1. RFR for DHE_Executive Search Firm Procurement~4.docx

REQUEST FOR RESPONSE

Massachusetts Department of Higher Education Commissioner Search COMMBUYS Bid# Bid BD-27-1088-RGT01-RGT01-132912

THE COMMONWEALTH OF MASSACHUSETTS

MASSACHUSETTS DEPARTMENT OF HIGHER EDUCATION

One Ashburton Place, Suite 1401, Boston, MA 02108

Request for Response (RFR)

Document Title: Executive Search Firm for Selection of DHE Commissioner

COMMBUYS Bid#:

BD-27-1088-RGT01-RGT01-132912

Agency Document Number:

2027DHE-01

Tuesday, September 1, 2026

ISSUE DATE:

1. Description or Purpose of Procurement:

The Massachusetts Department of Higher Education (DHE) seeks an executive search firm or individual (Consultant) to help recruit, screen, and recommend qualified candidates to serve as the next Massachusetts Commissioner of Higher Education.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

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

Check One (“X”):

a. Estimated Number of Awards The target maximum number of Contractors is one. The Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

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

Anticipated contract duration is 6 months; DHE is able to extend the contract based on the needs of the Department an additional 12 months. Should an extension of the search be required, the contract duration will be amended accordingly for a maximum duration of 18 months.

7. Anticipated Expenditures, Funding, or Compensation:

DHE anticipates a budget for this service to reflect industry standards for comparable searches of this kind. Cost will be a factor in the bidder selection.

The daily or hourly rates must be inclusive of all overhead expenses and/or indirect costs such as rent, utilities, telephone and cell phone charges, fringe benefits, travel, etc. Separate from the daily or hourly rate, the selected vendor should include associated costs for candidate travel in its proposal. DHE reserves the right to review anticipated final candidate travel costs prior to incurrence.

DHE is seeking quotes that are creative in nature and will provide the best overall services for the cost of the contract. While cost is always a consideration, it is not the sole driver of this procurement. Therefore, we are seeking bids that maximize diverse inclusion. The Commonwealth is tax exempt, we require prompt payment discounts and bills are payable in accordance with the State Comptroller’s bill payment policy.

8. Contract Performance and Business Specifications:

8.1. Background Information

The Massachusetts Board of Higher Education (BHE or Board) is the Commonwealth’s state higher education authority with coordinating and regulatory authority, in varying degrees, over all public and private higher education institutions operating in the Commonwealth and authorized to grant degrees. The Board is staffed by the Department of Higher Education (DHE) which is the state executive agency of the Board. The DHE is run by a Commissioner who serves as the executive and administrative head of the Department, and Secretary to the Board. The DHE is responsible for executing the Board's policies and day-to-day operations. Together, the Board and Department are the leading voice and advocate for post-secondary education in the Commonwealth, serving critical roles as the state’s regulator of degree-granting authority, state authorization and consumer protection.

The BHE is the statutorily created agency in Massachusetts responsible for, among other things, defining the mission of and coordinating the Commonwealth’s system of public higher education and its institutions. The BHE works to create and maintain a system of public higher education that provides Massachusetts citizens with the opportunity to participate in academic and educational programs for their personal betterment and growth, to contribute to the area’s existing base of research and knowledge, and to contribute to the Commonwealth’s future economic growth and development.

Pursuant to BHE By-Laws, the Chair of the BHE is authorized, subject to the approval of the Board, to establish an Advisory Council which will assist the Board in conducting a national search for a new Commissioner. The Advisory Council will be formed to serve in an advisory capacity to the Board, which has the statutory authority to identify and select for appointment by 2/3 vote of its members and subject to the approval of the Secretary of Education— a candidate to serve as the commissioner of higher education. The selected vendor will work with the Advisory Council to identify finalists (typically 3 to 5 candidates) for Board consideration.

8.2. Scope of Services:

DHE seeks an experienced vendor to provide executive search and recruitment services for the position of Commissioner of Higher Education. We anticipate that this process will be conducted in two phases:

1) An initial assessment of the organizational priorities and formulation of a position profile and the recruitment strategy.

