rfq vendor report management saas solution · web viewan unlocked, editable copy submitted in...

(VRM) Vendor Report Management SaaS Solution

Commonwealth of Massachusetts

Operational Services Division

Request for Quotation - RFQVendor Report Management SaaS Solution

November 2, 2017

This RFQ is issued under the terms and conditions of Statewide Contract ITS58.Public Records Law: All Quotes and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, and Subsection 26. Any statements in submitted Quotes that are inconsistent with these statutes shall be disregarded.

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https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-15-1080-OSD01-OSD10-00000004888&releaseNbr=0&parentUrl=contract


Table of Contents

1. GENERAL PROCUREMENT INFORMATION......................................................................................1

2. AGENCY........................................................................................................................................2

3. DESCRIPTION AND PURPOSE OF PROCUREMENT...........................................................................2

4. TERM............................................................................................................................................3

5. COST RESPONSE............................................................................................................................3

6. DESCRIPTION OF REQUESTED SOFTWARE AND SERVICES...............................................................3

7. ENTERPRISE POLICIES AND STANDARDS REQUIREMENTS..............................................................4

8. ORDER OF PRECEDENCE................................................................................................................5

9. EVENT CALENDAR..........................................................................................................................5

10. SUBMITTING QUESTIONS..............................................................................................................5

11. PRESENTATIONS/DEMONSTRATIONS, AND TRIAL SOFTWARE.......................................................6

12. BIDDER RESPONSES.......................................................................................................................7

13. EVALUATION CRITERIA..................................................................................................................9

APPENDIX 1........................................................................................................................................10

APPENDIX 2........................................................................................................................................15

APPENDIX 3........................................................................................................................................20

APPENDIX 4........................................................................................................................................28

APPENDIX 5........................................................................................................................................31

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1. General Procurement Information

1.1 General Information

Purchasing Agency: Operational Services Division (OSD)

Address: 1 Ashburton Place, 10th Floor, Boston, MA 02108

Procurement Contact: Chuck Pukmel

Telephone: 617-720-3347

E-Mail Address: [email protected]

RFQ Title: OSD Vendor Report Management SaaS Solution

Attachments: Attachment A – Business and Technical Requirements

Attachment B – Detailed Cost Response

Attachment C – Letter for Software Publisher RFQs

Attachment D – Business References Form

Attachment E – Bidder Response Form

1.2 Eligible Bidders

All bidders must agree to provide services through the Software Reseller contract, ITS58. Bids must include a letter signed by an authorized ITS58 reseller in the form attached to this RFQ as Attachment C, which includes a price quote from the Reseller. ITS58 Resellers may provide letters for multiple, competing Bidders.

Bids will be accepted from:1. The OEM/SaaS provider, with ancillary services (configuration, implementation, training, etc.) to be

provided by the OEM/SaaS provider or an authorized partner of the OEM/SaaS provider.2. An authorized partner of the OEM/SaaS provider, who will be responsible for providing both the

subscription services and the ancillary services, or arrange for the OEM/SaaS provider to provide the subscription services.

In any case, the Bidder will be a single entity responsible for all products and services to be obtained as a result of this RFQ. Bidders must register on COMMBUYS and use COMMBUYS for electronic response submittal. Responses must be received by the response due date and time indicated in the Event Calendar or they will not be evaluated.

If a potential Bidder finds any of the requirements are a barrier to submitting a response, they should enter a Question as soon as possible in the Q&A section of the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257. However, any amendments or clarifications to the solicitation will only be posted at OSD’s discretion.

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mailto:[email protected]


The ITS58 resellers are:

Vendor Master Blanket Purchase Order # Contact Person Phone #

Insight Public Sector, Inc.

PO-15-1080-OSD01-OSD10-00000004888 Trinity Dunn 800-467-444-83131

PCMG, INC PO-15-1080-OSD01-OSD10-00000004888 Rick Cardoza 508-203-3015

Dell Marketing L.P.

PO-15-1080-OSD01-OSD10-00000004888 John Malvarose 508-768-8840

SHI International Corp

PO-15-1080-OSD01-OSD10-00000004888 Laurence Ross (617) 244-4415

CDW Government LLC

PO-15-1080-OSD01-OSD10-00000004888 Pam Janutolo 203-851-7177

2. AgencyThe Operational Services Division (OSD), an agency within the Executive Office for Administration and Finance (A&F), establishes and enforces goods and services procurement policies and practices for the Commonwealth of Massachusetts executive branch agencies. OSD is responsible for award of blanket contracts, referred to as statewide contracts, that are used by eligible purchasing entities throughout the Commonwealth. Statewide Contract vendors are required to submit regular reports; this RFQ seeks a solution to manage receipt of those reports.

3. Description and Purpose of ProcurementOSD is issuing this RFQ to solicit proposals from qualified Bidders to provide (1) cloud-based, software-as-a-service (“SaaS”) software licenses (“Software”), (2) installation and configuration services, (3) maintenance and support, and (4) training and documentation for a vendor sales reporting SaaS solution. It is anticipated that this RFQ will result in a contract award to a single contractor. The Cloud Terms attached hereto as Appendix 1 , or the awarded vendor’s terms, if providing substantially similar service levels, will govern Bidder’s provision of Software under the final contract.OSD is looking for the awarded vendor(s) to provide a solution which meets the following criteria (detailed requirements can be found in Attachment A, “Business and Technical Requirements”, attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257):

Establishes an online portal for Statewide Contract Vendors to submit quarterly sales reports via entry in a user interface or via upload of a standardized file type (.csv, .xls, .xml, etc)

Has configurable functionality which governs data entry requirements (data validation, data scrubbing, conditional requirements among fields, etc.)

Allows for system and user email notifications to vendors, based on configurable criteria such as date, time, status of submission, etc.

Has workflow/approvals to allow authorized OSD users to approve or reject individual sales report submissions and route as appropriate

Supports a standard data interface which allows for the transfer of data to an OSD SQL Server database used for the purposes of storage and BI reporting

Supports up to 1500 current users, which may be expanded up to 3000-4000 users over the life of the contract.

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The awarded vendor(s) will be providing a solution which is only a portion of a multi-phased project. This RFQ applies only to the products and services needed to meet the requirements as listed in Attachment A, “Business and Technical Requirements”, attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257.

4. Term Any SaaS subscription executed by OSD with the successful Bidder under this RFQ will begin on the date that it is signed by both OSD and the Bidder (“Effective Date”) and shall continue for a thirty-six (36) month period (“Initial Term”). Installation and configuration, and training and documentation will be provided by Bidder within the Initial Term unless otherwise agreed to by the parties in writing.

At its discretion, OSD may choose to renew the subscription beyond the Initial Term for up to two (2) additional twenty-four (24) month periods (each, a “Renewal Term”), for a total maximum duration of seven years; maintenance and support services purchased hereunder may be extended for as long as the subscription remains active.

5. Cost ResponseBidders are asked to provide a complete description of all of their pricing models and parameters that would be relevant to the solution, to enable the Commonwealth to compare costs depending on which pricing options are chosen and at varying levels of utilization.

We would anticipate that there might be an up-front set-up cost followed by periodic subscription payments, which might or might not vary depending on usage of various resources or other metrics. It would be preferable to have a fixed periodic cost, however, if the bidder has multiple pricing models we would like to be able to compare a fixed cost model with a variable cost model.

OSD will apply Bidder cost responses to various OSD business scenarios. The bidder will be asked to verify OSD's application of the pricing model to specific scenarios as part of the evaluation process. Scenarios will not be supplied prior to the response due date.

Pricing must be all-inclusive. Costs not specifically identified in a Bidder’s response and accepted by OSD will not be compensated under any contract awarded pursuant to this RFQ.

Bidders should refer to the User Story in the Vendor Report Management section of Appendix 4 for context.

If a potential Bidder finds any of the requirements are a barrier to submitting a response, they should enter a Question as soon as possible in the Q&A section of the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257. However, any amendments or clarifications to the solicitation will only be posted at OSD’s discretion.

6. Description of Requested Software and Services

6.1 SoftwareThe proposed Software must include the functionality specified in Attachment A , “Business and Technical Requirements”, attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257. It is expected the software/solution will comply with the Cloud Terms provided in Appendix 1 . Bidders may only propose product versions that are fully released (e.g., not “alpha” or “beta” releases) by the RFQ response deadline.

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6.2 Implementation and ConfigurationImplementation and Configuration services will be provided under mutually-agreed to Statement of Work in substantially the same form as Appendix 3 hereto. During all phases of implementation and configuration, Bidder must work with OSD technology subject matter experts (SME’s) to configure and implement the requirements defined within this RFQ for their respective areas. Bidders must specify any additional, necessary software required to implement the solution. Bidders are expected to provide configuration, testing and activation.

Bidders are expected to provide resources and services to import relevant business data, data entry templates and tools, configure the solution as appropriate with the input of OSD SME’s, and to ensure that connections to OSD databases are established appropriately. Bidders will be expected to provide relevant resources for testing and training.

Though reports described in requirements and scope are submitted quarterly, and have been in existence for a number of years, OSD does not expect to import or migrate historical data from previous year reports. For the purposes of this RFQ, OSD plans to “start clean” with a new fiscal year as of the due dates for Q1 FY19.

