1. RFR DOCUMENT- AGR-MA-Vet-Voucher-Program-FY26.pdf

Massachussetts Department of Agricultural Resources (MDAR) Departmental RFR- Request for Response

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Energy and Environmental Affairs

MDAR- MASSACHUSETTS DEPARTMENT OF AGRICULTURAL RESOURCES

100 Cambridge Street, 9th Floor

BOSTON, MA 02114

DEPARTMENTAL REQUEST FOR RESPONSE (RFR)

Bid #: BD-26-1002-1003-001-121108

RFR File # AGR-MA-Vet-Voucher-Program-FY26

FOR

MDAR is seeking licensed veterinarians to be added to the Qualified Contractor List for the Mass Animal Fund Spay/Neuter Voucher Program

This is a Rolling RFR. Proposals will be accepted until March 1, 2034.

Purchasing Department: MA Department of Agricultural Resources Address: 100 Cambridge St. 9th Floor, Boston, MA 02114 Procurement Contact: Robert Monahan Email: robert.monahan@mass.gov mailto:robert.monahan@mass.gov

DEPARTMENTAL REQUEST FOR RESPONSE

Qualified Contractor List- Mass Animal Fund Veterinarians- Spay & Neuter Program

RFR # AGR-MA-Vet-Voucher-Program-FY26

ISSUE DATE: September 26, 2025

Purchasing Department Department of Agricultural Resources Address 100 Cambridge Street, 9th Floor, Boston MA 02114 Program Contact Sheri Gustafson E-Mail Address Sheri.Gustafson@mass.gov RFR Name/Title Qualified Contractor List- Mass Animal Fund Veterinarians RFR Number AGR-MA-Vet-Voucher-Program-FY26 COMMBUYS Bid Number BD-26-1002-1003-001-121108 UNSPSC Code 70-12-20, Animal Health

1. Description or Purpose of Procurement:

BACKGROUND: Section 1 of Chapter 193 of the Acts of 2012 created the Massachusetts Homeless Animal Prevention and Care Fund (the "Mass Animal Fund"). The Mass Animal Fund is administered by the Massachusetts Department of Agricultural Resources ("Department") used to end the problem of animal homelessness in Massachusetts.

PURPOSE OF PROCUREMENT: The Mass Animal Fund is seeking licensed veterinarians (“Contractors”) to be added to the Qualified Contractor List and participate in the spay/neuter voucher program (“Program”). The fund is used to offset costs associated with the vaccination, spaying, and neutering of homeless dogs and cats;

to offset costs associated with the vaccination, spaying, and neutering of dogs and cats owned by low-income residents; and to assist with the training of animal control officers.

1.1. SELECTED APPLICANTS

Contractors that are awarded a contract with the MDAR will be added to a Qualified Contractor List so that the Department has a ready source of Contractors ready to participate in the Program. Qualified Contractor Lists do not guarantee work for any Contractor and the Department is under no legal obligation to use any or all of the Qualified Contractors.

1.2. ELIGIBLE APPLICANTS:

Participating Contractors must:

• Be actively licensed to practice veterinary medicine and be employed by a veterinary clinic, hospital, shelter within the state they are licensed for.

• Be compliant with state-mandated reimbursement documentation requirements and procedures and maintain open communication with the coordinator of the Mass Animal Fund about their participation in the Program.

• Be willing to assist in providing information about the Mass Animal Fund tax check-off.

• Understand that the needs of the Program will vary month to month and year to year and will be contingent upon the local population and clients’ choice of veterinary service provider.

• Provide spay/neuter services –admit an animal for an initial exam, vaccinations, and surgery all on the same day whenever possible.

• Be willing and able to schedule spay/neuter surgery within 60 days of any voucher recipient’s request for services.

• Provide the following to cats/dogs under the Program:

o DHPP/FVRCP and rabies vaccines;

mailto:Sheri.Gustafson@mass.gov

RFR # AGR-MA-Vet-Voucher-Program-FY26 o anesthesia and pain management medications;

o spay/neuter surgery;

o IV fluids (if necessary);

o blood tests (if necessary);

o additional medications (if necessary); and o additional supplies (if necessary).

1.3. ANTICIPATED EXPENDITURES AND COMPENSATION STRUCTURE

Contractors shall provide the above services to the voucher recipient and for flat-fee reimbursement from the Mass Animal Fund, using the current pay schedule.