2) Implementation of the recruitment strategy (sourcing, recruiting, screening and interviewing candidates to produce a small group of finalists).

The selected vendor would work with the Advisory Council to:

· Finalize a statement of desired qualifications for the position of Commissioner that will guide the search and selection process and be shared with candidates and nomination sources.

· Conduct an active national search to attract highly qualified and diverse candidates.

· Periodically report to the Board about the progress of the search.

· Bring forth the names of three to five finalist candidates to the Board for approval and Board (public) interviews to identify a final candidate. Observe strict confidentiality in the conduct of the search, while also adhering to Massachusetts Open Meeting Law. Any member of the Advisory Council who breaches confidentiality may be removed from the Council without replacement.

Please note:

· The Advisory Council’s members will sign a code of ethics which, among other things, requires members to promptly disclose all conflicts of interest—real, potential or apparent—to the chair of the Advisory Council or the entire Advisory Council, as may be warranted by the circumstances.

· The Chair of the Advisory Council and/or their designee will be the sole spokesperson for the Council to the Board, campus constituencies and other stakeholders, the news media, and the broader external community.

8.3. Deliverables

Duties and responsibilities to be included, but not limited to the following:

1. Organization of the Search

· Provide guidance in the organization and monitoring of the search process, including developing a statement of desired qualifications, adopting a timetable for the search, preparing agendas and taking minutes for all Advisory Council meetings, organizing meetings, gathering and distributing materials in compliance with applicable ADA requirements and necessary language access needs, and assisting the Advisory Council in periodically updating the Board about the progress of the search.

· Identify and develop roles and responsibilities for all phases of the search process.

· Meet with Board members, Department staff, the Secretary of Education, college and university administrators, members of the legislature, and other major stakeholders, as needed, for targeted conversations to gather information and develop a full understanding of the BHE and DHE’s history and culture, mission, goals and priorities, and structure and operations. This may include on-site or virtual visits to campuses, meetings with campus leadership and a review of pertinent literature and websites.

· Assist with and complete the development of the Executive Profile for the position.

· Conduct enough meetings to properly solicit input on the position profile from multiple stakeholder groups, including but not limited to BHE members, DHE staff, the Secretary of Education, college and university administrators/staff, members of the legislature, foundation, civic, think tank, business, labor and civil rights organizations.

2. Recruitment of Candidate Pool

· Develop and execute a national recruitment strategy, including an advertising and marketing strategy, which will seek qualified applicants and nominees. The deliverable must include the design and placement of national and regional advertisements. The recruitment plan must reach a national audience and must pay particular attention to the recruitment of individuals from currently and historically marginalized populations. The vendor should describe creative strategies that will be deployed to identify and recruit candidates who might not otherwise be aware of the opportunity.

· Recruit a diverse, highly qualified pool of candidates.

· Prepare and submit a report on the diversity of the candidate pool that indicates diverse candidate population in aggregate form.

3. Candidate Evaluation and Selection

· Collaborate with the Advisory Council in the evaluation and identification of candidates.

· Provide due diligence, such as prescreening, reference checking and background checking as appropriate at each stage of the process and report findings to the Advisory Council’s Chair.

· Evaluate and verify candidate credentials relative to the position description and employment status.

· Prepare a written summary of all candidates for the position who meet the minimum qualifications.

· Provide consultation as the Advisory Council evaluates applicants and selects semifinalists.

· Provide administrative duties related to candidate evaluation and selection, including all scheduling and logistics for candidate interviews (travel, accommodations, car rental and other incidental expenses, if applicable), and all related expenses.

· To the extent that semi-finalist candidate interviews will be conducted in-person such interviews must be coordinated as to protect confidentiality.

· Provide consultation to review the results of the semifinalist interviews as the Advisory Council chooses the finalists who will be invited to on-site and/or virtual visits.

· Conduct media checks, credential verifications, and references for up to twelve candidates.

