DCR 971 Wood Furnace_Stoves Sales_Service and Fuel Supply_RFR_FINAL.pdf

Table of Contents Page i Document Sensitivity Level: High during development; Low once published.

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND

ENVIRONMENTAL AFFAIRS

DEPARTMENT OF CONSERVATION AND

RECREATION

10 Park Plaza, Suite 6620 Boston, MA 02116

Request for Response (RFR)

Document Title: Wood Furnace-Stoves Sales, Service and Fuel Supply

COMMBUYS Bid #: BD-26-1020-DCRCU-DC250-122530

Agency Document Number: DCR 971

November 10, 2025

Table of Contents Page ii

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

1.2 Background information

1.3 Applicable Procurement Law

1.4 Number of awards

1.5 Adding Contractors after initial Contract award

1.6 Eligible Entities

1.7 Acquisition Method(s)

1.8 Performance and Payment Timeframes Which Continue Beyond Duration of the Contract

1.9 Contract Duration

1.10 Estimated Value of the Contract

1.10.1 Basis for estimated dollar value for this Contract (including all options to renew)

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Written questions via the Bid Q&A on COMMBUYS

2.2 Locating Bid Q&A

2.3 Amendment Deadline

2.4 Bidders’ Conference and/or Site Inspection

3 SPECIFICATIONS

3.1 Bidder Qualifications

3.1.1 Company certifications and affiliations

3.1.2 Company experience

3.1.3 References and reference information and/or requirements

3.1.4 Commodity Specifications

3.1.5 Brand name or equal

3.1.6 Warranties and guarantees

3.1.7 Availability guarantees of service, service parts, accessories, and supplies

3.1.8 Operating manuals

3.1.9 Loaner Equipment

3.1.10 Emergency response plans/preparedness

3.1.11 Post-installation

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.commbuys.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627-8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk county holidays.

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

Table of Contents Page iii

3.1.12 Geographic service and delivery areas

3.2 Environmental Specifications

3.2.1 Executive Order 515, Establishing an Environmental Purchasing Policy

3.2.2 Environmental plan

3.3 Compensation Structure/Pricing

4 OTHER TERMS

4.1 Performance

4.2 2026 FIFA WORLD CUP – BOSTON, MASSACHUSETTS

5 AUDIT

6 EVALUATION CRITERIA

6.1 Mandatory requirements

6.2 Alternatives

6.3 Evaluation Components

6.3.1 Price

6.3.2 Service Capability

6.3.3 Experience

6.3.4 Service Territory

6.3.5 Product Quality

7 HOW TO SUBMIT A QUOTE

7.1 Quote Submission Method

7.2 COMMBUYS Quote Submission Training and Instructions

7.3 Bid Opening Date/Time

7.4 Quote Contents

7.4.1 RFR Submission Checklist

7.4.2 Electronic Signatures

7.4.3 Acceptable Forms of Signature

7.5 Limits and Restrictions

7.5.1 File Naming Conventions

7.5.2 File Size Limits

7.5.3 File Format Restrictions

7.6 Withdrawing a Quote

7.6.1 Prior to Bid Opening Date/Time

7.6.2 After Bid Opening Date/Time

7.7 Additional Quote Terms

7.7.1 Prohibition regarding contract terms

7.7.2 Bidder Response Form

8 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS

Table of Contents Page iv

8.1 General Procurement Information

8.1.1 Access to security-sensitive information

8.1.2 Alterations

8.1.3 Ownership of Submitted Quotes

8.1.4 Prohibitions

8.2 Terms and Requirements Pertaining to Awarded Contracts

8.2.1 Commonwealth Tax Exemption

8.2.2 Contractor’s Contact Information

8.2.3 Contractual Status of Orders and Service Contracts

8.2.4 Publicity

9 APPENDIX 2 - RFR - REQUIRED SPECIFICATIONS

10 APPENDIX 3 INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF

COMMONWEALTH STANDARD FORMS

10.1 Commonwealth Standard Contract Form

10.2 Commonwealth Terms and Conditions/Commonwealth IT Terms and Conditions ...21

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

10.4 Contractor Authorized Signatory Listing

10.5 Current Environmentally Preferable Products / Practices Form

10.6 Prompt Payment Discount Form

10.7 Business Reference Form

11 APPENDIX 4: INDICATIVE LIST OF EQUIPMENT IN SERVICE

12 APPENDIX 5: INSTRUCTIONS FOR CONTRACTORS RESPONDING TO BIDS

ELECTRONICALLY THROUGH COMMBUYS

RFR DCR 971 / COMMBUYS Bid# Bid BD-26-1020-DCRCU-DC250-122530

Document Sensitivity Level: High during development; Low once published.

