THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Energy & Environmental Affairs Department of Conservation & Recreation 10 Park Plaza, Suite 6620 Boston, MA 02116

Request for Response (RFR)

Document Title: Forest Landowner Assistance

COMMBUYS Bid Number: BD-27-1020-DCRCU-DC250-130585

Agency Document Number: DCR 996

June 22, 2026

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.

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

RFR Introduction and General Description Procurement Scope and Description The Commonwealth of Massachusetts Department of Conservation and Recreation is soliciting Bidders to administer outreach programing and financial assistance focused toward woodland owners, municipal forest ownerships, consulting foresters for the purpose of increasing knowledge and engagement in conservation practices that further the Commonwealth’s goals of the public benefit our forests provide such as clean water and air, wildlife habitat, recreation, climate mitigation, and a long-term supply of forest products.

Background information This RFR is the successor to DCR 847, which expires June 30, 2026. Forests provide a myriad of social and environmental functions. The forests of Massachusetts have changed dramatically over the centuries, due to our agrarian roots as well as a few significant foreign insects and diseases. Today the forests of Massachusetts are increasingly under pressure from development, increasing numbers of insects and pests, aging land steward population, as well as a changing climate. The future of our forests is also dependent on the individual decisions of the landowners who own over 75 percent of the forest. ForestsWork seeks to provide forest landowners with the information they need to make informed decisions regarding the conservation and stewardship of their land while providing the full suite of public benefits that forests provide.

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) Number of awards The target maximum number of Contractors is 3. 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.

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.

Eligible Entities Limited User Contract – Restricted to Use by Issuing Entity Only. Any contract resulting from this Bid will be open for use by the Issuing Entity Only.

Acquisition Method(s) The acquisition method(s) to acquire goods and/or services from this Bid is Fee for Service.

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

All term leases, rentals, maintenance, or other agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes no longer than 3 months after final contract end date. 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.

Contract Duration The expected duration of this contract is as follows:

Initial Duration

Total Maximum Contract Duration

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

Estimated Procurement Calendar

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.

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.

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.

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.

Specifications Additional required terms appear in the Appendices to this RFR.

Purpose and General Scope The purpose of this RFR is to provide the DCR ForestsWork program with flexible administrative, fiscal, outreach, communications, partnership, and program implementation support needed to deliver forest landowner assistance programs across Massachusetts, including but not limited to the Forest Stewardship Program and the Foresters for the Birds Program. The selected contractor(s) will help DCR increase awareness, participation, and implementation of forest stewardship opportunities, with particular attention to woodland owners, municipalities, partners, and audiences that have historically had limited access to forestry assistance.

The Service Forestry Program has developed an Education and Outreach Strategic Plan (E&O Plan). The contractor selected will assist DCR Service Forestry in achieving the goals in the E&O Plan and modifying the plan in the future to meet changing goals and objectives of the program. The main goals identified in the current E&O Plan include:

· support informed forest landowner decision-making

· advance sustainable forest management

· increase awareness and use of DCR’s ForestsWork Program

· help conserve the public benefits provided by forests, including clean air, clean water, wildlife habitat, climate resilience, carbon sequestration and storage, recreation, and forest products

This contract includes five core service categories that may be applied across one or more program areas:

1. Program administration and fiscal support

2. Outreach, education and event delivery

3. Communications, messaging and education materials

4. Partner engagement and audience engagement and development

5. Reporting, evaluation and continuous improvement Individual service areas are described in the following sections, with specifics about expectations of implementation and services provided. Additional details for these service areas can be found in the E&O Plan, which will be developed, modified, and updated through the term of this contract.

Outreach, Education, and Event Delivery The selected contractor(s) will assist DCR in efforts related to outreach, education, and event delivery. This will include workshops, webinars, field tours, conference support, municipal outreach, print/mail support, logistics, and follow-up communications. Efforts will be coordinated through the Service Forestry Program Director and the Stewardship Outreach Coordinator, as described in the E&O Plan.

Education and outreach may include, but are not limited to, landowner workshops, municipal presentations, field tours, webinars, conference support, peer-to-peer learning events, partner-hosted programs, direct mail campaigns, tabling events, and post-event follow-up designed to connect participants with appropriate technical or financial assistance.

Communications, Messaging, and Materials The selected contractor(s) will work with Service Forestry staff to maintain and develop communications materials and messaging strategies. Materials should be written and designed for the intended audience and may include plain-language explanations of program opportunities, landowner decision tools, web content, newsletters, flyers, factsheets, case studies, event materials, exhibits, social media content, and other approved communications products. All public-facing materials shall be developed in coordination with DCR and shall be subject to DCR review and approval before publication or distribution. All content created will be required to meet A11y standards for accessibility for all users. When appropriate and approved by DCR, materials may be adapted for different audiences, formats, or languages to reduce barriers to participation.

