AGR-VeterinaryServices-FY21, Rev- 02-02-2024.docx~2.pdf

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS

MASSACHUSETTS DEPARTMENT OF AGRICULTURAL RESOURCES

100 CAMBRIDGE STREET- 9TH FLOOR

BOSTON, MA 02114-2151

Request for Response (RFR)

AGR-VeterinaryServices-FY21

Bid BD-21-1002-1003-001-62822

Originally Issued: May 7, 2021 Updated February 9, 2024

The Massachusetts Department of Agricultural Resources seeks to enter into agreements with multiple vendors to provide various veterinary services as described within this document.

Responses will be received online via COMMBUYS Rolling Submissions Beginning May 7, 2021, through March 30, 2031

Contact: Elsie Colon Email: Elsie.Colon@mass.gov

Massachusetts Department of Agricultural Resources 100 Cambridge Street, 9th Floor Boston, MA 02114 mailto:Elsie.Colon@mass.gov mailto:Margaret.Gabour@mass.gov

REQUEST FOR RESPONSE

AGR-VeterinaryServices-FY21

EEA- Executive Office of Energy & Environmental Affairs Rebecca Tepper, Secretary

Purchasing Department Department of Agricultural Resources- MDAR Address 251 Causeway St, Suite 500 City, State Zip Code Boston, MA 02114-2151

Elsie Colon E-Mail Address Elsie.Colon@mass.gov RFR Name/Title AGR-VeterinaryServices-FY21

1. Description or Purpose of Procurement:

The Department of Agricultural Resources, Division of Animal Health (“Department”) is requesting responses from qualified veterinarians currently licensed and in good standing in the Commonwealth of Massachusetts (“Commonwealth”), with large animal, small animal, shelter medicine, or avian/poultry experience to perform the on-going, as needed, some or all of the following services detailed below and any other duties requested or allowed.

Qualified veterinarians may also need to be Federally accredited in the Commonwealth depending on the services provided.

This RFR will result in the execution of a Master Contract that will create a list of qualified vendors that the Department may draw on to meet the needs of its programs. Each time there is a need for services, the list may be reviewed to select from for a particular engagement as needed by a program coordinator (“Coordinator”) for the Department program in need of the service. The specifics of each engagement will be worked out with the vendor and the Coordinator, resulting in a service assignment or, if needed, a Contract Amendment.

2. Possible Services Requested:

A. Routine Services: Assist in animal health efforts in routine situations such as:

• Conduct TB testing of dairy herds;

• Vaccinate animals to prevent diseases, including vaccination of heifer calves for Brucellosis;

• Draw blood for Pseudorabies and Brucellosis testing in swine;

• Draw blood for Brucellosis testing in cattle;

• Perform simple necropsies / Collect diagnostic samples; and

• Any other routine services deemed necessary and appropriate by the Department.

Routine services will be allocated based on the geographic location of the contractor, the contractor's preference as to the area and number of animals/farms the contractor is willing to perform yearly, and the number of services needed.

mailto:Elsie.Eclon@mass.gov mailto:Margaret.Gabour@mass.gov

B. Specialized Services: Assist in animal health efforts in specialized areas such as,

a. Johne’s Program:

• Reimbursement of Laboratory Costs or Product Costs for testing;

• Risk Assessments;

• Management Plans: either Initial or Renewal Plans; and

• Any other Johne’s related or other veterinary services deemed necessary by the Department.

b. Rescue Organization Consultation:

a. Perform a comprehensive evaluation of the housing, care, and movement of shelter animals under the care of Rescue Organizations in accordance with 330 CMR 30 and the most recent recommendations of the Association of Shelter Veterinarians’ Guidelines for Standards of Care in Animal Shelters.

b. Veterinarians will submit a written document describing their findings and recommendations. The veterinarian may evaluate:

1. Shelter/Rescue facility or facilities

2. Animal housing

3. Animals

4. Animal care

5. Medical and behavioral health

6. Biosecurity

7. Population management

8. Recordkeeping

c. Other:

• Any other Rescue Organization related, or other veterinary services deemed necessary by the

Department

C. Emergency Services: Assist in disease control efforts in emergency situations in areas such as:

• Examination of herd and flocks;

• Examination of small and companion animals;

• Collection of laboratory samples;

• Issuance of quarantines;

• Destruction of infected or exposed animals;

• Supervision of cleaning and disinfection;

• Vaccinations related to a disease outbreak; and

• Any other emergency animal care deemed necessary by the Department.

