121396 - MassAbility_Catering RFR _Final document - 9-26-25.pdf

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

MASSABILITY

40 BROAD STREET 4TH FLOOR BOSTON, MASSACHUSETTS, 02109

Request for Response (RFR)

MASSABILITY CATERING, CONFERENCE SPACE, AND ACOMMODATIONS

COMMBUYS Bid #: BD-26-1071-AO-02021-121396

Agency Doc #: MASSABILITY - CATERSPACE-26-1

RELEASE DATE: 09-26-2025

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS

(www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the OSD Helpdesk at osdhelpdesk@mass.gov or the OSD Helpdesk line at 1-888-MA-STATE. The

Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern

Standard or Daylight time, as applicable, except on federal, state and Suffolk

County holidays.

http://www.commbuys.com/ mailto:osdhelpdesk@mass.gov

PROCUREMENT CALENDAR & DEADLINE FOR RESPONSES

BIDDER'S CONFERENCE:

DATE & TIME: Friday, October 3, 2025, from 10:00 am -11:00 am

LOCATION: Zoom

Meeting Link:

https://mass-gov-massability.zoom.us/j/97525650305

Meeting ID: 975 2565 0305 2

One tap mobile

+13052241968,,97525650305#US

+13092053325,,97525650305# US

QUESTIONS & ANSWERS

(BIDDER SUBMISSIONS):

DATE & TIME: Friday, October 10, 2025, @ 4:00 pm EST

Questions must be posted on COMMBUYS.

CONTACT INFORMATION

PURCHASING

MASSABILITY:

MassAbility

CONTACT NAME: Gabriela Lawrence-Soto

EMAIL: mby-procurement@mass.gov

TELEPHONE: 617-352-9459

COMMBUYS HELP DESK: OSDHelpDesk@mass.gov |1-888-627-8283 or 617-720-3197

PROCUREMENT INFORMATION

RFR NAME:

MASSABILITY CATERING, CONFERENCE SPACE, AND

ACOMMODATIONS

ALTERNATE ID (AGENCY

DOC #):

MASSABILITY - CATERSPACE-26-1

SHORT DESCRIPTION

The purpose of this Request for Response (RFR) is for MassAbility to enter into contracts with multiple catering services, conference, meeting spaces and hotel Accommodation bidders that qualify to provide services as described within this document. This procurement will be classified into four (4) categories; 1. General

Catering Services, 2. Catering Services with Conference Space, 3.

Conference Space only and 4. Hotel Accommodation & Conference space.

RFR RELEASE DATE: Friday, 09-26-2025

TOTAL PROCUREMENT

PERIOD:

Friday, November 14, 2025, to Tuesday, November 13, 2035

ACTIVITY CODES 2041, 2200, 2218, 2221, 2244, 6200

OBJECT CODES E22, B01, B02, JJ2, JJ56

https://mass-gov-massability.zoom.us/j/97525650305 mailto:mby-procurement@mass.gov mailto:OSDHelpDesk@mass.gov

QUESTION & ANSWERS

(MASSABILITY

RESPONSES):

DATE & TIME: Wednesday, October 15, 2025, by 4:00 PM EST

Responses to the questions received via COMMBUYS will be posted on COMMBUYS.

RESPONSE SUBMISSION:

(REVIEWING BEGINS)

DATE & TIME: Friday, October 24, 2025, by 4:00 pm EST

Vendor should register & submit electronic proposals only to

COMMBUYS.

RESPONSE EVALUATION

PERIOD

ESTIMATED TIME FRAME: Monday, October 27, 2025 – Friday, October 31, 2025.

NOTICE OF EVALUATION

RESULTS

ESTIMATED DATE & TIME: Wednesday, November 5, 2025, by

4:00 pm EST.

All vendors who respond to this RFR will be notified of the outcome of their submission in COMMBUYS

I. Procurement and Contract Structure

This RFR incorporates all relevant provisions of 801 CMR 21.00 Procurement of Commodities and

Services, the Standard Contract Form including related Instructions/Certifications, the Commonwealth

Terms and Conditions, the Operational Services Division’s Required Specifications and any updates to these documents during the life of this procurement. References to MassAbility in this document include all MassAbility offices, programs, and internal departments. Bidders must meet the requirements of 105 CMR 590.000 and obtain a caterer's permit from the Local Board of Health

(LBOH). Bidders must also comply with the Americans with Disabilities Act (ADA), a federal law enacted in 1990.

MassAbility will establish maximum obligation, cost reimbursement contracts with each awarded bidder. Vendors who are awarded contracts will be expected to negotiate a final program budget based on their proposed budget. Reimbursement will be based upon incurred costs for allowable program activities directly related to negotiated line-item budget amounts.

