AGR-AG-Fair-Location-FY27.pdf

Massachusetts Department of Agricultural Resources Departmental RFR

COMMONWEALTH OF MASSACHUSETTS

100 Cambridge Street, 9th Floor

BOSTON, MA 02114

DEPARTMENTAL REQUEST FOR RESPONSE (RFR)

RFR File # AGR-AG-Fair-Location-FY27

BD-27-1002-1003-001-133366

FOR

The Department is seeking responses from venues for an event host space.

Responses Due By: Monday, September 28, 2026, by 4:00 PM

See section 1.3 INSTRUCTIONS FOR APPLICATION PREPARATION FOR SUBMISSION

DEPARTMENTAL REQUEST FOR RESPONSE

ISSUE DATE: January 6, 2025

Purchasing Department MDAR- Massachusetts Department of Agricultural Resources

Address 100 Cambridge Street, 9th Floor, Boston MA 02114 Procurement Contact Mackenzie May E‐Mail Address mackenzie.a.may@mass.gov RFR Name/Title AGR-AG-Fair-Location-FY27 COMMBUYS Bid Number BD-27-1002-1003-001-133366

1. Description or Purpose of Procurement:

The Massachusetts Department of Agricultural Resources (“MDAR”) is seeking to secure one event space where the Department may host a one-day event on March 5, 2027, with a reserved weather rescheduling date of March 12, 2027. The space should be in Franklin County, close to major highways.

Examples of ideal venues include Commonwealth agency and/or other Commonwealth-owned or operated facilities, including but not limited to, Commonwealth educational institutions or other entities able to execute an Interdepartmental Service Agreement (“ISA”). Eligible vendors also include non-profit or private entities that could provide the services requested in this RFR and which can enter into a standard contract with MDAR.

This is a request for responses from the vendor’s interest in hosting the event only. Parties will enter into an agreement with MDAR for the use of space, either an ISA or standard Commonwealth contract as noted above.

1.1. BACKGROUND/PURPOSE:

The Agricultural Resource Fair will offer the Massachusetts agricultural farming community up-to-date timely resource information. The material presented will include material on services, funding information, and technical assistance programs to provide a “One-Stop Shopping” resource opportunity for those that attend.

Agricultural and food system stakeholders will set up tables to offer paper and digital resources to attendees on information including resources, grants, funding, and other information related to such. There may also be opportunities for breakout and speaker engagement sessions.

1.2. APPLICANTS:

Eligible locations should be able to provide:

• Handicap accessibility and compliant with ADA requirements for public access.

• Capacity to hold approximately 200 attendees, vendors, and staff.

• A main open space/hall that can hold 30-40 tables for exhibitors.

• Ample parking for attendees and exhibitors.

• Two or three smaller rooms with seating where attendees are able to sit and listen to presentations and have technology available for use, including but not limited to, an overhead projector.

mailto:mackenzie.a.may@mass.gov

• Venue should be able to provide:

o 30 to 40 tables, and 2 chairs per table.

o Access to electricity for vendor use in main hall and breakout rooms.

o A minimum of 2 classroom style spaces with seating for approximately 25 to 50 people.

Classrooms should be equipped with AV equipment including, but not limited to, projectors and sound systems (i.e., speakers, microphones…).

• Use of the space for approximately 8 to10 hours on the day of the event.

• Catering service to provide beverages and light snacks which MDAR will purchase through the selected vendor, such as on-site dining services or other catering and/or food services available through the selected vendor.

1.3. INSTRUCTIONS FOR APPLICATION PREPARATION FOR SUBMISSION:

Responses are due by Monday, September 28, 2026, 4:00 PM.

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

• Vendor information;

• Name, address, contact information;

• Description of the facility;

• A price list including any hourly rates, session rates, final estimate and any other rates involved in use of the space and catering price sheet;

• Confirmation that the services described above can be provided;

Vendors may submit a copy of their own service agreement for review and inclusion. However, the Commonwealth of Massachusetts Terms & Conditions supersede any vendor’s terms and conditions, and all vendors are required to accept the Commonwealth of Massachusetts Terms & Conditions as a condition of contracting with MDAR by signing the Standard Contract Form or an Interdepartmental Service Agreement. MDAR is unable to sign any outside vendor forms.

Information provided to the MDAR under this RFR will be considered a public record unless otherwise exempt by law.

