the commonwealth of massachusetts executive office for

The Commonwealth of Massachusetts

Executive Office for

Administration and Finance

Request for Quotes ANF RFQ 11052012

CONSULTING SERVICES FOR

Phase 3: Massachusetts Budget Application (MBA)

Program Budgeting Solution, Reports and Change Management

THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL

BECOME PUBLIC RECORD AND CAN BE OBTAINED FROM THE EXECUTIVE OFFICE FOR

ADMINISTRATION AND FINANCE, LEGAL UNIT BY SENDING AN EMAIL TO JANET

FOGEL, [email protected]

Executive Office for Administration and Finance of 59 11/6/2012 @ 1:36:13 PM

Table of Contents 1. The Agency .......................................................................................................................................................... 6

1.1 Background ........................................................................................................................................................... 6

1.1.1 MassGOALS Initiative ......................................................................................................................................... 6

1.1.2 State Transparency Requirements (MGL, Ch. 7:14C) took effect January 1, 2011 ............................................. 6

1.1.3 Office of Commonwealth Performance, Accountability and Transparency (CPAT) ........................................... 6

1.1.4 State Transparency Web Site ................................................................................................................................ 7

1.1.5 Executive Order 540 ............................................................................................................................................. 7

1.2 Summary of This Procurement ............................................................................................................................. 7

2. Description and Purpose of This Procurement ................................................................................................... 10

3. Term ................................................................................................................................................................... 11

4. Specific Tasks and Deliverables: Fixed Price Portion of Engagement ............................................................... 11

4.1 Provide Technical Oversight and Management of the Development of the Program Budgeting Solution ......... 11

4.2 Develop and Implement MBA Program Budgeting Solution and Reports ......................................................... 13

4.3 Implement Quality Assurance for entire solution, including system, performance, accessibility and user

acceptance testing ............................................................................................................................................... 13

4.4 Provide change management support ................................................................................................................. 14

4.5 Provide SmartView Training and Develop Training Materials for Users of the Program Budget Solution ....... 16

4.6 Provide Weekly and Bi-Weekly Status Reports to Stakeholders ........................................................................ 16

5. Future Needs Functionality Time & Materials Portion of Bid ........................................................................... 17

6. Warranty Period .................................................................................................................................................. 18

7. Accessibility ....................................................................................................................................................... 19

7.1 Standards ............................................................................................................................................................ 19

7.2 Meeting to Review Accessibility Standards ....................................................................................................... 19

7.3 Accessible Design of Program Budgeting Solution and Reports and Configuration of Oracle Software .......... 20

7.4 Software Developed by the Winning Bidder ...................................................................................................... 20

7.5 Training and Documentation .............................................................................................................................. 21

7.6 Project Plan; Testing. .......................................................................................................................................... 21

8. General Technical and Legal Requirements ....................................................................................................... 21

8.1 General Requirements ........................................................................................................................................ 21


8.2 Additional Architectural Requirements .............................................................................................................. 22

8.3 Access Control Requirements ............................................................................................................................. 22

8.4 Service Oriented Architecture ............................................................................................................................ 23

8.5 Enterprise Services ............................................................................................................................................. 23

9. Bidder Experience .............................................................................................................................................. 24

10. Event Calendar ................................................................................................................................................... 24

11. Submission Requirements .................................................................................................................................. 25

12. Vendor Responses .............................................................................................................................................. 25

12.1 A cover letter in which the bidder agrees to the terms of this RFQ. ................................................................... 25

12.2 Business Response .............................................................................................................................................. 25

12.3 Cost Response..................................................................................................................................................... 27

13. Evaluation Criteria .............................................................................................................................................. 27

13.1 Business and Technical Points will be assigned based on: ................................................................................. 27

13.2 Cost ..................................................................................................................................................................... 28

13.3 Vendor Interviews .............................................................................................................................................. 28

14. Response Evaluation ........................................................................................................................................... 28

15. Best and Final Offer ........................................................................................................................................... 28

16. Best Value Selection and Negotiation ................................................................................................................ 29

17. Bidder-Related RFQ and Selection Costs ........................................................................................................... 29

18. Rejection of Responses ....................................................................................................................................... 29

19. Other Remedies .................................................................................................................................................. 29

20. Order of Precedence ........................................................................................................................................... 29

21. Glossary .............................................................................................................................................................. 31

22. EXHIBIT A to RFQ: Statement of Work ........................................................................................................... 32

23. EXHIBIT B: Documentation for existing budgeting modules built with Oracle Hyerion products .................. 52

23.1 Exhibit B1 – Massachusetts Budget Application (MBA) ................................................................................... 53

23.1.1 Massachusetts Budget Application Design Document ....................................................................................... 53

23.1.2 Massachusetts Budget Application Phase 1 Project Plan ................................................................................... 53

23.1.3 Massachusetts Budget Application Phase 2 Project Plan ................................................................................... 53

23.1.4 Massachusetts Budget Application Requirements Traceability Matrix (RTM) .................................................. 53

23.1.5 Massachusetts Budget Application Overview and Navigation ........................................................................... 53


23.1.6 Massachusetts Budget Application Personnel Budgeting ................................................................................... 53

23.1.7 Massachusetts Budget Application Agency Spend/Revenue .............................................................................. 54

23.1.8 Massachusetts Budget Application Accessibility Job Aid .................................................................................. 54

23.1.9 Massachusetts Budget Application Account Transfer Job Aid........................................................................... 54

23.1.10 Massachusetts Budget Application Attaching A Document Job Aid ................................................................. 54

23.1.11 Massachusetts Budget Application Backfill An Employee Job Aid ................................................................... 54

23.1.12 Massachusetts Budget Application Supplemental Detail Job Aid ...................................................................... 54

23.1.13 Massachusetts Budget Application FY2013 Workflow Job Aid ........................................................................ 54

23.1.14 Massachusetts Budget Application Getting Started Job Aid .............................................................................. 55

23.1.15 Massachusetts Budget Application LCM Job Aid .............................................................................................. 55

23.1.16 Massachusetts Budget Application User Preferences Job Aid ........................................................................... 55

23.1.17 Massachusetts Budget Application User Preferences Revenue Forms Job Aid ................................................. 55

23.1.18 Smart View Search Account-Employee Job Aid ................................................................................................ 55

23.1.19 Smart View Select An Appropriations Type ...................................................................................................... 55

23.1.20 AT – BLD Job Aid ............................................................................................................................................. 56

23.1.21 BLD Job Aid ....................................................................................................................................................... 56

23.2 Exhibit B2 – MassCap (Capital Budget Application) ......................................................................................... 56

23.2.1 MassCap RTM .................................................................................................................................................... 56

23.2.2 MassCap Technical Design Document ............................................................................................................... 56

23.2.3 MassCap Attaching Documents ......................................................................................................................... 56

23.2.4 MassCap Copying Data Between Versions ........................................................................................................ 56

23.2.5 MassCap Setting User Preferences ..................................................................................................................... 57

23.3 Exhibit B3 – MBA Executive Dashboards ......................................................................................................... 57

23.3.1 Executive Dashboard Design .............................................................................................................................. 57

23.3.2 Executive Dashboard RTM ................................................................................................................................ 57

23.4 Exhibit B4 - Governor‟s Budget Dashboards and BI Publisher Print Version (line item version) ..................... 57

23.4.1 Governor‟s Budget Data Dictionary ................................................................................................................... 57

23.4.2 Dashboard Functional Design and Technical Design ......................................................................................... 57

23.4.3 Dashboard RTM ................................................................................................................................................. 57

23.5 Exhibit B5 - Governor‟s Budget Dashboards and BI Publisher Print Version (program version) ..................... 58

23.5.1 Governor‟s Budget Data Dictionary ................................................................................................................... 58

23.5.2 Project Plan ......................................................................................................................................................... 58

23.5.3 Program Budgeting RTM ................................................................................................................................... 58

24. EXHIBIT C: Draft Requirements for Proposed Program Budget Solution ........................................................ 58

24.1 Exhibit C1 – Program Crosswalk Module: interim solution currently in use to crosswalk accounts to programs

............................................................................................................................................................................ 58

24.2 Exhibit C2 - Program Budgeting Solution .......................................................................................................... 59

24.2.1 Program Budget Solution: Draft requirements for new solution to be built under the fixed price portion of this

RFQ .................................................................................................................................................................... 59

24.2.2 MMARS Pilot draft project plan and overview of MMARS pilot to report actual spending on programs

included under the fixed price portion of this RFQ ............................................................................................ 59


General Procurement Information

Purchasing Department: Executive Office for Administration and Finance

Address: State House, Room 272

Boston MA, 02133

Procurement Contact: Helen O‟Malley, Project Manager, ANF Budget Applications

Telephone: 617-727-2081 ext. 35-414

E-Mail Address: Helen.C. O„[email protected]

RFQ File Number and Title: RFQ 11052012: Consulting services for Phase 3 Massachusetts Budget

Application: Program Budgeting Solution, Reports and Change

Management

This RFQ does not commit the Executive Office for Administration and Finance (ANF) to approve a

Statement of Work, pay any costs incurred in the preparation of a Bidder‟s response to this RFQ or to

procure or contract for services. ANF reserves the right to accept or reject any and all proposals

received as a result of this RFQ, to negotiate with any or all qualified Bidders and to cancel in part or

in its entirety this RFQ if it is in the best interest of ANF or the Commonwealth to do so.

Eligible Bidders.

The RFQ is restricted to Bidders listed on statewide contract ITS43 (solutions providers); statewide

contract ITS43 (Technical Specialists); or ITS19 (Oracle).


1. THE AGENCY

The Executive Office for Administration and Finance‟s (ANF) mission is to plan and execute fiscal

and administrative policies that serve to ensure the financial stability, efficiency and effectiveness of

state government and assist the Governor in developing and implementing cost-effective public policy

initiatives to benefit the residents of the Commonwealth.

ANF develops the Governor‟s budget recommendations for submission to the Legislature, analyzes the

projected fiscal impact of new and existing legislation to ensure that the Commonwealth‟s revenues

support spending and oversees spending authorized by the Legislature.

Working with departments, ANF develops and analyzes policy initiatives and alternatives, ensures

fiscal stability under changing circumstances and assesses the fiscal impacts of department activities.

ANF monitors and reports on the fiscal health of the Commonwealth and provides fiscal data to bond

rating agencies and others.

1.1 Background

Through the tenure of the Patrick-Murray Administration, there has been a call for greater transparency

of information to the public and ability to budget and manage resources wisely through improved data,

including analysis of performance outcomes. These objectives are driven by a mixture of internal

goals, legislation and federal mandates.

1.1.1 MassGOALS Initiative

In the first term of the Patrick-Murray Administration, a far reaching data-driven performance

management effort called MassGOALS (Government Outcomes to Achieve Long-term Success) was

started to achieve better results for individuals, families and communities in the Commonwealth of

Massachusetts.

1.1.2 State Transparency Requirements (MGL, Ch. 7:14C) took effect January 1, 2011

In the FY2011 budget, the Massachusetts Legislature included a section requiring enhanced fiscal

transparency by January 1, 2011, including: all state expenditures drillable to recipient (vendor) levels;

all funding and revenue sources including earnings, compensation, grants, receipts, deposits; and all

tax subsidies and tax expenditures drillable to recipient levels, including expected outcomes and actual

outcomes.

1.1.3 Office of Commonwealth Performance, Accountability and Transparency (CPAT)

The Office of Commonwealth Performance, Accountability and Transparency (CPAT) within the

Executive Office for Administration and Finance (ANF) was established through the FY13 General

Appropriations Act to build on the work done under MassGOALS and expand the use of performance

management in the Commonwealth. CPAT initiatives are directed at implementing enhanced

http://www.malegislature.gov/Laws/GeneralLaws/PartI/TitleII/Chapter7/Section14C


transparency requirements, improving federal grants management and supporting performance-based

budgeting.

1.1.4 State Transparency Web Site

In accordance with the transparency legislation and goals of the Patrick Administration and Treasurer

Grossman, the Commonwealth built the Massachusetts Transparency website –

www.mass.gov/transparency. This website is the initial starting point for transparency with the goal of

aggregating existing information from around the Commonwealth in an easily understood format in

order to present a clear and consistent message to the public. The site provides links to further

information for both internal and external users.

1.1.5 Executive Order 540

In February, 2012, the Governor issued Executive Order 540 which formalized the creation of Offices

of Strategic Planning within each Secretariat and laid out a timeline for periodic reporting of

Secretariat Strategic Plans detailing the mission, goals and outcome measures by which the public

could assess performance of public sector entities. The first strategic plans will be published in

February, 2013. EO 540 also stipulates that the FY2014 Governor‟s Budget Recommendation, to be

published in January, 2013, be presented in a new program budget format in order that the public may

more fully understand how dollars are being spent. Future budgets would add reporting on outcome

measures for each program as detailed in Secretariat and department strategic plans and in so doing,

support the implementation of performance based program budgeting to achieve the goal of improving

the Commonwealth‟s capacity to manage by results. The publication of the Governor‟s budget in

program terms will also greatly increase the public‟s ability to understand how dollars are being spent

and enhance the Commonwealth‟s continued path to greater transparency for government. The

Administration is working with the Legislature to seek support for enactment of the General

Appropriations Act in future years in a program format.

The goal of the above initiatives, legislation and Administration objectives is to position Massachusetts

as a national leader in developing and integrating results-driven performance management, government

transparency and performance-based program budgeting.

1.2 Summary of This Procurement

In November 2009 ANF through and open and competitive procurement process purchased Oracle‟s

Hyperion Planning Plus Suite to serve as the platform for a budget application to replace existing

software that supports a web-enabled annual spending plan and next year budget development process

for 156 agencies. In a second open and competitive procurement process, ANF selected Accenture as

the vendor to configure the Oracle software through an SOW signed in April, 2010. This engagement

has produced the Massachusetts Budget Application (MBA), a budget development application for

operating, federal and trust accounts; and the MassCap application for capital accounts. Both

applications are built on the same Oracle platform and both are in use by Commonwealth agencies.

MBA is comprised currently of three (3) modules through which state agencies plan their budgets:

Personnel Budgeting (using Hyperion Workforce Planning), Spend/Revenue (using Hyperion


Planning) and Appropriations Tracking (using Hyperion Interactive Reporting). MassCap uses

Hyperion Planning only. Reports for both applications have been built using Hyperion Financial

Reports and Smart View, an ad hoc reporting tool which is part of the Hyperion Suite.

In addition, the configuration vendor has built Executive Budget Dashboards using Oracle‟s Business

Intelligence Enterprise Edition Plus (OBIEE) which display planned vs. actual spending for all

agencies and funding sources other than capital plan items. These dashboards have been deployed to

the Chief Fiscal Officers of each Secretariat. OBIEE and BI Publisher software has been used by the

current configuration vendor to develop print and web-based versions of the annual Governor‟s Budget

Recommendation (also known as House 1) in account format; this technology is scheduled to be put

into use by ANF for the production of the Fiscal Year 2014 budget recommendation.

