RFR DCP1609 AD1 Electronic Plans Room and Online Bidding 10-26-15.pdf

DCAMM ELECTRONIC PLANS ROOM AND ONLINE BIDDING FOR CONSTRUCTION-RELATED PROCUREMENTS 10-26-15

RFR DCP1609 AD1

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

DIVISION OF CAPITAL ASSET MANAGEMENT AND MAINTENANCE

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON, MA, 02108

Request for Response (RFR)

ELECTRONIC PLANS ROOM AND ONLINE BIDDING

FOR CONSTRUCTION-RELATED PROCUREMENTS

Document Number: DCP1609 AD1

October 26, 2015

Proposers must register in COMMBUYS to respond to this RFR. Please go to www.COMMBUYS.com and click on “Register.”

Critical Dates – also see Section 2 of this RFR for Estimated Procurement Calendar

RFR Issued: October 26, 2015 Proposers Conference: November 5, 2015, 2:00 PM EST Deadline for Receipt of all Questions & Inquiries: November 18, 2015, 5:00 PM EST

Date for Responses to Respondents’ Questions: November 25, 2015 (estimated) Proposal Submission Deadline: December 7, 2015, 2:00 PM EST

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Proposers are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Proposers may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us

RFR TABLE OF CONTENTS

1 RFR INTRODUCTION, SCOPE AND GENERAL INFORMATION

1.1 Procurement Introduction and Scope of Work

1.1.1 Scope of Requested Technical Services ………………………………………………….6

1.2 Applicable Procurement Law for this Goods and Services Procurement

1.3 DCAMM Background and Organization

1.4 Background Information for this RFR

1.5 Multiple Departments may Contract

1.6 Number of Awards

1.7 Use of Subcontractors

1.8 Acquisition Method to be Used for Contract

1.9 Performance and Payment Time Frames which Continue Beyond Duration of

Contract

1.10 Contract Duration and Service Launch Schedule

1.11 Estimated Value of Contract

1.12 Compensation and Structure / Pricing

1.13 Web Accessibility Standards

1.14 Alternatives

1.15 Failure to Perform

1.16 Order of Precedence.…………………………………………………………………………21

1.17 Miscellaneous IT System Requirements…………………………………………………21

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Timetable

2.2 Proposer's Conference

2.3 Written Questions via the Bid Q&A on COMMBUYS

2.3.1 Locating Bid Q&A

2.4 Vendor Interviews and/or Product Demonstrations

2.5 Solicitation Deadline

2.6 Selection

2.7 Contract Execution

3 PROPOSER QUALIFICATIONS AND SYSTEM DESCRIPTION,

3.1 Proposer Qualifications

3.2 System Description

4 RESPONSE SUBMISSION REQUIREMENTS

4.1 Guidelines for Response Submission

4.2 Required Response Submissions

5. EVALUATION PROCESS AND CRITERIA

5.1 Strategic Sourcing Team (SST)

5.2 Minimum Qualifications

5.3 Evaluation Criteria

6 HOW TO SUBMIT A BID RESPONSE ON COMMBUYS

6.1 Quote Submission Method

6.2 COMMBUYS Quote Submission Training and Instructions

6.3 COMMBUYS Support

6.4 Bid Opening Date/Time

6.5 Quote Contents

6.5.1 RFR Submission Checklist

6.5.2 Electronic Signatures

6.5.3 Ink Signatures

6.6 Withdrawing a Quote

6.6.1 Prior to Bid Opening Date/Time

6.6.2 After Bid Opening Date/Time

7 REQUIRED SPECIFICATIONS FOR INFORMATION TECHNOLOGY CONTRACTS..41

8 ACCESSIBILITY FOR IT SOLUTIONS

9 OSD REQUIRED TERMS FOR ALL RFRS

9.1 General Procurement Information

9.1.1 Access to Security-Sensitive Information

9.1.2 Alterations

9.1.3 Ownership of Submitted Quotes

9.1.4 Prohibitions

9.2 Terms and Requirements Pertaining to Awarded Contracts

9.2.1 Commonwealth Tax Exemption

9.2.2 Contractor’s Contact Information

9.2.3 Contractual Status of Orders and Service Contracts

9.2.4 Publicity

10 OSD RFR REQUIRED SPECIFICATIONS

11 GLOSSARY

EXHIBITS

EXHIBIT A RESPONSE COVER SHEET…………………………………………...……………58

EXHIBIT B PROPOSER SUBMISSION CHECKLIST…………………………………….…….59

EXHIBIT C PROPOSER QUALIFICATIONS……………………….……………………………60

EXHIBIT D SYSTEM DESCRIPTION……………………………………………………………..65

EXHIBIT E PROPOSER RESPONSE TO SCOPE OF WORK………………………………..66

EXHIBIT F PRICING RESPONSE FORM………………………………………………………..75

EXHIBIT G COVER LETTER…………………………………………………………………...….80

EXHIBIT H STATEMENT OF WORK……………………………………………………………..81

EXHIBIT I BOILERPLATE VENDOR FORMS………………………………………………..102

EXHBIT J VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATES……………………..103

EXHIBIT K STANDARD COMMONWEALTH FORMS………………………………………104

1. Commonwealth Standard Contract Form

2. Commonwealth Terms and Conditions

3. Contractor Authorized Signatory Listing

4. Supplier Diversity Program (SDP) Plan Commitment SDP Plan Form #1

5. Form W-9 Request for Taxpayer Identification Number and Certification

6. Executive Order 504 Information Technology System and Data Security

Disclosure and Commitment Form

7. Business Reference Form

8. Additional Environmentally Preferable Products / Practices

9. Prompt Pay Discount Form

10. Electronic Funds Transfer Form

APPENDICIES

APPENDIX A - CONSTRUCTION PROCUREMENT PROCESS FOR DCAMM

CONSTRUCTION PROJECTS ………………………………………………..….105

APPENDIX B - DCAMM REQUIREMENTS FOR DIGITIZATION AND

DUPLICATION SERVICES ……………………………………………………….109

APPENDIX C - CLOUD PROCUREMENT TERMS……………………………………………….112

1 RFR INTRODUCTION, SCOPE AND GENERAL INFORMATION

1.1 Procurement Introduction and Scope of Work

