DCR 999_Otis_Reservoir_Dam_Hydraulic_System_Maintenance_RFR_final.pdf

REQUEST FOR RESPONSE

Hydraulic & Mechanical Gate Systems Maintenance Services

RFR DCR 999 / COMMBUYS Bid # BD-27-1020-DCRCU-DC250-134936

ISSUE DATE: 11/2/2026

Purchasing Department Department of Conservation & Recreation

Address 180 Beaman Street

City, State Zip Code West Boylston, MA 01583

Procurement Contact Person

Matthew Carlson – Office of Dam Safety

Telephone Number 857-330-7058

Fax Number

E-Mail Address Matthew.carlson@mass.gov

RFR Name/Title Otis Reservoir Hydraulic & Mechanical Gate Systems Maintenance Service

RFR Number DCR 999

COMMBUYS Bid Number BD-27-1020-DCRCU-DC250-134936

1. Description or Purpose of Procurement:

This inspection and maintenance contract will have a contract term of five years for the purpose of performing annual maintenance on the hydraulic and mechanical gate systems at

Otis Reservoir Dam.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

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

CMR 21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52;

801 CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, §

22; and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17;

815 CMR 2.00

3. Acquisition Method:

Check All Applicable (“X”): Category

X Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

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

Check One (“X”):

X Single Contractor

Multiple Contractors

a. Estimated Number of Awards

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

b. Adding Contractors after initial Contract Award

If, over the life of the Contract, the 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. This solicitation will allow for “rolling enrollment,” which means that proposals may be submitted and may be evaluated at any time after the initial deadline of the solicitation. DCR also reserves the right to suspend the review of additional submissions or close the solicitation for new responses entirely if it deems that the number of contractors awarded at that point adequately meets DCR’s needs and/or funding limitations.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”):

Eligible Entities

X

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

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

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

Contract Duration

Number of Options Number of

Years/Months

Initial Duration

5 Years

Renewal Options

None N/A

Total Maximum Contract Duration

5 years

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: Annual: $30,500.00 for a total of $152,500.00 for 5 years.

8. Contract Performance and Business Specifications:

The Department of Conservation and Recreation owns a variety of properties across the state, including state parks, urban parks, water supply reservoirs, dams, roads, and other infrastructure. Working together with DCR personnel, the Contractor shall conduct an annual inspection and perform routine maintenance and testing for all gate and actuation equipment. Contractors must be capable of performing (or have a subcontractor to perform) all services for which they are bidding. A Bidder or Contractor may subcontract for categories or specific services/analyses not offered by the bidder. After contract award, prior to project commencement, Contractors must inform Eligible Entities of their intention to engage any subcontractors.

Scope of Services:

This section includes description of the Annual Inspection and Maintenance Activities contract for the crest gate, slide gates, and appurtenant equipment, including sampling and testing of the hydraulic fluid, maintenance, and replenishment of the on-site store of replacement parts, and post-inspection reporting requirements.

A. Working together with DCR personnel, the Contractor shall conduct an annual inspection and perform routine maintenance and testing for all gate and actuation equipment originally provided by Rodney Hunt Company (now Rodney Hunt Fontaine) and installed at the Otis Reservoir Dam. Additional hydraulic modifications were made in May/June 2014 and March 2026. The date of the annual inspection and maintenance work will be determined by the DCR and will typically occur between January and

March before the reservoir surface is raised to the recreational season level. This maintenance inspection of the equipment is separate and independent from the bi-annual dam safety inspections of the dam.

B. Obtaining all required local or state permits, when necessary.

C. Inspection of the following equipment will be a part of each annual inspection and routine maintenance activities:

1. Stop Log Grooves

2. Stop Logs

3. Stop Log Lifting Device

4. Crest Gate Leaf and Side Seals

5. Crest Gate Side Plates

6. Crest Gate Invert Seals and Bearings

7. Crest Gate Heaters at Invert, Lip and Side Plates

8. Crest Gate Lifting Cables

9. Hydraulic Cylinders, Cylinder Rods and Piping

10. Hydraulic Power Unit

11. Hydraulic System Accumulator

12. Hydraulic System Electrical Controls and Display

13. Slide Gate Assemblies and Electric Actuators

D. Exercise all aspects of the system to ensure proper operation.

E. Replace or repair any parts found nonfunctioning during testing/operation. Parts necessary for the system to be operational shall be purchased by the vendor and will be reimbursed without markup through the invoice processing. Itemized invoice including a paid receipt for all parts purchased

F. The Contractor shall prepare an annual report summarizing the inspection procedures and findings, routine maintenance activities completed, test results obtained and any recommendations for additional preventive maintenance or repair activities. The recommendations for additional work shall be identified as short term (within one year), intermediate (3 to 5 years) and long-term maintenance/repair activities (5 to 10 years).