In the first six months of Fiscal Year (FY) 2013(July 1, 2012- current date), the current configuration

vendor and ANF have implemented a fourth module within MBA that supports agencies in mapping or

“crosswalking” operating, federal and trust spending accounts to programs. The current vendor and

ANF have worked with Secretariats and Independent and Constitutional Offices to develop a program

structure (or hierarchy) of 450+ programs representing the full range of services that Commonwealth

agencies provide. Data from the MBA crosswalk module will be combined with program data from

MassCap to produce a program version of the FY2014 Governor‟s Budget Recommendation to be

published in late January 2013. OBIEE and BI Publisher software has been used by the current

configuration vendor to develop print and web-based versions of the Governor‟s Budget

Recommendation in program format; this technology is scheduled to be put into use by ANF for the

production of the FY2014 budget recommendation.

These deliverables are a preliminary milestone towards the ultimate program budgeting solution

described in this RFQ and will be in use by the Commonwealth prior to the start of the engagement

described in this RFQ. Certain components of this interim solution are still under warranty with the

current vendor, in particular the interim program crosswalk module (under warranty through March of

2013) and the Governor‟s Budget Recommendation version in account and program format (under

warranty through June 30, 2013). During these warranty periods, the current configuration vendor is

responsible for all deliverables related to the implementation and documentation of this interim

solution and to correct any defects identified during its use. Nonetheless, the winning bidder under this

RFQ will assist ANF in developing solutions to components of the Hyperion budget applications that

are no longer under warranty and in researching apparent problems with data and software in these

applications.

Exhibit B to this RFQ contains all relevant functional and technical design documents, project plans,

training modules and job aids for the budget modules that have been built under the current

engagement with the current configuration vendor, including: MBA, MassCap, Executive Dashboards

and Governor‟s Budget Recommendation Print and Online versions for both account and program

budgets. Additional documentation for the environments supporting these applications may be made

available to bidders requesting such information from the ANF contact person for this RFQ.

The engagement described in this RFQ is to take the next step in the drive for transparency and

improving budget development processes within state agencies by implementing enhancements to the

Commonwealth‟s budget development application (MBA)and /or the interim MBA program crosswalk


module. MBA will be enhanced to support program budget development and monitoring. The solution

will allow departments to build annual spending plans and proposed next year budgets by using

programs in addition to the current account format currently in use. The application will be able to

pivot between both account and program budget versions such that a budget built in one version can be

converted to the alternative version without additional data entry. Reports that support the new

program budget will be built to supplement existing account-based reports.

The program solution will be fully integrated with the MBA Spend/Revenue module. The MassCap

module will provide data on capital plan programs to the program solution either through an interface

or upload of exported files.

It is envisioned that the new program solution will display actual spending by program in a nightly

interface from the Commonwealth Information Warehouse (CIW) which houses data from the

Massachusetts Management and Reporting System (MMARS) and HR/CMS payroll system. Users

will be able to compare actual to planned spending by program just as they now do for accounts. The

interface will be built by Commonwealth staff using Oracle Data Integrator (ODI) and will be tested

with the program solution as part of this engagement. ODI has been used to build similar interfaces

from the CIW to MBA and MassCap.

The focus of this procurement is for implementation services to configure Hyperion Planning

according to a defined set of requirements and business objectives which will be provided to the

winning bidder by ANF. These requirements will include detailed business requirements and visual

mockups of the web forms for the new program module as well as draft technical specifications.

Included in this RFQ (Exhibit C) is a draft of the current known business requirements. This draft

represents the type of requirements and capabilities that are expected to be discussed and detailed

throughout the requirements gathering process which is currently underway. Exhibit C does not

represent a final or complete set of requirements.

The winning bidder will be provided with a final set of requirements expected to be completed in

December, 2013. The winning bidder will be expected to:

1. confirm requirements with ANF and develop detailed functional and technical design

documents based upon these specifications

2. configure Hyperion Planning, Financial Reports and Interactive Reporting to build, test and

implement the program budgeting solution

3. develop training materials for users and briefing materials to be used by ANF in stakeholder

engagement activities

4. engage in knowledge transfer to ANF staff in order that ANF staff will be able to maintain the

program module at the conclusion of the fixed price portion of this engagement

5. support change management activities to implement a pilot within one or more Secretariats to

assess the impact of new requirements for encumbrance and spending transactions coding to

permit MMARS reporting of actual spending by program. The pilot is envisioned to begin in

May, 2013, when FY14 accounting set up activities begin for the coming fiscal year beginning

July 1, 2013. The winning bidder will coordinate planning with the Office of the State

Comptroller who is undertaking enhancements to MMARS to support program reporting of


actuals and will develop and implement a roll out plan in the selected Secretariat(s) to prepare

for pilot implementation.

2. DESCRIPTION AND PURPOSE OF THIS PROCUREMENT

This procurement is for Phase 3: Massachusetts Budget Application (MBA) Program Budgeting

Solution, Reports and Change Management Services. ANF is seeking quotes from qualified vendors

under statewide contracts ITS43 (Solutions Providers), ITS43 (Technical Specialists) or ITS19

(Oracle) to support ANF in this development. Specifically, ANF seeks a fixed price bid from qualified

vendors to produce the following deliverables and engage in the following tasks in connection with

MBA Phase 3:

1. Provide technical oversight and management of the development of the program budgeting

solution to ensure that the program budgeting solution integrates with existing Hyperion

modules such as MBA and MassCap. This activity will include among other things conducting

a review of the current infrastructure (architecture) for the existing MBA and MassCap

applications and making recommendations to address issues identified as an outcome of this

analysis and as agreed to by ANF.

2. Develop and implement MBA program budgeting solution and reports by, among other things,

configuring Hyperion Planning, Financial Reports and Interactive Reporting to build, test and

implement the program budgeting solution based on agreed upon requirements. This activity

will include confirming requirements with ANF and developing detailed functional and

technical design documents based upon these specifications.

3. Implement Quality Assurance for the entire solution including system, performance,

accessibility and user acceptance testing

4. Provide change management support to ANF to: (a) develop the deployment and rollout plan

for a pilot within one or more Secretariats to assess the impact of new requirements for

encumbrance and spending transactions coding to permit MMARS reporting of spending

actuals by program (with the pilot to begin in May of 2013 when FY2014 accounting set-up

activities begin for the coming Fiscal Year beginning July 1, 2013) in coordination with the

Office of the State Comptroller, which is undertaking enhancements to MMARS to support

program reporting of actuals; (b) develop and implement a rollout plan in the selected

Secretariat(s) to prepare for pilot implementation; and (c) working with Secretariats and

agencies, refine the program structure, definitions and crosswalk to the current account budget

structure to be used during the FY14 budget development life cycle

5. Develop training materials for users of the program budget solution and provide two, two hour

SmartView advanced training sessions per month to MBA and MassCap users (16-20 users per

session)


6. Prepare weekly and bi-weekly status reports to business owners and Executive Steering

Committee and prepare briefing materials to be used by ANF in stakeholder engagement

activities.

ANF requests the Bidder to provide a single fixed price bid for all tasks.

In addition, ANF seeks hourly rate quotes for additional vendor resources that will, at ANF‟s option,

and on a time and materials basis, be made available to support future development and support of the

application, including development related to performance based program budgeting, enhancements to

the MBA application, development of other budgeting modules and development of OBIEE

dashboards for display of budget-related information to internal and external users (the public). ANF

reserves the right to negotiate later agreements with the winning Bidder based on these hourly rates to

perform projects related to budgeting, but not specified in this RFQ.

3. TERM

This fixed price portion of this engagement shall commence on the date that a statement of work

(SOW) is executed. The schedule and solution proposed by the Bidder shall deliver the program

budgeting module on or before June 30, 2012 for implementation by ANF. Other deliverable due dates

are specified in Section 4 (Specific Tasks and Deliverables) below.

The expected start date of work on this procurement is January 2, 2013. It is the intent of ANF to drive

the procurement process to a signed contract and start date, with the full team in place, on January 2,

2013.

The time and materials portion of this engagement shall commence, at ANF‟s option, at some time

during or after the implementation of the above defined RFQ work, and end no later than June 30,

2015. ANF reserves the right to extend the term of either engagement if the needs of the project so

require.

4. SPECIFIC TASKS AND DELIVERABLES: FIXED PRICE PORTION OF

ENGAGEMENT

The below description provides a summary of the tasks and deliverables for this engagement. The

work in the fixed price portion of the RFQ is broken into six main deliverables:

4.1 Provide Technical Oversight and Management of the Development of the Program

Budgeting Solution

While some elements of the program budgeting solution will be developed by Commonwealth team

members (specifically interfaces to the CIW) and others will be developed by the bidder‟s resources,

one of the services sought from the successful bidder is to provide technical oversight and technical

management during the development and implementation phases of the entire solution. This will

include working with Commonwealth project and business management staff to support the project

requirements, design, technical implementation and successful delivery of the solution.


The winning bidder will also assist ANF technical and operations staff in trouble-shooting production

issues for the entire existing budget solution where expert knowledge of Oracle Hyperion products in

use by ANF is required. The current configuration vendor will be responsible for defect fixes related

to work performed by it prior to the date of the engagement described in this RFQ, under the terms of

its warranty with ANF.

The winning bidder will conduct a review of the current infrastructure (architecture) for the existing

MBA and MassCap applications which is assumed to be sufficiently robust to support a new program

solution. These applications are housed in three environment supported by the Commonwealth‟s

Information Technology Division: Development (virtual), QA and Production (both physical

environments). Oracle software currently in use and expected to support the program budgeting

module includes:

a. Hyperion Planning Plus 11.1.2

b. Essbase Plus

c. OBIEE Plus 11.1.1.5 and 11.1.1.6

d. User Productivity Kit

e. Oracle Database Standard Edition 1

f. Hyperion Workforce Planning

Following this review of current architecture, the winning bidder will validate, set up and install

software components and design and work with the ITD infrastructure team on server, port and

account configuration needed for solution software if modifications to the current architecture are

recommended by the winning bidder and accepted by ANF.

The current number of users of MBA and MassCap is 350 and this number is not anticipated to

increase as a result of adding the program budgeting module.

Expected Deliverables and Due Dates:

a. Conduct review of existing infrastructure (architecture) and assess its ability to support the new

module and its users (January 30, 2013)

Expected Outcomes:

a. Validation of technical architecture and direction

b. Validation of infrastructure design and specifications

c. Contributing to technical oversight of modifications to infrastructure recommended by the winning

bidder and accepted by ANF

d. Contribution to team technical management and delivery of all components (Commonwealth and

bidder)

e. Provision of advice and recommended actions to ANF operations and technical staff on issues

identified during the use of the Hyperion Planning Plus Suite requiring expert Hyperion knowledge

and experience.


4.2 Develop and Implement MBA Program Budgeting Solution and Reports

Based on final requirements provided by ANF (draft requirements are included in Exhibit C to this

RFQ), the winning bidder will review and confirm its understanding of the requirements and may

suggest modifications in line with the overall objective of the solution. The winning bidder will then

develop detailed functional and technical designs for the program budgeting solution and reports; and

build, test and implement the solution and reports using Oracle‟s Hyperion Planning, Interactive

Reports and Financial Reports.

The solution will support current year, maintenance and next year budget development in program

format, closely following the design of the current MBA module which presents the annual budget in

account format. The proposed solution will permit users to enter data in either format (account or

program) with the application performing transformation (mapping) to produce both formats.

Application components will include web forms, calculations, business rules and reports.

The winning bidder will develop technical and operations manuals for and provide knowledge transfer

to ANF technical, business and operations staff, such that ANF staff will be able to maintain the

program solution at the conclusion of the fixed price portion of this engagement.

ANF will provide ODI staff to modify existing interfaces or develop new interfaces between the

Commonwealth Information Warehouse and the program module. Transfer of data, if required,

between the program solution and other Hyperion modules (MBA, MassCap) will be the responsibility

of the winning bidder.


a. Develop detailed functional and technical specifications and design documents based on

requirements provided by ANF (January 30, 2013)

b. Develop required application components (April 30, 2013)

c. Develop technical and operations manuals (June 30, 2013)

d. Provide knowledge transfer to ANF staff (June 30, 2013).

Expected outcomes:

a. Understanding of the developed business requirements

b. Understanding of the technical direction and architecture

c. Program budgeting solution (web forms, business rules and reports) final requirements

d. Program budgeting design documents

e. Program budgeting development and documentation

f. Knowledge transfer to ANF staff to maintain and manage the program budgeting solution.

4.3 Implement Quality Assurance for entire solution, including system, performance,

accessibility and user acceptance testing

While the overall solution for program budgeting will be comprised of Commonwealth developed

components (ODI) and bidder developed components (web forms, business rules and reports), the

winning bidder will provide the full quality assurance activities and testing team for both the new

solution and integration and regression testing with the current MBA solution as the two applications


intersect. This will entail the development and implementation of a full QA plan and execution and

management of the following types of testing:

4.3.1 System testing

System testing involves the responsibility to ensure that the quality and functionality implemented

meet the requirements and capabilities identified in the design. This activity should include the full

system testing, integration testing and regression testing of all components developed and impacted by

the program budgeting solution, including existing and newly developed ODI.

4.3.2 User Acceptance Testing

User Acceptance testing is the activity of working with the business and end user community to

validate the requirements and implementation of the system against those requirements. This activity

must involve testing scenarios and sessions with business users exercising program budgeting

components and reports and include persons with disabilities.

4.3.3 Performance and Load Testing

Performance testing is designed to ensure that the program budgeting solution performs adequately

under the anticipated user load (current and future) and that the integration of this solution with the

MBA and MassCap applications does not impact current performance benchmarks. Current

performance benchmark data for these applications will be provided to the winning bidder.

4.3.4 Accessibility Testing

Accessibility testing is designed to identify any issues with accessibility with the solution which would

impact users of assistive technology. The winning bidder will test for accessibility all configured

deliverables delivered under this RFQ, correct issues due to configuration and work with a third party

accessibility tester that will retest the solution. Further requirements related to accessibility testing are

found in Section 7 of this RFQ


a. Develop system, performance, accessibility and user acceptance testing plans (February 28, 2013)

b. Develop system, performance, accessibility and user acceptance test scripts (March 30, 2013)

c. Execute the tests and identify, prioritize and resolve agreed upon defects (April 30, 2013)

Expected Outcomes:

a. Fully tested program budgeting solution that meets ANF business and technical requirements that

is fully integrated with the existing MBA module and interfaces with the CIW for accounting and

personnel data and with MassCap for capital plan program data

b. Test results and defect log following standard test tracking procedures

4.4 Provide change management support

4.4.1 MMARS reporting of actual program spending

ANF plans to enter into an Interagency Service Agreement with the Office of the Comptroller (OSC)

to modify the Commonwealth‟s accounting system, MMARS, to support reporting of spending by


programs. In order to assess the impact of this solution, which will require coding of encumbrance and

spending transactions for some agency users, a pilot of the new business requirements and MMARS

coding changes will be conducted in FY2014. One or more Secretariats and its member agencies will

be selected for this pilot that will begin in May, 2013 as the new fiscal year (FY2014) opens. The

winning bidder will coordinate project activities and timelines with OSC in support of the MMARS

pilot, including providing final program names and hierarchy, development of an alpha-numeric

coding schema for transactions, and data required to build an inference table in MMARS that maps

accounts to programs when there is a one-to-one match.