II. Applicable Procurement Law

CHECK ONE

(“X”) TYPE OF PURCHASE APPLICABLE LAWS

☒ GOODS AND SERVICES

MGL C. 7, § 22; C. 30, § 51, § 52;

801 CMR 21.00

HUMAN AND SOCIAL

SERVICES

MGL C. 7, § 22, § 22N; C. 30, § 51,

§ 52; 801 CMR 21.00; 808 CMR

1.00

☐ LEGAL SERVICES

MGL C. 30, § 51, § 52 AND § 65;

C. 7, § 22; AND 801 CMR 21.01(2)

(B)

☐ GRANTS

MGL C. 7A, § 7; ST. 1986 C. 206, §

17; 815 CMR 2.00

III. Whether Single or Multiple Contractors are Required for Contract(s)

(“X”) NUMBER OF CONTRACTORS FOR CONTRACT(S)

SINGLE

CONTRACTOR

MULTIPLE

CONTRACTORS

This will be a rolling enrollment RFR with no target number of awards. MassAbility intends to award contracts to qualified bidders providing services throughout the Commonwealth; MassAbility may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

IV. Calendar Rule Type

(“X”)

CALENDAR RULE

TYPE DEFINITION

☐ STANDARD

Vendors bid before RFR opens (Response deadline date).

☐ OPEN Vendors can bid when RFR is open again.

☒ ROLLING

Bidders may submit unsolicited proposals during the entire contract period.

V. Acquisition Method

(“X”) CATEGORY

☒ COST REIMBURSEMENT

☐ UNIT RATE (CH 257)

☐ UNIT RATE (NON-NEGOTIABLE)

☐ UNIT RATE (NEGOTIABLE)

ALL-INCLUSIVE RATE (PROJECT-BASED)

☐ Other: Specify Here

VI. Entities Eligible to Use the Resulting Contract

(“X”) ELIGIBLE ENTITIES

☒ Limited User Contract – Restricted to Use by Issuing Entity Only.

Limited User Contract – Restricted to Use by Defined Entities

Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing MassAbility and the following other entities:

• Identify additional Eligible Entities by name or type.

The Purchasing MassAbility reserves the right to add or remove additional authorized users during the contract term.

VII. Expected Duration of Contract:

CONTRACT

DURATION

INITIAL DURATION

From: November 14, 2025 – To: November

13, 2030

RENEWAL OPTIONS Rolling - NA

TOTAL MAXIMUM DURATION

From: November 14, 2025 – To: November

13, 2035.

VIII. Anticipated Expenditures, Funding or Compensation

Estimated Total Value of Procurement: $250,000.00 for the 10-year duration of the RFR.

All services in this RFR are subject to appropriation and the availability of funding. Should funding levels be adjusted significantly, MassAbility may seek Vendor re-affirmation of willingness to continue under modified program and cost requirements. MassAbility will announce any change to this RFR in

COMMBUYS.

At any time during the duration of the contract, MassAbility may conduct reviews of services and may consider taking corrective action, up to and including cessation or termination of all or part of the services covered under the Contract. Reasons for taking corrective action include: the Vendor has not satisfactorily achieved performance goals, the Vendor is unable to meet licensing or certification standards, or other issues or circumstances that result in a determination by the MassAbility that a significant change in services is in the best interests of the individuals served or the MassAbility.

Generally, unless a termination notice has been given pursuant to the Commonwealth Terms and

Conditions for Human and Social Services, the Master Agreement contract will remain in effect for the duration of the procurement. MassAbility reserves the right to make contract awards for a shorter duration when it is in the best interests of individuals, MassAbility, or Commonwealth.

CHECK (“X”)

Rate Contract: Contract will NOT have a Maximum Obligation Amount

☒ Contract will have a Maximum Obligation

(“X”)

WILL FEDERAL FUNDS BE USED TO FUND ANY PART OF

CONTRACT(S)?

☐ No

☒ Yes

Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

Vendors receiving federal grant funds may be considered sub-recipients for federal grant purposes and will be required to comply with applicable federal requirements, including but not limited to sub-recipient audit requirements under OMB Circular A-133.