4. Appointment and Facilitation

· Notify candidates that were not selected in a timely manner and distribute a close-out survey.

· Schedule and coordinate logistics (travel, accommodations, car rental and other incidental expenses, if applicable), and all related expenses, for finalist on-site visits.

· Verify selected candidates’ educational and employment background, financial/credit, social media, and media research, and work with DHE staff to assist in coordinating the completion of criminal and civil litigation checks, which will be facilitated by Executive Office of Education and DHE staff and conducted by the Massachusetts State Police.

· Debrief the Board and finalists after the on-site visit.

· Reinitiate additional executive searches, at no fee to the Board and/or Department, if successful candidate resigns or is terminated with or without cause from the position within one year of their official start date.

· Maintain strict confidentiality of all information about candidates and the search process confidential, unless otherwise required by law.

Estimated Hiring Process Timeline

· Kick-Off Meeting with Vendor: Thursday, October 1, 2026 (estimated)

· Kick-Off Meeting with Advisory Council: Monday, October 5, 2026 (estimated)

· New Commissioner Appointed: late January 2027 (estimated)

· New Commissioner Start Date: February 1, 2027 (estimated)

The DHE reserves the right to revise the above schedule.

9. Bidder Qualifications The selected vendor must have demonstrated experience in conducting national searches for executive professionals, the recruitment of diverse and qualified candidates, and management of public search processes. Respondents with demonstrated experience in recruiting diverse candidates and executive searches in higher education will be preferred.

The organization must demonstrate:

· A track record of identifying and recruiting outstanding, results-oriented leaders from diverse backgrounds, including "non-traditional" candidates and emerging talent, who have the experience, credibility and capacity to develop and communicate a coherent and compelling strategy, while effectively managing a large and complex organization.

· Successful experience working collaboratively and effectively with state boards of higher education in searching for commissioners/state higher education executive officers (SHEEOs), or with segments searching for system heads. Proof of success through references expected.

· Knowledge and understanding of the role of the commissioner, the duties of the Board, and the state's specific educational context and political climate.

· The qualifications and experience of the team members align with the qualifications outlined in the scope of services.

· Ability to advise on and handle all the logistics of a national search for a SHEEO/system head as demonstrated by the proposal’s narrative.

· Proposed budget aligns with timelines and goals.

10. Small Business Purchasing Program Program Background This procurement is designated as a Small Business Purchasing Program (SBPP) procurement in accordance with Executive Order No. 599 and the Commonwealth’s Diverse and Small Business Program Policies. This procurement has an estimated annual value of $250,000 or less and is therefore subject to SBPP requirements.

SBPP Award Preference All Bidders may submit a response to this solicitation. However, the Issuing Department intends to award the contract to a Bidder that is registered as an SBPP participant in COMMBUYS and meets the Department’s best value criteria.

The Department will evaluate responses from SBPP participants first. If one or more SBPP participants submit a responsive bid that meets the Department’s requirements and best value criteria, the Department will award the contract to the highest ranked SBPP participant.

If no SBPP participant submits a responsive bid that meets the Department’s requirements and best value criteria, the Department may evaluate and award to a non-SBPP Bidder.

Best Value and Bidder Engagement Responses submitted by SBPP participants will not be rejected for price or other desirable criteria without the Department first undertaking reasonable efforts to achieve best value through clarification, negotiation, and/or a Best and Final Offer (BAFO), as appropriate.

SBPP Participation Eligibility A business must first be verified by the Massachusetts Supplier Diversity Office (SDO) as a small business and appear in COMMBUYS as an SBPP-registered business. The business is responsible for keeping its COMMBUYS information accurate.

To qualify, the business must satisfy all four of these requirements:

· Massachusetts location: Its principal place of business must be in Massachusetts.

· Operating history: It must have been in business for at least one year.

· Size: Across all locations, it must have 50 or fewer full-time-equivalent employees, or its employees must work fewer than 26,000 combined hours per quarter.

· Revenue: Its annual gross revenue must be $15 million or less, measured using the three-year average reported on the applicable tax forms.