Partner Engagement and Audience Engagement and Development The selected contractor(s) will coordinate with established partners that work with the DCR Service Forestry Program, and work to establish new partnerships when deemed appropriate by program needs and goals. Existing partners that the program works with include land trusts, conservation organizations, municipalities, consulting foresters, timber harvesters, UMass Extension, NRCS, MA Audubon, Mass Woodlands Institute, underserved landowner partners, and others. The selected contractor will work with appropriate partners as identified to further programs within the scope of this contract.

The contractor shall help DCR identify priority audiences, trusted partners, geographic gaps, participation barriers, and practical strategies to increase access to Service Forestry programs. Activities can be focused on strengthening partnerships, expanding outreach capacity and increasing participation among existing and new audiences through coordinated communications, educational programming and collaborative engagement efforts.

Barriers may include limited awareness, limited access to professional forestry assistance, cost concerns, uncertainty about program eligibility, language or cultural barriers, lack of municipal capacity, lack of implementation funding, or limited familiarity with forest stewardship options. The contractor will provide assistance to the program, including

· Identifying barriers to awareness, participation and implementation

· Proposing practical strategies to reduce those barriers

· Supporting DCR in implementing approved strategies Program Areas Supported Under This Contract DCR may award this contract to a single contractor capable of supporting all program areas, or may award by program area if doing so best meets program needs. Bidders may submit proposals for one, more than one, or all program areas, provided they clearly identify the program areas for which they are proposing and demonstrate the required qualifications and capacity for each.

3.5.1 Program Area 1 - Forest Stewardship and Landowner Assistance

This program area supports DCR’s core Service Forestry landowner assistance functions, including Forest Stewardship planning, landowner cost-share administration, municipal and community forestry assistance, plan-processing support, outreach to private woodland owners, and efforts to improve the accessibility and usability of DCR Service Forestry programs. The contractor will provide administrative, fiscal, clerical, outreach, and communications support to help DCR connect landowners and municipalities with forest stewardship resources and assistance.

The selected contractor(s) will be responsible for administrative tasks associated with the forest stewardship program. This includes sending cost-share payments directly to landowners, collecting proof-of-payment information for payments made, invoicing to DCR, accounting, management of tax information including W-9s and 1099s, records retention, reimbursement documentation, grant support.

The contractor must have the financial and administrative capacity to advance payments on behalf of approved program participants and/or program activities and seek reimbursement from DCR in accordance with Commonwealth procedures. The contractor should be prepared to carry up to $300,000 in eligible expenses for up to forty-five days while reimbursement requests are reviewed and processed.

The contractor shall maintain complete, secure, auditable records of all payments, reimbursement requests, participant documentation, invoices, tax forms, and supporting materials in a format acceptable to DCR. Contractor(s) shall protect confidential, financial, tax, and personally identifiable information consistent with applicable Commonwealth requirements and DCR direction.

The following services will be provided in the Forest Stewardship and Landowner Assistance Program Area

Year 1:

Fiscal and administrative support

· Administer cost-share payments to eligible landowners or municipalities

· Maintain accounting, documentation, tax forms, reimbursement records and payment tracking

· Support Community Stewardship Grant administration Plan processing and clerical support

· Support the processing of forest management plans and forest cutting plans

· Provide data entry, scanning, copying, mailing, file organization and records support Outreach and education

· Support landowner and municipal workshops, mailings, field events, educational materials and related outreach

· Assist with new or updated outreach materials

· Identify potential land stewards where demonstration ecological forest stewardship projects can be planned and implemented by DCR Service Forestry staff, such as municipal ownerships with no existing forest management plan Digital and program improvement

· Assist DCR with web presence, landowner user experience, digital discovery and program efficiency improvements

· Support DCR in exploring the feasibility of how AI tools can be used to assist with program needs and improvements

· Assist DCR in exploring development of tools to capture outreach efforts, including event types, spatial distribution, and audiences reached. Potential tools could include AGOL, Survey123, other ESRI products or open-source software Coordination and reporting

· Attend regular coordination meetings

· Provide progress reports for grant reporting

· Participate in annual planning and evaluation

Year 2 and beyond:

· Vendor will work with DCR to continue to provide cost-share, programing, outreach, and administrative/clerical support

· Based on lessons learned in year 1, the vendor will work with DCR to expand programing, implement efficiencies, and respond to the stewardship needs of woodland owners

· Make recommendations to DCR for improved program participation and ways to reduce barriers to implementation of Forest Stewardship plans

· Aid DCR in the implementation of recommended program changes

· Continue with coordination meetings, progress reports and annual planning and evaluation as in year 1

· Assist DCR in coordination with municipalities identified where demonstration forestry projects can be planned and implemented

· Based on results of research for feasibility of AI and spatially based outreach compilation tools, assist DCR in developing tools to make program delivery more efficient

3.5.3 Program Area 2 - Expanded Stewardship Planning, Forest Bird Habitat

This program area supports expanded stewardship planning services that integrate wildlife habitat and forest bird conservation, including implementation support into forest stewardship planning and outreach. The contractor will assist DCR with continued development of the Foresters for the Birds Program, municipal demonstration projects, forester training, landowner outreach, and connections to implementation funding.