• Current Rates are posted here:

o https://www.mass.gov/guides/mass-animal-fund-voucher-program-partner-resources#-voucher-program-reimbursement-rates-

• Rates are periodically updated and posted at the above website. Notifications will be sent to all existing Qualified Contractors when there are changes to the pay schedule or other legislative changes to the program.

• Contractors will be reimbursed for services performed and shall invoice the Department monthly.

Estimated Annual Value of this Entire Procurement: Small Procurement (less than $250,000).

The funding for any contract resulting from this procurement is conditioned upon receipt of Departmental funds.

1.4. CONTRACT PERFORMANCE AND SPECIFICATIONS

Unless otherwise specified by the Department, the contractor will be expected to:

• All services shall be performed in a manner consistent with sound veterinary practices and USDA- APHIS guidelines

• Complete services in a timely manner and submit invoices and required documents at least once a month to the Department.

1.5. INSTRUCTIONS FOR APPLICATION PREPARATION FOR SUBMISSION:

Interested Veterinary offices may initially contact to review the program if they have initial questions regarding the program.

Sheri Gustafson Spay/Neuter Community Liaison- Massachusetts Animal Fund Massachusetts Department of Agricultural Resources 100 Cambridge Street, 9th Floor, Boston, MA 02114 E: sheri.gustafson@mass.gov P: 617-626-1740

Interested applicants must submit the following, via COMMBUYS to be considered complete proposals:

• Completed Attachment A- APPLICATION COVER SHEET (Required)

• Completed Attachment B- Prompt Pay Discount Form (Required) https://www.mass.gov/guides/mass-animal-fund-voucher-program-partner-resources#-voucher-program-reimbursement-rates-https://www.mass.gov/guides/mass-animal-fund-voucher-program-partner-resources#-voucher-program-reimbursement-rates-mailto:sheri.gustafson@mass.gov

Documents should be combined into as few attachments as possible.

COMMBUYS Submission Requirement:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see the RFR Documents- #4, c & d.

Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

1.6. EVALUATION CRITERIA:

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, SBPP participants are encouraged to respond. Those that meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract.

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

In order to be eligible for inclusion on the Qualified Contractors List, the applicant must meet the criteria in section 1.3 of this RFR.

Must have the ability to perform these services to the satisfaction of the Department.

The selected Contractor(s) must be in good standing with the Department.

1.7. REVIEW PROCESS:

Submissions will be accepted during the entire contract period and the RFR will remain open and interested applicants who submit a complete proposal will be evaluated based on their experience, references, and meeting the licensure requirements. Those applicants who meet the criteria will be added to a Qualified Contractor List (master agreement) and be eligible to participate in the Program. The Department may request references before entering into a contract with a Provider.

https://www.commbuys.com/bso/

2. Applicable Procurement Law

Check Type of Purchase Applicable Laws Executive Branch Goods & Services

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

3. Bid Calendar Type:

Check Category ROLLING- Submissions will be accepted during the entire period listed below.

Bidders may submit a Response up to and including the Last Submission Date, March 1, 2034.

4. Acquisition Method:

Check Category

Fee-For-Service

5. Estimated Value of the Contract

Check Annual Estimate Per Vendor, Per Department Small Procurement (</= $250,000) Large Procurement (> $250,000)

6. Whether Single or Multiple Contractors are Required for Contract:

Check Number of Contractors Single Contractor Multiple Contractors

7. Entities Eligible to Use the Resulting Contract

Check Eligible Entities

Limited User Contract – Restricted to Use by Defined Entities Only:

• DAR- Department of Agricultural Resources

Contracts issued under this Procurement will be Limited Departmental Contracts executed between the Contractor and the Department and will not be considered a Statewide Vendor or Contract.

8. Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration

Number of Options

Number or Years/Months Instructions

Initial

Up to 9 years depending on contract Effective Start Date

The earliest contract Effective Start Date will be November, 2025. The contract end date will be June 30, 2034, regardless of the Effective Start Date of the contract.

Renewal Options None None There will be no options to renew.

Total Maximum Contract

Up to 9 years depending on contract Effective Start Date

The earliest contract Effective Start Date will be November 1, 2025. Applications will be evaluated and awarded on a rolling basis. The contract end date will be June 30, 2034, regardless of the Effective Start Date of the contract.

The actual start date will be the Contract Effective Date, which is the date the Contract is executed by the Department.

The Purchasing Department may execute a contract with a Bidder that is determined to meet the criteria and necessary qualifications of a Qualified Contractor up to the COMMBUYS Opening Date of March 1, 2034.