3. Applicable Procurement Law

Check Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods & Services

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

4. Acquisition Method:

Check All Applicable (“X”): Category Fee-For-Service

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

Check One (“X”):

Multiple Contractors

a. Estimated Number of Awards: There is no target maximum number of Contractors.

b. Adding Contractors after the initial Contract Award- this is a Rolling RFR.

c. Submissions will be accepted from May 7, 2021 through March 30, 2031

If, over the life of the contract, the Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation but were not awarded Contracts. If necessary, to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional bids.

6. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities Limited User Contract- Restricted to Use by Issuing Entity Only (MDAR)

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

Contract Duration

Number of Options Number of Years/Months Details

Initial Duration 4+ Years @ 4 + years:

from Contract Effective date through 06-30-25

Renewal Options 2 3 Years

Two options to renew for 3 years each.

July 1, 2025, to June 30, 2028 July 1, 2028, to June 30, 2031

Total Possible Contract Duration

10 Years

Up to four (4+) years for any Initial Term

Plus, 2 options to Renew for 3 years each.

Any Contract or renewal under this agreement shall not exceed June 30, 2031.

8. Anticipated Expenditures, Funding, or Compensation:

Estimated Procurement Value for all Vendors: Less Than $10,000 per Fiscal Year.

The Department shall periodically post and update a list of the current reimbursements for standard procedures on their website that the vendor shall agree to.

Pricing for any out-of-the-ordinary circumstance or procedure will be set by the Department or negotiated between the Department and Vendor.

The funding for any contract resulting from this procurement is conditioned upon receipt of Departmental funds.

9. Contract Performance, Business Specifications:

Unless otherwise specified by the Department, the contractor will be expected to complete assignments in a timely manner and submit records and Payment Vouchers once a month. All services shall be performed in a manner consistent with sound veterinary practices and USDA-APHIS guidelines. A new, separate needle shall be used for every animal tested or vaccinated.

10. Supplier Diversity Plan (SDP) Plan Submittal of an SDP is not a requirement of this bid solicitation. For more information regarding the Supplier Diversity Program, please read Attachment B – RFR Required Specifications.

11. Evaluation Criteria:

Contractors must submit Attachment A: PARTICIPATING VETERINARIAN APPLICATION for AGR-VeterinaryServices-FY21, and responses should meet all the submission requirements of the RFR. Responses should attest to all items in Section 9- Contract Performance, Business Specifications. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

General Evaluation: The Department will consider no responses received after the deadline. The Department will award the Veterinary Services contract 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 the Department that contracting with the bidder will provide the “best value” to the Commonwealth will determine the basis for evaluation. The Department may disqualify incomplete or inaccurate responses at its own discretion.

12. Instructions for Submission of Responses:

1. Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR.

2. Responses must be sent via the “Create Quote” functionality in COMMBUYS.

3. Complete the Required Submission Form-Attachment A and upload it as an attachment to the Quote.

For instructions concerning COMMBUYS and how to submit a Quote, please see Attachment C, D, E & F. Department contact can assist with questions concerning COMMBUYS.

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

12. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date May 7, 2021

Bid Revision Date February 9, 2024

Deadline for Responses Rolling submission until March 31, 2031 4:00 PM

Notification to Bidder(s) As Evaluated

Estimated Contract Start Date* As Processed by the Department

a. 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). Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this bid.

b. Estimated Contract Start Date: This is the approximate start date. The actual start date will be the Contract Effective Date, which is the date the parties execute the Contract.

