RFQ 27-05482 CoMIRS Feature Upgrades for EFJohnsonKENWOOD Land Mobile Radios_final_9.18.docx

Hardware RFQ (5.19.2026)

Commonwealth of Massachusetts The Executive Office of Technology Services and Security

Commonwealth of Massachusetts Executive Office of Technology Services and Security

Request for Quotation EOTSS RFQ 27-05482 CoMIRS Feature Upgrades for EFJohnson/KENWOOD Land Mobile Radios COMMBUYS Bid Number: BD-27-1060-ITD00-ITD00-133574

September 18, 2026

IN ACCORDANCE WITH M.G.L. C. 66 AND M.G.L. C. 4, § 7 (26), THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD, AND CAN BE OBTAINED FROM THE EXECUTIVE OFFICE OF TECHNOLOGY SERVICES AND SECURITY BY SUBMITTING A REQUEST AT https://www.mass.gov/executive-office-of-technology-services-and-security-prr. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

General Procurement Information

General Information

Purchasing Entity: Executive Office of Technology Services and Security (“EOTSS”) or (“Agency”)

Address: One Ashburton Place, Eighth Floor, Boston, MA 02108

Procurement Contact: Sara Middleton

Telephone: 617-626-4400

E-Mail Address: sara.i.middleton@mass.gov

RFQ File Number and Title: EOTSS RFQ 27-05482 -CoMIRS Feature Upgrades for EFJohnson/KENWOOD Land Mobile Radios

Attachments: Attachment A – COMMBUYS Instructions

This Request for Quotes (“RFQ”) does not commit the Commonwealth of Massachusetts (“Commonwealth”) or the Agency to pay any costs incurred in the preparation of a Bidder’s response to this RFQ or to purchase any products or services. The Agency may: (i) accept or reject any and all bids received as a result of this RFQ; (ii) contract for some, all, or none of the products and services offered by Bidders in response to this RFQ; (iii) negotiate with one or more qualified Bidders; or (iv) cancel, in part or in its entirety, this RFQ if it is in the best interest of the Commonwealth to do so.

The Agency may amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, CommBUYS (www.commbuys.com).

Bidders must submit their bids through the Commonwealth’s online procurement system, COMMBUYS, as detailed in Attachment A. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

Eligible Bidders

This RFQ is restricted to Bidders on the following Statewide Contracts:

PSE01 Public Safety Equipment and Two-Way Radio Contract _____________________________________________________________________________________

Event Calendar

All times in this RFQ are in prevailing Eastern Time. Bidders must have their responses fully loaded and accepted in COMMBUYS prior to the RFQ Response Due date and time listed below or their response will not be evaluated. Bidders are urged to allow sufficient time to upload their entire response.

Purchasing Agency

The Executive Office of Technology Services and Security is responsible for the development of IT policy and implementation and oversight of all information technology investments for the Commonwealth and its respective agencies. EOTSS has broad statutory authority to effectuate the goals prompting IT consolidation in Chapter 64 of the Acts of 2017, as memorialized and articulated in M.G.L. c. 6A, s. 7A and M.G.L. c. 7D. As the lead enterprise IT and cybersecurity organization for the Executive Branch, EOTSS provides responsive digital and security services, and oversees and manages the enterprise technology and digital infrastructure and services for over 125 state agencies and over 43,000 state employees. EOTSS provides Enterprise Cybersecurity and Risk Management services, Infrastructure and Network services, End-User Support and IT services, Digital and Data services, Strategy Management and Consulting services, and additional IT-focused services to the Executive Branch and other Commonwealth users.

☑ If checked, the contract resulting from this RFQ will be made available to other Executive Department entities for the purchase of products or services. EOTSS may, in its option, require its prior approval for such entities to purchase products or services.

Description and Purpose of Procurement

Background

The Commonwealth of Massachusetts Interoperable Radio System (CoMIRS) is a statewide public safety radio system that provides operable and interoperable communications for 250+ public safety and transportation agencies throughout the Commonwealth. Of the nearly 30,000 radios active on the network, 18,000+ are used for operable, or mission-critical daily, communications. This aging system is currently being replaced by new P25-compliant Phase 2 digital system.

The current CoMIRS configuration is a mix of 700/800 MHz SmartZone and Project 25 Phase 1 subsystems. Existing CoMIRS subscriber radios are equipped with a variety of features based on requirements of the individual user agency. At a minimum, CoMIRS operable radios are equipped with firmware features required for 700/800 MHz SmartZone trunked analog operation. To function properly on CoMIRS+P25 some existing CoMIRS operable radios will require modification to add firmware features to meet the minimum standards that have been established for the new system (CoMIRS+P25).

