PA - eMarketplace
REQUEST FOR PROPOSALS FOR
Passenger Vehicle Telematics
ISSUING OFFICE
Office of Administration
Office for Information Technology
Bureau of IT Procurement
506 Finance Building
Harrisburg, PA 17120-0400
RFP NUMBER
6100036105
DATE OF ISSUANCE
March 10, 2016
REQUEST FOR PROPOSALS FOR
Passenger Vehicle Telematics
TABLE OF CONTENTS
CALENDAR OF EVENTS iii
Part I—GENERAL INFORMATION 1
Part II—PROPOSAL REQUIREMENTS 21
Part III—CRITERIA FOR SELECTION 28
Part IV—WORK STATEMENT 33
APPENDIX A IT CONTRACT TERMS AND CONDITIONS
APPENDIX B DOMESTIC WORKFORCE UTILIZATION CERTIFICATION
APPENDIX C COST MATRIX
APPENDIX D PROPOSAL COVER SHEET
APPENDIX E COSTARS PROGRAM ELECTION TO PARTICIPATE
APPENDIX F SMALL DIVERSE BUSINESS LETTER OF INTENT
APPENDIX G TRADE SECRET CONFIDENTIAL PROPRIETARY INFORMATION NOTICE
APPENDIX H BVM FLEET REPORT
APPENDIX I REQUIREMENTS FOR NON-COMMONWEALTH HOSTED APPLICATIONS SERVICES
APPENDIX J SERVICE LEVEL AGREEMENTS
APPENDIX K QUESTIONS AND ANSWERS TEMPLATE
APPENDIX L COMMUTE USAGE REPORTING
CALENDAR OF EVENTS
The Commonwealth will make every effort to adhere to the following schedule:
|Activity |Responsibility |Date |
|Deadline to submit Questions via email to: |Potential Offerors |Monday, |
|RA-OITPurchases@. | |March 21, 2016 |
| | |At 1:00 PM |
|Pre-proposal Conference Location: |Issuing Office/Potential |Thursday, |
| |Offerors |March 24, 2016 |
|Office for Information Technology | |At 1:00 PM |
|Bureau of IT Procurement | | |
|Finance Building, Room 503 | | |
|613 North Street | | |
|Harrisburg, PA 17120-0400 | | |
|Answers to Potential Offeror questions posted to the DGS website |Issuing Office |Friday |
|() no later than this date. | |March 25, 2016 |
| | |At 3:00 PM |
|Please monitor website for all communications regarding the RFP. |Potential Offerors |Ongoing |
|Sealed proposal must be received by the Issuing Office at: |Offerors |Wednesday |
| | |April 20, 2016 |
|Bureau of IT Procurement | |At 1:00 PM |
|c/o Commonwealth Mail Processing Center | | |
|2 Technology Park (rear) | | |
|Attn: IT Procurement, 506 Finance | | |
|Harrisburg, PA 17110 | | |
|Attn: Raymond A. Jaime | | |
| | | |
|Proposals must be time and date stamped by the facility receiving the proposal. Proposals | | |
|may only be hand-delivered between 6:15 a.m. and 2:15 p.m., Monday through Friday, | | |
|excluding Commonwealth holidays. | | |
PART I
GENERAL INFORMATION
Purpose. This request for proposals (RFP) provides to those interested in submitting proposals for the subject procurement (“Offerors”) sufficient information to enable them to prepare and submit proposals for the Office of Information Technology , Bureau of IT Procurement’s consideration on behalf of the Commonwealth of Pennsylvania (“Commonwealth”) to satisfy a need for Passenger Vehicle Telematics (“Project”).
Issuing Office. The Office of Information Technology, Bureau of IT Procurement (“Issuing Office”) has issued this RFP on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFP shall be Raymond A. Jaime, Office of Information Technology, Bureau of IT Procurement, RA-OITPurchases@, the Issuing Officer for this RFP. Please refer all inquiries to the Issuing Officer.
Scope. This RFP contains instructions governing the requested proposals, including the requirements for the information and material to be included; a description of the service to be provided; requirements which Offerors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFP.
Problem Statement. The Commonwealth is seeking a telematics solution to expand the management capabilities of its fleet of vehicles in order to reduce costs, increase safety and improve fleet efficiency. This RFP will be awarded in two (2) lots. Lot 1 is for vehicle hardware; and Lot 2 is for telematics system and services. Additional detail is provided in Part IV of this RFP.
Type of Contract. It is proposed that if the Issuing Office enters into a contract as a result of this RFP, it will be a firm, fixed price contract containing the IT Contract Terms and Conditions as shown in Appendix A. The Issuing Office, in its sole discretion, may undertake negotiations with Offerors whose proposals, in the judgment of the Issuing Office, show them to be qualified, responsible and capable of performing the Project.
Rejection of Proposals. The Issuing Office reserves the right, in its sole and complete discretion, to reject any proposal received as a result of this RFP.
Incurring Costs. The Issuing Office is not liable for any costs the Offeror incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of the contract.
Pre-proposal Conference. The Issuing Office will hold a Pre-proposal conference as specified in the Calendar of Events. The purpose of this conference is to provide opportunity for clarification of the RFP. Offerors should forward all questions to the Issuing Office in accordance with Part I, Section I-9, Questions & Answers, to ensure adequate time for analysis before the Issuing Office provides an answer. Offerors may also ask questions at the conference. In view of the limited facilities available for the conference, Offerors should limit their representation to two (2) individuals per Offeror. The Pre-proposal conference is for information only. Any answers furnished during the conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’ (DGS) website as an addendum to, and shall become part of, this RFP. Attendance at the Pre-proposal Conference is not mandatory.
Questions & Answers. If an Offeror has any questions regarding this RFP, the Offeror must submit the questions by email (with the subject line “RFP 6100036105 Question”) to the Issuing Officer named in Part I, Section I-2, Issuing Office, of the RFP. Questions must be submitted via email no later than the date indicated on the Calendar of Events. The Offeror shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer shall post the answers to the questions on the DGS website by the date stated on the Calendar of Events. An Offeror who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its proposal will not be responsive or competitive because the Commonwealth is not able to respond before the proposal receipt date or in sufficient time for the Offeror to prepare a responsive or competitive proposal. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Offeror to specific provisions in the RFP. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer must be provided to all Offerors through an addendum.
All questions and responses as posted on the DGS website are considered as an addendum to, and part of, this RFP in accordance with RFP Part I, Section I-10, Addenda to the RFP. Each Offeror shall be responsible to monitor the DGS website for new or revised RFP information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.
Addenda to the RFP. If the Issuing Office deems it necessary to revise any part of this RFP before the proposal response date, the Issuing Office will post an addendum to the DGS website at . It is the Offeror’s responsibility to periodically check the website for any new information or addenda to the RFP. Answers to the questions asked during the Questions & Answers period also will be posted to the website as an addendum to the RFP.
Response Date. To be considered for selection, hard copies of proposals must arrive at the Issuing Office on or before the time and date specified in the RFP Calendar of Events. The Issuing Office will not accept proposals via email or facsimile transmission. Offerors who send proposals by mail or other delivery service should allow sufficient delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Commonwealth office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission will be automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Offerors by posting an Addendum to the RFP. The hour for submission of proposals shall remain the same. The Issuing Office will reject, unopened, any late proposals.
Proposals. To be considered, Offerors should submit a complete response to this RFP to the Issuing Office, using the format provided in Part II, providing seven (7) paper copies (one (1) marked “ORIGINAL”) of the Technical Submittal, one (1) paper copy of the Cost Submittal and two (2) paper copies of the Small Diverse Business (SDB) participation submittal. In addition to the paper copies of the proposal, Offerors shall submit two complete and exact copies of the entire proposal (Technical, Cost and SDB submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Offeror must also submit one (1) electronic copy of a redacted version of the entire proposal, if redactions are necessary per Part I, Section I-18 C, Public Disclosure. The redacted version should be clearly labeled as such in a separate folder on the CD or Flash drive. The Offerors may not lock or protect any cells or tabs. Offerors should ensure that there is no costing information in the technical submittal. Offerors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Offeror and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Offeror shall make no other distribution of its proposal to any other Offeror or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Offeror to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix D to this RFP) and the Proposal Cover Sheet is attached to the Offeror’s proposal, the requirement will be met. For this RFP, the proposal must remain valid until a contract is fully executed. If the Issuing Office selects the Offeror’s proposal for award, the contents of the selected Offeror’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations.
Each Offeror submitting a proposal specifically waives any right to withdraw or modify it, except that the Offeror may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. An Offeror or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. An Offeror may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification which complies with the RFP requirements.
Small Diverse Business Information. The Issuing Office encourages participation by small diverse businesses as prime contractors, and encourages all prime contractors to make a significant commitment to use small diverse businesses as subcontractors and suppliers.
A Small Diverse Business is a DGS-verified minority-owned business, woman-owned business, veteran-owned business or service-disabled veteran-owned business
A small business is a business in the United States which is independently owned, not dominant in its field of operation, employs no more than 100 full-time or full-time equivalent employees, and earns less than $7 million in gross annual revenues for building design, $20 million in gross annual revenues for sales and services and $25 million in gross annual revenues for those businesses in the information technology sales or service business.
Questions regarding this Program can be directed to:
Department of General Services
Bureau of Diversity, Inclusion and Small Business Opportunities
Room 611, North Office Building
Harrisburg, PA 17125
Phone: (717) 783-3119
Fax: (717) 787-7052
Email: gs-bsbo@
Website: dgs.
