RFR. ISS Final.pdf

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 1

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF PUBLIC SAFETY & SECURITY

DEPARTMENT OF CORRECTION

50 MAPLE STREET, SUITE 3

MILFORD, MA 01757

Request for Response (RFR)

Document Title: SBCC Integrated Security System (ISS)

COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584

Agency Document Number (RFR): 27-DOC-1000-ISS

Issue Date: October 22, 2026

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.commbuys.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627-8283). The OSD Help Desk is staffed from 8:00 a.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk County holidays.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 2

TABLE OF CONTENTS

1. RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1. PROCUREMENT SCOPE AND DESCRIPTION

1.2. APPLICABLE PROCUREMENT LAW

1.3. NUMBER OF AWARDS

1.4. INITIAL CONTRACT AWARD

1.5. ELIGIBLE ENTITIES

1.6. ACQUISITION METHOD(S)

1.7. PERFORMANCE AND PAYMENT TIME FRAMES WHICH CONTINUE BEYOND DURATION OF CONTRACT

1.8. CONTRACT DURATION

1.9. ESTIMATED VALUE

2. ESTIMATED PROCUREMENT CALENDAR

2.1. POINT OF CONTACT

2.2. CONTRACT MANAGEMENT

2.3. QUESTIONS AND ANSWERS REGARDING THE RFR

2.4. AMENDMENT DEADLINE

2.5. PHYSICAL BIDDERS PRE-BID CONFERENCE

2.6. SITE VISIT

3. SPECIFICATIONS

3.1. ISS SYSTEM ACCESS AND CHANGE CONTROL

3.2. SECURITY-SENSITIVE ISS INFORMATION

3.3. LEGACY TECHNOLOGY AND OBSOLESCENCE

3.4. INCIDENT NOTICE AND PRESERVATION

3.5. SERVICE DOCUMENTATION

3.6. PARTS, MATERIALS, AND REMOVED EQUIPMENT

3.7. EXISTING MANUFACTURERS AND COMPATIBILITY

3.8. COMPENSATION STRUCTURE/PRICING

3.9. TRAVEL EXPENSES AND ALL OTHER EXPENSES

3.10. PERFORMANCE MANAGEMENT

3.11. APPENDIX A

4. EVALUATION CRITERIA

4.1. ADDED VALUE (UP TO 10 TOTAL POSSIBLE POINTS)

4.2. BEST AND FINAL OFFER

5. INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF COMMONWEALTH STANDARD FORMS

5.1. BUSINESS REFERENCE

5.2. PROMPT PAYMENT DISCOUNT

5.3. ENVIRONMENTALLY PREFERABLE PRODUCT INFORMATION

5.4. RESPONSE FORM A

5.5. COST SHEET

5.6. APPENDIX A

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 3

GLOSSARY

IN ADDITION TO THE DEFINITIONS FOUND IN 801 CMR 21.00, WHICH APPLY TO ALL PROCUREMENTS FOR GOODS AND SERVICES, THE DEFINITIONS FOUND BELOW APPLY TO THIS SOLICITATION:

AGENCY – SEE DEPARTMENT.

BID – WHILE A BID MAY REFER TO AN OFFER OR RESPONSE SUBMITTED IN RESPONSE TO A SOLICITATION OR REQUEST FOR

RESPONSE (RFR), IN COMMBUYS, A “BID” REFERS TO THE SOLICITATION, RFR OR PROCUREMENT.

DEPARTMENT/DOC – THE MASSACHUSETTS DEPARTMENT OF CORRECTION, THE PURCHASING AGENCY.

BIDDER – AN INDIVIDUAL OR ORGANIZATION PROPOSING TO ENTER A CONTRACT TO PROVIDE A COMMODITY OR SERVICE, OR

BOTH, TO OR FOR A DEPARTMENT OR THE STATE.

THE UTILIZATION OF THE TERM BIDDER IN THESE RFR REFERENCE VENDORS DURING THE BID SUBMISSION PROCESS.

CONTRACT – A LEGALLY ENFORCEABLE AGREEMENT BETWEEN A CONTRACTOR AND A DEPARTMENT. ANF, OSD AND CTR

SHALL JOINTLY ISSUE COMMONWEALTH TERMS AND CONDITIONS, A STANDARD CONTRACT FORM AND OTHER FORMS OR

DOCUMENTATION THAT DEPARTMENTS SHALL USE TO DOCUMENT THE PROCUREMENT OF COMMODITIES OR SERVICES, OR

BOTH. COMMBUYS REFERS TO CONTRACT RECORDS AS “PURCHASE ORDERS” OR “BLANKET PURCHASE ORDERS.”

FOR THE PURPOSE OF THIS PROCUREMENT, THE CONTRACT SHALL CONSIST OF THE FOLLOWING DOCUMENTS IN ORDER OF

PRIORITY: (1) THE COMMONWEALTH TERMS AND CONDITIONS; (2) THE EXECUTED STANDARD CONTRACT FORM; (3) THE

DOC’S REQUEST FOR RESPONSE; (4) THE CONTRACTOR’S RESPONSE TO THE DOC’S RFR, EXCLUDING ANY LANGUAGE

STRICKEN BY THE DEPARTMENT AS UNACCEPTABLE AND INCLUDING ANY NEGOTIATED TERMS AND CONDITIONS ALLOWABLE

PURSUANT TO 801 CMR 21.00.

