1. RFR Document- AGR-TAP-FY23~1.pdf

Division of Agricultural Conservation & Technical Assistance

Technical Assistance Providers

Request for Response (RFR): AGR-TAP-FY23

MDAR is seeking Technical Assistance Providers to serve as independent contractors to provide assistance to individuals, businesses, and organizations involved in

Massachusetts agriculture.

Responses will be received online, via COMMBUYS Rolling Submissions Beginning July 7, 2022 through January 31, 2031

Contact: Dorothy Du

Email: dorothy.du@mass.gov

Massachusetts Department of Agricultural Resources 251 Causeway Street, Suite 500 Boston, MA 02114

Massachusetts Department of Agricultural Resources- MDAR Request for Response: AGR-TAP-FY23

Issue Date: July 7, 2022

Purchasing Department: Department of Agricultural Resources

Address 251 Causeway Street, Suite 500, Boston, MA 02114-2151

Department Contact: Dorothy Du, dorothy.du@mass.gov

RFR Title: Technical Assistance Providers

RFR Number: AGR-TAP-FY23

OPPORTUNITY SUMMARY:

A. Proposals Sought For: The Massachusetts Department of Agricultural Resources (“Department”) seeks Technical Assistance Providers (“TAP”) to serve as independent contractors to provide assistance to individuals, businesses, and organizations involved in Massachusetts agriculture.

B. Overview and Goals: This RFR will result in a master list of qualified TAPs on contract with the Department who will have the opportunity to bid on services to meet the needs of Department programs. Each time there is a specific need for services, a Request for Bid will go out to those qualified TAPs on contract via COMMBUYS. All responses from qualified respondents will be reviewed to select a TAP for a particular assignment as specified by the program coordinator for the Department program in need of the service.

C. Eligible Applicants: The Department seeks qualified candidates with proven expertise in providing services to farmers and agricultural businesses to be available for assignments as needed. The emphasis in this RFR is for providers of one or more of the following service categories needed in current programs: business planning;

financial assistance; marketing; succession planning; various types of technical assistance requiring agricultural knowledge and expertise; agricultural business course instructors and presenters for workshops and trainings.

(See section 1A for more detail).

D. Application Deadline: Rolling RFR. Applications will be considered on an ongoing basis, as long as technical assistance funds are available each fiscal year for Department programs. Applications will be accepted through January 31, 2031. Selection as a TAP does not guarantee the award of a contract or the selection of a bid for services.

E. Duration of Contract: Initial Contract duration will be up to 3 years, with two, 3-year renewal options.

F. Applicable Procurement Law: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

G. Contact Information: Dorothy Du

Dorothy.Du@mass.gov mailto:dorothy.du@mass.gov mailto:Dorothy.Du@mass.gov

1. ELIGIBLE APPLICANTS:

To be considered, responders should have demonstrated expertise or background in at least one (1) of the following general areas:

1. Agricultural Operations: examples include but are not limited to - farm equipment usage or selection, agricultural building layout, on-farm agricultural production, processing, value-added product development, and greenhouse systems.

2. Agricultural Business Management: examples include but are not limited to - financial statement preparation, financial data tracking, financial analysis or enterprise budgeting, marketing plan or business plan development, farm succession planning, website development, online marketing strategies, farm logo development.

3. Agricultural Resource Management: examples include but are not limited to - regenerative, organic, or other soil management practices; irrigation, manure management, composting, agricultural site design, orchard management, and pasture management.

Specific services, to be identified based on the needs of Department programs, will be communicated to selected Responders to this RFR that get on contract with the Department through COMMBUYS notices.

2. ELIGIBLE PROJECTS / SCOPES OF WORK:

The purpose of this procurement is to find qualified service providers interested in getting on contract with the Department to be able to bid on providing services. Experience working with farmers and an interest and ability to understand the agricultural business environment are paramount.

Various Technical Assistance (“TA”) services are required to support farmers and agricultural businesses through Department programs. This may include one or more one-on-one consultations with farmers to provide recommendations on a particular topic, develop or update a farm business plan, or provide financial, succession planning, or marketing assistance. It also may include instruction of courses or trainings, or presentations at workshops or events which could be virtual, in person, or a combination of both. The TAPs may be required to travel to farms or meeting venues that are located throughout the state. Each need for service will be described along with expected deliverables within a Request for Bid to be sent out via COMMBUYS to qualified TAPs that are on contract with the Department.

