Request for Proposals For WRHSAC14 Tech Consultant. Metropolitan Area Planning Council (MAPC)

Transcription

1 Request for Proposals For WRHSAC14 Tech Consultant Metropolitan Area Planning Council (MAPC) On behalf of the Page 1

2 Legal Notice of Request for Proposals for Technical Consulting Services Agency: RFP Number: Description: Contract Info: Questions: Metropolitan Area Planning Council (MAPC) WRHSAC14 Tech Consultant The Metropolitan Area Planning Council (MAPC) on behalf of the Western Region Homeland Security Advisory Council is seeking the services of a consultant to serve as a technical advisor/project manager on the design and implementation of ongoing multi-frequency public safety voice/radio and data interoperability systems serving the four western counties of Massachusetts. MAPC will be the awarding authority. A contract will be awarded to the responsible and eligible Vendor whose proposal is responsive to the Request for Proposals (RFP) and is deemed by MAPC to be the most highly advantageous and in the best interest of MAPC. If you have questions about this RFP, please contact Amy Reilly at areilly@mapc.org, phone (617) or fax (617) The RFP may be obtained by contacting Amy Reilly at areilly@mapc.org, phone (617) or fax (617) between May 26, 2015 at 10:00 AM and June 10, 2015 at 2:00PM. Deadline: Proposals are due by June 10, 2015 at 3:00 PM at the Metropolitan Area Planning Council, 60 Temple Place, 6th Floor Reception, Boston, MA Page 2

3 Table of Contents Legal Notice of Request for Proposals... 2 Section I: General Information & Proposal Submission Requirements... 4 Section II: Project Overview, Scope of Work, and Deliverables... 8 Section III: Terms and Conditions Section IV: Proposal Preparation, Evaluation & Selection Section V: RFP Evaluation Criteria Section VI: RFP Process Timeline Section VII: Required Forms Section VIII: Proposal Checklist Section IX: Sample Contract Page 3

4 Section I: General Information & Proposal Submission Requirements This is a Request for Proposals (RFP) issued by the Metropolitan Area Planning Council to secure the provision of goods and/or services on behalf of the Massachusetts Western Region Homeland Security Advisory Council and the communities in the Western Region Homeland Security Advisory Council Region. The Metropolitan Area Planning Council seeks the services of a consultant to serve as a technical advisor/project manager on the design and implementation of ongoing multi-frequency public safety voice/radio and data interoperability systems serving the four western counties of Massachusetts. Proposal Due Date: Proposal Subject: RFP Number: RFP Availability: Return RFPs to: June 10, 2015 at 3:00 PM Interoperability Consulting Services WRHSAC14 Tech Consultant RFP information packets will be available beginning May 26, 2015 at 10:00 AM through June 10, 2015 at 2:00PM by contacting Amy Reilly at MAPC at (617) , via fax at , via at areilly@mapc.org. For help with this process contact Amy Reilly at (617) or areilly@mapc.org. Amy Reilly Metropolitan Area Planning Council 60 Temple Place, 6 th Floor Reception Boston, MA Please read this entire document before responding or submitting questions. Thank you for your interest. Competitive sealed proposals for the services specified will be received by the Metropolitan Area Planning Council (MAPC), at the above specified location, until the time and date cited. Proposals must be in the actual possession of MAPC on or prior to the exact time and date indicated above according to MAPC s 6th floor reception area clock. If at the time of the scheduled deadline, the designated site is unavailable due to circumstances beyond the control of MAPC, the bid opening will be automatically postponed (with or without notice to potential bidders) until 12:00 Noon at the same location on the next normal business day. LATE PROPOSALS WILL NOT BE CONSIDERED. It is mandatory that price and non-price proposals be submitted in separate sealed envelopes. Page 4

5 Disclosure of Information Submission of a proposal shall be deemed acknowledgement that the Respondent is familiar with the Massachusetts Public Records Law, M.G.L. c and is bound thereby. Disclosure of any information provided by a Respondent in connection with this RFP shall be in strict accordance with the laws and regulations regarding such disclosure pursuant to M.G.L. c To review copies of proposals after contracts have been awarded, submit a written request in compliance with the Massachusetts Public Record Law to the RFP contact person identified in this RFP. Please submit: One original hard copy price proposal in a sealed envelope clearly marked in the lower left corner with the words: WRHSAC14 - Tech Consultant Price Proposal as well as the Vendor s name. One bound single sided original hard copy of the non-price proposal in a sealed envelope or box clearly marked in the lower left corner with the words: WRHSAC14 - Tech Consultant Non- Price Proposal as well as the Vendor s name. An electronic copy of the non-price proposal should submitted with the hard copy. Electronic copies should be submitted on properly labeled portable media and MUST mirror paper versions exactly. Electronic copies must be a single PDF file. Submission by is not acceptable. Failure to submit proposals in separate sealed envelopes will result in rejection of the proposal. The sealed envelope or box containing the price proposal and the sealed envelope or box containing the non-price proposal may be mailed or delivered to the Metropolitan Area Planning Council offices identified above in one envelope or box as long as it is clearly marked with the words: WRHSAC14 - Tech Consultant. This procurement is conducted in conformance with Massachusetts General Law, Chapter 30B. The contract will be awarded within thirty (30) days of this proposal opening (a sample contract is enclosed with the RFP). This RFP as well as the successful Vendor s response will become part of the contract. If any changes are made to this RFP, an addendum will be distributed to all Vendors who have received the RFP. A Vendor may correct, modify, or withdraw a proposal by written notice if received by MAPC prior to the time and date set for the proposal opening. Proposal modifications must be submitted in a sealed envelope clearly labeled Modification No. _. Each modification must be numbered in sequence and must reference the original RFP. After the proposal opening, a Vendor may not change any provision of the proposal in a manner prejudicial to the interests of MAPC or fair Page 5