DEPARTMENT CONTRACT MANAGER – SEE STRATEGIC SOURCING SERVICES LEAD.

CONTRACTOR – AN INDIVIDUAL OR ORGANIZATION WHICH ENTERS A CONTRACT WITH A DEPARTMENT OR THE STATE TO

PROVIDE COMMODITIES OR SERVICES, OR BOTH.

THE RFR DOCUMENT DELINEATES OBLIGATIONS THAT ARE THE RESPONSIBILITY OF THE CONTRACTOR.

EVALUATION – THE PROCESS, CONDUCTED BY THE STRATEGIC SOURCING TEAM, OF REVIEWING, SCORING, AND RANKING THE

SUBMITTED QUOTES AND PROPOSALS RELATED TO THIS BID.

REQUEST FOR RESPONSE (RFR) THE MECHANISM USED TO COMMUNICATE PROCUREMENT SPECIFICATIONS AND TO REQUEST

QUOTES FROM POTENTIAL BIDDERS. AN RFR MAY ALSO BE REFERRED TO AS A "BID” OR “SOLICITATION.”

FACILITY - AN INSTITUTION OF THE DOC, INCLUDING ALL PRISONS, CORRECTIONAL CENTERS, PRE-RELEASE CENTERS, THE

MASSACHUSETTS TREATMENT CENTER (MTC), ANY MODULAR EXPANSION, ANY REOPENED FACILITY, AND ANY NEW FACILITY.

RESPONSE – THE BIDDER’S COMPLETE SUBMISSION (OR “QUOTE” AS REFERENCED IN COMMBUYS) IN RESPONSE TO A

SOLICITATION, IN OTHER WORDS, A “BID” OR “PROPOSAL.”

SOLICITATION – SEE REQUEST FOR RESPONSE (RFR).

STRATEGIC SOURCING TEAM (SST) – REPRESENTATIVES FROM VARIOUS ELIGIBLE ENTITIES AND INTERESTED STAKEHOLDERS

THAT DESIGN PROCUREMENTS, DEVELOP SPECIFICATIONS, CONDUCT SOLICITATIONS, EVALUATE RESPONSES TO BIDS AND

AWARD STATEWIDE OR DEPARTMENT CONTRACTS. THE SST ALSO MONITORS CONTRACTOR PERFORMANCE THROUGH

PERFORMANCE MEASURES AND THE LEVEL OF CUSTOMER SATISFACTION THROUGHOUT THE LIFE OF THE CONTRACT. IN SOME

AGENCIES, SSTS ARE REFERRED TO AS “PROCUREMENT MANAGEMENT TEAMS (PMT).”

STRATEGIC SOURCING SERVICES LEAD (SSL) – INDIVIDUAL DESIGNATED BY THE PROCURING DEPARTMENT TO LEAD THE

STRATEGIC SOURCING TEAM AND THE SOLICITATION AND RESULTING CONTRACT. IN SOME AGENCIES SSLS ARE REFERRED

TO AS “PROCUREMENT TEAM LEADS (PTL).” COMMBUYS REFERS TO THE SSL IN THE HEADER INFORMATION SECTION OF

A BID AS THE “PURCHASER”.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 4

1. RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1. PROCUREMENT SCOPE AND DESCRIPTION

The Massachusetts Department of Correction (“Department”) is seeking responses to provide technical on-call support for the Integrated Security System at Souza Baranowski Correctional Center (SBCC). The Contractor shall provide twenty-four (24) hour, seven (7) day per week emergency support and shall respond on-site at SBCC within one (1) hour following notification by an authorized Department representative that on-site emergency service is required. For purposes of this requirement, response time shall be measured from the time the Contractor receives notification until the Contractor’s qualified technician arrives at the facility entrance. Delays resulting solely from Department-directed access restrictions, institutional emergencies, lockdowns, or other circumstances beyond the Contractor’s reasonable control shall not constitute a failure to meet the response requirement, provided the Contractor promptly communicates the delay to the Department. The facility’s current physical address is 1671 Shirley Road, Lancaster, MA 01523.

Technical support will require the potential vendor to become familiar with the security system and its software applications and subsystems within the first fifteen (15) days of the contract.

Please include hourly rate for 7AM to 5PM, 5PM to 7 AM and Weekend/Holiday Rates.

Additionally required terms appear in Appendix A.

1.2. APPLICABLE PROCUREMENT LAW

This Bid is issued under the following law(s):

MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

1.3. NUMBER OF AWARDS

The Department seeks a single contractor and will award one contract.

1.4. INITIAL CONTRACT AWARD

This solicitation is not a rolling enrollment procurement. The Department intends to make one initial Contract award resulting from responses received by the bid-response deadline established in

COMMBUYS.

1.5. ELIGIBLE ENTITIES

Any Contract resulting from this Bid will be open for use to the Issuing Entity (DOC), This is a Non- Statewide/Limited User Contract.

