the commonwealth of massachusettsbids.centerdigitalgov.com/nav_dw_07-03-2008_00001_… · web...

THE COMMONWEALTH OF MASSACHUSETTSEXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY

CRIMINAL HISTORY SYSTEMS BOARD200 Arlington Street, Suite 2200, Chelsea, Massachusetts 02150

REQUEST FOR QUOTATION (RFQ)

CHSB2008-004

Commonwealth of Massachusetts Integrated Criminal Justice Information System (iCJIS)

iCJIS Victim Certification and Notification Application Development Project

ISSUED: JULY 2, 2008

THIS REQUEST FOR QUOTES AND ALL RESPONSES HERETO, INCLUDING THE WINNING BID, SHALL BECOME PUBLIC RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED AND CAN BE OBTAINED FROM THE CRIMINAL HISTORY SYSTEM BOARD BY SENDING AN E-MAIL TO [email protected]

POINT OF CONTACT:

Tracy VaranoDirector of Planning and ProjectsCriminal History Systems Board200 Arlington Street, Suite 2200Chelsea, MA 02150

Telephone: (617) 660-4731Facsimile: (617) 660-4613E-mail: [email protected]

mailto:[email protected]

Request for Quotation CHSB2008-004Commonwealth of Massachusetts

Integrated Criminal Justice Information System (iCJIS) Victim Certification and Notification Application Development Project

Table of Contents

SECTION 1 – PURPOSE OF THIS PROCUREMENT.............................................................3

Executive Summary............................................................................................................3Current CHSB Victim Notification and Certification Process and Mainframe Application...........................................................................................................................5Victim Certification and Notification Web Portal System Requirements.......................7

SECTION 3 – REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS...........................10

SECTION 4 – USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS................................................................................................................................................10

SECTION 5 – TOTAL ANTICIPATED DURATION OF CONTRACT + RENEWAL OPTIONS................................................................................................................................................10

SECTION 6 – TOTAL ANTICIPATED EXPENDITURES FOR DURATION OF THE CONTRACT............................................................................................................................10

SECTION 7 – CONTRACT DELIVERABLES.........................................................................11

SECTION 9 – DEADLINE FOR RESPONSES.......................................................................16

SECTION 10 – RESPONSE FORMAT...................................................................................17

SECTION 11 –RESPONSE EVALUATION............................................................................20

TRAINING....................................................................................................................... 22AT/IT ENVIRONMENT LIST............................................................................................23SOFTWARE DEVELOPED UNDER THE AGREEMENT................................................23COTS AND ASP SOFTWARE.........................................................................................24MAINTENANCE AGREEMENTS....................................................................................25

SECTION 13 – FINANCIAL TERMS.......................................................................................26

SECTION 14 – BACKGROUND CHECK REQUIREMENTS..................................................27

SECTION 15 – MAINTENANCE AND SUPPORT 27



Procuring Department:

Criminal History System Board (CHSB)

Address: 200 Arlington Street, Suite 2200, Chelsea, Massachusetts 02150RFQ File Name: ICJIS Victim Certification and Notification Application

Development ProjectRFQ File Number: CHSB2008-004RFQ Point of Contact: Tracy VaranoTelephone Number: (617) 660-4731Facsimile Number: (617) 660-4613E-mail Address: [email protected]

SECTION 1 – PURPOSE OF THIS PROCUREMENT

Executive Summary

The Criminal History Systems Board (CHSB) seeks to engage a qualified vendor from the statewide contract ITS33 to assist the CHSB in its efforts to develop a web portal application designed to support and improve the certification for notice process granted by CHSB pursuant to M.G.L. c. 258B §3 (t) and M.G.L. c. 6 §172 (c). The web application development cycle and timeline must provide for the CHSB’s effort to reduce the volume of transactions against its Criminal Justice Information System (CJIS) Unisys mainframe computer environment by developing a web application to handle the CHSB Victim Services Unit (VSU), Victim Certification and Notification Processes.

The goal of this effort is to develop and deploy an application to replace the current mainframe Victim Notification and Certification (VNC) application which will contribute to the reduction of the total number of monthly mainframe transactions. It is expected that through the development of a new application the CHSB VSU will realize an improvement to the certification and notification business process, by reducing the number of paper applications and manual process inputs required by the VSU.

The VSU operates within CHSB, which is governed by the Executive Office of Public Safety and Security (EOPSS). The VSU provides assistance to victims of crime and guidance to agencies offering services to individuals affected by crime.

Specifically, the VSU certifies victims, witnesses, and family members of deceased, incompetent, and minor aged victims, as well as citizens in fear to be notified when an offender is going to be released from prison or jail. The VSU also certifies victims, witnesses, and family members of deceased, incompetent, and minor aged victims for access to CORI (Criminal Offender Record Information) pertaining to the case in which they were involved.

The CHSB has identified a set of software engineering initiatives, tasks and services the selected vendor must undertake and complete to assist the CHSB with meeting its goal of



developing and deploying a web portal application to support the agency functions for Victim Certification and notification while reducing the CJIS mainframe transaction volume.

All services specified for the September 30, 2008 date must be completed, tested and implemented no later than September 30, 2008. There will be no exceptions.

All services specified for the February 28, 2009 date must be completed, tested and implemented no later than February 28, 2009. There will be no exceptions.