For a nonprofit, there are additional requirements: it must be properly registered as a nonprofit or charitable organization with the Massachusetts Attorney General’s Office, current on required filings, and tax-exempt under IRC § 501(c).

SBPP Application Process Eligible businesses can register for the SBPP prior to bidding, with approval generally provided within 24–48 hours after applying. To learn more and apply, visit the webpage Register for the Small Business Purchasing Program (SBPP).

SBPP Compliance Requirements A bidder must maintain current SBPP status when submitting a bid and throughout any resulting contract. Misrepresenting SBPP status can lead to disqualification, debarment, contract termination, or other actions.

Program Resources and Assistance Information and assistance are available through the SBPP webpage, or by contacting the SBPP Help Desk at sbpp@mass.gov.

11. Supplier Diversity Plan (SDP) Plan Financial Commitment Requirements.

All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partner with one or more SDO-certified or recognized diverse business(es) or non-profit organization(s). This SDP Commitment represents a percentage of the vendor’s contract sales that will be spent with SDP Partner(s). The minimum acceptable SDP Commitment is 1%. Bidders will be awarded additional evaluation points for higher SDP Commitments.

If a contract is awarded, the Total SDP Commitment will become a contractual requirement. The vendor is expected to meet this commitment each Massachusetts fiscal year (July 1 – June 30) for the duration of the contract.

To be eligible for a contract award, a Bidder must submit an SDP Commitment that meets the requirements described above. This requirement applies to all Bidders, including those that are certified as diverse businesses.

Each Vendor is responsible for planning and managing its SDP partnerships and spending to ensure that it meets its annual SDP Commitment. While the SDO is available to provide program guidance and resources, the responsibility for meeting the SDP Commitment remains with the Vendor.

Eligible SDP Partner Certification Categories SDP Partners must be businesses 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)

· Veteran Non-Profit Organization (V/NPO)

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

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LGBTBE) Ways to Partner with SDP Businesses Vendors have flexibility in how they work with SDP Partners. Eligible business-to-business relationships include:

· Subcontracting: The SDP Partner provides products and/or services related to the contract. These relationships often, but not always, include a formal written agreement between the Vendor and the SDP Partner.

· Ancillary Products and Services: The Vendor purchases products or services from an SDP Partner to support its general business or operational needs. These purchases do not need to be related to the Commonwealth contract. Examples include office supplies, business cards, and promotional items. Both recurring and one-time purchases may qualify.

Only the types of business-to-business relationships described above are eligible under this contract. If a Vendor proposes subcontracting, the arrangement must also comply with any subcontracting requirements included in this RFR.

Program Flexibility The SDP is designed to give Vendors flexibility in developing partnerships that work for their businesses. In particular:

· SDP Partners are not required to be subcontractors.

· SDP Partners do not have to be in Massachusetts.

· SDP Partners may be changed or added during the contract term, as long as they continue to meet their SDP Commitment.

SDP Plan Form Requirements All Bidders must complete the SDP Plan Form included in this solicitation and submit it with their bid response. The form must include the Bidder’s proposed SDP Commitment (at least 1%) and identify one or more SDP Partners the Bidder plans to work with to meet that commitment.

An SDP Partner must be a separate business or organization. A Bidder may not identify itself, its affiliate, or its subsidiary as an SDP Partner. Similarly, a Vendor that is certified by the SDO or another recognized certification organization may not count spending within its own organization—or with its subsidiaries or affiliates—toward its SDP Commitment. Bidders may propose SDP Partners that are:

· Already Certified or recognized by the SDO. These partners appear in the SDO Directory of Certified Businesses or in the SBA Small Business Search directory. When using the SBA directory, please note that the SDO recognizes only the Veteran Owned Small Business (VOSB) and Service-Disabled Veteran Owned Small Business (SDVOSB) certifications.