1.6. ACQUISITION METHOD(S)

The acquisition method(s) to acquire goods and/or services from this Solicitation are:

Fee for Service This is a rate Contract.

1.7. PERFORMANCE AND PAYMENT TIME FRAMES WHICH CONTINUE BEYOND

DURATION OF CONTRACT

All term or other agreements for services entered during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract, shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No new agreements for services may be executed after the Contract has expired.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 5

1.8. CONTRACT DURATION

The planned initial term is July 1, 2027 through June 30, 2029, with two optional renewals of up to two years each, for a maximum end date of June 30, 2033. Renewal is at DOC’s discretion, subject to funding, performance and required written execution. No commitment may exceed the executed Contract authority or available funding. Date changes before award will be formally communicated.

The expected duration of this Contract is as follows:

Contract Duration Number of Options Number of Years/Months

Initial Duration Up to 2 Years

Renewal Options 4 options Up to 1 Years Each Option

Total Maximum Contract Duration 6 Years

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

1.9. ESTIMATED VALUE

The estimated value of this Bid is $75,000.00 annually, projected by historical spending. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

The Department is looking for the “Best Value” response, which is timely, which supports the required performance outcomes, and which provides the greatest quantity of services at the highest quality.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 6

2. ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid / RFR Release Date October 22, 2026

Bid Intent Form Due Date Required for site visit October 30th 2026 by 2:00 PM

Bidder Conference Virtual teams meeting

November 16th 2026

10:00 AM – 11:30 AM EST

Mandatory Bidder Tour / Site Visit November 20th 2026

09:00 AM – 11:00 AM EST

Deadline for Submissions of Bidder Written Questions December 4th, 2026

Official Answers for Bid Q&A Published Estimate December 18th, 2026 by 2:00 PM EST

Bid Amendment Deadline Bid Docs Will Not Be Amended After This Date January 7th, 2027

Deadline for Quote/Bid Responses Bid Opening Date/Time” In Commbuy’s January 8th, 2027 by 2:00 PM EST

Evaluation of Initial Bid Responses Estimate January 2027 / February 2027

Notification of Apparent Successful Bidder(s) Estimate March 2027

Negotiations Estimate April 2027

Estimated Contract Start Date July 1st 2027

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail.

Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

2.1. POINT OF CONTACT

All formal communication during the bidding period shall be only through the designated point of contact and all submissions shall be via COMMBUYS.

The prime point of contact for this solicitation will be:

SST Leader Name: Tiffany Myers

Email address: tiffany.myers@doc.state.ma.us

2.2. CONTRACT MANAGEMENT

The “Purchaser” contact listed in the Master Blanket Purchase Order on COMMBUYS for this Contract is the Department’s Contract Manager.

The Department’s Contract Manager is the point of contact for interested Bidders during the procurement process. Bidders are prohibited from communicating directly with any employee of the procuring Department or any member of the SST regarding this RFR except as specified in this RFR, and no other Department employee or representative is authorized to provide any information or respond to any question or inquiry regarding this RFR.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 7

The Department’s Contract Monitor is the Department employee responsible for managing and administering the Contract upon award. The Department’s Contract Monitor will be the point of contact for the successful Bidder and Contractor concerning day to day operational matters and the performance of duties of the Contract.

Department Contract Manager:

Tiffany Myers

Tiffany.myers@doc.state.ma.us

The Department’s Contract Oversight and Facility Monitor will be the point of contact for the successful bidder and Contractor concerning day to day operational matters and overall operation of the system regarding upgrades, serious issues, etc.

Department Contract Oversight and Facility Monitor:

Christopher Santucci christopher.santucci@doc.state.ma.us

The Facility Oversight Manager is the Department’s point of contact for issues related to performance of duties. The individual will be responsible for ensuring the hours being worked are invoiced appropriately, review of requested quotes, assignment of additional requests, etc.

Facility Oversight Manager:

Brian Fearebay

Brian.Fearebay@doc.state.ma.us

For Technical issues regarding COMMBUYS registration, system access, or electronic bid submission, bidders shall contact the COMMBUYS Help desk or the Operational Services Division at OSDHelpDesk@mass.gov or calling the Help desk at 888-627-8283 Monday – Friday 8:00 AM-

5:00 PM EST.

2.3. QUESTIONS AND ANSWERS REGARDING THE RFR

Questions and clarification requests shall be minimized or aggregated to the extent possible. All questions and clarification requests shall be made by the Bidder by pressing the “Bid Q&A” tab for the RFR in COMMBUYS. Responses to requests for clarification or questions will be provided in writing and issued by the Strategic Sourcing Team Leader via COMMBUYS. In addition, the Department of Correction reserves the right to, in its sole discretion, not answer all questions submitted by Bidders. It is the Bidder’s responsibility to verify the receipt of questions and clarification requests.

Questions may be asked only prior to the deadline for submission of questions stated in the estimated procurement calendar. Bidders are responsible for entering content suitable for public viewing since all the questions will be 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 SST 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 Department or this bid. All answers are final when posted.

Any subsequent revisions to previously provided answers will be dated.

