REQUEST FOR QUOTES (RFQ) CHSB2008-002

typoweheeElectronics - Devices

Nov 8, 2013 (3 years and 10 months ago)

107 views


T
HE
C
OMMONWEALTH OF
M
ASSACHUSETTS

EXECUTIVE

OFFICE

OF

PUBLIC

SAFETY

AND
SECURITY


CRIMINAL HISTORY SYSTEMS BOARD

200 Arlington Street, Suite 2200, Chelsea, Massachusetts 02150











REQUEST FOR QUOTES (
RFQ)


CHSB2008
-
002


Commonwealth of Massachuset
ts

Integrated Criminal Justice Information System (iCJIS)



iCJIS Mainframe Reduction Project



ISSUED: APRIL 15, 20
08



THIS REQUEST FOR QUO
TES AND ALL RESPONSE
S HERETO, INCLUDING
THE WINNING BID, SHA
LL
BECOME PUBLIC RECORD

AS OF THE DATE THE C
ONTRACT RE
FERENCED HEREIN IS A
WARDED
AND CAN BE OBTAINED
FROM THE CRIMINAL HI
STORY SYSTEM BOARD B
Y SENDING AN E
-
MAIL TO
TRACY.VARANO@STATE.M
A.US




POINT OF CONTACT:


Tracy Varano

Senior Project Manager

Criminal Histo
ry Systems Board

200 Arlington Street, Suite 2200

Chelsea, MA 02150


Telephone: (617) 660
-
4731

Facsimile: (617) 660
-
4613

E
-
mail: tracy.varano@state.ma.us

Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
2


SECTION 1


PURPOSE OF THIS PROCUREMENT

................................
............................

3

Executive Summary

................................
................................
................................
.............

3

Current Massachusetts CJIS Mainframe Environment

................................
........................

3

SECTION 2


ACQUISITION METHOD TO BE USED FOR THIS CONTRACT

.....................

5

SECTION 3


REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS

............................

5

S
ECTION 4


USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS

................................
................................
................................
................................
................

5

SECTION 5


TOTAL ANTICIPATED DURATION OF CONTRACT + RENEWAL OPTION

...

5

SECTION 6


TOTAL ANTICIPATED EXPENDITURES FOR DURATION OF THE
CONTRACT
................................
................................
................................
.............................

5

SECTION 7


CONTRACT AND PERFORMANCE SPECIFICATIONS

................................
..

7

Procurement Initiatives

................................
................................
................................
........

7

Technologies to be used on this project

................................
................................
...............

8

SECTION 8


INSTRUCTIONS FOR SUBMISSION OF RESP
ONSES

................................

10

SECTION 9


DEADLINE FOR RESPONSES

................................
................................
......

12

SECTION 10


RESPONSE FORMAT

................................
................................
..................

13

SECTION 11

RESPONSE EVALUATION

................................
................................
...........

15

SECTION 12


INFORMATION TECHNOLOGY (IT) STANDARDS

................................
.....

16

SECTION 13


FINANCIAL T
ERMS

................................
................................
.....................

21

SECTION 14


BACKGROUND CHECK REQUIREMENTS

................................
.................

22

SECTION 15


MAINTENANCE AND SUPPORT

................................
................................
.

22

Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
3


Procuring Department:

Criminal History System Board (CHSB)

Address:


200 Arlington Street, Suite 2200, Chelsea, Massachusetts 02150

RFQ File Name:

ICJIS Mainframe Reduction Project

RFQ File Number:

CHSB20
08
-
002

RFQ Point of Contact:

Tracy Varano

Telephone Number:


(617) 660
-
4731

Facsimile Number:


(617) 660
-
4613

E
-
mail Address:

tracy.varano@state.ma.us


SECTION 1


PURPOSE OF THIS PROCUREMENT


Executive Summary


The Criminal History Systems Board (CHSB) seeks to engage a qualified vendor from the
statewide contract(s) ITS23 or ITS33 to assist the CHSB in its efforts to reduce the vol
ume of
transactions against its Criminal Justice Information System (CJIS) Unisys mainframe
computer environment by
re
-
engineering CJIS Web transactions and re
-
directing these
messages and responses to alternative in
-
place systems/interfaces.