· Not yet certified or recognized by the SDO. Bidders may identify a proposed SDP Partner that has not yet received SDO certification or recognition. However, the Bidder is responsible for ensuring that the proposed partner obtains the appropriate certification or recognition prior to the end of the fiscal year. There is no guarantee that a proposed SDP Partner will be certified. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Vendor must find alternative SDP Partners to meet their SDP Commitment.

Supplier Diversity Practices and Additional Initiatives Bidders are encouraged to share information about their broader supplier diversity practices. For example, a Bidder may provide contact information for the individual or team responsible for developing and maintaining supplier diversity relationships and may include its written supplier diversity policy. Bidders are also encouraged to highlight additional ways they support, engage, or collaborate with diverse businesses. Examples include:

· Participating in mentor-protégé relationships in which employees provide training, guidance, or business support to diverse businesses;

· Providing technical or financial assistance to diverse businesses; and

· Offering voluntary assistance programs in which employees provide operational support to diverse businesses.

Please note that workforce diversity initiatives will not be considered as part of the SDP.

Evaluation of SDP Forms The Commonwealth values meaningful supplier diversity commitments and encourages Bidders to develop strong SDP Plans.

SDP Spending Reports and Compliance After contract award, Vendors report their SDP spend at least quarterly to demonstrate progress toward their SDP Commitment. Vendors must follow report submission instructions from the issuing department and the SDO.

To count toward a Vendor’s SDP Commitment, spending must be with an eligible SDP Partner listed in the SDO Directory of Certified Businesses or in SBA Small Business Search (VOSB or SDVOSB only). Spending with Partners outside of these directories will not count toward meeting a Vendor’s SDP Commitment.

SDP Spending Verification To help confirm reported SDP spending, the SDO and the contracting department may contact SDP Partners and ask them to verify the amounts reported as paid to them by the Vendor.

Program Resources and Assistance The SDO is available to help Bidders understand the SDP, develop their SDP Plans, and identify potential SDP Partners. For resources and additional information, please visit www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

We strongly support a diverse vendor as well as subcontractors which is demonstrated in our scoring criteria.

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.

12. Evaluation Criteria The screening committee will evaluate proposals using a scorecard and reserves the right to invite all bidders to provide an oral presentation.

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

13. Instructions for Submission of Responses:

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.

Submitted proposals should include a letter of submittal, proposal narrative which addresses each Bidder Qualification, management structure, and cost proposal. Submitted proposals are to be no more than ten pages, not including all attachments. Proposals must include the following sections in the following order: 1) Letter of Submittal, 2) Proposal Narrative, 3) Management Structure, and 4) Cost Proposal.

1. Letter Of Submittal The Letter of Submittal must be signed and dated by a person authorized to legally bind the respondent to a contractual relationship: e.g., the President or Executive Director of a corporation, the managing partner of a partnership, or the proprietor of a sole proprietorship. The letter of submittal must identify the following:

· Name, address, principal place of business, phone number, fax number, and e-mail address of the legal entity or individual by whom the contract would be executed.

· Name, address, and phone number of each principal officer (President, Vice President, Treasurer, Chair of the Board of Directors, etc.).

· Legal status of the vendor (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists.

· Federal Employer Tax Identification number or Social Security number.

· Location of the office/facility from which the vendor staff would perform tasks related to this proposal.

· Identification of any State employees or former State employees employed by the vendor or serving on the vendor’s governing board as of the date of the proposal. Include their position and responsibilities within the vendor’s organization. The Board of Higher Education maintains the right to disqualify any proposal as a result of a real or potential conflict of interest as a result of reviewing this information.

2. Proposal Narrative Respondents are required to submit the following elements in the proposal narrative:

· Project Overview: Outline of the approach and methodology for producing the required outcomes detailed in this request for proposals.

· Work Plan: Detailing of tasks, activities and project requirements that are necessary to successfully facilitate the charge of the above referenced Advisory Council, including the recruitment and vetting of three to five finalists presented to the Board of Higher Education.

· Project Schedule: A timeline for detailing when each phase of the search will be completed and when deliverables, if any, will be provided.

· Deliverables: A detailed schedule for all deliverables delineated in the project overview.

· Bidder Qualifications: narrative should address specified Bidder Qualifications.

3. Management Structure There are three parts to the Management Structure section of the submission: A) Project Management, B) Experience of the Vendor, and C) References.

A. Project Management

· Project Team Structure/Internal Controls: Respondents are to provide a description of the proposed project team structure and internal controls to be used during the search, including any subcontractors. An organizational chart is to be submitted that indicates the lines of authority for personnel involved in performance of this project.

· Staff Qualifications/Experience: Identify staff (including subcontractors), who will be assigned to the potential contract, indicate the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the search. The selected respondent must commit that staff identified in its proposal will perform the assigned work. In an appendix, the respondent must provide a resume/curriculum vitae for the named staff including information on their skills related to this project, education, experience, significant accomplishments and any other pertinent information.

B. Experience of the Vendor

· Other Experience: Indicate other relevant experience that indicates the qualifications of the vendor, and any subcontractors, for the performance of the potential contract, in particular with diverse candidate placement.

· Contracts: Include a list of contracts the vendor has had during the last five years that relate to the vendor’s ability to perform the services needed under this RFR.

C. References

· List names, addresses, phone numbers, and e-mail addresses of three business references for which relevant work has been completed and list all searches executed for Commissioners or college and/or university presidents over the past two years and their outcomes and briefly describe the type of services provided. References will be contacted for the top-scoring proposal(s) only.

· If applicable, make note of any Massachusetts Statewide Contracts the vendor is currently qualified on.

4. Cost Proposal

· The evaluation process is designed to award this procurement not necessarily to the proposed vendor of least cost, but rather to the proposed vendor whose proposal best meets the requirements of this RFR. However, vendors are encouraged to submit proposals which are consistent with the Board of Higher Education’s efforts to conserve state resources. The proposal must specifically set forth the proposed vendor’s all-inclusive hourly rates, associated titles, and level of effort or estimated hours based on deliverables. The proposal must specifically set forth the proposed vendor’s all-inclusive hourly rates, associated titles, and level of effort or estimated hours based on deliverables. Proposals should also include a separate cost estimate for candidate travel, whereby the DHE reserves the right to review anticipated final candidate travel costs prior to incurrence.

While not intended to be exhaustive, the preceding description of the work to be accomplished represents a general description of the minimum scope of the professional services the Department expects the selected consultant to provide under an agreement pursuant to this RFR to help the Board and Department fulfill its responsibilities and duties. This RFR does not obligate the DHE to contract for the services specified herein. The BHE reserves the right at its sole discretion, and without penalty, to reject all proposals received and not to issue a contract as a result of this RFR.

Any submission that 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 may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

14. Estimated Procurement Calendar

Deadline for Submission of Questions:

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar.

September 8, 2026 Written questions must be submitted in writing through COMMBUYS.

5:00 pm

Official Answers for Bid:

All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time”):

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

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

a. Online Questions (Bid Q&A) Written questions must be submitted in writing to through COMMBUYS no later thanTuesday, September 8, 2026 by 5pm. 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. Please see Appendix B.

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 Responses to Questions will posted on the COMMBUYS Attachment section for this procurement by Friday, September 11, 2026 at 5pm.

b. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

The DHE reserves the right to request the highest scoring bidders to make oral presentations either through on-site meetings or through a video conferencing platform the week of the Date and Time indicated in the Estimated Procurement Calendar (above).

c. Estimated Contract Start Date DHE anticipates the approximate start date to be October 1, 2026. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

15. Required Forms Responses to this RFR must contain the following documents:

The above attachments are available as attachments as part of the Bid record on WWW.COMMBUYS.COM. DO NOT Submit any forms not required with your response. Only the successful bidder will be required to submit all forms.

16. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Instructions for Locating and Responding to Bid Solicitations in COMMBUYS https://www.mass.gov/info-details/locating-and-responding-to-bid-solicitations-in-commbuys#responding-to-bid-solicitations image1.jpeg