G. The report shall be prepared on an annual basis and shall include a record of all spare and/or back up parts withdrawn from the on-site inventory to complete the annual maintenance activities and list of spare parts needed to be replaced to keep the inventory up to date.

Quality Assurances

A. The Contractor shall have at least 10 years of relevant experience in the installation, inspection, and maintenance of hydraulic crest gates, stop log systems and slide gates.

B. The Field Service Technician shall have at least 10 years of experience performing field service on similar hydraulic and electrical systems.

C. The laboratory used to evaluate hydraulic fluid shall have at least 10 years of relevant experience performing similar tasks.

D. The Contractor shall include with his/her Bid a declaratory statement that he/she has the required organization of personnel, equipment, and facilities to properly, efficiently, and expeditiously execute the requirement of the specification contained herein.

E. All equipment and materials used in the systems must be specifically designed for use in High Pressure Oil Systems and conform to all applicable provisions of the Joint Industry Conference (JIC) Hydraulic Standards for Industrial Equipment.

F. All materials and equipment shall be installed in accordance with the instructions and recommendations of the respective Manufactures, by Mechanics skilled in the installation of Hydraulic systems.

G. The Contractor shall arrange through the DCR Authorized Representative for a reasonable means of access to all materials and equipment being covered under this Service, Repair and Maintenance Contract.

H. The Contractor shall notify the DCR Authorized Representative whenever he/she enters or leaves any of the facilities being covered under this contract.

Replacement and Spare Parts

An inventory of spare parts, as described in the referenced Rodney Hunt O&M Manual, is maintained at the Otis Dam site. At the time of equipment startup, the parts inventory consisted of the following Table 1:

TABLE 1 – REPLACEMENT AND SPARE PARTS

HYDRAULIC PARTS

Quantity Part Name Part Mfr Mfr Part Number

1 Pressure Gauge Wika 213.53S-9795710

1 Directional Control Valve Hydraforce SV10-20M-0-N-115AG

1 Accumulator Charging Harness

Rodney Hunt E-46376

2 Cylinder Seal Kit Hanna 706-81504-704-SEAL KIT

2 Pressure Filter Element Zinga S0410LN

1 Return Filter Element Zinga AE-10

1 Test Gauge Assembly Rodney Hunt E-53373-01

1 Breather Filter Donaldson P565616

35 Gallons of Hydraulic Fluid Radco MIL-PRF-8328D

1 Piston Pump (New) Oilgear PVWJ-0110-A1UV-LTAY- 1NNSN-CP 11cc

1 Piston Pump (Used) Oilgear PVM-011-B1UV-LGAY-P-

1NNSN

ELECTRICAL PARTS

Quantity Part Name Part Mfr Mfr Part Number

5 Fuse, 1A Ferraz- Shawmut

OTM1

5 Fuse, 10A Ferraz- Shawmut

ATQR10

5 Fuse, 2A Ferraz- Shawmut

GDL2

5 Fuse, 1/10A Ferraz- Shawmut

GDL1/10

1 Relay, 2PDT IDEC RH2B-ULC-120VAC

3 Bulb, LED, Red Allen Bradley 800T-N320R

4 Bulb, LED, Green Allen Bradley 800T-N320G

5 Bulb, LED, White Allen Bradley 800T-N320W

5 Bulb, LED, Amber Allen Bradley 800T-N320A

The inventory will be managed, updated, revised, and replenished under this periodic maintenance contract.

Annual Inspection and Routine Maintenance

A. General The following list of activities is provided as a guide to what must be done and is considered the minimum activities for the Annual Inspection and Routine Maintenance.

"Annual Inspection and Routine Maintenance" activities are described below and are to be completed in a consistent manner each year. In addition to these minimum requirements, the Contractor shall make note of any additional irregularities in the operation and the connections between the individual components of equipment, and any other additional observations made during the inspection.

