Sp18-BREATH-L86 - RFR.doc

REQUEST FOR RESPONSE

Breathalyzer Database Programmer RFR #SP18-BREATH-L86 / COMMBUYS Bid # BD-18-1084-POLCL-25100-19941

The Commonwealth of Massachusetts

EXECUTIVE OFFICE OF PUBLIC SAFETY & SECURITY

DEPARTMENT OF STATE POLICE CRIME LABORATORY

Request for Response (RFR) Document Title: Database Programming Support Services for Breathalyzer System ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS Bid#: BD-18-1084-POLCL-25100-19941 Agency Document Number SP18-BREATH-L86 September 14, 2017

1 RFR Introduction and General Description

1.1 Procurement Scope and Description

The Massachusetts State Police Crime Lab is seeking pricing from bidders to provide database programming support services for our breathalyzer system.

SDP Requirements: If the contract exceeds $150,000 during the life of the contract, vendors will be required to submit quarterly reports (Form 3). Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and/or SDVOBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives.

Electronic Quote Submission Instructions:

Bidders are advised that Massachusetts State police (1) restricts submission of written questions to the Bid Q&A tool and (2) requires all responses to be submitted using the online submission tools available to active COMMBUYS account holders only. Bidders are solely responsible to monitor this site for Bid amendments, if any. Bidders may monitor the record by frequently checking the Header Information for the list of Amendments. Bidders with active COMMBUYS accounts may also monitor the record through COMMBUYS email notification and record tracking tools enabled when a vendor acknowledges receipt of a bid. To establish a COMMBUYS account, bidders must select the Register link on www.commbuys.com and complete the online subscription process.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

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1.3 Acquisition Method:

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Fee-For-Service

1.4 Whether Single or Multiple Contractors are required for Contract:

Check One (“X”):

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Single Contractor

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Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is Single contracts; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so. Multiple quotes in response to the same bid will not be allowed.

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 which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation will remain “Open” to obtain additional Bids.

1.5 Entities Eligible to Use the Resulting Contract

Any contract resulting from this Bid will be open for use by the MSP as well as agencies legislatively mandated in the General Appropriation Act, at the discretion of the MSP.

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

Initial Duration

Up to three years Specify Initial Contract Term in Months/Years. The Contract will be executed for this Initial Duration and will run from the Contract Effective/Start Date (December 1, 2016) for this Initial Duration.

Renewal Options

Three (3) options to renew, up to one year on each option

Identify the duration of options to renew and the number of such options (e.g. “two options to renew for one year each”)

Total Maximum Contract Duration

6 Years

Initial Number of Years/Months for the Initial Term Plus All Renewal Periods

1.7 Anticipated Expenditures, Funding or Compensation:

The total value of any fee for service contract created as a result of this solicitation will vary depending on the type of service rendered. The Commonwealth and Department make no guarantee that any commodities or services will be purchased from any Contract resulting from this solicitation.

Contract prices will remain fixed during the initial contract period. Contractors will have an opportunity to request a price increase if an option to renew is offered. Contractors will need to submit written justification and supporting documentation with price increase requests. The Department of State Police does not guarantee that increase requests will be granted.

1.8 Performance and Payment Time Frames Which Continue Beyond Duration of the Contract.

All term leases, rentals, maintenance or other agreements for services entered into 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 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.

2 Estimated Procurement Calendar

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 Written questions via the Bid Q&A on COMMBUYS

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

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

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

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

It is the responsibility of the prospective Bidder and awarded 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.

2.2 Locating Bid Q&A

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

2.3 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 to this Bid, and any Bid Q&A records related to this Bid. The SST and the Commonwealth accepts 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.

3 Specifications

The Executive Office of Public Safety and Security - Office of Technology Information Systems and Massachusetts State Police Crime Laboratory is interested in qualified bidders that can provide database programming support services for our breathalyzer system.

The Department utilizes the Draeger Alcotest 9510 breathalyzer model that generates information into a network that enables paper output for each test as well as communication with a server network designed to capture all transactions and inform other user agencies (MassDOT/Registry of Motor Vehicles and Court system (E-Discovery) of each transaction.

Specifications for services include, but are not limited to:

· Provide telephone support for the System

· Monitoring of all production system processes, including: Monitor Database Replications; Monitor 9510 File Import Services; Monitor Registry File Notifications.

· System support to Office of Alcohol Testing

· System support to Office of Technology and Information Services

· Database and related data-processing code improvements with inclusion of software enhancements

· Maintain mirrored environment between Production and Test systems

· Accommodate data file format changes to 9510 data files

· Accommodate data file format changes to DOT/RMV notification files

· Immediate troubleshooting of system issues (see item #3 below)

· Optimization of Production and Replication databases

· User setup and access to production and replication databases

· The Department desires seamless and continuous support throughout the term of this contract. In the event Bidders are single entities, Bidders should describe system of redundancy to be initiated in the event single point of failure occurs. Such a plan should include plan to allow the Department access to any program source code or programming schema, if even in escrow, to utilize/reverse engineer.

Additional related equipment may be covered under this contract.

Other Specifications

1) All services rendered under the terms of this RFR are not currently available on state wide contracts.

2) Bidders must provide for all their own travel expenses.

