CTR_OSC WDATA IMPLEMENTATION PROJECT - final.pdf

THE COMMONWEALTH OF MASSACHUSETTS

OFFICE OF THE COMPTROLLER

1 ASHBURTON PLACE, 9TH FLOOR, BOSTON, MA 02108

Request for Response (RFR)

Document Title: CTR/OSC WDATA IMPLEMENTATION PROJECT

RFR #FY26-100

COMMBUYS Bid#: BD-26-1079-1079C-1079C-121184

Agency Document Number: RFR #FY26-100

SEPTEMBER 29, 2025

REQUEST FOR RESPONSE

CTR/OSC WDATA IMPLEMENTATION PROJECT

RFR # FY26-100

COMMBUYS Open Market Bid # BD-26-1079-1079C-1079C-121184

1. Description or Purpose of Procurement:

2. Applicable Procurement Law

3. Acquisition Method:

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

5. Entities Eligible to Use the Resulting Contract

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

7. Anticipated Expenditures, Funding, or Compensation:

8. Contract Performance and Business Specifications:

9. Fiscal Terms:

10. Performance Measures:

11. Small Business Purchasing Program

13. Instructions for Submission of Responses:

14. Estimated Procurement Calendar

15. Required Forms

16. RFR Attachments

17. Acceptable Forms of Signature

18. Electronic Signatures

19. Document Pages

File Naming Conventions

File Size Limits

File Format Restrictions

Documents and items that cannot be submitted electronically

20. Withdrawing a Quote

Prior to Bid Opening Date/Time

After Bid Opening Date/Time

21. Additional Quote Terms

Prohibition regarding contract terms

Bidder Response Form

General Procurement Information

Alterations

Ownership of Submitted Quotes

Prohibitions

22. Terms and Requirements Pertaining to Awarded Contracts

Commonwealth Tax Exemption

Contractor’s Contact Information

Publicity

23. INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF COMMONWEALTH STANDARD FORMS

Commonwealth Standard Contract Form

Commonwealth Terms and Conditions/Commonwealth IT Terms and Conditions

Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form)

Contractor Authorized Signatory Listing

Supplier Diversity Program Plan Form

Current Environmentally Preferable Products / Practices Form

Prompt Payment Discount Form

Business Reference Form

24. Bidder Communication

25. Contract Expansion

26. Costs

27. Electronic Communication/Update of Bidder’s/Contractor’s Contact Information

28 Public Records

29. Reasonable Accommodation

30. Restriction on the Use of the Commonwealth Seal

31. Instructions for Vendors Responding to Bids Electronically through COMMBUYS

Introduction

Steps for Bidders to Submit a Quote

28. Appendix

RFR - Required Specifications for Information Technology

Bid Form

ISSUE DATE: SEPTEMBER 29, 2025

Purchasing Department Office of the Comptroller

Address 1 Ashburton Place, 9th Floor

City, State Zip Code Boston, MA 02108

Procurement Contact Person Andrea Wadsworth

Telephone Number 617-631-3210

Fax Number 617-367-7569

E-Mail Address Andrea.wadsworth@mass.gov

RFR Name/Title OSC WDATA IMPLEMENTATION PROJECT

RFR Number FY26-100

COMMBUYS Bid Number BD-26-1079-1079C-1079C-121184

1. Description or Purpose of Procurement:

The Office of the Comptroller (CTR/OSC) is seeking a vendor to implement a Wdata program using its existing Workiva software application. This would include a phased approach, with the successful completion of each preceding phase achieved before beginning the next phase.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

X 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

3. Acquisition Method:

Check All Applicable (“X”): Category

X Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

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

Check One (“X”):

X Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is 1 (ONE); the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

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

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

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 Department and the following other entities:

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

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

Contract Duration

Number of Options Number of

Years/Months Description

Initial Duration

12 months The Contract will be executed for this Initial Duration and will run from the Contract Effective/Start Date (execution date) for this Initial Duration.

Renewal Options

Up to two, one year renewal

Two options to renew for one year each.

Total Maximum Contract Duration

Up to three years or thirty six months

Initial Number of Years/Months for the Initial Term Plus All Renewal Periods.