6 competition. Minor informalities will be waived or the Vendor will be allowed to correct them. If a mistake and the intended correct wording are clearly evident on the face of the proposal document, the mistake will be corrected to reflect the intended correct meaning and the Vendor will be notified in writing; the Vendor may not withdraw the proposal. A Vendor may withdraw a proposal if a mistake is clearly evident on the face of the proposal document, but the intended correct wording is not similarly evident. Individuals are encouraged to submit proposals; individuals who submit proposals will not be subject to requirements that are only applicable to businesses such as authorized signatory and financial stability certifications. Proposal prices must remain firm for 90 days after the proposal opening. Proposals must also include the signed Proposal Signature page, Certification page, Additional Certification pages, and Price Proposal page as provided in this RFP. All proposals must be signed by appropriate, authorized individual or individuals, e.g. if the Vendor is a partnership, by the name of the partnership, with the signature of each general partner. If the Vendor is a corporation, it must be signed by the authorized officer whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed, or appropriate certificate of authorization. All questions and requests for clarification must be received in writing not less than three (3) business days before proposals are due. Written addenda issued by MAPC will be ed or faxed as necessary to all parties that MAPC is aware have requested documents using the contact information provided to MAPC. A copy of any addendum as may be issued will be on file at MAPC. Absence of failure messages electronically transmitted from addressee s site will serve as confirmation of delivery of addenda. Bidders should contact Amy Reilly via , phone or fax if they believe an addendum has not been received. A copy of all addenda that are issued should be included in the bid package and each addendum should be initialed in the bottom left corner of the first page of the document by the bidder. MAPC reserves the right to cancel all or part of this solicitation. The issuance of this solicitation does not imply any commitment to purchase any product or services from any Vendor. MAPC is the awarding entity that will sign the contract and to whom invoices will be submitted and by whom the vendor will be paid. Page 6

7 WRHSAC Council members will evaluate the proposals and recommend a Vendor for award by MAPC. The WRHSAC Council will manage the progress of the Vendor s work. Page 7

8 Section II: Project Overview, Scope of Work, and Deliverables Introduction The (Council) is seeking the services of a Consultant to serve as a technical advisor/project manager on the design and implementation of ongoing multi-frequency public safety voice/radio and data interoperability systems serving the four western counties of Massachusetts. The goal of the interoperability systems is to provide first responders the ability to communicate across jurisdictions, counties, and disciplines in the event of a major incident. The Consultant will be funded by a grant from the State Homeland Security Program, administered by the Executive Office of Public Safety and Security (EOPSS). The consultant will work directly with the Western Massachusetts Regional Interoperability Committee (WMRIC) of the Council. Existing systems provide communications, with improving levels of interoperability, among fire, police and other first responders in Hampden, Hampshire, Franklin and Berkshire Counties. These systems are a mix of technologies, operating at various frequencies ranging from VHF High Band and Low Band, UHF (450MHz and other), and 800 MHz. Current users include the Western Massachusetts Law Enforcement Council (WMLEC), Berkshire County Emergency Communications Committee (BCECC), Franklin County Emergency Communications System (FCECS), Hampshire County Fire Chiefs Association, Western Massachusetts Fire Chiefs Association (WMFCA), Central Medical Emergency Direction (CMED), and the Massachusetts State Police (MSP). These organizations and the communities they represent have plans in various stages of readiness to improve their communications delivery systems. Over the past eleven years, the Council has been expending funds to upgrade these systems to an interoperable standard and to install microwave links for greater reliability. These efforts are described in the Western Mass Interoperability Status of Existing Conditions & Current and Future Plans, prepared by SAIC for WRHSAC, August 12, (This document is available upon request to Raine Brown, Homeland Security Program Manager, raine@frcog.org). Project Period The Consultant must be available to begin work August 3, The project period for this contract is August 3, 2015 through July 31, The selected Consultant will not be allowed to submit a proposal in response to any bid opportunity for radio and tower systems developed under the plan. Total Anticipated Budget The total anticipated budget for the complete scope of work is no more than One Hundred Thousand Dollars ($100,000). Page 8