2.4. AMENDMENT DEADLINE

The SST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications related to this Bid. The SST and the Department accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 8

2.5. PHYSICAL BIDDERS PRE-BID CONFERENCE

The Bidders’ Conference is the physical conference conducted by the SST for the purpose of informing prospective Bidders about general Bid information and answering questions from prospective Bidders. Attendance is mandatory and details will be provided once Bid intent forms are received.

2.6. SITE VISIT

Purpose and attendance A mandatory site visit will be conducted at Souza-Baranowski Correctional Center, 1671 Shirley Road, Lancaster, Massachusetts 01523, on November 20th, 2026, at 9:00 AM – 11:00 AM Eastern Time (EST). The visit will allow prospective Bidders to observe Department-designated portions of the existing Integrated Security System and evaluate the conditions relevant to ongoing maintenance and support. This procurement does not include replacement of the ISS..

Each Bidder must have at least one authorized representative attend the complete site visit, including required security briefing and sign-in and sign-out. The representative who attended should have the technical qualifications necessary to evaluate the existing system and prepare the Bidder’s response. Attendance by a proposed subcontractor alone does not satisfy this requirement unless that individual is also identified in advance as an authorized representative of the prime Bidder. A Bidder that does not satisfy the attendance requirement will be ineligible for award, except where the Department has provided an equivalent opportunity under a written solicitation amendment applicable to all similarly situated Bidders.

Registration and security screening Bidders must register with the designated procurement contact listed on Bid intent forms by October 30th 2026 by 2:00 PM EST. Registration must identify the Bidder’s legal business name, primary contact, and the name, employer, role, and contact information of each proposed attendee.

All attendees must complete the Department’s required background-screening, confidentiality, and visitor documentation through the secure submission method designated by DOC and Bidders shall not place background-check data, dates of birth, identification numbers, or other sensitive personal information in public COMMBUYS Q&A. Registration or submission of screening information does not constitute approval to enter the facility. DOC will communicate attendance approval or denial through its designated process. Denied personnel may be replaced by an approved representative if clearance can be completed before the visit.

Arrival and entry Approved attendees must arrive at 1671 Shirley Road, Lancaster, Massachusetts 01523 at least 15 minutes before the scheduled start and present valid government-issued photo identification matching the approved registration. Attendees must comply with all DOC identification, dress, search, escort, contraband, and institutional security requirements provided before the visit. Failure to comply may result in denial of entry or removal. Late attendees will not be admitted once the group has entered the secure area, it is up to the DOC’s discretion to allow late Bidders entry.

The Department retains authority to deny, restrict, suspend, or terminate access when necessary for institutional safety or security. No Bidder is entitled to unescorted access, access to incarcerated individuals, live system credentials, or unrestricted inspection of equipment or records.

Equipment and sensitive information Photography, audio or video recording, and use of cellular phones, smartwatches, cameras, laptops, removable media, or other electronic equipment are prohibited during the visit unless specifically approved in advance by DOC. No attendee may connect to any Department system, operate controls, conduct scans, perform testing, open panels, or remove records or equipment.

DOC may inspect authorized equipment and any materials entering or leaving the facility.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 9

The Department will provide the non-sensitive information that is necessary to prepare comparable responses through COMMBUYS. Where additional technical information is necessary but security-sensitive, DOC will provide controlled access to qualified prospective Bidders that satisfy the same screening and confidentiality requirements. DOC will maintain a record of the information provided and make materially equivalent information available to all eligible Bidders. Sensitive technical materials shall not be posted to public Q&A or included in publicly accessible response attachments;

DOC will specify an approved submission method where such material is required.

Bidders shall use controlled information solely to prepare their responses and, if awarded, to perform authorized Contract work. Bidders shall restrict disclosure to approved persons with a need to know, protect copies against unauthorized access, and return or securely dispose of materials when directed, subject to applicable preservation requirements. Confidentiality agreements do not override the Massachusetts Public Records Law; disclosure determinations remain with the authorized Commonwealth records custodian.

Institutional interruption and accommodations DOC may postpone, interrupt, relocate, or cancel the visit because of a lockdown, institutional emergency, or other operational need. Any rescheduled visit or equivalent opportunity, and any resulting deadline changes, will be communicated through a COMMBUYS amendment. If DOC ends a visit before Bidders receive materially necessary information, DOC will provide a consistent means to obtain that information before responses are due. DOC will bear no Bidder travel, preparation, or attendance costs. Bidders requiring reasonable accommodation must reach to Department Contract Manager listed in Section 2.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 10

3. SPECIFICATIONS

The Massachusetts Department of Correction (“Department”) is seeking responses to provide technical on-call support for the Integrated Security System at Souza Baranowski Correctional Center (SBCC). The Contractor shall provide twenty-four (24) hour, seven (7) day per week emergency support and shall respond on-site at SBCC within one (1) hour following notification by an authorized Department representative that on-site emergency service is required. Response time shall be measured from receipt of the Department notification until arrival of a qualified technician at the facility entrance, subject to documented Department-directed access restrictions, institutional emergencies, lockdowns, or other circumstances beyond the Contractor’s reasonable control. The facility’s current physical address is 1671 Shirley Road, Lancaster, MA 01523.