3. FUNDING AVAILABILITY, BUDGETING GUIDELINES, & ALLOWABLE EXPENDITURES:

Expectations will vary depending upon the assignment. Deliverables could include, but are not limited to, a summary report, activity log, plan or design as a result of farm visit(s) and may require following-up communication with the farm client to clarify recommendations or answer questions. It may also be a presentation or completion of a series of classes for a course which may require evaluations or a meeting with the program coordinator for evaluation and input. TA services may require just one farm visit or multiple visits over time to complete their work. Some service providers may work within a course schedule of one day or evening per week over a number of weeks. The individual contract made with each TAP will define the scope of work and expectations for assignments.

TAPs providing one-on-one assistance may arrange site visits to identified farms, research topics related to their expertise as it pertains to the specific farm client and write reports that will be provided to the

Program Coordinator and farm client. The Coordinator of the Department program that requires the services will provide a scope of work and supervise the activities of the TAPs. Rates for services provided may be on an hourly basis, or a fixed fee for a plan, financials, or instruction of an educational course or workshop as agreed to in the contract scope based on the rates provided in the response.

There is no match requirement.

4. PROJECT TERMS: Types of TA Services

The Department seeks TAPs to provide individuals, businesses, and organizations involved in Department programs and Massachusetts agriculture with expertise to provide one or more of the following types of services:

A. Marketing Services – Provide marketing services that may include, but not be limited to:

• Develop marketing strategies customized to farm client to achieve goals

• Assess and provide recommendations for online marketing including but not limited to website updates and or social media platforms

• Develop a marketing plan with the farm client that includes comprehensive information that includes, but is not limited to, a description of existing markets, sales channels, prices, promotion, competition, online marketing, goals, and strategies for achieving goals

• Develop or update farm website and provide training to farm client to maintain/update

• Develop a farm logo with the farm client for use in online and print marketing materials

Marketing services typically require at least one initial visit to the farm to meet with the farmers and understand needs, followed by phone calls, emails, or video conferences as determined by schedule set by the provider based on the needs of the farm client.

B. Business Planning Services – Provide business plan writing services and assist with financial statements as required to develop a farm business plan with farm clients. A business plan outline will be provided to Business Planners providing services to the Department’s Viability Programs, with the following general expectations:

• Meet with farm clients at the farm for a farm tour to better understand the farm operation

• Multiple meetings with farm clients to understand farm business and develop or update a farm plan narrative including components of a farm business plan outline provided by the program

• Summarize historical financial information provided by farm client (typically up to 3 years of income and expenses)

• Prepare a present value balance sheet showing assets, liabilities, and equity of farm business

• Assist in projecting financial statements (typically 3 years of income and expenses) including assumptions for future growth, cost savings, and the impact of any capital investments

• Breakdown of planned use and sources of funds being requested in any grant programs

C. Succession Planning Services – Provide assistance to farm families to help them better understand considerations related to transferring the farm business and farmland to the next successor. Two types of services are expected to be needed, either:

• Consultation - A visit to meet with a farm family to better understand the current status of any succession planning, facilitate a discussion about the current involvement and interests of family members in the farm operation going forward, and advise on various options to consider resulting in a written report to be submitted that summarizes the conversation and recommended next steps in the succession planning process and any additional resources.

OR

• Development of a Succession Plan - Multiple visits to meet with a farm family that has identified a successor to transfer the farm to in order to work with existing and future owners/operators together to develop a succession plan for the transfer of the farm business and farmland to the next successor(s). The process will consider the legal, financial, and management aspects of succession planning in-depth and result in a written succession plan that includes goals, transfer strategies, and an action plan for implementation as well as associated financial statements for the farm business. A succession plan outline and guidance will be provided by the Department to Succession Planners providing services to the Department’s Viability or Agricultural Business Training Programs.