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $ [OPTIONAL]

8. Contract Performance and Business Specifications:

SCOPE OF SERVICES:

Vendor to QUOTE each phase and submit an overall project cost.

PHASE 1 HEALTH ASSESSMENT OF EXISTING WORKIVA STRUCTURE: The vendor will provide CTR/OSC with a comprehensive Health Check Presentation on findings/analysis of the Commonwealth of

Massachusetts STATUTORY BASIS FINANCIAL REPORT, FISCAL YEAR ENDING JUNE 30, 2024, and ANNUAL

COMPREHENSIVE FINANCIAL REPORT, FISCAL YEAR ENDED JUNE 30, 2024, within Workiva and the non-

Workiva SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS.

1. The Health Check focus will be on the following areas:

a. Data gathering

b. Preparation

c. Review

d. Finalization

e. Publishing

2. Workiva Health Check Presentation timeline is 4 to 6 weeks after the kickoff call.

3. Upon our receipt of executed agreements, the vendor will schedule the Project Planning/Kickoff call based on mutual availability.

4. Upon completion of Phase 1 from vendor, review by CTR/OSC, and full agreement of a successful and accepted health check, CTR/OSC will notify vendor to proceed to Phase 2 for execution.

5. If PHASE 1 is unsatisfactory by CTR/OSC or deemed unnecessary for project, CTR/OSC shall terminate contract and shall not proceed to next phase.

Vendor’s responsibilities for Phase 1 are:

1. CPA Principal Consultant assigned to the engagement

2. Interviews with CTR/OSC to gain insight on setup and configuration

3. Review CTR/OSC Workiva configuration to include:

a. Documents

b. Spreadsheets (sample of 5)

c. Presentations

4. Review other CTR/OSC processes and files related to the publication of the Schedule of

Expenditures of Federal Awards

5. The vendor will allocate up to 25 hours to review the CTR/OSC Workiva configuration to prepare for creating the Workiva Health Check Presentation. The remaining allocated time will be utilized for vendor internal discussions to provide recommendations and prepare the Workiva

Health Check Presentation.

6. Create and deliver a Workiva Health Check Presentation which identifies opportunities for improvement and includes a detailed recommendation to the CTR/OSC

7. Lead Executive Strategy Session (organizational challenges, goals & risks) to create strategic alignment

CTR/OSC Responsibilities for Phase 1 will include:

1. Provide the vendor with administrative/owner access to the Workiva workspace

2. Conduct interviews with the vendor resources and provide sample documents, spreadsheets and datasets useful to understanding the CTR/OSC’s processes

3. Provide ongoing guidance to the vendor team respecting presentation and disclosure requirements, general ledger structure, year-end processes, etc., as necessary.

4. Participate in Health Check Presentation and Executive Strategy Session

Phase 1 Project Completion

The project is complete when the Workiva Health Check presentation is completed and accepted by

CTR/OSC.

PHASE 2 IMPLEMENTATION OF WDATA FOR SEFA REPORT: The Vendor will guide the CTR/OSC in reproducing the prior year SEFA located within the COMMONWEALTH OF MASSACHUSETTS UNIFORM

GUIDANCE SINGLE AUDIT REPORT YEAR ENDED JUNE 30, 2024, utilizing Workiva.

1. The vendor will utilize the 2024 SEFA provided by the CTR/OSC as the definition of your scoping requirements. Should the size of the SEFA (21 pages) being set up vary in size or complexity significantly, the vendor will notify CTR/OSC to discuss and approve additional fees if necessary.

a. Vendor shall seek approval from CTR/OSC before additional fees accrue.

2. Includes building 21 pages of content in the Workiva Document and Spreadsheet as formatted and outlined in the COMMONWEALTH OF MASSACHUSETTS UNIFORM GUIDANCE SINGLE AUDIT

REPORT YEAR ENDED JUNE 30, 2023 (located here: https://www.macomptroller.org/wp-content/uploads/single-audit-report_fy-2023.pdf, pages 21).