The Department’s directory of BDISBO-verified minority, women, veteran and service disabled veteran-owned businesses can be accessed from: Searching for Small Diverse Businesses.
Economy of Preparation. Offerors should prepare proposals simply and economically, providing a straightforward, concise description of the Offeror’s ability to meet the requirements of the RFP.
Alternate Proposals. The Issuing Office will not accept alternate proposals.
Discussions for Clarification. Offerors may be required to make an oral or written clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and Offeror responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to contract execution.
Prime Contractor Responsibilities. The contract will require the selected Offeror to assume responsibility for all services offered in its proposal whether it produces them itself or by subcontract. The Issuing Office will consider the selected Offeror to be the sole point of contact with regard to contractual matters.
Proposal Contents.
A. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of Offerors’ submissions in order to evaluate proposals submitted in response to this RFP. Accordingly, except as provided herein, Offerors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Offeror who determines that it must divulge such information as part of its proposal must submit the signed written statement described in Part I, Section I-18 C, below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets, for required public disclosure purposes.
B. Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office’s option. The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the proposal becomes part of a contract. Notwithstanding any Offeror copyright and/or trademark designations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.
C. Public Disclosure. After the award of a contract pursuant to this RFP, all proposal submissions are subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be considered exempt under 65 P.S. § 67.708(b)(11) from public records requests. Refer to Appendix G, Trade Secret/Confidential Proprietary Information Notice, of the RFP for a form that may be utilized as the signed written statement, if applicable. If financial capability information is submitted in response to Part II of this RFP such financial capability information is exempt from public records disclosure under 65 P.S. § 67.708(b)(26).
Best and Final Offers.
A. While not required, the Issuing Office reserves the right to conduct discussions with Offerors for the purpose of obtaining “best and final offers.” To obtain best and final offers from Offerors, the Issuing Office may do one or more of the following, in any combination and order:
1) Schedule oral presentations;
2) Request revised proposals;
3) Conduct a reverse online auction; and
4) Enter into pre-selection negotiations.
B. The following Offerors will not be invited by the Issuing Office to submit a Best and Final Offer:
1) Those Offerors, which the Issuing Office has determined to be not responsible or whose proposals the Issuing Office has determined to be not responsive.
2) Those Offerors, which the Issuing Office has determined in accordance with Part III, Section III-5, Offeror Responsibility, from the submitted and gathered financial and other information, do not possess the financial capability, experience or qualifications to assure good faith performance of the contract.
3) Those Offerors whose score for their technical submittal of the proposal is less than 70% of the total amount of technical points allotted to the technical criterion.
The issuing office may further limit participation in the best and final offers process to those remaining responsible offerors which the Issuing Office has, within its discretion, determined to be within the top competitive range of responsive proposals.
C. The Evaluation Criteria found in Part III, Section III-4, Evaluation Criteria, shall also be used to evaluate the Best and Final offers.
D. Price reductions offered through any reverse online auction shall have no effect upon the Offeror’s Technical Submittal. Dollar commitments to Small Diverse Businesses can be reduced only in the same percentage as the percent reduction in the total price offered through any reverse online auction or negotiations.
News Releases. Offerors shall not issue news releases, Internet postings, advertisements or any other public communications pertaining to this Project without prior written approval of the Issuing Office, and then only in coordination with the Issuing Office.
Restriction of Contact. From the issue date of this RFP until the Issuing Office selects a proposal for award, the Issuing Officer is the sole point of contact concerning this RFP. Any violation of this condition may be cause for the Issuing Office to reject the offending Offeror’s proposal. If the Issuing Office later discovers that the Offeror has engaged in any violations of this condition, the Issuing Office may reject the offending Offeror’s proposal or rescind its contract award. Offerors must agree not to distribute any part of their proposals beyond the Issuing Office. An Offeror who shares information contained in its proposal with other Commonwealth personnel and/or competing Offeror personnel may be disqualified.
Issuing Office Participation. Offerors shall provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this Part I, Section I-22, Issuing Office Participation.
Term of Contract. The term of the contract will commence on the Effective Date and will end in three (3) years from the effective date. The Commonwealth may renew the contract for up to an additional two (2) years. The Issuing Office will fix the Effective Date after the contract has been fully executed by the selected Offeror and by the Commonwealth and all approvals required by Commonwealth contracting procedures have been obtained. The selected Offeror shall not begin to perform or incur any expenses under the contract until:
A. The contract Effective Date has arrived;
B. It has received a copy of the fully executed contract; and
C. It has received a purchase order or other written notice to proceed signed by the Contracting Officer.
Offeror’s Representations and Authorizations. By submitting its proposal, each Offeror understands, represents, and acknowledges that:
A. All of the Offeror’s information and representations in the proposal are true, correct, material and important, and the Issuing Office may rely upon the contents of the proposal in awarding the contract(s). The Commonwealth shall treat any misstatement, omission or misrepresentation as fraudulent concealment of the true facts relating to the proposal submission, punishable pursuant to 18 Pa. C.S. § 4904.
B. The Offeror has arrived at the price(s) and amounts in its proposal independently and without consultation, communication, or agreement with any other Offeror or potential offeror.
C. The Offeror has not disclosed the price(s), the amount of the proposal, nor the approximate price(s) or amount(s) of its proposal to any other firm or person who is an Offeror or potential offeror for this RFP, and the Offeror shall not disclose any of these items on or before the proposal submission deadline specified in the Calendar of Events of this RFP.
D. The Offeror has not attempted, nor will it attempt, to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.
E. The Offeror makes its proposal in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.
F. To the best knowledge of the person signing the proposal for the Offeror, the Offeror, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any Local, State or Federal governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by Local, State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as the Offeror has disclosed in its proposal.
G. To the best of the knowledge of the person signing the proposal for the Offeror and except as the Offeror has otherwise disclosed in its proposal, the Offeror has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Offeror that is owed to the Commonwealth.
H. The Offeror is not currently under suspension or debarment by the Commonwealth, any other state or the federal government, and if the Offeror cannot so certify, then it shall submit along with its proposal a written explanation of why it cannot make such certification.
I. The Offeror has not made, under separate contract with the Issuing Office, any recommendations to the Issuing Office concerning the need for the services described in its proposal or the specifications for the services described in the proposal. (See Pennsylvania State Adverse Interest Act, (71 P. S. §§ 776.1—776.7a).
J. Each Offeror, by submitting its proposal, authorizes Commonwealth agencies to release to the Commonwealth information concerning the Offeror’s Pennsylvania taxes, unemployment compensation and workers’ compensation liabilities.
K. Until the selected Offeror receives a fully executed and approved written contract from the Issuing Office, there is no legal and valid contract, in law or in equity The selected Offeror shall not begin to perform or incur any expenses under the contract until (1) the contract Effective Date has arrived; (2) it has received a copy of the fully executed contract; and (3) it has received a purchase order or other written notice to proceed signed by the Contracting Officer.
Notification of Selection.
A. Contract Negotiations. The Issuing Office will notify all Offerors in writing of the Offeror selected for contract negotiations after the Issuing Office has determined, taking into consideration all of the evaluation factors, the proposal that is the most advantageous to the Issuing Office.
B. Award. Offerors whose proposals are not selected will be notified when contract negotiations have been successfully completed and the Issuing Office has received the final negotiated contract signed by the selected Offeror.
Debriefing Conferences. Upon notification of award, Offerors whose proposals were not selected will be given the opportunity to be debriefed. The Issuing Office will schedule the debriefing at a mutually agreeable time. The debriefing will not compare the Offeror with other Offerors, other than the position of the Offeror’s proposal in relation to all other Offeror proposals. An Offeror’s exercise of the opportunity to be debriefed does not constitute nor toll the time for filing a protest (See Part I, Section I-27, and RFP Protest Procedure, of this RFP).
RFP Protest Procedure.
A. Who May File a Protest? An Offeror or Prospective Offeror which is aggrieved in connection with the RFP or award of the contract may file a protest. An Offeror is an entity which submits a proposal in response to an RFP. A Prospective Offeror is an entity which has not submitted a proposal in response to the RFP. No protest may be filed if the RFP is cancelled or if all proposals received in response to the RFP are rejected.
B. Place for Filing. A protest must be filed with the Agency Head Designee by either email or hardcopy.
1) A protest filed by email should be submitted to RA-oitprotests@, with a subject line including the solicitation number for which the action is being filed (6100036105).
2) A protest filed by hardcopy should be submitted to the attention of the Agency Head Designee at the following address:
V. Reid Walsh
Chief of Staff to the Secretary of Administration
613 North Street, Room 207
Harrisburg, PA 17120
C. Time for Filing.
1) A Prospective Offeror which is considering filing a proposal must file the protest prior to the proposal submission deadline specified in the RFP.
2) A protest filed by an Offeror which submits a proposal must be filed within seven (7) days after the protesting Offeror knew or should have known of the facts giving rise to the protest, but in no event may an Offeror file a protest later than seven (7) days after the date the notice of award of the contract is posted on the DGS website.
3) The date of filing the protest is the date the Agency Head Designee receives the protest.
4) For purposes of this RFP, to be timely, a protest must be received by 4:00 p.m. of the seventh day.
5) Commonwealth agencies are required by law to disregard any protest received beyond the deadlines established in this Part I, Section I-28, RFP Protest Procedure.
D. Contents of Protest.
1) A protest must be in writing. Hard copy in paper and electronic copy via email are acceptable.
2) A protest shall state all grounds upon which the protesting party asserts that the RFP or contract award was improper.
3) The protesting party may submit with the protest any documents or information it deems relevant.
E. Notice of Protest.
1) The Agency Head Designee will notify the successful Offeror of the protest if contractor selection has already been made.