D. Technical Assistance Services – Consultants with a specific or general area of expertise may be needed to provide one on one consultation to farmers participating in Department programs with an identified need for technical or business assistance. This typically entails either:

• One visit to meet with the farmer(s) to better understand the situation and need and provide a consultation resulting in the submission of a written report summarizing topics covered, recommendations, and any relevant resources. Examples of one time TA visits could include but are not limited to, cheesemaking, retail store layout, greenhouse systems, pasture management, orchard pruning, Quickbooks or CSA set up, livestock housing layout

OR

• An initial visit to a farm followed by additional meetings, either at the program participant’s farm, the TA provider’s farm, and/or through virtual meetings as needed and specified through a Request for Bid. Examples of TA services requiring additional meetings could include but are not limited to, mentorship to beginning farmers, Quickbooks assistance, business advising

E. Course Instruction – Provide course instruction for established courses that the Department offers to Massachusetts farmers at various stages of business development. Established courses offered by the Agricultural Business Training Program include:

1) 5-session Exploring the Small Farm Dream course

2) 8-session Growing your Farm Business planning course

3) 3-session Succession School planning course.

Instructors must be familiar with the established course curriculum, be willing and available for any necessary training, be familiar with the agricultural environment in Massachusetts, and have experience working with farmers on business development, management, start-up resources, or transition. Candidates with a degree and experience in Business Management or Finance preferred for Growing your Farm Business planning course instruction. Candidates with knowledge of agricultural support organizations in Massachusetts and experience providing assistance to beginning farmers preferred for Exploring the Small Farm Dream course. Experience with farm succession planning assistance and training needed for instructors of the Succession School course. Courses may be offered at various locations throughout the state and/or online and instructors must be available on the dates scheduled. Instructors may also be required to visit farms to provide additional technical assistance as needed to students in areas of expertise that may include business, financials, marketing, or succession planning.

F. Other: Trainings, Presentations, Designs, Reviews, Research – Provide training sessions, present at workshops, develop site or facility designs, provide policy or program input, serve on application review teams, perform feasibility studies, or conduct research and develop reports as needed by any Department Program as specified in a Request for Bid with a maximum number of hours stated for stated services and deliverables.

5. DELIVERABLES, OWNERSHIP & CREDIT DUE & REPORTING:

Reports, plans, designs, documents and courses, and trainings are generally provided to specific farm clients during their participation in Department programs and are not meant for guidance to the general farm community. Educational presentations and trainings intended for a more general audience may be made available, to be determined by the Department. Copies of all materials created by the TAP shall be submitted to the farm client and Department and shall not be shared with any other individual except those individuals identified in the Notice to Proceed for a service.

All procurement shall be conducted in accordance with state procurement laws and policies. All materials developed, received, or utilized under this RFR shall be subject to the Massachusetts Public Records Law and shall be the property of the Department. At no point shall the TAP 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.

6. INVOICING:

TAPs are paid in lump sums at the end of a consultation and completion of the contracted deliverable (business plan, consultation summary report, course completion, etc.), based on the rates and fees agreed to in the contract. In accordance with Commonwealth policies, the Department cannot pay in advance for services. Payments shall be made after services have been rendered once an invoice is received.

In addition, unless a vendor provides a Prompt Payment Discount (“PPD”) for early payment, payments for services will not be released by the Commonwealth until 45 days after services are rendered (“service to” date) or the date the department receives an invoice, whichever is the latter date.

Tax Exemption: Contractors may not charge state taxes (including sales tax) to any Commonwealth agency.

Contractors may request a tax-exempt certificate from the Department.

7. EVALUATION CRITERIA:

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet desired qualifications and 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 and The Department may disqualify Responses that are incomplete or inaccurate at its own discretion.

Evaluation: The Department will award Contracts to the most responsive bidder(s) that are qualified to provide needed services and offer the best value. The fulfillment of the qualifications listed in this RFR and the completion of all required forms as described in Response Submission Instructions (section 2.8), will be the basis for evaluation for a determination by the Department that contracting with the bidder will provide the “best value” to the Commonwealth. In making this determination, the Department will consider and score a number of factors considered as evaluation criteria including rate/fee, experience, geographic location for ease of service, and quality.

8. RESPONSE SUBMISSION INSTRUCTIONS:

In order to respond to this Request for Response with interest in becoming a TAP, you must submit the following via COMMBUYS:

1) A cover letter that describes which service(s) you are interested in providing, your area(s) of expertise, qualifications, years of experience, and general availability (i.e. months of the year or weekly day/time for classes). Please state why you are interested and any prior experience working with agricultural businesses.

2) A current resume or statement of qualifications with emphasis on your business, agricultural or other related experience in the area(s) of service that you propose to offer.

3) Complete and submit Attachment A – TAP Service and Rate Sheet - to state fees or rates that you would charge for the technical assistance services to be provided. These rates will be part of the contract with the Department if the responder is selected.