The required features are:

· P25 Conventional (P/N 8322000002)

· P25 Phase 1 Trunking (P/N 8322000005)

· P25 Phase 2 TDMA (P/N 8322000006)

· P25 Authentication (P/N 8326000001)

The recommended features are:

· P25 Conventional and Trunking OTAP (P/N 8324000003)

· GPS (P/N 8325000003)

· EVRS Portable (P/N 8326000023)

· EVRS Mobile (P/N 8326000024)

· Bluetooth (P/N 8326000025)

The required features for the encryption option are:

· AES Multikey (P/N 8323000004)

· P25 OTAR (P/N 8324000002)

This Request for Quote (RFQ) addresses firmware feature upgrade requirements for EFJohnson / KENWOOD radios currently operating on CoMIRS. These feature upgrades are implemented through firmware, license, or feature upgrades to the radios. No radio hardware changes are anticipated through this procurement.

To assist CoMIRS operable users with the transition to CoMIRS+P25, the Commonwealth of Massachusetts Executive Office of Technology Services and Security (EOTSS) established a CoMIRS Radio Upgrade Grant Program (RUP). Under this program, the Commonwealth will fund feature upgrades for 143 identified radios. These radios include VM600, VM5930, VP600, VP5430, VP6430, VP6431, and other similar models. This RFQ is intended to establish a pricing structure for the upgrade of these existing radios. The CoMIRS Program Management Office will place orders to upgrade some or all of the 143 identified radios. Pricing under this RFQ will be made available to the agencies currently operating on the CoMIRS system to upgrade their radios for the new digital system. Additional orders will be placed directly with the awarded Vendors based on pricing provided in response to this RFQ.

Description of Goods and Services

The Agency is issuing this RFQ to obtain pricing for the software features listed in the attached Radio Feature Upgrade Template (Form 2). Responses to the Radio Feature Upgrade Template should include all costs (required or optional) associated with adding the listed features to existing radios. These costs should be inclusive of the licensing and professional services required to make these radios functional on the new CoMIRS+P25 Phase 2 system.

Maintenance No maintenance is requested under this RFQ.

Services If standard installation services are necessary for the Agency to obtain the needed feature upgrades under this RFQ, such services shall be governed by EOTSS’ standard template statement of work, as attached hereto (Form 3).

Hardware No hardware is being purchased under this RFQ. All hardware consists of preexisting assets currently in use on the CoMIRS radio system and/or planned for use on the CoMIRS+P25 radio system.

Software If a Bidder or original equipment manufacturer includes license agreements for any firmware or other embedded software as part of its response to this RFQ, then Bidder must include copies of such agreements in their responses. Notwithstanding the preceding language, any provisions of these licensing agreements that are contrary to the terms of this RFQ and the applicable RFR shall be null and void.

Estimated Term

Pricing for features upgrades are to be valid for 12 months following bid submission to this RFQ. Software upgrades must be delivered no later than 30 days following the acceptance of a quote and issuance of a purchase order under this RFQ. Multiple quotes may be issued under this RFQ.

Order of Precedence

The agreement resulting from this RFQ shall consist of the following documents in the following order of precedence:

Data Classification and the Use of Generative Artificial Intelligence (GenAI)

Data Classification

The Commonwealth of Massachusetts collects, manages, and stores information to support its business operations. The Commonwealth is committed to preserving the confidentiality, integrity, and availability of its information assets. Such information assets may include, without limitation, personal information, confidential information, and information protected under applicable law. Bidder agrees and acknowledges that its access, or potential access, to certain information assets may require certifications, background checks, or other additional requirements. Agency anticipates that the awarded Bidder will have access, or potential access, to the following data types as a result of providing services/products to Agency under this RFQ.

M. G. L. c. 66A

-Commonwealth of Massachusetts Dept. of Revenue background check

NCIC 2000 Operating Manual CJIS Security Policy Title 28, CFR Part 20 -Dept. of Criminal Justice Information certification -background check

NCIC 2000 Operating Manual CJIS Security Policy Title 28, CFR Part 20 -Dept. of Criminal Justice Information certification -background check

5 U.S.C. 552a s. 1106 -background check

Bidder certifies that its products or services, as offered in its RFQ response, meet all applicable legal and regulatory requirements pertaining to the identified data types indicated above. Bidder also agrees to enter into additional agreement(s), as reasonably requested by the Commonwealth prior to gaining access, or potential access, to Commonwealth information assets. Bidder acknowledges that the list above is not exhaustive, and Agency may designate additional data types, applicable laws and regulations, and additional required documentation in the contract resulting from this RFQ or any amendment thereto.

Use of Generative AI

The following provisions apply both to Generative AI (“GenAI”) that the Contractor proposes to use or will use to fulfill its obligations under a contract, and to GenAI tools that Contractor will provide directly to the Agency for its own use.