Request for Quotation (RFQ) responses are due to the CHSB, July 24, 2008, no later than 12:00 p.m. EDT.



Current CHSB Victim Notification and Certification Process and Mainframe Application

When an offender is arraigned at a criminal court, the victim of that crime is entitled to request their CORI information. In addition if the offender is incarcerated, the victim may request for notification when an offender has a change of custodial status. CHSB reviews and approves or certifies the applications. The custodial and Criminal Justice agencies provide offender status changes and notifications.

In order to support the certification and notification processes, the Victim Certification and Notification (VCAN) programs were developed and implemented in 1995. These two programs currently reside on the Criminal Justice Information System (CJIS) Unisys NX5800 model mainframe computer. The programs were developed and implemented using a combination of Common Business Oriented Language (COBOL) and Algorithmic Language (ALGOL) programming code. The CJIS Unisys NX5800 model mainframe computer is at end of life and CHSB is working to retire the mainframe and rewrite the applications which currently reside on the mainframe leveraging web-based technology using the platform independent, object-oriented programming language Java.

The VCAN programs were developed as an in-house program for the Criminal History Systems Board’s VSU to maintain the accuracy of certification information for Notice of an Offender’s Release. The Victim Notification (VN) program is a program designed to protect confidentiality for certified persons pursuant to M.G.L. c. 258B. The Victim Notification Certification (VNC) program was developed to assist custodial authorities in the timely and accurate notification of individuals certified for advance notice of an offender’s release through the CHSB pursuant to M.G.L. c. 258B §3 (t) and M.G.L. c. 6 §172 (c). The VNC program is a password-protected program designed to protect confidentiality for certified persons.

It is important to note the VN and VNC programs support only a portion of the process of victim certification and notification; while the remaining processes are manual or paper-based. In addition to the VN and VNC programs, the VSU utilizes a combination of Microsoft® Excel, Microsoft® Word, and Microsoft® Outlook to perform petition tracking, generation of notification letters, and status reports (referred to as “V-Notes”).

The following is a list of the current VN and VNC programs and process deficiencies which must be addressed in the new application:

Existing separate systems for tracking, notification, and 178A certifications create increased needs for various types of agency resources statewide.

The paper intensive and time consuming process which requires repetitive entry of information and entire petitioner applications.

Petitioner application which are hand written and can be illegible or inaccurate. Maintenance of a large number of paper files has resulted in storage and access

issues. A victim cannot be tracked. Notification cannot be tracked.



The Massachusetts District Attorney Offices and Massachusetts Office of the Attorney General have no access to determine if a victim has already been certified, hence often multiple applications are submitted.

Information sharing is unavailable between agencies for viewing victim and offender notations at a glance.

System limitations force overwriting certain historical data elements. Statistical reporting is a manual and time consuming process. Web based awareness or educational information is not efficiently made available to

victims, applicants’, agencies or victim advocates. Information is repeated several times within the system for both victims and offenders

often causing the same person to take on multiple database identities.



Victim Certification and Notification Web Portal System Requirements

The proposed system must be a J2EE web based application which incorporates open systems technology and public domain frameworks where appropriate. The application must be scalable in the future to add adapters for XML and web-services to other systems as appropriate.

The system will incorporate the following features and benefits:

Web based system application in which the full victim certification and notification process is built into a single integrated relational database.

Agency advocates, advocates, the general public and other agencies will be able to initiate and complete applications for Victim Certification and Criminal Offender Record Information (CORI) electronically.

Web based applicant registration to establish system user ID and password. On-line electronic address changes, notification changes and applicant status

changes. Web browser compatibility with Internet Explorer® Version 6.0 Internet Explorer®

Version 7.0 and Mozilla® Firefox® Version 3.

Victim Certification and Criminal Offender Record Information (CORI) Certification for victims and Citizen’s Initiated Petition certifications will merge electronically during the application process.

Automated workflow process will route applications for validation to the appropriate custodial agency of the offender’s authenticity as disclosed in the victim’s application for certification.

Person based system designed to minimize duplication and allow for improved analytics capabilities.

Mainframe data consisting of approximately 45,000 records will be migrated to the new application environment.

New applicants and new offenders will have the ability to be linked to any existing historical person records migrated from the VN and VNC Mainframe programs using identified matching criteria.

All victim and offender historical data will be available for searching. All application history data will be available for searching. Certification letters will be generated using the web based system application for use

by CHSB or other agencies. Certification letters will have print options for mailing and an electronic mail format

option for e-mail correspondence. Email notifications to CHSB, stakeholder agencies’ and certified applicants for

certifications and notifiable events will be generated by the system. Petition status will be available online for inquiries by Victims and Victim advocates.



A single view of an offender’s status will be made available for victims based on offender status change events being entered into the system directly by the custodial and criminal justice agencies.

Duplicate data entry will be eliminated. Events requiring notification will be tracked for viewing and reporting to determine

when the victim has been notified. When a notifiable event entry into the system is missed and the chain of custody

changes between agencies, the system will enforce validation and produce an exception report for CHSB VSU.

Applications Pending Action will have a monitor facility available at login for notifications.

A victim or victim advocate will have the ability to change their profile including contact information details for event notification.

A CHSB VSU administrator will have the ability to approve and update any profile and contact information details.

Application will allow for offender profile and other data updates by custodial and criminal justice agencies.