CONTENTS

1. RFR Introduction & General Description

1.1 Procurement Scope and Description

1.2 Procurement Purpose and Background

2 Scope of Services

2.1 Service Definitions

2.2 General Requirements

2.2.1 Vendor Certifications

2.3 Compensation Structure

2.4 Purchasing Service Terms & Conditions

2.5. Potential Expansion to Additional Catering Services

3 Performance Requirements and Monitoring

3.1 Contract Performance Specifications

3.2 Contract Management Procedures

3.3 Additional Performance Expectations

3.4 Documentation and Record Keeping Requirements

4 Questions and Evaluation Criteria

4.1 Mandatory Minimum Criteria

4.2 Response Requirements (Scored Criteria)

4.3 Small Business Purchasing Program

4.4 Scored Criteria

4.5 Requests for Correction or Clarification Terms

4.6 MassAbility Licensure and Certification

5 Contract Invoicing

6 Required Forms

6.1 Other Forms

6.2 Instructions for Submission of Forms and Questions

6.3 Electronic Signatures

6.4 File Format and Naming Conventions

6.5 Amendments to BID

6.6 Alterations

6.7 Ownership of Submitted Quotes

6.8 Public Records

6.9 COMMBUYS Support

7 RFR Attachments

8 Other Requirements Pertaining to this RFR

8.1 Debriefings/Appeals

8.2 Debarment

8.3 Enterprise Invoice / Service Management (EIM/ESM)

8.4 EOHHS Qualification Process

8.5 Criminal Offender Record Checks (“CORI”)

8.6 Privacy and Security

8.7 Virtual Gateway Business Services

8.8 Best Value Selection and Negotiation

1. RFR Introduction & General Description

1.1 Procurement Scope and Description

MassAbility seeks to award contracts for general catering services, including identification of accessible locations for off- and on-site meetings, training sessions, conferences, and other events. A second aspect of this procurement is to award conference space/centers (e.g. hotels, libraries) which could require the use of their in-house or subcontracted catering services.

1.2 Procurement Purpose and Background

MassAbility, formerly known as the Massachusetts Rehabilitation Commission (MRC) is a state agency dedicated to helping individuals with disabilities live and work independently. MassAbility provides comprehensive services to people with disabilities to maximize their quality of life and social and economic self-sufficiency. MassAbility employs approximately 800 individuals across three divisions who serve over 128,000 participants across Massachusetts, providing support that includes vocational counseling, training and employment, job placement, benefits counseling, disability determination, independent living, assistive technology, home modification, brain injury services, and home care assistance. Services are provided through three divisions: Career Services (CS), Home and Community Life (HCL), and Disability Determination Services (DDS).

2 Scope of Services

The purpose of this Request for Response (RFR) is for MassAbility to enter into contracts with multiple

Catering Services and/or Conference Space, hotel bidders that qualify to provide quality and timely services as described within this document.

The resulting Contract will be the sole Contract used by MassAbility for the goods and services covered by the Contract.

This procurement is divided into four (4) categories as follows:

Category I - General Catering Services which allows bidders to bid on general catering services only

(breakfast, lunch, dinners, snack, etc.).

Category II –Conference Space which allows bidders to bid on Conference Space only (libraries, non-profits, colleges, etc.).

Category III - Catering Services with Conference Space which allows bidders to bid on catering services with conference center/space availability (e.g. hotels, convention centers, halls, etc.).

Category IV – Hotel Accommodations which allows bidders to bid on Catering Services and

Conference Spaces with the added value option to provide special hotel room rates as it applies to

MassAbility’s needs and requirements.

Bidders may choose to submit responses on any or all of the above catering categories on the

“Bidders Response Form” available under the “Attachment” tab on COMMBUYS

(www.COMMBUYS.com).

https://www.commbuys.com/

Bidders may designate preferred areas of service within the Commonwealth. Awarded bidders will not be restricted to service in the area listed in their response.

The vendor will meet MassAbility catering and space coordination requirements.

Any vendor awarded a contract with MassAbility through this RFR, will be responsible for providing some or all services specified under a resulting contract. Response Requirements for any bidder to be determined eligible to provide services under the Master Agreement are listed in the attachment ‘RFR

Vendor Response Template’ on the COMMBUYS posting with respective scoring procedures detailed in Section 4.0 Evaluation Criteria of this RFR.

2.1 Service Definitions

The following services required as part of this proposal are detailed below.

I. GENERAL CATERING SERVICES

The Vendor will be expected to complete some or all of the following as detailed in a resulting contract:

• The selected vendor will provide catering services for a contracted event hosted by MassAbility, including but not limited to meetings, training, conferences and special functions. Catering must be available for a range of group sizes from small meetings (10-30 people) to large events (100+ attendees).

II. Conference Space: The Vendor will be expected to complete some or all of the following as detailed in a resulting contract:

• The selected vendor will provide conference space to support events hosted by MassAbility such as meetings, training sessions, workshops, conferences or special events. The facility must offer professional, accessible, and fully functional space conducive to successful event experience.

• Event Space Requirements: Conference rooms or event spaces that accommodate a range of group sizes (10-100+), flexible room configuration, private, dedicated meeting space that is ADA accessible and compliant.

III CATERING WITH CONFERENCE SPACE

• The vendor will provide all services specified within both Category I and Category II.

IV Hotel Accommodation: The vendor will provide all services specified within Category I, Category

II, Category III, as well as hotel accommodation for attendees, staff, and/or guests participating in official events, training, conferences, or other approved travel. The selected vendor must provide clean, safe, and accessible lodging with consistent service quality and reasonable pricing.

2.2 General Requirements

Bidders qualified to provide any service under this RFR must meet the following requirements.

2.2.1 Vendor Certifications

Professional, business, and/or food services certification(s) and license(s) as applicable.