3. During implementation the vendor may make recommendations for changes to improve usability, to simplify ongoing maintenance by the vendor’s team, or on rare occasions, due to the technical capabilities of the software.

4. Workiva SEFA Automation timeline is 12 to 14 weeks after the kickoff call. Upon vendor receipt of executed agreements, vendor will schedule the project and the first two meetings (Project

Planning and Project Kickoff) based on mutual availability.

5. The vendor will provide training for a minimum of 30 staff members of CTR/OSC.

6. The vendor will create learning materials, including but not limited, videos, learning aides, and supplemental materials.

7. Upon completion of Phase 2 from vendor, review by CTR/OSC, and full agreement of a successful and accepted health check, CTR/OSC will notify vendor to proceed to Phase 3 for execution.

a. Notification will be in written form via an email.

8. If PHASE 2 is unsatisfactory by CTR/OSC or deemed unnecessary for project, CTR/OSC shall terminate contract and shall not proceed to next phase.

Vendor’s responsibilities for Phase 2 are:

1. CPA, Project Manager, and CTR/OSC Success Manager assigned to the engagement.

2. Guide the CTR/OSC through the entire implementation. The vendor will allow up to 30 hours for weekly meetings with the CTR/OSC team throughout the SEFA project to facilitate this guidance and direction. Should CTR/OSC require additional meeting time, the vendor will notify CTR/OSC to discuss and approve additional fees if necessary

3. Review current SEFA source data for automation of SEFA output.

4. Make recommendations for changes to SEFA source data to aid in automation.

5. Assist in the loading of SEFA source data into Wdata tables.

6. Create Wdata queries to summarize and aggregate SEFA source data into format required by

SEFA output.

7. Create Workiva Chains and Scripts to automatically generate SEFA Document and Spreadsheets in the format required by the CTR/OSC.

8. Create subtotal level validation checks comparing SEFA spreadsheet totals to source data.

9. Assist in loading CGI project/grant data into Wdata tables.

10. Create Wdata Chains and Scripts to generate one Workiva Spreadsheet per business unit for collection of adjustments into Wdata.

11. Create Wdata Chains and Scripts to:

a. allow the CTR/OSC staff to modify the descriptions, names, cluster participation and other properties of project/grants loaded from CGI (Source System).

b. add new projects/grants that are required for SEFA reporting that are not included in the CGI data import.

12. The vendor shall anticipate 100 hours for the configuration of the SEFA solution. If CTR/OSC’s requests exceed 100 hours, upon CTR/OSC approval to provide additional work, the vendor will notify CTR/OSC to discuss and approve additional fees if necessary.

13. Provide supplements to the standard Workiva training with custom training based on the setup throughout implementation.

CTR/OSC Responsibilities for Phase 2 will include:

1. Assignment of a Project Sponsor and a Subject Matter Expert who are both knowledgeable on and authorized to make decisions on all matters for this project.

2. Provide the vendor with administrative/owner access to the Workiva workspace.

3. Team members working on the project will take the courses recommended by the vendor from the Workiva Learning Hub (approximately 10 hours per person).

4. With Joint Onboarding, CTR/OSC is responsible for implementation tasks. Consequently, CTR/OSC will be responsible for meeting project timelines and deadlines.

5. Provide ongoing guidance to the vendor team respecting presentation and disclosure requirements, general ledger structure, year-end processes, etc., as necessary.

6. Make modification to the SEFA source data as requested by the vendor and approved by

CTR/OSC.

7. Provision and maintain a cloud storage solution (Box.com, DropBox, OneDrive, SharePoint, ShareFile) or SFTP server for standard exported content from the CTR/OSC’s financial or other source system.

8. Upload SEFA source data to cloud storage solution. Includes up to 3 source files (csv, xlsx).

9. Provide dimensions/lookup datasets as requested by the vendor. (e.g list of business unit codes and names, projects/grants codes and names, etc.)

10. Set up Workiva users, groups, permissions to enable and limit access to the generated reports.

11. Modify or adjust expenditure data that is required to reproduce the SEFA.

12. Supplement CGI source data with any required additional award data.

13. Complete miscellaneous tasks that may be assigned during the implementation.

14. Sign off on the configuration and implementation approach.

15. Review, test, and approve the vendor’s work within five (5) business days of receipt of the vendor’s work throughout the project.