Use of GenAI Conditioned on Compliance with these Terms Contractor shall not use GenAI to fulfill any obligations under the contract with the Agency or provide any GenAI tools to the Agency unless the contract includes terms consistent with this section, “Use of Generative AI”.

Use and Deletion of Agency Data Contractor shall not use Agency Data (defined as data provided by Agency and any data derived therefrom, including metadata (collectively, the “Agency Data”) for training, tuning, or testing the GenAI model unless required for the performance of Services and where the Agency has provided written consent for both the use of the GenAI tool and the Agency Data. Any permitted Agency Data inputs will be strictly limited to the data and inputs provided under this Agreement and will not extend to other Agency intellectual property. If the GenAI system/solution or Contractor’s provision of other services under the Contract require the use of Agency Data as GenAI training data, Contractor shall only use Agency Data as strictly necessary to provide the Services. Both the Contractor and Agency shall retain control over their data and have the ability to delete their data. Contractor shall delete all Agency Data within 30 days of receiving written notification from the Agency and shall confirm in writing that all Agency Data has been deleted.

Intellectual Property, Accuracy, Bias, Discrimination, Mitigation and Quality Control of GenAI Contractor’s use of GenAI will be specifically limited to the automated creation of the material expressly defined in this Agreement’s scope. All GenAI usage will be configured to strictly align with the Agency’s brand guidelines. Contractor will implement robust quality control measures to review and approve, through non-automated means, all content generated by the GenAI tool before it is published, distributed or used in any business context. The review process must occur prior to any content being deployed or utilized in business operations, and every month thereafter, and must ensure that the content aligns with all the relevant policies, regulations and quality expectations. Additionally, the Contractor must identify, document and mitigate any biases, discrimination or otherwise unlawful outcomes based on race, color, religion, sex, national origin, disability, age, genetic information, or any other protected characteristic under applicable law in the AI solution or services.

Breach and Termination Notwithstanding any other terms to the contrary in the Solicitation, or any contract entered by Contractor, Contractor’s failure to meet any of the obligations set forth in this provision “Use of Generative AI” will constitute a breach of the contract entitling the Commonwealth to terminate the contract for cause and without penalty and to pursue damages and any other legal or equitable remedies to which it may be entitled.

Amendments to GenAI Terms The Commonwealth reserves the right to negotiate an amendment incorporating additional GenAI contract provisions into the contract or terminate in whole or in part any contract that, in the sole determination of the Commonwealth, presents an unacceptable level of risk to the Commonwealth with respect to GenAI.

Provision of Evaluative Information Contractor shall regularly monitor the performance of the GenAI system to detect and rectify system behavior that violates any of these provisions. Contractor shall promptly communicate the discovery of system behavior that violates any of the requirements in this ‘Use of Generative AI’ section to the Commonwealth, including the potential impact to the services.

Order of Precedence This section “Use of Generative AI” will take precedence over any conflicting GenAI contract terms provided by the Contractor to the Agency.

Updates to the Model/Platform Contractor shall provide reasonable notice to the Agency of any updates to the GenAI model/platform that substantially impact the services prior to the updates taking place.

Audit Contractor certifies that on an annual basis, or upon request of the Agency, its GenAI systems, models, or platforms, and related processes, training materials, training data sets, and its use and management of synthetic data, comply with the requirements of the Agreement. Contractor further certifies that it retains GenAI audit logs consistent with the terms of Schedule F of the Commonwealth’s Records in Common Schedule. Such certification shall be made in writing by an authorized officer of the Contractor and shall be subject to the same confidentiality protections as set forth in the Agreement, except as disclosure is required by law.

Control For GenAI solutions/systems/models developed for the Agency, Contractor shall provide mechanisms through which the Agency can oversee the development and testing of the GenAI and where necessary override its functionality through human intervention.

Disentanglement As of the termination date of the contract, or other date agreed upon by the Parties or determined by the Commonwealth, the Contractor shall cease the use of Generative AI in service delivery to the Agency; disengage Generative AI components; and comply with the transition/termination assistance obligations set forth in the contract.

Right to Use During the term of the contract, Contractor shall ensure that the Agency has access to the full functionality offered by the GenAI systems/solutions used in the scope of services, including without limitation the ability to use the system, develop and test solutions, and make copies (with appropriate commercial mechanisms) without any limitations or restrictions. This clause shall survive the term of the contract if, in the contract, the Agency identifies the use of the Generative AI system as of strategic importance.

Localization GenAI systems/solutions and data shall be hosted and stored in a cloud location controlled or approved by the Agency.