By this Request for Response (RFR), the Massachusetts Division of Capital Asset Management and Maintenance (DCAMM) is soliciting proposals from experienced companies to provide an Internet-based solution to customize, establish and maintain an Electronic Plans and Bid Room for Construction-Related Procurements, comprised of an Electronic Plans Room and Online Bidding (collectively referenced as "Construction Procurement System") through an Software-as-a-Service (SaaS) or third party hosted solution so as to provide 24/7 web-based online access via the Internet. While DCAMM is primarily seeking a SaaS or 3rd party hosted solution, it will consider different cloud options including Platform-as-a-Service (PaaS).

The intent of this solicitation is to:

• Provide quick, easy access to general DCAMM project information and opportunities for contractors and suppliers considering providing services on agency projects and other interested parties.

• Permit immediate online access to construction bid documents including plans, specifications and addenda for DCAMM pre-approved interested construction project bidders ("bidders").

• Reduce the costs to both interested bidders and the Commonwealth associated with printing and distributing bidding related documents including plans and specifications and addenda and to bidders of delivering bids and attending bid openings in Boston.

• Supply a secure, Internet-based bid document distribution and construction focused bidding platform for procuring construction services for DCAMM construction-related projects in full compliance with existing Massachusetts construction procurement laws and consider optional related services which could further enhance a comprehensive electronic construction procurement system.

It is DCAMM's objective to procure the services necessary to provide potential bidders on agency construction projects with a user friendly, fully functional system to allow them to view, download, and print bid documents from their Internet connection on projects identified by DCAMM for electronic plans room posting. The Construction Procurement System must be secure, reliable, easy to navigate, access and use, and be branded for DCAMM and must satisfy DCAMM's needs, the requirements of the Commonwealth’s standards for information technology and all applicable Massachusetts laws governing procurement for construction projects.

DCAMM intends to utilize the Construction Procurement System for selected lower-security DCAMM construction, renovation, demolition, maintenance and repair projects procured under M.G.L. c. 30, 39M, M.G.L. c. 149, M.G.L. c. 149A, and potentially other construction-related procurements. Portions of the Construction Procurement System would be available to, and used by, prospective project bidders and their sub-contractors and suppliers, as well as DCAMM Bid Room and agency staff. Access to the bid document plans and specifications would be available only to those prospective project bidders and their sub-contractors and suppliers that have been DCAMM certified or otherwise pre-approved by DCAMM for online access to project plans and specifications and authorized DCAMM staff.

DCAMM currently anticipates working with the selected vendor in developing a fully functional Electronic Plans Room with processes, procedures and functionality which fully meet the requirements set forth within this RFR, which include agency needs and applicable law. DCAMM also intends to proceed with an Online Bidding system with processes, procedures and functionality which fully meet the requirements set forth within this RFR, which include agency needs and applicable law. DCAMM anticipates that the Electronic Plan Room will launch first, with Online Bidding following shortly thereafter, and that the work on development of both will occur simultaneously (see Section 1.10 for service launch schedule). DCAMM reserves the right in its sole discretion to: contract for either the Electronic Plans Room or the Online Bidding component of the Construction Procurement System, one or the other, independent of each other, at any point during the term of the contract entered into under this RFR; or to proceed with both aspects of the services set forth in this proposal in a phased approach; or to initially select one aspect of the services and then terminate that aspect of the services and move forward with the other; that is, to proceed with, or terminate, whichever services it determines best meet the needs of the agency and the Commonwealth at that time. Proposers should submit proposals for both the Electronic Plans Room and Online Bidding components.

1.1.1 Scope of Requested Technical Services

A. General

DCAMM is seeking a technical solution to provide the capabilities and support for the Construction Procurement System. Ideally, DCAMM is seeking a SaaS or 3rd party hosted solution. DCAMM will consider different cloud hosting options including SaaS and PaaS. DCAMM will also consider a developed and locally hosted (i.e. at the Commonwealth’s data center) onsite commercial off-the-shelf software ("COTS") solution. Regardless of the hosting model, the solution must meet Commonwealth enterprise standards including security requirements, as well as industry best practices for web-based applications. With respect to implementation of the System, the Commonwealth has a strong preference for Agile or Hybrid Agile Methodology.