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

The Commonwealth of Massachusetts Department of Conservation and Recreation (DCR) is seeking vendors to create a pool of pre-qualified suppliers for goods and services in the following categories:

Category 1: Wood fueled heating systems – furnaces, stoves, and related equipment.

Contractors capable of selling the systems as well as providing parts and services to wood fueled heating systems are sought.

Category 2: Wood based fuels. Contractors capable of providing the fuel for systems such as those described above (chips, pellets, etc.) Both bagged and bulk supply providers are sought.

Contract Manager: Robert Boncore, Director of Contracts & Procurement Department of Conservation and Recreation 10 Park Plaza, Suite 6620 Boston, MA 02160 857-354-1358 -Cell

1.2 Background information

The Department of Conservation and Recreation is steward of one of the largest state park systems in the country. Its 450,000 acres are made up of forests, parks, greenways, historic sites and landscapes, seashores, lakes, ponds, reservoirs and watersheds.

Throughout the state, the department has facilities with wood-based heating systems.

1.3 Applicable Procurement Law

This Bid is issued under the following law(s):

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

1.4 Number of awards

The target maximum number of Contractors is eight (8). This is a target number; the Strategic Sourcing Services Team (SSST) may award more or fewer Contracts if it is in the best interests of the Commonwealth to do so.

1.5 Adding Contractors after initial Contract award

If, over the life of the Contract, the SSST determines that additional Contractors should be added, these may first be drawn from qualified companies that responded to this Bid but were not awarded contracts. If necessary to meet the requirements of the Commonwealth, the Bid may be reopened to obtain additional Quotes.

Document Sensitivity Level: High during development; Low once published.

1.6 Eligible Entities

Limited User Contract – Restricted to Use by Defined Entities Only. Any contract resulting from this Bid will be open for use by the Issuing Entity as well as the following other entities:

o Massachusetts Department of Capital Asset Management and Maintenance

(DCAMM)

1.7 Acquisition Method(s)

The acquisition method(s) to acquire goods and/or services from this Bid are Outright Purchase, Tax Exempt Lease Purchase (TELP), Term Lease, Fee for Service, Rental (Not to exceed six months).

1.8 Performance and Payment Timeframes Which Continue Beyond Duration of the Contract.

No new leases, rentals, maintenance, or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance, or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance, or other agreements for service, which were executed pursuant to the main contract.

1.9 Contract Duration

The expected duration of this contract is as follows:

Contract Duration Number of Options

Number of Years/Months Instructions

Initial Duration 3 Three years Renewal Options 1 2 One option to renew for two years.

Total Maximum Contract Duration

5 Five years

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

Renewal of contracts will be at the discretion of the issuing agency and subject to a performance evaluation. This evaluation may include, but not limited to, the following criteria:

• Vendor has performed well on projects assigned.

• Vendor responds to agency inquiries on a timely basis

• Vendor communication is clear and helpful

• Vendor provided a key individual to serve as a liaison and provided contact information.

Document Sensitivity Level: High during development; Low once published.

1.10 Estimated Value of the Contract

The estimated value of purchase(s) resulting from this Bid is $100,000.00 total for 5 years. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

1.10.1 Basis for estimated dollar value for this Contract (including all options to renew) The “Estimated Value (US$)” for this Bid was based on previous expenditures made by the DCR regional offices over a similar period.

2 ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Announcement of Intent to Procure 11/10/2025

Bid Release Date 11/10/2025 @ 11:00 AM

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

11/24/2025 @ 4:00 PM

Official Answers for Bid Q&A published (Estimated)

11/26/2025

Bid Amendment Deadline / Online Quote submission begins. Bid documents will not be amended after this date.

