DCR_RFR_MSA 885 Interpretive Services_Final Draft_1-23-2024.pdf

REQUEST FOR RESPONSE

DCR 885 MSA Interpretive Services

ISSUE DATE: 1/15/2024

Purchasing Department Department of Conservation & Recreation

Address State Transportation Building, 10 Park Plaza, Suite 6622

City, State Zip Code Boston, MA 02116

Procurement Contact Person Kristin Karl Carnahan, Chief, Interpretive Services

Telephone Number 617-719-5687

E-Mail Address kristin.karl-carnahan@mass.gov

RFR Name/Title DCR 885 MSA Interpretive Services

RFR Number DCR 885

COMMBUYS Bid Number BD-24-1020-DCRCU-DC250-96949

Procurement Category Goods & Services

1. Description/Scope of Procurement:

The Massachusetts Department of Conservation and Recreation (“DCR” or “Department”) is seeking proposals from qualified private or public entities or organizations to provide Museum and Interpretive Services.

Categories include Interpretive Planning, Interpretive Media Design, Interpretive Research, Writing and

Copy Editing, Production of Original Artwork, Subject Matter Expertise, Maintenance, Repair, Fabrication, and Installation.

The Department of Conservation and Recreation (DCR) oversees 450,000 acres of parks and forests, beaches, bike trails, watersheds, dams, and parkways, as well as Visitor Centers, Nature Centers, and historic buildings.

DCR's mission is to protect, promote, and enhance our commonwealth of natural, cultural, and recreational resources. The Department uses diverse communication methods to advance the mission, goals, and objectives of the agency to the public.

The agency regularly plans, develops, and executes projects to interpret the natural and cultural resources in DCR properties for resource protection and public enjoyment. Projects may include interpretive planning, exhibit and publication planning, research, writing, design, development, fabrication, installation, maintenance, and repair of various interpretive media. Work will be in accordance with DCR regulations 302 CMR 12, the most recent agency graphics and signage guidance, current ADA and DCR Universal Access standards, and interpretive standards best practices.

This procurement does NOT guarantee any specific project work or funding to any given vendor but qualifies vendors to bid on specific projects advertised under this master agreement.

2. Applicable Procurement Law

Check Appropriate Box (“X”): Type of Purchase Applicable Laws

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

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

a. Estimated number of Awards

The Purchasing Department seeks to award qualified vendors in all categories with capacity to provide services across the DCR system. The Purchasing Department may award more or fewer contracts if it is in the best interests of the Commonwealth to do so.

b. Rolling Enrollment Contract and Adding Contractors after initial Contract Award

This solicitation will result in rolling enrollment, which means that proposals may be submitted and may be evaluated at any time after the initial deadline of the solicitation. After initial contract awards are made, however, DCR reserves the right to begin evaluating submissions as they are received.

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 the DCR’s needs.

5. Entities Eligible to Use the Resulting Contract

Check One

(“X”):

Eligible Entities

Limited User Contract – Restricted to Use by Defined Entities Only.

Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing

Department and the following other entities:

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

Check One ( ): “X”

Single Contractor

Multiple Contractors

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 Instructions

Initial Duration 3 years 3 years starting from contract execution.

Renewal Options 1

2 years

Total Maximum Contract

Duration

5 years

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $ 5,000,000.00

Contract(s) will have a Maximum Obligation amount.

Contract(s) will NOT have a Maximum Obligation amount (Rate Contract).

Compensation will be subject to quotes by list of qualified contractors (Rate Contract).

Performance and Payment Time Frames that Continue Beyond Duration of the Contract: All agreements for services entered into during the duration of this procurement and whose performance and payment time frames extend beyond the duration of this procurement shall remain in effect for performance and payment purposes no longer than six (6) months after the final contract date. No new agreements for services may be executed after the procurement has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any service agreements already in place unless the department also terminates said service agreements that were executed pursuant to the main contract.

8. Contract Performance & Business Specifications:

Scope of Services/Performance Measures:

Service procured under this DCR Master Agreement include a full range of interpretive services. Specifically, services procured may include Interpretive Planning, Interpretive Media Design, Interpretive Research, Writing and Copy Editing, Production of Original Artwork, Subject Matter Expertise, Maintenance, Repair, Fabrication, and Installation.

This RFR will establish qualified vendors and rates for those services outlined, but the actual value for each project will be determined through a separate “request for bid” process. Rate schedules should be specified on the appropriate bid form(s) and can be renegotiated on an annual basis, at the request of the vendor. Request for the renegotiation of rates must be made 30 days prior to the anniversary date of the RFR. If no such request is made, DCR will assume previous rates remain in effect. Respondents to this RFR may submit proposals for one or more of the following categories.