In addition to providing the application software or SaaS to support the automation of the Bid Room processes specified in this solicitation, DCAMM seeks professional services from the selected Proposer to install (where necessary), configure (and customize, where required), test, implement, and support the selected product, as well as provide training and documentation.

The selected vendor will be responsible for managing the overall project including all tasks and activities from the initial confirmation of requirements and identification of required configurations/customizations required through the design, development, testing, training, deployment, and post deployment system. The vendor will provide training to DCAMM administrative and technical users, construction industry users and potential bidders and provide technical, administrative and end-user documentation for DCAMM internal users, construction industry users and potential bidders. Training shall be provided both as in person live trainings and online training modules. As part of the requested services, the Vendor will work closely with DCAMM to manage project scope, reduce project risk, and proactively resolve project and production support issues. The Vendor will continually communicate and share knowledge with DCAMM.

The Proposer shall provide ongoing production support and maintenance of the integrated solution once it has been deployed for the duration of the contract and for any renewals that are exercised by DCAMM. The Proposer will remain the prime contractor during the support and maintenance period even if it leverages subcontracts to provide support services. The Proposer will be responsible for coordinating all activities with product vendor and other third parties as part of the provision of ongoing production support and maintenance services.

Both of the Construction Procurement Systems, the Electronic Plans Room and the Online Bidding must:

1. If they are part of a cloud offering, comply with the Commonwealth’s Cloud Terms, attached hereto as Appendix C.

2. Be product versions that are fully released (e.g. not “alpha” or “beta” releases) by the RFR response deadline.

3. Adhere to all legal and technical requirements referenced herein.

The Scope of Work includes three distinct services as identified below:

B. Scope of Electronic Plans Room Services

1. Current Process – DCAMM's Bid Room

Currently DCAMM's Bid Room consists of three staff members who, among other duties, initially work with DCAMM construction project managers to establish bidding calendars.

The Bid Room Manager then reviews hard copy procurement documents including project plans and specifications to confirm they are complete and in compliance with legal requirements and agency policy before they are sent to third party reprographic vendors ("reprographic vendors") for duplication. If issues arise during the review, the documents are returned to the DCAMM Project Manager for correction and resubmission. The reprographic vendors then scan, label and burn on to CDs three record copies and additional sets of the documents as requested by DCAMM, The reprographic vendors also duplicate the necessary number of hard copy procurement documents, including plans and specifications. The initial number of sets duplicated is based upon prior experience for projects of that size and type. As sets are distributed, additional sets are ordered from the reprographic vendors as needed to maintain the stock to be distributed. The Bid Room receives the CD and hard copy sets delivered by the reprographic vendors and distributes them to interested bidders requesting documents via overnight delivery services or to individuals requesting them in person.

The identify of all firms and individuals along with their business affiliation and contact information is received, reviewed and recorded by DCAMM staff before bid documents are distributed. In addition, refundable plan deposits are received from each firm requesting documents. The Bid Room staff maintains a log of sets distributed and publishes the list weekly in the Central Register as required by applicable law. While the procurement is open, they issue notices related to the procurement including addendum, bidders lists and bid results by mailing them to firms on the Plan Holders List and posting them on official statewide procurement information sites, including COMMBUYS and the Central Register as required by law. Upon conclusion of the procurement the Bid Room receives returned sets of the bid documents and releases plan deposits held. Finally, if firms do not return the bid documents, their plan deposits are forfeited to the Commonwealth. (See Construction Procurement Process for DCAMM Projects, attached as Appendix A).

2. Scope of Requested Electronic Plans Room Services

The basic services for the DCAMM Electronic Plans Room portion of this procurement require that the Proposer develop, establish, host and maintain a reliable, state of the art, fully functional DCAMM branded, web-based DCAMM Electronic Plans Room website which will:

a) Host, maintain and provide full 24/7 secure, DCAMM branded, web-based services for a significant number of ongoing DCAMM construction project-related procurements at any given time and provide timely, professional, comprehensive technical and customer support and training to DCAMM users, potential bidders, subcontractors, suppliers and other interested parties accessing the system.

b) Provide a publicly available portion of the DCAMM branded web-based Electronic Plans Room website to enable contractors, subcontractors and suppliers considering providing services on agency projects and other interested parties access to general construction project-related information, project announcements, Plan Holders Lists and certain contract documents for each DCAMM project in procurement. The DCAMM Electronic Plans Room is to provide 24/7 online access via Internet connection through which interested parties may view, download, and print general information from their Internet connection.

c) Provide a secure portion of the DCAMM branded web-based DCAMM Electronic Plans Room website on which the Proposer will post bid documents including instructions for bidders, bid forms, general conditions, project plans, specifications, contract forms and addenda which can only be accessed, viewed and downloaded by potential bidders and their sub-contractors and suppliers that have been DCAMM certified or are otherwise pre-approved by DCAMM to access the actual project procurement documents, plans and specifications. The Electronic Plans Room must track and report to DCAMM access to this secure portion of the Electronic Plans Room and add to the project Plan Holders List all firms accessing this portion of the project documents. The Electronic Plans Room is to provide 24/7 online access via Internet connection through which only those interested parties pre-approved by DCAMM may view, download, and print complete project procurement documents including plans and specifications from their Internet connection.

