RFR for ITD-CVISN Assist Vendor 2022 AMENDED PROCUREMENT CALENDAR~1.doc

REQUEST FOR RESPONSE

Assist Vendor to Implement ITD/CVISN Program at RMV COMMBUYS Bid # BD-22-1030-CPO1-CPO1-71516

REQUEST FOR RESPONSE

Assist Vendor to Implement ITD/CVISN Program at RMV RFR #______ / COMMBUYS Bid# ______

ISSUE DATE: February 18, 2022

1. Description or Purpose of Procurement:

The purpose of this RFR is to hire a vendor to provide consultant program support to the RMV Commercial Operations Program Coordinator to ensure that all FMCSA FFY 20 ITD/CVISN grant goals are met.

2. Applicable Procurement Law

Executive Branch Goods and Services

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Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

3. Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other: [specify, e.g., TELP]

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

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Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is one [Insert the maximum number of Contractors]; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

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Limited User Contract – Restricted to Use by Issuing Entity Only. Any contract resulting from this bid will be open for use to the Issuing Entity Only since it requires performance for work on a Commercial Vehicle program specific to only this agency

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Renewal Options

Total Maximum Contract Duration

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $250,000 The funding for any contract resulting from this procurement is conditioned upon receipt of federal grant funds for the ITD/CVISN program from FMCSA.

The estimated value of the contract resulting from this bid is based upon the CVISN/ITD grant program funds currently available. While there is a probability that the RMV will seek and receive future grant awards that may be used to fund the contract that results from this RFR, that dollar amount is unknown at this time. However, there is no guarantee of future grant awards. The estimated dollar value of this contract is also based upon the previous established costs for CVSN program administration, consultant support, and system architect consultant support.

8. Contract Performance and Business Specifications:

Scope of Services:

At a minimum, the consultant contractor will be required to perform the following activities, as well as to assist in implementing and accomplishing goals in accordance with the FY 20 ITD/CVISN grant award:

· Support stakeholder needs by convening regular monthly/quarterly meetings to update all MA CVSN stakeholders as to program needs, developments, and system functionality that emerges as project work is accomplished.

· Work with MA State Police truck enforcement team to address fiscal needs to coordinate and plan spending from grants in accordance with goals defined and accepted in grant applications

· Work with Iteris and Explore (the vendors who developed CVIEW and the IRP system) or any vendor who may have replaced these vendors to ensure that CVISN Core capabilities are maintained and that expanded deployment projects are undertaken

· Work with Iteris to enhance CVIEW to include high-risk driver information to improve an enforcement officer’s ability to target and check driver credentials of that CMV driving population

· Explain the details to any and all involved parties as to how and why data will be shared through CVIEW, once expanded features are developed and implemented.

· In accordance with the FAST Act, keep the CVISN Program Plan/Top-Level Design document up-to-date

· Develop and implement a one-stop web portal through which motor carriers can access the state’s IRP, IFTA, and Oversize/Overweight Permitting systems. Such a portal should provide single sign access for CMV drivers and carriers to obtain information and links relevant to credentialing and regulatory requirements for MA intrastate and interstate drivers and operations.

· Supplement state personnel efforts and provide program guidance to accomplish CVISN grant goals The RMV now has FMCSA ITD grant funding for the following ITD/CVISN projects and purposes, which will be included in the vendor’s responsibilities:

· MA CVIEW automated queries

· MA CVIEW operations, maintenance, and system upgrades

· ITD/CVISN program administration, consultant support, and technical management & support

· IRP & IFTA Clearinghouse fees

· MA IRP program support to increase on-line transactions by providing additional support staff to assist customers

· Travel to attend FMCSA National ITD/PRISM workshops The consultant contractor(s) resulting from this RFR will be required to meet at least monthly with the RMV Commercial Operations Program Coordinator, who is the ITD/CVISN program director and this grant project manager, to discuss performance, progress, and expectations

Contractors are responsible for reporting requirements that will be identified in writing in their contract for services scope. This consultant contractor will be responsible to provide information to the program director that will meet the requirements of the FMCSA for quarterly reporting as to grant project progress and problems.

Commodities being procured: Consultant services Fiscal terms: The RMV intends to engage in a fee for service contract with a vendor. This procurement involves no consumable or durable commodities. No equipment will be purchased or leased. No capital items will be purchased. The tangible deliverables will be in the form of written reports and plans in both paper and electronic form. The vendor shall supply monthly and final reports, in accordance with grant requirements, which may be used for submission to the Federal Motor Carrier Safety Administration, (FMCSA), and for the MA Department of Transportation Federal Grants Director. Detailed invoices will be submitted by the vendor to the RMV Commercial Operations Program Manager for approval and processing with MassDOT every two weeks.