Technical support will require the potential vendor to become familiar with the security system and its software applications and subsystems within the first fifteen (15) days of the contract.

Please include hourly rate for 7AM to 5PM, 5PM to 7 AM and Weekend/Holiday Rates.

Facility History and System Overview Souza Baranowski Correctional Center (SBCC) is a maximum-security facility originally opened in September of 1998 and currently houses approximately 1200 incarcerated individuals. SBCC has an integrated security system which incorporates door controls, intercom, Closed-Circuit Television (CCTV) system, duress alarm, perimeter security, and building management alarm points. The system currently has forty-two graphic user interface (GUI) touch screens, supported by four (4) separate servers.

The DELL ESXI server’s operating system runs VMWARE 6.7 and is hosting GE Cimplicity 3.22 Automation software on Windows 2000 Server platform along with Windows XP VM’s. Custom application software for the Button processor and Icom processor sit on top of the system platform.

The system uses GE and Emerson Programmable Logic controllers (PLC).

Performance Measures Minimum Contractor performance measures shall include compliance with required emergency response times; availability of qualified personnel; successful completion of authorized work;

accurate and timely service documentation and invoicing; compliance with Department facility, information-security, and system-access requirements; timely notification of material deficiencies or vulnerabilities; and professional performance consistent with applicable industry and manufacturer standards. The Department and Contractor may establish additional mutually agreeable performance measures during the Contract term provided such measures remain within the scope and intent of this competitively procured Contract.

Scope of Services The Contractor shall provide authorized maintenance, diagnosis, corrective repair, preventive maintenance, and technical support for the existing SBCC ISS and its existing interfaces, including the server and virtualization environment, PLC, operator workstations, door-control interfaces, CCTV intercom, duress alarms, perimeter detection, network components, and associated UPS equipment identified in the Department-approved inventory. Work shall preserve existing approved functionality and operational continuity.

The Contract does not authorize design, procurement, installation, or commissioning of a replacement ISS; facility-wide modernization; new functional subsystems; or unrelated construction. Repairing or replacement of individual failed components is permitted only within the lawfully procured maintenance scope and after DOC approval. Material software migrations, new interfaces, and upgrades require a separate scope and procurement determination before authorization. No work order or emergency call expands the lawful scope.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 11

Contractor qualifications The Bidder shall demonstrate knowledge and relevant experience with integrated security systems including but not limited to: DELL ESXI Servers, GE and Emerson PLC, DeTekion Security System (Perimeter Products), Senstar (Personnel Alarm System), International Fiber System Video Transmitters, BOSCH CCTV and Video Recording System, Dukane Intercom System, Juniper network switches, TRIPP LITE UPS systems and Taut Wire Detection Systems.

Provide named primary and alternate technicians, resumes, relevant project descriptions, applicable trade licenses and certifications, and a staffing and dispatch plan demonstrating compliance with the one-hour arrival requirement. Equivalent experience with compatible technology may be considered where the Bidder demonstrates capability to maintain the installed system; the named environment must be addressed explicitly. All regulated work shall be performed by appropriately licensed personnel. DOC approval of subcontractors does not relieve the prime Contractor of responsibility.

Authorized maintenance includes correcting discrepancies in existing Cimplicity point databases and approved GUI screens after diagnosis, validation, and change approval. It does not include development of a new GUI-to-video interface under this Contract.

Readiness and response The Contractor shall maintain a staffed 24-hour, seven-day dispatch number and backup contact, including holidays, with a primary and alternate qualified technician cleared for access. Emergency service obligations begin on the Contract effective date. The existing fifteen-calendar-day familiarization period does not suspend those obligations. The Contractor shall maintain adequate staffing, diagnostic equipment, lawful software access, and escalation resources to support the installed environment.

DOC determines incident priority. A Priority 1 emergency includes a failure or suspected compromise affecting secure door operation, essential surveillance, duress or perimeter detection, essential communications, or other functions DOC determines present an immediate security or safety concern. The Contractor shall acknowledge a Priority 1 notification within fifteen minutes and, when DOC requests on-site service, arrive at the facility entrance within two hours of receipt of that request. Failure to monitor the designated dispatch channel does not postpone the response clock.

A qualified technician must arrive prepared to diagnose the affected system; arrival of an unqualified courier or representative does not satisfy the requirement. The Contractor shall escalate resource shortages immediately, provide status updates at least hourly, and continue authorized work using necessary shift relief until DOC accepts restoration, approves a safe workaround, or directs suspension. Within two hours of arrival, the Contractor shall provide an initial diagnosis or explain the diagnostic work still required and give the best available restoration estimate.

For non-emergency degradation, the Contractor shall acknowledge notice within one business hour and provide a corrective plan within one business day. DOC may elevate priority at any time.

Routine work shall be scheduled within two business days of authorization for completion by an agreed date. Business hours are Monday through Friday, 7:00 a.m. to 5:00 p.m. Eastern Time, excluding Commonwealth-observed holidays.

Delay documentation Only the period of a documented DOC restriction that prevents the affected obligation will be excluded from that performance measure. A restriction on entry does not excuse failure to dispatch, acknowledge, arrive at an accessible designated entrance, or provide authorized support that remains possible. The Contractor shall immediately identify the restriction, affected work, mitigation, and start and end times. Other excusable delay is governed by the Contract’s force majeure terms.