6.3 Maintenance and SupportThe proposed maintenance and support must cover all aspects of the functionality provided in response to this RFQ. Bidder will provide maintenance packages for all, or a portion of the Software licenses purchased by OSD, including without limitation patches, upgrades, and fixes.

6.4 Training Services and DocumentationTraining may occur on-site, digitally, or via printed copies of training material(s). Web-based on-demand trainings (online job-aids, webcasts, digital materials, etc.) are preferred. Training must be provided for all end-users. On-site training, if any, must occur during OSD’s normal business hours at times agreed upon by Bidder and OSD. Bidder must supply a description of the courses; explanation of the units and copy of syllabi.

7. Enterprise Policies and Standards RequirementsAll Software proposed by the Bidder must meet the Enterprise Policies and Standards promulgated by the Executive Office for Technology and Security Services (formerly, the Massachusetts Office for Information Technology/Information Technology Division). For reference, please refer to http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/

7.1 Accessibility Requirements The Bidder must agree to and comply with the accessibility requirements listed in Appendix 2 hereto.

7.2 Security Requirements The Software must comply with the Security Policies & Standards located at: http://www.mass.gov/anf/research-and-tech/cyber-security/security-for-state-employees/security-policies-and-standards/ (or any successor link thereto). Web site or browser-based functionality provided by the system must comply with Website accessibility requirements and policies located at: http://www.mass.gov/itd/webpolicies .

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http://www.mass.gov/itd/webpolicies

http://www.mass.gov/anf/research-and-tech/cyber-security/security-for-state-employees/security-policies-and-standards/%20

http://www.mass.gov/anf/research-and-tech/cyber-security/security-for-state-employees/security-policies-and-standards/%20

http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/

http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/


8. Order of PrecedenceThe contract resulting from this RFQ shall consist of the following documents in the following order of precedence:

(1) The Commonwealth’s Terms and Conditions;

(2) The Commonwealth’s Standard Contract Form;

(3) The Commonwealth’s RFR ITS58;

(4) The ITS58 vendors’ accepted response thereto;

(5) This RFQ, inclusive of all amendments, appendices and attachments;

(6) Any Statement of Work or other agreement negotiated between and executed by the parties; and

(7) The Bidder’s response hereto, including bidder’s contract terms, as negotiated and accepted by OSD, and all amendments thereto and responses to requests for clarification or requests for best and final offer.

9. Event CalendarAll times in this RFQ are in prevailing Eastern Time.

Event Calendar

Procurement Step Due Date TimeRFQ Posted 11/02/2017Bidder Questions Due 11/13/2017 5:00 PMCommonwealth Responses to Questions posted to COMMBUYS (estimated date)

11/16/20175:00 PM

RFQ Responses Due 11/30/2017 3:00 PMEvaluation and Demo period 12/1/2017-

12/29/2017

Award Notification Date (Estimated) 01/02/17

10. Submitting QuestionsIf a potential Bidder finds any of the requirements are a barrier to submitting a response, they should enter a Question as soon as possible in the Q&A section of the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257. However, any amendments or clarifications to the solicitation will only be posted at OSD’s discretion.

The COMMBUYS “Bid Q&A” feature provides the opportunity for Bidders to ask written questions and receive written answers from OSD regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Event Calendar (Section 9, “Event Calendar”). The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that any questions submitted to OSD using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate

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questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, or otherwise objectionable, including information about the Bidder’s company or other companies. OSD reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

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

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

Detailed instructions for using COMMBUYS Q&A functionality can be found at https://www.mass.gov/files/documents/2016/10/wf/using-q-and-a-tab-within-a-commbuys-bid_0.pdf

The COMMBUYS helpdesk is available for bid submission assistance (including Q&A functionality), and can be reached via email at [email protected]

11. Presentations/Demonstrations, and Trial SoftwareIn its discretion, OSD may invite select Bidders or Finalists to participate in an oral presentation via web conference, including a demonstration of the proposed solution. OSD may use these web demonstrations and oral presentations to clarify aspects of the Bidder’s response or to inquire as to the Bidder’s approach, recommendations, and experience and product maturation. OSD may adjust its scoring of a prospective Bidder based on the Bidder’s performance during product demonstration and/or oral presentation. All Bidder-owned products used in the course of the demonstration must be listed and priced on the cost response form.

OSD reserves the right to apply restrictions to the structure and content of Bidders’ product demonstrations and oral presentations. Demonstrations and presentations shall not be open to the public nor to any competitors.

Oral presentations and/or demonstrations are to be given via web-conference. The schedule of the Software demonstrations and oral presentations will be arranged directly with the Bidders selected by OSD. Failure of a Bidder to agree to a date and time may result in rejection of the Bidder’s response. Failure to appear at the scheduled time of the presentation may result in disqualification, reduction of points or other action that OSD deems appropriate.

In its discretion, OSD may invite Bidders to provide a trial version of their software. OSD may use these trial versions to clarify aspects of the Bidder’s response or to inquire as to the Bidder’s approach, recommendations, and experience and product maturation. Bidder responses should identify if any trial versions are to be made available, proposed trial duration, and should include any legal requirements of trial software use, including but not limited to click-through agreements.

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https://www.mass.gov/files/documents/2016/10/wf/using-q-and-a-tab-within-a-commbuys-bid_0.pdf


12. Bidder Responses

12.1 Bidders must respond electronically using COMMBUYS

12.2 Bidders must return the required attachments as listed in section 12.4 with their response, and should not include the original RFQ document.

12.3 How to Submit a Bid ResponseAll Bidders may begin creating and compiling Quote materials as soon as the Bid with all attachments is in the Sent document status (See Event Calendar).

12.3.1 Quote Submission Method

Online Quote Submission via COMMBUYS is required to eliminate direct and indirect costs associated with the production, delivery/receipt, storage and management of traditional paper bids incurred by Bidders, the Operational Services Division, and the Commonwealth of Massachusetts. Bids submitted via COMMBUYS tools also promote environmental conservation and preservation by eliminating printed materials as well as fossil-fuel consumption associated with delivery. All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

12.3.2 COMMBUYS Quote Submission Training and Instructions

The following resources are provided to assist Bidders in submitting Quotes:

Appendix 5 , Instructions for Vendors Responding to Bids Electronically through COMMBUYS Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through

COMMBUYS.

12.3.3 COMMBUYS Support

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Website: Go to the COMMBUYS website.

Email: Send inquiries to the COMMBUYS Helpdesk at [email protected],

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified via a posted message on the COMMBUYS website.

12.3.4 Bid Opening Date/Time

All Bids must be received by the Operational Services Division before the specified date, month, year and time displayed as the Bid Opening Date/Time in the Header Information section of the Bid in COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable. All Bidders are

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http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/

https://www.youtube.com/watch?v=UhUTNokbhfY

https://www.youtube.com/watch?v=UhUTNokbhfY

http://www.COMMBUYS.com/


advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. Please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFR. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your quote will not be completed and received by the system. Proposals received after the deadline will be late and ineligible for consideration and deemed as non-responsive. OSD is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

12.3.5 Quote Contents

Bidders must comply with the requirements below.

12.3.6 RFQ Checklist and Bidder Response Form

OSD seeks to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete and submit the RFQ Checklist and all required documents referenced in the Checklist. By submitting the RFQ Checklist with a response, Bidders agree to all specifications on COMMBUYS for this Bid. The RFQ Checklist is included in the Bidder Response Form, attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257.

12.4 Bidder responses must include, at minimum, the following

12.4.1 A Cover Letter

The bidder will provide a cover letter in which the Bidder states that it agrees to the terms of this RFQ, including the attachments hereto, and that its software, implementation and configuration services, maintenance and support, and training and documentation comply with the requirements of this RFQ. Cover letter must include a contact name and contact information.

12.4.2 Bidder Response Form

A checklist for bidders. The RFQ Checklist is included in Attachment E, “Bidder Response Form”, attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257.

12.4.3 Business and Technical Requirements Response

a. Fully completed version of Attachment A, “Business and Technical Requirements”, which is attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257.

b. An unlocked, editable copy submitted in MS Word format of any relevant warranties; SaaS agreements; software maintenance agreements; maintenance and technical support descriptions for any available levels of maintenance and support (e.g., silver, gold, platinum, etc.), including detailed service levels and response times for incidents of varying levels of severity; and any other boilerplate forms related to the procurement of the Bidder’s proposed Software. The Commonwealth will not be bound by any agreements that are not included in the response and that the Commonwealth has not signed or agreed to in a signed document.

c. Copies of accessibility supporting materials. Voluntary Product Accessibility Template (VPATs) are preferred; if no VPAT is available, other testing results may be provided.

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d. Copies of training course descriptions or links to online materials; explanation of the units and copy of syllabi.

12.4.4 Detailed Cost Response

a. Fully completed copy of Attachment B, “Detailed Cost Response”, which is attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257. All Bids and pricing must be valid for a minimum of ninety (90) days after submission.

b. A list of the Bidder’s assumptions in connection with its bid (if any).

c. Additional documentation listed in Attachment B must be appended to Bidder’s Cost Response.

12.4.5 Letter For Software Publishers

Letter signed by an authorized ITS58 reseller, Attachment C, “Letter for Software Publisher RFQs” which is attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257.

12.4.6 References

A description of three successful implementations of the proposed software/solution at a similar scale to the scope proposed in this RFQ. References and full contact information of at least one person at each of the three customer entities who can discuss in detail with OSD the work performed by the Bidder should be provided. References must be submitted via Attachment D, “Business References Form” which is attached as a separate document in the COMMBUYS electronic solicitation BD-18-1080-OSD06-OSD06-21257.