2) If the Agency Head Designee receives the protest before selection, and he or she determines that substantial issues are raised by the protest, the Agency Head Designee will, in the sole discretion of the Agency Head Designee, notify all Offerors which appear to have a substantial and reasonable prospect of selection, as determined by the Agency Head, that a protest has been filed.
F. Stay of Procurement.
1) The Agency Head designee will promptly decide upon receipt of a timely protest whether or not the award of a contract shall be delayed, or if the protest is timely received after the award, whether the performance of the contract should be suspended.
2) The Issuing Office shall not proceed further with the RFP unless the Agency Head Designee makes a written determination that the protest is clearly without merit or that award of the contract without delay is necessary to protect the substantial interests of the Commonwealth.
G. Response and Reply.
1) Within 15 days of receipt of the protest, a response to the protest may be submitted to the Agency Head Designee. The protesting party must be copied on the response.
2) The protesting party may file a reply to the response within 10 days of the date of the response.
H. Procedures.
1) The Agency Head Designee shall review the protest and any response and reply.
2) The Agency Head Designee may request and review such additional documents or information he deems necessary to render a decision and may, at his sole discretion, conduct a hearing.
3) The Agency Head Designee shall provide to the protesting party and the contracting officer a reasonable opportunity to review and address any additional documents or information deemed necessary by the Agency Head Designee to render a decision.
I. Determination.
The Agency Head Designee shall promptly, but in no event later than 60 days from the filing of the protest unless both parties agree to an extension, issue a written determination. The determination shall:
1) State the reason for the decision, and
2) If the determination is a denial of the protest, inform the protesting party of its right to file an action in the Commonwealth Court within 15 days of the determination mailing date.
The Agency Head Designee shall send a copy of the determination to the protesting party and any other person determined by the Agency Head Designee in his sole discretion to be affected by the determination.
Use of Electronic Versions of this RFP. This RFP is being made available by electronic means. If an Offeror electronically accepts the RFP, the Offeror acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of a conflict between a version of the RFP in the Offeror’s possession and the Issuing Office’s version of the RFP, the Issuing Office’s version shall govern.
Information Technology Policies.
This RFP is subject to the Information Technology Policies (ITPs), formerly Information Technology Bulletins, issued by the Office of Administration, Office for Information Technology. ITPs may be found at .
All proposals must be submitted on the basis that all ITPs are applicable to this procurement. It is the responsibility of the Offeror to read and be familiar with the ITPs. Notwithstanding the foregoing, if the Offeror believes that any ITP is not applicable to this procurement, it must list all such ITPs in its technical response, and explain why it believes the ITP is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITP not be considered to be applicable to the procurement. The Offeror’s failure to list an ITP will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITPs.
COSTARS PROGRAM.
COSTARS Purchasers. Section 1902 of the Commonwealth Procurement Code, 62 Pa. C.S. § 1902 (“Section 1902”), authorizes local public procurement units and state-affiliated entities (together, “COSTARS Members”) to participate in Commonwealth procurement contracts that the Department of General Services (“DGS”) may choose to make available to COSTARS Members. DGS has identified this Contract as one which will be made available for COSTARS Members’ participation.
A. Only those entities registered with DGS are authorized to participate as COSTARS Members in this Contract. A COSTARS Member may be either a local public procurement unit or a state-affiliated entity.
1) A “local public procurement unit” is:
i) Any political subdivision (local government unit), such as a municipality, school district, or commission;
ii) Any public authority (including authorities formed under the Municipality Authorities Act of 1955 or other authorizing legislation, such as the Public Transportation Law or the Aviation Code);
iii) Any tax-exempt, nonprofit educational institution or organization;
iv) Any tax-exempt, nonprofit public health institution or organization;
v) Any nonprofit fire, rescue, or ambulance company; and
vi) Any other entity that spends public funds for the procurement of supplies, services, and construction (such as a council of governments, an area government, or an organization that receives public grant funds).
2) A state-affiliated entity is a Commonwealth authority or other Commonwealth entity that is not a Commonwealth agency. The term includes:
i) The Pennsylvania Turnpike Commission;
ii) The Pennsylvania Housing Finance Agency;
iii) The Pennsylvania Municipal Retirement System;
iv) The Pennsylvania Infrastructure Investment Authority;
v) The State Public School Building Authority;
vi) The Pennsylvania Higher Education Facilities Authority, and
vii) The State System of Higher Education.
The term does not include any court or other officer or agency of the unified judicial system, the General Assembly and its officers and agencies, any State-related institution, or any Commonwealth executive or independent agencies, boards, or commissions not listed above. Statewide “row” offices, including the Auditor General, Attorney General, and State Treasurer are not State-affiliated entities under the Procurement Code.
However, elements of the court system, the General Assembly, and independent agencies, boards, or commissions have been deemed eligible for COSTARS membership as entities that spend public funds for the procurement of supplies, services, and construction.
3) A complete list of local public procurement units and state-affiliated entities that have registered with DGS and that are authorized to procure items from the Contract can be found at .
B. COSTARS Members have the option to purchase from this Contract, from any DGS contract established exclusively for COSTARS Members in accordance with the requirements of Section 1902, from any other cooperative procurement contracts, or from their own procurement contracts established in accordance with the applicable laws governing such procurements. The Contractor understands and acknowledges that there is no guarantee that a COSTARS Member will place an order under this Contract, and that the decision to procure from this Contract is within the sole discretion of each COSTARS Member.
C. DGS is acting as a facilitator for COSTARS Members who may wish to purchase under this Contract. COSTARS Members that participate in this Contract and issue purchase orders (“POs”) to Contractors are third party beneficiaries who have the right to sue and be sued for breach of this Contract without joining the Commonwealth or DGS as a party. The Commonwealth will not intervene in any action between a Contractor and a COSTARS Member unless substantial interests of the Commonwealth are involved.
D. COSTARS Members electing to participate in this Contract will order items directly from the Contractor and be responsible for payment directly to the Contractor.
E. Those Contractors electing to permit COSTARS Members to procure from this Contract shall pay the Required Administrative Fee applicable to the Contractor’s classification:
|Contractor Classification |Required Administrative Fee |
|Department of General Services |$500 |
|Certified Small Business Bidder | |
|All Other Bidders |$1,500 |
1) Each bidder electing to permit COSTARS Members to participate in the Contract must submit the COSTARS Program Election to Participate form with its bid submittal and pay the applicable Administrative Fee upon Contract award in order to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services-Certified Small Business, a copy of its active certification must be included with the bid submittal.
2) At the beginning of each Contract year and upon any Contract renewal, the Contractor shall submit a check for the required amount, payable to “Commonwealth of PA.” The Contractor must pay the Administrative Fee at each contract renewal date to continue to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services-Certified Small Business, a copy of its active certification must be included with the Administrative Fee for each contract year and upon each renewal.
F. DGS has registered the COSTARS name and logo (together, the “COSTARS Brand”) as a trademark with the Pennsylvania Department of State. Therefore, the Contractor may use the COSTARS Brand only as permitted under in this Subsection.
1) The Contractor shall pay the Administrative Fee covering its participation in the program, including without limitation any use of the COSTARS Brand, for each year of the Contract period. The fee is payable upon Contract award and prior to the renewal date for each succeeding Contract period.
2) DGS grants the Contractor a nonexclusive license to use the COSTARS Brand, subject to the following conditions:
i) The Contractor agrees not to transfer to any third party, including without limitation any of its subcontractors or suppliers, any privileges it may have to use the COSTARS Brand under this Contract.
ii) The Contractor agrees not to use the COSTARS Brand to represent or imply any Commonwealth endorsement or approval of its products or services.
iii) The Contractor is permitted to use the COSTARS Brand in broadcast, or Internet media solely in connection with this Contract and any other Contract with the Commonwealth under which it has agreed to make sales to COSTARS Purchasers. The Contractor may use the COSTARS Brand on business cards, brochures, and other print publications so long as the purpose is to identify the Contractor as a COSTARS vendor, and only so long as the required Contract fee is kept current.
iv) Should this Contract terminate for any reason, the Contractor agrees promptly to remove the COSTARS Brand from any and all print and electronic media and to refrain from using the COSTARS Brand for any purpose whatsoever from the date of Contract termination forward.
v) The Contractor agrees to defend, indemnify, and hold harmless the Commonwealth of Pennsylvania and DGS from and against all claims, demands, liabilities, obligations, costs, and expenses of any nature whatsoever arising out of or based upon the Contractor’s use of the COSTARS Brand.
vi) The Contractor agrees it has no property rights in the use of the COSTARS Brand by virtue of this nonexclusive license. The Contractor expressly waives any claims, including without limitation due process claims that may otherwise be available under the law in the event of any dispute involving these terms of use.
G. The Contractor shall furnish to the DGS COSTARS Program Office a quarterly electronic Contract sales report detailing the previous quarter’s Contract purchasing activity, using the form and in the format prescribed by DGS. The Contractor shall submit its completed quarterly report no later than the fifteenth calendar day of the succeeding Contract quarter.
1) The Contractor shall submit the reports via the web-based COSTARS Suppliers’ Gateway at . If a Contractor does not have access to the Internet, the Contractor shall send the reports, using the form and in the format prescribed by DGS, on compact disc via US Postal Service to the DGS COSTARS Program Office, Bureau of Procurement, 6th Floor Forum Place, 555 Walnut Street, Harrisburg, PA 17101-1914.
2) For each PO received, the Contractor shall include on the report the name and address of each COSTARS-Registered Purchaser that has used the Contract along with the sales date, and dollar volume of sales to the specific Purchaser for the reporting period.