Approved criminal justice agencies will be provided with access to appropriate information based on, security entitlement groups. This functionality will eliminate the requirement to provide “data dumps” to the Parole Board and other agencies.

Helpful informational links will be made available to inform victims of their rights and resources.

Online educational material will be made available for victims and victim advocates. An electronic training enrollment form will be available with CHSB able to view

incoming requests. Basic statistical reports about certifications and notifications and demographic

information will be generated by the system. The application will be designed to incorporate a new CHSB application branding

which will be developed as part of this contract. The application will be designed and developed using Java and J2E methodology. The application will be fully documented. Where applicable, the application will leverage the National Information Exchange

Model (NIEM). Where applicable, the application will use Simple Object Access Protocol (SOAP)

messaging services and/or other newly developed programming techniques and protocols.

The database will be developed in one of the following: Microsoft® SQL, MySQL®, or Oracle®. The database selected will be a joint decision between the CHSB and the selected vendor.

The application server operating system will be Linux.



The database operating system selected will be a joint decision between the CHSB and the vendor.

This new web based solution must not only support and enhance the full victim certification and notification process, it must also promote and provide the mechanism for increased victim awareness and enrollments while enabling inter-agency information sharing.



SECTION 2 – ACQUISITION METHOD TO BE USED FOR THIS CONTRACT

The acquisition method for this contract is a Project Based Service Contract.

SECTION 3 – REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS

The contract resulting from this procurement will be awarded to a single contractor. Public employees should refer to the State Ethics Commission’s Conflict of Interest Law, M.G.L. c. 268A, and their rules and regulations, and/or consult with the State Ethics Commission, prior to submitting a response to this RFQ.

SECTION 4 – USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS

This procurement is being conducted for the exclusive use of the CHSB.

SECTION 5 – TOTAL ANTICIPATED DURATION OF CONTRACT + RENEWAL OPTIONS

The initial contract resulting from this RFQ is expected to run seven (7) months with up to five (5) one (1) year options to renew, contingent upon available funding and the procuring needs of the department. This option can only be exercised if the awarded vendor is subsequently approved on ITS33 for any future required renewals.

SECTION 6 – TOTAL ANTICIPATED EXPENDITURES FOR DURATION OF THE CONTRACT

This is a fixed-fee project with a maximum project all-inclusive cost. The vendor’s response must include a cost proposal for the total fixed-fee cost for the engagement and must also provide a detailed explanation of all of the charges included in the fixed fee.

Travel expenses may be incurred separately from the fixed-fee rate. However, please note that the proposed fixed-fee plus estimated travel expenses will together comprise the all-inclusive cost for this project. Estimated travel expenses, NOT including commuting to and from the State work site, must be included with the vendor’s response. No travel expenses will be reimbursed without the prior written approval of the iCJIS Project Manager.

Payments will be made as defined in the final statement of work between the CHSB and the selected vendor. It is critical that work specified as such is completed, tested, implemented and accepted by the CHSB by the September 30, 2008 and February 28, 2009 completion dates. In order to ensure vendors meet this requirement, the CHSB will hold back the final payment until accepted by the CHSB.

The CHSB reserves the option to ask for a Best and Final Offer (BAFO) of vendors.



SECTION 7 – CONTRACT DELIVERABLES

Procurement Initiatives

The focus of this project is to develop and implement a victim certification and notification application system. The tasks listed below represent the steps that must be undertaken by the vendor to achieve this objective. CHSB project management staff will manage and work in conjunction with vendor staff to meet the project deadline.

The following initiatives must be completed by September 30, 2008.

Initiative One: Development and Implementation of the Victim Certification and Notification System and Data Migration:

The selected vendor will be required to develop and implement the victim certification and notification functionality that currently exists for both CHSB and authorized criminal justice agencies (e.g., Department of Correction, Sheriffs, Parole Board, etc.) and migrate the existing VCAN Mainframe data to the new environment. CHSB has developed a prototype and the selected vendor will be required to develop an application based on that prototype.

Associated Deliverable(s):1. Development and implementation of the Victim Certification and Notification

System that accounts for at a minimum the current functionality of the VN and VNC CJIS Unisys mainframe computer programs, CHSB prototype, and implement the data migration and cut-over plan as specified.

Initiative Two: Implement User Authentication

All authorized users, as well as all system administrators, will require a valid user account to gain access to the Victim Certification and Notification System. In addition, the Victim Certification and Notification System must interface to the Criminal Justice Information System (CJIS) User Access Gateway. The User Access Gateway is an application which provides centralized identity and access management for Criminal Justice Information System (CJIS) enterprise applications.

Associated Deliverable(s):1. Design, develop and implement user authentication and interface the Victim

Certification and Notification System to the CJIS User Access Gateway.

Initiative Three: Victim Certification and Notification System Branding

The selected vendor will be required to work with CHSB to develop and implement new CHSB application branding to include new logos and color schemes.

Associated Deliverable(s):1. Design, develop, and implement new application (e.g., logos, colors)

branding for the Victim Certification and Notification System.



Initiative Four: User Acceptance Test Plan and Testing

The selected vendor will be required to develop user acceptance test plan. The selected vendor and CHSB staff will execute the acceptance test plans.

Associated Deliverable(s):1. Development of a Phase Two user acceptance test plan; and 2. Conduct user acceptance testing.