13. Evaluation CriteriaThe responses to this RFQ will be evaluated based on the criteria listed below. The criteria are listed in descending order of importance. The OSD reserves the right to remove from further consideration non-responsive bids, bids that do not meet the RFQ requirements, bids that do not meet the Commonwealth’s threshold budgetary requirements, and bids that include attempts by the Bidder to alter the Commonwealth’s standard legal terms. Extraneous marketing or promotional materials are discouraged and will not be reviewed or evaluated.

Responses will be evaluated based upon:

1. Fit to requirements as stated in this RFQ.

2. Quality of product functionality

3. Ability to meet requirements with a single software solution

4. Price

5. Ease of future administration and maintenance.

6. Transparency/ease/effectiveness/level of Software configuration and support.

7. Experience of other customers, including prior and recent experience in configuring Software of similar scope and functionality.

8. Time for delivery

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APPENDIX 1Cloud Terms

The following legal terms apply to subscriptions to cloud offerings (each referred to as the “Service”) by an eligible entity (“Customer”) within the purchasing state (“State”) under ITS58. These terms shall supplement any terms provided by the service provider (“Service Provider”). For Commonwealth Executive Departments only, changes to the terms below that adversely affect the State must be approved by legal counsel at the EOTSS; however, terms may be removed without approval if Service Provider’s terms contain similar provisions that are no less protective of the State than the provisions contained herein. Changes to the terms below that adversely affect other government entities should be approved at the appropriate organizational level for such entities. These terms must be attached to and made part of the executed contract.

SUBSCRIPTION TERMS1. Service Provider grants to Customer a license or right to (i) access and use the Service, (ii) use underlying software as embodied or used in the service, and (iii) view, copy, download (if applicable), and use documentation. 2. No terms, including a standard click-through license or website terms of use or privacy policy, shall apply to Customer unless Customer has expressly agreed to such terms by including them in a signed agreement.

SUPPORT AND TRAINING1. Service Provider must provide technical support via online helpdesk and toll-free phone number, at minimum during Business Hours (Monday through Friday from 8:00 a.m. to 5:00 p.m. Eastern Time)

SERVICE LEVELSService Provider must provide a Service Level Agreement (SLA) that contains, at minimum, the following terms:Uptime; scheduled maintenance1. SLA must include (1) specified guaranteed annual or monthly uptime percentage, and (2) definition of uptime and how it is calculated.Defects; other SLA metrics4. SLA must include: (1) response and resolution times for defects; (2) any other applicable performance metrics (e.g., latency, transaction time) based on industry standards.Remedies6. SLA must include remedies for failure to meet guaranteed uptime percentage, response and resolution times, and other metrics, which may include credits, fee reductions and extensions in service period at no cost. Such remedies shall be issued by Service Provider with no action required from Customer.7. Other than the customers’ right to terminate without penalty, What remedies are available for repeated or consistent failures, Reports8. Service Provider will provide Customer with a written report (which may be electronic) of performance metrics, including uptime percentage and record of service support requests, classifications, and response and resolution times, at least quarterly or as requested by Customer. Customer may independently audit the report at Customer’s expense.9. Representatives of Service Provider and Customer shall meet as often as may be reasonably requested by either party to review the performance of the Service and to discuss technical plans, financial matters, system performance, service levels, and any other matters related to this Agreement.10. Service Provider will provide to Customer regular status reports during unscheduled downtime, at least twice per day or upon request.

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11. Service Provider will provide Customer with root cause analysis within thirty (30) days of unscheduled downtime at no additional cost.Changes to SLA12. Service Provider may not change the SLA in any manner that adversely affects Customer or degrades the service levels applicable to Customer, without Customer’s written approval.

UPDATES AND UPGRADES1. Service Provider will make updates and upgrades available to Customer at no additional cost when Service Provider makes such updates and upgrades generally available to its users.2. No update, upgrade or other change to the Service may decrease the Service’s functionality, adversely affect Customer’s use of or access to the Service, or increase the cost of the Service to Customer.3. Service Provider will notify Customer at least sixty (60) days in advance prior to any major update or upgrade.4. Service Provider will notify Customer at least five (5) business days in advance prior to any minor update or upgrade, including hotfixes and installation of service packs, except in the case of an emergency such as a security breach.

CUSTOMER DATA1. Customer retains full right and title to data provided by Customer and any data derived therefrom, including metadata (collectively, the “Customer Data”).2. Service Provider shall not collect, access, or use user-specific Customer Data except as strictly necessary to provide Service to Customer. No information regarding Customer’s use of the Service may be disclosed, provided, rented or sold to any third party for any reason unless required by law or regulation or by an order of a court of competent jurisdiction. This obligation shall extend beyond the term of the Agreement in perpetuity.3. Service Provider shall not use any information collected in connection with the Agreement, including the Customer Data, for any purpose other than fulfilling its obligations under the Agreement. 4. At no time may any data or processes which either belong to Customer, or are intended for Customer’s exclusive use, be copied, disclosed, or retained by Service Provider for subsequent use in any transaction that does not include Customer.5. Customer Data must remain at all times within the continental United States. Service Provider must disclose to Customer the identity of any third-party host of Customer Data prior to the signing of this Agreement.6. Customer may export the Customer Data at any time during the term of the Agreement or for up to three (3) months after the term (so long as the Customer Data remains in the Service Provider’s possession) in an agreed-upon file format and medium.7. Three (3) months after the termination or expiration of the Agreement or upon Customer’s earlier written request, and in any event after Customer has had an opportunity to export and recover the Customer Data, Service Provider shall at its own expense destroy and erase from all systems it directly or indirectly uses or controls all tangible or intangible forms of the Customer Data and Customer’s Confidential Information, in whole or in part, and all copies thereof except such records as are required by law. To the extent that any applicable law prevents Service Provider from destroying or erasing Customer Data as described in the preceding sentence, Service Provider shall retain, in its then current state, all such Customer Data then within its right of control or possession in accordance with the confidentiality, security and other requirements of this Agreement, and perform its obligations under this section as soon as such law no longer prevents it from doing so. Service Provider shall, upon request, send a written certification to Customer certifying that it has destroyed the Customer Data and Confidential Information in compliance with this section.

DATA PRIVACY AND SECURITY[Note: References to Massachusetts law in this section will be replaced with references to laws in the relevant State, if the purchasing state is not Massachusetts.]1. Service Provider must comply with all applicable laws related to data privacy and security.

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2. Service Provider shall not access Customer user accounts, or Customer Data, except in the course of data center operations, response to service or technical issues, as required by the express terms of this Agreement, or at Customer’s written request. 3. Service Provider may not share Customer Data with its parent company, other affiliate, or any other third party without Customer’s express written consent. 4. Prior to contract execution, Service Provider and Customer must cooperate and hold a meeting to determine whether:

a. “Personal data,” as defined in Mass. Gen. Laws c. 66A, will be stored or used in the Service. If so, then Service Provider is a “holder” of “personal data”, as such terms are defined in M.G.L. C. 66A, solely to the extent that the obligations of a holder are applicable to Service Provider’s delivery of services under the Agreement. The Customer remains responsible for all other obligations of a holder set forth in M.G.L.C. 66A.

b. Any sensitive or personal information will be stored or used in the Service that is subject to any law, rule or regulation providing for specific compliance obligations (e.g., M.G.L. c. 93H and 201 CMR 17.00, HIPAA, FERPA, IRS Pub. 1075). If so, then Service Provider must document in the Agreement how the Service complies with such law.

If either of the above is true, then Service Provider and Customer must review the Service specifications to determine whether the Service is appropriate for the level of sensitivity of the data to be stored or used in the Service, and how Customer and Service Provider will comply with applicable laws. Service Provider and Customer must document the results of this discussion and attach the document to the Agreement.

5. Service Provider shall provide a secure environment for Customer Data, and any hardware and software, including servers, network and data components provided by Service Provider as part of its performance under this Agreement, in order to protect, and prevent unauthorized access to and use or modification of, the Service and Customer Data. 6. Service Provider will encrypt personal and non-public Customer Data in transit and at rest.7. Customer Data must be partitioned from other data in such a manner that access to it will not be impacted or forfeited due to e-discovery, search and seizure or other actions by third parties obtaining or attempting to obtain Service Provider’s records, information or data for reasons or activities that are not directly related to Customer’s business.8. In the event of any breach of the Service’s security that adversely affects Customer Data or Service Provider’s obligations with respect thereto, or any evidence that leads Service Provider to reasonably believe that such a breach is imminent, Service Provider shall immediately (and in no event more than twenty-four hours after discovering such breach) notify Customer. Service Provider shall identify the affected Customer Data and inform Customer of the actions it is taking or will take to reduce the risk of further loss to Customer. Service Provider shall provide Customer the opportunity to participate in the investigation of the breach and to exercise control over reporting the unauthorized disclosure, to the extent permitted by law. 8. In the event that personally identifiable information is compromised, Service Provider shall be responsible for providing breach notification to data owners in coordination with Customer and the State as required by M.G.L. ch. 93H or other applicable law or State policy.9. Service Provider shall indemnify, defend, and hold Customer harmless from and against any and all fines, criminal or civil penalties, judgments, damages and assessments, including reasonable expenses suffered by, accrued against, charged to or recoverable from the State, on account of the failure of Service Provider to perform its obligations pursuant to this Section.