The goal o
f this effort is to reduce the total number of monthly mainframe transactions from
approximately 24 million to 14 million. It is expected that by redirecting CJIS Web inquires
and response away from the mainframe, the processing demands of the mainframe C
PU will
lessen dramatically.


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


All services must be com
pleted, tested and implemented no later than
September 12, 2008
.
There will be no exceptions
.


Request for Quotes (RFQ) responses are due to the CHSB Tuesday, May 6, 2008, no later
than 12:00 p.m. EDT.


Current Massachusetts CJIS Mainframe Environment


The backbone of the CJIS is a Unisys NX5800 model mainframe computer which is
approximately eight (8) years old. The underlying software is approximately 800,000 lines of
Common Business
Oriented Language (COBOL) and Algorithmic Language (ALGOL)
programming code some of which dates back to the late 1970’s and early 1980’s. About
600,000 lines of this COBOL code have been created over the last 20 years, much of which
generated with a 4th ge
neration COBOL generator. There are about 120 programs that
represent the core transactions, and a few hundred support programs that maintain the
underlying infrastructure.

The Criminal Offender Record Information (CORI) or Board of Probation (BOP) file

is the
primary operational CJIS database and is maintained in the proprietary Unisys DMS II
Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
4

database environment. The CORI database comprises a copy of the Criminal Activity Record
Information (CARI) file and custodial offender records provided by the De
partment of
Correction (DOC), Massachusetts Parole Board (MPB), Sex Offender Registry (SOR), the
Department of Youth Services (DYS) and the U.S. Probation and Parole Service (USPPS).
The CORI file is updated nightly from a File Transfer Process (FTP) batc
h process from the
Massachusetts Administrative Office of the Trial Court (AOTC).


Additional data sources include the Massachusetts Registry of Motor Vehicles (RMV) driver
and vehicle registration files, the Federal Bureau of Investigation (FBI) National

Crime
Information Center (NCIC) database and other state’s criminal, driver’s and vehicle files via
National Law Enforcement Telecommunications System (Nlets). The CHSB has established
Transmission Control Protocol

(
TCP)/Internet Protocol (IP) and IBM MQ series gateway
server functionality to the NCIC, NLETS and the RMV, as well as web services to NLETS for
several functions.


The CJIS enterprise

application provides law enforcement users access to state and national
criminal justice information systems via a terminal emulation environment to the mainframe
and more recently a JAVA
-
based web
-
browser interface was deployed. The CJIS interfaces
to f
our (4) major data sources: NCIC; NLETS; RMV and the AOTC.


The CJIS contains application logic (Q2 message key) that bundles a series of queries
(vehicle, person, vehicle and person, VIN number …etc.) and returns responses from the
mainframe, the RMV da
tabase and the NCIC database. The current CJIS Web architecture
leverages the Q2 application logic to run these bundled queries; however the architecture
serializes the input and output through a “handler” process. The success of the CJIS Web
has resulte
d in a dramatic increase to the volume of transactions, thus the processing
demands of the mainframe has also increased.



Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
5

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 p
rocurement 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 submitti
ng 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 C
HSB.



SECTION 5


TOTAL ANTICIPATED DURATION OF CONTRACT +
RENEWAL OPTIONS


The initial contract resulting from this RFQ is expected to run six (6) months with up to f
ive (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 ITS23 vendor is
subsequently approved on ITS33.



SECTION 6


TOTAL ANTICIPATED EXPENDITURE
S 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 to
tal 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 all work is completed, tested, implemented and
accepted by the

CHSB by September 12, 2008. In order to ensure vendors meet this
requirement, the CHSB will hold back forty
-

percent of the total negotiated cost until
Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
6

accepted by the CHSB. As an example, if the total award is $1 million, the CHSB will
hold back $400,00
0 until all of the deliverables have been accepted by the CHSB.


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


Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
7

SECTION 7


CONTRACT DELIVERABLES


Procurement Initiatives


The focus of this project is to redirect all CJIS Web and CJIS Extensible Markup Language
(XML) transactions from the Q2 mainframe application logic. The tasks listed below
represent the steps that must be undertaken by the vendor

to achieve this objective. CHSB
programming and technical staff will manage and work in conjunction with vendor staff to
meet the project deadline.