3) DGS may suspend the Contractor’s participation in the COSTARS Program for failure to provide the Quarterly Sales Report within the specified time.
H. Additional information regarding the COSTARS Program is available on the DGS COSTARS Website at
1) If the Contractor is aware of any qualified entity not currently registered and wishing to participate in the COSTARS Program, please refer the potential purchaser to the DGS COSTARS Website at , where it may register by completing the online registration form and receiving DGS confirmation of its registration. To view a list of currently-registered COSTARS member entities, please visit the COSTARS website.
2) Direct all questions concerning the COSTARS Program to:
Department of General Services
COSTARS Program
555 Walnut Street, 6th Floor
Harrisburg, PA 17101
Telephone: 1-866-768-7827
E-mail: GS-PACostars@state.pa.us
Participating Addendum with an External Procurement Activity. Section 1902 of the Commonwealth Procurement Code, 62 Pa. C.S. § 1902, permits external procurement activities to participate in cooperative purchasing agreements for the procurement of services, supplies or construction.
A. Definitions. The following words and phrases have the meanings set forth in this provision:
1) External procurement activity: The term, as defined in 62 Pa. C. S. § 1901, means a “buying organization not located in the Commonwealth [of Pennsylvania] which if located in this Commonwealth would qualify as a public procurement unit [under 62 Pa. C.S. §1901]. An agency of the United States is an external procurement activity.”
2) Participating addendum: A bilateral agreement executed by the Contractor and an external procurement activity that clarifies the operation of the Contract for the external procurement activity concerned. The terms and conditions in any participating addendum shall affect only the procurements of the purchasing entities under the jurisdiction of the external procurement activity signing the participating addendum.
3) Public procurement unit: The term, as defined in 62 Pa. C. S. § 1901, means a “local public procurement unit or purchasing agency.”
4) Purchasing agency: The term, as defined in 62 Pa. C. S. § 103, means a “Commonwealth agency authorized by this part or any other law to enter into contracts for itself or as the agent of another Commonwealth agency.”
B. General. A participating addendum shall incorporate the terms and conditions of the Contract resulting from this RFP. The Contractor shall not be required to enter into any participating addendum.
C. Additional Terms.
1) A participating addendum may include additional terms that are required by the law governing the external procurement activity.
2) A participating addendum may include new, mutually agreed upon terms that clarify ordering procedures specific to a participating external procurement activity.
3) The construction and effect of any participating addendum shall be governed by and construed in accordance with the laws governing the external procurement activity.
4) If an additional term requested by the external procurement activity will result in an increased cost to the Contractor, the Contractor shall adjust its pricing up or down accordingly.
D. Prices.
1) Price adjustment. For any costs affecting the percent markup that the Contractor will or will not incur or that differ from costs incurred or not incurred in the fulfillment of this Contract, the Contractor shall adjust its pricing up or down accordingly. These costs may include, but not be limited to:
i) State and local taxes;
ii) Unemployment and workers compensation fees;
iii) E-commerce transaction fees; and
iv) Costs associated with additional terms, established pursuant to this Part I, Section I-31.
2) The Contractor’s pricing for an external procurement activity shall be firm and fixed for the duration of the initial term of the Contract. After the initial term of the Contract, if the Contract is renewed, the Contractor’s pricing may be adjusted up or down based on market conditions only with the mutual agreement of both the Contractor and any external procurement activity.
E. Usage Reports on External Procurement Activities. The Contractor shall furnish to the Contracting Officer an electronic quarterly usage report, preferably in spreadsheet format no later than the fifteenth calendar day of the succeeding calendar quarter. Reports shall be e-mailed to the Contracting Officer for the Contract. Each report shall indicate the name and address of the Contractor, contract number, period covered by the report, the name of the external procurement activity that has used the Contract and the total volume of sales to the external procurement activity for the reporting period.
F. Electronic Copy of Participating Addendum. The Contractor, upon request of the Contracting Officer, shall submit one (1) electronic copy of the participating addendum to the Contracting Officer within 10 days after request.
PART II
PROPOSAL REQUIREMENTS
Offerors must submit their proposals in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Offerors should provide any other information thought to be relevant, but not applicable to the enumerated categories, as an appendix to the Proposal. All cost data relating to this proposal and all Small Diverse Business cost data should be kept separate from and not included in the Technical Submittal. Each Proposal shall consist of the following three (3) separately sealed submittals:
A. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 through II-8;
B. Small Diverse Business participation submittal, in response to RFP Part II, Section II-9; and
C. Cost Submittal, in response to RFP Part II, Section II-10.
The Issuing Office reserves the right to request additional information which, in the Issuing Office’s opinion, is necessary to assure that the Offeror’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFP.
The Issuing Office may make investigations as deemed necessary to determine the ability of the Offeror to perform the Project, and the Offeror shall furnish to the Issuing Office all requested information and data. The Issuing Office reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy the Issuing Office that such Offeror is properly qualified to carry out the obligations of the RFP and to complete the Project as specified.
Statement of the Problem. State in succinct terms your understanding of the problem presented or the service required by this RFP.
Management Summary. Include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided.
Work Plan. Describe in narrative form your technical plan for accomplishing the work. Use the section descriptions in Part IV of this RFP (in sequential order as they appear in this RFP) as your reference point. Modifications of the section descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.
Prior Experience. Include experience in implementing, operating and maintaining the proposed SaaS Vehicle Telematics Solution and providing those services in similar size and scope as those outlined in this RFP. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.
• Offeror(s) shall include references for the past three (3) years for any clients that have terminated services for non-performance.
• The selected Offeror shall have experience integrating its solution with M5 software and a fuel card system.
o Offerors shall also include references of current or prior clients for which it successfully performed AssetWorks M5 FleetFocus software (“M5 software”) software integration.
o Offerors shall include references of current or prior clients for which it successfully integrated the proposed solution with a fuel card system.
Personnel. Include the number of executive and professional personnel, analysts, auditors, researchers, programmers, consultants, etc., who will be engaged in the work. Show where these personnel will be physically located during the time they are engaged in the Project. For key personnel, such as account manager(s), designated customer service representative(s), trainer(s), testing lead, implementation lead and any other key personnel to be assigned to this project, include the employee’s name and, through a resume or similar document, the Project personnel’s education and experience in vehicle telematics solutions and services and the role for which they will be assigned to this Project. Indicate the responsibilities each individual will have in this Project and how long each has been with your company. Identify by name any subcontractors you intend to use and the services they will perform.
In addition, Offeror(s) shall describe the qualifications of other key personnel not directly assigned to this project, but whose expertise and leadership may impact the quality of service delivered by the Offeror. This shall include, but not be limited to: Information Security Officer; Enterprise/Solution Architect; Network Architect; and Data Architect.
Training. If appropriate, indicate recommended training of agency personnel. Include the agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors.
Financial Capability. Describe your company’s financial stability and economic capability to perform the contract requirements. Provide your company’s financial statements (audited, if available) for the past three (3) fiscal years. Financial statements must include the company’s Balance Sheet and Income Statement or Profit/Loss Statements. Also include a Dun & Bradstreet comprehensive report, if available. If your company is a publicly traded company, please provide a link to your financial records on your company website in lieu of providing hardcopies. The Commonwealth reserves the right to request additional information it deems necessary to evaluate an Offeror’s financial capability.
Objections and Additions to IT Contract Terms and Conditions and other Appendices. The Offeror will identify which, if any, of the terms and conditions (contained in Appendix A, Appendix I and Appendix J) it would like to negotiate and what additional terms and conditions the Offeror would like to add to the IT Contract Terms and Conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the IT Contract Terms and Conditions, Appendix I and/or Appendix J. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for Appendix A, Appendix I or Appendix J. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.
Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in Appendix A, Appendix I and Appendix J. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in Appendix A or to other provisions of the RFP as specifically identified above.
Small Diverse Business Participation Submittal.
A. To receive credit for being a Small Diverse Business or for subcontracting with a Small Diverse Business (including purchasing supplies and/or services through a purchase agreement), an Offeror must include proof of Small Diverse Business qualification in the Small Diverse Business participation submittal of the proposal, as indicated below:
A Small Diverse Business verified by BDISBO as a Small Diverse Business must provide a photocopy of its DGS issued certificate entitled “Notice of Small Business Self-Certification and Small Diverse Business Verification” indicating its diverse status.
B. In addition to the above certificate, the Offeror must include in the Small Diverse Business participation submittal of the proposal the following information:
1) All Offerors must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Offeror and not by subcontractors and suppliers.
2) All Offerors must include a numerical percentage which represents the total percentage of the total cost in the Cost Submittal that the Offeror commits to paying to Small Diverse Businesses (SDBs) as subcontractors. To support its total percentage SDB subcontractor commitment, Offeror must also include:
i) The percentage and dollar amount of each subcontract commitment to a Small Diverse Business;
ii) The name of each Small Diverse Business. The Offeror will not receive credit for stating that after the contract is awarded it will find a Small Diverse Business.
iii) The services or supplies each Small Diverse Business will provide, including the timeframe for providing the services or supplies.
iv) The location where each Small Diverse Business will perform services.
v) The timeframe for each Small Diverse Business to provide or deliver the goods or services.
vi) A subcontract or letter of intent signed by the Offeror and the Small Diverse Business (SDB) for each SDB identified in the SDB Submittal. The subcontract or letter of intent must identify the specific work, goods or services the SDB will perform, how the work, goods or services relates to the project, and the specific timeframe during the term of the contract and any option/renewal periods when the work, goods or services will be performed or provided. In addition, the subcontract or letter of intent must identify the fixed percentage commitment and associated estimated dollar value that each SDB will receive based on the total value of the initial term of the contract as provided in the Offeror's Cost Submittal. Attached is a letter of intent template which may be used to satisfy these requirements. See Appendix F, Small Diverse Business Letter of Intent.
vii) The name, address and telephone number of the primary contact person for each Small Diverse Business.
a) The total percentages and each SDB subcontractor commitment will become contractual obligations once the contract is fully executed.
b) The name and telephone number of the Offeror’s project (contact) person for the Small Diverse Business information.
