertising and distributing the Commonwealth’ procurements and related files. No individual may alter (manually or electronically) the RFI or its components except those portions intended to collect the Respondent’s response. Interested parties may access COMMBUYS at the following address: http://www.commbuys.com. Questions specific to COMMBUYS should be made to the OSD Help Desk at OSDHelpDesk@mass.gov or by calling the Help Desk during normal business hours (8:00 AM – 5:00 PM ET Monday-Friday) at 1-888-627-8283 or 617-720-3197.

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