2.2.2 Vendor Experience

• Business background demonstrated experience providing catering and/or conference services for events similar in size and scope of proposed RFR.

• Experience providing similar services with government or public sector organizations.

• Reference from past clients

2.2.3 Employee/Staffing Requirements

• Bidder has staff with appropriate training and certifications as required in their business.

• Bidder has adequate staffing levels to carry out deliverables.

• Liability insurance.

2.2.4 Training Requirements

• Bidder’s staff must be professional, have acquired and maintain industry certifications, and must be trained in their respective duties.

2.2.5 ORDERS (CONTRACTOR’S INTERFACE WITH COMMONWEALTH AGENCIES)

A. Order cancellations Vendors awarded a contract will be required to provide, at a minimum, the following cancellation notices in the event it no longer is able to perform the contracted services:

• Category I – General Catering Services – Seven (7) days prior to scheduled event.

• Category II - Catering Services - 30 days prior to scheduled event.

• Category III – Catering Services with Conference Space and Room Accommodations – Thirty

(30) days prior to scheduled event.

• Category IV – Hotel Accommodation: 30 days prior to scheduled event.

B. Shipping, Delivery and Acceptance

Where the vendor is expected to provide a good or service requiring shipping and/or delivery, the following provisions will apply.

Delivery must be made at no extra cost to the Commonwealth with all deliveries being “Free on Board” or “Freight on Board”, FOB destination, where the seller remains responsible until the goods are delivered at the MassAbility agreed upon destination.

All orders will be processed, confirmed, and delivered based on established delivery schedules with

MassAbility. MassAbility will establish a mutually agreed upon delivery schedule with the vendor. The vendor will make delivery of items as requested and specified by MassAbility. Any change in the specified delivery schedule is subject to approval by MassAbility. Any item not delivered during the established delivery period may be canceled at no cost to the Commonwealth.

Any additional costs incurred by the Commonwealth, as a result of the vendor’s failure to ensure timely delivery will be charged to the vendor. Any product delivered untimely will be returned at the vendor’s expense.

“Will Call” orders are orders that the vendor is expected to pick up and deliver to the event location no later than 24 hours of the contracted event. Where the vendor is asked to provide emergency delivery, the vendor may charge a reasonable compensation rate for such deliveries only with prior agreement from MassAbility.

2.3 Compensation Structure

MassAbility Catering, Conference Space, and Accommodations will be paid on a cost-reimbursement basis. As such, Vendors awarded a contract will be expected to negotiate an event budget.

Reimbursement will be based upon the actual costs incurred for allowable event deliverables and activities. Bidders are required to provide a proposed budget detailing the scope of services and estimated associated costs, which will be submitted with the RFR bid, as detailed in Section 4.4. It is the responsibility of an awarded contractor to seek prior funding approval of event deliverables not contemplated in its event services and budget plan. MassAbility will not reimburse vendors for costs incurred for even deliverables not included and not approved in the resulting contract and budget plan.

(801 CMR 21.08). MassAbility reserves the right to deny any reimbursement for costs incurred which reasonably could have been avoided. Reimbursed costs are directly related to negotiated and approved annual line-item budget amounts.

Non-reimbursable costs should not be included in the annual budget proposal or in submitted invoices.

Non-reimbursable costs include, but are not limited to, state, federal, or local taxes; sales tax; gift cards; or any items prohibited by 801 CMR 21.0, 808 CMR 1.00, and other applicable state and federal regulations.

Unallowable Costs: Refer to OSD CMR, and in addition, UFR guidelines if using federal funds.

2.4 Purchasing Service Terms & Conditions

The services/commodities detailed under section 2.1 will be procured through contracts executed with successful bidders that qualify to provide services as described within this document.

2.5. Potential Expansion to Additional Catering Services

Should MassAbility determine it requires additional catering needs served under this RFR, depending on the circumstances, MassAbility may directly contract with bidder(s) qualified under this RFR as needed for an annual obligation less than $10,000.00. If necessary, multiple contracts may be issued, focusing on specific subset needs of the agency. Commonwealth Agencies are not required to obtain multiple quotes from multiple Contractors prior to issuing an order, but it is strongly encouraged.

3 Performance Requirements and Monitoring

Payment to vendors contracted under this RFR will be contingent upon the achievement of specific performance deliverables, as explicitly defined by MassAbility in this section and any additional terms and conditions contained in incorporated documents. The intent of this approach is to align contractor incentives with MassAbility’s desired outcomes, ensuring that payments are made based on the successful completion of key tasks, measurable results, and/or milestones that directly contribute to the overall goals of the project.

Bidders should review the performance criteria, payment schedule, and associated conditions outlined in this section carefully, as these will form the basis of the agreement and payment process. By submitting a proposal, bidders agree to meet the performance standards and reporting requirements as outlined, understanding that payment will be tied to their ability to meet or exceed these criteria.