Initiative Five: Training and Documentation

Training and documentation are the means to efficiently and effectively implementing the Victim Certification and Notification system. For training of CHSB and authorized criminal justice agencies, a minimum of ten (10) group trainings must be provided. In addition, the Victim Certification and Notification System must include an online help tool. The current standard tool used is Adobe Robohelp v6. In addition, all training materials must be provided in an electronic format.

Associated Deliverable(s):1. Overview of how the vendor envisions training for the Victim Certification

and Notification system; 2. Summary plan and list of responsibilities of both the State and the vendor in

accomplishing the training program; 3. Provide a formal, complete schedule of training courses including course

outlines and descriptions; 4. List all training tools to be provided by the vendor; 5. Conduct user training; and 6. Provide Victim Certification and Notification system documentation (user,

technical and management/administration staff).

The following initiatives must be completed by February 28, 2009.

Initiative Six: Development and Implementation of the Victim Certification6 and Notification System Functionality to include Reports, Notifications, Petitions, and System Administration

The selected vendor will be required to develop and implement the victim certification and notification functionality that both currently exists and is enhanced for both CHSB and authorized criminal justice agencies (e.g., Department of Correction, Sheriffs, Parole Board, etc).

Associated Deliverable(s):1. Development and Implementation of the Victim Certification and Notification

System that includes reports, notifications, petitions, and system administration and new functionality.



Initiative Seven: Phase User Acceptance Test Plan and Testing of Initiative Six

The selected vendor will be required to develop user acceptance test plan. The selected vendor and CHSB staff will execute the acceptance test plans.

Associated Deliverable(s):1. Development of a Phase Three user acceptance test plan; and 2. Conduct user acceptance testing.

Initiative Eight: Training and Documentation of Initiative Six

Training and documentation are the means to efficiently and effectively implementing the Victim Certification and Notification system. For training of CHSB and authorized criminal justice agencies, a minimum of ten (10) group trainings must be provided. In addition, the Victim Certification and Notification System must include an online help tool. The current standard tool used is Adobe Robohelp v6. In addition, all training materials must be provided in an electronic format.

Associated Deliverable(s): 1. Overview of how the vendor envisions training for the Victim Certification

and Notification system; 2. Summary plan and list of responsibilities of both the State and the vendor in

accomplishing the training program; 3. Provide a formal, complete schedule of training courses including course

outlines and descriptions; 4. List all training tools to be provided by the vendor; 5. Conduct user training; and 6. Provide Victim Certification and Notification system documentation (user,

technical and management/administration staff).

Technologies to be used on this project:

Developmento Mus t use Java-enabled programming; o XML schemas: Global Justice Data XML; o Simple Object Access Protocol (SOAP) messaging services and / or other newly

developed programming techniques and protocols; and o Application generation tools.

Database optionso Microsoft SQL;o MySql; or o Oracle.

Operating Systemo Must be Linuxo Operating system for database server to be determined by the CHSB with vendor

input.



SECTION 8 – INSTRUCTIONS FOR SUBMISSION OF RESPONSES

The Original Response package must include one (1) hard-copy printed version with original signatures in blue ink, five (5) paper copies, and two (2) electronic copies on CD-ROM. Electronic versions of submissions must be submitted in two (2) formats: (1) Microsoft Word 6.0 or lower and Microsoft Excel, Version 7.0 or lower, and (2) Adobe™ PDF format. All RFQ-related materials submitted in electronic format must be identical to those submitted in hard-copy. In the event of a discrepancy between a paper submission and an electronic submission, the paper submission will prevail. Any CDs submitted must be labeled with the Bidder’s Name, Bidder’s Address, Bidder’s Contact Name, Telephone Number, E-mail Address, and RFQ CHSB2008-004. The bidder must guarantee that all electronic submissions are virus-free.

The original response should be double-sided and printed on recycled paper with a minimum post-consumer content of 30% or paper made with tree-free fibers (i.e. paper made from raw materials other than trees, such as kenaf). All responses should clearly indicate the level of recycled content contained in the paper being used. To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response. Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non-reusable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued materials, paper clips, and staples are acceptable. Respondents should submit materials in a format that allows for easy removal and recycling of materials. Respondents are also encouraged to use other products that contain recycled content in their response documents. Such products include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, respondents should note which products in their responses are made with recycled materials. Respondents should not submit any unnecessary samples, corporate brochures, attachments, or documents.

The completed package of Original Response and copies (paper and electronic) must be received at CHSB no later than Thursday July, 24 2008 at 12:00 p.m. EDT. It is anticipated that the selection of a contractor will be completed by Thursday, July 30, 2008. Delivery of responses may be made by U.S. Postal Service, courier, or personal delivery. Faxed or electronic responses are not acceptable.

Proposals must be submitted to:

Tracy VaranoDirector of Planning and ProjectsCriminal History Systems Board200 Arlington StreetSuite 2200Chelsea, MA 02150



All packaging materials must be clearly labeled with the words “Commonwealth of Massachusetts Integrated Criminal Justice Information System (iCJIS) Victim Certification and Notification Application Development Project, RFQ CHSB2008-004”.



SECTION 9 – DEADLINE FOR RESPONSES

The CHSB has forecasted these milestones and dates. These dates are subject to change at the department’s sole discretion. Bidders will be notified by the CHSB’s project manager of any date or time changes.