d) Permit complete, accurate and problem-free posting of bidding opportunities by the Proposer and/or DCAMM for individual projects as well as the associated download and posting of large volumes of DCAMM bid documents, including potentially thousands of pages of project bid documents and specifications and hundreds of sheets of large format project plans, on the secure portions of the website.

e) Allow easy, user-friendly, cost-free 24/7 access by the public and interested parties to general information on DCAMM construction projects being procured.

f) Allow easy, user-friendly, cost-free, 24/7 access to DCAMM potential bidders that have been pre-approved by DCAMM to view and download complete bid documents, including plans, specifications and addenda in accessible .pdf format.

g) Develop a secure process for developing, maintaining and updating the list of firms that are DCAMM pre-approved to access project bid documents including plans and specifications.

h) Maintain processes and systems to ensure absolute security for project bid documents so that only DCAMM pre-approved firms have access to the secure portion of the DCAMM web-based Electronic Plans Room.

i) Track all DCAMM pre-approved individuals and entities that either access the secure portion of a project posting containing plans and specifications and/or obtain CDs or hard copies of project plans and/or specifications. Maintain and electronically post on an updated basis a complete and accurate list of each individual and/or entity that has accessed such material online and/or received CDs or hard copies of the plans and/or specifications, the Plan Holders List, for each individual project. Generate reports of all such plan holders in a format acceptable to DCAMM ("Plan Holders List") that can be automatically or seamlessly posted on the required official Commonwealth Procurement and Posting mechanisms, COMMBUYS and the Central Register.

j) (See Ancillary Services below) Proposers are strongly requested to propose a mechanism for the preparation and distribution to DCAMM directly and to DCAMM pre-approved bidders of CDs and hard copy sets of posted bid documents, including plans and specifications, for those interested bidders that request them. Requirements for Digitization and Duplication of DCAMM Bid Package Documents are attached as Appendix B and are incorporated by reference in this section. Proposers providing proposals for these services can be provided with the names and contact information of firms currently under contract with DCAMM for the provision of scanning, digitizing and duplication services. Proposers providing proposals for these services can be provided with the names and contact information of firms currently under contract with DCAMM for the provision of scanning, digitizing and duplication services.

And as part of the process for distribution of CD and hard copy sets of bid documents, Proposers must provide a method for the collection of a refundable deposit upon distribution of those sets of documents, the return of the deposits upon the return of the plans, the maintenance of accurate records of all transactions, and the submission of un-refunded plan deposits to DCAMM.

Note: Under applicable law, DCAMM collects a “refundable plan deposit” for bid documents provided on CD or hard copy. Within approximately 10 calendar days after the general bid opening, the Vendor must return the plan deposits to all project bidders that returned the bid documents in good condition within the time specified. The Vendor shall identify in writing to DCAMM all project bidders that did not return the plans. Unclaimed plan deposits are the property of the Commonwealth and must be returned to DCAMM within 40 days of the general bid opening. The Vendor must have an auditable system of collecting, tracking, and returning all plan holder deposits collected, both those returned to the bidders upon return of bid documents and those forfeited to the Commonwealth for failure to return them on each project. Proposers must also meet PCI Requirements for handling of refundable plan deposits.

k) Electronically Post Addenda, Sub-bidder Lists, Bid Results and such other documents as may be provided by DCAMM on the publicly accessible or the secure portion of the Electronic Plans Room as required by DCAMM or applicable law.

l) Such other related functionality or services as DCAMM deems necessary to meet agency needs for an Electronic Plans Room or applicable law.

NOTE: Other than the Plan Holders List, all bid documents including bid documents, plans, specifications, addenda, sub-bid results and general bid results will be prepared and provided to the Proposer by the DCAMM Bid Room Manager in hard copy and/or electronic format.

m) The Proposer shall “brand” and format the Electronic Plans Room website per

DCAMM direction and the site shall also link with DCAMM’s current web-site and COMMBUYS to “appear seamless” to users for the general portions of the Electronic Plans Room and DCAMM pre-approved users for the restricted portion containing project plans, specifications and addenda.

n) The Proposer shall work in close consultation with DCAMM staff in developing the Electronic Plans Room and, through use of a hybrid agile methodology, provide formal mechanisms for DCAMM input throughout the process and shall work closely and cooperatively with DCAMM staff throughout the deployment and ongoing utilization of the system. The Proposer shall at all times throughout the term of the contract provide timely, professional, comprehensive support to both DCAMM and users accessing the system.