9 Scope of Work and Deliverables The Consultant s major responsibility will be to assist WMRIC with continued plan updates and project implementation of its overall interoperability plan for the Western Region. The plan takes into account the disparate needs of communities in the urban and rural subregions and the mountainous topography of the region. The Consultant will provide coordination among the various organizations involved to increase the efficiency and effectiveness of new infrastructure purchases and to establish priorities for funding. WMRIC has identified priority interoperability projects to be begun and/or completed during the contract period. These projects were identified through a gap analysis study completed during the summer 2013 and also through ongoing review of current systems 1. The Consultant will complete tasks with each project as identified below and will also provide ongoing technical support to the Interoperability Subcommittee through monthly meeting attendance, monthly status reports, correspondence, and telephone conversations/support. The Consultant works under the direction of WMRIC and will work closely with the Homeland Security Program Manager. All work with current and potential project partners must be first approved by the WMRIC, and/or the WMRIC Chair. Task 1. Support to Western Massachusetts Regional Interoperability Committee The consultant will provide the following support to WMRIC throughout the length of this contract: 1. Provide technical support to WMRIC through telephone and correspondence and in-person attendance at monthly meetings (held in Northampton, MA, third Tuesday of every month). 2. Monitor work of vendors designing or installing new systems and assist WMRIC in troubleshooting issues as they arise. 3. Meet with stakeholders to resolve technical coordination issues as required by WMRIC. 4. Produce monthly written status reports for Interoperability projects. Produce a final status report for each Interoperability project in this contract that states which issues 1 The gap analysis is available upon request to Raine Brown, Homeland Security Program Manager, raine@frcog.org. Page 9

10 have been resolved and which issues remain, and provide detailed comparison of communication capabilities before and after the project. 5. Make recommendations for system enhancements, improved redundancy and interoperability. 6. Provide monthly tracking of engineering hours to ensure work remains within contracted amount. Task 2. Franklin County Emergency Communications System Northwest Region Coverage Enhancements This project will review current coverage issues in the northwest area of Franklin County, Massachusetts. This area is served by the Franklin County Emergency Communication System. Dramatic terrain elevations and valleys create significant coverage gaps in this area. A possible solution was recommended in the 2013 gap analysis 2 (see priority #3), however WMRIC believes further research is needed and other solutions should be proposed. The consultant will provide the following services for this task: 1. Review the 2013 gap analysis and conduct further research to gain an accurate understanding of current coverage, gaps, and hindrances to coverage. Provide mapping and other information to document the current situation. 2. Develop and present several coverage solutions for WMRIC review. Provide estimated costs for proposed solutions. Provide projected coverage improvements for proposed solutions. Through discussions with WRMIC determine best approach for the region. 3. Once an approach is determined, develop equipment specifications, engineer system design and write scope of work to obtain vendor to complete the project. Provide Environmental, Historical Preservation related information as requested by Homeland Security Program Manager. 4. Assist Homeland Security Program Manager with project procurement and monitor work of vendors designing or installing systems and assist WMRIC in troubleshooting issues as they arise. 5. Perform unforeseen engineering tasks for the project as needed. 2 The gap analysis is available for review by contacting Raine Brown, Homeland Security Program Manager, raine@frcog.org. Page 10

11 Task 3. Hampden and Hampshire Hills Fire and EMS Communication Enhancement This project will review current system operations and coverage capabilities of the system/s serving both fire and EMS within the hilltowns of Hampden and Hampshire County. Communication gaps in this region were identified as a priority project for WMRIC in the aforementioned 2013 gap analysis. (See priorities #4 & 7). Some issues have been addressed by recently completed projects specifically for police users in the region; however major gaps still exist for fire and EMS services. The consultant will provide the following services for this task: 1. Review the 2013 gap analysis and conduct further research to gain an accurate understanding of current coverage, gaps, and hindrances to coverage. Provide mapping and other information to document the current situation. 2. Develop and present several coverage solutions for WMRIC review. Provide estimated costs for proposed solutions. Provide projected coverage improvements for proposed solutions. Through discussions with WMRIC determine best approach for the region. 3. Once an approach is determined, develop equipment specifications, engineer system design and write scope of work to obtain vendor to complete the project. Provide Environmental, Historical Preservation (EHP) related information as requested by Homeland Security Program Manager. 4. Assist Homeland Security Program Manager with project procurement and monitor work of vendors designing or installing systems and assist WMRIC in troubleshooting issues as they arise. 5. Perform unforeseen engineering tasks for project as needed. Task 4. Hovey Hill Site This project is currently in progress. Its objective is to replace the current Western Massachusetts Law Enforcement Council (WMLEC) system directional antenna located on the tower on Hovey Hill in Monson with an omni-directional antenna. At the time of writing this scope of work, the federally required EHP review is just beginning. This review must be completed before any equipment work can begin. Equipment related work is likely to begin in June There is a possibility that this project may be complete prior to the enactment of the contract from this consultant scope of work, however it is more likely that the project will be in the final stages of completion. The consultant will provide the following services for this task: 1. Oversee any remaining installation work and assist WMRIC with any troubleshooting issues as they arise. Page 11