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Ordinary traffic, foreseeable staffing shortages, and failure to maintain required clearances are not excusable delays.

Baseline and preventive maintenance plan Within fifteen calendar days after the effective date, the Contractor shall deliver a controlled inventory and baseline condition report documenting accessible equipment, versions, dependencies, configuration records, existing defects, lawful support and license access, and critical spare needs. DOC will identify any records or access it cannot provide. Undiscovered conditions shall be documented when identified; the baseline does not release the Contractor from agreed service obligations.

Within thirty calendar days, the Contractor shall submit a preventive maintenance and recovery plan for DOC approval. At a minimum, the plan shall provide monthly reviews of available health and error logs and backup status, quarterly scheduled maintenance and functional checks, and an annual integrated functional and recovery exercise. The plan shall define safe test methods, the population of devices to be tested, any justified sampling, responsible personnel, expected outages, pass/fail criteria, and corrective deadlines. DOC-approved frequencies shall also account for manufacturer guidance and applicable code requirements.

Maintenance shall include applicable checks of server and storage health, virtualization resources, alarms, time synchronization, network error conditions, UPS status, operator interfaces, and existing subsystem interfaces. Functional checks of door control, intercom, CCTV recording and retrieval, duress, and perimeter devices require facility approval and custody coordination. No test shall release doors, suppress alarms, interrupt required recording, or change a fail-safe or fail-secure state without express authorization and approved protective measures.

Recovery testing and acceptance Before a material change, the Contractor shall preserve and verify recoverable configuration and program backups, including relevant PLC, databases, application configuration, and virtual systems. A snapshot alone shall not be treated as a complete recovery plan. DOC shall retain an accessible copy of the approved recovery materials. If reliable backup or rollback is unavailable, the Contractor shall disclose that condition and obtain DOC’s documented decision before proceeding.

Recovery testing shall occur in an isolated environment or an approved maintenance window and shall not expose the live system to uncontrolled interruption. DOC shall approve system-specific recovery time and recovery point objectives in the recovery plan. A claim of restoration requires documented tests of affected functions and interfaces and DOC acceptance. Acceptance of a service visit, payment, or a temporary workaround does not waive unresolved defects, warranties, or other remedies.

3.1. ISS SYSTEM ACCESS AND CHANGE CONTROL

All access must be individually authorized, limited to necessary functions, and promptly revoked when no longer required. Shared or embedded credentials shall be documented and controlled where the legacy platform prevents individual accounts. Credentials shall be delivered through a DOC-approved secure method, never in ordinary invoices or public bid records. Contractor laptops and tools shall meet DOC security requirements before connection. Unapproved removable media, external services, internet connections, and remote access are prohibited.

Approved remote access shall use the Department’s authorized connection path, multifactor authentication where supported, time-limited permission, and activity logging. Where a legacy limitation prevents the required control, DOC technology/security staff must approve a documented compensating control and review date. Contractor-installed persistent remote-access tools are prohibited without specific written approval.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 13

Each material change requires an approved work order identifying its purpose, affected assets, safety and security impacts, dependencies, backup and rollback steps, test criteria, authorized window, and approving officials. DOC facility personnel authorize operational impacts; DOC technology personnel authorize technical access and changes within their authority. Neither approval substitutes for procurement or expenditure authorization. Emergency approvals shall be recorded contemporaneously and confirmed in writing by the next business day.

3.2. SECURITY-SENSITIVE ISS INFORMATION

For purposes of this Contract, security-sensitive information includes, without limitation, Integrated Security System network diagrams and topology, IP addressing, credentials, system configurations, PLC programming, source or application code, CCTV camera locations and configurations, video-system information, door-control logic, intercom configurations, alarm and duress-system configurations, perimeter-security information, vulnerabilities, system architecture, facility security plans, and similar information concerning the operation or security of SBCC. Such information shall be handled in accordance with Appendix A and all applicable Department and Commonwealth security requirements.

Appendix A governs confidentiality, information handling, personnel access, and disclosure. The Contractor shall restrict access by its support providers and subcontractors to persons approved under those requirements.

3.3. LEGACY TECHNOLOGY AND OBSOLESCENCE

The Contractor shall maintain a prioritized register of unsupported components, material vulnerabilities, license or support expiration, spare availability, and recovery limitations. The Contractor shall propose feasible compensating controls and maintenance options for DOC review.

It shall not represent that manufacturer support exists when it does not or install unlicensed software or unverified parts. DOC acceptance of an identified legacy risk does not authorize undisclosed changes or excuse negligent maintenance. Modernization proposals are advisory and do not create an award under this Contract.

3.4. INCIDENT NOTICE AND PRESERVATION

The Contractor shall notify DOC’s designated facility and security contacts immediately, and in no event later than one hour after discovery, of suspected or confirmed unauthorized access, loss of credentials or devices, malware, compromise, or material interference affecting the ISS or Department information. Initial notice shall not await complete investigation. The Contractor shall provide known facts, affect functions, protective actions, and an available technical contact, and provide updates as facts develop.