o) Upon direction of the DCAMM Bid Room Manager, the Proposer is to post new projects identified for posting on the DCAMM Electronic Plans Room website including, but not limited to:

i. General Project Information (open access) and Complete Bid Documents including, but not limited to, Instructions to Bidders, Wage Rates, Bid Forms, General Conditions, Plans and Specifications (restricted access) and such other documents for M.G.L. c. 149 projects, M.G.L. c. 149A (restricted access for RFPs and RFBs), M.G.L. c. 30, 39M and for such other construction related procurements DCAMM requests

ii. Requests for Qualifications for Construction Management Services (M.G.L. c.149A)

iii. Requests for Qualifications for Trade Contractors (M.G.L. c.149A)

iv. Request for Proposal (RFP) for Construction Management Services (M.G.L. c.149A) – Only specifically identified “Prequalified” firms shall be provided access to the posting

v. Request for Bid (RFB) for Trade Contractors (M.G.L. c.149A) - Only specifically identified “Prequalified” firms shall be provided access to the posting

vi. The list of Prequalified Construction Management Firms

vii. The list of Prequalified Trade Contractors

viii. Legal Notices

ix. Addenda (restricted access)

x. Filed Sub-bidder Lists

xi. Filed Sub-bid Summary Results (Provisional)

xii. General Bid Summary Results (Provisional and Final)

xiii. Plan Holders Lists

Portions of this information must be fully accessible to interested potential bidders, subcontractors and suppliers and other interested parties. Other portions of this information with restricted access must be fully accessible to DCAMM certified firms and other DCAMM pre-approved firms interested in bidding including contractors, sub-contractors or suppliers to potential bidders and DCAMM staff. All bid-related documents must be posted in accessible PDF format to allow easy access and prevent modifications of documents.

Note: The DCAMM Bid Room Manager will provide the Vendor with a hard copy and/or electronic copy of the bid documents a minimum of two (2) business days prior to the bid document posting (release) date. However, in some cases, DCAMM may only be able to provide the bid documents 24 hours prior to the bid document posting (release) date.

p) During the course of the bidding process, on most projects, DCAMM will require addenda to be issued for the bid package. The Vendor must electronically post the addenda on the portion of the Electronic Plans Room that is accessible only to DCAMM pre-approved firms. Vendor shall also forward copies of the addenda to all plan holders. Hard copies of the addenda must also be forwarded via US Mail to all plan holders appearing on the plan holders list and Vendor must provide a mechanism to do so.

NOTE: Electronic and/or facsimile transmission of the addenda may be requested by DCAMM in some instances but the hard copy must also always be sent via U.S. Mail.

q) The Proposer must prepare, maintain and electronically post the current list of the individuals and/or entities that accessed through the Electronic Plans Room and/or received the CD or hard paper copies of the plans and/or specifications.

The Plan Holders List must be maintained up to date every business day and the most updated version must be posted daily. The Plan Holders List must be inclusive of all firms provided with plans, either through the Vendor or by the DCAMM Bid Room, whether the plans are received in electronic or paper format(s). The Plan Holders List of distributed plans where they are provided, at DCAMM or by the Vendor, must be kept accurately and current and shall be coordinated with the DCAMM Bid Room Manager.

r) Electronically post both provisional and final sub-bid results. Electronically post both provisional and final general bid summary results, and such other information and documents as requested by DCAMM's Bid Room Manager.

s) Track and maintain activity of the Electronic Plans Room. This would include, but not limited to: records of access and utilization of the Electronic Plans Room on a project-by-project and collective basis; tracking and maintaining detailed records identifying each and every time each individually identified DCAMM pre-approved users accesses the secure portion of the Electronic Plans Room and whether the user download from the site; each time a posting on the Electronic Plans Room is added, amended or removed and the individual doing so and such other reports as DCAMM may deem necessary.

t) The Proposer shall address systems security, backup, high availability, disaster recovery, performance and unscheduled "downtime".

u) Provide such other related functionality or services as DCAMM deems necessary to meet agency needs or applicable law for an Electronic Plans Room.

C. Scope of Online Bidding Services

1. Current Process – Bidding

Currently DCAMM's Bid Room consists of three staff members who, among other duties, set strict bid deadlines for submission of filed sub-bids, trade bids, general bids along with Statement of Qualification for subcontractors and Construction Managers and Proposal Deadlines for CM and Energy Proposals. The Bid Room receives hard copy submissions of all bids, filed sub-bids, trade bids, Statements of Qualifications, Proposals and other submissions related to DCAMM procurements several days before the deadline set for submission. The Bid Room will return a bid submitted prior to the bid deadline if the firm submitting the submission requests it back. The Bid Room maintains all procurement submissions received by bidders/proposers in a secure environment, unopened and unviewed until the time set for bid opening. Bid Room staff will not accept bids/proposals submitted at any time after the time and date deadline set for the procurement. Bids and certain other submissions timely received are opened publicly, read aloud and certain portions are immediately made available for public inspection while other portions are kept separately and not made available as they are protected from public inspection by applicable law. Other submissions, such as Statements of Qualifications and CM at Risk and certain other proposals are not opened publicly or made public at the time of submission. However, in each of these instances, a written record of each of the bids, SOQ, Proposals received and other submissions received is made and in most cases either made public immediately or at some later date. (See Construction Procurement Process for DCAMM Construction Projects attached as Appendix A.)