B. Stop Log System

1. Stop Log Grooves

• Visually inspect the stop log grooves as far as possible given the reservoir level and flow conditions.

• To the extent that safe access will allow, remove all debris that may be collected at the stop log invert or side grooves. If adhered material or accretions are observed, scrape the grooves to remove them sufficient for free insertion and removal of the stop logs.

2. Stop Logs

• Visually inspect all stop logs in storage. If adhered material or accretions are observed, clean the aluminum surfaces to ensure that the logs can be freely inserted into the grooves.

• Check the stop log structures for damaged, bent or broken parts to assure that, when used, each log will properly insert into the grooves and will properly engage and dis-engage the stop log lifter. If structural problems are found, note what must be done to repair each stop log.

• Check the seals on each stop log in storage. If seals are found to be damaged or deteriorated, note the requirement to replace them as a preventive maintenance activity. If seals are found to be “sticky” or “dry”, condition the seals with a non-petroleum lubricant.

3. Stop Log Lifting Device

• Visually inspect the stop log lifting device.

• Check the lifting device structure for damaged, bent or broken parts to ensure that the lifter will properly engage and dis-engage the stop logs. If structural problems are found, note what must be done to repair the stop log lifter.

C. Crest Gate System

Take note of both the physical and indicated position of the gate leaf so it can be returned to this position after the inspection and routine maintenance of the crest gate and hydraulic cylinders. Insertion of the maintenance stop logs, if required, may be completed by either the Contractor or DCR personnel as directed by DCR.

1. Crest Gate Leaf and Side Seals

• Visually inspect the gate leaf. In the partially open (partially down) position, observe the top edge of the leaf and the nappe breakers.

• Note all debris and physical damage that will require structural repair or paint touchup.

• For inspection purposes, raise the gate leaf to the fully closed (up) position.

Take note of the indicated position.

• Visually inspect the downstream side of the leaf. Remove all debris possible. Surface prep and touch up paint as required on all accessible areas of the leaf.

• Note all lodged debris and physical damage that will require structural repair or additional paint touchup during a preventive maintenance activity.

• As the gate leaf moves to the fully closed (up) position, note if there is debris trapped between the leaf and side plates and if there is any other impingement or obstruction to smooth movement of the seals on the side plates.

2. Crest Gate Side Plates

• As the gate leaf moves to the fully closed (up) position, note if there is any damage, scratching, scoring or gouging of the stainless-steel surface of the side seal plates. Wear scratches on the surface are expected but note if there is significant physical damage that will require repair to protect the seals.

3. Crest Gate Invert Seals and Bearings

• With the leaf in the fully closed (up) position, visually inspect the invert seal and the bottom hinge brackets. Remove all debris possible.

Surface prep and touch up paint as required on all accessible areas of the gate invert and hinge brackets.

• Note all lodged debris and physical damage that will require structural repair or additional paint touchup during a preventive maintenance activity.

• Check to see that the invert seal is in contact with the gate leaf and that the invert leakage is within acceptable limits.

• Check the hinge brackets and invert bearings. Note all observable wear or damage.

• Crest Gate Heaters at Invert, Lip and Side Plates

• Inspect the heater cable connections for indications of damage, corrosion, or fluid leakage.

• Energize the heaters and confirm that heating occurs at invert, at gate lip, and at each side plate. (Note: If the annual review is completed in the spring this will be shortly after the heaters have been in use. If agreed by DCR personnel, record that the heaters were functional, and that re-testing was not required and was not completed.

4. Crest Gate Lifting Cables

• Locate all lifting cables, whether attached to the gate leaf or in storage.

Note all excessive wear, broken strands, kinks, etc. Reference Appendix I of Volume I O&M Plan for guidance.

D. Crest Gate Hydraulic Cylinders, Cylinder Rods and Piping

1. Hydraulic Cylinders

• Visually inspect all cylinder tie rods and the mounting connections. If bolted connections are found to be loose or damaged tighten them to specified torque.

• Inspect the pivot point bracket at the base of the cylinder and lubricate the pivot bearing if required.

• Inspect the cylinder for all signs of excessive wear and structural fatigue.