The following services will be provided in the Expanded Stewardship Planning Services Program Area Year 1

· Work with DCR personnel to determine barriers to plan implementation

· Conduct outreach events identified in the annual work plan, which may include presentations, workshops, webinars, field tours, web content, newsletters, and social media content.

· Vendor will seek out municipalities with conservation land with outreach efforts including phone calls, email correspondence, mailings, with the goal of connecting them with a certified forester, and to develop demonstration areas highlighting bird habitat enhancements and climate informed practices

· Conduct forester trainings on an as-needed basis. Bird habitat and climate forestry trainings may be combined into a single workshop.

· Explore new avenues for outreach with the intent of helping landowners make informed decisions regarding potential bird habitat assessments

· Offer outreach that fosters relationships amongst landowners and conservation organizations

· Work with DCR to connect landowners to cost-share programs for implementation such as those offered by NRCS

· Stay abreast of current research related to the goals of the program. In consultation with DCR conduct new research or monitor management activities as appropriate

· In consultation with DCR develop new outreach material, or update existing materials when necessary

· Explore incorporating forest bird habitat into goals for the agricultural sector

· Provide DCR with reports at least quarterly as well as an annual report Year 2 and beyond:

Based on work from year 1

· Make recommendations for and implement steps to improve plan implementation

· Work with municipalities to implement bird habitat plans as demonstration areas

· In consultation with DCR, make appropriate changes and improvements to meet program goals

· Based on Year 1 findings, explore opportunities to integrate forest bird habitat enhancements into outreach for farmers, maple producers, agroforestry practitioners, and other landowners whose agricultural operations include woodland acreage.

· Provide DCR with reports at least quarterly as well as an annual report Annual Deliverables A. Annual Work Plan Applies to each program area awarded. The work plan should include:

· Proposed outreach events and audiences

· Partner engagement priorities

· Communications and materials to be developed or updated

· Administrative/fiscal support tasks

· Anticipated staffing levels

· Anticipated budget by task or program area

· Proposed performance measures

· Timeline for major activities B. Quarterly Progress Reports Reports should include:

· Activities completed

· Events held

· Audiences reached

· Municipalities/regions served

· Materials produced or distributed

· Partner engagement activities

· Referrals or inquiries generated

· Cost-share/payment activity, where applicable

· Barriers identified

· Recommended adjustments C. Financial Tracking Documentation The contractor shall maintain a current financial tracking document showing budgeted amounts, committed funds, payments made, pending reimbursements, remaining balances, and any other fiscal information requested by DCR. The tracking document shall be available to DCR throughout the contract period.

D. Annual Summary Report This should include:

· Summary of accomplishments

· Outreach/event log

· Partner engagement summary

· Communications/materials summary

· Geographic distribution of activities

· Participant/audience summary, where available

· Fiscal summary

· Barriers, gaps, and lessons learned

· Recommendations for the next year

E. Program-Area-Specific Deliverables

Performance Measures and Evaluation Performance will be evaluated based on the contractor’s timely completion of approved work plan tasks, quality and accuracy of deliverables, responsiveness to DCR direction, effectiveness of outreach and partner engagement, fiscal accountability, and contribution to program goals. Measures may vary by program area and may be refined annually through the work planning process.

Performance measures may include:

· Number and type of outreach events delivered

· Number of landowners, municipalities, partners, professionals, or other participants reached

· Geographic distribution of outreach and program delivery

· Number of outreach, educational, or technical materials developed or updated

· Number of referrals, inquiries, or technical assistance requests generated

· Timeliness, accuracy, and completeness of fiscal documentation

· Number and value of cost-share payments processed

· Barriers identified, documented, and addressed

· Program improvements recommended, developed, or implemented

· Audience development and expansion into underserved or priority groups

· Participant feedback collected and evaluated

Coordination with DCR The contractor shall coordinate closely with the DCR Service Forestry Program Director, Stewardship Outreach Coordinator, and other DCR staff as assigned. Coordination may include regular meetings, annual work planning, budget review, review of outreach materials, event planning, grant reporting, problem-solving, and identification of emerging program needs. The contractor shall not make final programmatic, fiscal, legal, or policy decisions on behalf of DCR unless expressly authorized in writing.