Representations Each representation and warranty set forth in the contract applicable to information technology shall apply with equal force to GenAI solutions/systems. In addition, Contractor warrants that the GenAI that is part of the system/solution shall be accurate and generate unbiased results and, should Contractor fail to deliver on this warranty, it shall remedy, at no cost to the Agency, any such defects in the GenAI system/solution.

Additional Requirements

Enterprise Information Security Standards and Policies

All products and services provided to the Commonwealth must comply with all applicable policies adopted by the Agency, which shall be made available to Bidder prior to contract execution. At a minimum, all goods and services provided to the Commonwealth must comply with the Enterprise Information Security Standards and Policies (https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards). Bidders shall provide information that demonstrates that their security practices meet the requirements detailed in these policies.

Accessibility for IT Solutions Contract Language

The Commonwealth of Massachusetts’ Enterprise Digital Accessibility Policy drives ongoing efforts to make Massachusetts’ Digital Assets, including those delivered by a third-party, accessible and usable by all persons as required by state and federal laws. Where a Deliverable includes a Digital Asset, such Deliverable must meet the Commonwealth’s Digital Accessibility Standards.

The Commonwealth’s Digital Accessibility Standards include the Web Content Accessibility Guidelines (WCAG) version 2.1 level A and AA developed by the World Wide Web Consortium (W3C). Bidder must comply with the digital accessibility obligations set forth in the Vendor Digital Accessibility Contract Language and Vendor Digital Accessibility Testing Obligations and any subsequent versions or amendments.

During the bidding process and upon request, Bidder shall cooperate and provide the Commonwealth, or any third-party digital accessibility service provider procured by the Commonwealth, access to test its digital products for accessibility at no additional cost to the Commonwealth. The digital products must be available to the Commonwealth for evaluation prior to purchase and on an ongoing basis.

Contract Negotiation and Amendments

The Agency may negotiate changes to the original performance measures, quantities, Term length, and requirements identified in this RFQ at any time, provided that such changes are consistent with the scope of this RFQ. The Agency may negotiate and execute contract amendments with the awarded Bidder(s) which the Agency reasonably determines are within the scope of this RFQ and necessary to result in best value to the Commonwealth.

Promotional Materials

Bidder must not reference the Agency or the Commonwealth in any promotional or marketing materials, including but not limited to use of the Agency’s or the Commonwealth’s name or logo, without first obtaining the Agency’s prior written approval for such use. Bidder must not use the Commonwealth’s seal in any promotional or marketing materials.

Bidders are discouraged from including extraneous promotional or marketing materials in their responses to this RFQ and excessive promotional or marketing materials may detract from the Bidders’ overall score.

Pending Litigation

Bidder must affirm that there is no pending litigation involving the Bidder, or the goods and/or services described in the response, that may impair or interfere with the Agency’s right to use the goods and/or services. Bidder must warrant that there are no actual or threatened actions arising from, or alleged under, any intellectual property rights of any third party.

Oral Presentations and Demonstrations

In its discretion, the Agency may invite one or more Bidders whose responses have been judged competitive and responsive in the course of the evaluation to participate in a facilitated oral presentation, including a demonstration of the proposed goods and/or services. The Agency may use these demonstrations and oral presentations to clarify aspects of the Bidder’s response or to inquire as to the Bidder’s approach, recommendations, and experience. The Agency may adjust its scoring of a prospective Bidder based on the Bidder’s performance during production demonstration and/or oral presentation.

The Agency reserves the right to apply restrictions to the structure and content of Bidder’s product demonstrations and oral presentations. Demonstrations and oral presentations shall not be open to the public nor to any competitors. The schedule of the demonstrations and oral presentations will be arranged directly with the Bidders selected by the Agency. Failure of a Bidder to agree to a date and time may result in rejection of the Bidder’s response.

Bidders must use publicly released products and operating systems in their demonstration. No pre-production products (e.g., “beta”) should be demonstrated. All Bidder-owned products used in the course of the demonstration must be listed and priced in the Cost Response (Form 3).

Review Rights

Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of the Agency including non-allied and independent consultants retained by the Agency for the sole purpose of evaluating and analyzing responses.

Permitted Copies

If applicable, Bidders must authorize the Agency to make, keep and retain a reasonable number of machine-readable copies of all licensed, core software components included in the deliverables for testing, backup or archival purposes (the “Permitted Copies”). Such authorization shall be provided to the Agency at no additional cost.