Surface prep and touchup paint at all required locations. Note any locations on the hydraulic cylinder that will require structural repair as a preventive maintenance activity.

2. Cylinder Rods

• With the cylinder rod fully extended, note if the rod is excessively dry, or if there is evidence of fluid leakage past the cylinder rod seals. If required, lubricate the exposed rod.

• Check the condition of the rod for damage due to scrapes and/or gouges and note the cause of such scraping.

• Inspect the rod eye at its connection to the gate leaf and lubricate if required.

3. Hydraulic Fluid Pressure Piping

• Inspect all pressurized fluid lines and hoses, noting all instances of leakage or loose fittings. If leaks are observed, tighten the connection to correct the leakage (do not distort the fitting by over-tightening).

• Note any cracking or any other deterioration in the hose jacket.

At the conclusion of the inspection of the crest gate and hydraulic cylinders, return the gate leaf to the previously held position for management of the reservoir level.

E. Crest Gate Hydraulic Power System & Controls

1. Hydraulic Power Unit

• Record the readings on all pressure gauges. Compare the readings to previous records and note all anomalies.

• Conduct a general inspection of all pumps, piping, valves and gauges in the hydraulic power unit.

• Note if there is significant fluid found in the drip pan at the base of the

HPU.

• If leaks are observed, tighten the connection to correct the leakage (do not distort the fitting by over-tightening).

• Note the locations of all leaks that are found and are not correctable by re-tightening.

• Note any cracking or any other deterioration in the hose jacket.

• Verify hand pump produces pressure.

• Shut off power to the pump motors and close the ball valves from the accumulator and from the cylinder.

• Access the fluid filters and verify that the two pressure filters are depressurized. Disassemble the pressure filters and remove the return filter canisters. Replace the filter elements with new elements from the on-site parts inventory.

• Take a sample of the oil from the system for testing in accordance with testing requirements in ISO-4406, AWWA C540 and NFPA recommendations.

• Restore the system to normal operating mode by returning valves to their previous position and restoring electrical power to the system.

• Note if any of the manual or solenoid operated control valves do not function properly and will need replacement as a preventive maintenance activity.

2. System Accumulator

• The system includes a small-volume, piston-type accumulator.

• Record the readings on all pressure gauges.

• Compare the readings to previous records and note all anomalies.

• Slowly drain oil from the accumulator back to the reservoir and check the gas-side pressure reading after the oil temperature has returned to ambient.

• If a low pressure reading indicates there has been a loss of nitrogen pre-charge, obtain nitrogen from an off-site vendor and recharge the accumulator, using the charging harness kept in the on-site inventory, to the required pressure marked on the schematic drawing.

3. Electrical Controls and Display

• Inspect enclosures for damage, unauthorized openings and internal or external corrosion. Note requirements for repair, re-locking or replacement.

• Visually inspect all exposed wiring, connections and insulation for loose connections, arcing or degradation. Note requirements for repair or part replacement.

• Test all indicating lights. Replace all burned out lights from on-site parts inventory.

• Test the position indicator to assure that it is properly calibrated to the transducer and providing accurate position feedback. Verify from gate positions recorded earlier (reference Section 3.01.C and D.)

• Conduct a simulation of the Normal and Direct-Pump modes of operation, to assure that all systems function properly.

• Note if any of the control valves do not function properly and will need replacement as a preventive maintenance activity.

• Demonstrate the Emergency Stop that was added to the HPU upgrade in May/June 2014. Confirm that the instructions placards for emergency shutdown and for the Normal and Direct-Pump ball valve settings are in place in the gatehouse.

• Note if any instruction placards are missing so they can be replaced by the DCR. Review all the operator instructions and training materials to assure that the on-site personnel can respond to all possible operating requirements.

F. Slide Gate Components

Take note of both the physical and indicated position of the slide gates so they can be returned to this position after the inspection and routine maintenance activities.

1. Slide Gates

• Inspect the frame gasket and the anchor bolts and nuts, connecting the gate assembly to the wall. Tighten anchor bolts if required.

• Operate each gate through one cycle (fully open and fully closed).

• Clean the exterior of the gate with clear water to remove any debris.

• Visually inspect the resilient gate seals and slides.

• If the gate seals need replacement, refer to the procedures included in the referenced Rodney Hunt O&M Manual.