Visitor Experience and Interpretive Planning, Design and Consulting, create interpretive plans that include a vision for visitor experience including interpretation, orientation, education, safety, and resource protection, including but not limited to planning and related/complimentary work for interpretive and visitor experience work.

• Non-Personal Interpretive Media, design and develop non-personal interpretive materials (interpretive media) including but not limited to traditional brochures, print and interpretive signage, interactives, kits, small displays, and exhibit elements.

• Visitor Center and Exhibit Design, planning and design for key spaces and interpretive exhibits within the visitor center and grounds.

• Technology and New Media, development of new interpretive media, technology, apps, and audio-visual content and equipment

• Research, Interpretive Writing, and Copy Editing, research, copy and/or editorial services for interpretive products such but not limited to signage, brochures, websites, exhibits, program materials.

• Subject Matter Expert, provide subject matter expertise including content development and review for interpretive products.

• Production of Original Artwork, production of original artwork including but not limited to illustrations, drawings, paintings, sculpture, and photography to be used in various interpretive products/media.

• Fabrication, Installation, Maintenance, Repair of Interpretive Features, fabricate or install or maintain or repair interpretive media, exhibits, and/or A/V equipment, working from design documents, specifications and/or onsite assessment.

Performance Measures:

Successful vendors must demonstrate knowledge and experiences in Interpretive Planning, Interpretive Media

Design, Interpretive Research, Writing and Copy Editing, Production of Original Artwork, Subject Matter

Expertise, Maintenance, Repair, Fabrication, and Installation. DCR’s invites applicants demonstrating knowledge and experience in any or all these areas, however, responses may identify expertise in one or more of the following areas:

Category 1 – Visitor Experience and Interpretive Planning, Design, Development, and Consulting Under this category vendors create interpretive plans that include a vision for visitor experience including interpretation, orientation, education, safety, and resource protection.

These goal-driven documents recommend strategies to help agency’s mission and the park achieve their goals, protect their resources, and provide the best service to visitors. This work includes but is not limited to site and resource assessment, visitor surveys and assessments, audience analysis, management objectives, thematic framework, media, implementation priorities, timeline, operational implications, program development, reference manuals, protocols, practices, consulting, and cost assessments.

Interpretive plan types include but are not limited to Interpretive Master Plans, Comprehensive Interpretive Plans, Visitor Experience Interpretive Plans, Interpretive Assessments, Interpretive Trail Plans, and Interpretive Signage

Program Plans.

Qualifications:

• Minimum of 3 years of demonstrated experience in interpretive planning for like natural, cultural, and recreational forests, parks, reservations, and visitor centers.

• Demonstrated understanding of interpretive methods

• Demonstrated ability in developing interpretive themes, interpretive goals and objectives, audience assessment, interpretive media planning.

• Ability to conduct research and analysis.

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, USDA Forest Service, Smithsonian Museums, and DCR Universal Access Office.

• Demonstrated experience in management and administration of comparable projects. Preferred

Qualifications include:

• National Association for Interpretation (NAI) interpretive, planner and media related professional certifications.

Submission Requirements:

• Provide examples of 2 interpretive plans completed in the last 5 years.

• Provide 3 references from work completed in the last 5 years.

• Provide resumes for all key staff.

Category 2 - Non-Personal Interpretive Media

Under this category, vendors design and develop non-personal interpretive materials (interpretive media) including but not limited to traditional brochures, print and interpretive signage (indoor and outdoor), interactives, displays and exhibit elements. Responsibilities include but are not limited to research, evaluation, content development, interpretive writing, image selection (including historic images, photos, film/video, map files, etc.), design, graphic layout, file preparation for fabrication, development of specifications, and services.

• Minimum of 3 years of demonstrated experience executing non-personal interpretive media for like natural, cultural, and recreational forests, parks, reservations and visitor centers.

• Demonstrated experience in developing interpretive print, signage, interpretive displays, and interactives.

• Demonstrated ability in research, interpretive theme development and interpretive writing, evaluation.

• Demonstrated ability in graphic design, and ability to meet DCR graphic standards.

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, USDA Forest Service, Smithsonian Museums, and DCR Universal Access Office.

Submission Requirements:

Provide examples of work:

• 2 interpretive welcome and orientation waysides completed in the last 3 years.

• 2 interpretive waysides completed in the last 3 years.

• 2 samples of interpretive print (ex: park brochure, interpretive trail brochure, pamphlets, booklets, guides, and other hard copy materials) completed in the last 3 years.