Warranties

Bidder shall provide all warranties listed below. Additional warranties may be agreed to in any contract resulting from this RFQ.

i. Bidder must provide all warranties required by the applicable Statewide Contract.

ii. Bidder warrants that all hardware, software, maintenance, and services shall be provided in accordance with applicable State and Federal laws and in accordance with industry standards.

iii. Bidder warrants that all personnel performing services shall act with due diligence and care and are qualified to perform such services in accordance with industry standards. Bidder warrants that it shall be responsible for the actions and omissions of all subcontractors and shall ensure all subcontractors’ compliance with the terms of an agreement resulting from this RFQ.

iv. Bidder warrants that for a minimum of six (6) months (the “Warranty Period”) after the Agency accepts any hardware, software, maintenance, or services, any hardware, software, maintenance, or services delivered by Bidder under this RFQ will substantially conform to the applicable Specifications. As used in this RFQ, “Specifications” means (i) the requirements set forth in this RFQ, (ii) the functional, performance, and interoperability requirements set forth in any agreement entered hereunder; (iii) the functionality and description provided in Bidder’s response to this RFQ, and (iv) to the extent not inconsistent with the foregoing, the Bidder’s published specifications and documentation. If Agency discovers a non-conformity during the Warranty Period, then the Bidder shall use commercially reasonable efforts to, at its option, (1) correct the non-conformity, (2) provide a work around that is acceptable to the Agency (a “Fix”), or (3) replace the hardware. If Bidder is unable to remedy a non-conformity within a reasonable period of time, Agency may terminate any agreement effective immediately upon written notice to Bidder. In this event, Bidder shall promptly pay to Agency an amount equivalent to all amounts paid by Agency for (i) the hardware; (ii) maintenance and support services for the current year; and (iii) all amounts already paid for services not yet rendered or goods not yet delivered to and accepted by Agency. Any replacement or error correction will not extend the original Warranty Period. During the Warranty Period, Bidder will not charge Agency for parts, labor or transportation.

v. Bidder warrants that the hardware, any included software, maintenance, support, and services do not infringe on any existing intellectual property rights of any third party and that the Bidder has obtained all rights, grants, assignments, conveyances, licenses, permissions and authorizations necessary or incidental to any materials owned by third parties, supplied or specified by Bidder to the Agency.

vi. All content that may be created by GenAI is a work made for hire under U.S. Copyright law. To the extent any GenAI content may not be considered a work made for hire under applicable law, as part of the Contract, Contractor assigns to Agency, in perpetuity, all right and interest to such GenAI content without the need for further consideration. In addition, content created from the Commonwealth provided prompt is not a derivative work of the GenAI training data. Notwithstanding the preceding sentence, in the event a court of competent jurisdiction determines that content created from a Commonwealth-provided prompt constitutes a derivative work of the GenAI training data, Contractor agrees to grant the Commonwealth unlimited, irrevocable, worldwide, perpetual, royalty-free, non-exclusive right, and license to use, modify, reproduce, perform, release, display, create derivative works from, and disclose the content for any Commonwealth business.

EOTSS GenAI Policy

The Commonwealth consistently seeks to realize the benefits of new technology, in particular generative artificial intelligence (AI). Contractor must comply with the Enterprise Use and Development of Generative Artificial Intelligence Policy issued by EOTSS on January 31, 2025, as it may be amended from time to time. Please follow this link to the policy: www.mass.gov/doc/enterprise-use-and-development-of-generative-artificial-intelligence-policy/download.

Post-Quantum Cryptography (PQC)

Contractor solutions should support migration to post-quantum cryptographic standards approved or recommended by NIST or other recognized industry, governmental, or international standards bodies, and maintain cryptographic agility without requiring complete system replacement. If complete system replacement is necessary to support such migration, the transition shall be performed at no additional cost to the Commonwealth.

Bidder Responses and Evaluation Criteria

Bidders must complete the attached RFQ Response Form (Form 1), Radio Feature Upgrade Template (Form 2), and if providing services, Template Statement of Work (Form 3).

The responses to this RFQ will be evaluated based on the criteria listed below, in descending order of importance with the most important criteria listed first. The procurement management team may remove from further consideration non-responsive bids and bids that do not include all required items listed in Section VII (Bidder Responses). Prior to such an exclusion, the Agency may request one or more clarification(s) from Bidder. A Bidder’s response may be excluded for failure to meet the Agency’s budgetary thresholds. Should this RFQ result in a contract with an annual spend amount of less than $250,000, bids from certified small businesses are highly desired, in accordance with ReOrg Plan S.2937 “An Act to Elevate the Supplier Diversity Office to Ensure Equal Opportunity in State Contracting,” and Agency will follow guidance provided by the Supplier Diversity Office in evaluating Bidder responses.

Any remaining responses will be evaluated based upon:

1. Fit to Requirements of the RFQ

2. Price as provided in the Cost Table

3. Quality of product functionality

4. Time for delivery

ATTACHMENT A – COMMBUYS Instructions

Interested Bidders must submit their response using COMMBUYS.