2. Stems

• Visually inspect the stem pipe connection to the slide for loosening or wear.

• Visually inspect the coupling from stem pipe to threaded stem for loosening or wear.

• Visually inspect mounted stem guides and their attachments.

• Visually inspect the stem threads and lift nuts for wear.

• Clean and lubricate the stems.

• Check all fasteners for proper torque.

• Operators/Actuators

• Disconnect electrical power to the actuator.

• Open the electrical enclosure.

• Visually inspect for electrical or mechanical damage. Replace worn or damaged components.

• Check lubrication and replace or fill, as required.

Annual Inspection Report

No later than 30 days after completion of each annual inspection, the Contractor shall prepare and submit an Annual Inspection and Routine Maintenance Report to the DCR.

The report shall include, at a minimum, the following items:

1. A checklist of inspection results and routine maintenance completed.

2. A description of observed conditions of each system: the stoplog system; the crest gate system; the hydraulic cylinder, cylinder rods and piping; and the hydraulic power system and controls, and the slide gate systems.

3. A reconciliation of the on-site replacement/spare parts inventory.

4. Recommendations for additional maintenance or repair work.

a. The maintenance recommendations shall be broken down into the following categories:

1. Short term maintenance (within one year)

2. Intermediate range maintenance (3 to 5 years)

3. Long-term maintenance (5 to 10 years)

b. The repair recommendations shall include an assessment of the urgency of the repair along with a conceptual cost estimate.

Preventative Maintenance

A. General Annual Inspection and Routine Maintenance activities described above are to be completed on an annual basis. In addition to the annual activities, preventive maintenance work will be required, as needed, at less frequent intervals. "Preventive Maintenance" activities are described below. They are to be completed only when the inspection indicates the need. The need for particular preventive maintenance activities will be determined during the annual inspections and in consultation with DCR personnel. The following preventive maintenance activities are expected during the normal useful life of the equipment. Expected activities are noted here and most of these items are described in detail within the referenced O&M manual.

B. Stop Log System – Seals and Fasteners For the stop log system, the only identified preventive maintenance item will be the procurement of seals and fasteners and the replacement of seals on each of the stop logs on site. It is expected that the seals will require replacement at some future time, due to wear and age hardening of the resilient material. Indications of the need for replacement will be visible degradation of the material and/or increased leakage past the seals. The stop log seal replacement procedure is fully described in the referenced O&M manual.

C. Crest Gate System Note: Insertion of the maintenance stop logs may be required as part of the preventative maintenance. Movement of the logs from the Gatehouse, insertion into the grooves, and removal and re-stacking of the logs shall be included in the scope of work to be completed.

1. Side Seals

This item consists of the procurement of seals and fasteners and the replacement of seals on each side of the crest gate leaf while the crest gate is in place. Installation of the stop logs to gain access for this work is not included as part of this item.

It is expected that the seals will require replacement at some future time, due to wear and age hardening of the resilient material. Indications of the need for replacement will be visible degradation of the material and/or increased leakage past the seals. The crest gate side seal replacement procedure is fully described in the reference O&M manual.

2. Invert Seals This item consists of the procurement of seals and fasteners and the replacement of the seal on the invert of the crest gate while the crest gate is in place. Invert seal replacement may be considered at the same time as side seal replacement, or it may be considered separately.

It is expected that the seals will require replacement at some future time, due to wear and age hardening of the resilient material. Indications of the need for replacement will be visible degradation of the material and/or increased leakage past the seals. The crest gate invert seal replacement procedure is fully described in the referenced O&M manual.

3. Invert Bearings This item consists of the procurement of replacement bearings and the installation of the bearings on the crest gate invert. Installation of the stop logs to gain access for this work is not included as part of this item.

It is expected that the bearings will require replacement at some future time, due to wear of the bushings and the resulting misalignment of the crest gate leaf. Indications of the need for bearing replacement will be visible loss of material in the bearings and/or a misalignment that causes erratic or unsmooth movement of the leaf. The crest gate invert bearing replacement procedure is fully described in the referenced O&M manual.

4. Heating Elements and Fluid This item consists of the procurement of replacement heating elements and the installation of the elements at the invert, side plate and the lip of the gate leaf, while the crest gate is in place. If there is indication that one or more elements should be replaced. DCR may opt to replace more than one element or may opt to replace all elements. Each element must be replaced in its entirety. It is expected that all elements, including the glycol fluid, will be replaced. Installation of the stop logs to gain access for this work is not included as part of this item.