C. The Offeror is required to submit two (2) copies of its Small Diverse Business participation submittal. The submittal shall be clearly identified as Small Diverse Business information and sealed in its own envelope, separate from the remainder of the proposal.
1) A Small Diverse Business can be included as a subcontractor with as many prime contractors as it chooses in separate proposals.
2) An Offeror that qualifies as a Small Diverse Business and submits a proposal as a prime contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Offerors.
Cost Submittal. The information requested in this Part II, Section II-10, Cost Submittal, shall constitute the Cost Submittal. The Cost Submittal shall be placed in a separate sealed envelope within the sealed proposal, separated from the technical submittal. The total proposed cost shall be broken down into the following components listed on Appendix C, Cost Matrix. Please us the instructions contained in Appendix C, Cost Matrix, for further information. Offerors should not include any assumptions in their cost submittals. If the Offeror includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Offerors should direct in writing to the Issuing Office pursuant to Part I, Section I-9, Questions & Answers, of this RFP any questions about whether a cost or other component is included or applies. All Offerors will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis.
The Issuing Office will reimburse the selected Offeror for work satisfactorily performed after execution of a written contract and the start of the contract term, in accordance with contract requirements, and only after the Issuing Office has issued a notice to proceed.
Domestic Workforce Utilization Certification. Complete and sign the Domestic Workforce Utilization Certification contained in Appendix B, Domestic Workforce Utilization Certification, of this RFP. Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal.
COSTARS Program Election to Participate. Offerors electing to permit COSTARS members to participate in this Contract should complete and sign the COSTARS Program Election to Participate form contained in Appendix E, COSTARS Program Election to Participate, of this RFP. If the Offeror is asserting that it is a Department of General Services Certified Small Business, also provide an active Department of General Services Small Business Certification. Submit the form and the certification, as applicable, in the same sealed envelope with the Technical Submittal only if the Offeror elects to participate in the program.
PART III
CRITERIA FOR SELECTION
Mandatory Responsiveness Requirements. To be eligible for selection, a proposal must be:
A. Timely received from an Offeror;
B. Properly signed by the Offeror.
Technical Nonconforming Proposals. The two (2) Mandatory Responsiveness Requirements set forth in Section III-1, Mandatory Responsiveness Requirements, above (A—B) are the only RFP requirements that the Commonwealth will consider to be non-waivable. The Issuing Office reserves the right, in its sole discretion, to (1) waive any other technical or immaterial nonconformities in an Offeror’s proposal, (2) allow the Offeror to cure the nonconformity, or (3) consider the nonconformity in the scoring of the Offeror’s proposal.
Evaluation. The Issuing Office has selected a committee of qualified personnel to review and evaluate timely submitted proposals. Independent of the committee, BDISBO will evaluate the Small Diverse Business participation submittal and provide the Issuing Office with a rating for this component of each proposal. The Issuing Office will notify in writing of its selection for negotiation the responsible Offeror whose proposal is determined to be the most advantageous to the Commonwealth as determined by the Issuing Office after taking into consideration all of the evaluation factors.
Evaluation Criteria. The following criteria will be used in evaluating each proposal:
A. Technical: The Issuing Office has established the weight for the technical criterion for this RFP as 50% of the total points. Evaluation will be based upon the following:
1) Prior Experience;
2) Personnel Qualifications;
3) Soundness of Approach and
4) Understanding the Problem.
The final Technical scores are determined by giving the maximum number of technical points available to the proposal with the highest raw technical score. The remaining proposals are rated by applying the Technical Scoring Formula set forth at the following webpage:
B. Cost: The Issuing Office has established the weight for the Cost criterion for this RFP as 30% of the total points. The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the Cost Formula set forth at the following webpage:
C. Small Diverse Business Participation:
BDISBO has established the weight for the Small Diverse Business (SDB) participation criterion for this RFP as 20% of the total points. Each SDB participation submittal will be rated for its approach to enhancing the utilization of SDBs in accordance with the below-listed priority ranking and subject to the following requirements:
1) A business submitting a proposal as a prime contractor must perform 60% of the total contract value to receive points for this criterion under any priority ranking.
2) To receive credit for an SDB subcontracting commitment, the SDB subcontractor must perform at least 50% of the work subcontracted to it.
3) A significant subcontracting commitment is a minimum of five percent (5%) of the total contract value.
4) A subcontracting commitment less than five percent (5%) of the total contract value is considered nominal and will receive reduced or no additional SDB points depending on the priority ranking.
Priority Rank 1: Proposals submitted by SDBs as prime offerors will receive 150 points. In addition, SDB prime offerors that have significant subcontracting commitments to additional SDBs may receive up to an additional 50 points (200 points total available).
Subcontracting commitments to additional SDBs are evaluated based on the proposal offering the highest total percentage SDB subcontracting commitment. All other Offerors will be scored in proportion to the highest total percentage SDB subcontracting commitment within this ranking. See formula below.
Priority Rank 2: Proposals submitted by SDBs as prime contractors, with no or nominal subcontracting commitments to additional SDBs, will receive 150 points.
Priority Rank 3: Proposals submitted by non-small diverse businesses as prime contractors, with significant subcontracting commitments to SDBs, will receive up to 100 points. Proposals submitted with nominal subcontracting commitments to SDBs will receive points equal to the percentage level of their total SDB subcontracting commitment.
SDB subcontracting commitments are evaluated based on the proposal offering the highest total percentage SDB subcontracting commitment. All other Offerors will be scored in proportion to the highest total percentage SDB subcontracting commitment within this ranking. See formula below.
Priority Rank 4: Proposals by non-small diverse businesses as prime contractors with no SDB subcontracting commitments shall receive no points under this criterion.
To the extent that there are multiple SDB Participation submittals in Priority Rank 1 and/or Priority Rank 3 that offer significant subcontracting commitments to SDBs, the proposal offering the highest total percentage SDB subcontracting commitment shall receive the highest score (or additional points) available in that Priority Rank category and the other proposal(s) in that category shall be scored in proportion to the highest total percentage SDB subcontracting commitment. Proportional scoring is determined by applying the following formula:
SDB % Being Scored x Points/Additional = Awarded/Additional
Highest % SDB Commitment Points Available* SDB Points
Priority Rank 1 = 50 Additional Points Available
Priority Rank 3 = 100 Total Points Available
Please refer to the following webpage for an illustrative chart, which shows SDB scoring based on a hypothetical situation in which the Commonwealth receives proposals for each Priority Rank:
D. Domestic Workforce Utilization: Any points received for the Domestic Workforce Utilization criterion are bonus points in addition to the total points for this RFP. The maximum amount of bonus points available for this criterion is 3% of the total points for this RFP.
To the extent permitted by the laws and treaties of the United States, each proposal will be scored for its commitment to use domestic workforce in the fulfillment of the contract. Maximum consideration will be given to those Offerors who will perform the contracted direct labor exclusively within the geographical boundaries of the United States or within the geographical boundaries of a country that is a party to the World Trade Organization Government Procurement Agreement. Those who propose to perform a portion of the direct labor outside of the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement will receive a correspondingly smaller score for this criterion. See the following webpage for the Domestic Workforce Utilization Formula:
.
Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal. The certification will be included as a contractual obligation when the contract is executed.
Offeror Responsibility. To be responsible, an Offeror must submit a responsive proposal and possess the capability to fully perform the contract requirements in all respects and the integrity and reliability to assure good faith performance of the contract.
In order for an Offeror to be considered responsible for this RFP and therefore eligible for selection for best and final offers or selection for contract negotiations:
A. The total score for the technical submittal of the Offeror’s proposal must be greater than or equal to 70% of the available technical points; and
B. The Offeror’s financial information must demonstrate that the Offeror possesses the financial capability to assure good faith performance of the contract. The Issuing Office will review the Offeror’s previous three financial statements, any additional information received from the Offeror, and any other publicly-available financial information concerning the Offeror, and assess each Offeror’s financial capacity based on calculating and analyzing various financial ratios, and comparison with industry standards and trends.
An Offeror which fails to demonstrate sufficient financial capability to assure good faith performance of the contract as specified herein may be considered by the Issuing Office, in its sole discretion, for Best and Final Offers or contract negotiation contingent upon such Offeror providing contract performance security, in a form acceptable to the Issuing Office, for 20% of the proposed value of the base term of the contract. Based on the financial condition of the Offeror, the Issuing Office may require a certified or bank (cashier’s) check, letter of credit, or a performance bond conditioned upon the faithful performance of the contract by the Offeror. The required performance security must be issued or executed by a bank or surety company authorized to do business in the Commonwealth. The cost of the required performance security will be the sole responsibility of the Offeror and cannot increase the Offeror’s cost proposal or the contract cost to the Commonwealth.
Further, the Issuing Office will award a contract only to an Offeror determined to be responsible in accordance with the most current version of Commonwealth Management Directive 215.9, Contractor Responsibility Program.
Final Ranking and Award.