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.

9. ADDITIONAL CONTRACT DOCUMENTATION:

The following contact documents will need to be submitted to complete the contract, but do NOT need to be submitted as part of the response to this RFR:

• Commonwealth Standard Contract Form, including Commonwealth Terms & Conditions

• Scope and Budget Form

• Commonwealth W-9 tax information form filled out and signed by the Applicant

• Completed Contractor Authorized Signature Verification Form

• Completed Electronic Funds Transfer Form

These forms are available for review at www.mass.gov/osd or by request.

10. ENVIRONMENTAL JUSTICE POLICY:

For the purposes of this RFR, “Environmental Justice” is defined as the equal protection and meaningful involvement of all people and communities with respect to the development, implementation, and enforcement of energy, climate change, and environmental laws, regulations, and policies and the equitable distribution of energy and environmental benefits and burdens. Environmental Justice is based on the principle that all people have a right to be protected from environmental hazards and to live in and enjoy a clean and healthful environment regardless of race, color, national origin, income or English language proficiency.

“Environmental Justice Population” is defined by the Environmental Justice Policy, issued by the Massachusetts Executive Office of Energy and Environmental Affairs in 2017, as neighborhoods where one or more of the following criteria are met:

• Annual median household income equal to or less than 65 percent of the statewide median

• 25% of its population is a minority; or

• 25% or more of the residents have English Isolation.

11. ESTIMATED PROCUREMENT CALENDAR:

Procurement Activity Date Original Release of this RFR/RFQ/Bid: July 7, 2022 Amended RFR Document Released: NA Application Due Date: (COMMBUYS Bid Opening Date) Rolling Estimated Notification of Selected Vendors: Ongoing, through January 30, 2031 Estimated Contract Start Date: As approved by the Department

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

*Estimated Contract Start Date: The actual start date will be the Contract Effective Date which is the date the Department countersigns the Standard Contract form.

12. MISCELLANEOUS:

a. Applicable Procurement Law

Check : Type of Purchase Executive Branch Goods & Services- Applicable Laws Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00 Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815 CMR 2.00

b. Acquisition Method:

Check : Category Fee for Service Outright Purchase http://www.mass.gov/osd

c. Bid Calendar Type:

Check : Type Executive Branch Goods & Services- Applicable Laws Standard Procurement will not be reopened after the Bid Opening Date (Response deadline date) Rolling Submissions will be accepted during the entire contract period

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

Check : Number of Contractors Note Single One contract will be awarded Multiple No Maximum

e. Entities Eligible to Use the Resulting Contract

Check : Category Restricted to Use by Defined Entity Only: MDAR-Department of Agricultural Resources MDAR and the following additional agencies:

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

Contract Duration Number of Options Number of Years/Months

Initial Duration Up to 3 years- Contract Effective Date through June 30, 2025 Renewal Options 2 Up to 2, 3-year Renewal Options: July 1, 2025 to June 30, 2028

July 1, 2030 to June 30, 2031 Maximum Contract Duration 9 Years max.

g. Anticipated Expenditures, Funding or Compensation:

Check: Compensation Type

☐ Maximum Obligation Contract ☐ Rate Contract- Contract will NOT have a Maximum Obligation ☒ Rate Contract*- Subject to Quoted Price Lists from Pre-Qualified List of Contractors

13. SMALL BUSINESS PURCHASING PROGRAM:

Check Size of Procurement Annually SDP Commitment

Small Procurement (</= $250,000) SBPP section applies to this Procurement

Large Procurement (> $250,000) SBPP section does not apply to this Procurement

Program Background: The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 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 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.

SBPP Participation Eligibility https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program

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.

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.

14. SUPPLIER DIVERSITY PLAN:

Check Size of Procurement Annually SDP Commitment

Small Procurement (</= $250,000) Submission is NOT required for this Procurement

Large Procurement (> $250,000) Submission is MANDATORY for Procurements with estimated annual values exceeding $250,000

Supplier Diversity Plan is NOT required for this Procurement.

15. ENVIRONMENTALLY 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.

16. CONTRACT PERFORMANCE AND BUSINESS SPECIFICATION:

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.

https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

RFR Attachments Include:

Attachment A: TAP Service and Rate Sheet Attachment B: COMMBUYS Electronic Quote Submission Instructions Attachment C: Required Specifications

Attachment A - Required with Submission

Technical Assistance Provider Service and Rate Sheet

Date: _______________

Name of Individual(s) to provide service: _______________________________________________

Please identify which services you are proposing to provide by checking box next to the service in the table below and state the associated hourly rate or fixed fee for the service, as applicable.