12/1/2025

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

12/8/2025 @4:00 PM

Notification of Apparent Successful Bidder(s) (Estimated)

12/19/2025

Estimated Contract Start Date 1/1/2026

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

Document Sensitivity Level: High during development; Low once published.

2.1 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SSST regarding this Bid. Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions) and prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that questions submitted to the SSST using any other medium (including those that are sent by mail, fax, email, or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing since all questions are accessible to the public. Bidders must not include information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SSST reserves the right to edit or delete submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

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.

2.2 Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

Document Sensitivity Level: High during development; Low once published.

2.3 Amendment Deadline

The SSST 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 SSST and 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.

2.4 Bidders’ Conference and/or Site Inspection

DCR uses wood fueled heating equipment at parks and offices statewide. DCR will provide local contact information for firms interested in inspecting the location, make and model of wood fueled heating equipment upon request. Please contact the contract manager (see 1.1 above) for contact information needed to establish an on-site appointment.

3 SPECIFICATIONS

Responding vendors are to complete the Bidder Response Form attached the bid in COMMBUYS. Vendors must indicate whether they are applying for pre-qualification under Category 1 (system, sales, services, repairs, parts) and/or Category 2 (fuel for such systems).

Price: Vendors should provide a quote for labor/service costs, if applicable. Wood fuel prices must be provided by October 1 of each year prior to the traditional heating season and keep those prices in effect until the following season. All pricing needs to be submitted on the Bidder Response Form attached to the COMMBUYS bid.

Product: Category 1 vendors are to indicate the type of equipment they sell and service on the submission form. Category 2 vendors are to indicate the type of fuel they can supply and the delivery method (bulk or bagged)

Regarding wood fuels:

Product must be free of all dirt, rocks, metal, paints, and all other foreign materials.

Delivery must meet all appropriate legal transport requirements. Chips must be covered at all times prior to being discharged into the owner’s bin, including during transport.

Suppliers must be able to respond to the Department’s request for delivery within 48 hours (preferably 24 hours) of notification by the Department.

Delivery will only be accepted during regular business hours 8:00 AM to 2:30 PM

Monday through Friday. Weigh slips are not required but may be requested at the discretion of the Department.

Document Sensitivity Level: High during development; Low once published.

Hauler must identify Grade of wood chip product being delivered on shipping receipt.

The Department recognizes that the availability of chip supply and quality may vary due to seasonal factors and demands. Unit pricing should reflect the differences in product quality.

Regarding sales and service:

Provider must be able to respond to the Department’s request for service within 24 hours of notification by the Department.

Service is preferred during regular business hours 8:00 AM to 2:30 PM Monday through Friday. Bidder must indicate their ability to provide off-hours or emergency service upon request, including response times.

Appendix 4: Provides indicative information on the type of equipment and product typically used.

3.1 Bidder Qualifications

3.1.1 Company certifications and affiliations

Bidders should provide information on equipment manufacturers for whom they are an authorized representative/service provider.

3.1.2 Company experience

Years in business - at least 3 years performing similar related services.

3.1.3 References and reference information and/or requirements A Business Reference Form is required as part of the Response. See attachment in the COMMBUYS bid.

3.1.4 Commodity Specifications

See the Indicative List of current equipment, product needs at various sites in Appendix 4.

3.1.5 Brand name or equal

Unless otherwise specified in this Bid, any reference to a particular trademark, trade name, patent, design, type, specification, producer, or supplier is not intended to restrict this Bid to any manufacturer or proprietor or to constitute an endorsement of any commodity or service, and the department may consider clearly identified offers of substantially equivalent commodities and services submitted in response to such reference.

3.1.6 Warranties and guarantees

New equipment/installation services must be guaranteed for a minimum of one year.

All service and parts must be guaranteed for a minimum of 60 days.

Document Sensitivity Level: High during development; Low once published.

3.1.7 Availability guarantees of service, service parts, accessories, and supplies Replacement parts must be available within a 24-hour period or less.

3.1.8 Operating manuals

For new equipment, vendors will provide at no additional cost all manufacturer produced operation manuals and sufficient training in equipment use for on-site DCR staff in proper operation of the equipment.

3.1.9 Loaner Equipment

If the time for warranty or service repairs will exceed the specified time, the Contractor shall provide equivalent loaner equipment upon request by the customer.