12 2. Conduct equipment testing with project installation vendor. Working with installation vendor and system users, bring the new antenna online. 3. Provide updated map of new antenna coverage. 4. Perform unforeseen engineering tasks for project as needed. Task 5. Borden Mountain Fiber Link and Great Hill Microwave Link This project is currently in progress. Its objective is to upgrade the 6GHz microwave link between Great Hill in Shelburne and Borden Mt. in Savoy. This link is used by both the Franklin County Emergency Communications System (FCECS) and the Western Massachusetts Law Enforcement Council (WMLEC) system. As with Task 4 above, this project may be complete prior to the enactment of the contract from this consultant scope of work; however it is more likely that the project will be in the final stages of completion. The consultant will provide the following services for this task: 1. Oversee any remaining installation work and assist WMRIC with any troubleshooting issues as they arise. 2. Conduct equipment testing with project installation vendor. Working with installation vendor and system users, tune, optimize and bring the new link online. 3. Perform unforeseen engineering tasks for project as needed. Task 6. Update Status of Existing Systems Document The Western Mass Interoperability Status of Existing Conditions & Current and Future Plans document was last updated August Many upgrades and new additions to public safety interoperability have been completed since that time. The document needs to be updated to reflect current existing conditions. The consultant will update the document to reflect all changes and current operating configurations of interoperable systems in western Massachusetts. Work on this document should be conducted during the last half of this contract in order to capture project work completed during this project. The consultant will provide the following services for this contract: 1. Update the Western Mass Interoperability Status of Existing Conditions & Current and Future Plans document to reflect current operation configurations of interoperable systems in the four counties of western Massachusetts. Page 12

13 2. Provide a first draft of the updated document to WMRIC no later than the May 2016 monthly meeting. 3. Incorporate WMRIC review and feedback into document. 4. Provide finalized version of the document to WMRIC at the July 2016 monthly meeting. Electronically provide the Homeland Security Program Manager with both a Word format and PDF version of the document. This document will be the property of WMRIC and can only be used with permission from WMRIC. Page 13

14 Section III: Terms and Conditions Insurance The selected contractor shall at all times during the term of the contract maintain insurance in full force and effect acceptable to MAPC and the WRHSAC that satisfies the minimum requirements outlined below. The selected contractor agrees to furnish MAPC with certificates of insurance or other evidence satisfactory to MAPC if requested. Workers Compensation & Employers Liability Statutory Employer s Liability $500,000 Bodily Injury Liability $1,000,000 each occurrence/$2,000,000 aggregate Excess Umbrella Liability $1,000,000 each occurrence Errors and Omissions $1,000,000 Payment for Services Rendered The payment schedule for this project will be on a reimbursement basis according to a deliverables schedule consistent with the Contractor s price proposal and as negotiated at the time a fixed price contract is signed. The price proposal should include the Contractor s proposed payment schedule based on the project deliverables. Payments will not be made until deliverables are received and approved by MAPC and WRHSAC and then not until MAPC receives reimbursement from EOPSS for invoices submitted. In no event shall payment be made in advance of the services provided. Fringe Benefits None. This is a consultant contracted position funded under a federal Homeland Security Grant administered by MAPC, the fiduciary for WRHSAC. The consultant shall not be deemed an employee of the MAPC. Contractor Wages, Mileage, and Supplies Total contract costs must include mileage, supplies and material. Billing will occur monthly (at the most) with documentation and brief description of percent of project completed. Travel to meetings may be required and is reimbursable, though travel time is to be limited as much as possible. Under Page 14