2. Scope of Requested Online Bidding Services

The basic services for the DCAMM Online Bidding portion of this procurement require that the Proposer develop, establish, host and maintain a reliable, state of the art, fully functional DCAMM branded, web-based DCAMM Online Bidding website which will:

a) Host, maintain and provide full 24/7 secure web-based services for a significant number of ongoing DCAMM construction-project related procurements in the bidding phase at any given time and provide timely, professional, comprehensive support to both DCAMM users and potential prime and filed sub-bid and trade bidders using or accessing the system.

b) Provide a secure portion of a DCAMM branded web-based online construction bidding website with a fully developed and functional process for the submission of bids, including an online bid submission form and format that parallels the current Bid Room Bid Opening process and meets the requirements of Massachusetts Construction Procurement Laws as set forth in this RFR and as required by the applicable laws, including M.G.L. c 149, §44A-J, M.G.L. c. 149A, M.G.L. c. 30, §39M, and M.G.L.c.25A, §11 and that meets DCAMM's needs,.

These include, but are not limited to, a two phased filed sub-bid/trade bid for up to 18 trades and general bid process with statutorily required bid forms; the requirement of submission along with each bid of an executed bid bond, Certificate of Eligibility and executed Update Statement; and that some portions of the bids submitted are open for public inspection after the bid opening and others that are not.

c) Permit DCAMM to quickly and easily customize the standard format bid submission form for general and filed sub-bidders/trade bidders on a project-by-project basis to accommodate project specific information such as addenda issued, alternates established, unit prices requested and other similar circumstances.

d) Provide an easy, user-friendly, problem-free, no cost online system for submission of bids by DCAMM pre-approved filed sub-bidders, trade bidders and general bidders whose bids will be sealed and secured online as part of a two phased bid process. All bids must be maintained in a 100% secure online "lock box" with absolute security that cannot be accessed or opened by anyone other than the actual bidder until the deadline for opening bids has passed. The Electronic Online Bidding website is to provide 24/7 online access via Internet connection through which only those pre-approved by DCAMM may access, view, download, submit, edit or withdraw their bids, and only their bids.

e) Develop, provide the means and methods, and administer a process for assigning each bidder a secure, discrete, vendor specific, tamperproof electronic signature and a process for bidders to affix the electronic signature. And that ensures that DCAMM can confirm the validity of the vendor specific electronic signature as required for several forms submitted with the bid documents.

f) Permit DCAMM pre-approved bidders to view, withdraw and/or revise their bids online as many times as they choose until the time and date set for the bid opening is reached. Vendor must ensure absolute security of the bids so that neither DCAMM, nor other project bidders, nor anyone else, shall be able to access, view, withdraw or revise bids prior to the formal date and time set by DCAMM for the bid opening.

g) Reliably, timely and flawlessly close and block access to bids in the online "lock box" for both potential bidders that have not yet bid and to each of those bidders that have already submitted bids after the time designated by DCAMM as the bid submission deadline so that no new bids can be submitted, and no existing bids can be withdrawn or edited, on or after the date and time set by DCAMM for the bid opening.

h) Allow authorized DCAMM staff to change official bid submission deadlines and notify firms which have already submitted bids via email of the amended submission deadline.

i) Simulate the current Live Bid Room Bid Opening, allowing DCAMM authorized staff to electronically open online bids and view bids as of the formal date and time set by DCAMM for the bid opening.

j) Simulate the current Live Bid Room Bid Opening, allowing DCAMM to provide an audio/video feed, reading aloud the bids as they are opened, announce any obvious deficiencies and make the "public portions" of bids received and opened available for review online by other bidders. A portion of each bid, the update statement document, is not a public document and must not be viewable online or otherwise by any entity other than DCAMM.

k) Be “branded” and formatted per DCAMM direction; the Online Bidding website will also link to DCAMM’s current and any future web-sites and COMMBUYS in order to “appear seamless” to users.

l) Populate an electronic Bid Tally Sheet from the forms pricing and information provided on the electronic bids themselves or submitted with the bids as they are opened and identified provisionally by DCAMM staff as either accepted or rejected. The Bid Tally Sheet will include, but not limited to, tracking Addenda acknowledged, submission or absence of required elements including Certificate of Eligibility, Update Statement, Bid Bond, the Bid Prices, Unit Pricing, Alternate Pricing and Paragraph E subs identified and the pricing listed for them by filed sub-bidders and Trade Bidders. The System must perform the same functions for prime bidders except that rather than populating the identify of and pricing for Paragraph E subcontractors, it would provide information as to the identity of and pricing filed sub-bidders carried by the general bidders and whether bonding will be required of the selected subcontractors.

m) Have the ability to post Provisional Bid Result Summaries for filed sub-bids and general bids.

n) Have the ability to post Final Bid Result Summaries for general bids.

o) Provide systems security, backup, high availability, disaster recovery, performance and unscheduled "downtime."

p) Generate both provisional and final bid results in report formats requested by

DCAMM including, but not limited to, formats that can be utilized to post both provisional filed sub-bid summary results and interim and final general bid summary results, and such other information and documents as requested by DCAMM's Bid Room Manager.

q) Track and maintain records activity of the Online Bidding System, including, but not limited to: (a) recording access and utilization of the System on a project-by-project and collective basis, tracking and maintaining detailed records identifying every time each individually identified DCAMM pre-approved user accesses the Online Bidding function and finalizes a bid submission and each time a DCAMM posted document or entry is added, amended or removed and the individual doing so and (b) creating such other reports as DCAMM may deem necessary.