The contract that will result from this RFR will be a “rate contract,” with an hourly rate. The funds are currently from a FFY 20 FMCSA federal grant awarded specifically for the purposes defined herein. The bidder should state their requested hourly rate in their bid response, and clearly articulate any other fiscal requirements and compensation issues.

The Commonwealth is tax-exempt.

9. Small Business Purchasing Program Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. Supplier Diversity Plan (SDP) Plan Program Background

Pursuant to Executive Order 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

Financial Commitment Requirements

All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories

SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships

Bidders and Contractors may engage SDP Partners as follows:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

Program Flexibility

The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

· SDP Partners are not required to be subcontractors.

· SDP Partners are not required to be Massachusetts-based businesses.

· SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements

All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

· Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

· Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, Disability: IN, or the National LGBT Chamber of Commerce (NGLCC), but are not listed in the above-mentioned directories. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee may be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable for Bidders to provide an SDP Focus Statement that describes the Bidder’s overall approach to increasing the participation of diverse businesses in the provision of products and services under this proposal/contract (subcontracting) and in the Bidder’s general business operations (ancillary products and services). Such a description may include but not be limited to:

· A clearly stated purpose or goal.

· Specific types of diverse and small businesses targeted.

· Which departments/units within the business are responsible for implementing supplier diversity.

· Types of opportunities for which diverse and small businesses are considered.

· Specific measures/methods of engagement of diverse and small businesses.

· An existing internal supplier diversity policy.

· Public availability of the Bidder’s supplier diversity policy.

It also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives (if any) related to engaging, buying from, and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

· Serving as a mentor in a mentor-protégé relationship.

· Technical and financial assistance provided to diverse businesses.

· Participation in joint ventures between nondiverse and diverse businesses.

· Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Evaluation of SDP Forms

To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

SDP Spending Reports and Compliance

After contract award, Contractors shall be required to provide reports demonstrating compliance with the agreed-upon SDP Commitment as directed by the department, which in no case shall be less than annually.

Spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory shall be counted toward a Contractor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment.

It is the responsibility of the Contractor to ensure they meet their SDP Commitment. The SDO and the issuing department assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

SDP Spending Verification

The SDO and the contracting department reserve the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

Program Resources and Assistance

Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

11. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

12. Evaluation Criteria

MassDOT intends to evaluate bid responses based upon the following:

- price proposal

- meeting the mandatory requirements and demonstrating related experience

- Supplier Diversity Plan response

- Business References

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

Mandatory requirements

· The successful bidder must possess:

· Knowledge of commercial vehicle operations in Massachusetts (MA)

· Knowledge of FMCSA rules & regulations as related to commercial driver licensing and registration, and commercial vehicle operations in MA; including specific knowledge of the ITD/CVISN program and its related system architecture

· Excellent computer skills and ability to proficiently use Microsoft Word and Excel

· The successful bidder should demonstrate their related past experience or ability to perform the following tasks:

· Develop a website

· Use website analytics to determine use and further development needs

· Provide CVISN-related workshops and briefings for CVISN stakeholders and commercial motor vehicle representatives

· Effectively manage and coordinate a CVISN team

· Preparation of CVISN performance measures for reporting to FMCSA

· Coordinate attendance, agenda topics, take minutes and distribute for CVISN team meetings

· Perform monitoring of CVIEW and IRP systems and recommend any needed changes or updates to better address needs of law enforcement & other users 8.2 Desirable specifications

The successful bidder will demonstrate the ability to perform or capacity to accomplish:

· Program development

· Project planning

· Project management

· Excellent oral and written communication skills

· Policy development

· Staff training

· Meeting coordination

· Meeting minutes writing and distribution

13. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

14. Estimated Procurement Calendar

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Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A) Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

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

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b.Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

c. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

15. Required Forms

Responses to this RFR must contain the following documents :

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The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

In the event of a contract award, the bidder will be required to submit three (3) signed originals of the following four (4) documents to the RMV Commercial Operations Program Manager:

1. MassDOT Terms & Conditions

2. Request for Taxpayer Identification Number &

Certification

(Massachusetts Substitute W-9 Form)

3. MassDOT Standard Contract Form and Instructions

4. Contractor Authorized Signatory Listing

16. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

FORMS:

https://www.mass.gov/doc/business-reference-form-2 https://www.macomptroller.org/wp-content/uploads/form_w-9.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.docx https://www.macomptroller.org/wp-content/uploads/form_contractor-authorized-signatory-listing.pdf https://www.macomptroller.org/wp-content/uploads/instructions_standard-contract-form.pdf Updated: August XX, 2021