WARRANTYAt minimum, Service Provider must warrant that: 1. Service Provider has acquired any and all rights, grants, assignments, conveyances, licenses, permissions and authorizations necessary for Service Provider to provide the Service to Customer;

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2. The Service will perform materially as described in the Agreement;3. Service Provider will provide to Customer commercially reasonable continuous and uninterrupted access to the Service, and will not interfere with Customer’s access to and use of the Service during the term of the Agreement;4. The Service is compatible with and will operate successfully with any environment (including web browser and operating system) specified by Service Provider in its documentation;5. The Service will be performed in accordance with industry standards, provided however that if a conflicting specific standard is provided in this Agreement or the documentation provided by Service Provider, such specific standard will prevail; 6. Service Provider will maintain adequate and qualified staff and subcontractors to perform its obligations under this Agreement; and7. Service Provider and its employees, subcontractors, partners and third party providers have taken all necessary and reasonable measures to ensure that all software provided under this Agreement shall be free of Trojan horses, back doors, known security vulnerabilities, malicious code, degradation, or breach of privacy or security.

ACCESSIBILITYService Provider must comply with the State’s established standards for accessibility as described in a separate attachment. If such attachment is not provided, the Service Provider must request the accessibility terms from Customer. The accessibility terms provide, among other things, that Service Provider must (1) give Customer a VPAT or other results of accessibility testing prior to contract execution; (2) provide Customer with access to the Service so that Customer can conduct accessibility testing, and cooperate with Customer or third party accessibility testing of the Service; and (3) make available, both prior to and during the course of the engagement, Service Provider personnel to discuss accessibility and compliance with the State’s accessibility standards.

SUBCONTRACTORS1. Before and during the term of this Agreement, Service Provider must notify Customer prior to any subcontractor providing any services, directly or indirectly, to Customer under this Agreement that materially affect the Service being provided to Customer, including: hosting; data storage; security and data integrity; payment; and disaster recovery. Customer must approve all such subcontractors identified after the effective date of the Agreement.2. Service Provider is responsible for its subcontractors’ compliance with the Agreement, and shall be fully liable for the actions and omissions of subcontractors as if such actions or omissions were performed by Service Provider.

DISASTER RECOVERY1. Service Provider agrees to maintain and follow a disaster recovery plan designed to maintain Customer access to the Service, and to prevent the unintended destruction or loss of Customer Data. The disaster recovery plan shall provide for and be followed by Service Provider such that in no event shall the Service be unavailable to Customer for a period in excess of twenty-four (24) hours.2. If Customer designates the Service as mission-critical, as determined by Customer in its sole discretion: (1) Service Provider shall review and test the disaster recovery plan regularly, at minimum twice annually; (2) Service Provider shall back up Customer Data no less than twice daily in an off-site “hardened” facility located within the continental United States; and (3) in the event of Service failure, Service Provider shall be able to restore the Service, including Customer Data, with loss of no more than twelve (12) hours of Customer Data and transactions prior to failure.

RECORDS AND AUDIT1. Records. Service Provider shall maintain accurate, reasonably detailed records pertaining to:

(i) The substantiation of claims for payment under this Agreement, and(ii) Service Levels, including service availability and downtime.

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2. Records Retention. Service Provider shall keep such records for a minimum retention period of seven (7) years from the date of creation, and will preserve all such records for five (5) years after termination of this Agreement. No applicable records may be discarded or destroyed during the course of any litigation, claim, negotiation, audit or other inquiry involving this Agreement. 3. Audit of Records. Customer or its designated agent shall have the right, upon reasonable notice to Service Provider, to audit, review and copy, or contract with a third party to audit, any and all records collected by Service Provider pursuant to item (1) above, as well as any other Service Provider records that may reasonably relate to Customer’s use of the Service, no more than twice per calendar year. Such records will be made available to Customer at no cost in a format that can be downloaded or otherwise duplicated.

TRANSITION ASSISTANCE1. Service Provider shall reasonably cooperate with other parties in connection with all services to be delivered under this Agreement, including without limitation any successor provider to whom Customer Data is to be transferred in connection with termination. Service Provide shall assist Customer in exporting and extracting the Customer Data, in a format usable without the use of the Service and as agreed to by Customer, at no additional cost. Any transition services requested by Customer involving additional knowledge transfer and support may be subject to a separate transition SOW on a time and materials basis either for a fixed fee or at rates to be mutually agreed upon by the parties.2. If Customer determines in its sole discretion that a documented transition plan is necessary, then no later than sixty (60) days prior to termination, Service Provider and Customer shall jointly create a written Transition Plan Document identifying transition services to be provided and including an SOW if applicable. Both parties shall comply with the Transition Plan Document both prior to and after termination as needed.

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APPENDIX 2ACCESSIBILITY OBLIGATIONS FOR RFQ BIDDERS

The successful Bidder (referred to herein as the “Vendor”) must comply with the Commonwealth’s established standards for accessibility as described herein.

Overview

The Commonwealth is legally obligated under multiple federal laws, its own Constitution, Commonwealth statute and Governor-issued Executive Orders to ensure non-discrimination and equal access to Commonwealth services on the part of persons with a disability and reasonable accommodations to Commonwealth employees with a disability. To effectively meet its responsibilities, the Commonwealth must achieve accessibility in the acquisition, deployment and utilization of information technology. The Commonwealth defines accessibility to include compliance with its Enterprise Accessibility Standards and Web Accessibility Standards. These standards encompass the principles of Section 508 of the Federal Rehabilitation Act, the World Wide Web Consortium’s Web Content Authoring Guidelines, version 2, level AA (WCAG2 Standards), and the concept of usability for individuals with disabilities.Bidders should thoroughly review the detailed accessibility obligations below. As a brief summary, Bidders and the Vendor must:

Prior to contract execution

Provide a VPAT or accessibility testing results for any pre-existing software, including Third Party Software that Vendor is delivering to the Commonwealth.

If Vendor is delivering a SaaS offering, provide access to the offering for accessibility testing. Cooperate with the Commonwealth on addressing accessibility issues and entering into a mitigation letter

if necessary.

After contract execution

Build accessibility into every phase of the project Collaborate with the Commonwealth and the AAC on accessibility issues Test for accessibility before delivery and include testing results with all deliveries Cooperate with the Commonwealth’s accessibility testing after delivery Work to resolve any issues identified in testing and in the mitigation letter

Definitions“Accessibility Audit Testing” is accessibility testing conducted on the Commonwealth’s behalf by a third party testing vendor engaged and paid for by the Commonwealth (an “Accessibility Testing Vendor”), as opposed to accessibility testing conducted by Vendor.The “AT/IT List” is the Assistive Technology (“AT”)/Information Technology (“IT”) Environment List, which may be attached to the Solicitation or available at www.mass.gov/accessibility/.“End User Deliverables” are any software, documentation, and other interfaces or materials, and any configuration, implementation, or customization thereof, used by end users (which may include internal end users, such as Commonwealth employees and contractors, and external end users, such as Commonwealth residents) and delivered by Vendor under the Solicitation. End User Deliverables include, without limitation: any configuration,

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implementation, or customization of Third Party Software or vendor software; and any updates, new releases, versions, upgrades, improvements, bug fixes, patches or other modifications to software.“Enterprise Accessibility Standards” are the Enterprise Information Technology Accessibility Standards and the Executive Office of Technology Services and Security (EOTSS) Web Accessibility Standards Version 2, available at www.mass.gov/accessibility/.“Solicitation” refers to a Request for Response (RFR), Request for Quotes (RFQ), or other request for services to which these terms apply.The term “software,” as used in these accessibility requirements, includes without limitation commercial off-the-shelf software (“COTS”) and software as a service or other cloud-based software (“SaaS”).“Third Party Software” is software not published by Vendor.A “VPAT” is a Voluntary Product Accessibility Template based on the standardized form developed by the Information Technology Industry Council. A VPAT shows how a software product meets key regulations of Section 508 of the Rehabilitation Act, which requires all agencies and departments of the U.S. federal government to make electronic information and technology accessible to federal employees and members of the public with disabilities.

Accessibility Obligations

1. Compliance with Commonwealth Standards

Vendor is responsible for addressing accessibility problems in any implementation, configuration, or documentation delivered or performed by Vendor, and in any software published by Vendor and delivered under this Solicitation.

Vendor shall ensure that all End User Deliverables adhere to the current version (as of the date of this Solicitation) of the Enterprise Accessibility Standards and interoperate with the environments listed on the AT/IT List. Vendor is encouraged to measure accessibility compliance using the World Wide Web Consortium's Web Content Authoring Guidelines, version 2, level AA (the WCAG2 Standards), as defined at http://www.w3.org/WAI/intro/wcag.php, in place of (1) Section 2, Technical Standards – Applications of the Enterprise Information Technology Accessibility Standards, and (2) Sections 1 through 5 and Section 8 of the Executive Office of Technology Services and Security (EOTSS) Web Accessibility Standards.

Vendor must ensure that accessibility and usability are addressed at every stage of the project. At the commencement of any project under this Solicitation, prior to beginning any significant design or implementation work, Vendor’s project manager shall meet with the Commonwealth’s project manager and appropriate resources to review the Enterprise Accessibility Standards, the AT/IT List, and any accessibility guidance provided by software vendors, in order to discuss their impact on the project. On an ongoing basis, Vendor must i ncorporate accessibility testing into all test plans, and include users of assistive technology in end user testing.