13. Required Forms

Responses to this RFR must contain the following documents ( ) & bidders should review all additional ( ) attachments.

Check if applicable (“X”) Form/Document Notes/Instructions

Attachment A: PARTICIPATING VETERINARIAN APPLICATION Must be submitted with bidder response

If awarded, the following forms will be needed. DO NOT fill it out now; these are for review only**

• Standard Contract Form, including Commonwealth Terms and Conditions

• Contractor Authorized Signatory Listing

• W9 Form- Request for Taxpayer Identification Number

• EFT Form: Authorization for Electronic Funds Transfer **The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

14. RFR Attachments: see Attachments A, B, C, D, E, & F http://www.commbuys.com/

DEPARTMENT OF ANIMAL HEALTH

PARTICIPATING VETERINARIAN APPLICATION

Attachment A: REQUIRED with Submission

Date:

Legal/Business Name:

DBA:

Address

Town, State, Zip

Email: Phone:

Please Complete the qualifications that apply:

Massachusetts-licensed, current and in good standing: Yes No Private practice large animal work (state # of years):

Private practice small animal work (state # of years):

Private practice poultry (state # of years):

Shelter Medicine Work? (state # of years) Previously contracted for this work with the Department: Yes No

Please check off the Services you would like to respond to:

A. Routine Services B. Specialized Services C. Emergency Services

For SINGLE or MULTI-VETERINARY PRACTICES, please name all individual veterinarians and license numbers and check off what Services they are willing to perform:

Name

License #

Federally Accredited?

Y/N

SERVICES:

Routine Specialized Emergency

Signature:

Date:

Print Name:

Title:

Attachment B: RFR - Required Specifications for Commodities and Services

Revision Date: July 13, 2023

In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions. However, the following RFR provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00.

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. Additional definitions also may be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

1. COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com.

Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

It is each Bidder’s responsibility to check COMMBUYS for:

• Any amendments, addenda, or modifications to this Bid, and

• Any Bid Q&A records related to this Bid.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

2. COMMBUYS Registration. Bidders may elect to register for a free COMMBUYS Seller account which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: 1) they will maintain an active seller account in COMMBUYS; 2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; 3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; and 4) in the event the Commonwealth adopts an alternate e-procurement platform, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

COMMBUYS uses terminology with which bidders must be familiar to conduct business with the Commonwealth. To view this terminology and to learn more about COMMBUYS, please visit the Learn about COMMBUYS Resources page on mass.gov.

3. Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.

4. Quote Content. Bid specifications for delivery, shipping, billing, and payment will prevail over any proposed Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.

5. Supplier Diversity Office (SDO) Programs. Pursuant to Executive Order 599, the Commonwealth supports the use of diverse and small businesses through the Small Business Purchasing Program (SBPP) and the Supplier Diversity Program (SDP). Based on the estimated value of the procurement, one of the above-mentioned programs shall be applicable to this RFR. For more information on the program that applies to this solicitation, see the body of this RFR.

6. Small Business Purchasing Program (SBPP)

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

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

http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/glossary-of-terms.html http://www.commbuys.com/ https://www.mass.gov/learn-about-commbuys-resources?_ga=2.24616762.1416695406.1632336759-758386467.1632336759 https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting

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

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

2. Been in business for at least one year;

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

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

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

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

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP Webpage, or contact the SBPP Help Desk at sbpp@mass.gov.

7. Supplier Diversity Program (SDP)

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

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

Financial Commitment Requirements. All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%.

Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

• Minority-Owned Business Enterprise (MBE)

• Minority Non-Profit Organization (M/NPO)

• Women-Owned Business Enterprise (WBE)

• Women Non-Profit Organization (W/NPO)

• Veteran-Owned Business Enterprise (VBE)

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

• Disability-Owned Business Enterprise (DOBE)

• Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships. Bidders and Contractors may engage SDP Partners as follows:

• Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

• Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

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

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

• SDP Partners are not required to be subcontractors.