This engagement includes conducting briefings with staff of the Commonwealth Information

Warehouse (CIW) to identify impacts of the new MMARS requirements and to develop an agreed

upon implementation plan for any enhancements that CIW staff will undertake in support of this

initiative.

4.4.2 Deployment and rollout plan for pilot

The winning bidder will develop a roll out and deployment plan for the pilot of the “program actuals

solution” including conducting a detailed user impact analysis and engagement plan for users.

Recommendations for the pilot Secretariat(s) and/or agencies will be proposed by the winning bidder

and outreach to prepare users for the pilot will be provided.

4.4.3 Refinement of program structure, hierarchy and definitions

The winning bidder will work with ANF, the Legislature and Secretariats to refine the program

structure, hierarchy and definitions during the Spring of 2013 in order to prepare for FY2014 spending

plans being produced in the new program format as well as the existing account format. This task will

include meetings with Secretariat staff, with legislative budget staff and with ANF business owners to

solicit input, summarize comments and present recommendations to ANF for modifications to the

program structure and definitions. The modified structure will be used to “seed” the new program

budgeting solution for FY2014 spending plan development.


a. Develop materials as needed by OSC to support MMARS enhancements to be made by OSC or

other staff contracted by OSC (January 30, 2013)

b. Develop roll out plan and deployment plan for a pilot of the program spending actuals solution

(February 28, 2013)

c. Conduct detailed user impact analysis for recommended pilot Secretariat(s) and /or agencies

January 30, 2013)

d. Develop engagement plan for impacted pilot users and provide outreach to users to prepare for

pilot implementation (April 30, 2013)

e. Conduct briefings for CIW staff and develop implementation plan for CIW enhancements in

conjunction with CIW staff (January 30, 2013)

f. Develop program structure, hierarchy and definitions for MMARS pilot (April 30, 2013) and final

enterprise-wide program structure, hierarchy and definitions (May 30, 2013)

Expected Outcomes:


a. Implementation of a pilot within one or more Secretariats to code MMARS encumbrance and

spending transactions in order to report spending on programs

b. Coordination of CIW enhancements to support the pilot and to reflect enhancements to MMARS

for reporting of program spending actuals

c. Final program structure, hierarchy and definitions for use in FY14 spending plan and FY15 budget

development process

4.5 Provide SmartView Training and Develop Training Materials for Users of the Program

Budget Solution

The winning bidder will provide SmartView training for MBA and MassCap users during the fixed

price period of this engagement. Training sessions will hold no more than 20 users at a time and the

location(s) will be determined by ANF. Most sessions will be scheduled in a centrally located ITD

training room located in Boston. ANF may require that training sessions be held in other parts of the

Commonwealth and will arrange locations and set up as needed.

The purpose of these training sessions is to promote the use of the SmartView ad hoc reporting tool for

users of MBA and MassCap who wish to extend their understanding and skills. ANF will coordinate

sign up for the sessions.

The winning bidder will also develop training materials and job aids for users of the program budget

solution to be used by ANF to assist users of the program budget solution to become familiar with

solution functionality.


a. Conduct 2 advanced SmartView training sessions for users each month (January – June 30, 2013)

b. Develop training materials and job aids for user of the program budget solution

Expected Outcomes:

a. User population that is more aware of SmartView as an ad hoc reporting tool and better able to use

this tool for analysis and reporting

b. User population that is informed about how to use the program budget solution

4.6 Provide Weekly and Bi-Weekly Status Reports to Stakeholders

The winning bidder will prepare a project plan covering all aspects of the engagement, prepare weekly

status reports for the Commonwealth‟s Information Technology Division (ITD) and ANF and conduct

a weekly briefing for ITD and ANF stakeholders. A bi-weekly status and issues report will be

prepared and presented to the Executive Team Steering Committee for the program budgeting project.

Finally, briefing materials for stakeholders within and outside state government on the purpose and

vision of program budgeting, next steps and requested actions to support this initiative will also be

prepared as needed by the winning bidder.



a. Project Plan (January 2, 2013)

b. Weekly and bi-weekly status reports (January-June 2013)

c. Prepare briefing materials for stakeholders as needed

Expected Outcomes:

a. Project oversight, issues and risk identification with recommendations to mitigate risk presented to

business owners

5. FUTURE NEEDS FUNCTIONALITY TIME & MATERIALS PORTION OF BID

Beyond the high level business requirements identified in Section 4 which are to be implemented

during the fixed price portion of the program budgeting engagement, ANF recognizes that “Future

Needs Functionality” may be incorporated in subsequent deployments of the ANF budget solution.

Inclusion of these functionalities may require additional configuration and implementation services.

The information in this Section 5 regarding potential future needs functionality is provided to bidders

to indicate other potential implementation services which ANF may procure at a later time from the

bidder selected under this RFQ or through a separate RFQ. In order to be eligible to perform work on

the Future Needs Functionality under this RFQ, bidders must agree to hold their hourly rate pricing for

the various roles described by them in their bid through June 30, 2015.

.

The Future Needs Functionalities may include but are not limited to:

a. Development of OBIEE based dashboards for internal and/or external (public) use for reporting

program spending during the year compared with planned expenditures

b. Other OBIEE reporting capabilities such as graphical maps and advanced analysis and trend

reporting related to programs, line items or capital plan items

c. Enhancements to MBA or MassCap, including but not limited to the development of a federal

grants spending plan and budget development module

d. Predictive modeling and drilldowns to support budget development including but not limited to

caseload projections, chargeback modeling for central administrative charges to agencies and

rolling forecasting of spending vs. cash flow by agency

e. Planning, management and implementation of software upgrades for Oracle products currently in

use for the MBA, MassCap and OBIEE platforms

f. Continued enhancements to the program budgeting solution.

As stated above ANF will, at its option, utilize additional resources of the winning bidder to assist

ANF with the continued development and support of new features and future needs of the program

budgeting solution, as well as additional follow up efforts related to the MBA, MassCap and OBIEE


budget dashboards platforms and solutions. The successful bidder will provide multiple additional

resources, with skills and experience in multiple aspects of software development, including:

a. Project Management

b. Business Analysts – familiar with business intelligence, reporting and web based solutions

c. Technical leadership / architects – experience in designing business intelligence systems, data

warehouses / marts, ETL, reporting solutions, multi-tier web based software applications.

d. Database / BI Designers & Developers – experience in designing and developing business

intelligence systems, databases, data warehouses / marts, ETL, reporting solutions, and system /

data integration.

e. Web designers and developers – experienced in designing and developing intranet and internet

based web applications, and business intelligence solutions.

f. Quality Assurance leadership – experienced defining test strategies, plans, artifacts, and running

QA process for business intelligence and web based public facing, software applications. In

particular, the bidder must provide resources with skills related to identifying and mitigating

accessibility issues.

g. Quality Assurance Testers – experienced defining test cases, data, artifacts, and executing QA

process for business intelligence and web based public facing, software applications. Testers must

be experienced in identifying and mitigating accessibility issues.

h. Infrastructure / systems engineer – experienced in designing and implementing infrastructure

systems, including OS and environment setup, technology setup, build and release, and application

rollout processes

i. Accessibility testers.

6. WARRANTY PERIOD

Each Bidder must warrant that all of the tasks that it performs and the deliverables it delivers under the

fixed price portion of this RFQ will meet the technical and business requirements set forth herein and

result in a system that operates in substantial conformance with the specifications for the system set

forth herein. For the fixed price portion of this engagement the Warranty Period shall extend for at

least three (3) months after acceptance of all Fixed Price deliverables (the “Warranty Period”). For the

time and materials portion of this engagement the Warranty Period shall extend for at least three (3)

months after acceptance of all time and materials deliverables. During the Warranty Period, the

winning Bidder will correct all defects of a Level I, II or III severity arising out of the tasks that it

performs and the deliverables that it delivers for a fixed price. The Warranty Period will commence on

the date of ANF‟s final acceptance of the last task or deliverable referenced under the fixed price SOW

referenced herein. During the Warranty Period, the bidder must fix and remedy any defects (including

accessibility defects) arising out of the tasks that it performs and the deliverables that it delivers. The

bidder‟s response shall affirmatively agree to the Warranty Period and describe the approach it will

take to addressing this requirement. Bidders are encouraged to include a longer Warranty Period in

their responses to this RFQ.

Defect severity level definitions that will be used in this engagement are:

a. Severity Level I:


This is either a safety issue or an issue that affects a central requirement for which there is no

workaround. It prevents either use or testing of the system.

b. Severity Level II:

This is an issue that affects a central requirement for which there is a workaround, where use or testing

of the system can proceed in a degraded mode, or an issue that affects a non-central requirement for

which there is no workaround, where the feature cannot be used.

c. Severity Level III:

This is an issue that affects a non-central requirement for which there is a workaround, or a cosmetic

issue, i.e. information is correctly shown but the appearance is wrong, such as misspelled words,

wrong font, wrong indentation, etc.

7. ACCESSIBILITY

7.1 Standards

ANF is subject to the Information Technology Division‟s Enterprise Information Technology

Accessibility Standards and Web Accessibility Standards (together, the “ITD Accessibility Standards”)

issued by the Commonwealth of Massachusetts‟ Information Technology Division (“ITD”) in

connection with the use of the applications, as well as the assistive technology. The AT/IT

Environment list sets forth an illustrative list of assistive technology (AT) (including class, brand, and

version) and desktop configurations that could be in use by the user base of the program budgeting

initiative and future budget application initiatives. The ITD Accessibility Standards and the AT/IT

Environment List are available on line at www.mass.gov/accessibility.

ANF has not yet engaged a third party accessibility tester but will do so during the term of the fixed

price SOW resulting from this RFQ to test all user interfaces currently known, or to be developed. The

third party accessibility tester will identify any accessibility problems with the Oracle software that

will provide the platform for the program budgeting module, and will also test all software

deliverables, whether they are comprised of Oracle COTS configured by the winning bidder or code

written by the winning bidder, delivered under this RFQ.

Unless the bidder is Oracle, the publisher of the commercial off the shelf software on which the

program budgeting module will be based, the bidder is not responsible for addressing accessibility

problems, if any, inherent in the Oracle software.

7.2 Meeting to Review Accessibility Standards

Prior to commencing any design work under this Agreement, the bidder‟s Project Manager and design

professionals shall meet with ANF‟s Project Manager to review and discuss: (1) the ITD Accessibility

Standards; (2) the AT/IT Environment List; and (3) the Oracle Vendor Product Accessibility

Templates or “VPATs”, to assess their impact on the tasks and deliverables to be performed by the


Vendor under the agreement entered under this RFQ. Oracle VPATS may be accessed through the

following link: http://www.oracle.com/us/corporate/accessibility/vpats/index.html

7.3 Accessible Design of Program Budgeting Solution and Reports and Configuration of

Oracle Software

The winning bidder shall design and configure the program budgeting solution for maximum

accessibility in accordance with: (1) Oracle‟s accessibility configuration documentation, if any; and

(2) the findings of the third party accessibility tester.

The winning bidder shall test for accessibility all configured deliverables delivered by it under this

RFQ and share such results with ANF, Oracle, and any third party accessibility tester hired by ANF.

The winning bidder shall be responsible for curing, at no additional cost, each instance identified by

the Commonwealth in which its configuration deliverables fail to comply with the ITD Accessibility

Standards due to the bidder‟s design or configuration efforts.

Through review of the VPATs, the results of the winning bidder‟s testing of their own deliverables,

and the results of the third party accessibility testing with respect to the Oracle products, the parties

may determine that there are accessibility issues related to the Oracle products and/or to the program

budgeting solution resulting from configuration of the Oracle products. The winning bidder shall

cooperate with ANF, Oracle, and the third part accessibility tester in their efforts to mitigate

accessibility problems related to the winning bidder‟s deliverables. Alternatives may include, among

other things, reconfiguration, shutting off inaccessible features, and procurement of third party

software. The winning bidder shall collaborate with ANF and ITD on fixes and assist in analyzing

whether the source of failure is due to configuration or the underlying software.

7.4 Software Developed by the Winning Bidder

While the fixed price portion of this engagement involves only software configuration, the hourly rate

portion may involve the bidder‟s development of software. The winning bidder shall test every

software deliverable that it delivers under this RFQ, including the custom code created to customize

commercial off the shelf software (COTS) and any updates, new releases, versions, upgrades,

improvements, bug fixes, patches, enhancements, or other modifications to the software (collectively

“Software Deliverables”) developed by the winning bidder under this RFQ, against the ITD

Accessibility Standards, and for interoperability with the AT/IT Environment list. At the time each

such Software Deliverable is delivered to ANF, the winning bidder shall deliver to ANF the results of

such testing.

In addition, the winning bidder shall cooperate with ANF, and any third party accessibility testing

vendor engaged by ANF, in the performance of testing. The third party accessibility testing vendor

engaged by ANF shall test each Software Deliverable against the ITD Accessibility Standards and for

interoperability with the AT/IT environment described in the AT/IT Environment List. The winning

bidder shall be responsible for curing each instance in which its Software Deliverables fail to comply


with the ITD Accessibility Standards. The winning bidder shall use best efforts to cooperate with ANF

and any pertinent AT vendor to correct any problems identified during such testing with the

interoperability of the Software Deliverables with the AT/IT Environment List.

The winning bidder shall provide a credit against amounts due by ANF under this agreement for all

testing, including repeat accessibility testing required with respect to Software Deliverables that fail

initial testing with respect to the ITD Accessibility Standards and are required by the ITD ATL to be

retested in that regard. Such credits shall not exceed 5% of the total not-to-exceed price of any SOW

entered on a time and materials basis under this RFQ.

7.5 Training and Documentation

All training deliverables offered by the winning bidder shall comply with the ITD Accessibility

Standards and any computer based training provided by the bidder shall interoperate with the assistive

technology identified on the AT/IT Environment List that ITD identifies as being relevant for the users

of the application while taking into consideration the results set forth in the VPATs. Should the

winning bidder offer any classroom based, in person user training in this project, the winning bidder

shall coordinate with ANF in the identification of all prospective attendees at the training who require

accommodation and shall cooperate with ANF in its provision of such accommodation. All technical

and user documentation and any additional training documentation or materials delivered by the

winning bidder under this Agreement that specify mouse commands shall also include alternative

keyboard commands wherever a mouse command is specified. Any documentation delivered under

this Agreement shall be in an agreed-upon editable format.

7.6 Project Plan; Testing.

The winning bidder will implement a plan to test its software deliverables at critical points in the

project plan. Such testing will be incorporated in the project plan and be part of the bidder‟s overall

quality assurance process. In this regard, the winning bidder shall test for accessibility of its

deliverables during any or all testing including without limitation system testing, integration testing,

final acceptance testing and user testing. The winning bidder will test against the ITD Accessibility

Standards and a specific list of AT. The winning bidder shall deliver to ANF the results of such

testing.