A. After any best and final offer process conducted, the Issuing Office will combine the evaluation committee’s final technical scores, BDISBO’s final small diverse business participation scores, the final cost scores, and (when applicable) the domestic workforce utilization scores, in accordance with the relative weights assigned to these areas as set forth in this Part III.
B. The Issuing Office will rank responsible offerors according to the total overall score assigned to each, in descending order.
C. The Issuing Office must select for contract negotiations the offeror with the highest overall score; PROVIDED, HOWEVER, THAT AN AWARD WILL NOT BE MADE TO AN OFFEROR WHOSE PROPOSAL RECEIVED THE LOWEST TECHNICAL SCORE AND HAD THE LOWEST COST SCORE OF THE RESPONSIVE PROPOSALS RECEIVED FROM RESPONSIBLE OFFERORS. IN THE EVENT SUCH A PROPOSAL ACHIEVES THE HIGHEST OVERALL SCORE, IT SHALL BE ELIMINATED FROM CONSIDERATION AND AWARD SHALL BE MADE TO THE OFFEROR WITH THE NEXT HIGHEST OVERALL SCORE.
D. The Issuing Office has the discretion to reject all proposals or cancel the request for proposals, at any time prior to the time a contract is fully executed, when it is in the best interests of the Commonwealth. The reasons for the rejection or cancellation shall be made part of the contract file.
PART IV
WORK STATEMENT
Objectives.
A. General. The Commonwealth is seeking a telematics solution to expand the capabilities of Commonwealth fleet vehicle management.
B. Specific. Specific objectives for this project include:
1) Reducing costs;
2) Increasing safety;
3) Improving fleet efficiency; and
4) Extending useful life of vehicles.
Nature and Scope of the Project. The Commonwealth, through the Department of General Services’ Bureau of Vehicle Management (“BVM”), manages the Commonwealth’s vehicle fleet, which includes approximately 10,000 vehicles, including passenger, emergency and off-road vehicles. Of those approximately 10,000 vehicles, approximately 5,500 are currently in use by various Commonwealth agencies and are deployed throughout the Commonwealth. It is these vehicles that will be subject to the first deployment. Appendix H, BVM Fleet Report provides a more detailed summary of the Commonwealth’s current fleet by classification, including vehicle make, model and model year. The Commonwealth may add and/or remove vehicles from participation throughout the term of the contract resulting from this RFP.
The Commonwealth’s passenger vehicle fleet is managed via M5 software. BVM is seeking a complementary vehicle telematics solution to provide real-time vehicle monitoring. The selected solution shall also interface with the M5 software to automate vehicle maintenance scheduling and provide extensive reporting of driver and vehicle data.
The selected solution must utilize the latest technology and include all vehicle hardware, software, airtime services, initial installation, maintenance/repair, testing, training, reports, on-going technical support, and system upgrades necessary to ensure full and complete functionality of the system. The selected solution software shall be offered via software-as–a-service (SaaS).
The Commonwealth requires an initial rollout for the purpose of proof of concept for the proposed solution. The proof of concept will be conducted on approximately 60 fleet vehicles. The selected Offeror must demonstrate a fully operational solution meeting the requirements of this RFP and receive Commonwealth acceptance and authorization to proceed with the remaining fleet installations and implementation.
This RFP will be awarded in two (2) lots. Lot 1 is for vehicle unit hardware; Lot 2 is for telematics system and services. Both lots will be awarded to a single selected Offeror. The Commonwealth, at its sole discretion, may choose to procure Lot 1 vehicle unit hardware through other sources.
Requirements. Offerors shall describe how it will meet the requirements listed in this RFP.
A. Vehicle Unit Hardware. Vehicle unit hardware will include, but not be limited to: vehicle units; mounting harnesses; and all other hardware required to mount the vehicle units. The Commonwealth reserves the right to transfer vehicle units between vehicles within an agency or between agencies at no additional cost to the Commonwealth.
1) Specifications. Offerors shall provide hardware specifications for vehicle units, mounting harnesses, and all other hardware required to mount the vehicle units.
2) Life Expectancy. Offerors shall describe the life expectancy/cycle of vehicle units.
3) Warranty. Offerors shall describe the warranty coverage of the vehicle units. At a minimum, all vehicle unit warranties shall continue in effect for the term of the contract resulting from this RFP.
4) Unit Replacement. The selected Offeror shall ship replacement vehicle units to the locations indicated by the Commonwealth. The selected Offeror shall be responsible for all freight and mailing costs, including shipment costs for the defective/inoperable vehicle units being returned by the Commonwealth. Replacement vehicle unit shall be delivered within three (3) business days of request. Replacement units shall be new (not refurnished), unused and manufactured no longer than 12 months prior to distribution to the Commonwealth.
5) Vehicle Warranty. Offeror(s) shall describe how its vehicle units are compatible with various vehicle manufacturers and any potential impact to the vehicle warranties.
6) GPS. The vehicle unit shall:
i) Identify its location based on defined business rules or through a remote ad-hoc request.
ii) Have the ability to prevent GPS from being disabled by the driver or passengers.
iii) Have the ability to remotely activate/deactivate GPS location services for vehicle from an external solution.
7) Data Synchronization. Offerors shall describe how often the data collected from the vehicle units can be uploaded to an external solution.
8) Data Retention. Offerors shall describe how long data collected from vehicle units can be stored within the solution.
9) Out of Range Capabilities. Offerors shall describe how data collected from the vehicle units is uploaded to an external solution, when the vehicle is out-of-range (ie., remote rural location, tunnel).
B. Telematics System and Services. Offerors shall describe method for meeting the requirements of this RFP. The telematics system shall be provided without the need of resident software on the part of the Commonwealth.
1) The proposed SaaS solution must currently be in production.
2) Online User Interface. The solution must provide a secure user interface that provides, at a minimum, the following:
i) Unit identification by:
a) Commonwealth unit vehicle number;
b) License plate/tag;
c) Vehicle department grouping; and
d) Vehicle Identification Number (VIN).
ii) GPS and map interactive location of unit;
iii) Route recall of unit available online for 48 months;
iv) Vehicle usage, location and telemetry for accident investigation;
v) Ability to define and manage landmarks on GPS map(s);
vi) Ability to identify the closest landmarks to a vehicle based on the vehicle’s GPS data;
vii) Create and modify geo-fencing; and
viii) Full web-based capability and availability through any web browser. The solution shall not require any plugins or other software to utilize the solution. Offerors shall describe how the solution is accessed, including but not limited to browser and device capability (i.e. tablet, mobile).
3) System Administration. The solution must allow for the flexible creation and management of roles and groups including, but not limited to:
i) Agency/Department;
ii) Bureau;
iii) Individual users;
iv) Vehicle management; and
v) Multiple ad-hoc project groups.
Offerors shall describe options to change the reporting parameters, including but not limited to: frequency of syncing data; and change vehicle settings. Offerors shall describe the tools and options for summarizing data and purging historical data.
4) Data Retention. At a minimum data shall be stored in the solution and available on-line for two (2) years. The solution must provide a feature to export the data to the Commonwealth in a form acceptable to the Commonwealth.
5) Reporting. The solution must provide metrics for vehicles and drivers that can be configured by the Commonwealth. Offeror(s) shall describe all standardized reporting that is part of its system.
Offerors shall provide a directory of standard reports and include samples of the standard reports in its technical proposal. At a minimum, the following reports shall be included:
i) Vehicle and engine speed (trip max and average);
ii) Vehicle acceleration/deceleration rate;
iii) Idle duration and stop time;
iv) Geo-fence exceptions ;
v) Fuel use and MPG;
vi) Odd/weekend hours usage;
vii) Odometer and engine hours;
viii) Malfunction Indicator Lamp (MIL);
ix) Active Diagnostic Trouble Codes (DTC);
x) Driver’s hours of service;
xi) Stop details;
xii) Landmark log and history;
xiii) GPS/AVL malfunction ;
xiv) Time of accident;
xv) Driver report card; and
xvi) Theft recovery.
Offerors shall describe tools available within the software to build configurable reports.
6) Dashboards and Email Notifications.
i) The solution must provide email alerts of specified metrics (i.e. unsafe driving, critical vehicle trouble codes) to specified recipients.
ii) The solution shall provide immediate notification if the device is disconnected in the car.
iii) The solution shall provide a configurable dashboard based on user role and organization to provide a quick glance at the organizations vehicles.
iv) The solution shall provide immediate notification if the vehicle does not operate for an identified period of time between identified hours.
v) The solution shall provide geo-fencing notifications.
7) Commute Usage Reporting. This functionality is desired, not required, Offerors shall describe if its proposed solution provides commute usage reporting. Appendix L Commute Usage Report provides a more detailed description of this report.
8) Additional features.
i) Offerors shall describe any additional functions and features included as part of its solution at no additional cost to the Commonwealth.
ii) Offerors shall describe additional capabilities of its system that are not included as part of the proposed solution or are currently in development which could be made available in future releases or upon request.
9) System Documentation and Training. Offerors shall describe the training methodology and format delivery method for materials. The selected Offeror shall provide electronic service manuals, written instructions, user manuals and training manuals for installing the hardware and for using the software. At a minimum, the selected Offeror shall provide training as described in Part IV, Section IV-4, Tasks.
i) The selected Offeror shall provide a survey to training attendees. The survey shall include, but not be limited to, knowledge assessment, training material assessment, and overall satisfaction. The survey shall be subject to Commonwealth approval.
ii) If training does not provide effective knowledge transfer to BVM staff, the selected Offeror shall provide additional training to BVM staff at no cost to the Commonwealth.