The Contractor shall preserve relevant logs, configurations, and evidence; cooperate with DOC’s investigation; and perform containment and recovery only as authorized, except for an expressly approved emergency procedure. Records subject to a litigation or investigation hold shall not be erased. Notifications required by law shall be made within the applicable legal time frames; DOC coordination shall not delay legally required notice. Contract incident reporting is broader than personal-information breach reporting.

Department information shall not be uploaded to public AI tools, personal storage, unapproved cloud services, or vendor analytics or training environments. Approved subcontractors and support providers are subject to the same controls. Retention and disclosure must follow DOC instructions and applicable law.

3.5. SERVICE DOCUMENTATION

For each on-site or remote service event, the Contractor shall provide a service report identifying, at minimum, the date and time of service; technician(s); arrival and departure times when applicable; affected system or component; reported problem; diagnosis; work performed; parts or

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 14 materials installed or removed; programming or configuration changes; system condition upon completion; and any outstanding deficiency or recommended corrective action. An authorized Department representative may be required to acknowledge completion of the service visit.

Department acknowledgment shall confirm receipt of services and shall not waive latent defects, warranty rights, or other Contract remedies.

The Contractor shall submit service reports within two business days, a preliminary Priority 1 report by the next business day, and a root-cause and recurrence-prevention report within five business days after stabilization, with identified unresolved findings. Monthly reports shall summarize incidents, response compliance, maintenance, defects, spares, and upcoming support expirations.

Each service report shall identify incident priority; dispatch, acknowledgment, arrival and restoration times; any claimed delay; work-order authorization and ceiling; test results; outstanding risks; and the DOC acceptance or workaround decision. Monthly reports are due by the fifth business day of the following month. Reports containing security-sensitive details shall be delivered through a DOC-approved secure method.

3.6. PARTS, MATERIALS, AND REMOVED EQUIPMENT

No replacement equipment, material, component, license, or other separately chargeable item shall be furnished without Department authorization. When requested, the Contractor shall provide supporting documentation of material costs. Substitution of equipment or manufacturers shall require prior Department approval when compatibility, security, system performance, or standardization may be affected. Unless otherwise directed by the Department, equipment and components removed from the Department’s ISS remain Department property. Data-bearing devices and components containing Department information shall not be removed from Department custody or destroyed without specific Department authorization.

References to existing manufacturers, software, equipment, and systems within the System Overview describe the Department’s current installed environment and shall not be interpreted as a requirement to purchase new products from those manufacturers. Any proposed replacement or alternative equipment must be compatible and interoperable with the existing ISS and shall be subject to Department approval.

Parts shall be genuine, lawfully sourced, traceable, compatible, and appropriate to the application.

Used, refurbished, or substitute components require advance DOC approval with condition, warranty, and limitations disclosed. The approved maintenance plan shall identify critical spares, custody, replenishment and lead times. No replacement component may reduce required security, safety, interoperability or recording functionality without an approved documented decision.

3.7. EXISTING MANUFACTURERS AND COMPATIBILITY

References to existing manufacturers, software, equipment, and systems within the System Overview describe the Department’s current installed environment and shall not be interpreted as a requirement to purchase new products from those manufacturers. Any proposed replacement or alternative equipment must be compatible and interoperable with the existing ISS and shall be subject to Department approval.

3.8. COMPENSATION STRUCTURE/PRICING

Rate-Based Compensation: This Contract shall operate primarily as a fee-for-service rate Contract.

The Contractor shall be compensated for Department-authorized services performed at the applicable Contract rate identified in the Cost Sheet. Contract rates shall represent the maximum hourly rates chargeable to the Department during the applicable Contract period unless modified through an authorized Contract amendment. The Department may request a written fixed-price or not-to-exceed quotation for defined projects, repairs, upgrades, materials, or other work within the scope of this Contract. Such work shall not commence until authorized by the Department. The

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 15

Department makes no guarantee regarding any minimum amount of work, hours, expenditures, or revenue under this Contract.

Bidders shall complete and send with their bid Response Form and Attachment A as outlined throughout the RFR.

Attachment A requires all twelve maximum hourly rates. Its time bands, expense rules and evaluated-price formula apply. Initial-term rates remain fixed; renewal rates are governed by Appendix A and authorized amendment. Contractor compensation is limited by the executed Contract maximum obligation and approved work-order ceilings, not by the annual spending estimate. No separate labor surcharges, minimum-callout, dispatch or standby fees are permitted.

Bill actual authorized service time; ordinary travel time is not separately billable.

3.9. TRAVEL EXPENSES AND ALL OTHER EXPENSES

Contract rates shall include all ordinary travel, mileage, meals, lodging, overhead, administrative costs, and other expenses ordinarily necessary to provide services at SBCC. Extraordinary travel or related expenses specifically requested by the Department shall not be reimbursable unless authorized in writing in advance by the appropriate Department designee. Any authorized reimbursement shall be subject to applicable Commonwealth travel and reimbursement requirements. Please see additional terms within Appendix A regarding travel rates and reimbursement.