8. GENERAL TECHNICAL AND LEGAL REQUIREMENTS

8.1 General Requirements

All aspects of this RFQ including but not limited to, the proposed systems and associated components

(including but not limited to hardware, software, and associated networking and security equipment)

must meet all noted Policies, Standards, Regulatory and Legal requirements, specifically:


a. Comply with all applicable Enterprise Policies, Standards and Procedures. These policies are

available for viewing at: http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/

b. Comply with all applicable provisions of M.G.L. c. 66A (Fair Information Practices Act) as exists

as of the date of Contract signing.

c. Comply with all applicable provisions of MA Executive Order 504 at: http://www.mass.gov/governor/legislationeexecorder/executiveorder/executive-order-no-504.html

d. Comply with all applicable security requirements of M.G.L. 93H (Security Breaches) and M.G.L.

93I (Disposition and Destruction of Records) as exists as of the date of contract signing, including

signature of the Executive Order 504 certification.

8.2 Additional Architectural Requirements

In addition to, and in support of, the above-mentioned Policies, Standards, Regulatory and Legal

requirements, Bidders shall:

a. Provide industry standard safeguards to prevent unauthorized system modifications;

b. Provide an industry standard mechanism for recording modifications to the baseline program

budgeting solution;

c. Handle any encryption processes for data at rest in a manner consistent with NIST Special

Publication 800-111, Guide to Storage Encryption Technologies for End User Devices;

d. Handle any encryption processes for data in motion in a manner consistent with the requirements

of Federal Information Processing Standards (FIPS) 140-2. These include, as appropriate,

standards described in NIST 800-53/ISO27001:2005 Standards A.12.3; Cryptographic Controls,

NIST Special Publications 800-52, Guidelines for the Selection and Use of Transport Layer

Security (TLS) Implementations; 800-77, Guide to IPsec VPNs; or 800-224, Guide to SSL VPNs,

and may include others which are FIPS 140-2 validated;

e. Develop all web applications using the secure coding guidelines contained in the Open Web

Application Security Project (OWASP) Development Guide that is current as of the date of

contract signing;

f. Test all web applications to ensure they are free from the coding defects as described in the

OWASP Development Guide prior to implementation and submit a report showing the results of

such testing to ANF and ITD; and

g. Ensure any administrative and/or service accounts created are done in accordance with a generally

recognized prescriptive security guide such as the Microsoft Administrator Account Planning

Guide and the Microsoft Service Account Planning Guide.

8.3 Access Control Requirements

Provide access controls to data and system software through the use of:

a. Unique and encrypted username/password log-on for authorized users;

b. Passwords that expire on a staggered schedule and can be changed at any time by designated users;

c. Minimum password strength settings;

d. Restriction of application and/or function within application to specific log-on i.e. role-based

accounts; and

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

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

http://www.mass.gov/governor/legislationeexecorder/executiveorder/executive-order-no-504.html

http://www.mass.gov/governor/legislationeexecorder/executiveorder/executive-order-no-504.html


e. Hierarchical levels of access restricting access to data and function utilizing a “need to know”

security system based on an individual user profile (e.g., inquiry-only capabilities versus global

access to all functions).

Oracle is a COTS application. In the context of this effort, the winning bidder will be typically

required to customize aspects of the Oracle COTS. It is understood that the winning bidder is

constrained by the technical capabilities of the commercially available application. Nonetheless, the

Commonwealth‟s technical, architectural, security, and accessibility requirements must be met,

whenever applicable.

8.4 Service Oriented Architecture

The architecture will be consistent with the Enterprise Service Oriented Architecture standards,

specifications, and principles detailed in the Enterprise Technical Reference Model. The summary of

the technical specifications also referenced in the introduction of the Commonwealth Enterprise

Technical Reference Model - Service-Oriented Architecture (ETRMv5.1): http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/ent-architecture/etrm-v-5-1/

Service Oriented Architecture (SOA) is an architectural style that guides all aspects of creating and

using business processes, packaged as services, throughout their lifecycle, as well as defining and

provisioning the IT infrastructure that allows different applications to exchange data and participate in

business processes regardless of the operating systems or programming languages underlying those

applications. SOA represents a model in which functionality is decomposed into small, distinct units

(services), which can be distributed over a network and can be combined together and reused to create

business applications. These services communicate with each other by passing data from one service to

another, or by coordinating an activity between two or more services.

The technical goal for the program budgeting module is to obtain a solution that will implement a

service oriented architecture and run and perform well on systems using open standards technologies,

as defined by:

a. The Commonwealth's Enterprise Technical Reference materials; and

b. The Commonwealth‟s Methodology documentation.

8.5 Enterprise Services

The Commonwealth is transitioning from siloed, application-centric, and agency-centric IT

investments to an enterprise approach. The program budgeting solution of MBA will implement an

extensible, flexible, scalable, and secure architecture on a platform that uses industry standards and

standardized integration points. In order to promote the reuse and sharing of services across the

Commonwealth, the program budgeting effort will leverage existing and emerging components and

services such as:

a. Enterprise Shared Application Infrastructure (SAI) components such as the Enterprise Service Bus

and XML Gateways, Service Registry and Repository;

b. Enterprise services, such as managed file transfers (Interchange); and

http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/ent-architecture/etrm-v-5-1/

http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/ent-architecture/etrm-v-5-1/


c. Secretariat-wide licenses such as the ANF Oracle Unlimited Licensing Agreement entered by

the Executive Office for Administration and Finance August of 2009 and available at: http://www.mass.gov/anf/research-and-tech/it-finance-and-procurement/

9. BIDDER EXPERIENCE

Bidders must be vendors on the statewide ITS43 Solution Providers contract, the statewide ITS43

Technical Specialists contract, or the statewide ITS19 Oracle contract.

The successful bidder must demonstrate the following experience and qualifications:

a. Have proven experience and development capability with the tools and technologies against

which the proposed program budgeting solution is built. This includes the following

technologies:

i. Oracle 10g/11g database

ii. Hyperion Planning Plus 11.1.1.2 and subsequent software versions

iii. Oracle EssBase

iv. Oracle Interactive Reporting

v. Oracle Data Integrator (ODI)

vi. Oracle OBIEE 10g / 11g

vii. Weblogic

viii. Java

ix. Javascript, HTML and web technologies

x. Linux servers and related technologies

b. Have demonstrated experience providing sophisticated consulting services to entities of a

similar size to the Commonwealth ($35B annual operating budget) faced with creating

enterprise budgeting and reporting solutions, including data gathering, analysis, and

reporting.

c. Familiarity and demonstrated experience with the detailed business and data requirements of

financial, accounting and spending in a state environment.

d. Familiarity with the Commonwealth’s legacy enterprise systems such as MMARS, HR/CMS

and the Commonwealth Information Warehouse (CIW) from which the program budgeting

solution will call data.

10. EVENT CALENDAR

Table 2: Event Calendar

CALENDAR EVENT DAY DATE TIME

RFQ Posting and Release Monday 11/05/2012 5:00pm

http://www.mass.gov/anf/research-and-tech/it-finance-and-procurement/


Questions due Friday 11/09/2012 5:00pm

Answers Posted in CommPass Monday 11/12/2012 5:00pm

RFQ Responses Due Monday 11/19/2012 5:00pm

Questions must be emailed to Helen.C.O'[email protected]. It is the vendor‟s

responsibility to verify the receipt of their questions. The Subject line of the email must read RFQ

11052012.

11. SUBMISSION REQUIREMENTS

Interested vendors must submit one electronic copy of the original response in Microsoft Word

format. The electronic copy must be emailed to Helen.C.O'[email protected].

Responses emailed but not received at the designated email address by the date and time indicated

below will not be evaluated. Responses must be received by ANF no later than 5:00 PM on Monday,

November 19, 2012. No exceptions will be made for email transmission delays due to technical

problems outside the Commonwealth‟s control.

12. VENDOR RESPONSES

Responses should be a straightforward description of the bidder‟s proposed services, and should follow

the outline defined in this section. Extraneous marketing or promotional materials are discouraged.

Responses will include the following:

12.1 A cover letter in which the bidder agrees to the terms of this RFQ.

12.2 Business Response

a. A response in the affirmative to each of the requirements of the description of requested services

set forth in Section 2, Description and Purpose of this Procurement; Section 4, Specific Tasks and

Deliverables: Fixed Price Portion of the Engagement; and Exhibit C: Draft Requirements for

Proposed Program Budgeting Solution.

b. A description of the bidder‟s experience responsive to the requirements of Section 9, “Bidder

Experience”, above;

c. The names and contact information for three references for organizations of similar size to the

Commonwealth for which the bidder has successfully provided services similar to those described

in this RFQ.

d. An all-inclusive proposal for the fixed-priced component of this RFQ engagement implementing

the goods and services described in Section 4 above, Specific Tasks and Deliverables: Fixed Price


Portion of Engagement. This proposal should include a detailed description of the work, phases,

methodology, tasks and deliverables proposed to meet the requirements of the solution. This

proposal should NOT include any costs (Cost proposal must be provided separately).

e. The bidder must include with its response a sample framework for this project based on similar

projects completed by the Bidder. This framework should set forth the methodology and tasks by

which the bidder has delivered to other clients services substantially similar to those described in

this RFQ. The methodology /framework must be widely recognized and publicly available.

Materials produced by the Software Engineering Institute (SEI), Project Management Institute

(PMI), Institute of Electrical and Electronics Engineers (IEEE) and Software Program Managers

Network (SPMN) are examples of frameworks that could provide a basis for the Vendor‟s

methodology.

f. The bidder must include with its response a draft project plan, created using a project management

tool such as Microsoft Project, for the project timeline proposed as part of the solution. The project

plan must begin with the Contract execution and end upon completion of the Warranty Period. The

project plan must show phases necessary to implement the proposed solution of this RFQ with

related milestones, task numbers and descriptions, task duration and dependencies and responsible

parties.

g. A staffing chart with job titles and the proposed time spent by each person proposed by the vendor

for either the fixed price or the time and materials portion of the contract (bidders must indicate

which resources will be devoted to the fixed price or time and materials activities, or to both)

would be dedicated to the project during the engagement (see Table 3 below). In addition, resumes

of all staff members named in Table 3 must be included.

Table 3: Proposed Staffing

Staff Members Job Title / Role

Time Commitment expressed as

percentage of full time

h. Using the Statement of Work (SOW) form attached hereto as Exhibit A, the bidder must provide a

draft statement of work (in electronic editable form) with respect to the fixed price portion of this

engagement that incorporates the bidder‟s proposed changes to the template SOW in redline form.

The bidder‟s changes to the template should include the requirements of the RFQ and the bidder‟s

proposed plan as outlined in its response for meeting the requirements, including how the bidder

will install, configure and implement the new application and any related business process change.

The draft SOW must outline the bidder‟s proposed services and deliverables to effectively project

manage, develop, and deliver the services requested. The draft SOW must not include any

reference to cost. The apparent successful bidder will be given the opportunity to negotiate a

statement of work with the Commonwealth for the fixed price portion of this engagement in which

the parties will more clearly define the deliverables, milestones and reporting structure for this

project. If negotiations with the top scoring bidder fail, ANF reserves the right to award the


contract to the next highest scoring bidder. Bidders should note that most of the SOW form is non-

negotiable.

12.3 Cost Response.

Bidders shall submit a fixed price, all inclusive cost proposal for the six tasks and related deliverables

necessary to meet the requirements of section 4 of this RFQ.

The fixed price bids must be broken down by payments per milestone (aligned with the milestones

identified in the Bidder‟s project plan). The fixed price for each identified milestone shall be an all-

inclusive cost proposal, including all fully loaded staffing, desktop, telecommunications and office

related costs, as well as travel and expenses.

Bidders MUST provide the Cost Response in a separate document from the Programmatic and

Business Responses to this RFQ. For hard copies of responses, bidders should package Cost

Responses in separate envelopes from the Programmatic and Business Responses and should clearly

label the contents of each envelope. For soft copies of responses, bidders should provide a separate

attachment clearly labeled “Cost Response”. Bidders MUST NOT include any costs or cost

information for this project in any portion of their response except in this Cost Response. Failure to

comply with these instructions may be grounds for rejection of the response.

In addition, bidders shall provide a cost proposal for the additional time and materials cost portion for

the staff resources described in section 5 above, Future Needs Functionality Time and Materials

Portion of Bid, including the names, backgrounds and hourly rates of proposed resources. Once the

fixed price portion of the engagement described in this RFQ is accomplished, the parties will, at ANF‟s

sole discretion, negotiate a second SOW or later SOWs pertaining to the hourly rate portion of the

engagement.

Bids will be considered valid for a minimum of ninety (90) calendar days, except that the Bidders‟

hourly rates will be considered valid through June of 2015.

13. EVALUATION CRITERIA

The responses to this Request for Response will be evaluated based on the criteria listed below. The

following criteria are divided into two sections: Business/Technical and Cost.

13.1 Business and Technical Points will be assigned based on:

a. The bidder‟s proposed approach to meeting the RFQ specifications including, without limitation,

clarity, comprehensiveness, relevance, accuracy and innovation.

b. The quality and comprehensiveness of the proposed Project Plan and Statement of Work

c. The bidder‟s previous experience providing services similar to those described in this RFQ.


d. The quality of the Bidder‟s methodology or framework for this project

e. The bidder‟s proposed staff qualifications and capabilities

f. The bidder‟s availability of resources. Time is of the essence with respect to this engagement and

any vendor unable to provide the desired resources within the time frame described in this RFQ will be disqualified.

13.2 Cost

a. For the fixed price portion of the bid, each bidder will be assigned points based on the estimated

ratio of its total price to the lowest total price with the lowest total price receiving the maximum

points in this category.

b. For the hourly rate portion of the bid, each vendor will be assigned points based on the ratio of its average hourly rate to the average hourly rate of other bidders

13.3 Vendor Interviews

ANF reserves the right, at its discretion to conduct vendor interview of the top scoring vendors and to

award additional points based on the quality of such interviews.

14. RESPONSE EVALUATION

ANF will establish an Evaluation Committee for the purpose of evaluating all responses. One member

will be designated to serve as Chair of the Evaluation Committee.

15. BEST AND FINAL OFFER

Pursuant to 801 CMR 21.06(8), ANF could offer one or more bidders an opportunity to provide one or

more corrections or clarifications. If it so chooses, ANF will distribute specific information regarding

submission requirements, timelines and information about its corrections or clarifications evaluation

process to the bidder(s) selected for participation in the corrections or clarifications process. Bidders

may be asked to provide additional corrections or clarifications to specific sections of the RFQ

response. Bidders are not required to submit an answer in response to ANF‟s inquiry and may notify

ANF in writing that their response remains as originally submitted. Any such request for corrections

or clarifications shall be deemed an amendment to the RFQ for that bidder and any response by a

bidder to a request for a corrections or clarifications shall be deemed an amendment to that bidder‟s

response.