Contractor Qualifications Specific to Scope Delivery The contractor shall demonstrate relevant experience and capacity in some or all of the following areas, depending on the program areas proposed:

· Natural resource management, forestry, conservation, or related fields

· Massachusetts forest landowner assistance programs

· Outreach, education, and public engagement

· Program administration, budgeting, accounting, and record keeping

· Cost-share, grant, or reimbursement program administration

· Partnership development and stakeholder coordination

· Communications, plain-language materials, event support, and web content

· Ability to meet fiscal, administrative, reporting, and coordination requirements

Program Area 1 Vendor must demonstrate capacity to manage cost-share payments, maintain auditable fiscal records, support landowner assistance programs, and work with a wide range of private woodland owners, municipalities, and forestry partners.

Program Area 2 Vendor must demonstrate experience with northeastern forest bird ecology, forest habitat management, climate-informed forestry, forest carbon concepts, forest resilience practices, landowner or municipal outreach, and professional training for foresters or natural resource practitioners.

Bidder Qualifications Company experience The contractor shall demonstrate relevant experience and capacity in the following areas:

· Natural resource management, forestry, conservation, or related fields

· Massachusetts forest landowner assistance programs

· Outreach, education, and public engagement

· Program administration, budgeting, accounting, and record keeping

· Partnership development and stakeholder coordination

· Communications, plain-language materials, event support, and web content

· Ability to meet fiscal, administrative, reporting, and coordination requirements Program Area 1 - Forest Stewardship and Landowner Assistance Vendor must demonstrate capacity to manage cost-share payments, maintain auditable fiscal records, support landowner assistance programs, and work with a wide range of private woodland owners, municipalities, and forestry partners.

Program Area 2 - Expanded Stewardship Planning, Forest Bird Habitat Vendor must demonstrate experience with northeastern forest bird ecology, forest habitat management, landowner or municipal outreach, and providing professional training for foresters or natural resource practitioners.

Financial stability including bankruptcy, litigation, and contract defaults Qualified bidders shall not have filed bankruptcy, had negative audit findings, or defaulted on any contracts or agreements, in the past five years.

References and reference information and/or requirements Qualified vendors shall have a minimum of 3 business references.

Employee qualifications and/or requirements Bidders should provide a business resume that shall include:

· Relevant employee technical/business experience, certifications, licenses

· Resumes of staff

· Attestation of Background/CORI check policy Service Specifications Technical Support

Contractor(s) should have dedicated staff available during standard business hours on weekdays. Contractor(s) should be able to provide response within 24-hours to DCR. Mutually agreeable regularly scheduled meetings will be established between contractor(s) and DCR upon contract award.

Capacity plan, resources, and infrastructure for this Contract Capacity plan for meeting the contractual requirements for delivery shall include detail regarding the Contractor’s ability to:

· Retain adequate administrative, financial, programmatic and outreach staffing levels required to meet the contractual requirements

· Infrastructure and resources to support staff in fulfilling programmatic needs associated with this contract

· Carry $300,000 credit line for up to 45 days Design requirements

Digital content created shall meet Web Content Accessibility Guidelines version 2.1 Level AA.

While we appreciate the value of Artificial Intelligence tools in streamlining workflow processes, we expect that all final products will be the original work of the awarded bidder(s).

Training & training materials Bidder’s quote should include description of the following:

· Use of Contractor training facilities to deliver trainings within the scope of this contract

· Use of DCR facilities to deliver trainings within the scope of this contract Disposal services, data erasure, ability to be recycled and end of life requirements

Awarded vendor agrees to safeguard all personally identifying information as confidential and destroy all records and destroy and/or dispose of all hardware associated with execution of this contract in accordance with procedures that DCR may prescribe during the course of this contract.

Requirements for consultant and subcontracting services

Written approval from DCR is required before the successful bidder may hire any additional consultants or subcontractors to fulfill contract deliverables beyond those consultants and subcontractors that were identified in their original bid submission.

Requirements at Contract or engagement termination

In the event of the termination of contract or engagement, the following will apply:

· All physical and digital materials and data associated with this contract will be transferred to DCR and/or the successor contracted vendor

· Vendor will cooperate with requests from the successor contracted vendor and/or DCR within a 48-hour time period

· Successor contractor will be able to hire former employees of the vendor

· Current and future successor contracts may overlap or coincide for a period of up to 3 months to allow for a smooth transition; a gradual and rolling transition between contractors may apply

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

SBPP Award Preference While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria 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.

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

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

Supplier Diversity Program 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 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 or non-profit organization. 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 total SDP Commitment acceptable in responses to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

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

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

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

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

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE) Eligible Types of Business-to-Business Relationships Bidders and Contractors may engage SDP Partners in the following two ways:

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

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

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors. 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. If subcontracting is proposed, it must meet all the subcontracting provisions (if any) listed in this RFR.

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, or 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.

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 & Compliance 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 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.

Environmental Specifications 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.