Event DateRelease of RFQ to Vendors Wednesday, July 2, 2008

Submission of Vendor Written Questions (no CHSB face-to-face meetings will be offered)

Thursday July 10, 2008 no later than 5:00 p.m. EST

CHSB Response to Vendor Written Questions Wednesday July 16, 2008 no later than 5:00 p.m. EST

Vendor Submission of Responses Deadline Date Thursday, July, 24 2008 no later than 12:00 p.m. EST

Vendor to Receive Award Bid Notification Wednesday, July 30, 2008

Anticipated Start Date of Contract Friday, August 1, 2008

Delivery of Victim Certification and Notification Application System and Data Migration

September 30, 2008

Delivery of additional system functionality to include: Reports, Notifications, Petitions and Systems Administration

February 28, 2009

Anticipated End Date of Initial Contract Period February 28, 2009



SECTION 10 – RESPONSE FORMAT

The Commonwealth expects vendors to propose creative, competitive solutions in response to the need identified above. While adherence to specifications is desired, vendors may propose alternative solutions. Proposals should be prepared as simply as possible and provide a straightforward and concise description of the respondent’s capabilities to satisfy the requirements of this Request for Quotation.

Cover Letter

Respondent must include contact information in a cover letter for post submission follow-up and award notification. The contact information provided must include an email address.

Vendor Experience

Vendors must demonstrate through work history and references that the company and its resources assigned to this engagement have detailed knowledge, skill, practical experience and documented success in the area of data exchange and criminal justice information sharing initiatives, secure open-source web based solutions and have successfully completed similar engagements. Specifically to be considered for this engagement vendors must have experience with:

Global Justice XML Data Model (Global JXDM) Criminal Justice Information System (CJIS) National Information Exchange Model (NIEM) National Crime Information Center (NCIC)

Vendors must demonstrate a fully developed, documented Victim Notification Web Portal in production built using J2EE methodology. Three or more references with full contact information must be provided and the system has to have been in production for a minimum of six months. CHSB reserves the right to request vendors or references provide a demonstration of the system referenced.

Vendors must describe their knowledge and understanding of the criminal justice community business needs. For example, How many application design and implementation projects has your firm participated in with criminal justice agencies? Detail the size and scope of the projects that your firm has been involved in and what your specific involvement was in those projects.

Vendors must demonstrate experience working with Criminal Justice Information Systems (CJIS) to be considered for this engagement.

Contract Manager

Vendors must designate a Contract Manager who will be responsible for overall management and ensuring performance under the Contract.



Key Personnel

Vendors must document their ability to provide qualified staff and other personnel resources to successfully complete the requirements set forth in this proposal. Each vendor must list the key personnel who will be responsible under the Contract, including qualifications, years of experience and how their qualifications will enhance and ensure adequate performance by the vendor during the contract period. Include an organizational chart highlighting the key people who shall be assigned to accomplish key deliverables. Vendors must provide resumes for each recommended team member.

All key personnel shall be subject to a background investigation. No employee of the vendor shall be employed pursuant to the terms of any contract awarded in response to this RFQ until a background investigation is completed and the vendor is informed that the CHSB has approved employment of the employee for purposes of carrying out the terms of the contract.



Identification of Company

The vendor must provide a brief firm profile, not to exceed one page in length, including basic information about the company such as Company name, full location address, URL address (if applicable), contact person, telephone number, fax number, and email address.

Methodology

The proposal shall provide a detailed methodology that addresses how the vendor will develop and implement the project. (Include a statement on what tools and methodology will be used).

Project Plan

The vendor shall include in the proposal a project plan that sets forth the various phases of the project, gives initiation, milestones and completion dates for each phase, identifies the proposed project team members responsible for each phase, and provides estimates of the person hours required to complete each phase.

References

The vendor shall submit three (3) business references, including point(s) of contact (name, address, and telephone number) and description of service(s) performed for each reference. The references shall be entities for which the vendor has performed similar services or which can otherwise substantiate the vendor’s capability to meet contract performance.

Cost Proposal

This is a fixed-fee project with a maximum project all-inclusive cost. The vendor’s response must include a cost proposal for the total fixed-fee cost for the engagement and must also provide a detailed explanation of all charges in the fixed fee including calculation of any volume discount rate offered through ITS33. The detailed explanation must include milestone payments and the number of labor hours required for each deliverable. Labor hours and milestone payments must conjugate with the proposed project plan.

Travel Expenses may be incurred separately from the fixed-fee rate. However, please note that the proposed fixed-fee plus estimated travel expenses will together comprise the all-inclusive cost for this project. Estimated travel expenses, NOT including commuting to and from the State work site, must be included with the vendor’s response. No travel expenses will be reimbursed without the prior written approval of the iCJIS Project Manager.



SECTION 11 –RESPONSE EVALUATION

All complete responses received on or before the submission deadline defined in this RFQ will be evaluated by a Procurement Management Team (PMT) assigned by the CHSB. Late responses will be automatically rejected. The successful contractor will be selected based on:

Criminal Justice Information Systems Experience

Points will be awarded for previous experience in developing and deploying criminal justice information systems and based on the Bidder’s capability to provide the services identified in the requirements and deliverables sections of this RFQ. Additional points will be awarded for previous experience developing and deploying victim services or victim certification and notification applications and to Bidder’s who can demonstrate successful experience in similar Massachusetts CJIS engagements and who can demonstrate a thorough understanding of the current VCAN CJIS mainframe programs and environment.