Vendors are required to provide updates to MassAbility, participate in periodic utilization reviews, and submit reports, as requested. Vendors may be expected to provide MassAbility with data related to outcomes, metrics, progress measures, staff salaries and FTEs, and other information upon request related to the performance and financing of services provided under the contract.

Under this RFR, performance and utilization of vendors will be reviewed by MassAbility Program managers or designated staff after each event. Contracts may be terminated based on performance, quality of service issues, or lack of professional conduct, including billing delays. Additionally, vendors may be placed on corrective actions plans or issued sanctions, depending on the severity of issues.

Vendors are required to provide updates to MassAbility, participate in periodic utilization reviews, and submit reports, as requested. Vendors may be expected to provide MassAbility with data related to outcomes, metrics, progress measures, staff salaries and FTEs, and other information upon request related to the performance and financing of services provided under the contract.

3.1 Contract Performance Specifications

Payments will be made to the vendor upon the successful completion of the following deliverables listed as follows:

Catering

DELIVERABLE % OF PAYMENT

DELIVERABLE 1 # Deposit (if applicable)

Up to 50%

Deliverable 2: After completion of catering service

REMAINDER AMOUNT

Conference Space

DELIVERABLE 1 # Deposit upon booking (if applicable)

Up to 50%

Deliverable 2: Before day of the event

REMAINDER AMOUNT

Hotel Accommodations

DELIVERABLE 1 #At checkout

100%

NOTE: vendors are responsible for reservation amount at the time of booking.

Successful completion of the authorized deliverables and payment will be subject to acceptance by

MassAbility in accordance with the following performance standards.

3.2 Contract Management Procedures

As part of MassAbility’s commitment to improved outcomes, MassAbility will actively and regularly collaborate with awarded vendors to enhance contract management, improve results, and adjust service delivery based on learning what works. Reliable and relevant data is necessary to drive service improvements, facilitate compliance, inform trends to be monitored, and evaluate results and performance. As such, MassAbility reserves the right to request/collect other key data and metrics from vendors.

Awarded vendors will be held to the deliverables stated in 3.1. and are expected to follow the additional performance expectations listed in 3.3. Desk audits and compliance reviews may be conducted by MassAbility on a periodic basis.

3.3 Additional Performance Expectations

Awarded Contractors must submit invoicing monthly, by the 15th of each month, with proper supporting documentation. Issues and errors raised by MassAbility must be acknowledged and answered by the vendor within 10 (ten) business days of inquiry. Unresolved issues/errors may result in the imposition of sanctions and penalties including non-payment.

3.4 Documentation and Record Keeping Requirements

In accordance with requirements established in the Commonwealth Terms and Conditions for Health and Human Services, Vendors must maintain records, books, files, and other data as required by 808

CMR 1.00 and as specified in this RFR and in such detail as shall properly substantiate claims for payment made under a resulting contract.

These records shall be maintained by the Vendor and must be made available to MassAbility upon request.

MassAbility defines the requirement to maintain records necessary to substantiate billing as follows:

• Brief summaries of the nature of service/deliverable provided such as goods, products, progress notes, daily logs, or other description of each service encounter.

4 Questions and Evaluation Criteria

4.1 Mandatory Minimum Criteria

The Mandatory Minimum Requirements to be considered for scoring include:

1. Bidder provided completed and signed required documents listed on the Bidder’s Response

Checklist.

2. Bidders must be authorized to conduct business in Massachusetts and must not be debarred by federal, state, or local governments.

All requirements are stated in Attachment Bidder’s Checklist. A completed and marked checklist is a required form of the RFR response. The Business Response questions/items can be found in

Attachment titled: Vendor Response Template. Vendors must input their responses directly into the template and include the completed document as part of the submission. Mandatory Minimum Criteria will be reviewed by MassAbility’s procurement staff to verify compliance prior to sending responses to the Proposal Review Team.

4.2 Response Requirements (Scored Criteria)

Bidders will be evaluated based on their responses to the requirements outlined in the Response

Template provided. Each item will be scored on a 1-5 scale and weighed based on the defined scope.

The Response Template is posted on COMMBUYS. All bidders seeking to provide services under this procurement must directly and clearly address each of the response areas outlined below, paying particular attention to the 15-page limit for the document's main body. Attachments or appendices not requested and any response descriptions beyond the page limit will not be reviewed.

Cost-Reimbursement

Budget Proposals will be evaluated based on the clarity, detail, and justification of each line item in the proposed cost-reimbursement budget. Bidders must:

1. Submit a complete budget, using the provided template that includes personnel, fringe, operating, administrative, and any indirect costs.