Useful links:

1. Job aid on how to submit a quote: https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

1. Webcast: How to Locate and Respond to a Bid in COMMBUYS, which will familiarize bidders with COMMBUYS terminology, basic navigation, and provide guidance for locating bid opportunities in COMMBUYS and submitting an online quote.

1. Bidders MUST have their complete bid fully loaded and submitted prior to the time and date listed in the calendar. COMMBUYS will not allow for bids to be submitted after the posted time.

1. Bidders should NOT select “No Bid” under the item tab when submitting the quotes in COMMBUYS and confirm that it is not pre-selected. Selecting “No Bid” will prevent the Bidder from getting awarded the bid in COMMBUYS.

Bidder may contact the COMMBUYS Help Desk at CommBuys@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the Strategic Sourcing Team (SST) regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The PMT reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Bidder to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Bidder’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Bidder’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded Bidder and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

FORM 1 – RFQ RESPONSE FORM

Bidders should avoid including additional components in their responses which are not expressly requested in the RFQ. If multiple options are available and responsive to the RFQ, Bidders must clearly identify the differences in cost and functionality of each option.

1. Statement of Interest and Contact Information

Company or Organization Name:

_______________________________________________ (“Bidder”)

Bidder Address:

Bidder Contact(s):

References

___ If marked, Bidder must describe three references to the Agency illustrating examples in which Bidder has provided similar hardware, software, maintenance, and services to organizations of comparable size to the Agency within the last five to ten years, if applicable. Bidder must provide the name and contact information for an individual employed by the customer. Bidders are encouraged to provide references of government organizations within the Commonwealth. Bidder agrees that the Agency or its agents may contact any individual(s) named as references hereunder. References must be submitted in the format specified on the OSD business reference form, which is available at https://www.mass.gov/files/documents/2016/08/wd/business-reference-form_0.doc?_ga=2.37941354.891907013.1563542725-372871650.1562964984.

Data Classification

Bidder must describe its information security practices and policies with respect to protecting agency and radio information shared in the radio upgrade process. How will information about agency and radio usage shared under this RFQ or resultant purchase orders be protected? Additional documentation may be attached to this Response form.

Business and Technical Response

Description of the specific products/service offered, including any limitations on which radio models are suitable for feature upgrade under your response:

Describe the process by which an agency can identify, request, receive, and activate one or more additional features for one or more radios in its fleet. Explain whether upgrades are completed remotely, in person, at a Bidder radio shop, or other:

If upgrades involve or can involve shipping to or visiting a Bidder radio shop, list the locations of each applicable shop and the region of Massachusetts serviced by each location. Include contact information for each site. If services vary by location, indicate that below:

Description of warranty or support applicable to the products and services listed in the Radio Feature Upgrade Template (Form 2), if any.

Provide an estimated timeframe for delivery of good and/or services once a Purchase Order is issued.

If Bidder is providing services, provide a list of assumptions on which it is basing its bid.

Attach an unlocked, editable copy of any relevant license agreement, subscription agreement, warranty or maintenance agreement, technical support description and any other forms or agreements related to the procurement of the Bidder’s proposed solution, in MS Word format.

Cost Response

A completed Form 2 including relevant pricing.

If Bidder is offering professional services, include a redline (track changes) version of the Statement of Work (Form 3). Insert pricing, assumptions, and descriptions of Tasks, Deliverables, and milestone due dates, as applicable. Proposed professional services rates must include all costs and expenses, including without limitation delivery services, travel and all other costs and expenses. Bidder must provide either a total fixed price cost for all deliverables and tasks, or a total not-to-exceed cost for all time and materials services. Bidder must provide hourly rates if bidding either Firm Fixed Price or Time and Materials work, to be used in the event that additional work is required during the SOW Term. Bidder agrees that all professional services will be documented in substantially the same form as Form 3.

Certification and Acknowledgment

By submitting this RFQ Response, the Bidder hereby agrees and acknowledges that any agreement resulting from the RFQ will be subject to the documents incorporated therein, as provided in Section IV (Order of Precedence) of the RFQ. The Bidder agrees to all terms of the RFQ including all documents incorporated into the agreement. Any clarification requested to the terms of this RFQ must be itemized in the table below, identify the applicable section(s) of the RFQ, provide an explanation for requesting a clarification, and propose alternative language. A request for clarification will in no manner bind the Commonwealth unless such clarifications are expressly incorporated into an agreement negotiated between the Agency and Bidder. A clarification request to materially deviate from a required term of the RFQ may result in the response being considered non-responsive, as provided in Section VII (Bidder Responses).

1.

2.

3.