Service Hourly Rate Fixed Fee

A. Marketing:

marketing strategies marketing plan website development logo development other (state) ____________

$______ per hour

$____________ per report $ ____________per plan $ ____________per website $ ____________per logo $ ____________per service

B. Business Planning/Financials, including all of the following:

developing/updating plan narrative historical financials financial projections net worth/balance sheet statement

N/A

$ ____________for service

C. Succession Planning Services consultation development of a succession plan and financial statements

$ _______ per hour

$ ____________for service

D. Technical Assistance one-on-one consultation (one or more meetings on area of expertise)

$ _______ per hour

N/A (max hours to be identified for specific service)

E. Course Instruction – (check any you are qualified to instruct)

Exploring the Small Farm Dream Growing Your Farm Business Succession School Other (state):________________

N/A

$____________per course

F. Other: (check any/all you want to provide) trainings evaluations presentations designs research & reporting

$_______ per hour

N/A (max hours to be identified for specific service)

Attachment B: COMMBUYS Electronic Quote Submission Instructions

For Submissions via COMMBUYS:

COMMBUYS is the official procurement record system for the Commonwealth of Massachusetts' Executive Departments. COMMBUYS offers free internet-based access to all public procurement information posted here in order to promote transparency. It allows for online submissions for procurements and grant applications.

File Size Limits The system will not accept files that approach or exceed 10 MB. If a large file fails to upload, the Bidder must save the contents as multiple files. Please try to consolidate into one or as few files as possible.

Bidders may submit Quotes using online using tools available only to Sellers registered in COMMBUYS.

COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page.

COMMBUYS Quote Submission Training and Instructions The following resources are provided to assist Bidders in submitting Quotes:

1. An instructional job aid of Basic COMMBUYS Navigation and Searching

2. An instructional job aid on How To Register as a Vendor

3. An instructional job aid on How to Locate the BID then Create and Submit Your Response

4. An instructional job aid on How to Edit, Withdraw or Resubmit Your Response

5. Appendix B of this RFR Document, for basic steps and Instructions for Vendors Responding to Bids

Electronically through COMMBUYS;

COMMBUYS Support Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Introduction COMMBUYS refers to all solicitations, including but not limited to Requests for Proposals (RFP), Invitations for Bid (IFB), Requests for Response (RFR), Requests for Quote (RFQ), as “Bids.” All responses to Bids are referred to as “Quotes.”

Steps for Bidders to Submit a Quote

1. Launch the COMMBUYS website by entering the URL (www.COMMBUYS.com) into the browser.

2. Enter Bidder login credentials and click the Login button on the COMMBUYS homepage. Bidders must be registered in COMMBUYS in order to submit a Quote. Each Vendor has a COMMBUYS Seller Administrator, who is responsible for maintaining authorized user access to COMMBUYS.

http://www.commbuys.com/ https://www.mass.gov/doc/basic-commbuys-navigation-and-searching-for-the-seller-role/download https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download https://www.mass.gov/doc/locate-a-grant-posting-and-create-a-response-logged-in/download https://www.mass.gov/doc/how-to-withdraw-reopen-and-resubmit-a-quote-in-commbuys/download http://www.mass.gov/osd/commbuys mailto:OSDHelpDesk@mass.gov http://www.commbuys.com/

3. Upon successful login, the Vendor home page displays with the Navigation and Header Bar as well as the Control Center. The Control Center is where documents assigned to your role are easily accessed and viewed.

4. Click on the Bids tab

5. Clicking on the Bid tab opens four sections:

a. Request for Revision

b. Bids/Bid Amendments

c. Open Bids

d. Closed Bids

6. Click on the blue Open Bid hyperlinks to open and review an open bid

7. A new page opens with a message requesting you acknowledge receipt of the bid. Click Yes to acknowledge receipt of the bid. Bidders should acknowledge receipt to receive any amendments/updates concerning this bid.

8. After acknowledgement, the bid will open.

The top left half of the page contains the following information:

a. Purchaser

b. Department

c. Contact for this bid

d. Type of purchase

i. Open Market

ii. Blanket

e. Pre-Bid Conference details (if applicable)

f. Ship-to and Bill-to addresses

g. Any attachments to the bid, which may include essential bid terms, response forms, etc.