Pursuant to 801 CMR 21.06(11), ANF could offer one or more bidders an opportunity to provide one

or more Best and Final Offers (BAFOs). If it so chooses, ANF will distribute specific information

regarding submission requirements, timelines and information about its BAFO evaluation process to

the bidder(s) selected for participation in the BAFO. Bidders may be asked to reduce costs to the RFQ

response. Bidders are not required to submit a BAFO in response to ANF‟s request and may notify

ANF in writing that their response remains as originally submitted. Any such request for a BAFO


shall be deemed an amendment to the RFQ and any response by a bidder to a request for a BAFO shall

be deemed an amendment to that bidder‟s response.

ANF may request corrections, clarifications and/or BAFOs at the same time or independently.

16. BEST VALUE SELECTION AND NEGOTIATION

After the Comparison, the RFQ Evaluation Committee will recommend the selection of the response(s)

which demonstrates the best value overall to ANF and the Commonwealth. ANF and the selected

bidder may negotiate a change in any element of contract performance or cost identified in the original

RFQ or the selected bidder‟s response which results in lower costs or a more cost-effective or better

value than was presented in the selected bidder‟s original response.

17. BIDDER-RELATED RFQ AND SELECTION COSTS

Bidders are solely responsible for any and all costs the bidder incurs in responding to this RFQ or

participating in the bidder selection process. ANF will not reimburse any expenses in this regard.

18. REJECTION OF RESPONSES

ANF reserves the right to reject a bidder‟s proposal at any time during the evaluation process if the

bidder:

a. Fails to demonstrate to ANF‟s satisfaction that it meets all RFQ requirements;

b. Fails to satisfy all response submission instructions;

c. Fails to submit all required information;

d. Has any interest that may, in ANF‟s sole determination, conflict with performance of services for

the Commonwealth or is anti-competitive;

e. Fails to make a product demonstration and/or oral presentation, if requested;

f. Rejects or qualifies its agreement to any of the mandatory provisions of the RFQ;

g. Fails to reach an agreement with ANF on all Contract terms, including, but not limited to, payment

provisions;

h. Conditions the bid on the modification or amendment of the terms and conditions contained within

the Commonwealth Terms and Conditions and the Commonwealth Standard Contract Form.

19. OTHER REMEDIES

ANF, in its sole discretion, may determine that non-compliance with any RFQ requirement is

insubstantial. In such cases, the Evaluation Committee may seek clarification, allow the bidder to

make minor corrections (both in accordance with Section 15), apply appropriate penalties in the

evaluation, or apply a combination of all three remedies.

20. ORDER OF PRECEDENCE

The entire agreement between the parties created under this RFQ will consist of the following

documents in the following order of precedence: (1) the Commonwealth‟s Standard Form Contract; (2)


the Standard Terms and Conditions; (3) RFR ITS43 or ITST19; (4) the Bidder‟s response thereto; (5)

this RFQ; and (6) the bidder‟s response hereto as modified by any statement of work or other

agreement negotiated by the parties. Bidders who object to this order of precedence will be

disqualified.


21. GLOSSARY

ANF – the Executive Office for Administration and Finance, the Governor‟s fiscal agency

ARRA – American Recovery and Reinvestment Act

AT – Assistive Technology

ATL – the Commonwealth‟s Information Technology Division‟s Assistive Technology Laboratory

CIW – Commonwealth Information Warehouse. Statewide record of financial and payroll

information from HR/CMS and MMARS, stored in SQL tables and maintained by ITD. Updated

nightly

CommPass – the Commonwealth‟s procurement system

Commonwealth – Commonwealth of Massachusetts, State of Massachusetts

CPAT – Commonwealth Performance, Accountability and Transparency

Fiscal year – for Massachusetts, the fiscal year begins July 1 and ends June 30th

, with an accounts

payable period through August 31st. FY2012 ended June 30, 2012

GAA – General Appropriation Act – annual budget bill authorized by the Legislature and signed

by the Governor

HRCMS – Human Resources Compensation and Management System – the state‟s payroll system

used by all but the University of Massachusetts. A PeopleSoft application

ITD – the Information Technology Division, headed by the Commonwealth‟s chief information

officer.

LCM – Labor Cost Management – a MMARS module to allow departments to charge payroll costs

to another account.

MassCap – Massachusetts Capital Budget Application

MBA – Massachusetts Budget Application

MMARS – Massachusetts Management Accounting and Reporting System – the accounting

system used by all of Massachusetts‟ agencies; a CGI/AMS product


22. EXHIBIT A TO RFQ: STATEMENT OF WORK

STATEMENT OF WORK

BETWEEN

THE [NAME AGENCY]

AND

[NAME ITS43 VENDOR]

FOR THE

[NAME PROJECT]

1. INTRODUCTION

The following document will serve as a Statement of Work (“SOW”) between the [Agency Name]

(“[Agency Abbreviation]”) [of the [Name Parent Agency] and [Vendor Name] (“[Vendor

Abbreviation]”) to apply to work on the [Name of System or Project to be Completed] ([Abbreviated

Project Name]). The entire agreement (the “Agreement”) between the parties (the “Agreement”)

consists of the following documents in the following order of precedence: (1) the Commonwealth

Standard Terms and Conditions; (2) the Commonwealth‟s Standard Form Contract; (3) Request for

Response (“RFR”) ITS43; (4) [Vendor Abbreviation]‟s response thereto; (5) the Request for Quotes

(“RFQ”) [name and date of Agency‟s RFQ]; and (6) [Vendor Abbreviation]‟s response thereto as

amended by this SOW.

2. DEFINITIONS

The terms used in this SOW, unless defined in this SOW or in an amendment made hereto, shall have

the meaning ascribed to them in the other documents that constitute the Agreement between the

parties.

“Deliverable” means any work product that [Vendor Abbreviation] delivers for the purposes of

fulfilling its obligations to [Agency Abbreviation] under the terms of the Agreement, including work

product that [Vendor Abbreviation] must submit to [Agency Abbreviation] for [Agency

Abbreviation]‟s approval in accordance with the formal acceptance procedures set forth within the

SOW or the Task Order(s) entered into hereunder.

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

of Deliverables.

“Task” means a material activity engaged in by [Vendor Abbreviation] for the purpose of fulfilling its obligations to

[Agency Abbreviation] under the terms of the Agreement, which may or may not result in the creation of a Deliverable.

“Task Order” means an amendment to this SOW that specifies Tasks, Deliverables, or hourly rate services to be

completed by [Vendor Abbreviation] under the terms of this Agreement.


3. OVERVIEW, EFFECTIVE DATE AND TERM

[Provide a high level description of the project.]

This Agreement’s term (the “Term”) begins on the date on that it is executed by both parties (the

“Effective Date”) and shall terminate at 5:00 p.m. on [INSERT END DATE] (“Termination

Date”). Notwithstanding the foregoing, Sections 5.1 and 5.2 of System Security, Section 11.2

Warranty, and Section 11.3, Title and Intellectual Property Rights [Agency choose other sections

that will survive termination] shall survive the termination of the remainder of this SOW.

4. POINTS OF CONTACT

4.1 Single Point of Contact

[Vendor Abbreviation] and [Agency Abbreviation] will each assign a single point of contact with respect to this

SOW. It is anticipated that the contact person will not change during the Term of this Agreement. In the event

that a change is necessary, the party requesting the change will provide prompt written notice to the other. In the

event a change occurs because of a non-emergency, two-week written notice is required. For a change resulting

from an emergency, prompt notice is required. [Vendor Abbreviation]‟s contact person is [Vendor Contact Name

and Title], who can be reached at [Vendor Contact Address, phone number(s), email].

[Agency Abbreviation]‟s contact is [Agency Contract Name and Title] who can be reached at [Agency Contact

Address, phone number(s), email].

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

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

responsible for the performance of subcontractor. [Vendor Abbreviation] must submit for approval, be responsible

for, and pass on all covenants, and warranties, etc. to subcontractor.

5. SYSTEM SECURITY

As part of its work efforts under this SOW, [Vendor Abbreviation] will be required to use Commonwealth data

and IT resources. For purposes of this work effort, “Commonwealth Data” shall mean data provided by the

[Agency Abbreviation] to [Vendor Abbreviation], which may physically reside at a Commonwealth or [Agency

Abbreviation] or [Vendor Abbreviation] location.

5.1 Commonwealth Data


In connection with Commonwealth Data, [Vendor Abbreviation] will implement

commercially reasonable safeguards necessary to:

5.1.1 Prevent unauthorized access to Commonwealth Data from any public or private network;

5.1.2 Prevent unauthorized physical access to any information technology resources involved in the

development effort; and

5.1.3 Prevent interception and manipulation of Commonwealth Data during transmission to and from any

servers.

5.2 Commonwealth Personal Data

In addition to the above requirements for Commonwealth Data, [Vendor Abbreviation] may be required to use the

following Commonwealth personal data under MGL ch. 66A and/or personal information under MGL ch. 93H, or

to work on or with information technology systems that contain such data as [here agency should list the

categories of such data that the vendor will be required to use] in order to fulfill part of its specified tasks. For

purposes of this work effort, electronic personal data and personal information includes data provided by the

[Agency Abbreviation] to [Vendor Abbreviation] which may physically reside at a location owned and/or

controlled by the Commonwealth or [Agency Abbreviation] or [Vendor Abbreviation]. In connection with

electronic personal data and personal information, [Vendor Abbreviation] shall implement the maximum feasible

safeguards reasonably needed to:

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

5.2.2 Prevent unauthorized access to electronic personal data or personal information or any other

Commonwealth Data from any public or private network;

5.2.3 Notify [Agency Abbreviation] immediately if any breach of such system or of the security,

confidentiality, or integrity of electronic personal data or personal information occurs.

5.2.4 [Vendor Abbreviation] represents that it has executed the EO504 Contractor Certification Form, which is

attached hereto as Exhibit B.

5.3 Software Integrity Controls [Address the following controls if applicable, usually in the case wherein

the Vendor will be developing code and migrating that code to a production environment]

[Vendor Abbreviation] and [Agency Abbreviation] recognize the serious threat of fraud, misuse, and destruction

or theft of data or funding. These threats could be introduced when unauthorized or inappropriate modifications

are made to a production system. [Vendor Abbreviation] shall implement the following controls for the purpose of

maintaining software integrity and traceability throughout the software creation life cycle, including during

development, testing, and production:

5.3.1 [Vendor Abbreviation] shall configure at least two software environments including a

development/quality assurance (QA) environment and a production environment.

5.3.2 [Vendor Abbreviation] shall implement a change management procedure to ensure that activities in the

development/QA environment remain separate and distinct from the production environment. In

particular the change management procedure shall incorporate at least the following:

5.3.2.1 Segregates duties between development and testing of software changes and migration of

changes to the production environment;

5.3.2.2 Implements security controls to restrict individuals who have development or testing

responsibilities from migrating changes to the production environment.

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


5.3.3 [Vendor Abbreviation] shall implement a source control tool to ensure that all changes made to the

production system are authorized, tested, and approved before migration to the production environment.

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

5.3.5 [Vendor Abbreviation] shall implement additional internal controls as specified in [Agency and Vendor

incorporate attachment if relevant].

6. ACCEPTANCE OR REJECTION PROCESS

[Vendor Abbreviation] will submit the required Deliverables specified in this SOW, or any Task Order entered into

hereunder, to the [Agency Abbreviation] Project Manager for approval and acceptance. [Agency Abbreviation] will review

work product for each of the Deliverables and evaluate whether each Deliverable has clearly met in all material respects the

criteria established in this Agreement and the relevant Task Order specifications. Once reviewed and favorably evaluated,

the Deliverables will be deemed acceptable.

Within ten (10) working days of receipt of each Deliverable, the [Agency Abbreviation] Project Manager will notify

[Vendor Abbreviation], in writing, of the acceptance or rejection of said Deliverable using the acceptance criteria specified

in this Section and associated with the Task or Deliverable specifications in this Agreement. A form signed by [Agency

Abbreviation] shall indicate acceptance. [Vendor Abbreviation] shall acknowledge receipt of acceptance forms in writing.

Any rejection will include a written description of the defects of the Deliverable. If [Agency Abbreviation] does not

respond to the submission of the Deliverable, within five (5) working days of [Agency Abbreviation‟s] receipt of each

Deliverable, [Vendor Abbreviation] shall provide a reminder notice to the [Agency Abbreviation] Project Manager. If

[Agency Abbreviation] fails to reject a Deliverable within five (5) business days after [Agency Abbreviation]‟s receipt of

the reminder notice, the Task or Deliverable is deemed accepted.

If [Agency Abbreviation] rejects a Deliverable, [Vendor Abbreviation] will, upon receipt of such rejection, act diligently to

correct the specified defects and deliver an updated version of the Deliverable to the Commonwealth. [Agency

Abbreviation] will then have an additional 5 (five) business days from receipt of the updated Deliverable to notify [Vendor

Abbreviation], in writing, of the acceptance or rejection of the updated Deliverable. Any such rejections will include a

description of the way in which the updated Deliverable fails to correct the previously reported deficiency.

Following any acceptance of a Deliverable which requires additional work to be entirely compliant with the pertinent

specifications, and until the next delivery, [Vendor Abbreviation] will use reasonable efforts to provide a prompt correction

or workaround.

7. PROJECT MANAGEMENT - PROJECT MANAGERS

[Vendor Abbreviation] and [Agency Abbreviation] must notify the other party‟s Project Managers of

any change in the name, address, phone number, fax number, or email address of their respective

Project Manager.

7.1 [Agency Abbreviation] Project Manager

[INSERT NAME OF Agency Abbreviation Designed Project Manager, Agency Project

Manager Title] (“[Agency Abbreviation]‟s Project Manager”) shall perform project

management on behalf of [Agency Abbreviation] for this engagement. [Agency

Abbreviation]‟s Project Manager will:

7.1.1 Work closely with [Vendor Abbreviation] Project Manager to ensure successful completion of the

project.

7.1.2 Consult with [Vendor Abbreviation] Project Manager to develop the Project Management Plan.

7.1.3 Review weekly status reports and schedule weekly meetings with [Vendor Abbreviation], as necessary.

7.1.4 Coordinate participation from [name other agencies and/or vendors] as required during the engagement.


7.1.5 Acquire [Agency Abbreviation] project team members as needed.

7.1.6 Coordinate [Agency Abbreviation]‟s review of the Deliverables and sign an acceptance form to signify

acceptance for each accepted Deliverable.

[Agency Abbreviation]‟s Project Manager reports to [name and title], who reports to [name and title][repeat this

phrase until last named individual is agency head]. [Name individual, with title] will sign this SOW and all

amendments hereto on behalf of [Agency Abbreviation].

7.2 Vendor Project Manager

[The parties may insert additional language in this Section to incorporate the vendor‟s

additional project management practices for project planning, tracking, reporting and management,

including the types, frequency and contents of reports that will be provided by the developer to the

agency.]