FORM 2 – RADIO FEATURE UPGRADE TEMPLATE

1. List and explain one time set up, licensing, or related costs for a new agency, if any:

2. List and explain one time set up, installation, or related costs per radio, if any. Explain here if there is a shipping or handling charge per radio:

3. Provide a per-day rate structure for radio technician and programming support. Explain the types of services available and any stipulations regarding these services.

4. List the per unit and not-to-exceed licensing and installation costs for each feature listed below. Specify which models of radios these costs apply. Should there be pricing differences across radio models, submit multiple versions of the information below and clearly indicate which radio models apply to which set of pricing. Optionally list pricing for other licenses that the Bidder proposes be available for agencies to consider purchasing under this agreement. For each feature, include the list per unit cost for the license and the proposed, discounted per unit price to be made available for CoMIRS agencies to upgrade their existing KENWOOD radios.

Radio Models: [List or describe applicable radio models]

P25 Conventional (P/N 8322000002)

P25 Phase 1 Trunking (P/N 8322000005)

P25 Phase 2 TDMA (P/N 8322000006)

P25 Authentication (P/N 8326000001)

OTAP (P/N 8324000003)

GPS (P/N 8325000003)

EVRS Portable (P/N 8326000023)

EVRS Mobile (P/N 8326000024)

Bluetooth (P/N 8326000025)

AES Multikey (P/N 8323000004)

P25 OTAR (P/N 8324000002)

Other optional licenses (list separately):

Other optional licenses (list separately):

Other optional licenses (list separately):

Other services or software (explain):

FORM 3 - STATEMENT OF WORK TEMPLATE

Statement of Work Between

[AGENCY]

And [Contractor Name]

FOR THE

[Project Name]

1. INTRODUCTION

The following document will serve as a Statement of Work (“SOW”) between [AGENCY] (“[AGENCY ABBREVIATION]” or “Agency”) and [CONTRACTOR NAME] (“Contractor”) governing Contractor’s work on the [PROJECT NAME]. The entire agreement (the “Agreement”) between the parties consists of the following documents, in the following order of precedence. In the event of a conflict, the document of higher precedence shall govern.

(1) The Commonwealth Terms and Conditions or Commonwealth Terms and Conditions for Information Technology Contracts, as applicable

(2) The Commonwealth Standard Contract Form

(3) Request for Response [RFR NAME] (“RFR”)

(4) Contractor’s response to the RFR

(5) Request for Quotes [RFQ NAME, RFQ NUMBER AND DATE] (“RFQ”)

(6) Appendix A to this SOW

(7) this SOW, attachments, and any Task Orders or other documents negotiated between the parties

(8) Contractor’s response to the RFQ

2. DEFINITIONS

The following terms shall have the following meanings. All other terms used in this SOW shall have the meaning ascribed to them in the other documents that constitute the Agreement between the Parties.

“Business Days” means all days except for weekends and Commonwealth holidays. A list of Commonwealth holidays is available at https://www.sec.state.ma.us/divisions/cis/holiday-info.htm.

“Deliverable” means any work product that Contractor delivers for the purposes of fulfilling its obligations to Agency.

“Key Personnel” means Contractor personnel directly responsible for management of the SOW or those personnel whose professional/technical skills are determined to be essential to the successful implementation of the SOW.

“Party” or “Parties” means, as applicable, one or both of Contractor or Agency.

“Services” means the activities engaged in by Contractor for the purpose of fulfilling its obligations under the terms of the SOW, which may or may not result in the creation of a Deliverable.

“Task” means a material activity engaged in by Contractor for the purpose of fulfilling its obligations to Agency.

“Task Order” means an amendment to this SOW that specifies Tasks or Deliverables to be completed by Contractor within a specified time period.

3. EFFECTIVE DATE AND TERM

This SOW’s term (the “Term”) begins on the date it is executed by both Parties (the “Effective Date”) and shall terminate on [END DATE] (“Termination Date”) unless extended or renewed via written amendment executed by the Parties.

4. PROJECT BACKGROUND AND OVERVIEW

[Provide background and high-level overview of project.]

5. TIME AND MATERIALS SERVICES

This Section describes the general Tasks and Deliverables to be completed by the Contractor. A Task or Deliverable will be considered “complete” when all the acceptance criteria set forth in this SOW have been met and a Deliverable Acceptance Form (Attachment A) has been signed by the Agency PM. All written work product shall be delivered in a format specified by Agency. All meetings shall be held on-premises at the address of Agency, unless agreed to otherwise by the Project Managers.

TABLE 1: TASKS AND DELIVERABLES

For the Time and Materials Services, Contractor shall complete the work described in Table 1 or in the relevant Task Order, and as scheduled through weekly planning meetings. During the weekly planning meetings, Contractor will provide details to the Agency PM regarding the hours worked by each Named Resource and the completed Tasks and/or Deliverables. Contractor will also provide a summary to the Agency PM of its expected work effort the forthcoming week, identifying each Named Resource’s expected level of effort. Prior review and authorization by the Agency PM is required to authorize any work by the Named Resource.