2. Demonstrate cost reasonableness and alignment with program scope.

3. Justify line items and provide assumptions that tie expenditures to staffing, deliverables, and timelines.

4. Confirm compliance with unallowable cost rules as outlined in OSD and UFR guidelines.

MassAbility is endeavoring to deliver the best value to facilitate our needs. Therefore, it is important to measure the vendor’s performance to ensure the contract complies with what has been requested and what the vendor has offered in this RFR. The following performance areas will be measured within each category:

Category I - General Catering Services Requirements:

• Service delivery: Services must be delivered in a timely, hygienic, and professional manner, with an emphasis on quality, presentation, and customer satisfaction.

• Menu Planning & Customization: The bidder must offer a variety of menu options, including vegetarian, vegan, gluten-free and allergy-conscious selections; allow customization of menus to meet the specific needs of each event; and include options for breakfast, lunch, dinner, and snack/refreshment breaks.

• Food Preparation & Quality: All food must be prepared in accordance with local health and safety regulations. Food must be clearly labeled, especially with regard to allergens and dietary restrictions.

• Delivery & Setup: If required, provide professional catering staff for set up, service, and delivery. Staff must be trained and licensed in food handling and customer service.

Category II - Conference Space Requirements:

• Event Space Accommodations: Conference rooms or event spaces that accommodate a range of group sizes (10-100+), flexible room configuration, private, dedicated meeting space.

• Facility Standards: Clean, well-maintained, climate-controlled spaces that are ADA-compliant with accessible entrances and elevators, restrooms and navigation throughout the venue, onsite restrooms in reasonable proximity to event space, adequate onsite parking or access to nearby parking options, staff available during event hours.

• Equipment and Technology: Access to Audio/visual equipment or ability to bring in equipment, reliable high speed Wi-Fi access for attendees and presenters, charging stations or electrical outlets available, technical support available.

• Support Services: Immediate access to point of contact during event hours.

Category III – Catering Services with Conference Space Requirements:

• Service delivery: Services must be delivered in a timely, hygienic, and professional manner, with an emphasis on quality, presentation and customer satisfaction.

• Menu Planning & Customization: The bidder must offer a variety of menu options, including vegetarian, vegan, gluten-free and allergy-conscious selections; allow customization of menus to meet the specific needs of each event; and include options for breakfast, lunch, dinner, and snack/refreshment breaks.

• Food Preparation & Quality: All food must be prepared in accordance with local health and safety regulations. Food must be clearly labeled, especially with regard to allergens and dietary restrictions.

• Delivery & Setup: If required, provide professional catering staff for set up, service, and delivery. Staff must be trained and licensed in food handling and customer service

• Space Requirements:

o Event Space Accommodations: Conference rooms or event spaces that accommodate a range of group sizes (10-100+), flexible room configuration, private, dedicated meeting space.

o Facility Standards: Clean, well-maintained, climate-controlled spaces that are ADA-compliant with accessible entrances and elevators, restrooms and navigation throughout the venue, onsite restrooms in reasonable proximity to event space, adequate onsite parking or access to nearby parking options, staff available during event hours.

• Equipment and Technology: Access to Audio/visual equipment or ability to bring in equipment, reliable high speed Wi-Fi access for attendees and presenters, charging stations or electrical outlets available, technical support available

• Support Services: Immediate access to point of contact during event hours

Category IV – Hotel Accommodations Requirements: Performance areas contained in Category III above as well as the availability of ADA-compliant lodging rooms upon request, safe and well-lit property with 24/7 staff presence, adequate onsite parking or access to nearby parking options, allow a designated point of contact for booking coordination and issue resolution, and provide clear cancellation and refund policies. Vendors performing within this Category must operate in accordance with local, state, and federal regulations, maintain valid business licenses and appropriate insurance coverage, and comply with all fire and safety codes.

4.3 SMALL BUSINESS PURCHASING PROGRAM

4.3.1 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.

4.3.2 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 (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

4.3.3 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.

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.

4.3.4 SBPP Compliance Requirements

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?_gl=1*wnz9qe*_ga*OTcxODE1Mjg3LjE2ODM2MzUyMjc.*_ga_MCLPEGW7WM*MTY5ODA3OTg1NC4yNi4wLjE2OTgwNzk4NTQuMC4wLjA.

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

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 SBPP, including how to apply, visit the SBPP Webpage.

4.3.5 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.

4.4 Scored Criteria

The Proposal Review Team members will individually rate each Scored Criteria based on the materials submitted including the 15-page business response. This page limit does not include required attachments as specified in this RFR. No proposal will be accepted as “qualified” without meeting the minimum standards for every required response item. That is; to be qualified, a Bidder must receive a score of at least 3 for each criterion.

The Proposal Review Team members will rate the Scored Requirements based on the materials submitted. All bids must meet the mandatory minimum criteria referenced above to be scored.

In certain cases, the vendor may be notified that the submitted response is unacceptable and may be given an opportunity to submit an additional or revised response to correct the original submission.

Rating Scale

Unsatisfactory 1 Point Bidder fails to meet the defined criteria.