It is expected that the elements will require replacement at some future time if one or more of the elements becomes non-functional. The heater element replacement procedure is fully described in the referenced O&M manual.

5. Lifting Cables If one or more of the lifting cables are found to be worn, frayed or other damaged such as to require replacement, DCR may purchase replacements directly, or may purchase them through his maintenance contract as described in Section 8.4.

D. Hydraulic Cylinders Seal Replacement If deemed necessary, hydraulic cylinder seal kits from the on-site inventory shall be installed and new cylinder seal kits will be procured to replenish the on-site inventory.

Indication of the need to replace rod seals will be leakage of hydraulic fluid past the seals. The procedure for cylinder rod seal replacement is fully described in the referenced O&M manual.

If the cylinder rod seals need replacement it is recommended that the cylinders be removed, rebuilt at the cylinder manufacturer’s factory and re-installed.

Alternatively, DCR may determine that removal of the cylinders offsite is undesirable. If that is the case, the cylinder rod seal replacement should be completed at the site without removing the cylinder.

Installation of the stop logs and crest gate lifting cables may be performed by the Contractor or DCR personnel as directed by the DCR. Any necessary rigging and material handling, including all hydraulic system bypassing and re-connection procedures, will be the responsibility of the Contractor.

E. Hydraulic Power System and Controls

1. Removal and Replacement of Hydraulic Fluid This item consists of the de-pressurizing of the system as described at Section 11289.3.01.E; pumping out and collection of the existing fluid into suitable containers; proper disposal of the old fluid; procurement of the new compatible fluid; refilling the system with new fluid; purging the system and restoring it to proper function, all as described in the O&M manual.

2. Replacement of Manual or Solenoid Operated Control Valves During the Annual Inspection and Routine Maintenance, one or more of the manual or solenoid operated control valves may be identified for replacement. The preventive maintenance activity will be to remove and replace any control valve previously identified. Each valve to be replaced will be replaced in its entirety, including the solenoid or manual lever.

F. Slide Gate System This item consists of the replacement of the slide gate seal and/or the flush bottom seal, both of which are fully described in the referenced O&M manual.

G. Additional Maintenance and Repair Activities

1. Possible Additional Work

The previous listings of annual and periodic preventive maintenance work are intended to document the usual activities that might be expected during the useful life of the Crest Gate, Stop Logs, Slide Gates, and Appurtenant Equipment. The annual inspections may reveal and the DCR may request that additional work be completed. "Additional Maintenance and Repair Activities" are the “to be determined” items. They are not described in this specification, but the requirement might be discovered during the inspections.

2. Such additional work must be described in detail within the Annual Inspection and Routine Maintenance report, and must be described as:

• Short-Term (urgent in nature, within one year);

• Intermediate Work (recommended in the next 3 to 5 years); or

• Long-Term (recommended in the next 5 to 10 years).

The DCR shall determine if such additional work will be authorized under the current contract on a time-and-material basis.

3. Additional Services of Field Service Representative If additional services or additional time is requested by DCR, beyond that described in this specification, additional services will be on a time and material basis at the quoted field service rates.

4. Other Replacement Parts

Other Replacement Parts are parts not included in any other bid item contained in this Section. Other Replacement Parts shall be furnished when approved by the DCR. Costs for Other Replacements Parts shall be submitted for DCR for review approval prior to ordering.

Fiscal Terms:

Measurement and Payment

A. Annual Inspection & Routine Maintenance (5 Years) - No measurement shall be made for the execution of the initial 2-year Annual Inspections and Routine Maintenance item. This is a lump sum item covering five (5) annual inspections.

B. Additional Year of Annual Inspection & Routine Maintenance – No measurement for Payment for each additional year extension of the Annual Inspection and Routine Maintenance item shall be made. This is a lump sum item for each additional year authorized by the DCR for up to five (5) years.

C. Install, Remove & Stack Stoplogs - No measurement shall be made for the installation, removal, and stacking of stoplogs at the dam to facilitate the inspection, maintenance, or other related activities. There is no measurement for re-setting stoplogs to complete the dewatering process. This is a per cycle item and will be paid for each complete cycle of installation, removal and storing the stoplogs for inspection or maintenance activity.

