1. RFR DOCUMENT- AGR-OnlineExams-FY26.pdf

Massachussetts Department of Agricultural Resources (MDAR) Departmental RFR

COMMONWEALTH OF MASSACHUSETTS

MDAR- MASSACHUSETTS DEPARTMENT OF AGRICULTURAL RESOURCES

100 Cambridge Street, 9th Floor

BOSTON, MA 02114

DEPARTMENTAL REQUEST FOR RESPONSE (RFR)

RFR File # AGR-OnlineExams-FY26

BD-26-1002-1003-001-121117

FOR

The Department seeks applicants for the acquisition of a company that can provide various exams administered online.

Purchasing Department: MA Department of Agricultural Resources

Address: 100 Cambridge St. 9th Floor, Boston, MA 02114

Program Manager: Robert Monahan

Email: Robert.Monahan@mass.gov mailto:Robert.Monahan@mass.gov

DEPARTMENTAL REQUEST FOR RESPONSE

Massachusetts Department of Agricultural Services MDAR

Purchasing Department Department of Agricultural Resources‐ MDAR Address 100 Cambridge St, 9th Floor, Boston, MA 02114‐2151 Procurement Contact Robert Monahan E‐Mail Address Robert.Monahan@mass.gov RFR Name/Title AGR‐OnlineExams‐FY26 COMMBUYS Bid Number BD-26-1002-1003-001-121117 UNSPSC Code: 86-11-15- Distance Learning Services

1. Description or Purpose of Procurement:

The Massachusetts Department of Agricultural Resources (“MDAR”) seeks to establish a relationship with a company that can provide various exams to be administered online. Access should be available on demand. MDAR provides approximately 2500 exams per year. There are 30 exams, each being 125 questions long and range from one hour and 45 minutes to 2 hours and 30 minutes.

MDAR will provide the examinations to the Contractor.

Currently the examinations would be for Pesticide Licensing and Spotted Lanternfly Training, but the Department may utilize this Contract for future topics if they arise.

1.1. Specifications:

The vendor shall provide services that allow for an individual (“Examinee”) to take a Department exam (“Exam”) online and the Department to access the system and results. Exam scenarios include:

• Option 1: Standard Online Exam Administration o Allow an exam applicant (“Examinee”) to take the exam any time of the day and any day of the week.

o Provide safety precautions ensuring the integrity of the exam questions along with ensuring the Examinee is the individual who signed up for the Exam.

o Safety Precautions during the Exam shall include at a minimum the following:

Identification screen using facial recognition;

Proctoring of the Exam;

Room screens to ensure there is no one else in the rooms;

Monitor the exam using Artificial Intelligence (“AI”) to flag any suspicious activity;

The exam session flags must be reviewed by a live individual to determine if cheating has occurred; and Limits on Examinee actions when taking the Exam such as but not limited to:

• no screenshots,

• no more than one window open

• restrictions on web searching

• Make available and maintain a platform that holds exam questions.

mailto:Robert.Monahan@mass.gov o Provide MDAR with access to its exam questions once within the platform to allow for but not limited to additions, deletions, and question evaluation.

o Provide training to MDAR on how to use the exam platform.

o Provide exam results to MDAR within twenty-four (24) hours, unless other timelines are agreed upon by the contracting parties depending on the type of Exam or Situation, which will be done in a manner that is most effective to work with MDAR’s current online license system.

o Charge exam fees directly to the Examinee when they sign up to take the exam, which shall be the only fees charged.

o If additional costs, fees are required to be paid by MDAR, Contractor shall notify MDAR before incurring such costs, fees.

o Shall not share any information or results with anyone but the Examinee and

MDAR.

• Option 2: Department Specific Program Customization o Department access its exam/knowledge check questions to allow for but not limited to question creation, additions, and deletions.

o Provide Department with access to its training video to allow for but not be limited to additions and/or deletions or replacement with updated videos as needed.

o Provide training to the Department on how to use the exam/training platform.

o Provide information to the user as to how to use the exam/training platform.

o Provide a certificate of completion as agreed upon by the Department to the

Examinee/Trainee within twenty‐four (24) hours of taking the exam and correctly answering any knowledge check questions unless other timelines are agreed upon by the contracting parties.

o Provide access to Department to the list of individuals that have accessed the training, including but not limited to the following data: who accessed the training and when, who took the trainings, what business they are associated with, the business location, who answered the knowledge checks and what their responses were, and who received a certificate of completion.