Category 3: Park and Visitor Center Exhibit Design

Services required include planning and designs for key spaces and interpretive exhibits within the Visitor Center and on the park grounds that highlight the natural, cultural stories and recreational opportunities of the property. Key functions include park administration services, visitor welcome, interpretive exhibits, meeting/program space with room for a potential rotational gallery, and storage for operational and program resources/equipment. Under this category vendors design and develop (or sub as appropriate) exhibits. Vendors are responsible for development of the interpretive theme and sub themes. Vendors research, develop and write all text. Vendors are responsible for all image and object selections including researching for images, objects and acquiring all related permissions for use.

Cost estimates are prepared for the recommendations presented. Vendors are responsible for production of all final files and documents for fabrication and installation bid and execution.

• Minimum of 3 years of demonstrated experience in interpretive planning and design for like natural, cultural, and recreational forests, parks, reservation visitor centers.

• Demonstrated ability in developing interpretive themes, interpretive goals and objectives, audience assessment, evaluation, interpretive media planning, space planning.

• Demonstrated understanding of interpretive methods

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, USADA Forest

Service, Smithsonian Museums, and DCR Universal Access Office.

• Demonstrated abilities in management and administration of comparable projects.

Submission Requirements:

Provide examples of work including the following:

• 3 Visitor Center plans completed in the last 5 years.

Category 4 – Interpretive Media and Equipment

The department seeks a wide range of services for interpretive media. Under this category vendors design, develop, monitor, troubleshoot, maintain, and repair interpretive media and equipment. Services include but are not limited to

(technology, audio-visual equipment movie projectors, digital displays, smart TVs, smart phones, cell phones, audio installations, web cameras, web or computer-based interactives, weather stations, etc.), design software interfaces for equipment and displays, web pages. Work includes project management and administration, technical drawings, file preparation including development of specifications, manuals, hardware, and related.

• Minimum of 3 years of demonstrated experience executing interpretive media for like natural, cultural, and recreational forests, parks, reservations, and visitor centers.

• Knowledge of interpretive planning and methods

• Demonstrated experience in developing interpretive new media products.

• Demonstrated ability in research, interpretive content development, interpretive writing, audience analysis, and evaluation.

• Demonstrated ability in graphic design and ability to meet DCR graphic standards.

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, USDA Forest Service, Smithsonian Museums, and DCR Universal Access Office.

Submission Requirements:

Provide examples of work:

• 2 interpretive media products completed in the last 5 years.

Category 5 – Subject Matter Expert

Under this category, vendors provide subject matter expertise regarding content and content review for interpretive products such as but not limited to signage, brochures, websites, exhibits, programs, outlines, narratives, etc. Subject matter experts are desired in areas such as but not limited to Accessibility, Geology, Ecology, Education, Ornithology, American history, Massachusetts history, Forestry, etc.

Qualifications

• Demonstrated mastery or expertise in the given field or content area.

• Demonstrated experience providing subject matter review to other projects or entities.

• Possesses solid oral and written communication skills.

Preferred Qualifications include:

• Knowledge of interpretation and interpretive methods for public audiences, settings, and free choice learning Submissions:

• Provide current resume.

Category 6 - Production of Original Artwork

Under this category, vendors produce original artwork including but not limited to illustrations, drawings, paintings, sculpture, and photography to be used in various interpretive products/media. Requests may include natural and cultural related images, landscapes, wildlife, scientific drawings (biologic, botanical, and scientific processes), recreation activities, depiction of historic events and culture.

• Minimum of 2 years of demonstrated experience in producing original artwork.

• An artistic approach that draws from accurate technical, informational, scientific, historical, and cultural documentation and research

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, USDA Forest Service, Smithsonian Museums and DCR Universal Access Office.

Submission Requirements:

• 4 examples of work (please provide copies and/or photographs. Paper or digital) completed in the last 5 years.

• An artistic statement

• Current resume

Category 7: Fabrication

Under this category, vendors fabricate interpretive media, exhibits and/or A/V equipment, working from design documents, specifications and/or onsite assessment.

Products may include but not limited to scenic elements, custom exhibit pieces, artifacts, historic or reproduction furniture pieces, models, replicas, interpretive props, exhibit cases, exhibit mounts, interpretive panels (interior and exterior) and panel installation components, provision of AV components.

• Minimum of 3 years of demonstrated experience in Fabrication of like products for natural, cultural, and recreational forests, parks, reservations and visitor centers or comparable entities.

• Demonstrated ability to work from design documents, specifications.

• Demonstrated abilities in project management and administration of comparable projects.

• Demonstrated performance to complete such services with accuracy, quality, on time and within budget.