Phase 2 Project Completion

Phase 2 of the project is complete when the SEFA (21 pages) located within the COMMONWEALTH OF

MASSACHUSETTS UNIFORM GUIDANCE SINGLE AUDIT REPORT YEAR ENDED JUNE 30, 2024, Document and Spreadsheets in Workiva duplicates the formerly published SEFA and is accepted by CTR/OSC.

PHASE 3 IMPLEMENTATION OF WDATA FOR ACFR AND SBRF REPORT: The vendor shall guide the

CTR/OSC in substantially reproducing the prior year Commonwealth of Massachusetts, ANNUAL

COMPREHENSIVE FINANCIAL REPORT, FISCAL YEAR ENDED JUNE 30, 2024 (ACFR) and STATUTORY BASIS

FINANCIAL REPORT, FISCAL YEAR ENDING JUNE 30, 2024 (SBFR) utilizing Workiva.

1. The vendor shall utilize the ACFR and SBFR provided by CTR/OSC as the definition of your scoping requirements. Should the ACFR and SBFR documents totaling 478 pages being set up vary in size or complexity significantly,the vendor will notify CTR/OSC to discuss and approve additional fees if necessary.

2. Includes building 261 pages of content in the Workiva Documents as formatted and outlined in the ACFR (located here: https://www.macomptroller.org/wp-content/uploads/acfr_fy-2024.pdf) and 217 pages of content in the Workiva Documents as formatted and outlined in the SBFR

(located here: https://www.macomptroller.org/wp-content/uploads/sbfr_fy-2024.pdf )

3. During implementation, the vendor may make recommendations for changes to improve usability, simplify ongoing maintenance by your team, or on rare occasions, due to the technical capabilities of the software.

4. Workiva ACFR and SBFR Automation timeline is 16 to 20 weeks after the kickoff call.

5. Upon CTR/OSC receipt of executed agreements, the vendor will schedule the project and the first two meetings (Project Planning and Project Kickoff) based on mutual availability.

Vendor’s responsibilities for Phase 3 are:

1. Assign a Principal Consultant (CPA), Project Manager, and CTR/OSC Success Manager to the engagement.

2. Guide CTR/OSC through the entire implementation. The vendor will allow up to 30 hours for weekly meetings with your team throughout the project to facilitate this guidance and direction.

Should CTR/OSC require additional meeting time, the vendor will notify CTR/OSC to discuss and approve additional fees if necessary.

3. Provide a data model and extensions purpose-built for the public sector; adjusting journal entry solution, cashflow worksheet, fund balance allocation worksheet, major-nonmajor fund calculator, rounding capabilities, and a data validation dashboard.

4. Importing the ACFR and SBFR into Workiva documents, setting up sections, and linking all tables to supporting non-calculating spreadsheets.

5. Set up Wdata and chains/scripts to import standard exported content from the CTR/OSC financial or other source system via supported Cloud Storage (Box.com, DropBox, OneDrive, SharePoint, ShareFile) or SFTP folder. Includes up to 6 source files (csv, xlsx).

6. Assist with loading data (non-transactional) and demonstrate how to assign imported data to group codes.

7. For 431 pages of the documents:

a. a. For the Spreadsheets supported by imported data, the vendor will convert the non-calculating spreadsheets to calculating by:

i. creating formulas for Wdata Connected Spreadsheets

ii. creating formulas and or links to other existing supporting Spreadsheets provided by CTR/OSC

b. The vendor will create calculating Spreadsheets for narrative values and link them to the document.

c. Lock/Unlock and format cells to create input sheets where applicable.

8. Set up and configuration of a validation dashboard with data validation check(s) and link(s). The vendor will allocate up to 25 hours to support this functionality.

9. Initial set up and configuration of Adjusting Journal Entry Worksheet.

10. Provide supplements to the standard Workiva training with custom training based on the setup throughout implementation.