3) Bidder should be able to offer and provide maintenance and technical support by phone, internet or in person within four hours of notification. All remedies and/or action plans shall be provided not more than 24 hours from date of event.

4) Bid responses must be on this form and signed by an authorized representative. Additional sheets may be attached as needed.

5) Bidder must provide three references. Reference must be current customer accounts for similar services. References must be supplied on reference form provided - Bidder may not use Massachusetts State Police employees as a reference.

6) This contract will be awarded for a thirty-six-month period to start on the date of award. This contract also includes options to renew for three (3) additional twelve-month periods (total up to five years).

7) Bidder should note that all of the above requirements must be addressed and will be considered in the award of this RFR.

8) In response to this RFR, Bidders must offer prompt payment discounts (see prompt payment form) for early payment of their invoices. Any such offered discounts will be considered when evaluating responsive bids to determine which bids are considered as best value for purposes of making contract awards. PPD will be factored into scoring.

9) Price quotes remain in effect for 90 days and become fixed upon award of the contract for the life of the contract, unless a lower price or negotiated price is agreed upon or until accepted by the procurement management team.

10) A “required” specification is one that must be met in order for a proposal to be considered responsive. Any proposal, which fails to meet a required specification of this RFR, will be considered non-responsive and disqualified unless the evaluation team, in its discretion, determines that the non- compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to their technical and business proposal. No corrections to pricing offered will be allowed.

11) Successful bidder will be subjected to a background check (CORI).

4 Terms:

4.1 Reporting

Contractors are responsible for compliance with all other contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, as required by this contract.

4.2 Change Notification

Changes to the Contractor’s contact information, company name, legal address, payment address, tax identification number, authorized signatures, SDO-certification status, or EFT information must be promptly reported via email to the Department’s Contract Manager. In some cases additional paperwork will be required to effect the change.

4.3 Failure to perform contractual obligations

a. Termination

b. Suspension

c. Adding additional contractors

d. Cover/Replacement Costs

e. Liquidated Damages

4.4 Compensation

Compensation will be based solely on the pricing information provided by the bidder and accepted by the Department.

4.5 Invoices and Payment

Itemized invoices shall be sent to the proper office by the Contractor no later than 30 days after completion of services or receipt of goods. The Contractor’s invoices at a minimum shall include the following:

Name and address of Contractor

Telephone number, fax number, and e-mail contact address

Date of invoice and date of delivery

Name of Department contact person

Prompt payment discount terms

Valid Department of Correction Purchase Order number

All invoices shall be itemized. Itemized invoices shall include a copy of all receipts and any backup documentation. Itemized invoices shall include a complete description for each charge such as number of billable hours, the hourly rate, an explanation and description of the work performed, etc.

Invoicing and credit issues must be resolved in a timely and efficient manner. A copy of the completed, signed and detailed receipt of deliverables, which includes the department employee signature, may be attached to the invoice.

All invoices will be paid in accordance with the Office of the Comptroller's Bill Paying Policy.

Tax Exempt

Tax shall not be charged to Executive Branch Departments. The Contractor may request a copy of the Tax Exempt form from the Department.

The Department makes no guarantee that any services will be purchased from any contract resulting from this RFR.

The contract resulting from this procurement creates no entitlement or guaranteed funding and payment is subject to completion and acceptance of performance by the Department.

Contractors are agreeing to these terms by submitting a Response to this RFR.

5 Evaluation criteria

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

The Department is looking for the “best value” response which provides the greatest quality of services at the highest quality.

5.1 Mandatory requirements

Mandatory Specifications must be met in order for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components to them that may be evaluated by the SST. The SST reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or can be easily corrected.

Bid sections that include terms such as: “must”, “shall”, “will” and “required” are “mandatory.” Failure to meet the requirements of a mandatory specification without providing an alternate that is acceptable to the evaluators may result in the disqualification of a Bidder's proposal.

5.2 Desirable specifications

Desirable specifications will be scored according to the Evaluation Criteria.

RFR specifications prefaced with language such as: "desirable", "could," "can," "should," "preferably," "prefers," "suggested," and "requested" identify a desirable or discretionary item or factor that is considered by the Purchaser to be "desirable." The Purchaser has listed all desirable specifications which will receive points in the evaluation criteria.

5.3 Alternatives

A Quote which fails to meet any material term or condition of the Bid, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, Bidders may submit Quotes proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated Bid specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract. The Quote should describe how any alternative achieves substantially equivalent or better performance to that of the Bid specifications.

The SST will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this Bid is to provide the best value of commodities and/or services to achieve the goals of the procurement.

5.4 Evaluation Components

The following components will be weighted and scored:

5.4.1 Price

Please note that price will carry a significant weight in the evaluation process.

5.4.2 Supplier Diversity Plan (formerly Affirmative Market Plan) (minimum of 10% weight) Bidders responding to this RFR are required to submit a Supplier Diversity Plan. Requirements for the Supplier Diversity Plan are included in Section 9.

5.4.3 Prompt Pay Discounts

5.4.4 Bidder Qualifications/ Experience – years in business, prior vendor with the Commonwealth Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at � HYPERLINK "mailto:COMMBUYS@state.ma.us" �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.