At no time may the System allow viewing or reporting of actual bid entries prior to the deadline for bid submission.

r) Such other related functionality or services as DCAMM deems necessary to meet agency needs for online bidding or applicable law.

Using a hybrid agile methodology, the Proposer shall work in close consultation with DCAMM staff in developing the Online Bidding system and provide formal mechanisms for DCAMM input throughout the process and shall work closely and cooperatively with DCAMM staff throughout the deployment and ongoing utilization of the system. Vendor shall at all times throughout the term of the contract provide timely, professional, comprehensive support to both DCAMM and potential bidders accessing the system.

D. Ancillary Services (Optional)

DCAMM is requesting proposals for related ancillary services, including services such as those below or any other services related to construction procurement services Proposers may wish to make available as part of, or in addition to, the Electronic Plan Room and Online Bidding services requested above:

1. Strongly Requested - Duplication/Distribution Services for Construction

Bid Documents

Provide CD and Hard Copy Bid Sets as further referenced in 1.1 B. 2. (j) above and Appendix B.

In addition to electronically posting the bid documents and related bid information, DCAMM strongly requests proposals from Proposers on the preparation, duplication and distribution of CD and hard copy sets of electronically posted bid documents including plans and specifications. Proposers providing proposals for these services can be provided with the names and contact information of firms currently under contract with DCAMM for the provision of scanning, digitizing and duplication services. See 1.1 B. 2.

(j) above for additional information.

2. Vendor Administrative Review of Bid Documents Prior to posting on Electronic

Plans Room

The Vendor would perform an “administrative check” of the accuracy of the bid documents prior to posting on the DCAMM Electronic Plans Room. The check must include verifying that the specifications table of contents and the drawing list are complete and accurately reflect the documents that accompany them and that the bid packages are complete, ordered, organized and of a quality that will be clear when reproduced.

3. Collaborative Electronic Workspace Application to Support Design Document

Development and Electronic Plans and Specifications Review.

An application that would support and facilitate the project Design team by allowing review, comment and markup for collaboration in real time to create project specifications from online master specifications and other bid documents and provide for online review of plans including comment and markup.

4. Any such other construction procurement related services.

NOTE: Vendor systems must comply with the Commonwealth of Massachusetts Accessibility Standards, www.mass.gov/itd/webaccessibility, specifically Section 8. Web-based Applications. Also see RFR Section 1.13 below.

1.2 Applicable Procurement Law for this Goods and Services Procurement

This procurement is issued under the following laws: MGL c. 7, § 22; c. 30, § 51, § 52;

and 801 CMR 21.00

1.3 DCAMM Background and Organization

DCAMM (see www.mass.gov/DCAMM) is the state agency responsible for major public vertical construction, facility management, and real estate services for the Commonwealth of Massachusetts. The agency was created by the Legislature in 1980 to promote quality and integrity in the Commonwealth's building construction and real estate operations. At any given time, DCAMM is managing over one hundred major projects in various stages of study, design, and construction amounting to more than $400 million in annual spending. DCAMM is also responsible for assisting our client-agencies in maintaining state facilities using comprehensive and cost-effective facility management and maintenance strategies. In addition, DCAMM manages all acquisition and disposition of state real property as well as more than 560 active leases in 7 million square feet of privately-owned lease space housing state offices and programs. Client agencies include the judiciary, constitutional offices, state universities, community colleges, the University of Massachusetts system, public safety agencies, health and human service agencies, environmental agencies, and the Information Technology Division, among many others.

1.4 Background Information for this RFR

DCAMM BID ROOM

DCAMM has an established Bid Room located at One Ashburton Place, 1st Floor, Room

107. As is required by applicable law, all DCAMM construction related procurements valued over $10,000 are advertised in the Commonwealth of Massachusetts Central Register (http://www.sec.state.ma.us/spr/cenreg.htm) and online on COMMBUYS, (www.COMMBUYS.com), and those valued over $25,000 are also advertised in local newspapers and are picked up by various Third party publications (e.g. Dodge Report).

Under Massachusetts law, bid documents including bid plans, specifications, and addenda may be examined at the Bid Room and copies of bid documents may be obtained by potential bidders who provide a fully refundable deposit on a company, treasurer's, cashier's, or official bank check payable to the Commonwealth of Massachusetts. A refund is made to potential bidders who return the documents in good condition within a prescribed number of days after the opening of the general bid.

Bidders are encouraged to take advantage of the blanket deposit bond program.

DCAMM maintains a list of plan holders for each public construction project and this list is both published and made available upon request as required by law.