11. Demonstrate and provide documentation of the roll-forward process with CTR/OSC.

CTR/OSC Responsibilities for Phase 3 will include:

1. Assignment of a Project Sponsor and a Subject Matter Expert who are both knowledgeable on and authorized to make decisions on all matters for this project.

2. The Project Sponsor and CTR/OSC Subject Matter Expert will review supporting documentation related to best practices provided throughout the implementation.

3. Provide the vendor with Workspace Owner permissions to the Workiva workspace.

4. Provision and maintain a cloud storage solution (Box.com, DropBox, OneDrive, SharePoint, ShareFile) or SFTP server for standard exported content from the CTR/OSC ’s financial or other source system.

5. Team members working on the project will enroll in and complete the courses recommended by the vendor from the Workiva Learning Hub (approximately 5 - 10 hours per person).

6. The CTR/OSC’s Subject Matter Expert(s) will enroll in, and complete vendor provided training.

To be discussed after contract award. The implementation will be considered complete regardless of the completion of this training.

7. With Joint Onboarding CTR/OSC is responsible for implementation tasks. Consequently, CTR/OSC will be responsible for meeting project timelines and deadlines.

8. CTR/OSC uploads all ACFR and SBFR related documents, spreadsheets, a summary ending trial balance for all reporting funds and other necessary, related underlying data (non-transactional) which reconciles to the ACFR and SBFR being recreated per the vendor instructions.

9. Provide ongoing guidance to the vendor team respecting presentation and disclosure requirements, general ledger structure, year-end processes, etc., as necessary.

10. Provide a mapping/group legend for each value in the MD&A, statements, schedules, and footnotes to relate it to the ACFR and SBFR data uploaded in step 8 above or indicate that it is a non-calculating input item.

11. Assign all accounts by the groupings required by the report. For example, Fund, Object, and

Function or as advised by the vendor within Workiva Spreadsheet(s).

12. For the remaining 47 pages of the 478-page ACFR and SBFR documents not linked by the vendor:

a. CTR/OSC will convert the non-calculating Spreadsheets to calculating by:

i. creating formulas to Wdata Connected Sheets

ii. creating formulas and or links to other existing supporting Spreadsheets

b. CTR/OSC will create calculating Spreadsheets for narrative values and link to the document.

c. Lock/Unlock and format cells to create input sheets where applicable.

13. Complete miscellaneous tasks that may be assigned during the implementation including the configuration of any work papers deemed necessary to automate complex values.

14. Reconcile the financial data within Workiva as necessary to agree with previously published reports. This process may also require posting adjusting journal entries within Workiva or the source financial system. If this is necessary, CTR/OSC will be responsible for this work.

15. If necessary, create additional data validation checks and link to the validation dashboard to ensure accuracy throughout the solution.

16. Review, test, and approve the vendor’s work within five (5) business days of receipt of vendor’s work throughout the project.

Phase 3 Project Completion

The implementation is complete when the Commonwealth of Massachusetts ANNUAL COMPREHENSIVE

FINANCIAL REPORT, FISCAL YEAR ENDED JUNE 30, 2024, and STATUTORY BASIS FINANCIAL REPORT, FISCAL YEAR ENDING JUNE 30, 2024, documents in Workiva substantially reproduces the formerly published ACFR and SBFR and is accepted by CTR/OSC.

PHASE 1, PHASE 2, and PHASE 3 VENDOR will ensure the actions in each phase are repeatable for the following 2025 fiscal year.

9. Fiscal Terms:

Payment will be due upon successful completion of project and/or phase in alignment with the following:

• COMMONWEALTH IS TAX EXEMPT,

• PROMPT PAYMENT DISCOUNTS if applicable,

• BILLS ARE PAYABLE IN ACCORDANCE WITH CTR’S BILL PAYMENT POLICY;

10. Performance Measures:

Performance will be measured on the following categories:

1. Review of processes implemented and execution

2. Review of functionality of application pertaining to Phases

3. Review of compliance to accounting norms and standards

4. Review of reporting accuracy and deliverable

5. Acceptance of requested changes

11. Small Business Purchasing Program

MANDATORY FOR PROCUREMENTS WITH ANNUAL VALUES EQUAL TO OR LESS THAN $250,000;

DELETE IF NOT APPLICABLE

Program Background

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

Order 599to 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

(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.