Loaner equipment shall be provided at no cost, including shipment to the customer’s location and return of loaner equipment to the Contractor.

3.1.10 Emergency response plans/preparedness

In a declared state of emergency where the safety and well-being of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under the Contract on a priority basis. The Bidder’s Quote should include the following:

Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency.

A list of emergency contact information including name, position/title, phone, email, and mobile phone.

A list of the Bidder’s building location(s) that would be available to serve the Commonwealth during an emergency.

A description of the areas of Massachusetts that the Bidder could supply in the event of an emergency (e.g., Entire State, Specific City, or Region).

This information will not be considered in the evaluation of the Quote.

3.1.11 Post-installation

If new equipment is installed, upon completion the work area will be left clean and orderly, suitable for public access. All packaging and old equipment dismantled shall be removed from the site and disposed of properly at no additional cost to the agency.

3.1.12 Geographic service and delivery areas

Responses must indicate the service and delivery areas of the vendor. See the Bidder Response Form attached in the COMMBUYS bid.

Document Sensitivity Level: High during development; Low once published.

3.2 Environmental Specifications

3.2.1 Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must comply 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.

Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order may be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

3.2.2 Environmental plan

Beginning the first year of the Contract and throughout the life of the Contract, awarded Bidders must agree to work with the SSST to examine the feasibility of implementing an environmental plan. The objective of this requirement is to actively encourage suppliers to incorporate sustainable practices throughout their business operations and further market such practices to Contract users. Such a plan may include, but not be limited to, the following:

Implementing energy efficiency initiatives at the corporate level in line with Executive Order 484, such as lighting retrofits, purchase of energy from renewable sources, use of bio-heat fuel, and other energy reduction technologies.

Encouraging environmental initiatives at the corporate and/or manufacturing level for the purpose of reducing the impact of manufacturing on the environment; such as clearly identifying recycled content of packaging on the packaging, providing product life cycle assessments, working toward the elimination of ozone-depleting chemical usage in the manufacturing or refining process (where applicable), and conducting internal environmental auditing related to pollution control.

Adopting standards and/or obtain certifications, where applicable, for product development and manufacturing processes such as, but not limited to. LEED, ISO 14001, Cradle to Cradle (C2C) Protocol, Green Seal, Environmental Choice, and others.

Using alternative fuel vehicles for delivery or transportation purposes and/or vehicles equipped with diesel emission control devices and operating such vehicles with guidance on anti-idling initiatives.

https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 http://www.mass.gov/epp https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/executive-orders/no-484-leading-by-example-clean-energy-and-efficient-buildings?_ga=2.100925761.1741219494.1633353146-758386467.1632336759 https://www.mass.gov/executive-orders/no-484-leading-by-example-clean-energy-and-efficient-buildings?_ga=2.100925761.1741219494.1633353146-758386467.1632336759

Document Sensitivity Level: High during development; Low once published.

Working with the SSST to develop and distribute information and/or materials to Commonwealth customers about the Awarded Bidder’s/Contractor’s environmental practices and initiatives throughout the term of the Contract.

Developing a plan to implement the recycling of materials used or produced in normal business operations.

The SSST may award points to Bidders who provide evidence that measures and initiatives such as these are in place within their operations, and/or for written proposals submitted with their Quote detailing a commitment to action contingent upon receipt of a Contract award. (See the Additional Environmentally Preferable Products / Practices form on COMMBUYS).

3.3 Compensation Structure/Pricing

Shipping, Freight, Delivery, Handling or Fuel Charges, etc.: Delivery will be made by prior arrangement with the appropriate contact person for each site. Prices are to be quoted either as FOB (no shipping, freight, delivery, handling, fuel charges or any other like charges to be paid by the users of this contract) or as Product Supply and Delivery Charge. Certain vendors may wish to identify a delivery charge for certain counties. This should be clearly stated in their Response (Bidder Response Form).

DCR will prioritize vendors who can provide supply to the equipment listed in the Indicative Summary of equipment currently in service (Appendix 4). If FOB is not available and respondents will only provide a Product Supply and Delivery Charge format, it will be considered.

4 OTHER TERMS

Continued qualification based on performance Renewal of contracts will be at the discretion of the issuing agency and subject to a performance evaluation. This evaluation may include, but not limited to, the following criteria:

Vendor has performed well on projects assigned.