The top right half of the bid includes the following information:

h. Bid Date

i. Required Date

j. Bid Opening Date – date the bid closes and no further quotes will be accepted

k. Informal Bid Flag

l. Date goods/services are required

9. The lower half of the page provides information about the specific goods/services the bid is requesting.

10. Click Create Quote to begin.

11. The General tab for a new quote opens. This page is populated with some information from the bid.

Fields available to update include:

a. Delivery days

b. Shipping terms

c. Ship via terms

d. Is “no” bid – select if you will not be submitting a quote for this bid

e. Promised Date

f. Info Contact

g. Comments

h. Discount Percent

i. Freight Terms

j. Payment Terms

It is important to note that the bid documents (RFR and attachments) may specify some or all of these terms and may prohibit you from altering these terms in your response. Read the bid documents carefully and fill in only those items that are applicable to the bid to which you are responding.

Update these fields as applicable to the bid and click Save & Continue to save any changes and create a Quote Number.

The page refreshes and messages display. Any message in Red is an error and must be resolved before the quote can be submitted. Any message in Yellow is only a warning and will allow processing to continue.

The following messages are received:

Terms & Conditions is not acknowledged – to resolve this, click on the Terms & Conditions tab and accept the terms. Your quote has not been submitted – information message; no action required

12. Click on the Terms & Conditions Tab. This tab refers to the terms and conditions that apply to this bid.

The terms and conditions must be accepted before your quote can be submitted. If your acceptance is subject to any exceptions, those exceptions must be identified here. Exceptions cannot contradict the requirements of the RFR, or required Commonwealth standard forms and attachments for the bid. For instance, an RFR may specify that exceptions may or will result in disqualification of your bid.

13. Click the Items tab. The Items tab displays information about the items requested in the bid. To view additional details about an item, click the item number (blue hyperlink) to open.

14. The item opens. Input all of your quote information and click Save & Exit.

15. CONFIDENTIAL INFORMATION: If documents uploaded in your quote response contain confidential information (security sensitive, EFT, W9, Commonwealth Terms and Conditions), you must mark each item as confidential. The confidential column on the Attachments view allows the user to select whether the attached form is confidential or not. Place a check box under the confidential column for each confidential attached form.

16. Click on the Attachments Tab. Follow the prompts to upload and name all required attachments and forms and bid response documents in accordance with the instructions contained in the solicitation or bid documents. After uploading each individual file or form, click Save & Continue. After you have uploaded all required documents click Save & Exit. Be sure to review your attachments to make sure each required document has been submitted.

17. Click the Summary tab. Review the information and update/correct, as needed. If the information is correct, click the Submit Quote button at the bottom of the page.

18. A popup window displays asking for verification that you wish to submit your quote. Click OK to submit the quote.

19. The Summary tab redisplays with an updated Status for the quote of Submitted.

20. Your quote submission is confirmed only when you receive a confirmation email from COMMBUYS (also check your Junk Mail folder). If you have submitted a quote and have not received an email confirmation review the steps above or, please contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us.

21. Once received, please forward the confirmation email to Dorothy Du, dorothy.du@mass.gov to notify the Department of your submission.

mailto:COMMBUYS@state.ma.us mailto:dorothy.du@mass.gov

Attachment C: Required Specifications

RFR - Required Specifications for Commodities and Services Revision Date: October 5, 2021

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 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).

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.

http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/glossary-of-terms.html https://www.mass.gov/learn-about-commbuys-resources?_ga=2.24616762.1416695406.1632336759-758386467.1632336759

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 Orders 523 and 565, 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 523 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:

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

6. Been in business for at least one year;

7. 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

8. 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.

7. Supplier Diversity Program (SDP)

Program Background. Pursuant to Executive Order 565, 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).

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 https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program http://www.mass.gov/governor/legislationexecorder/execorders/executive-order-no-565.html https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/sdp https://www.mass.gov/supplier-diversity-office

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.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

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

• 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 U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

• Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, Disability: IN, or the National LGBT Chamber of Commerce (NGLCC), 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 https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.vetbiz.va.gov/basic-search/ https://nmsdc.org/mbes/mbe-certification/ https://nmsdc.org/mbes/mbe-certification/ https://www.wbenc.org/certification/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified supplier diversity certification or recognition.