Existing Contracts can be amended by the Department during Contract duration as needed and agreed upon terms with the Vendor(s).

The contract end date will be June 30, 2034, regardless of the Effective Start Date of the contract.

9. Fiscal Terms:

9.1.1. Commonwealth Tax Exemption: Invoices or invoices submitted to Massachusetts government entities must not include sales tax.

9.1.2. Prompt Payment Discount Form: REQUIRED to Complete as directed below; include with online submission. Pursuant to the Prompt Payment Discount terms set forth in the RFR Required Specifications for Contracts and on the Prompt Payment Discount Form itself, all Bidders must execute this form. After entering the “Bidder Name” and “Date of Offer for Prompt/Early Payment Discount,” the Bidder must identify the prompt payment discount(s) terms by indicating the “Percentage Discount off of the Proposed Pricing” and the “Turn-around-time for Payments.” In the event of a hardship that prevents the Bidder from offering any prompt payment discount, the Bidder must document this fact on their submitted for and provide justification. If awarded a contract, the final negotiated prompt payment discounts should be reflected on the Commonwealth Standard Contract Form.

9.1.3. Payment Terms: Contractor shall submit monthly invoices, including a detailed report showing completed, agreed services provided. Payments are processed within a 45 day payment cycle through EFT, in accordance with the Commonwealth Bill Paying Policy for investment and cash flow purposes. Departments may NOT negotiate accelerated payments and Payees are NOT entitled to accelerated payments UNLESS a prompt payment discount (PPD) is provided to support the Commonwealth’s loss of investment earnings for this earlier payment, or unless a payment is legally mandated to be made in less than 45 days.

9.1.4. Commonwealth Terms & Conditions: Vendors may submit a copy of their standard agreement terms and conditions for review and to be incorporated. However, the Commonwealth of Massachusetts Terms & Conditions supersede any vendor’s terms and conditions, and all vendors are required to agree to the Commonwealth of Massachusetts Terms & Conditions as a condition of contracting with the Department by only signing the Commonwealth Standard Contract Form.

9.1.5. Deliverable Ownership & Credit Due: Copies of all materials created by the Contractor shall be submitted to the Department. At no point shall the Contractor hold him or herself out as an employee of the Department, utilize Department letterhead or logos, or any other Department materials without the express written consent of the Department.

10. SMALL BUSINESS PURCHASING PROGRAM (SBPP): APPLICABLE

As the estimated annual value, Per Vendor, Per Department is less than $250,000.00.

10.1. Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below

10.2. SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

10.3. SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

5. Non-profit firms also must be registered as a non-profit or charitable organization with the MA

Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

10.4. SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.commbuys.com/bso/ http://www.mass.gov/sbpp

10.5. Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

11. SUPPLIER DIVERISITY PLAN (SDP): NOT APPLICABLE

As the estimated annual value, Per Vendor, Per Department is less than $250,000.00

Program Background for Reference:

Pursuant to Executive Order 599the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see link for more information) by the Supplier Diversity Office (SDO).

Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

12. ENVIRIONMENTALLY PREFERABLE PRODUCTS:

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

13. ESITMATED PROCUREMENT CALENDAR

Procurement Activity Date

Bid Release Date September 26, 2025 Deadline for Responses (“Bid Opening Date/Time” in COMMBUYS) March 1, 2034

Notification of Apparent Successful Bidder(s) (Estimated)

Applications will be evaluated on a Rolling Basis and awardees will be notified as Approved by the Department

Estimated Contract Start Date: This is the approximate start date. The actual start date will be the Contract Effective Date.

The actual start date will be the Contract Effective Date which is the date the Contract is executed and countersigned by the Department.

Contract End Date: The contract end date will be June 30, 2034, regardless of the Effective Start Date of the contract.

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

RFR # AGR-MA-Vet-Voucher-Program-FY26

14. RFR DISTRIBUTION METHOD:

This RFR has been distributed by MDAR’s Farm and Market Newsletter, posted to the program’s website at www.mass.gov/agr, and by a distribution list of requested applicants.

This RFR has been distributed electronically via COMMBUYS. It is the responsibility of every applicant to check COMMBUYS for any addenda or modifications to an RFR to which they intend to respond. The Commonwealth of Massachusetts and its subdivisions accept no liability and will provide no accommodations to applicants who fail to check for amended RFRs and submit inadequate or incorrect responses. Potential Respondents are advised to check the “last change” field on the summary page of RFRs for which they intend to submit a response to ensure they have the most recent RFR files.