15 the Homeland Security Grant, mileage is reimbursed at a rate of.45/mile. Must provide own car, computer with current virus protection, Microsoft Office, printer, high speed internet access, phone, office, etc. Indemnification The Contractor shall indemnify, hold harmless and defend WRHSAC, MAPC, and the Executive Office of Public Safety and Security, their officers, agents, and employees from all liability of any nature or kind, including costs and expenses for all actions or claims resulting from injuries or damages sustained by any person or property arising directly or indirectly as a result of any error, omission, negligent, or wrongful acts of the Contractor, subcontractor, or anyone directly or indirectly employed by them in performance of this contract. Publicity and News Releases The selected contractor shall not make any pronouncements or news releases pertaining to this solicitation for proposals or the award of a contract for this proposal without prior approval from WRHSAC or MAPC. Ownership and Confidentiality of Work Product Upon completion of this project the work product in its entirety becomes the property of WRHSAC and EOPSS. All electronic documents must have the ability to be accessed and updated when needed. All documents must be noted on each page For Official Use Only. Accountability Selector Vendor will work under the direct supervision and direction of the WRHSAC Council. Acceptance A schedule of deliverables will be included in the contract with the selected contractor. Copies of all interim deliverables will be provided to WRHSAC at times agreed upon in the contract. WRHSAC will have ten business days to either accept the deliverable or request modifications. Final project deliverables are also subject to these acceptance terms. Page 15

16 Section IV: Proposal Preparation, Evaluation & Selection Selection Process Only those proposers who submit all forms and materials as required in the following Preparation of Proposals will be considered responsive and responsible. MAPC and the have determined that the selection of the most highly advantageous offer for these services requires comparative judgment of factors in addition to cost. Rule for Award The selection committee, with input from MAPC, shall determine a composite rating of Highly Advantageous, Advantageous, Not Advantageous, or Unacceptable for each proposal reviewed by the selection committee. After a composite rating has been determined for each proposal, WRHSAC or its designee, shall open and review the cost proposals and determine the most advantageous proposal. Taking into consideration the ratings on all comparative evaluation criteria and the cost, one or more finalists may be asked to come in for an interview. All prices quoted shall be exclusive of Massachusetts sales tax and use tax and federal excise tax from which WRHSAC is exempt. MAPC on behalf of WRHSAC shall award the contract within thirty (30) days after the date established for receiving the proposals. All proposals shall remain valid and acceptable for 90 days from the last proposal due date. This time may be extended by mutual consent of selected proposers and WRHSAC. Upon award, the engagement must commence within 10 days of receipt of a Notice of Award by the selected Contractor. Minimum Requirements At a minimum, proposers must submit all materials requested in accordance with the exact specifications of this request for proposals. Proposers who meet these minimum criteria will have Page 16

17 their proposals reviewed. Meeting minimum requirements does not mean that a proposer will be selected for the project. Preparation of Proposal 1. The proposal shall detail the individual or firm s qualifications, experience and expertise. Proposal evaluation will include an examination of the proposer s qualifications, experience, project action plan, and expertise in conducting similar work. a. Proposer shall provide a brief written summary of their experience or that of their firm or organization; (no more than three pages) b. If applicable, proposer shall list the number of current personnel that it employs; c. Proposer shall detail their own or their firm s experience with such similar projects completed during the past three (3) years or more; (no more than five pages) d. Proposer shall provide a list of specific qualifications the proposer has in supplying the services listed in this proposal, including professional designations, affiliations, certifications and/or licenses; (no more than one page) e. Proposer shall submit the names, resumes, and level of involvement with the project of any staff that will be assigned to this engagement and their respective experience in these types of engagements; Proposers must provide the following contact information for a minimum of 4 references that have received services from the proposer within the last 3 years, 2 of which must be government customers. A minimum of 1 of these references must have been active within the 12 months prior to this Request for Proposals due date. Use a separate sheet(s) clearly marked "REFERENCES" to provide the following information for each reference. 1. Customer Name 2. Years as a customer 3. Street 4. City, State, Zip 5. Contact Person 6. Telephone number Poor references may be used as a basis for determining that a VENDOR is not responsible. 2. The proposal must confirm proposer s understanding of the RFP. The narrative portion and the materials presented in response to this RFP must contain the following information: a. A clear outline of the recommended approach to the project. Proposer shall provide a proposed plan for performing the overall work, including: Page 17

18 A detailed description of the work activities the proposer plans to carry out. A detailed description of how such activities will be accomplished. A timeline for the total project. b. Explain how the proposer s administrative process will ensure that appropriate levels of attention are given and that the work is properly performed in a timely manner. c. Proposer shall submit a sample summary or explanation of its most relevant and recent work. d. If proposer is not an individual, proposer shall affirm the financial stability of proposer s firm or organization. Note: Sections a, b, and c as described above should be no more than six pages long. 3. General proposal elements: a. All proposals must contain the Proposal Signature page, Certifications page, Additional Certifications page, and Price Proposal page provided. Faxed pages will not be considered. b. The proposal document must be submitted with an original ink signature by the person authorized to sign the proposal (blue ink is preferred). c. Erasures, interlineations or other modifications in the proposal shall be initialed in original ink by the authorized person signing the offer. d. Periods of time, stated as a number of days, shall be calendar days unless otherwise indicated. e. It is the responsibility of all proposers to examine the entire RFP packet and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing an offer confers no right of withdrawal after due time and date. f. Submit one hard copy original price proposal in a sealed envelope clearly marked in the lower left corner with the words: WRHSAC14 - Tech Consultant Price Proposal as well as the Vendor s name. g. Submit one bound single sided hard copy original of the non-price proposal in a sealed envelope or box clearly marked in the lower left corner with the words: WRHSAC14 - Tech Consultant Non-Price Proposal as well as the Vendor s name. An electronic copy of the non-price proposal should submitted with the hard copy. Electronic copies should be submitted on properly labeled portable media and MUST mirror paper versions exactly. Electronic copies must be a single PDF file. Submission by is not acceptable. Page 18