Vendor responds to agency inquiries on a timely basis Vendor communication is clear and helpful Vendor provided a key individual to serve as a liaison and provided contact information.

Vendor files invoice on a timely basis Vendor files reports on a timely basis Vendor skill sets remain in keeping with the expectations of the solicitation.

Vendor assigned staff as presented in the original proposal (individuals and skill sets pledged)

Document Sensitivity Level: High during development; Low once published.

Wood fuel prices must be provided by October 1 of each year prior to the traditional heating season and keep those prices in effect until the following season.

Bidders awarded contracts pursuant to DCR 971 must have comprehensive general liability insurance, comprehensive business motor vehicle liability insurance, and worker’s compensation insurance.

4.1 Performance

Failure to perform contractual obligations may result in termination, suspension, cover/replacement costs, and/or liquidated damages. Further, the agency reserves the right to add additional vendors if it is in the best interest of the Commonwealth to do so.

4.2 2026 FIFA WORLD CUP – BOSTON, MASSACHUSETTS

The 2026 FIFA World Cup will be held at Gillette Stadium in Foxborough, related events, and significant tourist events such as Sail Boston and the 250th Anniversary of the United States will be held throughout the region. Matches and Fan Fest and other possible 250th Celebration activities are scheduled through June, July and August 2026. DCR will be imposing work and/or traffic restrictions as necessary to minimize impacts during these periods when, as determined by DCR, the Contractor’s operations could impact vehicular and/or pedestrian traffic. No additional compensation will be allowed for work restrictions, nor will the Contractor have any claim for related costs, direct or indirect. The Contract time determinations have accounted for potential work restriction during this period and Contractor’s should plan accordingly. Any necessary or emergency work required during this time will require DCR approval.

5 AUDIT

During the term of this Agreement and for a period of six years thereafter, DCR, its auditors, the Operational Services Division, the Office of the Inspector General, or other authorized representatives shall be afforded access at reasonable times to Contractor’s accounting records, including sales information on any system, reports or files, to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Contractor has materially overcharged DCR, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

Document Sensitivity Level: High during development; Low once published.

6 EVALUATION CRITERIA

The procurement team will evaluate each response and determine which Respondents meet the standards of the agency. Those vendors will then proceed to subsequent stages of the evaluation and/or enter into negotiations with the Commonwealth to receive a Contract award.

6.1 Mandatory requirements

Mandatory Specifications must be met for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components that may be evaluated by the SSST. The SSST reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or may be easily corrected.

Bid sections that include terms such as: “must,” “shall,” “will,” and “required” are mandatory. Failure to meet the requirements of a mandatory specification without providing an alternate that is acceptable to the evaluators may result in the disqualification of a Bidder's proposal.

Responding vendors are required to provide evidence that they meet the minimum qualifications cited above, i.e. at least 3 years performing similar related services and a positive working relationship with customers as evidenced in a review of the Business Reference by the procurement team.

Vendors must also provide pricing information as requested above.

Vendors must complete and submit the Bidder Response Form provided with the bid.

6.2 Alternatives

A Quote that fails to meet any material term or condition of the Bid, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, Bidders may submit Quotes proposing alternatives that provide equivalent, better, or more cost-effective performance than achievable under the stated Bid specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract. The Quote should describe how the alternative achieves substantially equivalent or better performance than those described in the Bid specifications.

The SSST will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this Bid is to provide the best value of commodities and/or services to achieve the goals of the procurement.

Document Sensitivity Level: High during development; Low once published.

6.3 Evaluation Components

The following components will be some of the criteria considered by the SSST when evaluating each Quote.

6.3.1 Price

Please note that price will carry significant weight in the evaluation process.

The following price components will be evaluated:

Volume purchase discounts Dock Delivery Discounts Prompt Pay Discounts (PPD) Service Call Charges – standard and emergency off-hours rates Installation Costs Parts mark-up from wholesale Fuel costs

6.3.2 Service Capability

Response times meet or exceed agency needs

6.3.3 Experience

Years in Business Review of customers on Business Reference Form Manufacturer certifications

6.3.4 Service Territory

Contractor meets need of agency facilities

6.3.5 Product Quality

Contractor meets or exceeds product standards

7 SMALL BUSINESS PURCHASING PROGRAM

7.1 Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts.

Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

7.2 SBPP Award Preference

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

Document Sensitivity Level: High during development; Low once published.

non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

7.3 SBPP Participation Eligibility

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

COMMBUYS:

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

2. Been in business for at least one year;

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

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

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

7.4 SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract.

Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

7.5 Program Resources and Assistance

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

8 HOW TO SUBMIT A QUOTE

All Bidders may begin creating and compiling Quote materials as soon as the Bid and all attachments are in the Sent document status in COMMBUYS. Bidders are instructed not to submit Quotes before the Bid Amendment Deadline has been reached (see Estimated Procurement Calendar).

8.1 Quote Submission Method

Online Quote Submission via COMMBUYS is required.

All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the home or landing page. Bidders who are awarded a contract resulting from this Bid, if any, will be https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov

Document Sensitivity Level: High during development; Low once published.

required to maintain an active COMMBUYS account for the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

8.2 COMMBUYS Quote Submission Training and Instructions

An online job aid on How to Create a Quote

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

COMMBUYS.

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 to access COMMBUYS resources, including new bid postings, job aids, and training schedules for buyers, among others.

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 a.m. to 5:00 p.m., Monday through Friday Eastern Time, except on federal and state holidays.

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

8.3 Bid Opening Date/Time

All Bids must be posted in COMMBUYS before the specified date, month, year, and time displayed as the Bid Opening Date/Time in the Header Information section of the Bid in COMMBUYS. Times are Eastern Time. All Bidders are advised to allow adequate time for Bid submission by considering potential online submission impediments such as Internet traffic, Internet connection speed, file size, and file volume. OSD is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission.

Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record. COMMBUYS will not accept Bids submitted after the Bid Opening Date/Time deadline.

8.4 Quote Contents

Bidders must comply with the requirements below.

8.4.1 RFR Submission Checklist

Strategic Sourcing Services Teams seek to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.youtube.com/playlist?list=PLQxGuebEB7jHIAz8e3NVVCT__lGLkJiSF https://www.youtube.com/playlist?list=PLQxGuebEB7jHIAz8e3NVVCT__lGLkJiSF http://www.mass.gov/osd/commbuys

Document Sensitivity Level: High during development; Low once published.

and submit the RFR Submission Checklist, and all documents referenced in the Checklist list on the Bidder Response Form.

8.4.2 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.

8.4.3 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.

Document Sensitivity Level: High during development; Low once published.

8.5 Limits and Restrictions

8.5.1 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.

Quote Component Description Enter in COMMBUYS during upload

File Name Assign when creating files

Bidder Response Form Bidder Response Form with other required details

CompanyName_Bidder Response Form

Pricing Company Name Pricing CompanyName_Price.xls Section 3.2 Environmental Specifications

Environmental Specifications Form CompanyName_EPP.PDF

Prompt Payment Discount Form

Complete the Prompt Payment Discount Form (PPD)

CompanyName_PPD.pdf

Other Files Other documents that will be provided by the vendor

CompanyName_DocumentTitle.pdf

8.5.2 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.

8.5.3 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.

8.6 Withdrawing a Quote

8.6.1 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.

Document Sensitivity Level: High during development; Low once published.

8.6.2 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.

8.7 Additional Quote Terms

8.7.1 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.

8.7.2 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.

Document Sensitivity Level: High during development; Low once published.

9 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS

9.1 General Procurement Information

9.1.1 Access to security-sensitive information

Bidders agree to adhere to this section in the event that an eligible entity provides a Contractor with security-sensitive information which, pursuant to MGL c. 4, § 7, cls.

26(n), is generally exempt from public disclosure under the Commonwealth’s public records laws and must, for public safety purposes, be safeguarded from widespread public disclosure. This security-sensitive information may be in the form of blueprints, plans, policies, procedures, schematic drawings, etc., which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, and/or any other records relating to the security or safety of persons (pursuant to MGL c. 66A) or buildings, structures, facilities, utilities, transportation, information technology, or other infrastructure located within the Commonwealth. Qualified prospective Bidders interested in accessing this information for the purpose of preparing a Bid must, before being allowed to access the information, sign a confidentiality agreement, thereby agreeing to:

• Restrict the use of these sensitive records for any other purpose than as authorized and for the purpose of putting together a bid proposal;

• Safeguard the information while it is in their possession (consistent with Section 6 of the Commonwealth Terms and Conditions); and

• Return such records and materials to the Commonwealth upon completion of the project.