3.10. PERFORMANCE MANAGEMENT

Any and all work performed through the duration of the Contract must be guaranteed by the Contractor to be completed in a professional manner consistent with accepted industry standards, applicable manufacturer specifications, applicable codes, Commonwealth information-security requirements, and Department policies and procedures. Contractors will only be expected to provide services in their area(s) of expertise; that is, the business for which they receive an award.

Each Contractor’s performance will be evaluated on an ongoing basis and will be utilized in determining whether or not to extend the Contract. Purchasers may be surveyed as to their satisfaction with the Contractor’s performance under the Contract. Contractor performance will also be evaluated based on the number of complaints received from Purchasers. A high number of unresolved complaints will result in a warning to the Contractor and may lead to early termination or non-renewal of that Contractor’s Contract.

3.11. APPENDIX A

This document incorporates additional terms and conditions associated with this RFR and MUST be reviewed by bidders. Any bidder submitting a bid consent to follow all terms and conditions within Appendix A.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 16

4. EVALUATION CRITERIA

Bidder scores will be used to rank Bidders and will determine which Bidders proceed to subsequent stages of the evaluation and/or enter negotiations with the Department to receive a Contract award.

Below are the criteria and maximum points available:

Criteria Maximum points

Evaluated price using Attachment A 60

VMware software capability 20

Assigned staff experience with integrated security systems 20

GE and Emerson Programmable Logic controllers (PLC) 10

Cimplicity software capability 10

Closed-Circuit Television (CCTV) systems capability 10

Database administration capability 10

Intercom systems capability 5

Duress alarm systems capability 5

Perimeter detection touch screen and CPU maintenance capability 5

Integrated system programming capability 5

Total base points 160

A Bidder must receive at least 100 of 160 base points to be considered for award before added-value points are applied. Meeting the threshold does not guarantee award.

4.1. ADDED VALUE (UP TO 10 TOTAL POSSIBLE POINTS)

Added value is decided by the Strategic Sourcing Team (SST) and is discretionary. Bidders may receive up to a maximum of ten (10) total added-value points for proposal elements that exceed the smallest requirements of the RFR and provide demonstrable additional best value to the Department. The SST will decide the number of added-value points, if any, based on the relevance and benefit of the proposed added value.

4.2. BEST AND FINAL OFFER

After the deadline for response submission, the Department reserves the right to extend a Best and Final Offer (“BAFO”) opportunity to all or a select number of Bidders. Bidders may be asked to submit additional information specific to program specifications and cost.

RFR #: 27-DOC-1000-ISS COMMBUYS Bid #: BD-27-1025-DOCCF-1043-134584 17

5. INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF

COMMONWEALTH STANDARD FORMS

Bidders must submit the following forms:

5.1. BUSINESS REFERENCE

This is required for this procurement. Bidders must submit three references

5.2. PROMPT PAYMENT DISCOUNT

This is a required section on response form. Bidder must complete as part of bid. If awarded vendor will receive a separate form as part of an adobe link to sign electronically.

Pursuant to the Prompt Payment Discount terms set forth in the RFR Required Specifications for Contracts and on the Prompt Payment Discount Form itself, we must complete this form. After entering the “Name” and “Date of Offer for Prompt/Early Payment Discount,” the Vendor must identify the prompt payment discount(s) terms by indicating the “Percentage Discount off of the Proposed Pricing” and the “Turn-around-time for Payments.”

In the event of a hardship that prevents the Bidder from offering a prompt payment discount, the Bidder must document this fact and provide supporting information. If awarded a Contract, the final negotiated prompt payment discounts should be reflected on the Commonwealth Standard Contract Form and Prompt Payment Discount Form.

5.3. ENVIRONMENTALLY PREFERABLE PRODUCT INFORMATION

In line with the Commonwealth’s efforts to promote products and practices which reduce our impact on the environment and human health, Bidders are encouraged to provide information regarding their environmentally preferable/sustainable business practices as they relate to this Contract wherever possible. Bidders must complete this section within the response form and submit it with their Response.

5.4. RESPONSE FORM A

Bidders must complete every section and return.

5.5. COST SHEET

Bidders must complete every section and return.

5.6. APPENDIX A

This document incorporates additional terms and conditions associated with this RFR and must be reviewed by bidders. This is for review and reference only; it does not need to be returned by bidders.

The above attachments are available on COMMBUYS under Bid BD-27-1025-DOCCF-1043-134584

Required bid-stage documents are the completed Bid intent form, Response Form A and Attachment A, staffing/dispatch plan, resumes of proposed assigned technical personnel, legally required licenses and claimed certifications, three references, and certified copies of current insurance policies required by Appendix A. Include supported hardship requests where applicable. Appendix A need not be returned. No PREA auditor certification is required. All mandatory service commitments, clearance and qualification requirements apply to the full awarded scope; approved subcontracting does not relieve the prime Contractor of responsibility.

Additional forms will be needed after receiving an intent to award for official execution of contract.

The additional forms will include but not be limited to the Standard Contract Form (SCF), Prompt Payment Discount Form (PPD), Contractor Authorized Signatory Form (CASL), Prison Rape Elimination Act Form (PREA), W-9, and Electronic Fund Transfer Form (EFT). All forms will be sent electronically to Vendor through an Adobe Sign Link.