Ability to Meet the Requirements of this RFQ

Points will be awarded reflecting the Bidder’s commitment, including depth of its project team and approach to meet the business, functional, and technical requirements of the RFQ.

Technical Skills and Experience of Bidder

Points will be awarded based on level and experience of technical qualifications of the bidder as well as demonstrated experience in similar engagements.

Overall Solution Cost

Points will be awarded with the lowest total price receiving the maximum points in this category.

These criteria are listed in order of importance.

The successful bidder will be required to sign a Statement of Work (SOW). The SOW, when signed by both parties, will constitute a “Service Contract”.



SECTION 12 – INFORMATION TECHNOLOGY (IT) STANDARDS

The technology solution resulting from this engagement must adhere to applicable state and federal laws, rules, policies and supporting technology standards and security requirements regarding criminal justice data.

Additional requirements include conformance with the latest Criminal Justice Information System (CJIS), National Crime Information Center (NCIC) and National Law Enforcement Telecommunications System (NLETS) information technology and security standards as published and administered within the Commonwealth by the Criminal History Systems Board (CHSB) on behalf of those respective regulatory organizations.

All IT systems and applications developed by, or for Executive department agencies or operating within the Massachusetts Access to Government Network (MAGNet), must conform to the Enterprise Information Technology Policies, Standards and Procedures promulgated by the Commonwealth’s Chief Information Officer. Non-conforming IT systems cannot be deployed unless the purchasing agency and their contractor have jointly applied for and received in writing from the Commonwealth’s CIO or his designee, notice that a specified deviation will be permitted. The Enterprise Information Technology Policies, Standards and Procedures, with the exception of the Enterprise Public Access Policy For e-Government Applications and the Enterprise Public Access For e-Government Applications Standards, are available at mass.gov/itd. The Enterprise Public Access Policy For e-Government Applications and the Enterprise Public Access For e-Government Applications Standards are available in hard copy from the purchasing agency. Purchasing agencies may also obtain a current copy of these documents, on behalf of their contractor, by contacting the Information Technology Division's CommonHelp group at [email protected] or 1 (866) 888-2808.

Please Note: Given the pace of information technology innovation, purchasing agencies and their contractors are encouraged to contact the Information Technology Division's CommonHelp group at [email protected] or 1 (866) 888-2808 to signal a system or application design and development initiative. Such advance notice helps to ensure conformance with the relevant Enterprise Technology Policies, Standards and Procedures.

Contractor delivery of IT systems and applications that fail to conform to the Commonwealth’s Enterprise Information Technology Policies, Standards and Procedures, absent the Commonwealth CIO’s grant of written permission for a deviation, shall constitute breach of any contract entered as a result of this Request for Response and any subsequent Request for Quotes. The Commonwealth may choose to require the contractor, at his own cost, to re-engineer the non-conforming system for the purpose of bringing it into compliance with Commonwealth Enterprise Information Technology Policies, Standards and Procedures.

Information Technology - Clarification of Language in Section 11, Indemnification of the Commonwealth Terms and Conditions. Pursuant to Section 11. Indemnification of the Commonwealth Terms and Conditions, the term “other damages” shall include, but shall not be limited to, the reasonable costs the Commonwealth incurs to repair, return, replace or seek cover (purchase of comparable substitute commodities and services) under a contract.



http://www.mass.gov/itd

http://www.mass.gov/portal/index.jsp?pageID=itdtopic&L=2&L0=Home&L1=Policies%2C+Standards+%26+Legal&sid=Aitd

http://www.mass.gov/portal/index.jsp?pageID=itdtopic&L=2&L0=Home&L1=Policies%2C+Standards+%26+Legal&sid=Aitd



“Other damages” shall not include damages to the Commonwealth as a result of third party claims, provided, however, that the foregoing in no way limits the Commonwealth’s right of recovery for personal injury or property damages or patent and copyright infringement under Section 11 nor the Commonwealth’s ability to join the contractor as a third party defendant. Further, the term “other damages” shall not include, and in no event shall the contractor be liable for, damages for the Commonwealth’s use of contractor provided products or services, loss of Commonwealth records, or data (or other intangible property), loss of use of equipment, lost revenue, lost savings or lost profits of the Commonwealth. In no event shall “other damages” exceed the greater of $100,000, or two times the value of the product or service (as defined in the contract scope of work) that is the subject of the claim. Section 11 sets forth the contractor’s entire liability under a contract. Nothing in this section shall limit the Commonwealth’s ability to negotiate higher limitations of liability in a particular contract, provided that any such limitation must specifically reference Section 11 of the Commonwealth Terms and Conditions.