19 Section V: RFP Evaluation Criteria Minimum Criteria A vendor must meet the following minimum criteria before being evaluated further: Submission of a proposal that meets all the requirements of this RFP including required forms and complete references list. PROPOSAL EVALUATION CRITERIA In addition to the following criteria, WRHSAC/WMRIC reserves the right to conduct interviews of responding consultants. 1) Consultant Qualifications: Highly Advantageous: Demonstrates significant experience (5 or more years) in completing design, development, and implementation of radio communications systems; has a Registered Professional Engineer on staff and available to this contract; demonstrates a track record of success in completing projects of similar size and scope, meeting deadlines and budget; and demonstrates significant experience (5 or more years) in conducting interoperable communications systems coverage assessments. Advantageous: Demonstrates experience (less than 5 years but more than 3 years) in completing design, development, and implementation of radio communications systems; demonstrates a track record of success in completing projects of similar size and scope, meeting deadlines and budget; and demonstrates experience (less than 5 years but more than 3 years) in conducting interoperable communications systems coverage assessments. Not Advantageous: Demonstrates limited experience (3 years or less) in completing design, development, and implementation of radio communications systems; demonstrates a track record of success in completing projects of similar size and scope, meeting deadlines and budget; and demonstrates limited experience (3 years or less) in conducting interoperable communications systems coverage assessments. 2) Consultant s Approach to the Project: Highly Advantageous: Clearly and comprehensively articulates an understanding of the project in the response; addresses an approach to each defined task in a credible and sensible way; demonstrates a mastery and understanding of the process necessary to complete tasks and project demands; and optionally identifies sensible changes to the Scope of Services/Tasks to address missing activities that should be conducted. Advantageous: Articulates a general understanding of the project in the response; is credible in addressing the tasks specific requirements; demonstrates an understanding Page 19

20 of the process necessary to complete tasks and project demands; and optionally, identifies sensible changes to the Scope of Services/Tasks to address missing activities that should be conducted. Not Advantageous: Does not demonstrate a clear understanding of the project; addresses most but not all of the tasks specific requirements; and demonstrates a minimal understanding of the process necessary to complete tasks and project demands. 3) Consultant s Staffing Plan: Highly Advantageous: Is clearly and comprehensively articulate in the response; provides a firm time commitment of all key personnel, including the Project Manager; Registered Professional Engineer is on-staff. Provides resumes for all key personnel, including the Project Manager; is clear in identifying the sources of staffing (internal or subcontractor); is clear in identifying project team members, and their roles and time commitment; and Establishes a convincing basis that the proposed staffing level is sufficient. Advantageous: Is articulate in the response; provides a time commitment of most key personnel; and establishes a sound basis that the proposed staffing level is sufficient. Not Advantageous: Staffing plan is articulated in response, but time commitment and critical staffing information is not included. 4) Consultant s Communication Skills: Highly Advantageous: Proposal clearly and comprehensively explains technical information in a way that is easily understood. Advantageous: Proposal adequately explains technical information in a way that is understood. Not Advantageous: Proposal minimally explains technical information in a way that is understood. 5) Consultant s Previous Work with Public Safety Communication in Western Massachusetts: Highly Advantageous: The consultant can demonstrate five (5) or more years of design, planning, evaluation or implementation on public safety communications systems within western Massachusetts; the consultant has directly worked on at least three (3) public safety communication systems in western Massachusetts. The consultant also demonstrates an understanding of public safety communication systems throughout Page 20