Department should also be able to export this data (preferably in Excel format) in order to keep track of metrics and to evaluate applicant performance.

o Information or results shall not be shared with anyone but the Examinee and

MDAR.

• Option 3: Other Vendor Capabilities o Vendor may include information about other capabilities, not described above, that they feel may be of interest or future interest to the Department.

The online services shall include general safety precautions ensuring the integrity of the exam questions along with ensuring the examinee is the individual who signed up for the Exam. These shall include the following at a minimum:

• Identification screen using facial recognition;

• Proctoring of the Exam;

o The vendor shall deliver the Exam to the Examinee and provide instructions explaining how to take the Exam along with any other information the Department deems necessary.

o The Vendor shall proctor the entire Exam for every Examinee.

• Room screens to ensure there is no one else in the rooms;

• Artificial Intelligence (AI) or live capabilities to recognize possible cheating during the

Exam. If AI is used, session must be monitored/reviewed by a live individual to flag actions;

• Limits on examinee actions when taking the Exam (no screenshots, more than one window open etc.);

• Exam is timed;

• The Vendor shall have a platform that holds exam questions;

• The Vendor shall have the ability to collect fees or “shut off fee collection”;

• Expeditious turnaround time to receive exam results, preferably within twenty-four 24 hours, unless other timelines are agreed upon by the Department depending on the type of Exam or Situation.

1.2. Distribution of Results and Reporting:

The Vendor shall provide Exam results within the agreed upon time. Should there be a request for the Examinee’s results or reports, the Vendor should be able to deliver a report which indicates which questions were answered incorrectly. Additionally, the vendor should be able to deliver reports which indicate if a particular question on the exam is often answered incorrectly.

The Department will work with the Vendor to see what other options are available or would be required.

1.3. Submission Requirements:

Bidders must submit a complete RFR response package electronically in COMMBUYS to include:

• Company Background

• Business background o Years in business o Company Organization chart or description o List any state government customers o Largest customer in Massachusetts

• Description of the initial development, rollout and ongoing support o Include how the Department would access training to test the content and accessibility

• Detailed timeline

• Pricing o Detailed Pricing for the Options 1 & 2 described above Set up Initial and on-going training Monthly or annual Fees

Include cost for Imagery per Vendor/Type Projected annual cost for 3 years o Any additional fees not detailed above

• Business References o Provide up to 3

• Overview of training content author/developer to include expertise

• Outline of available training modules and customization that can be made to meet the

Department’s requirements

• Information on aspects of training content relevant for employees and content relevant to supervisors

• Ability to meet WCAG 2.0 accessibility standard

• Plan to meet required Customer Support needs, including but not limited to:

o Online and PDF versions o Setting up accounts for individual users o Deactivating accounts for users who completed paper-based version o Staffing plan to meet volume of incoming support calls and emails o Setting up and distributing reminder emails o Process for providing compliance reports or providing access to this information

All attachments listed below are required by this RFR and must be completed and uploaded to COMMBUYS with the vendor proposal.

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

1. A Letter of Interest

2. Vendor’s Proposal document addressing your solution’s capabilities and how it can address the needs of the Department including all items detailed above.

3. Prompt Payment Discount Form (Attachment B) REQUIRED with submission

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 Appendix B.

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.

1.4. EVALUATION CRITERIA:

The Department intends to award this Small Procurement to one SBPP participating business(es) and SDO Certified business that provides an overall “best value” to the Commonwealth.

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 https://www.commbuys.com/bso/ described in this solicitation, the SBPP participant shall be awarded the contract. The Department will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

Vendor should create their proposal document detailing all required information from the RFR as well as any additional information that may help in understanding their capabilities. The proposal should be saved in a Word or PDF format to be attached to your on-line Quote submission. Please combine documents into as few attachments as possible.

MDAR will evaluate proposals based on the following criteria:

• Overall quality of response, including responsiveness to this RFR.

• Vendor Capacity

• Includes a project team with time, resources, experience to complete the project.

• A well-justified and detailed budget or fees appropriate to accomplishing the project's objectives and ongoing services.

• Presentation of a realistic timetable outlining the project's activities.

• Past experience with the Department or other Commonwealth Agency.

• Prompt Pay Discount

• Overall Best Value to the Commonwealth.

Vendors 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.