• Demonstrated ability to provide information, guidance, and services with understanding of industry standards and current best practices.

• Demonstrated ability to work in a collaborative and communicative arrangement.

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, Smithsonian Museums and DCR Universal Access Office.

Submission Requirements:

Provide examples of work including the following:

• 3 examples of work for comparable projects

Category 8: Installation

Under this category, vendors install interpretive media, exhibits and/or A/V equipment, working from design documents, specifications and/or onsite assessment.

Products may include but not limited to scenic elements, custom exhibit pieces, artifacts, historic or reproduction furniture pieces, models, replicas, interpretive props, exhibit cases, exhibit mounts, interpretive panels (interior and exterior) and panel installation components, provision of AV components. Installations may include indoors, outdoors and/or mobile installations.

• Minimum of 3 years of demonstrated experience in Installation of like products for natural, cultural, and recreational forests, parks, reservations and visitor centers or comparable entities.

• Demonstrated ability to work from design documents, specifications.

• Demonstrated abilities in project management and administration of comparable projects.

• Demonstrated performance to complete such services with accuracy, quality, on time and within budget.

• Demonstrated ability to provide information, guidance, and services with understanding of industry standards and current best practices.

• Demonstrated ability to work in a collaborative and communicative arrangement.

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, Smithsonian Museums and DCR Universal Access Office.

Submission Requirements:

Provide examples of work including the following:

• 3 examples of work for comparable projects

Category 9: Maintenance and Repair of Interpretive Features

Under this category, vendors provide Maintenance and/or Repair of Interpretive Features, services to interpretive media include, exhibits and/or A/V equipment, working from design documents, specifications and/or onsite assessment.

Products may include but not limited to scenic elements, custom exhibit pieces, artifacts, historic or reproduction furniture pieces, models, replicas, interpretive props, exhibit cases, exhibit mounts, interpretive panels (interior and exterior) and panel installation components, provision of AV components.

Qualifications

• Minimum of 3 years of demonstrated experience in maintenance and repair of like products for natural, cultural, and recreational forests, parks, reservations and visitor centers or comparable entities.

• Demonstrated ability to work from design documents, specifications.

• Demonstrated abilities in project management and administration of comparable projects.

• Demonstrated performance to complete such services with accuracy, quality, on time and within budget.

• Demonstrated ability to provide information, guidance, and services with understanding of industry standards and current best practices.

• Demonstrated ability to work in a collaborative and communicative arrangement.

• Knowledge of ADA and UA design guidelines as outlined by National Park Service, Smithsonian Museums and DCR Universal Access Office.

Submission Requirements:

Provide examples of work including the following:

• 3 examples of work for comparable projects

Pricing:

Bidders should provide a description of their typical cost structure for delivery of services and / or rates of specific technical positions.

Supplier Diversity

Program

1. Program Background

Pursuant to Executive Order (EO) 565, 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).

2. 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 nonprofit 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.

https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office

3. 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)

4. 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.

5. 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.

6. 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 U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment. Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development

Council, the Women Business Enterprise National Council, Disability:IN, or the National LGBT Chamber of Commerce

(NGLCC), but 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 their SDP Commitment.

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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 an SDP Focus Statement that describes the Bidder’s overall approach to increasing the participation of diverse businesses in the provision of products and services under this proposal/contract

(subcontracting) and in the Bidder’s general business operations (ancillary products and services). Such a description may include but not be limited to:

• A clearly stated purpose or goal.

• Specific types of diverse and small businesses targeted.

• Which departments/units within the business are responsible for implementing supplier diversity.

• Types of opportunities for which diverse and small businesses are considered.

• Specific measures/methods of engagement of diverse and small businesses.

• An existing internal supplier diversity policy.

• Public availability of the Bidder’s supplier diversity policy.

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.

7. 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 businessto-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

8. SDP Spending Reports and Compliance

After contract award, Contractors shall be required to provide reports demonstrating compliance with the agreedupon SDP Commitment as directed by the department, which in no case shall be less than annually.

Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages 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.

9. 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.

https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/

10. 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.

9. 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 considered to be 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.

10. General Evaluation Criteria

DCR’s evaluation will be conducted in one or two phases. As part of Phase 1, DCR will evaluate information and materials submitted as part of this RFR. Based upon the evaluation of bids during Phase 1, DCR may choose to either: (a) award a contract to a bidder, or (b) enter into a second phase of evaluations in which one or more eligible vendors will be required to submit additional information and/or make a formal presentation to DCR.

Bidders must submit a completed Bidder Response Form as part of their response within Commbuys. The Bidder

Response Form is included in the Attachments Tab of the bid solicitation in Commbuys.