Below Average 2 Points Bidder is responsive, but response is lacking in clarity or inadequately addressed the defined criteria

Average 3 Points Bidder is responsive and adequately addresses the requirements of the criteria

Above Average 4 Points Bidder is highly responsive, demonstrates an above average understanding of the topic and clearly demonstrates their ability to satisfy the requirement

Outstanding 5 Points Bidder’s response is outstanding in its clarity and their ability to deliver the desired requirement

4.5 Requests for Correction or Clarification Terms

MassAbility, in its sole discretion and pursuant to 801 CMR 21.06(8), may determine whether a Bidder is eligible for a Response correction or clarification.

MassAbility shall determine whether to allow a correction of minor informalities in a Response. Minor informalities matter of form rather than substance and include clerical errors or minimal or insignificant mistakes that can be corrected without prejudice to other Bidders. MassAbility may, upon the written request of a Bidder, allow a correction of a minor informality in a Response which is clear, such as a typographical error, transposition error or arithmetical error where the correct answer is obvious, or if the mistake is discovered by MassAbility, MassAbility may note the correction on the Response. If http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/doc/801-cmr-21-procurement-of-commodities-or-services-including-human-and-social-services/download

MassAbility requires a clarification of any particular section of a Response, MassAbility will provide all

Bidders that submitted Responses with the same notice and opportunity for clarification of the identified section in the Response. Clarifications are explanations of what is stated in a Response and may not be used as an opportunity to submit supplemental information or a change to a Response, unless MassAbility specifically requests these submissions or changes as part of the clarification of all

Responses. No correction or clarification of Response prices, terms and conditions or the submission of supplemental information prejudicial to the interests of other Bidders or to fair competition shall be permitted.

4.6 MassAbility Licensure and Certification

If a vendor is unable to maintain its certification or licensing status for services procured under this

RFR, MassAbility may either terminate or take steps to amend the contract. This may include informing a Vendor that the organization is no longer qualified to provide a specific service originally included under the scope of services the contract, or the termination of the contract in its entirety

5 Contract Invoicing

The Vendor shall be responsible for ensuring the accuracy of all invoices submitted to MassAbility for payment. The Vendor shall bill for services by the 15 days after deliverable acceptance from

MassAbility. Invoices must be submitted monthly using the Commonwealth of Massachusetts Voucher

Input Form. Bills must be submitted within fifteen (15) days following the close of each calendar month. All bills must be received no later than July 31st of that fiscal year or they will not be processed. In addition, all services must be delivered to participants by June 30th of that fiscal year in order for payment under this RFR to be honored. Services may not be provided unless an active

Contract Order (CO) has been approved, authorizing the service hours. Any request for payment for services rendered without an active CO will not be approved.

Catering Services and Conference Space Accommodations are reimbursed only if authorized contractually and if provided, must be accurately supported by supporting documents. Services must be authorized through the defined method in Section 2.0.

Payments will be withheld if required documentation is not submitted with the invoice. Inaccurate billing and/or backup documentation may lead to desk audits, corrective action plans, and imposition of sanctions and penalties.

6 Required Forms

Responses to this RFR must contain the following documents:

CHECK IF

COMPLET

E FORM/DOCUMENT LOCATION

CHECK IF

CONFIDENTIA

L

☐ VENDOR BID RESPONSE

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

MASSABILITY BIDDER’S

CHECKLIST

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

☐ MASSABILITY SCORE CARD

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

DOR CERTIFICATE OF GOOD

STANDING

COMMBUYS BID

POSTING: ‘RFR FORMS”

☐ CONTRACTING QUALIFICATION

FORM

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

STANDARD CONTRACT FORM

AND INSTRUCTIONS

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

SAMPLE DOR - CERTIFICATE O

GOOD STANDING

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

FOR

INFORMATION

ONLY

CONTRACTING QUALIFICATION

FORM INSTRUCTIONS

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

FOR

INFORMATION

ONLY

☐ STANDARD CONTRACT FORM

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

FOR

INFORMATION

ONLY

CONTRACTING QUALIFICATION

FORM

COMMBUYS BID

POSTING: ‘RFR FORMS”

FOLDER

FOR

INFORMATION

ONLY

APPENDIX A – REQUIRED

SPECIFICATIONS FOR GOODS

AND SERVICES

COMMBUYS BID

FOR

INFORMATION

ONLY

APPENDIX B – ELECTRONIC

FORM QUOTE SUBMISSION

INSTRUCTIONS

COMMBUYS BID

APPENDIX C - REQUIRED

SPECIFICATIONS FOR

PURCHASE OF SERVICES

COMMBUYS BID

6.1 Other Forms

If the following signed documents are not on file with the Office of the State Comptroller, or there are changes to forms on file after the date of Bidder submission, the Bidder must submit electronic versions of these forms to the email address noted on the cover page of this BID within 5 business days after receiving an intent to award under this RFR.

• Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

• EFT Form with voided check

• Prompt Payment Discount Form

• Contractor Authorized Signatory Listing (CASL) Form

• Commonwealth Terms & Conditions

The above noted forms may change or be revised during the life of this procurement. Updated forms will be posted on COMMBUYS.

6.2 Instructions for Submission of Forms and Questions

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

MassAbility will process the standard contract form electronically when possible. Bidders should not submit signed copies of the standard contract form, or the contractor authorized signatory listing posted on COMMBUYS with their proposal. These forms are posted for informational purposes only.

All Bidders are advised to allow adequate time for submission in consideration of potential online submission impediments including Internet traffic, Internet connection speed, file size, and file volume.

MassAbility is not responsible for delays encountered by Bidders or their agents, or for Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time-stamped by the COMMBUYS system clock which is considered the official time of record.

A. Quote Contents & RFR Submission Checklist

Bidders must comply with the requirements below. Proposal Review Teams seek to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete and submit the RFR Submission Checklist, and all documents referenced in the Checklist.

B. Online Quote Submission via COMMBUYS is required.

All Bidders must submit Quotes 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 home or landing page. Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active COMMBUYS account for the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

6.3 Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS.

Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that they are an agent of the

Bidder with authority to sign on the Bidder’s behalf, and that they have read and assented to each document’s terms.

6.4 File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 8 1/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved. Other zip file formats will not be accepted.

All attachments that are uploaded to COMMBUYS must include the company name of the Bidder and the Solicitation Bid number.

6.5 Amendments to BID

MassAbility reserves the right to make amendments to the Bid after the initial publication. It is each

Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications to this

Bid. MassAbility and the Commonwealth accept 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.

6.6 ALTERATIONS

Bidders may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a bid submission.

6.7 OWNERSHIP OF SUBMITTED QUOTES

MassAbility shall be under no obligation to return materials submitted by a Bidder in response to this

Bid. All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Quote, whether or not the Quote is selected for Contract award.

The quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active. Bidders also may retain a traditional paper copy or electronic copy on a separate computer, or network drive or separate media, such as CD or DVD, as a backup.

6.8 Public Records

All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, sec. 7, sec. 26. Please be aware that checking the “confidential” box in COMMBUYS may not bar these documents from release as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

6.9 COMMBUYS Support

The following resources are provided to assist Bidders in submitting responses:

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

• Email: Send inquiries to the COMMBUYS Helpdesk at OSDHelpDesk@mass.gov

• Telephone: Call the COMMBUYS 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.

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

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

The following resources are provided to assist Bidders in submitting Quotes:

Appendix B includes Instructions for Vendors Responding to Bids Electronically through COMMBUYS, which is part of this document.

• Training sessions focused on online Quote submission, if offered, are noted in the Estimated

Procurement Calendar.

• An online job aid on How to Create a Quote

• Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through

COMMBUYS.

7 RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services

Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

8 Other Requirements Pertaining to this RFR

8.1 Debriefings/Appeals

Unsuccessful bidders may request a debriefing from MassAbility within fourteen (14) calendar days of the postmark of the notice from MassAbility regarding a qualification decision. Debriefings are intended to provide an open, appropriate, and meaningful exchange of information about the procurement and evaluation process and to help the bidder to understand the results of the process as http://www.mass.gov/osd/commbuys https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.screencast.com/t/GMJLKkilF12 https://www.screencast.com/t/GMJLKkilF12 https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids it applies to their proposal submission only. Unsuccessful POS bidders aggrieved by a MassAbility decision must participate in a debriefing as a prerequisite to an administrative appeal. It is important to note that the purpose of a debriefing is solely to discuss and review MassAbility’s decision not to qualify for or award the unsuccessful bidder.

8.1.1 ADMINISTRATIVE APPEALS TO THE DEPARTMENT

Bidders that have participated in a debriefing and dispute the award decision may request an appeal to MassAbility. The appeal must be filed within fourteen (14) calendar days of the debriefing meeting.

The request must be in writing and specify the basis for the appeal. Requests for appeals will only be considered if one or more of the following is alleged:

1) Competitive procurement conducted by the department failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the OSD Conducting Best Value Procurement Handbook, subsequent policies and procedures issued by OSD, and the specifications of the RFR; or

2) There was a fundamental unfairness in the procurement process. OSD will presume that departments conducted fair procurement absent documentation to the contrary. Consequently, a high burden of proof rests with the bidder. Bidder should take care to provide sufficient and specific evidence in support of its claim.

810 CMR 21.06(15); Operational Services Department, Conducting Best Value Procurements, 2023, 94-95

Appeals must specify in sufficient detail the basis for the appeal including identification of the applicable regulation or guideline that was not complied with or the specific facts that demonstrate that the procurement was unfair. Appeals not based upon the specified grounds above, or those submitted without sufficient detail on the basis of the appeal, shall be denied.

Administrative appeals are not subject to the formal procedures specified in the State Administrative

Procedures on Adjudicatory Procedures and…