Initiative 1
:

Re
-
platform the legacy Unisys DMS II Criminal O
ffender Record Information
(CORI)


Board of Probation (BOP) database.


The vendor must supply the nature and design of the new data source, and the nature and
mechanism for updating and reconciling the new data source with updates from the Court’s
CARI
-
BO
P file and the other contributors, such as the DOC, MPB, DYS and others.


Associated Tasks:


A.

Identify business requirements to re
-
platform the CORI/BOP database;

B.

Develop existing mainframe CARI/BOP table load process and load data into
new database environ
ment;

C.

Develop daily CARI/BOP records synchronization process into new database
environment;

D.

Identify business requirements for NEWCORI to be implemented;

E.

Develop existing mainframe table load process and load data in new database;

F.

Develop daily NEWCORI rec
ords synchronization process into new database
such as DOC, MPB, DYS, Probation, and US Probation files; and

G.

Develop BOP web services.


Initiative 2:

Redirect CJIS Web


BOP transactions from the CJIS mainframe environment
to the newly staged CORI/BOP d
atabase environment


Associated Tasks:


A.

Identify Q2 CJIS message function business requirements to be implemented;
and

B.

Develop Q2 CJIS message function application.


Initiative 3
:

Redirect CJIS Web RMV transactions from the CJIS mainframe environment to

the established RMV MQ series gateway.


Associated Tasks:


A.

Identify driver history transaction requirements to be used by CJIS Web
consumers using the RMV gateway and Q2 logic;

Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
8

B.

Develop driver history transaction using existing RMV gateway to be used by
C
JIS Web consumers;

C.

Develop RMV portion of Q2 logic; and

D.

Develop driver history web services.


Initiative 4:


Redirect CJIS NCIC and NLETS web transactions from the CJIS mainframe
environment to the established NCIC/NLETS TCP/IP, MQ Series gateways and/or N
LETS
web services.


Associated Tasks:


A.

Identify CJIS NCIC and Nlets Q2 redirect requirements;

B.

Develop NCIC portion of Q2 logic;

C.

Identify Law Enforcement Agency Processing System (LEAPS) Q2 redirect
requirements; and

D.

Develop LEAPS portion Q2 logic.


Initia
tive 5:


Redirect CJIS Web Warrant Management System (WMS) transactions from the
CJIS mainframe environment to the WMS XML web service.



Associated

Tasks:


A.

Identify WMS redirect requirements;

B.

Develop WMS synchronization process with AOTC and CJIS mainfram
e; and

C.

Develop WMS web services


Initiative 6:
Re
-
architect existing interface to CJIS Web applications and CJIS XML mobile
environment using web services model.


Associated Tasks:

A.

Identify CJIS Web applications and CJIS XML mobile requirements Implement
web services into CJIS Web;

B.

Implement web services into CJIS Web Massachusetts State Police (MSP);

C.

Implement web services for XML vendors; and

D.

Implement web services for Massachusetts Instant Record Check System
(MIRCS).


Technologies to be used on this p
roject




Development

o

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 te
chniques and protocols; and

o

Application generation tools.



Database options

o

Microsoft SQL;

Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
9

o

MySql; or

o

Oracle.



Operating System

o

Must

be Linux



Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
10

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, ten (10) paper copies, and ten (1o) 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 be
tween 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
-
002. 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. Unles
s
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 cli
ps, 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. Suc
h products include, but are
not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where
appropriate, respondents should note hich products in their responses are made with
recycled materials. Respondents should not submit any u
nnecessary 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 Tuesday, May 6, 2008 at 12:00 p.m. EDT. It is anticipated
that the sele
ction of a contractor will be completed by Tuesday, May 13, 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 Varano

Se
nior Project Manager

Criminal History Systems Board

200 Arlington Street

Suite 2200

Chelsea, MA 02150


Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
11

All packaging materials must be clearly labeled with the words “Commonwealth of
Massachusetts Integrated Criminal Justice Information System (iCJIS) Main
frame Reduction
Project, RFQ CHSB2008
-
002”.



Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
12

SECTION 9


DEADLINE FOR RESPONSES


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


Event

Date

Release of RFQ to Vendors

Tuesday, April 15, 2008


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

Tuesday, April

22, 2008 no later than 5:00 p.m. EST


CHSB Response to Vendor Written Questions

Tuesday, April 29, 2008 no later than 5:00 p.m. EST


Vendor Submission of Responses Deadline Date

Tuesday, May 6, 2008 no later than 12:00 p.m. EDT


Vendor to Receive Aw
ard Bid Notification

Tuesday, May 13, 2008

Anticipated Start Date of Contract

Monday, May 19, 2008


Anticipated End Date of Contract

Friday, September 12, 2008




Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
13

SECTION 10


RESPONSE FORMAT


The Com
monwealth 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 Quotes.


Cover Letter

Respondent must include contact information in a cover letter for post submission follow
-
up
and award n
otification. 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, pr
actical experience
and documented success in the area of data exchange and criminal justice information
sharing initiatives, and have successfully completed similar engagements.


Vendors must describe their knowledge and understanding of the criminal justi
ce 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 spec
ific involvement was in those
projects.


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 q
ualified 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 the
ir 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.


Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
14

Identification of Company

The vendor must provide a brief firm profile, not to exceed one page in length, including bas
ic
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 t
he 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 r
eferences, including points of contact (name,
address, and telephone number). 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.


Co
st 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 of the charges includ
ed 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 expe
nses, 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.




Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
15

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 reject
ed. 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. Higher points will be awarded to
those Bidder’s who can demonstrate successful experience in similar Massachusetts CJIS
engagements and who can demonstrate a tho
rough understanding of the current CJIS
mainframe environment including the communications and interfaces to the NCIC, NLETS,
RMV and AOTC (including probation and warrant systems and processes), as well as the
CJIS Web interface.


Ability to Meet the Requ
irements 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”.

Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
16


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 Enterpris
e Information Technology
Policies, Standards and
Procedures
, with the exception of the Enterprise Public Access Policy For e
-
Governm
ent
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 A
ccess 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
commhelp@state.ma.us

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
commhelp@state.ma.us

or 1 (866) 888
-
2808 to signal a system or
application design and development initiative. Such advance notice helps to ensure
conformance with the rele
vant 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
-
eng
ineer 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, rep
lace or
Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
17

seek cover (purchase of comparable substitute commodities and services) under a contract.
“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 Co
mmonwealth’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 incl
ude, 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 savi
ngs 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 t
he 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 1
1 of the Commonwealth
Terms and Conditions.


WEB ACCESSIBILITY ST
ANDARDS


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
Electr
onic 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
St
andards”), 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 contrac
t 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 Agreem
ent and
wholly owned by the CHSB shall be in an agreed
-
upon editable format.


Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
18

AT/IT ENVIRONMENT LI
ST


Generic Assistive Technology and Information Technology (AT/IT) Environment List (included
in the RFQ Document Library)

sets forth a list of the specif
ic 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 U
NDER THE AGREEMENT


Pr
ior 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 the
ir 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, ne
w 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 i
n 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 coop
erate 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 deliv
erables 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 fa
il 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 D
eliverables 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.

Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
19


COTS AND ASP SOFTWAR
E


The vendor shall conduct testing against the Section 508 and ITD Standards, and for
intero
perability 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 suc
h 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 ven
dor 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 e
ngaged 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 i
n 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/I
T 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 respec
t 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 i
f 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 o
r ASP Software, offering equivalent features and functionality
Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
20

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
Agreemen
t. (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 an
d 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 AGREEMEN
TS


Any maintenance agreement entered by the vendor and CHSB in connection with the system
delivered pursuant to t
his 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 INFORMATIO
N


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 pur
poses, 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, emergenc
y 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 allo
wed 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 wh
ile 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 req
uired to undergo criminal
background checks before being allowed access to security
-
sensitive information, systems,
and sites.


Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
21

SECTION 13


FINANCIAL TERMS


This is a fixed
-
fee project with a maximum proje
ct 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 separa
tely 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.









Request for Quotes CHSB2008
-
002

Commonwealth of

Massachusetts

Integrated Criminal Justice Information System (iCJIS) Mainframe Reduction Project


Page
22

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 inves
tigations 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 term
s 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 t
o 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 i
nclude 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.