10) Batch Unit Maintenance. The solution must be able to perform batch processing of unit and vehicle management information. Offeror(s) shall describe how bulk information can be managed; including but not limited to:
i) Adding new vehicles;
ii) Updating license plates/tags;
iii) Updating department grouping and preferences; and
iv) Reassigning devices from one vehicle to another.
C. Hosting Requirements. The selected Offeror shall host the solution. The selected Offeror shall work with BMV and its contractor for integration with the M5 software. The selected Offeror shall meet the hosting requirements as described in Appendix I, Requirements for Non-Commonwealth Hosted Application/Services.
Offeror(s) shall describe the following:
1) Where the solution is physically hosted? Include primary and back-up locations.
2) Is the hosting environment Offeror-owned and operated or sub-contracted?
3) Offeror(s) shall provide reports demonstrating the hosting environments stability/uptime.
D. Product Roadmap and Enhancements.
1) Provide the product roadmap indicating anticipated future enhancements to the software.
2) Describe any existing integrations with other system that the Commonwealth may find helpful to explore (e.g. police car systems, fuel purchase validation).
E. M5 Software Integration. The solution must integrate with M5 software currently in use by the Commonwealth. Offerors shall describe how the telematics solution integrates with M5 software. Offerors shall describe how it will provide the following through the existing M5 software telematics interface:
1) Daily mileage use;
2) On-board diagnostics (OBD-II) trouble codes;
3) Vehicle metrics as provided by OBD-II;
4) Fuel usage; and
5) Location tracking.
F. Fuel card system integration. Offerors shall describe capability to integrate with the Commonwealth’s WEX fuel card system solution.
G. Policies and Procedures.
1) Services shall be provided in accordance with the policies, procedures and standards of the Commonwealth.
2) The selected Offerors must adhere to all Commonwealth data confidentiality requirements and statutory and regulatory confidentiality requirements.
H. Service Level Agreements (SLA). The selected Offeror shall meet the service level agreements as described in Appendix J, Service Level Agreements.
I. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.
1) Describe how Offeror anticipates such a crisis will impact its operations.
2) Describe Offeror’s emergency response continuity of operations plan. Attach a copy of the plan, or at a minimum, summarize how the plan addresses the following aspects of pandemic preparedness:
i) Employee training (describe Offeror’s training plan, and how frequently it will be shared with employees).
ii) Identified essential business functions and key employees (within Offeror) necessary to carry them out.
iii) Contingency plans for:
a) How Offeror will handle staffing issues when a portion of key employees are incapacitated due to illness.
b) How Offeror employees will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.
iv) How Offeror will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc.
v) How and when Offeror’s emergency plan will be tested, and if the plan will be tested by a third-party.
Tasks. Offeror(s) shall describe how it will perform the tasks as listed in this RFP.
A. Phase 1—90-Day Proof of Concept. The selected Offeror shall perform a 90-day proof of concept. The proof of concept shall be conducted to allow users to operate on the system, acquire accurate reporting results from the telematics units, demonstrate system functionality, and verify GPS coverage and reliability. Integration with the M5 software shall occur in Phase 2. The selected Offeror shall provide the Commonwealth access to the system to perform fleet management and reporting functions. Offerors shall describe how they will utilize the 90-day proof of concept period to demonstrate the solution’s functionality, reliability, and potential for return on investment (ROI). The 90-day proof of concept is part of, not in addition to, the first year of the full contract. The Commonwealth will evaluate and monitor the selected Offeror’s solution and services during the 90-day proof of concept.
1) 90-day Project plan. Offerors shall submit a draft 90-day project plan for implementation and proof of concept period with its proposal. The 90-day project plan is subject to Commonwealth approval and acceptance. The selected Offeror shall work with the Commonwealth to finalize an approved plan. The selected Offeror shall adhere to and maintain expectations as set forth in Appendix J, Service Level Agreements.
2) Telematics vehicle unit and installation hardware. All telematics unit and installation hardware provided to the Commonwealth during the 90-day proof of concept will be at no charge. If the Commonwealth decides not to proceed after the 90-day proof of concept, all hardware shall be returned to the Offeror.
3) Vehicle unit installation. The selected Offeror shall perform the initial installation of devices into the Commonwealth fleet vehicles. The first installation shall be for the proof of concept. All proof of concept units, approximately 60 in total, must be installed within 30 days of the notice to proceed. Installations shall occur across the Commonwealth at locations designated by the Commonwealth.
4) Implementation. The selected Offeror shall implement a solution that meets the requirements of this RFP, excluding the M5 software and fuel card system integration, in a test or staging environment within 30 days of the notice to proceed.
5) Training. Offerors shall describe its training methodology and at a minimum provide online training.
i) Online training: The selected Offeror shall provide system operation training to select Commonwealth personnel. Offerors shall describe its training methodology and how training will be accessed (i.e. web browser).
ii) Onsite Training (optional): The Commonwealth, at its sole discretion, may elect to have the selected Offeror conduct on-site classroom training session(s). Training shall include, but is not limited to: system administration; functional navigation; and system reporting.
6) Support and Maintenance. The selected Offeror shall support the Commonwealth during the proof of concept period. This includes, but is not limited to:
i) System administration. Creation and management of roles and groups including, but not limited to:
a) Department groups;
b) Individual users; and
c) Vehicle management.
ii) System testing. The selected Offeror shall support the Commonwealth in its effort to test the solution’s features and functionality.
iii) Data collection. The system shall collect vehicle data collected from the units to the testing or staging environment.
iv) Reporting. The selected Offeror shall provide access to all system monitoring, reporting, metrics and alert/notifications for vehicles and drivers. The selected Offeror shall support the Commonwealth with the configuration of custom reports.
7) Final Report. The selected Offeror shall submit a final report to the Commonwealth with the results of the 90-day proof of concept. The final report shall demonstrate successful implementation and completion of the 90-day proof of concept period and all required tasks. The report shall include, but is not limited to: total number of unit failures/replacements; ROI projections; and SLA compliance reporting. The final report shall be delivered to the Commonwealth within 10 business days of the conclusion of the 90-day proof of concept period.
8) Delivery of data collected. At the conclusion of the 90-day proof of concept period, the data collected shall be delivered to BVM in an approved, readable format. The data shall be delivered to the Commonwealth within 10 business days of the conclusion of the 90-day proof of concept period.
9) Proof of concept acceptance. Only upon Commonwealth written approval and acceptance of Phase 1 shall the selected Offeror be given notice to proceed to Phase 2. Acceptance and approval will be dependent upon:
i) Delivering a system that meets the requirements as described in this RFP, excluding requirements relating to the M5 software and fuel card system integration.
ii) Compliance with the service level agreements as set forth in Appendix J, Service Level Agreements. Compliance for the proof of concepts means:
a) No critical failures for “Delivery of system for Phase 1 – On time” and “On Time Unit Installation – Phase 1” performance metrics.
b) No critical failures during the final 60 days of Proof of concept period.
c) No failures to meet Performance Target for Phase 1 Proof of Concept for the final 30 days of Proof of Concept period.
d) The Commonwealth may, at its sole discretion, may extend the period of the proof of concept up to an additional 60 days, to allow for the correction of a performance failure and monitoring of compliance at no additional cost to the Commonwealth.
e) Extension of the proof of concept period does not extend the term of the contract.
B. Phase 2–Fleet Installation and Operations. Offerors shall submit a draft project plan with its proposal. The project plan is subject to Commonwealth approval and acceptance. The selected Offeror shall work with the Commonwealth to finalize an approved plan. Following the acceptance and notice to proceed from the proof of concept 90-day period, the selected Offeror shall complete the following tasks:
1) Vehicle unit installation. The selected Offeror shall include services for the initial installation of approximately 5,500 vehicle units. The selected Offeror shall complete the initial installation of the entire Commonwealth fleet within 90 days of receiving notice to proceed to begin Phase 2. The Commonwealth will install, replace, or remove vehicle units and hardware after the initial Commonwealth fleet installation. Installations shall occur across the Commonwealth at locations designated by the Commonwealth.
2) Installation training. The selected Offeror, at a minimum, shall include train-the-trainer services to teach up to 20 BVM staff how to install and remove the units from vehicles.
3) System training. The selected Offeror shall provide system training to select Commonwealth personnel. Offerors shall describe the training methodology. Training shall include, but is not limited to: system administration; functional navigation; and system reporting. The Commonwealth, at its sole discretion may elect to have the selected Offeror conduct classroom training session(s) for 20 BVM staff. The classroom session(s) shall be in a train-the trainer format.
4) Implementation. Upon completion of successful User Acceptance Testing and BVM approval, the selected Offeror shall implement the solution into production within 10 business days from the notice to proceed.
5) M5 software integration. The selected Offeror shall integrate the solution with the existing M5 software within 45 days of receiving notice to proceed to begin Phase 2.
6) Fuel card system integration. The selected Offeror shall integrate the solution with the Commonwealth’s fuel card contractor within 45 days of receiving notice to proceed to begin Phase 2.
7) Final implementation report. The selected Offeror shall submit a final report showing the successful implementation and integration of the telematics component and system installation for the remainder of the active Commonwealth passenger fleet. The final report shall be delivered to the Commonwealth within 10 business days of concluding the successful implementation and integration of the telematics component and system installation for the remainder of the active Commonwealth passenger fleet.
C. System maintenance and support. The selected Offeror shall provide all system maintenance and support throughout the term of the Contract. Offeror(s) shall describe how it will provide these services to ensure quality delivery of the services. For additional information, reference Appendix I, Requirements for Non-Commonwealth Hosted Application/Services.