[INSERT NAME OF Vendor Abbreviation Designed Project Manager, Vendor Project

Manager Title] (“[Vendor Abbreviation]‟s Project Manager”) shall perform project management on

behalf of [Vendor Abbreviation] for this engagement. [Vendor Abbreviation]‟s Project Manager will:

7.2.1 Be responsible for administering this Agreement and the managing of the day-to-day operations under

this Agreement.

7.2.2 Serve as an interface between the [Agency Abbreviation] Project Manager and all [Vendor Abbreviation]

personnel participating in this engagement.

7.2.3 Develop and maintain the Project Management Plan, in consultation with the [Agency Abbreviation]

Project Manager.

7.2.4 Facilitate regular communication with the [Agency Abbreviation] Project Manager, including weekly

status reports/updates, and review the project performance against the project plan. Facilitate weekly

project status meetings for the duration of the engagement.

7.2.5 Update the project plan on a weekly basis and distribute at weekly meetings for the duration of the

engagement.

7.2.6 Sign acceptance forms to acknowledge their receipt from [Agency Abbreviation].

7.2.7 Be responsible for the management and deployment of [Vendor Abbreviation] personnel.

[Vendor Abbreviation]‟s Project Manager reports to _____, who reports to_____ [repeat until reaching

engagement partner or equivalent]. [Name and title], being an authorized signatory named in [Vendor

Abbreviation]‟s response to ITS43, will sign this SOW and all amendments thereto on behalf of [Vendor

Abbreviation].

7.3 Issue Resolution

The Project Managers from each organization bear the primary responsibility for ensuring issue resolution. If they

mutually agree that they are unable to resolve an issue, they are responsible for escalating the issue to [insert name

and title of respective persons at agency and vendor].

8. AMENDMENTS TO THE SCOPE OF WORK


This Agreement may be amended prior to the end of the Term. The Project Manager who would like

to request a change in scope for this engagement or any other terms contained within the Agreement,

will provide the suggested amendment in writing to the other party‟s Project Manager. The Project

Managers will jointly determine whether the change impacts any terms contained within the

Agreement. The parties may mutually agree to the change through a written amendment to this SOW.

For any amendment entered into under this Agreement where [Vendor Abbreviation] will be providing

services on a Time and Materials basis, the parties shall apply the Time and Materials terms as

described in Section 12 of this SOW to the relevant Task Order.

9. PERSONNEL

9.1 Key Personnel

[Vendor Abbreviation] agrees to provide the following personnel for the following amounts of

time for the duration of this project:

TABLE 1

KEY PERSONNEL

Staff Members Role Time Commitment

expressed as percentage of

full time

[Vendor Abbreviation] shall assign all of the foregoing personnel to this engagement on the

time basis set forth in Table 1. In the event that a change is necessary, [Vendor Abbreviation]

Project Manager will provide prompt written notice to [Agency Abbreviation] Project Manager

of the proposed change. If the personnel change is a result of a non-emergency, the [Vendor

Abbreviation] Project Manager shall provide the [Agency Abbreviation] Project Manager two-

week written notice. For personnel changes that result from an emergency, [Vendor

Abbreviation] Project Manager shall provide prompt written notice to [Agency Abbreviation]

Project Manager. [Agency Abbreviation] Project Manager has the right to accept or reject all

personnel. [Vendor Abbreviation]‟s personnel must comply with the Information Technology

Division‟s relevant Policies, Standards and Guidance, which may be located at

www.mass.gov/itd and [Agency Abbreviation]‟s workplace policies, which may be located at

[Agency – put in URL for location of relevant workplace policies or attach policies to SOW].

http://www.mass.gov/itd


9.2 Equipment, Work Space, Office Supplies

[Agency Abbreviation] will provide [workspace, cubicles, standard office equipment, and

standard network connectivity provided to state employees] for [Vendor Abbreviation] team

members working on-site for activities defined by this SOW or in the relevant Task Order.

[Vendor Abbreviation] will submit a list of employees who will need access to the building and

to state systems before execution of this SOW. Any [Vendor Abbreviation] employees who

have access to IT resources must comply with the “Acceptable Use Policy” (see

www.mass.gov/itd) or any alternative Acceptable Use Policy adopted by the [Agency

Abbreviation].

9.3 Related Project Knowledge

In addition to the “Statewide Contract IT Specifications” and all other terms of ITS43, [Vendor

Abbreviation] shall, prior to commencing any other work under this SOW, become familiar

with the following documents: [here list any other material that the vendor must master in order

to perform under the contract, such as prior studies, agreements, reports, etc.].

9.4 Intellectual Property and Work Effort Agreement for [Vendor Abbreviation]’s Employees,

Contractors and Consultants and Agents

[Vendor Abbreviation] shall ensure that each of [Vendor Abbreviation] personnel providing

services under this SOW, regardless of whether the individual is an employee, contractor, or

agent of [Vendor Abbreviation], shall, prior to rendering any services under this SOW, sign the

“Intellectual Property and Work Effort Agreement for Vendor‟s Employees, Contractors,

Consultants, and Agents” (the “IPAWE Agreement”) which is attached hereto as Exhibit A. If

[Vendor Abbreviation]‟s personnel who will be rendering services under this SOW have

already executed an agreement that, in the opinion of [Agency Abbreviation]‟s counsel,

provides legal protection to the Commonwealth as strong as that provided by the IPAWE

Agreement, [Vendor Abbreviation] may substitute such agreement in place of the IPAWE

Agreement for such personnel. [Vendor Abbreviation] shall return the signed copies of the

IPAWE Agreement, or the [Agency Abbreviation] Project Manager‟s pre-approved substitute

agreement, to [Agency Abbreviation]‟s Project Manager prior to the rendering of any services

under this SOW.

10. MASSGIS WEB MAPPING SERVICES [PARTIES MAY DELETE THIS SECTION IF

NOT RELEVANT FOR WORK EFFORTS UNDER THIS SOW]

MassGIS is the Commonwealth‟s Office of Geographic and Environmental Information. Its legislative mandate includes

coordinating GIS activities in the Commonwealth‟s public agencies and distributing GIS data. MassGIS has also

developed and is the host for the Commonwealth‟s e-government geospatial web mapping initiative.

If [Vendor Abbreviation] will develop a capability for viewing maps and related information on an internet web site for

[Agency Abbreviation], and if that web site will display map information available through MassGIS web mapping services

(e.g., parcels, orthophotos, streets, wetlands), then [Vendor Abbreviation] shall use MassGIS geospatial web mapping

services. MassGIS may grant a waivers of this requirement if [Vendor Abbreviation] demonstrates to MassGIS‟

satisfaction that using the MassGIS web mapping services for the proposed application is not reasonably practical due to

one or more of the following concerns:

http://www.mass.gov/itd


10.1 Performance of the application would be degraded due to using the MassGIS services;

10.2 The proposed application requires reliability that exceeds those that MassGIS can reasonably be expected

to provide;

10.3 The security requirements of the application preclude using the MassGIS services;

10.4 Cost.

Waivers are not valid under this Agreement unless they are provided in writing by the Director or Assistant Director of

MassGIS and the MassGIS Director or Assistant Director has indicated approval in writing.

11. ADDITIONAL TERMS

11.1 Code Review

All Deliverables that include software code or applications shall follow current industry design and best practices,

including, but not limited to those published by The National Institute of Standards & Technology (NIST), the

SANS (SysAdmin, Audit, Network, Security (SANS) Institute), and other recognized bodies.

[Vendor Abbreviation] shall cooperate with [Agency‟s Abbreviation‟s] code review of the relevant software or

application Deliverables. Prior to implementation or acceptance of a Deliverable, [Vendor Abbreviation] shall

subject Deliverables that include software code or script to independent application review by [Agency

Abbreviation] or its delegated reviewer to validate that all applicable enterprise IT standards and security policies

have been met, as well as other specifications as identified in this Agreement or the relevant Task Order. The

review shall be performed by individuals other than [Vendor Abbreviation] or [Agency Abbreviation]‟s staff who

developed the Deliverables. For purposes of this requirement, "independent" may include other staff of the

[Agency Abbreviation] provided no direct reporting relationships exist between the development and review

organizations.

11.2 Warranty

Consistent with ITS43 RFR Section 3.12.5, [Vendor Abbreviation] represents and warrants to

[Agency Abbreviation] that:

11.2.1 [Vendor Abbreviation] and its subcontractors are sufficiently staffed and equipped to

fulfill [Vendor Abbreviation]‟s obligations under this Agreement;

11.2.2 [Vendor Abbreviation]‟s services will be performed:

11.2.2.1 By appropriately qualified and trained personnel;

11.2.2.2. With due care and diligence and to a high standard of quality as is

customary in the industry;

11.2.2.3 In compliance with the Milestone Schedule and the terms and conditions

of this Agreement; and

11.2.2.4 In accordance with all applicable professional standards for the field of

expertise;

11.2.3 Deliverables delivered under this Agreement will substantially conform with the Tasks

and Deliverable descriptions set forth in this Agreement;

11.2.4 All media on which [Vendor Abbreviation] provides any software under this Agreement

shall be free from defects;

11.2.5 All software delivered by [Vendor Abbreviation] under this Agreement shall be free of

Trojan horses, back doors, and other malicious code;


11.2.6 [Vendor Abbreviation] has obtained all rights, grants, assignments, conveyances,

licenses, permissions and authorizations necessary or incidental to any materials owned

by third parties supplied or specified by [Vendor Abbreviation] for incorporation in the

Deliverables to be developed;

11.2.7 Documentation provided by [Vendor Abbreviation] under this Agreement shall be in

sufficient detail so as to allow suitably skilled, trained, and educated [Agency

Abbreviation] personnel to understand the operation of the Deliverables. [Vendor

Abbreviation] shall promptly, at no additional cost to [Agency Abbreviation] make

corrections to any documentation that does not conform to this warranty; and

11.2.7 Any systems created or modified by [Vendor Abbreviation] under this SOW shall

operate in substantial conformance with the specifications for the system or

modifications for a minimum of three months (the “Warranty Period”) after Agency

accepts such system or modifications pursuant to Section 6 of this SOW. During the

Warranty Period, [Vendor Abbreviation] shall correct any Severity Level I, II or III

defects, as defined in the RFR for ITS43, at no charge to [Agency Abbreviation].

11.3 Title and Intellectual Property Rights

[These terms will apply if [Vendor Abbreviation] will be developing or modifying software or will be developing

Deliverables that contain other intellectual property. They are subject to negotiation. However, the approval of the

General Counsel for ITD is required for any changes to these terms.]

11.3.1 Definition of Property

The term Property as used herein includes the following forms of property: (1) confidential, proprietary,

and trade secret information; (2) trademarks, trade names, discoveries, inventions processes, methods and

improvements, whether or not patentable or subject to copyright protection and whether or not reduced to

tangible form or reduced to practice; and (3) works of authorship, wherein such forms of property are

required by [Vendor Abbreviation] to develop, test, and install the [name product to be developed] that

may consist of computer programs (in object and source code form), scripts, data, documentation, the

audio, visual and audiovisual content related to the layout and graphic presentation of the [name product

to be developed], text, photographs, video, pictures, animation, sound recordings, training materials,

images, techniques, methods, algorithms, program images, text visible on the Internet, HTML code and

images, illustrations, graphics, pages, storyboards, writings, drawings, sketches, models, samples, data,

other technical or business information, reports, and other works of authorship fixed in any tangible

medium.

11.3.2 Source of Property

The development of the [name product to be developed] will involve intellectual property derived from

four different sources: (1) a third party such as …[this provision may not apply to all contracts, but it

could apply if [Vendor Abbreviation] is using third party intellectual property to perform tasks or deliver

Deliverables, e.g. configuring another entity‟s COTS]; (2) that developed by [Vendor Abbreviation] for

the open market (e.g. [Vendor Abbreviation]‟s commercial off the shelf software); (3) that developed by

[Vendor Abbreviation] for other individual clients, or for internal purposes prior to the Effective Date of

this Statement of Work and not delivered to any other client of [Vendor Abbreviation]‟s; and (4)

developed by [Vendor Abbreviation] specifically for the purposes of fulfilling its obligations to [Agency

Abbreviation] under the terms of this Agreement. Ownership of the first and second categories of

intellectual property is addressed in separate agreements between [Agency Abbreviation] and the


contractors and resellers of work product. This Section of 11 the Statement of Work addresses

exclusively ownership rights in the third and fourth categories of intellectual property.

11.3.3 [Vendor Abbreviation] Property and License

[Vendor Abbreviation] will retain all right, title and interest in and to all Property developed by it, i) for clients other than the Commonwealth, and ii) for internal purposes and not yet delivered to any client, including all copyright, patent, trade secret, trademark and other intellectual property rights created by [Vendor Abbreviation] in connection with such work (hereinafter the "[Vendor Abbreviation] Property"). [Agency Abbreviation] acknowledges that its possession, installation or use of [Vendor Abbreviation] Property will not transfer to it any title to such property.

[Agency Abbreviation] acknowledges that [Vendor Abbreviation] Property contains or constitutes commercially valuable and proprietary trade secrets of [Vendor Abbreviation], the development of which involved the expenditure of substantial time and money and the use of skilled development experts. [Agency Abbreviation] acknowledges that [Vendor Abbreviation] Property is being disclosed to [Agency Abbreviation] to be used only as expressly permitted under the terms herein. [Agency Abbreviation] will take no affirmative steps to disclose such information to third parties, and, if required to do so under the Commonwealth’s Public Records Law, M.G.L. c. 66 § 10, or by legal process, will promptly notify [Vendor Abbreviation] of the imminent disclosure so that [Vendor Abbreviation] can take steps to defend itself against such disclosure.

Except as expressly authorized herein, [Agency Abbreviation] will not copy, modify, distribute or transfer by any means, display, sublicense, rent, reverse engineer, decompile or disassemble [Vendor Abbreviation] Property.

[Vendor Abbreviation] grants to [Agency Abbreviation], a fully-paid, royalty-free, non-exclusive, non-transferable, worldwide, irrevocable, perpetual, assignable license to make, have made, use, reproduce, distribute, modify, publicly display, publicly perform, digitally perform, transmit, copy, sublicense to any [Agency Abbreviation] subcontractor for purposes of creating, implementing, maintaining or enhancing a Deliverable, and create derivative works based upon [Vendor Abbreviation] Property, in any media now known or hereafter known, to the extent the same are embodied in the Deliverables, or otherwise required to exploit the Deliverables. During the Term of this Agreement and immediately upon any expiration or termination thereof for any reason, [Vendor Abbreviation] will provide to [Agency Abbreviation] the most current copies of any [Vendor Abbreviation] Property to which [Agency Abbreviation] has rights pursuant to the foregoing, including any related documentation.

Notwithstanding anything contained herein to the contrary, and notwithstanding [Agency Abbreviation]’s use of [Vendor Abbreviation] Property under the license created herein, [Vendor Abbreviation] shall have all the rights and incidents of ownership with respect to [Vendor Abbreviation] Property, including the right to use such property for any purpose whatsoever and to grant licenses in the same to third parties. Vender shall not encumber or otherwise transfer any rights that would preclude a free and clear license grant to the Commonwealth.