In addition the Bid Room takes in all forms of construction procurement related bids, qualifications submissions and proposals submitted by firms interested in working on http://www.mass.gov/itd/webaccessibility http://www.mass.gov/dcam/ http://www.sec.state.ma.us/spr/sprcentral/infocent.htm http://www.sec.state.ma.us/spr/sprcentral/infocent.htm http://www.sec.state.ma.us/spr/cenreg.htm https://www.ebidsourcing.com/displayPublicSearchMainMenu.do?doValidateToken=false&menu_id=2.6&org.apache.struts.taglib.html.TOKEN=f65e4f91edf9558d0e1e513f9ed03954

DCAMM projects. These bids and other submissions must be received by a time certain set for the receipt of submissions, are date stamped when received and are not accepted when received past the submission deadline. As bids, submissions and proposals are received, an official log is kept of the submissions and they are then stored in a secure location until the time set for receipt and opening. Bids must be publicly open, read aloud and immediately reviewed by Bid Room staff for potential immediate deficiencies which might require their rejection. In addition portions of the bid submissions must be made public almost immediately, while others are prohibited from public disclosure. Once bids have been received, read aloud, reviewed and analyzed, formal lists of the bid results are prepared and made public. For proposals and other submissions, while there is no public opening and review initially, lists of firms submitting are developed and in many instances those lists must be made public by posting on official statewide procurement sites including COMMBUYS and the Central Register.

The DCAMM Bid Room is managed by the Bid Room Manager who will also manage all aspects of the DCAMM Electronic Plan Room and Online Bidding. See Appendix A - Construction Procurement Process for DCAMM Construction Projects for additional information.

1.5 Multiple Departments may Contract

This RFR allows the option for other state agencies, departments and political subdivisions to contract separately for services under the terms of this RFR.

1.6 Number of Awards

This procurement will result in a single contract with the selected Vendor. The Strategic Sourcing Team (SST) may award more or fewer contracts if it is in the best interest of the Commonwealth to do so.

1.7 Use of Subcontractors

Subcontractors must be identified in the Proposer's proposal wherever possible. The successful Proposer cannot assign or sublet the whole or any part of the contract or enter a subcontracting agreement with respect to it without DCAMM’s prior written approval of such agreement.

1.8 Acquisition Method to be Used for Contract

DCAMM seeks to procure the services needed among those requested in the RFR that best meet the needs of the agency and the Commonwealth at any given time and intends to enter into a contract based upon pricing provided by the selected proposer and negotiations as to the scope of the contract. DCAMM reserves the right to request best and final offers from firms submitting proposals.

1.9 Performance and Payment Time Frames which Continue Beyond Duration of Contract

All term leases, rentals, maintenance or other agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes (limited to the timeframe and services established per each written agreement). No new leases, rentals, maintenance or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance or other agreements for service, which were executed pursuant to the main contract.

1.10 Contract Duration and Service Launch Schedule

The initial contract duration is three (3) years with two (2) options to renew not to exceed one (1) year each, with each option at the sole discretion of DCAMM, based on DCAMM’s needs, and satisfactory performance in terms of quality, compliance with schedules, and budgetary controls.

Contract Duration Number of Options Number of Years/Months Initial Duration

3 years

Renewal Options

2 Not to exceed 1 year each

Total Maximum Contract Duration

5 years

DCAMM reserves the right to remove the selected Vendor from this contract at any time if their service or performance does not meet DCAMM’s needs or expectations and/or if services are no longer required.

DCAMM anticipates that the initial work to configure, customize and implement the Electronic Plans Room system will commence immediately upon contract execution.

The selected Vendor shall have the Electronic Plans Room developed, branded and fully functioning, with training underway, within two (2) months of contract award and written authorization from DCAMM to proceed with the Electronic Plans Room services. The selected Vendor shall have the Online Bidding developed, branded and fully functioning with training underway within five (5) months from the date of written authorization from DCAMM to proceed with the Online Bidding services. DCAMM anticipates that these two services will be in development simultaneously with the launch of Online Bidding occurring within two to three months after the Electronic Plans Room is fully operational.

1.11 Estimated Value of Contract

The estimated initial value of this Contract is $150,000. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this RFR. Any estimates or past procurement volumes referenced in this RFR, if any, are included only for the convenience of Proposers, and are not to be relied upon as any indication of future purchase levels.

1.12 Compensation and Structure / Pricing

The rates to be paid for any Vendor’s services shall be specified in the Contract and shall not exceed the maximum rates identified in the Contract. The services required shall be consistent with those required in the Contract except as specified in any alternative billing proposal that may be accepted by DCAMM or negotiated and agreed to by DCAMM and the Vendor. Except as otherwise specified, all expenses to deliver services shall be included in the Contract rates. Invoices shall be issued by the Vendor to DCAMM on a timely basis. All invoices for payment shall include a detailed accounting of work authorized in a form and detail acceptable to DCAMM.

Reimbursable “out-of-pocket” will not be allowed for this project. Payments under the contract shall be made by DCAMM within 45 days after receipt by DCAMM of an invoice.

All invoices must be accompanied by the Commonwealth of Massachusetts Payment Voucher Input Form completed and signed by the Vendor. The Vendor may not begin services or incur any obligation in any form until a Standard Contract form, Terms and Conditions with any supplements thereto has been approved by DCAMM and has been fully executed.

No maintenance or cloud fee increases will be permitted during the first three (3) years of the maintenance term.