2. Accessibility Testing Vendors

The Commonwealth shall hire a third party Accessibility Testing Vendor to conduct Accessibility Audit Testing for this project. The Accessibility Testing Vendor will test each End User Deliverable against the Enterprise Accessibility Standards, and for interoperability with the AT and the IT environment described in the AT/IT List. Vendor shall cooperate with the Accessibility Testing Vendor.

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The Accessibility Testing Vendor’s testing will be in addition to Vendor’s own accessibility testing. Vendor may either use its internal resources or may hire its own third party accessibility testing vendor to conduct testing.

3. Accessibility Advisory Committee (AAC)

The Commonwealth and Vendor will collaborate and communicate throughout the process of creating the End User Deliverables with any vendors of Third Party Software, and with the Accessibility Advisory Committee. The AAC shall be comprised of at least one representative from each Vendor and the Commonwealth, and representatives of certain agencies designated by the Commonwealth such as the Massachusetts Office on Disability, Executive Department disability coordinators, Massachusetts Rehabilitation Commission, Massachusetts Commission for the Blind and Massachusetts Commission on the Deaf and Hard of Hearing.

The AAC shall convene its first meeting no later than ten (10) calendar days after the Effective Date of any Contract entered under this Solicitation. Following this initial meeting, the AAC shall meet as mutually agreed to by the Commonwealth and Vendor in consultation with the AAC, but at a minimum, once a quarter. The purpose of these meetings shall be to prioritize the list of accessibility defects identified by the Vendor and/or the Commonwealth (through its Accessibility Testing Vendor), discuss any questions relating to accessibility testing and accessibility requirements, and to ensure that any concerns raised by a member of the AAC or a third party regarding accessibility of the Services are discussed, identified and addressed.

4. Training and Documentation

Vendor shall coordinate with the Commonwealth and the AAC in the identification of all prospective attendees at Vendor training who require accommodation, and shall cooperate with the Commonwealth in its provision of such accommodation.

All administrator and end user documentation and any training materials delivered by Vendor under this Solicitation (whether in a classroom or online) must be accessible to users with disabilities, and must include alternative keyboard commands wherever a mouse command is specified. All such materials delivered under this Solicitation and wholly owned by the Commonwealth shall be in an agreed-upon editable format.

5. Testing

Accessibility testing must be incorporated as part of Vendor’s overall quality assurance process. Vendor shall test end user software for accessibility during any or all of unit testing, integration testing, final acceptance testing and system testing.

A. Testing of End User Deliverables

Vendor shall test every End User Deliverable against the Enterprise Accessibility Standards, and for interoperability with the AT and IT environments listed in the AT/IT List. Vendor shall resolve any problems identified in such testing prior to delivering the End User Deliverable to the Commonwealth. Vendor shall deliver to the Commonwealth the results of the final testing, with all accessibility problems resolved, at the same time it delivers the End User Deliverable. The Commonwealth will conduct its own Accessibility Audit Testing of the End User Deliverables following delivery by Vendor.

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B. Testing of Third Party Software

While Vendor is obligated to test any configuration, customization, or other modification it makes to Third Party Software, Vendor is not responsible for testing out-of-the-box, non-configured third party software for which accessibility testing has already been conducted and test results have already been provided to the Commonwealth in the form of a satisfactory VPAT provided in response to this Solicitation.

If Vendor is recommending or providing Third Party Software in response to this Solicitation, Vendor is responsible for working with the Commonwealth and the publisher of such Third Party Software to identify and resolve accessibility issues. However, if Vendor is configuring, installing, or otherwise working with Third Party Software that the Vendor did not recommend or provide to the Commonwealth, Vendor is not responsible for accessibility issues for such Third Party Software that are not related to Vendor’s configuration, customization, or other modification of such Third Party Software.

6. Failure to Comply; Repeat Testing

Following Vendor’s testing described above, the Commonwealth will conduct Accessibility Audit Testing on the End User Deliverables to determine compliance with the Enterprise Accessibility Standards and interoperability with the environments listed on the AT/IT List. If any End User Deliverables fail the Commonwealth’s initial post-delivery Accessibility Audit Testing, Vendor shall provide a credit to the Commonwealth for any repeat Commonwealth Accessibility Audit Testing that is needed. Such credits shall not exceed 5% of either (1) the total fixed price due Vendor under the initial contract resulting from this Solicitation, or (2) the total not-to-exceed amount of the initial contract resulting from this Solicitation if entered under a time and materials basis.

7. VPAT and Mitigation Letters

Prior to Contract execution, Vendor must provide VPATs for any existing Vendor and third-party software with which end users will interact. With respect to software for which Vendor cannot provide satisfactorily detailed VPATs, Vendor shall provide and Configure alternative accessibility testing information or test results to which it has access.If the Commonwealth determines that accessibility issues exist but can be resolved or mitigated after Contract execution, the Commonwealth may at its discretion file a request for a mitigation letter with Executive Office of Technology Services and Security (EOTSS)’ Director of Assistive Technology. A mitigation letter is not a waiver of accessibility obligations, but rather a roadmap that contains a list of accessibility issues and the vendor’s commitment to cooperate with the Commonwealth in resolving or mitigating the issues within a reasonable time following contract execution. Any mitigation letter shall become part of the Contract resulting from this Solicitation.

8. Additional Terms for SaaS Vendors

A. For SaaS offerings, the Commonwealth reserves the right to test for accessibility or to engage a third party Accessibility Testing Vendor to conduct Accessibility Audit Testing at the Commonwealth’s expense prior to scoring and selecting a vendor. Bidders must cooperate with the Commonwealth and the Accessibility Testing Vendor, including providing appropriate access to the applicable cloud products for such testing. The results of any such accessibility testing, the VPAT or other accessibility documentation

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provided by the Vendor, and the cooperation of the Bidder, will be taken into account in scoring and selecting a Vendor.

B. Upon request, Vendor must provide the Commonwealth with accessibility-related content in the technical reference manual or program documentation for the applicable cloud product.

C. In connection with its accessibility testing as permitted above, the Commonwealth shall have the right to configure the applicable cloud product in accordance with the technical reference manual or program documentation for the Commonwealth’s accessibility needs.

D. If Vendor is a SaaS provider with over 500,000 users for the SaaS offering bid in response to this Solicitation, the Commonwealth will negotiate with Vendor a commercially reasonable time for compliance with the Enterprise Accessibility Standards and interoperability with the environments on the AT/IT List.

9. Prioritizing and Remediating Accessibility Issues

Vendor shall collaborate with the Commonwealth, the AAC and the Accessibility Testing Vendor to prioritize accessibility defects based on severity.

Vendor shall be responsible for curing each instance identified by the Commonwealth or by its own accessibility testing in which the End User Deliverables fail to comply with the Enterprise Accessibility Standards or interoperate with the environments specified on the AT/IT List. Accessibility issues which pose a very minor inconvenience to disabled users but do not prevent them from using the software may not need to be remediated. Correction of accessibility issues may require, among other things, writing new core code, shutting off inaccessible features, providing users with third party software in addition to their assistive technology, or providing disabled users with an alternative pathway to the inaccessible feature or the business process that it automates.

10. Ongoing Maintenance

If the Vendor has agreed to perform maintenance for the Commonwealth, Vendor’s obligations above apply to its performance of maintenance. During the maintenance period, unless otherwise agreed in writing by Vendor and the Commonwealth, Vendor must ensure that the system continues to interoperate with the environments specified on the AT/IT List, including any changes to the AT/IT List that occur during the maintenance period, and must collaborate with the Commonwealth and any pertinent Third Party Software vendor and Accessibility Testing Vendor to correct any problems identified regarding interoperability.

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APPENDIX 3 STATEMENT OF WORK

STATEMENT OF WORKBETWEEN

THE [NAME AGENCY]AND

[NAME RFR VENDOR]FOR THE

[NAME PROJECT]

1. INTRODUCTION

The following document will serve as a Statement of Work (“SOW”) between the [Agency Name] (“[OSD]”) [of the [Name Parent Agency] and [Vendor Name] (“[Vendor Abbreviation]”) to apply to work on the [Name of System or Project to be Completed] ([Abbreviated Project Name]). The entire agreement (the “Agreement”) between the parties (the “Agreement”) consists of the following documents in the following order of precedence: (1) the Commonwealth Standard Terms and Conditions; (2) the Commonwealth’s Standard Form Contract; (3) Request for Response ITS58 (“RFR”) RFR; (4) [Reseller Vendor Abbreviation]’s response thereto; (5) the OSD ITS58 Request for Quotes (“RFQ”) [name and date of Agency’s RFQ]; (6) this SOW and any other documents negotiated between the parties under the RFQ; and (7) [Vendor Abbreviation]’s response thereto.

2. DEFINITIONS

The terms used in this SOW, unless defined in this SOW or in an amendment made hereto, shall have the meaning ascribed to them in the other documents that constitute the Agreement between the parties.

“Deliverable” means any work product that [Vendor Abbreviation] delivers for the purposes of fulfilling its obligations to [OSD] under the terms of the Agreement, including work product that [Vendor Abbreviation] must submit to [OSD] for [OSD]’s approval in accordance with the formal acceptance procedures set forth within the SOW or the Task Order(s) entered into hereunder.