11.3.4 Commonwealth Property

In conformance with the Commonwealth’s Standard Terms and Conditions, all Deliverables created under this Agreement whether made by [Vendor Abbreviation], subcontractor or both are the property of [Agency Abbreviation], except for the [Vendor Abbreviation] Property embodied in the Deliverable. [Vendor Abbreviation] irrevocably and unconditionally sells, transfers and assigns to [Agency Abbreviation] or its designee(s), the entire right, title, and interest in and to all intellectual property rights that it may now or hereafter possess in said Deliverables, except for the [Vendor Abbreviation] Property embodied in the Deliverables, and all derivative works thereof. This sale, transfer and assignment shall be effective immediately


upon creation of each Deliverable and shall include all copyright, patent, trade secret, trademark and other intellectual property rights created by [Vendor Abbreviation] or [Vendor Abbreviation]’s subcontractor in connection with such work (hereinafter the "Commonwealth Property").

All copyrightable material contained within a Deliverable and created under this

Agreement are works made for hire. [Vendor Abbreviation] bears the burden to prove

that a work within a Deliverable was not created under this Agreement. If work is

determined to not be made for hire or that designation is not sufficient to secure rights,

to the fullest extent allowable and for the full term of protection otherwise accorded to

[Vendor Abbreviation] under such law, [Vendor Abbreviation] shall and hereby

irrevocably does, assign and transfer to [Agency Abbreviation] free from all liens and

other encumbrances or restrictions, all right, title and interest [Vendor Abbreviation]

may have or come to have in and to such Deliverable. [Vendor Abbreviation] HEREBY

WAIVES IN FAVOR OF [AGENCY ABBREVIATION] (AND SHALL CAUSE ITS

PERSONNEL TO WAIVE IN FAVOR OF CLIENT IN WRITING SIGNED BY

SUCH PERSONNEL) ANY AND ALL ARTIST‟S OR MORAL RIGHTS

(INCLUDING, WITHOUT LIMITATION, ALL RIGHTS OF INTEGRITY AND

ATTRIBUTION) IT MAY HAVE PURSUANT TO ANY STATE OR FEDERAL

LAWS OF THE UNITED STATES IN RESPECT TO ANY DELIVERABLE AND

ALL SIMILAR RIGHTS UNDER THE LAWS OF ALL OTHER APPLICABLE

JURISDICTIONS.

[Vendor Abbreviation] agrees to execute all documents and take all actions that may be

reasonably requested by [Agency Abbreviation] to evidence the transfer of ownership

of or license to intellectual property rights described in this Section 11, including

providing any code used exclusively to develop such Deliverables for [Agency

Abbreviation] and the documentation for such code. [Vendor Abbreviation]

acknowledges that there are currently and that there may be future rights that the

Commonwealth may otherwise become entitled to with respect to Commonwealth

Property that does not yet exist, as well as new uses, media, means and forms of

exploitation, current or future technology yet to be developed, and that [Vendor

Abbreviation] specifically intends the foregoing ownership or rights by the

Commonwealth to include all such now known or unknown uses, media and forms of

exploitation.

The Commonwealth retains all right, title and interest in and to all derivative works of Commonwealth

Property.

[Agency Abbreviation] hereby grants to [Vendor Abbreviation] a nonexclusive, revocable license to use,

copy, modify and prepare derivative works of Commonwealth Property only during the Term and only

for the purpose of performing services and developing Deliverables for the [Agency Abbreviation] under

this Agreement.


With respect to web site development contracts, [Agency Abbreviation] will bear sole

responsibility for registering the software or system domain name or URL, applying for

any trademark registration relating to the software or system domain name or URL and

applying for any copyright registration related to its copyright ownership with respect to

any Commonwealth Property.

11.3.5 Third-party Intellectual Property

If the Deliverables contain or will contain any third-party intellectual property to which [Vendor Abbreviation] intends to provide a sublicense, [Vendor Abbreviation] must provide copies of all such sublicense agreements as early in the process as possible. The sublicense agreements must be included in [Vendor Abbreviation]’s initial quotation to the [Agency Abbreviation], or, if the requirement to utilize sublicensed intellectual property is not known at the outset of the project, as soon as the requirement becomes known. Sublicenses to third-party intellectual property can ONLY be provided under ITS43 if they are provided at no charge to the Commonwealth.

11.4 [Agency Abbreviation]’s Responsibilities

In addition to the Tasks set forth in ”Equipment, Work Space, Office Supplies,” [Agency Abbreviation]

shall be responsible for the following [insert any additional obligations that agency must fulfill; use this

section sparingly; include responsibility for procuring hardware and commercial off the shelf software

licenses or providing travel reimbursement.].

11.5 Software Escrow

[Address software escrow if applicable, usually in the case wherein Agency is purchasing a system based

on code that will not be owned by the Commonwealth. If the Commonwealth will own the code,

software escrow is not needed unless the code will be shared by multiple agencies.]

12. [VENDOR ABBREVIATION] TASKS AND DELIVERABLES

This Section describes the Deliverables that [Vendor Abbreviation] will provide to [Agency Abbreviation] and the Tasks

that [Vendor Abbreviation] will complete by the end of the engagement described in this SOW. A Task or Deliverable will

be considered “complete” when all the acceptance criteria set forth in this SOW have been met or the prescribed review

period for each Deliverable or Task has expired without written response from [Agency Abbreviation]. The

Task/Deliverable numbers are referred to in subsequent sections throughout this SOW.

All written documents shall be delivered in machine-readable format, capable of being completely and accurately

reproduced by computer software on a laser printer. All itemized and/or annotated lists shall be delivered in computer

spreadsheets, capable of being imported to Microsoft Excel 2000 [or name alternative desktop software used by agency].

All meetings shall be held in [INSERT LOCATION FOR MEETINGS, SUCH AS ADDRESS OF RELEVANT AGENCY

OFFICE] unless agreed to otherwise by the Project Managers. Meetings must be scheduled at least three full business days

in advance, with reasonable accommodation of attendees‟ schedules. All meeting results will be described in a follow-up

report generated by [Vendor Abbreviation] Project Manager and approved by the [Agency Abbreviation] Project Manager.

12.1 Fixed Price Tasks and Deliverables:


[AGENCY AND VENDOR INSERT: Draft the specific description for each fixed price Task or and Deliverable

that is material for completion of services and deliverables for work efforts under the RFQ.]

For the Fixed Price Tasks and Deliverables of this Agreement, [Vendor Abbreviation] shall perform Tasks or

deliver Deliverables in conformance with the Description and Metrics of Acceptance on or before Milestone

Schedule date set forth in Table 2.

TABLE 2

Deliverables and Tasks

Deliverable

or Task

Number

Deliverable or Task

Name Description and Metrics of Acceptance Milestone

Schedule (Due

Date)

1.1 [For each Deliverable or Task, describe

Deliverable and list metrics for acceptance]

1.2

12.2 Time and Materials Personnel

[VENDOR ABBREVIATION] agrees to provide the following Named Resources, whose

resume is attached hereto as Exhibit [INSERT NUMBER], on a Time and Materials basis and

as described in any relevant Task Order entered into hereunder:

TABLE 3

Time and Materials Resources

Named

Resource

Title Hourly Rate


12.3 Payment Terms

All payments under this Agreement shall be made in accordance with the

Commonwealth's bill paying policy.

12.3.1 Fixed Price Payments for Tasks and Deliverables

A Deliverable or Task will be considered “completed” when [Agency Abbreviation] has

determined that the acceptance criteria for that specific Deliverable or Task has been met

as specified in Table 4 of this SOW or the relevant Task Order, and elsewhere in this

Agreement. [Vendor Abbreviation] agrees to invoice the Commonwealth for the

Deliverables or work completed per the requirements set forth in this SOW and the

relevant Task Order. [Agency Abbreviation] will make payments to [Vendor

Abbreviation] only after receiving an accurate invoice for Tasks and Deliverables

completed and accepted pursuant to Section 6 of this SOW. Payments for specific Tasks

and Deliverables shall be made in accordance with Table 4 below.

TABLE 4

Fixed Price Deliverables and Tasks

Deliverable

or Task

Number

Deliverable or Task Name Milestone Payment

1.1

1.2

12.3.2 Time and Materials Payments

For the Time and Materials Services provided in any Task Order entered hereunder, [VENDOR

ABBREVIATION] shall complete the work described in the relevant Task Order and as scheduled

through weekly planning meetings. [VENDOR ABBREVIATION] will submit weekly reports to the

[Agency Abbreviation] Project Manager detailing the hours actually worked by the Named Resource

performing Time and Materials work and described herein or in the relevant Task Order. The weekly

reporting must show actual resource hours worked against assigned tasks. [VENDOR

ABBREVIATION] will also report weekly to the [Agency Abbreviation] Project Manager its expected

work effort the forthcoming week, showing the Named Resource‟s expected level of effort. The Named

Resource will be authorized for work without the prior review and authorization by the [Agency

Abbreviation] Project Manager.


[VENDOR ABBREVIATION] shall provide a bi-weekly invoice to [Agency

Abbreviation] Project Manager for the actual hours worked per week of the

Named Resource identified in Table 3. No invoice will exceed 37.5 hours per week

per resource, and the total payments under this SOW or the relevant Task Order

will not exceed the authorized hours or the total authorized amount as identified in

the relevant Task Order. The [Agency Abbreviation] Project Manager will review

and approve these invoices based on satisfactory work performance by the Named

Resource. The [Agency Abbreviation] Project Manager may terminate use of the

Named Resource by providing ten (10) days written notice to [VENDOR

ABBREVIATION] Project Manager. If termination is “For Cause”, or for a

violation of a term of this Agreement, [Agency Abbreviation] may terminate use of

the Named Resource effective immediately by providing written notice to

[VENDOR ABBREVIATION] Project Manager.

13. TRANSFER OF ENGAGEMENT PRODUCTS AT CONTRACT TERMINATION

[Address any special requirements for transfer of the application and/or other engagement products to the Commonwealth or to another vendor at Contract Termination.]

14. MAINTENANCE

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

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

respective organizations.

[Agency Name] [Vendor Name]

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

Date Date


EXHIBIT A TO STATEMENT OF WORK

INTELLECTUAL PROPERTY AND WORK EFFORT AGREEMENT FOR VENDOR’S

EMPLOYEES, CONSULTANTS, AND AGENTS

CONFIDENTIALITY, ASSIGNMENT OF INVENTIONS AND REPRESENTATION OF

NON-INFRINGEMENT AGREEMENT; OTHER REPRESENTATIONS

The undersigned hereby acknowledges that he or she is an employee or consultant to of the following vendor of the

Commonwealth of Massachusetts:

Name of Vendor: ________________________ (“Vendor”)

and desires to be assigned by the Vendor to perform services for the Commonwealth, and that the Vendor desires to assign

you to perform services on one or more projects for the Commonwealth, but only under the condition that you sign this

Agreement and agree to be bound by all of its terms and conditions.

NOW THEREFORE, in consideration of your assignment to work for the Commonwealth, the access you have to the

confidential information of the Commonwealth, and for other good and valuable consideration, the parties agree as follows:

1. Confidentiality of the Commonwealth‟s Materials. You agree that both during your assignment at the

Commonwealth and thereafter you will not use for your own benefit, or divulge or disclose to anyone except to

persons within the Commonwealth whose positions require them to know it, any information not already lawfully

available to the public concerning the Commonwealth (“Confidential Information”), including but not limited to

information regarding any website of the Commonwealth, any e-commerce products or services, any web

development strategy, any financial information or any information regarding users of or vendors to the

Commonwealth‟s websites. Confidential Information also includes, without limitation, any technical data, design,

pattern, formula, computer program, source code, object code, algorithm, subroutine, manual, product

specification, or plan for a new, revised or existing product or web site; any business, marketing, financial or sales

information; and the present or future plans of the Commonwealth with respect to the development of its web sites

and web services.

2. All Developments the Property of the Commonwealth. All confidential, proprietary or other trade secret

information and all other works of authorship, trademarks, trade names, discoveries, inventions, processes,

methods and improvements, conceived, developed, or otherwise made by you, alone or with others, and in any

way relating to the Commonwealth or any of its web development projects, whether or not patentable or subject to

copyright protection and whether or not reduced to tangible form or reduced to practice during the period of your

assignment with the Commonwealth (“Developments”) shall be the sole property of the Vendor‟s customer, the

Commonwealth. All copyrightable material contained within a Development during the period of your assignment

with the Commonwealth are works made for hire. You bear the burden to prove that a work was not made during

the period of your assignment with the Commonwealth. If a work is determined to not be made for hire or that

designation is not sufficient to secure rights, to the fullest extent allowable and for the full term of protection

otherwise accorded to you under such law, you shall and hereby irrevocably do, assign and transfer to the

Commonwealth free from all liens and other encumbrances or restrictions, all right, title and interest you may have

or come to have in and to such Development. YOU HEREBY WAIVE IN FAVOR OF THE

COMMONWEALTH ANY AND ALL ARTIST‟S OR MORAL RIGHTS (INCLUDING, WITHOUT

LIMITATION, ALL RIGHTS OF INTEGRITY AND ATTRIBUTION) YOU MAY HAVE PURSUANT TO

ANY STATE OR FEDERAL LAWS OF THE UNITED STATES IN RESPECT TO ANY DELIVERABLE AND

ALL SIMILAR RIGHTS UNDER THE LAWS OF ALL OTHER APPLICABLE JURISDICTIONS. You agree

to disclose all Developments promptly, fully and in writing to the Commonwealth promptly after development of

the same, and at any time upon request. You agree to, and hereby do assign to the Commonwealth all your right,


title and interest throughout the world in and to all Developments without any obligation on the part of the

Commonwealth to pay royalties or any other consideration to you in respect of such Developments. You agree to

assist the Vendor‟s customer the Commonwealth, (without charge, but at no cost to you) to obtain and maintain for

itself such rights.

3. Return of the Commonwealth‟s Materials. At the time of the termination of your assignment with the

Commonwealth, you agree to return to the Commonwealth all Commonwealth materials, documents and property,

in your possession or control, including without limitation, all materials relating to work done while assigned by

the Vendor to projects for Commonwealth or relating to the processes and materials of the Commonwealth. You

also agree to return to the Commonwealth all materials concerning past, present and future or potential products

and/or services of the Commonwealth. You also agree to return to the Commonwealth all materials provided by

persons doing business with the Commonwealth and all teaching materials provided by the Commonwealth.

4. Representation of Non-Infringement. You hereby represent and warrant that, to your best knowledge, no software,

no web content and no other intellectual property that you develop during your assignment to and deliver to the

Commonwealth, and no Developments made by you and assigned to the Commonwealth pursuant to Section 2

above, shall infringe a patent, copyright, trade secret or other proprietary or intellectual property right of any third

party.

5. No Conflicting Agreements. You represent and warrant that you are not a party to any agreement or arrangement

which would constitute a conflict of interest with the obligations undertaken hereunder or would prevent you from

carrying out your obligations hereunder.

6. Tax Payments. You hereby represent and warrant that you have paid all due state and federal taxes, or, if your tax

status is in dispute or in the process of settlement, that you have responded as directed and within the required

timeframes to all communications received from the state or federal government.

7. You acknowledge that you are not an employee of any Massachusetts state or municipal government agency, and

are not entitled to any benefits, guarantees or other rights granted to state or municipal government agencies,

including but not limited to group insurance, disability insurance, paid vacations, sick leave or other leave,

retirements plans, health plans, or premium overtime pay. Should you be deemed to be entitled to receive any

such benefits by operation of law or otherwise, you expressly waive any claim or entitlement to receiving such

benefits from Massachusetts state or municipal government agencies.

8. Miscellaneous:

a. The Commonwealth is a third party beneficiary of this Agreement with full rights to enforce its terms

directly

b. This Agreement contains the entire agreement between the parties with respect to the subject matter

hereof, superseding any previous oral or written agreements.

c. Your obligations under this Agreement shall survive the termination of your assignment with the

Commonwealth regardless of the manner of or reasons for such termination. Your obligations under this

Agreement shall be binding upon and shall inure to the benefits of the heirs, assigns, executors,

administrators and representatives of the parties.

d. You agree that the terms of this Agreement are reasonable and properly required for the adequate

protection of our customer the Commonwealth‟s legitimate business interests. You agree that in the

event that any of the provisions of this Agreement are determined by a court of competent jurisdiction to

be contrary to any applicable statute, law, rule, or policy or for any reason unenforceable as written, then

such court may modify any of such provisions so as to permit enforcement thereof to the maximum extent

permissible as thus modified. Further, you agree that any finding by a court of competent jurisdiction that

any provision of this Agreement is contrary to any applicable statute, law, or policy or for any reason

unenforceable as written shall have no effect upon any other provisions and all other provisions shall

remain in full force and effect.

e. You agree that any breach of this Agreement will cause immediate and irreparable harm to the Vendor‟s

customer the Commonwealth not compensable by monetary damages and that the Commonwealth will be

entitled to obtain injunctive relief, in addition to all other relief, in any court of competent jurisdiction, to


enforce the terms of this Agreement, without having to prove or show any actual damage to the

Commonwealth.

f. No failure to insist upon strict compliance with any of the terms, covenants, or conditions hereof, and no

delay or omission in exercising any right under this Agreement, will operate as a waiver of such terms,

covenants, conditions or rights. A waiver or consent given on any one occasion is effective only in that

instance and will not be construed as a bar to or waiver of any right on any other occasion.

g. This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth

of Massachusetts, without regard to the doctrine of conflicts of law. This Agreement is executed under

seal.

The undersigned believes that this Agreement imposes reasonable standards of conduct for all of the employees,

consultants, and agents of the vendor on assignment at the Commonwealth, and that this Agreement will serve to best

protect the interests of all involved parties. If you agree with the terms set forth herein, please sign and return this

Agreement.

Agreed and Accepted:

Name of Employee, Consultant, or

Agent

Signature

Date

Name of Vendor

Vendor Signature

Vendor Signatory Name

Vendor Signatory Title

Vendor Signature Date


EXHIBIT B TO STATEMENT OF WORK

EXECUTIVE ORDER 504 CERTIFICATION

BIDDER/CONTRACTOR LEGAL NAME:

BIDDER/CONTRACTOR VENDOR/CUSTOMER CODE:

Executive Order 504: For all Contracts involving the Contractor‟s access to personal information, as defined in M.G.L. c. 93H, and personal data,

as defined in M.G.L. c. 66A, owned or controlled by Executive Department agencies, or access to agency systems containing such information or

data (herein collectively “personal information”), Contractor certifies under the pains and penalties of perjury that the Contractor (1) has read

Commonwealth of Massachusetts Executive Order 504 and agrees to protect any and all personal information; and (2) has reviewed all of the

Commonwealth of Massachusetts Information Technology Division‟s Security Policies available at www.mass.gov/ITD under Policies and

Standards.

Notwithstanding any contractual provision to the contrary, in connection with the Contractor‟s performance under this Contract, for all state agencies

in the Executive Department, including all executive offices, boards, commissions, agencies, departments, divisions, councils, bureaus, and offices,

now existing and hereafter established, the Contractor shall:

(1)obtain a copy, review, and comply with the contracting agency‟s Information Security Program (ISP) and any pertinent security guidelines,

standards and policies; (2) comply with all of the Commonwealth of Massachusetts Information Technology Division‟s Security Policies (“Security

Policies”) available at www.mass.gov/ITD under Policies and Standards;

(2) communicate and enforce the contracting agency‟s ISP and such Security Policies against all employees (whether such employees are direct or

contracted) and subcontractors;

(3) implement and maintain any other reasonable appropriate security procedures and practices necessary to protect personal information to which

the Contractor is given access by the contracting agency from the unauthorized access, destruction, use, modification, disclosure or loss;

(4) be responsible for the full or partial breach of any of these terms by its employees (whether such employees are direct or contracted) or

subcontractors during or after the term of this Contract, and any breach of these terms may be regarded as a material breach of this Contract;

http://www.mass.gov/?pageID=gov3terminal&L=3&L0=Home&L1=Legislation+%26+Executive+Orders&L2=Executive+Orders&sid=Agov3&b=terminalcontent&f=Executive+Orders_executive_order_504&csid=Agov3

http://www.mass.gov/ITD

http://www.mass.gov/ITD


(5) in the event of any unauthorized access, destruction, use, modification, disclosure or loss of the personal information (collectively referred to as

the “unauthorized use”): (a) immediately notify the contracting agency if the Contractor becomes aware of the unauthorized use; (b) provide full

cooperation and access to information necessary for the contracting agency to determine the scope of the unauthorized use; and (c) provide full

cooperation and access to information necessary for the contracting agency and the Contractor to fulfill any notification requirements.

Breach of these terms may be regarded as a material breach of this Contract, such that the Commonwealth may exercise any and all contractual rights

and remedies, including without limitation indemnification under Section 11 of the Commonwealth‟s Terms and Conditions, withholding of

payments, contract suspension, or termination. In addition, the Contractor may be subject to applicable statutory or regulatory penalties, including

and without limitation, those imposed pursuant to M.G.L. c. 93H and under M.G.L. c. 214, § 3B for violations under M.G.L. c. 66A.

Bidder/Contractor Name: .

Bidder/Contractor Authorized Signature: .

Print Name and Title of Authorized Signatory: .

Date: .

This Certification may be signed once and photocopied to be attached to any Commonwealth Contract that does not already contain this Certification Language and shall be

interpreted to be incorporated by reference into any applicable contract subject to Executive Order 504 for this Contractor.


23. EXHIBIT B: DOCUMENTATION FOR EXISTING BUDGETING MODULES BUILT WITH ORACLE HYERION PRODUCTS

Exhibit Documents

Exhibit B1- Massachusetts Budget Application (MBA) Massachusetts Budget Application Design Document

Massachusetts Budget Application Phase 1 Project Plan

Massachusetts Budget Application Phase 2 Project Plan

Massachusetts Budget Application RTM

Massachusetts Budget Application Overview and Navigation

Massachusetts Budget Application Personnel Budgeting

Massachusetts Budget Application Agency Spend/Revenue

Massachusetts Budget Application Accessibility Job Aid

Massachusetts Budget Application Account Transfer Job Aid

Massachusetts Budget Application Attaching A Document Job Aid

Massachusetts Budget Application Backfill An Employee Job Aid

Massachusetts Budget Application Supplemental Detail Job Aid

Massachusetts Budget Application FY2013 Workflow Job Aid

Massachusetts Budget Application Getting Started Job Aid

Massachusetts Budget Application LCM Job Aid

Massachusetts Budget Application User Preferences Job Aid

Massachusetts Budget Application User Preferences Revenue Forms Job Aid

Smart View Search Account-Employee Job Aid

Smart View Select An Appropriations Type

AT – BLD Job Aid

BLD Job Aid

Exhibit B2 – MassCap (Capital Budget Application) MassCap RTM

MassCap Technical Design Document

MassCap Attaching Documents

MassCap Copying Data Between Versions

MassCap Setting User Preferences

Exhibit B3 – MBA Executive Dashboards Executive Dashboard Design

Executive Dashboard RTM

Exhibit B4 - Governor‟s Budget Dashboards and BI

Publisher Print Version (line item version)

Governor‟s Budget Data Dictionary

Dashboard Functional Design and Technical Design

Dashboard RTM

Exhibit B5 - Governor‟s Budget Dashboards and BI Governor‟s Budget Data Dictionary


Publisher Print Version (program version) Project Plan

Program Budgeting RTM

Note: All the documents listed in the sub-sections below are available under the ‘Specifications’ tab of the RFQ posting.

23.1 Exhibit B1 – Massachusetts Budget Application (MBA)

23.1.1 Massachusetts Budget Application Design Document

Exhibit B1.1 - MBA Design Document_9_2010_ v1

23.1.2 Massachusetts Budget Application Phase 1 Project Plan

Exhibit B1.2 - MBA Project_7_11_2011_ v1

23.1.3 Massachusetts Budget Application Phase 2 Project Plan

Exhibit B1.3 - MBA Phase 2 - Project Plan_Nov 30 2011_v1

23.1.4 Massachusetts Budget Application Requirements Traceability Matrix (RTM)

Exhibit B1.4 - MBA Commonwealth of Massachusetts_RTM_WordVersion_6 24_2010

23.1.5 Massachusetts Budget Application Overview and Navigation

Exhibit B1.5 - MBA Overview & Navigation

23.1.6 Massachusetts Budget Application Personnel Budgeting

Exhibit B1.6 - MBA Personnel Budgeting


23.1.7 Massachusetts Budget Application Agency Spend/Revenue

.

Exhibit B1.7 - MBA Agency Spend-Revenue

23.1.8 Massachusetts Budget Application Accessibility Job Aid

Exhibit B1.8 - MBA Accessibility Job Aid

23.1.9 Massachusetts Budget Application Account Transfer Job Aid

Exhibit B1.9 - MBA Account Transfer Job Aid - Part 1

Exhibit B1.9 - MBA Account Transfer Job Aid - Part 2

23.1.10 Massachusetts Budget Application Attaching A Document Job Aid

Exhibit B1.10 - MBA Attaching A Document Job Aid - Part 1

Exhibit B1.10 - MBA Attaching A Document Job Aid - Part 2

23.1.11 Massachusetts Budget Application Backfill An Employee Job Aid

Exhibit B1.11 - MBA Backfill An Employee Job Aid

23.1.12 Massachusetts Budget Application Supplemental Detail Job Aid

Exhibit B1.12 - MBA Details Job Aid

23.1.13 Massachusetts Budget Application FY2013 Workflow Job Aid

Exhibit B1.13 - MBA Workflow Job Aid - Part 1




23.1.14 Massachusetts Budget Application Getting Started Job Aid

Exhibit B1.14 - MBA Getting Started Job Aid

23.1.15 Massachusetts Budget Application LCM Job Aid

Exhibit B1.15 - MBA LCM Job Aid

23.1.16 Massachusetts Budget Application User Preferences Job Aid

Exhibit B1.16 - User Preferences Job Aid

23.1.17 Massachusetts Budget Application User Preferences Revenue Forms Job Aid

Exhibit B1.17 - Revenue Forms Job Aid

23.1.18 Smart View Search Account-Employee Job Aid

Exhibit B1.18 - Smart View Search Job Aid

23.1.19 Smart View Select An Appropriations Type

Exhibit B1.19 - Smart View Select Appropriations - Part 1

Exhibit B1.19 - Smart View Select Appropriations - Part 2


23.1.20 AT – BLD Job Aid

Exhibit B1.20 - AT - BLD Job Aid

23.1.21 BLD Job Aid

Exhibit B1.21 - BLD Job Aid

23.2 Exhibit B2 – MassCap (Capital Budget Application)

23.2.1 MassCap RTM

Exhibit B2.1 - MassCap Capital Budgeting Requirement Matrix Working Version 10_22_12_v2

23.2.2 MassCap Technical Design Document

Exhibit B2.2 MassCap Capital Budgeting System Technical Design_9_22_2011_v2

23.2.3 MassCap Attaching Documents

Exhibit B2.3 - MassCap Attaching Documents - Part 1



23.2.4 MassCap Copying Data Between Versions

Exhibit B2.4 - MassCap Copying Data Between Versions


23.2.5 MassCap Setting User Preferences

Exhibit B2.5 - MassCap Setting User Preferences

23.3 Exhibit B3 – MBA Executive Dashboards

23.3.1 Executive Dashboard Design

Exhibit B3.1 - ANF Executive Dashboard Design_10_24_2012_R1.0 - v1.3

23.3.2 Executive Dashboard RTM

Exhibit B3.2 - ANF Dashboards RTM_10_22_2012_v1.2

23.4 Exhibit B4 - Governor’s Budget Dashboards and BI Publisher Print Version (line item version)

23.4.1 Governor’s Budget Data Dictionary

Exhibit B4.1 - Budget Phase II Data Dictionary_06_28_2012_ v1.11_PART II

23.4.2 Dashboard Functional Design and Technical Design

Exhibit B4.2 - Dashboard FD & TD_06_28_2012_v1.1_PART I

23.4.3 Dashboard RTM

Exhibit B4.3 - Gov Budget RTM_10_22_2012_ v1.0


23.5 Exhibit B5 - Governor’s Budget Dashboards and BI Publisher Print Version (program version)

23.5.1 Governor’s Budget Data Dictionary

Exhibit B5.1 - GovBudget_Data_Dictionary_10_22_2012_DRAFT_v3

23.5.2 Project Plan

Exhibit B5.2 - Phase 3 Project Plan_10_22_2012_v1

23.5.3 Program Budgeting RTM

Exhibit B5.3 - Program Budgeting RTM_10_22_2012_DRAFT_ v1

24. EXHIBIT C: DRAFT REQUIREMENTS FOR PROPOSED PROGRAM BUDGET SOLUTION

Exhibit Documents

Exhibit C1 – Program Crosswalk Module: interim solution

currently in use to crosswalk accounts to programs

Program Crosswalk Module

Exhibit C2 - Program Budget Module Draft Requirements

MMARS Pilot Slides

Draft Project Plan

Note: All the documents listed in the sub-sections below are available under the ‘Specifications’ tab of the RFQ posting.

24.1 Exhibit C1 – Program Crosswalk Module: interim solution currently in use to crosswalk accounts to programs

Exhibit C1.1 - Program Budgeting Technical Design_6_22_2012_v1


24.2 Exhibit C2 - Program Budgeting Solution

24.2.1 Program Budget Solution: Draft requirements for new solution to be built under the fixed price portion of this RFQ

Exhibit C2.1 - Draft Program Budgeting Requirements Matrix 11_01_12

24.2.2 MMARS Pilot draft project plan and overview of MMARS pilot to report actual spending on programs included under the fixed

price portion of this RFQ

Exhibit C2.2A - MMARS Pilot Slide

Exhibit C2.2B - Phase 3 Project Plan_10_22_2012_v1