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

Bids will be evaluated using the following general criteria:

• Vendor qualifications and ability to provide the services outlined in Section 8 of this RFR.

• Vendor Experience

• Annual Service Rate (price)

• Reference

• Prompt Payment Discounts (Please use PPD Form)

• Environmentally Preferable Products & Practices (Please use EPP Form)

11. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. All Bidders may begin creating and compiling response materials as soon as the Bid with all attachments is in the Sent document status. Bidders are instructed not to submit bid responses before the Bid Amendment Deadline has been reached (see Estimated Procurement

Calendar).

http://www.mass.gov/sdp http://www.mass.gov/sdp

All Bidders must submit responses online using tools available only to sellers registered in COMMBUYS.

COMMBUYS provides seller registration functionality at no charge. To register, go to www.commbuys.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

The following resources are provided to assist Bidders in submitting responses/quotes:

• An online job aid on How to Create A Quote in COMMBUYS

• Vendor Webcast Trainings on how to register in COMMBUYS and how to find bids (solicitations) and submit quotes (responses) through COMMBUYS

• COMMBUYS Support:

o Website: Key resources on the COMMBUYS Resource Center website o Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us o Telephone: Call the COMMBUYS

Helpdesk at 1-888-MA-STATE (1-888-627-8283). The Helpdesk is staffed from 8:00 AM to 5:00 PM

Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Any submission which 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 can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

12. Estimated Procurement Calendar

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

Procurement Activity Date Time

Bid Release Date 1/15/2024 5:00pm

EST

Deadline for Submission of Questions 1/23/2024 5:00pm

EST

Official Answers for Bid Q&A published (Estimated) 1/31/2024

5:00pm

EST

Bid Amendment Deadline / Online Quote Submission Begins. Bid documents will not be amended after this date.

2/9/2024

5:00pm

EST

Deadline for Submitting Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS) 2/26/2024

5:00pm

EST

Estimated Contract Start Date 4/1/2024

a. Bid Q&A:

Written Questions must be entered by pressing 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 http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/vendor-webcast-trainings.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/vendor-webcast-trainings.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/vendor-webcast-trainings.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/vendor-webcast-trainings.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/ http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/ http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/ http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/ http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/ 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.

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 DCR, including requests for clarification. The DCR 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 DCR to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Official Answers for Bid Questions

Issued” 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 any 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

13. Required Forms & Documents

The following forms and documents shall be applicable to this procurement. Please following the Notes/Instructions to determine when each form/document must be submitted.

Check if applicable Form/Document Notes/Instructions

Bidder Response Form

Must be submitted with bidder response

Prompt Payment Discount Form

Additional Environmentally Preferable

Products/Practices

Request for Taxpayer Identification Number &

Certification (Massachusetts Substitute W-9 Form)

Wet Ink Signature

Required (only if awarded a contract)

Standard Contract Form and Instructions &

Commonwealth Terms & Conditions

Wet Ink Signature

Contractor Authorized Signatory Listing

Wet Ink Signature

Authorization for Electronic Funds Transfer (if needed)

Wet Ink Signature

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

Attachment A: RFR – Required Specifications (see below)

Attachment B: Bidder Response Form (found in the Attachments Tab in the CommBuys Bid Solicitation)

ATTACHMENT A: RFR - REQUIRED SPECIFICATIONS

The following attached forms are part of this RFR, are hereby incorporated by reference and are to be part of any agreement between bidder(s) and DCR. Bidders must complete, execute and deliver, as applicable, all forms for contract award.

Appendix A: Required Specifications for Commodities and Services (07/13/2023)

Set forth in full below and available online at: https://www.mass.gov/doc/rfr-required-specificationsforcommodities-and-services

Appendix B: Standard Contract Form (07/22/2021) (Incorporates by reference Commonwealth Terms and

Conditions)

Appendix C: Standard Contract Form Instructions and Contractor Certifications (08/06/2021)

Appendix D: Commonwealth Terms and Conditions for Human and Social Services (10/25/2019) Appendix

E: Prompt Payment Discount Form https://www.macomptroller.org/wpcontent/uploads/form_prompt-pay-discount.pdf

Appendix F: Environmentally Preferable Product Information

Appendix G: Supplier Diversity Program (SDP) Plan Form for Purchase of Service (POS) https://www.mass.gov/lists/sdoforms#supplier-diversity-program-(sdp)-plan-forms-for-goods-and-services-

Appendix H: Contractor Authorized Signatory Listing (Included here for informational purposes only.

Required upon award of contract.) https://www.macomptroller.org/announcement/new-contractorauthorized-signatory-listing-casl-forms/ http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf…