The Commonwealth of Massachusetts Information Technology Division

The Commonwealth of Massachusetts

Executive Office of

Energy and Environmental Affairs

Request for Response (RFR)

Document Title: Vehicle Maintenance Management System (VMMS)

COMMBUYS Bid#:DCR 666

Date: First Draft for Circulation : 4/13/2015

TABLE OF CONTENTS

1.0VMMS Project Background and Summary Information

1.1General Procurement Information

1.2Procurement Scope and General Description

1.3Background

1.4Acquisition Method(s)

1.5Applicable Procurement Law

1.6Number of Awards

1.7Eligible Entities

1.8Contract Duration

1.9Estimated Value of the Contract

1.10Procurement Summary: A Fully Hosted Web Based, Fleet and inventory Vehicle Maintenance Management System

2.0Estimated Procurement Schedule

2.1Written Questions via the Bid Q&A on COMMBUYS

2.2Amendment Deadline

2.3Review Rights

2.4Bidders’ Conference/Webinar

2.5Demonstrations

3.0Minimum Mandatory Specifications for Bidder Response Content

3.1Minimum Mandatory Requirements for this RFR

3.1.1Fully Released Product Model

3.1.2Product Management; Ownership

3.1.3Enterprise IT Policies and Standards

3.1.4Data Ownership, Classification, Retention and Database Preferences

3.2Bidders’ RFR General Response, Cost Response and Accompanying Documents

3.2.1Cover Letter to RFR General Response

3.2.2General Response Narrative to the Business and Technical Requirements

3.2.3Proposed Strategy

3.2.4Initial Project Plan

3.2.5Quality Assurance Plan

3.2.6Risk Management Plan

3.2.7Cloud Terms

3.2.8Proposed Statement of Work (SOW)

3.2.9Product List Form

3.2.10Bidder’s Existing Agreements and other Documentation

3.2.11Service Level Agreement

3.2.12Compensation Structure

3.2.13Bidder’s Cost Response

3.2.14 Voluntary Product Accessibility Templates (VPATS)

3.3Bidder’s Qualifications, Experience and References

3.3.1Bidder Background

3.3.2Bidder’s VMMS Experience

3.3.3Certifications

3.3.4Project Manager

3.3.5Project Team Resumes and Staffing

3.3.6Business References

3.4Supplier Diversity Plan (formerly Affirmative Market Plan) (Minimum of 10% Weight)

3.5Environmental Specifications

3.6Mandatory Commonwealth Documents and Agreements for RFR Response:

3.7Bidder’s Response Checklist

3.8Assumptions, Qualifiers, and Constraints

4.0Evaluation of RFR Responses and Scoring Process

4.1Overview

4.2Compliance with Minimum Submission Requirements

4.3Evaluation Criteria

4.4Award

5.0How to Submit a Bid Response Electronically

5.1Steps for Bidders to Submit a Quote

6.0Project Management and Quality Assurance

6.1Project Manager Responsibilities

6.2Project Plan and Schedule

6.2.1Role and Availability of Key Commonwealth of MA EEA Staff

6.2.2Initial VMMS Installation and Configuration

6.2.3System Verification

6.2.4Training and Knowledge Transfer

6.2.5Additional Desirables

6.3Risk Management Plan

6.4Project Status Reporting

6.5Project Change Orders

6.6Project Document Repository

6.7Quality Assurance

7.0VMMS Business Requirements and Desirables

7.1General Requirements and Desirables

7.8Training

8.2System Performance

8.3 Data Exchange

Appendix 1: Procurement Glossary and Acronym List

Appendix 2: Required Terms

Appendix 3: RFR - Required Specifications

Appendix 4: Required Terms for all Information Technology RFRs [Enterprise Policy and Standards]

Appendix 5: Cloud Terms

Appendix 6: Accessibility Obligations for RFR Bidders

Overview

Prior to contract execution

After contract execution

Definitions

Accessibility Obligations

Appendix 7: Instructions for Execution and Submission of Commonwealth Standard Forms

SEPARATE ATTACHMENTS

Attachment AN/A

Attachment BN/A

AttachmentCCommonwealth Terms and Conditions

Attachment DCommonwealth Standard Contract Form

Attachment EStatement of Work (SOW) Template

Attachment FCost Proposal Response Sheet

Attachment GBusiness Reference Form

Attachment HForm W-9

Attachment IContractor Authorized Signatory Form

Attachment JSDP Plan Form 1

Attachment KAdditional Environmentally Preferable Products and Practices

Attachment LPrompt Payment Form

Attachment MBidders Response Checklist

Attachment PN/A

Attachment QN/A

Attachment RN/A

AttachmentTN/A

Attachment UN/A

Attachment VN/A

AttachmentWN/A

Attachment XN/A

Attachment YSystem Policies and Practices

Attachment ZN/A

1.0VMMS Project Background and Summary Information

1.1General Procurement Information

THIS REQUEST FOR RESPONSE(RFR) (See Appendix 1– Procurement Glossary and Acronym List)AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND CAN BE OBTAINED BY ACCESSING RECORDS POSTED ON COMMBUYS OR BY SUBMITTING A REQUEST TO . ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED A PUBLIC RECORD.

Procurement Contact:Brian Clark, ITO Project Manager

Purchasing Department:Executive Office of Energy and Environmental Affairs (EEA)

Address:1 Winter St., 4th Floor, Boston, MA 02114

Questions:Questions regarding this RFRmay be raised during the Bidders’ Conference

Technical Assistance for COMMBUYS: Requesttechnical assistance via

at 1-888-MA-STATE

1.2Procurement Scope and General Description

The Commonwealth of Massachusetts, through the Executive Office of Energy and Environmental Affairs (EEA) and the Department of Conservation and Recreation (DCR),is soliciting bids for the acquisition of a new cloud-based and fully hosted Vehicle Maintenance Management System (VMMS). This system needs to be configured and externally hosted by the successful Bidder. This system will manage inventory,work orders and maintenance records for DCR’s vehiclesand equipment as well as inventory vehicle parts from DCR’s parts warehouse. The resulting VMMScontract will be available for use by DCR and EEA. For the purposes of this RFR and its attachments, the term EEA will be used to indicate the joint procurement. This joint procurement is inclusive of both EEA and DCR.

This RFR does not commit the Commonwealth of Massachusetts or EEA to approve a Statement of Work (SOW), or to procure or contract for services. EEA reserves the right to accept or reject any and all proposals received as a result of this RFR, to negotiate with any or all qualified Bidders and to cancel, in part or in its entirety, this RFR if it is in the best interest of the Commonwealth to do so.

EEA reserves the right to procure none, a subset, or all of the products or services solicited under this RFR. EEA further reserves the right to amend this RFR at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement web site, COMMBUYS. Bidders are advised to check this site regularly, as this will be the sole method used for communicating changes to this Solicitation.

All times stated in the RFR are in Eastern Standard/Daylight Time. In the event of a discrepancy between dates and times in document files and the COMMBUYS record, information in the current COMMBUYS record shall prevail.

IMPORTANT NOTE: It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the EEA, including requests for clarification. EEA and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/awarded contractor and EEA to be lost or rejected by any means including email or spam filtering. Read Section 5.0 for more complete instructions on how to respond to this RFR.

1.3Background

DCR is a statewide park system that covers 10% of the states land mass. The agency is divided into five regions with registered vehicles and equipement within these regions. At present, these vehicles are managed by regional management with no centralized system to trackinventory, preventive maintenance, or general repair. Current vehiclemaintenance is paper based with no computerized support. There are no controls in place to manage parts from DCR’s parts warehouse.

The intent of DCR is to create a central maintenance structure and operation to manage the preventive maintenance, repairs, fuel usage and inventory of all vehicles and equipment. Project tracking abilities for longterm repairs, purchasing and recall followup through a VMMS system that is intergrated with the seven regional maintenance facilities and the central warehouse in Stoneham is anticipated. The central maintenance operation will be located inHingham, with terminal access at regional garages in Stoneham, Dorchester, Plymouth, Pittsfield, Worcester, Brimfield, Belchertown, W. Lanesboro, and Amherst.

1.4Acquisition Method(s)

The acquisition method for services under this Bid isas an Outright Purchase. The contract will be a fixed-price contract with a maximum obligation amount for the initial goods and services and potential contract renewals.

EEA is requesting bids for externally hosted solutions (i) that require EEA to purchase software licenses and platform-as-a-service (PaaS) on a turnkey basis or (ii)that provide software-as-a-service(SaaS) access to the software. EEA does not anticipate that it will purchase, rent or lease any hardware under this RFR, and that the necessary infrastructure will be provided by the successful Bidder in order to meet the RFR requirements.

1.5Applicable Procurement Law

This bid is issued under the following laws:

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

1.6Number of Awards

The target maximum number of contractors is 1. This is a target number; EEA may award more or fewer contracts if it is in the best interests of the Commonwealth to do so.

1.7Eligible Entities

Any contract resulting from the Bid will be open to use all entities.

1.8Contract Duration

The expected duration of this contract is as follows:

1.9Estimated Value of the Contract

The estimated value of purchase(s) including all optional items and all potential contract renewals resulting from this Bid is unknown. The Commonwealth makes no guarantee that any services will be purchased from any Contract resulting from this Bid. Any estimates or past procurements referenced in this Bid are included only for the convenience of Bidders, and are not to be relied upon as any indication of future purchase levels.

1.10Procurement Summary: A Fully Hosted Web Based, Fleet and inventory Vehicle Maintenance Management System

This contract is for the web-based standard software purchase of a Fleet Asset and Maintenance Management System, and Inventory System Including consulting services to implement and troubleshoot this system. The overall purpose of this project is to implement a centralized asset management database system to replace the paper-based work order management system in use at DCR’s seven regional maintenance operations. All regional fleet maintenance locations and the central operation will be fully integrated.

The consultant will conduct in-depth workshops to cover all aspects of fleet maintenance and asset management across DCR’s statewide operation. The consultant will also assist DCR in designing a parts ordering and inventory tracking system for fleet and other purchases(clothing, grounds supplies, etc) at the DCR warehousein Stoneham, MA as well as garagesin other parts of MA.

The intention of DCR is to schedule, perform maintenance, and document all repairs and preventive maintenance of its fleet equipmentacross the state. DCR accomplishes this by utilizing in-house services from its seven regional depots as well as using statewide contracted services controlled by a centralized fleet coordinator with oversight of a fleet manager.

2.0Estimated Procurement Schedule

Procurement Calendar Table

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

2.1Amendment Deadline

EEA reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. EEA and the Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

2.2Review Rights

Responses to this RFR may be reviewed and evaluated by any person(s) at the discretion of EEA including non-allied and independent consultants retained by EEA now or in the future, for the sole purpose of obtaining an analysis of Responses. Any and all bidders may be asked to further explain or clarify in writing areas of their RFR Response during the review process. EEA retains the right to request further information from bidders during RFR response review.

2.3Demonstrations

At its sole discretion and at its option, EEA may require some or all Bidders to conduct presentations and/or demonstrations of their proposed solutions, preferably in person or via webinar. EEA may limit the number of presentations and/or demonstrations requested. The purpose of the presentation and/or demonstration is to enable EEA to better understand and evaluate the solution proposed in the Bidder’s response.

Based on the Bidder’s RFR response, EEA will determine the structure and content of the presentation and/or demonstration. EEA will contact the Bidder(s) individually, with at least 1 week’s notice, to schedule the session, which will take place during the timeframe specified in the procurement calendar. Bidders who are asked to participate in demonstrations will be expected to prioritize this in their schedules. The Strategic Sourcing Team (SST) will make every effort to find a mutually convenient time for the Bidder and the SST. However, failure to appear at the scheduled time of the presentation/demonstration may result in disqualification, reduction of points or other actions that the SST deems appropriate.

The selected Bidders will be contacted to present demonstrations and the Bidder’s key personnel identified in its response are expected to attend the session. The SST will not inform a bidder of its scores or ranking at the time of the session. Bidders must provide copies of any presentation material in advance of the session. This material and all written submissions become part of the bidder's response.

Presentations may be videotaped by EEA at its expense and thereby become public records and part of the Bidder’s response after the conclusion of the RFR process. All other expenses associated with the presentations and/or demonstrations will be borne by the Bidder.

3.0Minimum Mandatory Specifications for Bidder Response Content

Introduction: Specifications in this section include the minimummandatory requirements for each Bidder’s RFR Response, as well as certain optional (as desirable, or highly desirable) components for the RFR Response. A bid that fails to meet the mandatory specifications in this section may be immediately eliminated from consideration for this engagement. Bidders should note the following with respect to the specifications set forth in this section:

1. Bidders must provide a complete response within the time period described in the Procurement Calendar Table in Section 2.
2. The elimination of proposed bids that do not sufficiently meet the specifications criteria shall be at the Commonwealth’s sole discretion.
3. Compliance with the specifications in this section does not eliminate, or replace, any other RFR requirement that each Bidder must meet in responding to this RFR.

3.1Minimum Mandatory Requirements for this RFR

The Bidder must comply with all RFR required legal terms and specifications, which are set forth in more detail in the RFR’s Appendices and Attachments. By responding to this RFR, Bidders are agreeing to all RFR mandatory legal requirements.

3.1.1Fully Released Product Model

Bidders must only propose fully released product versions offered in a SaaSor PaaSCloud-hosted model. No other products should be proposed and no others should be listed in the Bidder’s response.

3.1.2Product Management; Ownership

The Bidder must be the entity that owns and licenses the core Cloud-based Vehicle Maintenance Management System (VMMS).

Third-party ancillary products from companies that are partners of the Bidder may also be proposed, as long as the Bidder has acquired any and all rights, grants, assignments, conveyances, licenses, permissions and authorizations necessary to provide the solution to EEA.

3.1.3Enterprise IT Policies and Standards

The VMMSmust comply with all applicable Commonwealth Enterprise IT Policies and Standards (Appendix 4). EEA directs the Bidder’s attention to the following specific areas of concern:

1. Accessibility Standards, which must be met as a pre-condition of contract execution, to ensure that Commonwealth information technology solutions are available and accessible to people with disabilities. Please see Appendix 6 for more details on Vendor Accessibility Obligations.

1. Security Policies and Standards including but not limited to Access Control Security, Information Security, Data Classification, and Physical & Environmental Security to ensure that the system can properly classify data sensitivity levels, appropriately track data, and secure data. See Appendix 4 for more details.

Product development/release management:Because only bidders offering SaaS or PaaSthrough cloud-hosted services models may respond to this RFR, the bidder must propose and describe a mature practice related to product development, including but not limited to release management and customer participation, and must comply with the Cloud Terms in Appendix 5.

Compliance with agency systems/applications: All IT systems and applications developed by or for Executive department agenciesmust conform to all relevant Enterprise Information Technology Policies, Standards and Guidelines promulgated by the Massachusetts Office of Information Technology (MassIT) as they exist at the time of this RFR’s publishing. See Appendix 4.