9.1.2 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.

9.1.3 Ownership of Submitted Quotes

The SSST shall be under no obligation to return materials submitted by a Bidder in response to this Bid. All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Quote, whether or not the Quote is selected for Contract award.

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a “read-only” copy of this submission via COMMBUYS, as long as their http://www.mass.gov/legis/laws/mgl/gl-66a-toc.htm

Document Sensitivity Level: High during development; Low once published.

account remains active. Bidders also may retain a traditional paper copy or electronic copy on a separate computer, or network drive or separate media, such as CD or DVD, as a backup.

9.1.4 Prohibitions

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 information or respond to questions or inquiries concerning this RFR. Bidders may contact the individual listed in contact information section of the Header Information this Bid in the event that this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the OSD Help Desk (see the document cover page for contact information).

In addition to the certifications found in the Commonwealth’s Standard Contract Form, by submitting a Quote, the Bidder certifies that the Quote has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding, or planned common course of action with any other Bidder of the commodities and/or services described in the RFR.

9.2 Terms and Requirements Pertaining to Awarded Contracts

9.2.1 Commonwealth Tax Exemption

Invoices or invoices submitted to Massachusetts government entities must not include sales tax.

9.2.2 Contractor’s Contact Information

It is the Contractor’s responsibility to keep the Contractor’s Contract Manager information current. If this information changes, the Contractor must notify the Contract Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS.

The Contractor’s COMMBUYS account also must be updated to reflect the new information.

The Commonwealth assumes no responsibility if a Contractor’s designated email address is not current, or if technical problems, including those with the Contractor’s computer, network, or internet service provider (ISP), cause email communications between the Bidder and the SST to be lost or rejected by any means, including email or spam filtering.

mailto:osdhelpdesk@mass.gov

Document Sensitivity Level: High during development; Low once published.

9.2.3 Contractual Status of Orders and Service Contracts

Orders or service engagements placed under the Contract established as a result of this Bid by Eligible Entities shall be considered separate Contracts between the Eligible Entity and the Contractor, and shall be deemed to incorporate all of the terms and conditions of the Contract. Nothing contained in any order or service contract shall amend or vary the terms of the Contract. Additional terms which do not conflict with the Commonwealth’s Terms and Conditions, the Massachusetts Standard Contract Form, this Bid and any amendments, or the Bidder’s Quote, may be included in an order or service contract if mutually agreed upon by the Contractor and eligible entity.

9.2.4 Publicity

Any Contractor awarded a contract under this Bid is prohibited from selling or distributing any information collected or derived from the Contract, including lists of participating Eligible Entities, Commonwealth employee names, telephone numbers, addresses, or other information except as specifically authorized by the SSST.

Document Sensitivity Level: High during development; Low once published.

10 APPENDIX 2 - RFR - REQUIRED SPECIFICATIONS

https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services/download

11 APPENDIX 3 INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF COMMONWEALTH

STANDARD FORMS

Forms listed below may be electronically signed by the Bidder, see Acceptable Forms of Signatures. Bidders must, if notified of Contract award, submit the following four (4) forms within the timeframe referenced in the RFR section entitled Acceptable Forms of Signatures: the Commonwealth Standard Contract Form, the Commonwealth Terms and Conditions, the Request for Taxpayer Identification Number and Certification (Mass.

Substitute W9 Form) and the Contractor Authorized Signatory Listing.

11.1 Commonwealth Standard Contract Form

By executing this document, the Bidder certifies, under the pains and penalties of perjury, that it has submitted a Response to this RFR that is the Bidder’s Offer as evidenced by the execution of its authorized signatory, and that the Bidder’s Response may be subject to negotiation by the SSST. Also, the terms of the RFR, the Bidder’s Response, and any negotiated terms shall be deemed accepted by the Department and included as part of the Contract upon execution of this document by the State Purchasing Agent or his designee.

If the Bidder does not have a Vendor Code beginning…