• SDP Partners are not required to be Massachusetts-based businesses.

• SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

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/sdp https://www.mass.gov/supplier-diversity-office

SDP Plan Form Requirements. All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, their subsidiaries, or affiliates as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

• Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business

Certification (VetCert) directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

• Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, Disability: IN, or the National LGBT Chamber of Commerce (NGLCC), but are not listed in the above-mentioned directories. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition.

If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee may be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable for Bidders to provide an SDP Focus Statement that describe the bidder’s overall approach to increasing the participation of diverse businesses in the provision of products and services under this proposal/contract (subcontracting) and in the Bidder’s general business operations (ancillary products and services). Such a description may include but not be limited to:

• A clearly stated purpose or goal.

• Specific types of diverse and small businesses targeted.

• Which departments/units within the business are responsible for implementing supplier diversity.

• Types of opportunities for which diverse and small businesses are considered.

• Specific measures/methods of engagement of diverse and small businesses.

• An existing internal supplier diversity policy.

• Public availability of the Bidder’s supplier diversity policy.

It also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives (if any) related to engaging, buying from, and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

• Serving as a mentor in a mentor-protégé relationship.

• Technical and financial assistance provided to diverse businesses.

• Participation in joint ventures between nondiverse and diverse businesses.

• Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Evaluation of SDP Forms. To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

SDP Spending Reports. After contract award, Contractors must submit reports at least annually to demonstrate compliance with the agreed-upon SDP Commitment. To submit SDP spending reports using the Hub, Contractors must create a profile in the Hub. Contractors must follow report submission instructions from the issuing department and the SDO.

SDP Spending Compliance. Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business Certification (VetCert)directory shall be counted toward a Contractor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment.

It is the responsibility of the Contractor to ensure they meet their SDP Commitment, and the SDO and the issuing department assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

SDP Spending Verification. The SDO and the contracting department reserve the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

Program Resources and Assistance. Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://nmsdc.org/mbes/mbe-certification/ https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://www.nglcc.org/get-certified http://www.mass.gov/sdo https://www.mass.gov/forms/take-the-certification-self-assessment https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ http://www.mass.gov/sdp mailto:sdp@mass.gov

8. Agricultural Products Preference (only applicable if this is a procurement for Agricultural Products). Chapter 123 of the Acts of 2006 directs the State Purchasing Agent to grant a preference to products of agriculture grown or produced using locally grown products. Such locally grown or produced products shall be purchased unless the price of the goods exceeds the price of products of agriculture from outside the Commonwealth by more than 10%. For purposes of this preference, products of agriculture are defined to include any agricultural, aquacultural, floricultural, or horticultural commodities; the growing and harvesting of forest products; the raising of livestock, including horses; raising of domesticated animals, bees, and/or fur-bearing animals; and any forestry or lumbering operations.

9. Best Value Selection and Negotiation. The Strategic Sourcing Services Team or SSST may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The SSST and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

10. Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SSST regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

11. Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

12. Costs. Costs which are not specifically identified in the bidder’s response and accepted by a department as part of a contract will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

13. Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor to keep current on COMMBUYS 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 SSST, including requests for clarification. The SSST 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 SSST to be lost or rejected by any means including email or spam filtering.

14. Electronic Funds Transfer (EFT). All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder is able to provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe, and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors may track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application may be found on the OSD Forms page ( www.mass.gov/lists/osd-forms). Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc).

Click on MASSfinance.

Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval, and forwarding to the Office of the Comptroller. If the bidder already is enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the SSST on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The SSST will consider such requests on a case-by-case basis and communicate the findings to the bidder.

15. Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State Agencies. Food purchased and served by state agencies must be in compliance with Executive Order 509, issued in January 2009. Under this Executive Order, all contracts resulting from procurements posted after July 1, 2009, that involve the purchase and provision of food must comply with nutrition guidelines established by the Department of Public Health (DPH). The nutrition guidelines are available at the Department’s website: Tools and Resources for Implementation of Executive Order 509.

16. HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately https://massfinance.state.ma.us/VendorWeb/vendor.asp http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/osd-forms.html https://massfinance.state.ma.us/VendorWeb/vendor.asp http://www.mass.gov/osc http://www.mass.gov/eohhs/gov/departments/dph/programs/community-health/mass-in-motion/about-mim/components/tools-and-resources-for-executive-order-509.html http://www.mass.gov/eohhs/gov/departments/dph/programs/community-health/mass-in-motion/about-mim/components/tools-and-resources-for-executive-order-509.html protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable.

17. Minimum Quote (Bid Response) Duration. Bidders Quotes made in response to this Bid must remain in effect for at least 90 days from the date of quote submission.

18. Prompt Payment Discounts (PPD). All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth’s Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder provides compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer (EFT) initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically may be tracked and verified through the Comptroller’s Vendor Web system. The PPD form may be found as an attachment for this Bid on

COMMBUYS.

Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the SSST. The SSST will review, negotiate, or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to use PPD offerings may be waived by the SSST on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.

19. Public Records. All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66,

s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes, including marking by bidders of information as confidential during the quote submission process in COMMBUYS, shall be disregarded.

20. Reasonable Accommodation. Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The SSST reserves the right to reject unreasonable requests.

21. Restriction on the Use of the Commonwealth Seal. Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

22. Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

23. Acceptable Forms of Signature Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1.

Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

MASSACHUSETTS DEPARTMENT OF AGRICULTURAL RESOURCES

REQUEST FOR QUOTE / BID for ROLLING ENROLLMENT Bids

ATTACHMENT C:

Thank you for your interest in joining the Department of Agricultural Resources, Division of Animal Health, AGR-VeterinaryServices-FY21.

Responses will be received online via COMMBUYS Rolling Submissions Beginning May 7, 2021, through March 30, 2031.

This current Request for Bid number is BD-21-1002-1003-001-62822:

For further COMMBUYS information, you can follow the links below:

1. COMMBUYS Landing Page:

https://www.commbuys.com/bso/view/login/login.xhtml

2. Instructional Job Aids for Vendors using COMMBUYS:

https://www.mass.gov/service-details/job-aids-for-vendors-using-commbuys

3. COMMBUYS Help Desk:

(888) 627-8283 Open M-F 8am – 5pm.

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

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

2. An instructional job aid on How to Find a Rolling Enrollment Bid Number

3. An instructional job aid on How to Submit A Quote in COMMBUYS

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

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

COMMBUYS Support

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

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

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

In addition to the links of COMMBUYS instruction job-aids linked above, we have developed this abbreviated cheat-sheet to help guide you through the COMMBUYS process. Please follow the steps below to help assist you in successfully submitting your Quote.

PLEASE read through this entire document before trying to respond via COMMBUYS.

Most questions that may come up are answered in this document.

When you are ready to begin the Quote process, PLEASE follow the steps to avoid issues with the submission process.

https://www.commbuys.com/bso/view/login/login.xhtml https://www.mass.gov/service-details/job-aids-for-vendors-using-commbuys https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download https://www.mass.gov/doc/finding-open-and-rolling-enrollment-bids-when-logged-into-commbuys/download https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/doc/how-to-withdraw-reopen-and-resubmit-a-quote-in-commbuys/download https://www.mass.gov/doc/basic-commbuys-navigation-and-searching-for-the-seller-role/download http://www.mass.gov/osd/commbuys mailto:OSDHelpDesk@mass.gov

1. Log in to your existing COMMBUYS account or create a COMMBUYS account.

1. https://www.commbuys.com/bso/view/login/login.xhtml

2. Upon successful login, click on the blue Documents link in the drop-down menu in the upper right corner to expand the navigation menu.