Submission Requirement:

1. Interested Commonwealth agencies or other Commonwealth entities able to enter into an Interdepartmental Service Agreement with another Commonwealth agency or authority should email their response to:

Mackenzie May at: mackenzie.a.may@mass.gov

2. Vendors who are not considered a Commonwealth agency or authority and therefore unable to enter into an ISA MUST submit a response via COMMBUYS as follows:

a. 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, and all COMMBUYS Vendor Job Aids in Appendix C.

mailto:mackenzie.a.may@mass.gov https://www.commbuys.com/bso/

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

1.4. EVALUATION CRITERIA:

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

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

The Project will evaluate proposals based on the following criteria:

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

• Vendor Capacity

• Overall Best Value to the Commonwealth.

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

General Evaluation: The Project will consider no responses received after the deadline. The Project will award Contracts to the most responsive bidder(s) that offers the best value. The fulfillment of the qualifications listed in this RFR, the completion of all required forms as listed in the RFR, and a determination by MDAR that contracting with the bidder will provide the “best value” to the Commonwealth will determine the basis for evaluation. In making this determination, MDAR will consider and score a number of factors, including price, experience, geographic location for ease of service, and quality. MDAR may disqualify incomplete or inaccurate responses at its own discretion.

2. Applicable Procurement Law Check

Appropriate Type of Purchase Applicable Laws

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

3. Bid Calendar Type:

Appropriate

Category

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

4. Acquisition Method:

Appropriate Category

Fee-For-Service

5. Estimated Value of the Contract

Appropriate

Small Procurement (</= $250,000)

Large Procurement (> $250,000)

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

Single Contractor

Multiple Contractors

7. Entities Eligible to Use the Resulting Contract

Eligible Entities

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

• Massachusetts Department of Agricultural Resources

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

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

Contract Duration Number of Options Length

Initial Duration Contract Effective Date to June 30, 2027 Renewal Options None None Total Maximum Duration Up 7 Months

9. Contract Performance and Business Specifications:

9.1. Fiscal Terms:

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

9.1.2. Payment Terms: Non-ISA Contractor shall submit one invoices after conclusion of the event. Payments are processed within a 45 day payment cycle through EFT, in accordance with the Commonwealth Bill Paying Policy for investment and cash flow purposes.

Departments may NOT negotiate accelerated payments and Payees are NOT entitled to accelerated payments UNLESS a prompt payment discount (PPD) is provided to support the Commonwealth’s loss of investment earnings for this earlier payment, or unless a payment is legally mandated to be made in less than 45 days.

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

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

10. SMALL BUSINESS PURCHASING PROGRAM (SBPP):

APPLICABLE, as this Procurement’s Annual Value is less than $250,000.00.

10.1. Program Background

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

10.2. SBPP Award Preference

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

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

10.3. SBPP Participation Eligibility

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

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

2. Been in business for at least one year;

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

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

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

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

10.4. SBPP Compliance Requirements

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

10.5. Program Resources and Assistance

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

11. SUPPLIER DIVERISITY PLAN (SDP):

NOT APPLICABLE for this Procurement’s Estimated Annual Value is less than $250,000.00.

Program Background for Reference:

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

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

12. ENVIRIONMENTALLY PREFERABLE PRODUCTS:

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to 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-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/supplier-diversity-office https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

13. ESITMATED PROCUREMENT CALENDAR

Procurement Activity Date

Bid Release Date September 10, 2026 Responses Due By / Opening Date September 28, 2026 Notification of Apparent Successful Bidder(s) (Estimated) October 2026 Estimated Contract Start Date: This is the approximate start date. The actual start date will be the Contract Effective Date.

Contract Effective Date through June 30, 2026

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

14. RFR DISTRIBUTION METHOD:

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

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

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

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

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective

Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

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

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

Check if Required Form/Document Notes/Instructions

Vendor’s Proposal REQUIRED Electronic Submission

Attachment A- Prompt Pay Discount Form REQUIRED Electronic Submission

Required only if awarded a contract with the Department.

1. Standard Contract Form& Instructions

2. Commonwealth Terms and Conditions

3. Contractor Authorized Signatory Listing

4. W9- Tax Identification Form

5. EFT- Electronic Funds Transfer Form

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

Additional Environmentally Preferable Products/Practices NA

Supplier Diversity Plan Form (SDP Plan Commitment) NA

Business Reference Form NA- Part of Application Form

The above attachments are available as part of the Bid record on COMMBUYS

17. RFR Attachments/Appendices

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

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

Appendix C: Job Aids for Vendors Using COMMBUYS https://www.mass.gov/lists/job-aids-for-vendors-using-commbuys http://www.commbuys.com/ https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/lists/job-aids-for-vendors-using-commbuys