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 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.commbuys.com/bso/

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.

1. Supplier Diversity Plan (SDP) Plan <All subsections of this section are required for inclusion>

MANADATORY FOR PROCUREMENTS WITH ESTIMATED ANNUAL VALUES EXCEEDING $250,000;

DELETE IF NOT APPLICABLE.

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.

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/supplier-diversity-office

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. These may include but are not limited to the following examples: professional services (e.g., IT, legal, advertising, HR, accounting etc.), maintenance services (e.g., cleaning, landscaping, tradespersons services, etc.), office expenses (e.g., office supplies, furniture, IT supplies, etc.).

Anything declared as a business expense in which a certified vendor is used would qualify.

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.

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.

• Certified by one of SDO’s recognized third-party certification bodies but not yet listed in the SDO Directory of Certified Businesses: Such partners must be certified in eligible categories by one of SDO’s recognized third-party certification bodies, which include the City of Boston, the Greater New England Minority Supplier Development Council (GNEMSDC), the Center for Women & Enterprise (CWE), Disability: IN, National LGBT Chamber of Commerce (NGLCC), or the National Veteran Owned Business Association (NaVOBA) but have not yet opted to be listed in the SDO Directory of Certified Businesses. In order to opt into SDO’s Directory of Certified Businesses, the SDP partner must follow the applicable expedited instructions on SDO’s Apply for Recognition as a Third-Party Certified Business webpage. 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.

• Not yet certified or recognized by the SDO or one of SDO’s recognized third-party certification bodies: Such partners must be certified in eligible categories by other third-party certification bodies that are not yet recognized by the SDO, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, or the Women Business Enterprise National Council, 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.

https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://www.boston.gov/departments/supplier-diversity#get-your-business-certified https://gnemsdc.org/certification/ https://www.cweonline.org/ https://www.cweonline.org/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://nglcc.org/lgbtbe-certification/ https://www.navoba.org/certification https://www.navoba.org/certification https://nmsdc.org/login/?redirect_to=https://nmsdc.org/?page_id=47261 https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ file:///C:/Users/bborchrote/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/002B2JQ1/www.mass.gov/sdo https://www.mass.gov/forms/take-the-certification-self-assessment

It is desirable for Bidders to provide a description of supplier diversity businesses practices. Specifically, listing contact information for the individual or unit responsible for establishing and maintaining supplier diversity relationships, and including a written policy for establishing and maintaining supplier diversity relationships.

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. Once registered, awarded contractors must report information such as, but not limited to, SDO or SDO-recognized SDP partner(s), spend with SDO partner(s), and total contract sales. 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. The SDO and the issuing department assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

SDP Spending Verification https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

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.

11. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

12. Evaluation Criteria

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

13. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

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

http://www.mass.gov/sdp mailto:sdp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

14. Estimated Procurement Calendar

Procurement Activity Date Time

Announcement of Intent to Procure [IF

WTO Notice applies]

September 22, 2025 4:00pm EST

Bid Release Date September 25, 2025 10:00am EST

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

October 17, 2025 4:00pm EST

Official Answers for Bid Q&A published

(Estimated)

October 28, 2025 4:00pm EST

Bid Amendment Deadline / Online Quote

Submission Begins. Bid documents will not be amended after this date.

October 29, 2025 4:00pm EST

Deadline for Quotes/Bid Responses (“Bid

Opening Date/Time” in COMMBUYS)

October 31, 2025 2:00pm EST

Notification of Apparent Successful

Bidder(s) (Estimated)

October 31, 2025

Negotiations (Estimated) November 07, 2025

Estimated Contract Start Date November 17, 2025

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

a. Online Questions (Bid Q&A)

Written Questions must be 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 Responses to Questions will be released on or about the “Responses to Questions Posted

Online” date indicated in the Estimated Procurement Calendar (above).

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

b. Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication.

It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department 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.

c. 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).

d. 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 Contract is executed by the parties.