6. KEY PERSONNEL

6.1 Commonwealth Project Manager(s)

[NAME] ([email address], [phone number]) will serve as the Agency Project Manager (“PM”) and will: (i) work closely with the Contractor PM to ensure successful completion of the project; (ii) consult with Contractor PM to develop the Project Management Plan; (iii) review [weekly] status reports and schedule [weekly] meetings with Contractor, as necessary; (iv) coordinate participation from other agencies and/or vendors as required during the engagement; (v) acquire Agency project team members as needed; and (vi) coordinate Agency’s review of the Deliverables and sign an acceptance form to signify acceptance for each accepted Deliverable.

[OPTIONAL: [NAME] ([email address], [phone number]) will serve as the Agency Technical Project Manager (“Technical PM”) and will: (i) work closely with the Agency PM and Contractor PM to ensure successful completion of the project; (ii) consult with the Agency PM and Contractor PM to develop the Project Management Plan; and (iii) serve as a technical resource for Contractor PM and Contractor personnel.]

[OPTIONAL: [NAME][email address][phone number]] will serve as the [OTHER AGENCY] Project Manager (“PM”) and will: (i) work closely with the Agency and Contractor PM to ensure successful completion of the project; (ii) consult with the Agency and Contractor PM to develop the Project Management Plan; (iii) review [weekly] status reports and schedule [weekly] meetings with Contractor, as necessary; (iv) coordinate participation from other agencies and/or vendors as required during the engagement; (v) acquire [OTHER AGENCY] project team members as needed; and (vi) coordinate [OTHER AGENCY]’s review of the Deliverables and sign an acceptance form to signify acceptance for each accepted Deliverable.]

6.2 Contractor Project Manager

[NAME] ([email address], [phone number]) will serve as the Contractor Project Manager (the “Contractor PM”) and will (i) be responsible for administering this SOW and the managing of the day-to-day operations under this SOW, (ii) serve as an interface between the Agency PM and all Contractor personnel participating in this engagement; (iii) develop and maintain the Project Management Plan in consultation with the Agency PM; (iv) facilitate regular communication with the Agency PM, including [weekly] status reports/updates, and review the project performance against the project plan and facilitate [weekly] project status meetings for the duration of the engagement; (v) update the Project Management Plan on a [weekly] basis and distribute it at [weekly] 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 PMs bear the primary responsibility for issue resolution. If an issue cannot be resolved by the PMs, the Agency PM shall escalate to [NAME] and the Contractor PM shall escalate to [NAME]. The PMs shall be responsible for coordinating a meeting with Agency and Contractor leadership to review and resolve any issues.

6.3 Contractor Personnel

Contractor shall assign each of the following Named Resources to this SOW in accordance with Table 2. If a change to the assigned personnel is necessary, the Contractor PM will provide a written change request at least two (2) weeks prior to the change to the Agency PM. The Agency PM may reject or accept such change. Any personnel replacements must have the same or similar qualifications (educational background and certifications) and experience as that of the Contractor resources being replaced. Contractor shall take full responsibility for project management and for conducting a knowledge transfer to the new personnel at no additional cost to the Agency or extension to the agreed-upon timelines. The Agency PM may terminate use of any Named Resource by providing five (5) days written notice to the Contractor PM. If termination is for cause, or for a violation of a term of this Agreement, Agency may terminate use of the Named Resource effective immediately by providing written notice to the Contractor PM.

Contractor shall take full responsibility for project management and shall obtain Agency’s written pre-approval for the use of any subcontractor(s). Contractor shall ensure any subcontractor(s) providing work under this SOW comply with all terms of the Agreement and Contractor shall be responsible for the performance, acts, and omissions, of each such subcontractor.

All services shall be performed exclusively by Named Resources who are physically located and operating in the United States.

TABLE 2: TIME AND MATERIALS RATES

TOTAL ESTIMATED COST

TOTAL NOT TO EXCEED AMOUNT

7. ACCEPTANCE OR REJECTION PROCESS

The Contractor PM will submit each bi-weekly report to the Agency PM. Agency will review each report and approve or reject based on satisfactory work performance by each Named Resource, satisfactory completion of Tasks listed in Table 1 or in the relevant Task Order, and fulfillment of Metrics of Acceptance in this Agreement.

Prior to the submission of the Final Deliverable, which is defined as the comprehensive and complete product or output that fulfills all contractual requirements and specifications outlined in this Agreement, the Agency PM may require interim Deliverables, as necessary, to ensure alignment with the criteria established in this Agreement.