General Evaluation: The Department will consider no responses received after the deadline.

The Department will award Contracts to the most responsive bidder(s) that offers the best value. The fulfillment of the qualifications listed in this RFR, the completion of all required forms as listed in the RFQ, and a determination by the Department that contracting with the bidder will provide the “best value” to the Commonwealth will determine the basis for evaluation. In making this determination, the Department will consider and score a number of factors, including price, experience, geographic location for ease of service, and quality. The Department may disqualify incomplete or inaccurate responses at its own discretion.

1.5. REVIEW PROCESS:

Submissions will be accepted during the entire posting period until the Bid Opening Date and interested applicants who submit a complete proposal will be evaluated based on their experience, references, and meeting the RFR requirements.

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 STANDARD- RFR will not be reopened after the Bid Opening Date (Due Date)

4. Acquisition Method:

Check Category

Fee-For-Service

5. Estimated Value of the Contract Check Annual Contract Value

Small Procurement (</= $250,000)

Large Procurement (> $250,000)

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

Check

Single Contractor

Multiple Contractors

7. Entities Eligible to Use the Resulting Contract Check

Appropriate Eligible Entities

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

• Issuing Department: MDAR- Department of Agricultural Resources

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

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

Contract Duration Number of Options Instructions

Initial Duration January 1, 2026 to June 30, 2033 Renewal Options 0 None Total Maximum Contract Duration Up to @ 6.5 Years

9. Contract Performance and Business Specifications:

9.1. Scope of Services: The Department seeks applicants for the acquisition of a company that can provide various exams administered online.

9.2. Fiscal Terms:

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

9.2.2. Prompt Payment Discount Form: Complete as directed below; MUST be included 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 a prompt payment discount, the Bidder must document this fact and provide supporting information. If awarded a contract, the final negotiated prompt payment discounts should be reflected on the Commonwealth Standard Contract Form.

9.2.3. 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.

9.2.4. Commonwealth Terms & Conditions: Vendors may submit a copy of their standard agreement terms and conditions for review and to be incorporated into the final agreement. 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.

The Department is unable to sign other organization’s documents or terms & conditions.

9.2.5. 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.

9.2.6. Ongoing Vendor Monitoring: MDAR seeks to deliver the best value to facilitate our needs. However, it is important to monitor the contractor’s performance to ensure the contract complies with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to monitoring:

Timely Delivery (Commodities, Services, Reports, Billing, etc.);

Responsiveness to Departmental Inquiries;

Quality of Deliverables (Commodities, Services, Reports, etc.);

Performance Targets/Benchmarks (Quantities, Outcomes, etc.); and Required licensing is in good standing, if applicable.

Failure to meet performance requirements above may result in suspension or termination from contract.

10. SMALL BUSINESS PURCHASING PROGRAM (SBPP):

APPLICABLE, as this Procurement’s Annual Value 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.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 for this Procurement’s Estimated Annual Value 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 Bidder’s Conference NA Deadline for Submission of Questions through COMMBUYS “Bid Q&A” Functionality October 17, 2025, by 5PM

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS) November 1, 2025 by 5PM

Notification of Apparent Successful Bidder(s) (Estimated) November 2025 Estimated Contract Start Date: This is the approximate start date. The actual start date will be the Contract Effective Date.* January 1, 2026

*Only after an award is issued and a final scope of services has been negotiated, the effective start date of a contract shall be the date that a Department representative countersigns the contract.

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

http://www.mass.gov/sbpp 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/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

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.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current 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 Purchasing Department, including requests for clarification. The Purchasing Department 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 Purchasing Department to be lost or rejected by any means including email or spam filtering.

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

http://www.mass.gov/agr

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

Vendor’s Proposal- include all requirement from Section 1.3 Electronic Submission

Attachment A- Prompt Pay Discount Form 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

17. RFR Attachments

1. RFR- (this document)

2. Attachment A: Prompt Pay Discount Form (Required with Submission)

3. Attachment B: OSD Required Specifications for RFRs

Posted with Bid on COMMBUYS:

• MDAR Instructions- Abbreviated How To Submit a COMMBUYS quote 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 http://www.commbuys.com/

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 A

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

Robert.Monahan Highlight

Sensitivity level - low

ATTACHMENT B

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

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

RFR - Required Specifications for Commodities and Services

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 http://www.mass.gov/sbpp mailto:sbpp@mass.gov

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…