15. Required Forms

Responses to this RFR must contain the following documents :

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

X Bid form for submitting cost for each PHASE and over project cost. Includes training

Electronic Submission

X

Commonwealth Terms and Conditions/Commonwealth IT Terms and Conditions

Electronic Submission

X

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

Electronic Submission

X Standard Contract Form and Instructions Electronic Submission

X Contractor Authorized Signatory Listing Electronic Submission

X Authorization for Electronic Funds Transfer Electronic Submission

X Supplier Diversity Plan Form (SDP Plan Commitment)

Electronic Submission

X Prompt Payment Discount Form Electronic Submission

X Business Reference Form Electronic Submission

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

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

16. RFR Attachments

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

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

Appendix C: Required Specifications for Information Technology https://www.mass.gov/doc/rfr-required-specifications-for-information-technology/download

Appendix D: RFR – Other Specifications

17. 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.

18. 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 of the Bid in

COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that she/he/they is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that she/he/they has read and assented to each document’s terms.

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/doc/rfr-required-specifications-for-information-technology/download

19. Document Pages

File Naming Conventions

Files submitted via COMMBUYS must follow the file naming convention specified below. The

Description entered during the file upload process ensures each file is readily identified by

Company Name and content. The File Name assigned by the Bidder as stored on their computer or network must be structured such that each file may be processed by the upload tool. The upload tool will reject file names that includes spaces or symbols, such as brackets [ ] that some systems apply when downloading files from the Internet.

RFR Section or

Quote Component

Description

Enter in COMMBUYS during upload

File Name

Assign when creating files

File Size Limits

COMMBUYS will not accept files that approach or exceed 10 MB. If a large file fails to upload, the Bidder must save the contents as multiple files. Note the naming conventions used above and add _Part 1, _Part 2, etc. at the end of the file name If a large file fails to upload, bidders must break up the file and append _Part1, _Part2 to the end of the Description and File Name.

File Format Restrictions

All scanned documents must be in .pdf or .gif format, and must be scanned in such a way that they may be read on a computer monitor and printed on 8 1/2” x 11” paper, unless otherwise specified. Forms provided for the Bidder to complete, with the exception of the forms requiring ink signatures, must be completed and sent via email to the Commonwealth Contract Manager in their original formats. These Forms should not be scanned and submitted as PDFs or other file types.

Documents and items that cannot be submitted electronically

Documents and items that may not be submitted electronically, such as confidential business references submitted by the Bidder or requests for material samples, respectively, must be submitted to the following address in accordance with all Quote submission requirements, including Bid Opening Date/Time, Bid Package, and Environmental Response Submission

Compliance provisions.

20. Withdrawing a Quote

Prior to Bid Opening Date/Time

Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote in COMMBUYS.

After Bid Opening Date/Time

Quotes may not be withdrawn after the Bid Opening Date/Time. If the Bidder wants to remove a

Quote from consideration, contact the Strategic Sourcing Services Lead for guidance.

21. Additional Quote Terms

Prohibition regarding contract terms

Bidders must not, as part of their Quote, propose additional contractual terms, or supplemental or clarifying language pertaining to contractual terms, even if the proposed additions/clarifications are not in conflict with the Commonwealth Terms and Conditions, the

Standard Contract Form, or other documents comprising this RFR. Contracting Departments expect that all Statewide Contracts incorporate the same terms and conditions and only those terms and conditions. Contractors who wish to propose additional non-conflicting contractual terms, or supplemental or clarifying language, may do so ONLY on a case-by-case basis, negotiated for each specific engagement and memorialized in the Project Statement of Work.

Bidder Response Form

All specifications of this RFR that are not mandatory such as those specifically identified as

“optional,” “desirable,” or in other terms indicating that the specification is not mandatory must have a response within the Bidder Response Form (or equivalent) provided on COMMBUYS for this Bid to be evaluated. Most items within the Bidder Response Form will be scored to determine the apparent successful bidders. The SSST does not want and will not read, consider, or evaluate a line by line response to this RFR.

General Procurement Information

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.

Ownership of Submitted Quotes

The SSST shall be under no obligation to return materials submitted by a Bidder in response to this Bid.