Maura Healey Governor

Kim Driscoll Lieutenant Governor

KARYN E. POLITO

The Commonwealth of Massachusetts

Executive Office of Public Safety & Security

Military Division 2 Randolph Road

Hanscom AFB, Massachusetts 01731-3001 Tel: (339) 202-3900 www.mass.gov/guard

Gina K. Kwon Secretary of Public Safety & Security

Major General Gary W. Keefe The Adjutant General

July 31, 2026

HVAC System Cleaning Services Barnes Air National Guard Base Westfield, MA

Bidder’s Instructions

Concept: The Awarding Authority seeks a Limited User Contract (restricted to use by issuing entity only) to contract with one approved contractor to facilitate the project HVAC System Cleaning Services

Barnes Air National Guard Base Westfield, MA.

Estimated Cost: $35,000.00

Scope of Work:

This requirement is to perform HVAC system and bathroom exhaust fans cleaning in Buildings

48 and 31 to meet air quality standards as defined in the NADCA Standards for assessment/cleaning/restoration of HVAC Systems. Requirements can be found in Paragraph 5 of the Performance Work Statement included within the bid solicitation.

Applicable Procurement Law: MGL. c. 149, s 44A

Acquisition Method: Fee for Service. Unless other arrangements are made, the Awarding Authority will accept a single invoice for the awarded project amount to be paid with Electronic Funds Transfer

(EFT). All Invoices and certified payroll sheet(s) should be submitted to milaccountspayable@mass.gov email address.

Site visit: Site visit will be conducted on Monday August 10, 2026 at 10:30 AM . Any vendor interested in attending the site visit must contact Lt Col Sarah Sinclair (sarah.sinclair@us.af.mil)

Bid Format: Only electronic quotes submitted via COMMBUYS will be accepted. Responses must be sent via the “Create Quote” functionality in COMMBUYS.

Additional statutory forms to be included are the Commonwealth Authorized Signatory and Non-

Collusion Forms.

mailto:milaccountspayable@mass.gov mailto:sarah.sinclair@us.af.mil

Contractors with questions can submit them via email to the contracting officer Nicholas Haddad at nicholas.haddad@mass.gov. Responses to questions will come in the form of an addendum, posted in the CommBuys solicitation prior to the bid closing 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. Bidders may not rely upon oral communications or interpretations from the Awarding Authority or the Designer and the Awarding Authority shall not be bound by them.

Bid due date: Bids will be submitted electronically on www.commbuys.com no later than Wednesday, August 19, 2026 at 10:00 AM. Quotes are required to be submitted on company letterhead.

Estimated Procurement Calendar:

Announcement of Intent to Procure AUG 5

Bid Release Date AUG 5

Pre-Bid Site Visit AUG 10 (10:30 AM)

Deadline for Quotes/Bid Responses AUG 19 (10:00 AM)

Notification of Apparent Successful Bidders AUG 22

Estimated Contract Start Date SEP 7

Wage Rate Instructions: Department of Labor Standards wage rates apply. Certified payrolls will be required at the conclusion of every job regardless of the size prior to the release of final payment.

Pay Discount (PPD): Prompt Payment Discounts will be applicable for this project. All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed by vendor and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date an invoice is received by the Commonwealth. The date of payment “issue” occurs when the invoice is processed and scheduled by the Awarding Authority Accounts Payable department. EFT arrival dates can vary from bank to bank. The length of time a bank takes to accept an

EFT is not something an Awarding Authority has control over.

Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive

Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team http://www.commbuys.com/ https://www.mass.gov/sbpp

(SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the

SSST’s best value evaluation criteria.

SBPP Participation Eligibility

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

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

2. Been in business for at least one year.

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

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

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

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

SBPP Compliance Requirements

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

Program Resources and Assistance

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

http://www.mass.gov/sbpp mailto:sbpp@mass.gov