“Milestone Payment” means a defined payment amount associated with the completion of a particular Deliverable or set of Deliverables.

“Task” means a material activity engaged in by [Vendor Abbreviation] for the purpose of fulfilling its obligations to [OSD] under the terms of the Agreement, which may or may not result in the creation of a Deliverable.

“Task Order” means an amendment to this SOW that specifies Tasks, Deliverables, or hourly rate services to be completed by [Vendor Abbreviation] under the terms of this Agreement.

3. OVERVIEW, EFFECTIVE DATE AND TERM

[Provide a high level description of the project.]

This Agreement’s term (the “Term”) begins on the date on that it is executed by both parties (the “Effective Date”) and shall terminate at 5:00 p.m. on [INSERT END DATE] (“Termination Date”).

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Notwithstanding the foregoing, Sections 5.1 and 5.2 of System Security, Section 10.2 Warranty, and Section 10.3, Title and Intellectual Property Rights [Agency choose other sections that will survive termination] shall survive the termination of the remainder of this SOW.

4. POINTS OF CONTACT

4.1 Single Point of Contact

[Vendor Abbreviation] and [OSD] will each assign a single point of contact with respect to this SOW. It is anticipated that the contact person will not change during the Term of this Agreement. In the event that a change is necessary, the party requesting the change will provide prompt written notice to the other. In the event a change occurs because of a non-emergency, two-week written notice is required. For a change resulting from an emergency, prompt notice is required. [Vendor Abbreviation]’s contact person is [Vendor Contact Name and Title], who can be reached at [Vendor Contact Address, phone number(s), email].

[OSD]’s contact is [Agency Contract Name and Title] who can be reached at [Agency Contact Address, phone number(s), email].

4.2 Subcontractors [Delete provision 4.2, the following provision, if the Vendor is not using subcontractors]

[Vendor Abbreviation] shall take full responsibility for project management. [Vendor Abbreviation] shall submit all subcontracts related to work to be performed hereunder for approval by [OSD] within two weeks of the Execution Date of this SOW and within two weeks for any Task Order issued hereunder which entails work by [Vendor Abbreviation] subcontractors. [Vendor Abbreviation] shall ensure that its subcontractor(s) that perform work efforts under this SOW shall comply with all terms of the Agreement.

[Vendor Abbreviation] will act as prime contractor for the [Vendor Abbreviations]’s subcontractor (s) and be responsible for the performance of subcontractor. [Vendor Abbreviation] must submit for approval, be responsible for, and pass on all covenants, and warranties, etc. to subcontractor.

5. SYSTEM SECURITY

As part of its work efforts under this SOW, [Vendor Abbreviation] will be required to use Commonwealth data and IT resources. For purposes of this work effort, “Commonwealth Data” shall mean data provided by the [OSD] to [Vendor Abbreviation], which may physically reside at a Commonwealth or [OSD] or [Vendor Abbreviation] location.

5.1 Commonwealth Data

In connection with Commonwealth Data, [Vendor Abbreviation] will implement commercially reasonable safeguards necessary to:

5.1.1 Prevent unauthorized access to Commonwealth Data from any public or private network;5.1.2 Prevent unauthorized physical access to any information technology resources involved in the

development effort; and 5.1.3 Prevent interception and manipulation of Commonwealth Data during transmission to and

from any servers.

5.2 Commonwealth Personal Data

In addition to the above requirements for Commonwealth Data, [Vendor Abbreviation] may be required to use the following Commonwealth personal data under MGL ch. 66A and/or personal

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information under MGL ch. 93H, or to work on or with information technology systems that contain such data as [here agency should list the categories of such data that the vendor will be required to use] in order to fulfill part of its specified tasks. For purposes of this work effort, electronic personal data and personal information includes data provided by the [OSD] to [Vendor Abbreviation] which may physically reside at a location owned and/or controlled by the Commonwealth or [OSD] or [Vendor Abbreviation]. In connection with electronic personal data and personal information, [Vendor Abbreviation] shall implement the maximum feasible safeguards reasonably needed to:

5.2.1 Ensure the security, confidentiality and integrity of electronic personal data and personal information;

5.2.2 Prevent unauthorized access to electronic personal data or personal information or any other Commonwealth Data from any public or private network;

5.2.3 Notify [OSD] immediately if any breach of such system or of the security, confidentiality, or integrity of electronic personal data or personal information occurs.

5.2.4 [Vendor Abbreviation] represents that it has executed the EO504 Contractor Certification Form, which is attached hereto as Exhibit B.

5.3 Software Integrity Controls

[Vendor Abbreviation] and [OSD] recognize the serious threat of fraud, misuse, and destruction or theft of data or funding. These threats could be introduced when unauthorized or inappropriate modifications are made to a production system. [Vendor Abbreviation] shall implement the following controls for the purpose of maintaining software integrity and traceability throughout the software creation life cycle, including during development, testing, and production:

5.3.1 [Vendor Abbreviation] shall configure at least two software environments including a development/quality assurance (QA) environment and a production environment.

5.3.2 [Vendor Abbreviation] shall implement a change management procedure to ensure that activities in the development/QA environment remain separate and distinct from the production environment. In particular the change management procedure shall incorporate at least the following:

5.3.2.1 Segregates duties between development and testing of software changes and migration of changes to the production environment;

5.3.2.2 Implements security controls to restrict individuals who have development or testing responsibilities from migrating changes to the production environment.

5.3.2.3 Includes a process to log and review all source control activities.

5.3.3 [Vendor Abbreviation] shall implement a source control tool to ensure that all changes made to the production system are authorized, tested, and approved before migration to the production environment.

5.3.4 [Vendor Abbreviation] shall not make any development or code changes in a production environment.

5.3.5 [Vendor Abbreviation] shall implement additional internal controls as specified in [Agency and Vendor incorporate attachment if relevant].

6. ACCEPTANCE OR REJECTION PROCESS

[Vendor Abbreviation] will submit the required Deliverables specified in this SOW, or any Task Order entered into hereunder, to the [OSD] Project Manager for approval and acceptance. [OSD] will review work product for each of the Deliverables and evaluate whether each Deliverable has clearly met in all

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material respects the criteria established in this Agreement and the relevant Task Order specifications. Once reviewed and favorably evaluated, the Deliverables will be deemed acceptable.

Within ten (10) working days of receipt of each Deliverable, the [OSD] Project Manager will notify [Vendor Abbreviation], in writing, of the acceptance or rejection of said Deliverable using the acceptance criteria specified in this Section and associated with the Task or Deliverable specifications in this Agreement. A form signed by [OSD] shall indicate acceptance. [Vendor Abbreviation] shall acknowledge receipt of acceptance forms in writing. Any rejection will include a written description of the defects of the Deliverable. If [OSD] does not respond to the submission of the Deliverable, within five (5) working days of [OSD’s] receipt of each Deliverable, [Vendor Abbreviation] shall provide a reminder notice to the [OSD] Project Manager. If [OSD] fails to reject a Deliverable within five (5) business days after [OSD]’s receipt of the reminder notice, the Task or Deliverable is deemed accepted.

If [OSD] rejects a Deliverable, [Vendor Abbreviation] will, upon receipt of such rejection, act diligently to correct the specified defects and deliver an updated version of the Deliverable to the Commonwealth. [OSD] will then have an additional 5 (five) business days from receipt of the updated Deliverable to notify [Vendor Abbreviation], in writing, of the acceptance or rejection of the updated Deliverable. Any such rejections will include a description of the way in which the updated Deliverable fails to correct the previously reported deficiency.

Following any acceptance of a Deliverable which requires additional work to be entirely compliant with the pertinent specifications, and until the next delivery, [Vendor Abbreviation] will use reasonable efforts to provide a prompt correction or workaround.

7. PROJECT MANAGEMENT

[Vendor Abbreviation] and [OSD] must notify the other party’s Project Managers of any change in the name, address, phone number, fax number, or email address of their respective Project Manager.

7.1 [OSD] Project Manager

[OSD Designed Project Manager, Agency Project Manager Title] (“[OSD]’ Project Manager”) shall perform project management on behalf of [OSD] for this engagement. [OSD] Project Manager will be the primary point of contact for this engagement.

7.2 Vendor Project Manager

[INSERT NAME OF Vendor Abbreviation Designed Project Manager, Vendor Project Manager Title] (“[Vendor Abbreviation]’s Project Manager”) shall perform project management on behalf of [Vendor Abbreviation] for this engagement.

7.3 Issue Resolution

The Project Managers from each organization bear the primary responsibility for ensuring issue resolution. If they mutually agree that they are unable to resolve an issue, they are responsible for escalating the issue to [insert name and title of respective persons at agency and vendor].

8. Amendments to the Scope of Work

This Agreement may be amended prior to the end of the Term. The Project Manager, who would like to request a change in scope for this engagement or any other terms contained within the Agreement, will provide the suggested amendment in writing to the other party’s Project Manager. The Project Managers

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will jointly determine whether the change impacts any terms contained within the Agreement. The parties may mutually agree to the change through a written amendment to this SOW.

For any amendment entered into under this Agreement where [Vendor Abbreviation] will be providing services on a Time and Materials basis, the parties shall apply the Time and Materials terms as described in Section 12 of this SOW to the relevant Task Order.