1. Click on the down-facing arrow next to Bids to expand the Bids dropdown menu.

• Click on the Opening/Rolling Enrollment selection from the dropdown menu o Click the Go button to display a list of all the Open Enrollment and Rolling Enrollment bids available.

a. The bids will be displayed in descending order by Bid #.

i. You may need to search multiple pages to get to the Bid # depending on when it was originally posted.

b. Find BD-21-1002-1003-001-62822

Department of Agricultural Resources:

MDAR- Master List for Veterinary Services-FY21

c. Click on the blue hyperlinked Bid # to open, view, and respond to the bid.

EXAMPLE

3. An Acknowledge Receipt and View Solicitation window will open up. Click Yes. By Clicking Yes, you will receive any updates concerning the Bid and the bid will open.

https://www.commbuys.com/bso/view/login/login.xhtml

4. Bid Solicitation

1. After acknowledging receipt, a new window will open up showing summary information regarding the Bid.

2. ATTACHMENTS: Read through the following RFR & Documents then Complete and Save along with any additional required documents you will be including so once you are ready to enter your Quote, you will have all documents needed to add as Attachments:

3. Once you have reviewed and prepared responses for the Project(s) you are bidding on and have those documents ready to be uploaded as Quote attachments, you can repeat steps 1-4 to return to the Bid Summary page.

4. On the bottom part of the page, click Create Quote.

5. New Quote

1. Skip to the bottom of the page and click on Save & Continue.

6. “Quote Validation Errors / Terms & Conditions is not acknowledged” will pop up on the top of the page. Click on Terms & Conditions Header. See example below

1. Click Yes at the bottom of page under: Do you accept the terms & conditions of the bid? Then click Save & Continue. See example below

7. Click the Items tab. The Items tab displays the line item information about the bid. On that line, be sure that “see quote attachment” is selected and click Save & Exit. Make sure the option is selected. (If “see quote attachment” is not selected it does not mean the attachment will not upload, it just notifies the reviewer).

8. Click on the Attachments Tab. Here you will upload all of your saved documents. Follow the prompts to upload the forms, (like you would an attachment to an email). After uploading the necessary file, click Save & Continue. After that click Save & Exit. Be sure to review your attachments to make sure the required document(s) are ready to be submitted.

9. Go to Summary Tab. see example.

1. At bottom of page click Submit Quote

FYI… This is the most common error people run into, not completing the process by clicking SUBMIT QUOTE.

10. Upon completion you will receive an automated email confirmation that your quote has been accepted: That is when you know your Quote went through. Check your Junk Email folder as well. If you do not receive a confirmation email your submission was not successful. Retrace the steps in the instructions or contact the COMMBUYS help desk.

11. Then forward that confirmation email to:

Elise.Colon@mass.gov and Magaret.Gabour@mass.gov

12. Once Quotes are received, the Department will review submissions and be in contact for next steps.

mailto:Elise.Colon@mass.gov mailto:Magaret.Gabour@mass.gov

Job Aid:

Creating a Quote in COMMBUYS: How to Respond to Bid Solicitations

July 2020 www.mass.gov/osd Page 1 of 8

This Job Aid shows how to:

• Create a quote in response to a bid solicitation posted in COMMBUYS

Of Special Note:

• Only users with the Seller role can create a quote in COMMBUYS. This Job Aid begins from the Seller Home Page.

For guidance on how to get to the Seller Home Page, consult the Job Aid “Basic COMMBUYS Navigation for

Vendors.”

• The Items Tab of a quote response is especially important. Be sure to carefully review the Bid Documents (RFR, RFQ, Bid Response form, etc.) for specific guidance. Skipping the Items Tab may result in a “No Bid” response.

Screenshot Directions

Step 1: Accessing the Bid - Advanced Search

1. Click on the Settings icon and select the Advanced Search option.

2. Select Bids from the Document Type dropdown menu. It may take a few moments for COMMBUYS to generate a search form.

3. Type a search term into a field.

The example show here uses the last 5 digits of a bid number in the Bid # field.

This search works well since the result probably will be only the bid you are searching for.