1) System Maintenance. The selected Offeror shall perform all system maintenance needed to ensure the solution remains operational and meets the requirements of this RFP.
i) The selected Offeror shall provide any software upgrade that impacts core functionality of the solution at no additional charge.
ii) The selected Offeror shall notify the Commonwealth of any additional upgrade that is considered an additional feature to the solution as it becomes available. The Commonwealth, at its sole discretion, may choose to purchase the feature under the resulting contract, so long as the feature is within the scope of this RFP. Upon request, the selected Offeror must provide a quote for the additional features, for Commonwealth approval.
iii) No system upgrade shall be performed without Commonwealth approval.
2) Solution Support.
i) Types of Support. Offerors shall describe the types of support which shall be provided (i.e., telephone, email, chat, web form, etc.). At a minimum, email and telephone support must be provided.
a) System support.
1) The Offerors shall describe how system handles issue notification, classification, escalation and resolution.
2) The selected Offeror shall provide system support for all end users. Support, at a minimum, shall be live support via telephone or email. Support shall include, but is not limited to:
i) Assistance and ongoing support regarding problems/issues;
ii) Guidance in the operation of the vehicle dashboard solution; and
iii) Identification and correction of possible data or solution errors.
3) Hours of Support. Offeror(s) shall describe how it handles support during core and non-core business hours.
i) The selected Offeror shall provide live support during the core business hours of 6:00 AM – 6:00 PM ET, Monday – Friday, with the exception of Commonwealth closings or holidays.
ii) The selected Offeror shall have a mechanism in place to handle support requests during non-core business hours.
D. Release Management. The selected Offeror shall provide functional software upgrades/releases during the life of the contract at no additional cost to the Commonwealth. Offerors shall describe the following:
1) Methodology and processes for updating the SaaS solution for all types of releases, such as security updates, system maintenance, and system enhancements;
2) The SDLC used to implement releases;
3) How new functions and features are released to clients and a client’s ability to control which new features are implemented;
4) Whether and how test or staging environments are available to the client;
5) How testing will occur using client data; and
6) Compliance with industry standards and best practices, such as Information Technology Infrastructure Library (ITIL), the Association for Equipment Management Professional (AEMP) and the Institute of Electrical Electronics Engineers (IEEE).
E. Turnover. The selected Offeror shall cooperate with the Commonwealth and any subsequent contractor in any activities related to turnover of responsibilities. The selected Offeror shall develop a turnover plan when requested by DGS. The turnover plan shall include, but is not limited to, data migration and knowledge transfer activities.
The selected Offeror shall provide all data and/or, content, in a format that is accepted and agreed to by the Commonwealth. Upon successful return of the data to the Commonwealth, the Offeror shall destroy, and certify in writing to the destruction of, all confidential information (and all copies of the information), in accordance with Appendix I, Requirements for Non-Commonwealth Hosted Application/Services, and the ITPs.
At the end of the turnover period, the selected Offeror shall provide a final report showing the successful completion of all turnover activities.
Reports and Project Control.
A. Project and Contract Management. The selected Offeror shall provide project management services throughout the project. At a minimum, the selected Offeror shall deliver and maintain project management plans as described below. The selected Offeror shall create, maintain and execute the following plans and supporting documentation and logs in a format agreed to by the Commonwealth. All plans and reports are subject to Commonwealth approval and acceptance.
Offerors shall describe the project management approach that will govern the implementation and ongoing services as required by this RFP and include a draft project management plan in the proposal. The project management plan shall include, but is not limited to, the following:
1) Project Plan. The project plan must describe the scope of work for the project and how the scope shall be managed. The project plan shall act as a confirmation of project scope, phasing, implementation objectives, and be detailed enough to ensure the product is delivered on time, within projected estimates, and meets all requirements as specified in the RFP. The project plan must include, but is not limited to:
i) Project Scope Statement;
ii) Scope Management Process;
iii) Major Milestones /Deliverables;
iv) Work Breakdown Structure (WBS); and
v) Timeline.
2) Requirements Management Plan. The requirements management plan must describe the process and approach to manage and address requirements throughout the life of the project. The requirements management plan shall include, but not limited to:
i) Requirements Management Process;
ii) Roles and Responsibilities; and
iii) Requirements Traceability Matrix (RTM).
3) Risk Management Plan. The risk management plan must describe the approach used to manage risk throughout the life of the project, how contingency plans are implemented, and how project reserves are allocated to handle the risks. The risk management plan shall include the methods for identifying risks, tracking risks, documenting response strategies, and communicating risk information. The risk management plan shall include, but not limited to:
i) Risk Management Process;
ii) Roles and Responsibilities;
iii) Rules/Procedures;
iv) Risk Impact Analysis Approach; and
v) Tools.
4) Issues management plan. The issues management plan must describe the approach for capturing and managing issues throughout the life of the project to ensure the project is moving forward and avoids unnecessary delays. The issues management plan shall include, but not limited to:
i) Issues Management Approach;
ii) Roles and Responsibilities; and
iii) Tools.
5) Change Control Management Plan. The change control management plan must describe the approach to effectively manage changes throughout the life of a project. The change control management plan shall include the process to track change requests from submittal to final disposition (submission, coordination, review, evaluation, categorization), the method used to communicate change requests and their status (approved, deferred, or rejected), the escalation process if changes cannot be resolved by the review team, and the process for project re-baselining. The change control management plan shall include, but not limited to:
i) Change Management Process;
ii) Roles and Responsibilities;
iii) Rules/Procedures;
iv) Change Impact Analysis Approach; and
v) Tools.
6) Communications management plan. The communications management plan must describe the communications process that shall be used throughout the life of the project. The communications process must include the tools and techniques that shall provide timely and appropriate generation, collection, distribution, storage, retrieval and disposition of project information. The communications management plan shall include, but not limited to:
i) Communications Management Process;
ii) Roles and Responsibilities;
iii) Reporting Tools and Techniques; and
iv) Meeting Types and Frequency.
7) Quality Management Plan. The quality management plan must describe the approach used to address quality assurance and quality control throughout the life of the project. The quality management plan should identify the quality processes and practices including the periodic reviews, audits and the testing strategy for key deliverables. The quality management plan should also include the criteria by which quality is measured, the tolerances required of product and project deliverables, how compliance is measured, and the process for addressing those instances whenever quality measures are out of tolerance or compliance. The quality management plan shall include, but not limited to:
i) Quality Management Process;
ii) Roles and Responsibilities;
iii) Tools; and
iv) Quality Standards.
8) Time Management Plan. The time management plan must describe the process for controlling the proposed schedule and how the achievement of tasks and milestones shall be identified and reported. The time management plan must also detail the process to identify, resolve, and report resolution of problems such as schedule slippage. The time management plan shall include, but not limited to:
i) Time Management Process;
ii) Role and Responsibilities;
iii) Tools and Techniques; and
iv) Work Plan.
Where appropriate, a PERT or GANTT chart display should be used to show project, task, and time relationship.
B. Status Report. A monthly progress report covering activities, problems and recommendations. This report should be keyed to the work plan the selected Offeror developed in its proposal, as amended or approved by the Commonwealth. This report must be delivered within three (3) business days of month’s end.
C. Problem Identification Report. An “as required” or “ad hoc” report, identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include the selected Offeror’s recommendations with supporting rationale.
D. SLA Reporting. A monthly report to provide statistical information to assess compliance with the required SLAs. This report must be delivered within three (3) business days of month’s end.
E. Ad Hoc Reporting. The selected Offeror may be required to provide ad hoc reports or assist the Commonwealth in the creation of ad hoc reports.
F. Final Report. Upon completion of each release, the selected Offeror shall close out the project by providing a final report as evidence of completeness and indicating any approved outstanding issues. Any unapproved outstanding issues shall be remedied prior to project closeout. A final report shall be submitted by the selected Contractor within seven business (7) days after the project completion.
Contract Requirements—Small Diverse Business Participation
All contracts containing Small Diverse Business participation must also include a provision requiring the selected contractor to meet and maintain those commitments made to Small Diverse Businesses at the time of proposal submittal or contract negotiation, unless a change in the commitment is approved by the BDISBO. All contracts containing Small Diverse Business participation must include a provision requiring Small Diverse Business subcontractors to perform at least 50% of the subcontracted work.
The selected contractor’s commitments to Small Diverse Businesses made at the time of proposal submittal or contract negotiation shall, to the extent so provided in the commitment, be maintained throughout the term of the contract and through any renewal or extension of the contract. Any proposed change must be submitted to BDISBO, which will make a recommendation to the Contracting Officer regarding a course of action.
If a contract is assigned to another contractor, the new contractor must maintain the Small Diverse Business participation of the original contract.
The selected contractor shall complete the Prime Contractor’s Quarterly Utilization Report (or similar type document containing the same information) and submit it to the contracting officer of the Issuing Office and BDISBO within 10 workdays at the end of each quarter the contract is in force. This information will be used to determine the actual dollar amount paid to Small Diverse Business subcontractors and suppliers. Also, this information will serve as a record of fulfillment of the commitment the selected contractor made and for which it received Small Diverse Business participation points. If there was no activity during the quarter then the form must be completed by stating “No activity in this quarter.”
NOTE: EQUAL EMPLOYMENT OPPORTUNITY AND CONTRACT COMPLIANCE STATEMENTS REFERRING TO COMPANY EQUAL EMPLOYMENT OPPORTUNITY POLICIES OR PAST CONTRACT COMPLIANCE PRACTICES DO NOT CONSTITUTE PROOF OF SMALL DIVERSE BUSINESS STATUS OR ENTITLE AN OFFEROR TO RECEIVE CREDIT FOR SMALL DIVERSE BUSINESS UTILIZATION.
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