9. ADDITIONAL TERMS

9.1 Warranty

Consistent with the RFQ, [Vendor Abbreviation] represents and warrants to [OSD] that:

9.1.1 [Vendor Abbreviation] and its subcontractors are sufficiently staffed and equipped to fulfill [Vendor Abbreviation]’s obligations under this Agreement;

9.1.2 [Vendor Abbreviation]’s services will be performed:

9.1.3 By appropriately qualified and trained personnel;

9.1.4 With due care and diligence and to a high standard of quality as is customary in the industry;

9.1.5 In compliance with the Milestone Schedule and the terms and conditions of this Agreement; and

9.1.6 In accordance with all applicable professional standards for the field of expertise;

9.1.7 Deliverables delivered under this Agreement will substantially conform with the Tasks and Deliverable descriptions set forth in this Agreement;

9.1.8 All media on which [Vendor Abbreviation] provides any software under this Agreement shall be free from defects;

9.1.9 [Vendor Abbreviation] has obtained all rights, grants, assignments, conveyances, licenses, permissions and authorizations necessary or incidental to any materials owned by third parties supplied or specified by [Vendor Abbreviation] for incorporation in the Deliverables to be developed;

9.1.10 Documentation provided by [Vendor Abbreviation] under this Agreement shall be in sufficient detail so as to allow suitably skilled, trained, and educated [OSD] personnel to understand the operation of the Deliverables. [Vendor Abbreviation] shall promptly, at no additional cost to [OSD] make corrections to any documentation that does not conform to this warranty; and

10. [VENDOR ABBREVIATION] TASKS AND DELIVERABLES

This Section describes the Deliverables that [Vendor Abbreviation] will provide to [OSD] and the Tasks that [Vendor Abbreviation] will complete by the end of the engagement described in this SOW. A Task or Deliverable will be considered “complete” when all the acceptance criteria set forth in this SOW have been met or the prescribed review period for each Deliverable or Task has expired without written response from [OSD]. The Task/Deliverable numbers are referred to in subsequent sections throughout this SOW.

All written documents shall be delivered in machine-readable format, capable of being completely and accurately reproduced by computer software on a laser printer. All itemized and/or annotated lists shall be delivered in computer spreadsheets, capable of being imported to Microsoft Excel 2000 [or name

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alternative desktop software used by agency]. All meetings shall be held in [INSERT LOCATION FOR MEETINGS, SUCH AS ADDRESS OF RELEVANT AGENCY OFFICE] unless agreed to otherwise by the Project Managers. Meetings must be scheduled at least three full business days in advance, with reasonable accommodation of attendees’ schedules. All meeting results will be described in a follow-up report generated by [Vendor Abbreviation] Project Manager and approved by the [OSD] Project Manager.

10.1 Fixed Price Tasks and Deliverables:

[AGENCY AND VENDOR INSERT: Draft the specific description for each fixed price Task and Deliverable that is material for completion of services and deliverables for work efforts under the RFQ.]

For the Fixed Price Tasks and Deliverables of this Agreement, [Vendor Abbreviation] shall perform Tasks or deliver Deliverables in conformance with the Description and Metrics of Acceptance on or before Milestone Schedule date set forth in Table 2.

TABLE 2Deliverables and Tasks

Deliverable or Task Number

Deliverable or Task Name

Description and Metrics of Acceptance Milestone Schedule (Due Date)

1.1 [For each Deliverable or Task, describe Deliverable and list metrics for acceptance]

1.2

10.2 Time and Materials Personnel

[VENDOR ABBREVIATION] agrees to provide the following Named Resources, whose resume is attached hereto as Exhibit [INSERT NUMBER], on a Time and Materials basis and as described in any relevant Task Order entered into hereunder:

TABLE 3Time and Materials Resources

Named Resource

Title Hourly Rate

10.3 Payment Terms

All payments under this Agreement shall be made in accordance with the Commonwealth's bill paying policy.

10.3.1 Fixed Price Payments for Tasks and Deliverables25


A Deliverable or Task will be considered “completed” when [OSD] has determined that the acceptance criteria for that specific Deliverable or Task has been met as specified in Table 4 of this SOW or the relevant Task Order, and elsewhere in this Agreement. [Vendor Abbreviation] agrees to invoice the Commonwealth for the Deliverables or work completed per the requirements set forth in this SOW and the relevant Task Order. [OSD] will make payments to [Vendor Abbreviation] only after receiving an accurate invoice for Tasks and Deliverables completed and accepted pursuant to Section 6 of this SOW. Payments for specific Tasks and Deliverables shall be made in accordance with Table 4 below.

TABLE 4Fixed Price Deliverables and Tasks

Deliverable or Task Number

Deliverable or Task Name Milestone Payment

1

2

10.3.2 Time and Materials Payments

For the Time and Materials Services provided in any Task Order entered hereunder, [VENDOR ABBREVIATION] shall complete the work described in the relevant Task Order and as scheduled through weekly planning meetings. [VENDOR ABBREVIATION] will submit weekly reports to the [OSD] Project Manager detailing the hours actually worked by the Named Resource performing Time and Materials work and described herein or in the relevant Task Order. The weekly reporting must show actual resource hours worked against assigned tasks. [VENDOR ABBREVIATION] will also report weekly to the [OSD] Project Manager its expected work effort the forthcoming week, showing the Named Resource’s expected level of effort. The Named Resource will be authorized for work without the prior review and authorization by the [OSD] Project Manager.

[VENDOR ABBREVIATION] shall provide a bi-weekly invoice to [OSD] Project Manager for the actual hours worked per week of the Named Resource identified in Table 3, and the total payments under this SOW or the relevant Task Order will not exceed the authorized hours or the total authorized amount as identified in the relevant Task Order. The [OSD] Project Manager will review and approve these invoices based on satisfactory work performance by the Named Resource. The [OSD] Project Manager may terminate use of the Named Resource by providing ten (10) days written notice to [VENDOR ABBREVIATION] Project Manager. If termination is “For Cause”, or for a violation of a term of this Agreement, [OSD] may terminate use of the Named Resource effective immediately by providing written notice to [VENDOR ABBREVIATION] Project Manager.

11. TRANSFER OF ENGAGEMENT PRODUCTS AT CONTRACT TERMINATION[Address any special requirements for transfer of the application and/or other engagement products to the Commonwealth or to another vendor at Contract Termination.]

12. MAINTENANCE[Agency and Vendor: Address maintenance to be provided by vendor, if any, and cost thereof]

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The undersigned hereby represent that they are duly authorized to execute this SOW on behalf of their respective organizations.

Operational Services Division [Vendor Name]

[Agency Signatory and Title] [Vendor Signatory and Title]

Date Date

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APPENDIX 4RFQ SOLUTION WITHIN PROJECT SCOPE

Introduction The solution, services, software and support defined within this RFQ are to be implemented as part of a larger strategic project within OSD, which is being implemented in phases over multiple fiscal years. This attachment (“RFQ Solution Within Project Scope”) is provided to give potential Bidders context for the scope of the larger project, how the solution in this RFQ integrates with the larger project, and to identify solutions which may provide features that may be relevant future phases of the project. OSD does not commit to any future solutions, nor does this description of project scope commit OSD to any additional products, services, maintenance or support. Solutions for future phases of the project may be procured via separate RFQ/RFR. No bidders for future project phases will be excluded or given preference based solely on award of this RFQ (“Vendor Report Management SaaS Solution”).

OSD manages Statewide Contracts for goods and services which are available for use by all branches of state government, other public entities and Massachusetts cities and towns. Statewide Contractors are subject to reporting requirements for doing business after a contract has been awarded. In accordance with their contractual agreement with the Commonwealth, most Statewide Contractors are required to provide quarterly sales reports and remit associated Administration Fees. OSD uses the data from these reports to ensure compliance and to manage contracts by analyzing contract utilization and performance.

Vendor Report ManagementStatewide Contractors are required to submit a quarterly reporting of sales and Supplier Diversity Program (SDP) spend to eligible purchasing entities against the contracts which they are awarded. This quarterly reporting process is referred to as Vendor Report Management (VRM). The details and requirements for this report are defined within the award of each Statewide Contract. Each statewide contract may have unique VRM reporting requirements. The user story describes the basic business processes and tools.

User Story

There are nearly 120 Statewide Contracts currently under management, with almost 1400 awarded vendors (some with multiple awards). OSD receives reports quarterly from each vendor regarding sales under the contract. Vendors must use an excel template provided by the OSD Sourcing Lead specifically for that contract. Certain information is common to all contracts; other information may be included at the discretion of the OSD Sourcing Lead in "optional columns." A sample of the report template is attached to the electronic solicitation BD-18-1080-OSD06-OSD06-21257 as an Excel file named “Sample FAC82_FY2017_FQ2_VC0000000000_0_ABC Co.xlsb”. These reports are emailed by the vendors to a common email address. That address is monitored by 3 Report Coordinators, each of whom is responsible for a specific set of contracts.

As noted above, reports are due quarterly. Reports are due on the 15th of the month following the month after the end of the quarter, as follows:

Quarter Report Period Report Due DateFirst Quarter January 1st – March 31st May 15th

Second Quarter April 1st – June 30th August 15th

Third Quarter July 1st – September 30th November 15th

Fourth Quarter October 1 – December 31st February 15th

That is, vendors must report on their sales during Jan-Mar no later than May 15.