21 Massachusetts. The consultant demonstrates knowledge of and relationships with interoperability system owners in western Massachusetts. Advantageous: The consultant can demonstrate two (2) to four (4) years of design, planning, evaluation or implementation on public safety communications systems within western Massachusetts; the consultant has directly worked on at least one (1) public safety communication system in western Massachusetts. Not Advantageous: The consultant has less than two (2) years of design, planning, evaluation or implementation on public safety communications systems within western Massachusetts; the consultant has not directly worked on any public safety communication system in western Massachusetts. 6) Consultant s Previous Work in Massachusetts: Highly Advantageous: The consultant demonstrates a strong understanding of governance and structure of Massachusetts through the completion of ten (10) or more projects for either Commonwealth Agencies (such as MEMA, MSP, EOPSS) or municipalities of the Commonwealth. Advantageous: The consultant demonstrates good understanding of governance and structure of Massachusetts through the completion of at least five (5) or up to nine (9) projects for either Commonwealth Agencies (such as MEMA, MSP, EOPSS) or municipalities of the Commonwealth. Not Advantageous: The consultant demonstrates limited understanding of governance and structure of Massachusetts through the completion of less than five (5) projects for either Commonwealth Agencies (such as MEMA, MSP, EOPSS) or municipalities of the Commonwealth. 7) Quality of References (If Contacted): Highly Advantageous: References show that the firm and the identified Project Manager and key personnel of the project team have positively and successfully completed similar, relevant projects on time and on budget. Advantageous: References show that the firm and/or some project team members have experience with similar projects and generally meet deadlines on time and on budget. Not Advantageous: References demonstrate that the firm or team members have limited relevant experience and/or do not have a track record of completing projects on time and on budget. Page 21

22 8) Quality of Interview (If Interviewed): Highly Advantageous: All key personnel on the project team, including the Project Manager, assigned to the project attended the interview and each demonstrated their skill and expertise and comprehensively communicated a thorough knowledge of the services required to complete the Scope of Services. Advantageous: Most key personnel on the project team, including the Project Manager, assigned to the project attended the interview and each demonstrated their skill and expertise and comprehensively communicated a thorough knowledge of the services required to complete the Scope of Services. Not Advantageous: Interview did not sufficiently demonstrate that the project team would successfully complete this project. Page 22

23 Section VI: RFP Process Timeline Advertise and post in the Central Register May 26, 2015 at 10:00 AM Advertise and post in newspapers: May 26, 2015 at 10:00 AM The Berkshire Eagle The Boston Globe First day RFP available June 10, 2015 at 2:00PM Last day RFP available June 10, 2015 at 2:00PM Proposal Submission Deadline June 10, 2015 at 3:00PM Proposal evaluation Within 1-2 weeks of RFP Deadline Review proposals Identify most highly advantageous technical proposals Interview vendors (If necessary) Open Price Proposals Award Contract Within 1-2 weeks of Proposal evaluation Page 23

24 Section VII: Required Forms The following pages contain four forms that must be included with the proposals. 1. Proposal Signature Page 2. Certifications Page 3. Additional Certifications Page 4. Price Proposal Page Page 24

25 Proposal Signature Page Complete this page and return as a cover sheet for the completed non-price proposal. WRHSAC14 - Tech Consultant RFP Company Name Street City, State, Zip Contact Person Phone Fax Submits the attached proposal for this Request for Proposals to the Metropolitan Area Planning Council (MAPC), on the authority of the undersigned and as dated below. I confirm and pledge to abide by and be held to the requirements of this RFP and its resulting contract, to perform any tasks and deliver any documents required, and to execute a Contract with the MAPC. Authorized Agent of the Contractor: Signature (blue ink please) Printed Name Title Date (If a corporation, attach certificate of vote or apply corporate seal here) Proposal must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity. Contractor should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance. Page 25

26 CERTIFICATIONS PAGE Complete this page and return with completed non-price proposal. WRHSAC14 - Tech Consultant RFP As required under Chapter 233 and 701 of the Mass. Acts and Resolves of 1983 and Chapter 30B of the Mass. General Laws certification must be made to the following by signing in the space indicated below. Failure to offer such signature will result in rejection of the proposal. A. The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word person shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group or individuals and also; B. Pursuant to M.G.L. c.62c, 49A, I certify under the penalties of perjury that to my best knowledge and belief the undersigned has complied with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Authorized Agent of the Contractor: Signature (blue ink please) Printed Name Title Name (as used for tax filing) SS# or Federal ID# Date Proposal must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity. Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance. Page 26

27 ADDITIONAL CERTIFICATIONS PAGE Complete this page and return with completed non-price proposal. WRHSAC14 - Tech Consultant RFP Pursuant to 28 CFR Part (d), I certify that my employment practices comply with Equal Opportunity Requirements and complies with 28 CFR Part ; that my organization complies with the Americans with Disabilities Act. Authorized Agent of the Proposer: Signature (blue ink please) Printed Name Title Date Proposal must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity. Proposers should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance. Page 27

28 PRICE PROPOSAL PAGE Complete this page and submit with any attachments in a separate sealed envelope from non-price proposal. WRHSAC14 - Tech Consultant RFP The undersigned proposes to provide services to the Western Region Homeland Security Advisory Council in accordance with the response to its Request for Proposals (RFP). This price includes all services and out of pocket expenses as per the terms and specifications stated in the non-price proposal. Price includes but is not limited to all deliverables listed in the RFP. $ All inclusive fees Dollars Written sum On a separate page or pages, please provide details of proposed deliverables and schedule of associated payments. Please also provide a detailed breakdown of the labor rates and estimated labor hours for each staff member in the proposal. Signature (blue ink please) Printed Name Title Date Company Name Street City, State, Zip Phone Fax Page 28