D. Additional Hourly Rate for work performed by Field Service Technician. All hours for which compensation is requested shall be the actual hours or the fraction thereof that is worked when authorized by the DCR. Travel time shall neither be considered as part of these working hours nor shall be paid for.

E. Additional Hourly Rate for work performed by Field Service Assistant. All hours for which compensation is requested shall be the actual hours or the fraction thereof that is worked when authorized by the DCR. Travel time shall neither be considered as part of these working hours nor shall be paid for.

F. Materials & Parts Purchased. No measurement for payment for parts & materials purchased. The Contractor shall include with his/her Bid an amount of $10,000.00 for furnishing and transporting all Materials and Parts for execution of this contract.

Payment

A. Payment for the scope of work specified herein, including all labor, associated with the execution of the 5 years of Annual Inspections and Routine Maintenance item, will be made at the applicable lump sum price for Pay Item 1 stated on the Bid Response Sheet.

B. Payment for the scope of work specified herein, including all labor, and incidentals, for each additional year of execution of Annual Inspection and Maintenance Activities item will be made at the applicable unit price for Pay Item 2 stated on the Bid Response Sheet.

C. Payment for the scope of work specified herein, including all labor, equipment and incidentals associated with the work of installing, removing, and stacking the stop logs at the spillway to facilitate inspection, maintenance or other related activities as described in this Section shall be paid for each cycle at the applicable unit price for Pay Item 3.

D. Payment Additional Hourly Rate for Field Service Technician shall be made at the applicable unit price for Pay Item 4 based on actual hours authorized by the DCR and worked by the Field Service Technician. No payment shall be made unless the time sheet is properly signed.

E. Payment Additional Hourly Rate for Field Service Assistant shall be made at the applicable unit price for Item 11289.05 based on actual hours authorized by the DCR and worked by the Field Service Assistant. No payment shall be made unless the time sheet is properly signed.

F. Payment for the parts & materials necessary for the execution of the work described in this contract shall be adjusted to the actual amount paid to the Contractor, as authorized and approved by the Engineer. The Contractor must provide to the Engineer the supplier’s invoice of purchased items with proof of payment to supplier. This amount will be charged against the Allowance for Pay Item 6 stated on the Bid Response Sheet.

Item No. Payment Item Unit 1 Annual Inspection & Routine Maintenance (5 years) Lump Sum

2 Install, Remove, and Stack Stoplogs Each

3 Additional Hourly Rate for Field Service Technician Hourly Rate

4 Additional Hourly Rate for Field Service Assistant Hourly Rate

5 Parts & Materials (Allowance $10,000) Direct Cost

9. Performance Measures:

10. 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.

11. 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 https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.commbuys.com/bso/

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

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

Program Resources and Assistance

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

12. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order

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

13. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. All

Potential Bidders must be registered with the Massachusetts Department of Revenue (DOR) and meet all the requirements set by the DOR to conduct business in the Commonwealth of

Massachusetts, including but not limited to registration with the Massachusetts Secretary of

State’s Corporations department. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Only responsive proposals submitted via COMMBUYS will be considered.

Additional information may be requested via email for evaluation purposes.

In making this determination, the Commonwealth will consider and score a number of factors to include:

• Prompt Pay Discounts (PPD)

• Pricing

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

• References

• Experience and qualifications

• Examples of Work

• Small Business Purchasing Program

• Environmental Preferred Products and Practices

The order of these factors does not generally denote relative importance. The Commonwealth reserves the right to consider other relevant factors as it deems appropriate in order to obtain a “best value” provider of energy consulting, procurement and contract management services.

14. Commonwealth Executive Department - Accessibility Contract Language for Digital Assets

The Commonwealth is legally obligated under multiple federal laws, its own Constitution, state statute and Governor-issued Executive Orders to ensure non-discrimination and equal access to state services on the part of people with disabilities and to provide reasonable accommodations to state employees with disabilities. The Commonwealth of

Massachusetts’ Enterprise Digital Accessibility Policy drives ongoing efforts to make

Massachusetts’ Digital Assets, including those delivered by a third-party, accessible and usable by all persons as required by state and federal laws. Where a Deliverable includes a

Digital Asset, such Deliverable must meet the Commonwealth’s Digital Accessibility

Standards.