WEB ACCESSIBILITY STANDARDS

In addition to the above listed IT standards, the selected vendor shall ensure that all deliverables delivered pursuant to this RFQ adhere to (1) the Section 508 Standards for Electronic and Information Technology Accessibility, 36 C.F.R. §1194, issued under Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794(d)) (the “Section 508 Standards”), and (2) the Web Accessibility Standards, (the “ITD Standards”) issued by the Commonwealth of Massachusetts’ Information Technology Division (“ITD”), available online at www.mass.gov/itd. For purposes of this RFQ, the vendor’s obligations pertaining to these standards shall be limited to those subsections thereof that have been certified by ITD and the Massachusetts Office on Disability as objective and measurable. Such subsections shall be posted by ITD at www.mass.gov/itd. The Section 508 and ITD Standards may be modified from time to time, and Vendor is responsible for compliance with the most current version in effect on the date that vendor executes the contract resulting from this RFQ.

TRAINING

The selected vendor shall coordinate with the CHSB in the identification of all prospective attendees at vendor training who require accommodation, and shall cooperate with CHSB in its provision of such accommodation.

All technical and user documentation and any additional training material delivered by the vendor under this Agreement shall include alternative keyboard commands that may be substituted for mouse commands. Any documentation delivered under this Agreement and wholly owned by the CHSB shall be in an agreed-upon editable format.



http://www.access.gpo.gov/nara/cfr/waisidx_05/36cfr1194_05.html



AT/IT ENVIRONMENT LIST

Generic Assistive Technology and Information Technology (AT/IT) Environment List (included in the RFQ Document Library) sets forth a list of the specific assistive technology (AT) (including class, brand, and version) and specific desktop configuration against which the vendor’s] deliverables will be tested under this Agreement (the “AT/IT Environment List”).

SOFTWARE DEVELOPED UNDER THE AGREEMENT

Prior to commencing any design work under this Agreement, the vendor’s Project Manager and design professionals shall meet with the Commonwealth’s project manager to review the Section 508 and ITD Standards, and the AT/IT Environment List, and to discuss their impact on the design process.

The vendor shall test every software deliverable delivered under this Agreement, including the custom code created to customize commercial off the shelf software (COTS) (collectively, “Deliverables”), and any updates, new releases, versions, upgrades, improvements, bug fixes, patches or other modifications to the software (“Enhancements”) developed under this agreement, against Section 508 and ITD Standards, and for interoperability with the AT and IT environment listed in the AT/IT Environment list. At the time each such Deliverable or Enhancement is delivered to CHSB, the vendor shall deliver to CHSB and to the ITD Accessibility Laboratory (the “ITD ATL”) the results of such testing.

In addition, the vendor shall cooperate with the ITD ATL, and any Accessibility Testing Vendor engaged by the ITD ATL, or by the CHSB under the supervision of the ITD ATL, in the performance of testing. The ITD ATL, any Accessibility Testing Vendor engaged by the ITD ATL, or by CHSB under the supervision of the ITD ATL, shall test each Deliverable or Enhancement against the Section 508 and ITD Standards, and for interoperability with the AT and the IT environment described in the AT/IT Environment List. The ITD ATL shall certify such deliverables or Enhancements as compliant with the Section 508 and the ITD Standards and interoperable with the AT and environment described in the AT/IT Environment List.

The vendor shall be responsible for curing each instance in which its deliverables fail to comply with the Section 508 or ITD Standards. The vendor shall use best efforts to cooperate with CHSB, the ITD ATL, and any pertinent AT vendor to correct any problems identified during such testing with the interoperability of the Deliverables or Enhancements with the AT and the IT environment specified in the AT/IT Environment List.

The vendor shall provide a credit against amounts due by CHSB under this agreement for all testing, including repeat accessibility testing required with respect to Deliverables or Enhancements that fail initial testing with respect to the Section 508 or ITD Standards and are required by the ITD ATL to be retested in that regard. Such credits shall not exceed 5% of either (1) the total fixed price due the vendor under the Agreement resulting from this RFQ, or (2) the total not-to-exceed amount of the Agreement if entered under a time and materials basis.



COTS AND ASP SOFTWARE

The vendor shall conduct testing against the Section 508 and ITD Standards, and for interoperability with the AT and IT environment listed in the AT/IT Environment list, on all COTS referenced in the vendor’s bid that must be acquired by CHSB through another agreement (such as the Commonwealth’s statewide software reseller agreement) in order to implement the system to be delivered by the vendor under this Agreement, and all COTS (including for purposes of this section COTS configured by the vendor), or software to be provided by the vendor or its subcontractors in their capacity as application service providers (ASP), delivered under this agreement, and any Enhancements thereto or new versions thereof, prior to its delivery to the CHSB (collectively, COTS and ASP Software).The vendor shall deliver to both CHSB and the ITD ATL the results of such testing with each delivery of COTS or ASP Software.

The vendor need not conduct such tests for COTS and ASP Software for which accessibility testing has already been conducted and test results have already been provided to the ITD ATL. Instead, the vendor shall provide notice to CHSB that such software has already been certified by the ITD ATL. The notice shall include the name of the software or Enhancement, and the date the software was so certified.

The ITD ATL, or any Accessibility Testing Vendor engaged by the ITD ATL, or by the CHSB under the supervision of the ITD ATL, shall test such software for accessibility against the Section 508 Standards and the ITD Standards, and for interoperability with the specific AT and the IT environment set forth in the AT/IT Environment List. The ITD ATL shall certify as accessible all software so tested that complies with the Section 508 Standards and the ITD Standards, and is interoperable with the AT and the environment specified in the AT/IT Environment List, and shall maintain a central web-based list of certified software for use by the Executive Department.