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Reports begin to flow in immediately after the quarter ends, with most being submitted in the two weeks before and after the Due Date. The Report Coordinators issue follow-up reminders periodically after the Due Date has passed with no report, and if no report is received after three follow-up emails the vendor is turned over to the Sourcing Lead to take some form of action, varying from listing the vendor as non-compliant on COMMBUYS to suspension/termination.

When a report is received, the Report Coordinators review for specific errors such as incorrect file name (the system into which the reports are input will not accept a file name in the wrong format), specific data inconsistencies (i.e., total sales reported on cover tab does not match the sum of the individual sales shown on the Sales tab), format errors such as leaving blank rows on the Sales tab including totals, and similar errors. The line items on the Sales report are imported into Access with each row becoming a record, so blank lines and totals must be removed. The Report Coordinators do not edit the reports; they email the vendor and request resubmission of a corrected report. In some cases several resubmissions are needed before the report passes the first review.

Reports passing the Report Coordinator review are place in a folder to be reviewed by the Sourcing Lead, with a separate folder for each Statewide Contract. The Sourcing Lead reviews for more substantive issues, including errors in data reported in the "optional columns," sales items that are not on the vendor's contract, and other substantive issues. The Sourcing Lead follows up with the vendor to request report resubmission or otherwise address the issue. Once the record has passed Sourcing Lead review, it is placed in the folder for upload by the Data Analyst to the Access database.

In the upload, a single record is created that includes the information from the Cover tab (vendor name, vendor code, report period, contract number, etc.) and the information from each row of the Sales tab.

The "database" has one table per statewide contract that includes sales records for each vendor for each quarter reported.

One notable feature of the data cleansing process, handled by the Data Analyst, involves rationalizing the various names under which Purchasers are reported. For most reports, vendors may enter any name they choose for their clients, such that the town of Agawam might appear as "Town of Agawam", "Agawam", Agawam preceded or followed by a number of spaces, "City of Agawam", various misspellings of Agawam, and other permutations. OSD's outreach team, which is charged with increasing use of OSD's statewide contracts by municipalities, is interested in knowing which municipalities are using which statewide contracts. The "Bad Names" table converts misspellings that have occurred on previous reports into one "Good Name." The "Good Names" table includes various levels of classification information such as municipality, authority, executive department, and others.

Although the "Bad Names" table includes over 70,000 entries, vendors continue to report using names that are not in the "Good Names" or "Bad Names" tables, necessitating that hundreds of new entries be made to the "Bad Names" table every quarter.

Spreadsheet reports range from the Cover tab + 1 row on the Sales tab to Cover tab plus 85,000 rows on the Sales tab. File sizes for the spreadsheets for the two most recently completed reporting years are:

Year File size Size on disc Number of filesFY16 849 MB 308 MB 4,941FY17 927 MB 328 MB 5256

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Current State (Integration of VRM and Admin Fee systems is out of scope for this RFQ)OSD manages these two reports, and their associated data, as part of two separate systems and sets of processes. Admin Fee reporting and payment is managed via a web-based secure payment center. Transactional and payment data are transmitted electronically via interface to the Commonwealth. Contract, vendor and payment data are managed via an internal application at OSD. OSD uses this application for the purposes of tracking and reporting Administration Fee payments. Data analysis and reporting is done via a set of canned reports and pivot table extracts. VRM reports are submitted on Microsoft documents via email. The documents are managed via manual processes and stored on shared network directories. Data from these reports is stored in multiple Microsoft Access databases. Data analysis and reporting is done primarily via excel. The systems and processes associated with VRM are not currently integrated with the Admin Fee systems and processes.

Project GoalsIn the long term, OSD seeks to integrate the systems and processes associated with sales and SDP spend reporting with Admin Fee payment data processes and reporting. This will provide more consistent and readily available data for the purposes of OSD data analysis, will increase data integrity and security, and will reduce the administrative burden of manually managing files, data and reports. Further, this will streamline and integrate the reporting processes and tools for Statewide Contractors.

Phase one of the larger project will move the Excel and Access based VRM processes and manual interventions to a web-based reporting system which contains data validation and workflow tools. The data will be interfaced to a SQL Server database at OSD. The SQL Server database will also contain data from the Administration Fee application. BI reporting will be established to enable self-serve reporting by OSD employees. This RFQ (“Vendor Report Management SaaS Solution”) seeks to procure a solution for the web-submission, data validation/cleansing and data transport portion of Phase One ONLY. OSD will implement and configure the internal database and BI tools with internal resources.

Future phases of the project will further integrate the systems and BI reporting, and move all associated applications and databases to the cloud where feasible. These future phases may or may not require the procurement of additional software, products or services.

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APPENDIX 5INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS ELECTRONICALLY THROUGH

COMMBUYS

COMMBUYS refers to all solicitations, including but not limited to Requests for Proposals (RFP), Invitations for Bid (IFB), Requests for Response (RFR), and Requests for Quote (RFQ), as “Bids.” All responses to Bids are referred to as “Quotes.”

Steps for Bidders to Submit a Quote

1. Launch the COMMBUYS website by entering the URL (www.COMMBUYS.com) into the browser.

2. Enter Bidder login credentials and click the Login button on the COMMBUYS homepage. Bidders must be registered in COMMBUYS in order to submit a Quote. Each Vendor has a COMMBUYs Seller Administrator, who is responsible for maintaining authorized user access to COMMBUYS.

3. Upon successful login, the Vendor home page displays with the Navigation and Header Bar as well as the Control Center. The Control Center is where documents assigned to your role are easily accessed and viewed.

4. Click on the Bids tab

5. Clicking on the Bid tab opens four sections:a. Request for Revisionb. Bids/Bid Amendmentsc. Open Bidsd. Closed Bids

6. Click on the blue Open Bid hyperlinks to open and review an open bid

7. A new page opens with a message requesting that you acknowledge receipt of the bid. Click Yes to acknowledge receipt of the bid. Bidders must acknowledge receipt to receive any amendments/updates concerning this bid.

8. After acknowledgement, the bid will open.

The top left half of the page contains the following information:

a. Purchaserb. Departmentc. Contact for this bidd. Type of purchase

i. Open Marketii. Blanket

e. Pre-Bid Conference details (if applicable)f. Ship-to and Bill-to addressesg. Any attachments to the bid, which may include essential bid terms, response forms, etc.

The top right half of the bid includes the following information:

a. Bid Date

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http://www.COMMBUYS.com/


b. Required Datec. Bid Opening Date – date the bid closes and no further quotes will be acceptedd. Informal Bid Flage. Date goods/services are required

9. The lower half of the page provides information about the specific goods/services the bid is requesting.

10. Click Create Quote to begin.

11. The General tab for a new quote opens. This page is populated with some information from the bid. Fields available to update include:

a. Delivery daysb. Shipping termsc. Ship via termsd. Is “no” bid – select if you will not be submitting a quote for this bide. Promised Datef. Info Contactg. Commentsh. Discount Percenti. Freight Termsj. Payment Terms

It is important to note that the bid documents (RFR and attachments) may specify some or all of these terms and may prohibit you from altering these terms in your response. Read the bid documents carefully and fill in only those items that are applicable to the bid to which you are responding.

Update these fields as applicable to the bid and click Save & Continue to save any changes and create a Quote Number.

12. The page refreshes and messages display. Any message in Red is an error and must be resolved before the quote can be submitted. Any message in Yellow is only a warning and will allow processing to continue.

13. Click the Items tab. The Items tab displays information about the items requested in the bid. To view additional details about an item, click the item number (blue hyperlink) to open. To submit a qualifying quote, please select “See Quote Attachment” checkbox.

14. The item opens. Input all of your quote information and click Save & Exit.

15. Click on the Attachments Tab. Follow the prompts to upload and name all required attachments and forms and bid response documents in accordance with the instructions contained in the solicitation or bid documents. After uploading each individual file or form, click Save & Continue. After you have uploaded all required documents click Save & Exit. Be sure to review your attachments to make sure each required document has been submitted.

16. Click on the Terms & Conditions Tab. This tab refers to the terms and conditions that apply to this bid. The terms and conditions must be accepted before your quote can be submitted. If your acceptance is subject to any exceptions, those exceptions must be identified here. Exceptions cannot contradict the requirements of the RFQ, or required Commonwealth standard forms and attachments for the bid. For instance, an RFQ may specify that exceptions may or will result in disqualification of your bid.

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17. Click the Summary tab. Review the information and update/correct, as needed. If the information is correct, click the Submit Quote button at the bottom of the page.

18. A popup window displays asking for verification that you wish to submit your quote. Click OK to submit the quote.

19. The Summary tab redisplays with an updated Status for the quote of Submitted.

20. Your quote submission is confirmed only when you receive a confirmation email from COMMBUYS. If you have submitted a quote and have not received an email confirmation, please contact the COMMBUYS Help Desk at [email protected].

If you wish to revise or delete a quote after submission, you may do so in COMMBUYS: (1) for a formal bid, prior to the bid opening date, or (2) for an informal bid (which may be viewed upon receipt), prior to the opening of your quote by the issuing entity or the bid opening date, whichever is earlier.

Bidders may not submit multiple Quotes in response to a Bid unless the Bid authorizes multiple Quote submissions. If you submit multiple quotes in response to a bid that does not allow multiple quotes, only the latest submission prior to the bid opening date will be evaluated.

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