The Commonwealth’s Digital Accessibility Standards include the Web Content Accessibility

Guidelines (WCAG) version 2.1 level A and AA developed by the World Wide Web

Consortium (W3C). Where a Contractor delivers a Digital Asset to the Commonwealth, including any Digital Asset ancillary to a Deliverable that is itself not a Digital Asset, the

Contractor must comply with the digital accessibility obligations set forth in the Vendor

Digital Accessibility Contract Language and Vendor Digital Accessibility Testing Obligations, and any subsequent versions or amendments.

During the RFQ bidding process and upon request, Contractor shall cooperate and provide the Commonwealth, or any third-party digital accessibility service provider procured by the

Commonwealth, access to test its digital product(s) for accessibility at no additional cost to the Commonwealth. The digital product(s) must be available to the Commonwealth for evaluation prior to purchase and on an ongoing basis.

15. Instructions for Submission of Responses:

Respondents must provide, in a clear and detailed manner, the following:

https://www.mass.gov/info-details/enterprise-digital-accessibility-policy https://www.mass.gov/info-details/enterprise-digital-accessibility-policy#6-digital-accessibility-standards https://www.mass.gov/info-details/enterprise-digital-accessibility-policy#6-digital-accessibility-standards https://www.mass.gov/info-details/enterprise-digital-accessibility-policy#6-digital-accessibility-standards https://www.mass.gov/info-details/vendor-digital-accessibility-contract-language https://www.mass.gov/info-details/vendor-digital-accessibility-contract-language https://www.mass.gov/info-details/vendor-digital-accessibility-testing-obligations https://www.mass.gov/info-details/vendor-digital-accessibility-testing-obligations#access-to-test-digital-products

1. Submit the Contractor’s qualifications including at least three project descriptions of the installation, inspection, and/or maintenance of similar systems.

2. Submit the proposed checklist to be used on-site for the annual inspection

3. An example of a written site assessment that includes problem identification, recommended actions, results, and future recommendations

4. Completed “2026 Hydraulic & Mechanical Gate Systems Maintenance response sheet” (attached)

5. Required procurement forms (see enclosed forms)

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

Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Pricing may be renegotiated 30 days prior to the initial contract end date.

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

16. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 11/2/2026 11:00 AM

Bidder’s Conference on site(not required)

410 Tolland Rd, East Otis, MA 01029

11/9/2026 10:00 AM

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

November 13, 2026 2:00 PM

Official Answers for Bid Q&A published (Estimated)

November 16, 2026 2:00 PM

Bid Amendment Deadline / Online

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

November 23, 2026 2:00 PM

Deadline for Quotes/Bid Responses

(“Bid Opening Date/Time” in

COMMBUYS)

12/7/26 2:00 PM

Notification of Apparent Successful

Bidder(s) (Estimated)

December 14, 2026

Estimated Contract Start Date January 11, 2027

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

Bid.

a. Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement

Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification.

The Purchasing Department and the Commonwealth assume no responsibility if a prospective

Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

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

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

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

COMMBUYS.)

b. Bid Amendment Deadline

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

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

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the

Estimated Procurement Calendar (above).

d. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

Required Forms

Responses to this RFR must contain the following documents:

Check if applicable

(“X”)

Form/Document Notes /

Instructions

(If any)

File Name

Assign when creating files

Bidder Response Form Attach to bid

CompanyName_BidderResponseFor m

Additional Environmentally Preferable Products/Practices (EPP)

Attach to bid

Electronic Submission

Prompt Payment Discount Form (PPD) Attach to

Electronic Submission

Business Reference Form Attach to

Electronic Submission

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

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

17. RFR Attachments

Appendix A: Required Specifications for Commodities and Services (Revision Date: July 10, 2024)

In general, most of the required contractual stipulations are referenced in the Standard

Contract Form and Instructions and the Commonwealth Terms and Conditions. However, the following RFR provisions must appear in all Commonwealth departmental competitive procurements conducted under 801 CMR 21.00.

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR

21.00. Additional definitions also may be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in

U.S. currency. All responses must be submitted in accordance with the specific terms of this

RFR.

1. COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

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

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

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

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

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

2. COMMBUYS…