The vendor shall be responsible for curing each instance in which its deliverables fail to comply with the Section 508 and ITD Standards. Vendor shall use best efforts to cooperate with CHSB, the ITD ATL, and any pertinent AT vendor to correct any problems identified during such testing with the interoperability of the Deliverables or Enhancements with the AT and the IT environment specified in the AT/IT Environment List.

The vendor shall provide a credit against amounts due by the CHSB under this agreement for all testing, including repeat accessibility testing required with respect to Deliverables or Enhancements that fail initial testing with respect to the Section 508, ITD Standards and are required by the ITD ATL to be retested in that regard. Such credits shall not exceed 5% of the either the total fixed price due [Vendor] under this Agreement, or the total not-to-exceed amount of this Agreement if entered under a time and materials basis.

The vendor shall not deliver COTS or ASP software under this Agreement that fails to meet such standards unless it has documented (1) that it has performed due diligence in seeking accessible alternative COTS or ASP Software, offering equivalent features and functionality



to the inaccessible COTS or ASP Software, for which the vendor is or can readily become a licensed distributor; and (2) the cost of developing substitute accessible software under this Agreement. (Such documentation need not include reference to any specific competing COTS or ASP Software and its level of accessibility). COTS or ASP Software delivered under this Agreement or under another contract with a state agency in connection with a system delivered under this Agreement that does not meet the Section 508 Standards or the ITD Standards shall be acceptable if either (1) the software vendor provides a roadmap for meeting such standards and interoperating with such AT or (2) the agency seeks and obtains a waiver from ITD that it would be an undue hardship on the agency to eschew use of such COTS or ASP Software.

MAINTENANCE AGREEMENTS

Any maintenance agreement entered by the vendor and CHSB in connection with the system delivered pursuant to this RFQ shall require the vendor to cooperate with CHSB in its efforts to resolve interoperability problems that arise during the term of the maintenance agreement related to the use of such system with specific AT in a specific IT environment.

ACCESS TO SECURITY-SENSITIVE INFORMATION

This solicitation contains security-sensitive information which, pursuant to MGL c. 4, s. 7, cls. 26(n) is generally exempt from public disclosure under the Commonwealth’s public records laws and must, for public safety purposes, be safeguarded from widespread public disclosure. This security-sensitive information is in the form of blueprints, plans, policies, procedures, schematic drawings, which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, and/or any other records relating to the security or safety of persons (pursuant to M.G.L. c. 66A) or buildings, structures, facilities, utilities, transportation, information technology or other infrastructure located within the commonwealth. Qualified prospective bidders that are interested in accessing this information for the purpose of preparing a bid response must, before being allowed to access the information, sign a confidentiality agreement, thereby agreeing to:

Restrict the use of these sensitive records for any other purpose than as authorized and for the purpose of putting together a bid proposal;

Safeguard the information while it is in their possession (consistent with Section 6 of the Commonwealth Terms and Conditions); and

Return such records and materials to the Commonwealth upon completion of the project.

In addition, all vendor personnel and sub-contractors will be required to undergo criminal background checks before being allowed access to security-sensitive information, systems, and sites.

http://www.mass.gov/legis/laws/mgl/gl-66a-toc.htm



SECTION 13 – FINANCIAL TERMS

This is a fixed-fee project with a maximum project all-inclusive cost. The vendor’s response must include a cost proposal for the total fixed-fee cost for the engagement and must also provide a detailed explanation of all of the charges included in the fixed fee.

Travel Expenses may be incurred separately from the fixed-fee rate. However, please note that the proposed fixed-fee plus estimated travel expenses will together comprise the all-inclusive cost for this project. Estimated travel expenses, NOT including commuting to and from the State work site, must be included with the vendor’s response. No travel expenses will be reimbursed without the prior written approval of the iCJIS Project Manager. Payments will be made upon acceptance of the vendor’s invoice and the successful completion of expected deliverables.

It is expected that the submitted bid, after any necessary negotiated modifications, will be the final performance and contract specifications for this engagement.



SECTION 14 – BACKGROUND CHECK REQUIREMENTS

All vendor personnel, including sub-contractors, will be required to undergo criminal background checks before being allowed access to security-sensitive information, systems, and sites. All criminal background investigations will include:

Completion the CORI Non-Disclosure Forms that will be issued to the vendor by CHSB and subsequently processed by CHSB; and

As mandated by the Federal Bureau of Investigation (FBI) CJIS Security Policy, Section 4.5, completion of a fingerprint background check. Project personnel will have to schedule an appointment with the Criminal History System Board (CHSB) to have their fingerprints taken and processed electronically

No employee of the vendor or any sub-contractors they employ shall be employed pursuant to the terms of any contract awarded in response to this RFQ until a the background investigation is completed and the vendor is informed that the CHSB has approved employment of the employee for purposes of carrying out the terms of the contract.

SECTION 15 – MAINTENANCE AND SUPPORT

Contingent of funding, CHSB seeks for the selected vendor to provide maintenance and support for a minimum of one (1) year with an option to renew for up to three (3) years.

At a minimum, the maintenance and support plan must include the following:

Application Support; Interface Support; Maintenance on all user and system documentation; and Technical consultation to CHSB staff.

Please include a part of the response to RFQ, a description of a proposed maintenance and support plan. In addition, please include a separate cost proposal for an annual maintenance and support plan.

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