29 Section VIII: Proposal Checklist Proposals must be submitted in a sealed envelope with the RFP Title and the proposer s name and address clearly indicated on the envelopes. It is mandatory that price proposals and non-price proposals be submitted separately. Failure to submit separate proposals will result in rejection of the proposal. Non-Price Proposal Envelope o Please submit one bound original of the non-price proposal in a sealed envelope marked in the lower left corner with the words: WRHSAC14 - Tech Consultant Non-Price Proposal and one electronic copy. Proposal Signature Page (provided) Non-Price Proposal Certifications Page (provided) Additional Certifications Page (provided) References Initialed addenda Price Proposal Envelope o Please submit one price proposal in a sealed envelope marked in the lower left corner with the words: WRHSAC14 - Tech Consultant Price Proposal. Price Proposal Page (provided) Detail of deliverables and payment schedule Detail of pay rates and estimated hours Page 29

30 Section IX: Sample Contract Contract for Professional Services By and Between Metropolitan Area Planning Council and INSERT Service Provider s Name This agreement, dated INSERT DATE OF SIGNING IN BLANK is made and entered into by and between the METROPOLITAN AREA PLANNING COUNCIL [ MAPC ] a public body politic and corporate, established by Chapter 40B, Sections 24 through 29 of the Massachusetts General Laws with its principal office at 60 Temple Place, Boston, Massachusetts, 02111, and INSERT SERVICE PROVIDER S CORRECT LEGAL NAME [ Service Provider ], with its principal office at INSERT SERVICE PROVIDER S ADDRESS. Witnesseth that the parties have AGREED as follows: Article I Description and Scope of the Work 1. The Service Provider will provide professional services to undertake and perform all appropriate tasks to produce the INSERT PROJECT NAME and related work products as called for in MAPC s Statement of Work Request (INSERT SOW or RFP No. when available) dated Insert Work Request Date, attached as Exhibit A, and incorporated herein, and as further described in the Service Provider s Proposal dated Insert Proposal Date attached as Exhibit B, and incorporated herein. Article II Time of Performance 2. The Service Provider shall commence work immediately upon execution of this Agreement and shall complete performance no later than Insert Contract End Date. Time shall be of the essence in relation to the Service Provider s performance under this Agreement. Reasonable extensions may be granted at the sole discretion of MAPC, provided the justifying circumstances are beyond the reasonable control of the Service Provider and without fault of the Service Provider. Extensions shall be valid only when Page 30

31 written and signed by MAPC s signatory to this Agreement or a properly authorized designee. In the event of such an extension, all other terms and conditions of this Agreement, except the dates of commencement and completion of performance, shall remain in full force and effect between the parties unless modified in writing. Article III Revisions in the Work to be Performed 3. If during the term of this Agreement, MAPC requires revisions or other changes to be made in the scope or character of the work to be performed, MAPC will promptly notify the Service Provider. For any changes to the scope of work, the Service Provider shall notify MAPC of associated costs in writing. The Service Provider shall make the necessary changes only upon receipt of a written acceptance of the costs and a written request from MAPC in response to a draft deliverable or progress report. 4. MAPC will neither unreasonably request revisions nor unreasonably withhold final acceptance of work by the Service Provider. Any revisions or changes requested by MAPC will not unreasonably depart from the current understanding of the nature and scope of the work to be performed. Article IV Payment for Services 5. MAPC s total payment to the Service Provider under this Agreement shall not exceed the Total Project Amount stated in the Service Provider s Price Proposal dated INSERT DATE, attached as Exhibit C, unless authorized in writing under paragraph three (3). This amount shall include any and all expenses and costs incurred by the Service Provider herein, including but not limited to, taxes, insurance costs, personnel costs and overhead. MAPC will pay the Service Provider upon receipt of funds from Executive Office of Public Safety and Security [ EOPSS ] designated for such specific purpose. MAPC will promptly pursue disbursal of funds from said agency, which will be used to pay the Service Provider. 6. MAPC shall make payment to the Service Provider pursuant to the Deliverables and Payment Schedule set forth in the Service Provider s Price Proposal attached as Exhibit D, subject to the following provisions: The payment schedule for this project will be on a reimbursement basis according to a deliverables schedule consistent with the Service Provider s price proposal and as negotiated at the time a fixed price contract is signed. The price proposal should include the Service Provider s proposed payment schedule based on the project deliverables. Payments will not be made until deliverables are received and approved by MAPC and [ WRHSAC ] and then not until MAPC receives reimbursement from EOPSS for invoices submitted. In no event shall payment be made in advance of the services provided. Page 31