Respondents may not alter RFR language or any RFR component files. Those submitting a proposal must respond in accordance with the RFR directions and complete only those sections that prompt a Respondent for a response. Modifications to the body of this RFR, specifications, terms and conditions, or which change the intent of this RFR are prohibited. Any unauthorized alterations will disqualify response.

15. ONLINE QUESTIONS (COMMBUYS Bid Q&A):

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.

16. Required Forms Responses to this RFR must contain the following documents (X), as well as any additional required documents detailed in section 1.5 INSTRUCTIONS FOR APPLICATION PREPARATION FOR SUBMISSION:

Check if REQUIRED Form/Document Notes/Instructions

Attachment A- APPLICATION Cover Sheet- REQUIRED Electronic Submission Attachment B- Prompt Pay Discount Form- REQUIRED Electronic Submission

Required only if awarded a contract with the Department.

1. Standard Contract Form& Instructions

2. Commonwealth Terms and Conditions

3. Contractor Authorized Signatory Listing

4. W9- Tax Identification Form

5. EFT- Electronic Funds Transfer Form

Posted with the Bid on COMMBUYS. For reference only now, DO NOT complete.

Additional Environmentally Preferable Products/Practices NA Supplier Diversity Plan Form (SDP Plan Commitment) NA Business Reference Form NA- Part of Application Form

The above attachments are available as part of the Bid record on COMMBUYS http://www.mass.gov/agr http://www.commbuys.com/

RFR # AGR-MA-Vet-Voucher-Program-FY26

17. RFR Attachments

1. RFR- (This document)

2. Attachment A: APPLICATION Form (Required with Submission)

3. Attachment B: Prompt Pay Discount Form (Required with Submission)

4. Attachment C: OSD Required Specifications for RFRs

Additional Attachments included in the COMMBUYS Bid

• MDAR Instructions- Abbreviated How To Submit a COMMBUYS quote Instructions

Appendix a: Evaluation Criteria- OSD Requirement to be posted separately in addition to included in the RFR document.

Appendix b: REVIEW ONLY- Contract Forms needed only IF awarded Appendix c: Job Aid- How to Register as a Vendor in COMMBUYS Appendix d: OSD Instructions for Vendors Responding to Bids

AGR-MA-Vet-Voucher-Program-FY26

Updated: September-2025

Qualified Contractor List- Mass Animal Fund Veterinarians

ATTACHMENT A- APPLICATION COVER SHEET

Required with Submission

Date:

CONTRACTOR INFORMATION:

Legal Name:

Contractor, Business or Municipality:*

Legal Address City, Town, Zip Main Phone: Email:

Contact Name:

Contact Phone: Email:

*Note: All legal contractor names must match Tax ID numbers associated with the legal name being referenced

If different from above:

Do Business As d/b/a:

Address:

City, Town, Zip Contact Name:

Contact Phone: Email:

Alt Phone: Alt Email:

Veterinarian Name & License Number:

# NAME LICENSE NUMBER

1.

2.

3.

4.

5.

OFFICE OF THE COMPTROLLER

PROMPT PAY DISCOUNT FORM REQUIRED WITH SUBMISSION

info.comptroller@mass.gov

Contractor/Bidder Name

Vendor Code (VCUST) Contract/RFR Number(s)

All contractors/vendors doing business with the Commonwealth must provide a Prompt Payment Discount (PPD) for receiving early payments unless the Contractor/vendor can provide compelling proof that providing a prompt pay discount would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Contractors who agree to accept Electronic Funds Transfer (EFT) increase the prompt pay benefit by ensuring that funds are paid directly to their designated bank accounts, thus eliminating the delay of check clearance policies and traditional mail lead time. Payments processed through the state accounting system (MMARS) can be tracked and verified through the Comptroller’s VendorWeb system using the Vendor/Customer Code assigned to you by a Commonwealth department.

The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. While Bidders/Contractors have flexibility in determining the actual % discount(s) offered to the Commonwealth, the discount(s) must be identified for 10, 15, 20 and/or 30 days for payment issuance in the column entitled “% Discount Off Proposed Price” below.

The Commonwealth may use the prompt pay discounts submitted as a basis for selection and may negotiate discounts as deemed in the best interest of the Commonwealth. The requirement to offer PPD discounts may be waived by the Commonwealth on a case-by-case basis if participation in the program would be unduly burdensome, provided the specific reason for the hardship is outlined below.

All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed below and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

If internal Bidder/Contractor systems require an alternate method of measuring payment issue dates, the Bidder/Contractor must note the issues below or on an attached page if necessary to be considered by the PMT. In cases where the Bidder/Contractor considers that offering a Prompt Payment Discount would be a hardship, the Bidder must clearly define the issues and reasons for said hardship. Providing volume discounts or other discounts on prices is not considered a hardship, since the PPD provides the additional benefit of early cash flow for the Contractor.

Enter the Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed, if the payment is issued within the specified Payment Issue days. For example:

5% - 10 Days 4% - 15 Days 3% - 20 Days 2% - 30 Days

If no discount is offered enter 0% and complete hardship field.

Prompt Payment Discount % Payment issue date within

% 10 Days % 15 Days % 20 Days % 30 Days

The Contractor is unable to provide a prompt payment discount due to the following hardship

Contractor/Bidder Authorized Signature Date

Contractor/Bidder Authorized Signatory Name Title

Attachment B mailto:CTR-HR@mass.gov https://massfinance.state.ma.us/VendorWeb/vendor.asp robert.monahan Cross-Out

Robert.Monahan Highlight

Robert.Monahan Highlight

Robert.Monahan Highlight

Robert.Monahan Highlight

Robert.Monahan Highlight

Robert.Monahan Highlight

ATTACHMENT C

RFR - Required Specifications for Commodities and Services Revision Date: July 10, 2024

Sensitivity level - low

In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions. However, the following RFR provisions must appear in all Commonwealth departmental competitive procurements conducted under 801 CMR 21.00.

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. Additional definitions also may be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

1. COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

It is each Bidder’s responsibility to check COMMBUYS for:

• Any amendments, addenda, or modifications to this Bid, and

• Any Bid Q&A records related to this Bid.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

2. COMMBUYS Registration. Bidders may elect to register for a free COMMBUYS Seller account which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: 1) they will maintain an active seller account in COMMBUYS; 2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; 3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; and 4) in the event the Commonwealth adopts an alternate e-procurement platform, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/glossary-of-terms.html

Sensitivity level - low

COMMBUYS uses terminology with which bidders must be familiar to conduct business with the Commonwealth. To view this terminology and to learn more about COMMBUYS, please visit the Learn about COMMBUYS Resources page on mass.gov.

3. Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.

4. Quote Content. Bid specifications for delivery, shipping, billing, and payment will prevail over any proposed Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.

5. Supplier Diversity Office (SDO) Programs. Pursuant to Executive Order 599, the Commonwealth supports the use of diverse and small businesses through the Small Business Purchasing Program (SBPP) and the Supplier Diversity Program (SDP). Based on the estimated value of the procurement, one of the above-mentioned programs shall be applicable to this RFR. For more information on the program that applies to this solicitation, see the body of this RFR.

6. Small Business Purchasing Program (SBPP)

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract.

Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP webpage, http://www.mass.gov/sbpp.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP Webpage, or contact the SBPP Help Desk at sbpp@mass.gov.

https://www.mass.gov/learn-about-commbuys-resources?_ga=2.24616762.1416695406.1632336759-758386467.1632336759 https://www.mass.gov/learn-about-commbuys-resources?_ga=2.24616762.1416695406.1632336759-758386467.1632336759 https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.commbuys.com/bso/ http://www.mass.gov/sbpp mailto:sbpp@mass.gov

Sensitivity level - low

7. Supplier Diversity Program (SDP)

Program Background. Pursuant to Executive Order 599, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

Financial Commitment Requirements. All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

• Minority-Owned Business Enterprise (MBE)

• Minority Non-Profit Organization (M/NPO)

• Women-Owned Business Enterprise (WBE)

• Women Non-Profit Organization (W/NPO)

• Veteran-Owned Business Enterprise (VBE)

• Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

• Disability-Owned Business Enterprise (DOBE)

• Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships. Bidders and Contractors may engage SDP Partners as follows:

• Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

• Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs. These may include but are not limited to the following examples: professional services (e.g., IT, legal, advertising, HR, accounting etc.), maintenance services (e.g., cleaning, landscaping, tradespersons services, etc.), office expenses (e.g., office supplies, furniture, IT supplies, etc.).

Anything declared as a business expense in which a certified vendor is used would qualify.

Other types of business-to-business relationships are not acceptable under this contract. If subcontracting is proposed, it must meet all the subcontracting provisions (if any) listed in this RFR.

Program Flexibility. The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/sdp https://www.mass.gov/supplier-diversity-office

• SDP Partners are not required to be subcontractors.

• SDP Partners are not required to be Massachusetts-based businesses.

• SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements. All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, their subsidiaries, or affiliates as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

• Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business Certification (VetCert) directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

• Certified by one of SDO’s recognized third-party certification bodies but not yet listed in the SDO Directory of Certified Businesses: Such partners must be certified in eligible categories by one of SDO’s recognized third-party certification bodies, which include the City of Boston, the Greater New England Minority Supplier Development Council (GNEMSDC), the Center for Women & Enterprise (CWE), Disability: IN, National LGBT Chamber of Commerce (NGLCC), or the National Veteran Owned Business Association (NaVOBA) but have not yet opted to be listed in the SDO Directory of Certified Businesses. In order to opt into SDO’s Directory of Certified Businesses, the SDP partner must follow the applicable expedited instructions on SDO’s Apply for Recognition as a Third-Party Certified Business webpage. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

• Not yet certified or recognized by the SDO or one of SDO’s recognized third-party certification bodies: Such partners must be certified in eligible categories by other third-party certification bodies that are not yet recognized by the SDO, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, or the Women Business Enterprise National Council, but are not listed in the above-mentioned directories. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee may be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable for Bidders to provide a description of supplier diversity businesses practices. Specifically, listing contact information for the individual or unit responsible for establishing and maintaining supplier diversity relationships, and including a written policy for establishing and maintaining supplier diversity relationships.

https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://www.boston.gov/departments/supplier-diversity#get-your-business-certified https://gnemsdc.org/certification/ https://gnemsdc.org/certification/ https://www.cweonline.org/ https://www.cweonline.org/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://nglcc.org/lgbtbe-certification/ https://www.navoba.org/certification https://www.navoba.org/certification https://nmsdc.org/login/?redirect_to=https://nmsdc.org/?page_id=47261 https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ http://www.mass.gov/sdo https://www.mass.gov/forms/take-the-certification-self-assessment

It also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives (if any) related to engaging, buying from, and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

• Serving as a mentor in a mentor-protégé relationship.

• Technical and financial assistance provided to diverse businesses.

• Participation in joint ventures between nondiverse and diverse businesses.

• Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Evaluation of SDP Forms. To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

SDP Spending Reports. After contract award, Contractors must submit reports at least annually to demonstrate compliance with the agreed-upon SDP Commitment. To submit SDP spending reports using the Hub, Contractors must first create a profile in the Hub. Once registered, awarded contractors must report information such as, but not limited to, SDO or SDO-recognized SDP partner(s), spend with SDO partner(s), and total contract sales. Contractors must follow report submission instructions from the issuing department and the SDO.

SDP Spending Compliance. Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business Certification (VetCert) directory shall be counted toward a Contractor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment.

It is the responsibility of the Contractor to ensure they meet their SDP Commitment, and the SDO and the issuing department assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

SDP Spending Verification. The SDO and the contracting department reserve the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

Program Resources and Assistance. Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

8. Agricultural Products Preference (only applicable if this is a procurement for Agricultural Products).

Chapter 123 of the Acts of 2006 directs the State Purchasing Agent to grant a preference to products of agriculture grown or produced using locally grown products. Such locally grown or produced products shall be purchased unless the price of the goods exceeds the price of products of agriculture from outside the Commonwealth by more than 10%. For purposes of this preference, products of agriculture are defined to include any agricultural, aquacultural, floricultural, or horticultural commodities; the growing and harvesting of forest products; the raising of livestock, including horses; raising of domesticated animals, bees, and/or fur-bearing animals; and any forestry or lumbering operations.

9. Best Value Selection and Negotiation. The Strategic Sourcing Services Team or SSST may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The SSST and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ http://www.mass.gov/sdp mailto:sdp@mass.gov

10. Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SSST regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

11. Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

12. Costs. Costs which are not specifically identified in the bidder’s response and accepted by a department as part of a contract will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

13. Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor to keep current on COMMBUYS the email address of the bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the SSST, including requests for clarification. The SSST and the Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective bidder’s/awarded contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the SSST to be lost or rejected by any means including email or spam filtering.

14. Electronic Funds Transfer (EFT). All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder is able to provide…