DEP.BWSC.RFR.2024.ERIRA.PrebidConf.Final.6.28.24.pdf

DEP-BWSC-RFR-2025-ER/IRASS-MSA

COMMBUYS Bid #: BD-24-1045-BWSC0-BWSC1-103678

Emergency Response / Immediate Response Action Support Services Contract

VIRTUAL BIDDERS’ CONFERENCE

June 2024

Executive Office of Energy and Environmental Affairs Massachusetts Department of Environmental Protection

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 2

Opening Information / Agenda

Please put microphone on mute Use “Chat” function to pose questions Please hold questions until the Q&A session at the end (note that verbal responses provided during this presentation are not official)

[ This presentation and Q&A will be posted on COMMBUYS]

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 3

PRE-PROPOSAL CONFERENCE AGENDA

1. Introduction

3. Terms &Conditions (highlights)

4. Submittal

5. Questions & Preliminary Answers

2. Scope of Services

INTRODUCTION

• RFR & Updates/Amendments- COMMBUYS

• Purpose

• Duration / Service Category Selection

• Estimated Contract Value

• Procurement Schedule

• Rules for Contacting MassDEP during the

Procurement Process

• MassDEP’s Goals

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Topics

RFR & Updates on

COMMBUYS

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

The RFR, amendments & other info will be posted on the COMMBUYS website, which is the only place for official postings.

Therefore, frequently check COMMBUYS for updates.

Directions to access the solicitation on COMMBUYS on the web are provided at the end of the PowerPoint slides.

Purpose of the Procurement

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

To select qualified firms having multi-disciplinary capabilities and expertise in environmental cleanup services for:

Emergency Responses (ER) Immediate Removal Actions (IRA) Other Env. Site Remediation Services

Contract Duration & Bid Options

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Contract Duration:

• Base period is 3 yrs

• Two renewal 2 yr options = 4 yrs.

• Total potential duration = 7 yrs.

Bid Options- can select one of these options:

• ER only

• IRA only

• ER and IRA

Estimated Contract Value

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Value of seven year ER/IRA program:

$ 12 million (estimated) No guarantee of work will result from this Solicitation for any Contractor.

Past spending is not an indicator of potential spending under this Contact.

Procurement Schedule *This is the schedule as noted in the RFR

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

EVENT DATE / TIME

Solicitation Release Date June 6, 2024

Bidders’ Conference June 13, 2024 / 10:00 am

Deadline for written questions June 20, 2024 / 5:00 pm

Answers posted in COMMBUYS July 2, 2024

MassDEP deadline for amendments July 9, 2024 / 5:00 pm

Proposal Package Due Date July 23, 2024 / 5:00 pm

MassDEP evaluation period (estimated) August 2024

MSA contract awards September 2024

Estimated Contract Start Date October 11, 2024

Rules for Contacting MassDEP during the Procurement

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Contact/discussion with MassDEP other than as specified in the RFR is strictly prohibited.

If such a discussion(s) occurs during the procurement, your company will likely be disqualified from an award.

Goals for Selecting Contractors

• Strong management & technical capabilities/experience that is responsive to clients.

• Demonstrated ability to respond quickly, efficiently, and effectively.

• Prices that provide best-value, defendable costs for cost recovery.

Number of Awards Multi-award procurement: MSA will provide a master list of approved contractors.

Number of awards depends on:

• how many bidders meet or exceed the technical expectations, and

• how many of those propose competitive prices.

Current Contract Information

• Current ER/IRA Contract ends 10/11/2024.

• Currently 11 active Contractors:

7 ER & IRA / 3 IRA Only / 1 ER Only

Scope of Services

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Topics

• Map of service area and MassDEP Regions

• ER and IRA scope of services, how MassDEP selects a Contractor for ER and IRA work.

• Other Site Support Services

• Requirements for both ER and IRA

Note: Only an overview of these topics is presented herein.

Bidders must review the entire RFR for all the information needed to submit their bids.

Service Area for the ER Contract

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

- Regional Office

- Boston Office

Service Area for the IRA Contract entire state for pre-planned activities

DEP-BWSC-ER/IRASS June 2024 Bidders’ ConferenceDEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Emergency Response (ER)

“Unplanned Actions”

Emergency Oil Spill Cleanup & Containment.

Hazardous Materials Emergency Response.

Short-term O&M responses at spill sites.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Key Requirements:

• Removal, Recovery, Containment, Packaging, Transport, Storage, Disposal of OHM.

• Response time within 2 hrs on mainland.

• Own or “control” of ER equipment & supplies.

• Must have working relationships with driller, equip vendor, laboratories- Demonstrate in proposal

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Method of Selection after Award of MSA Contract:

• Rotation through the list of ER contractors within region

• Proximity to the emergency site

• Technical capability (incl. haz vs oil only)

• Ability to Respond within the required time

MassDEP attempts to provide work to all capable, well-performing ER contractors to maintain an active and response-ready master list of available contractors.

How MassDEP selects an ER Contractor for a Specific Spill Response

Immediate Removal Actions (IRA) “Planned Actions”

Limited IRA Site Assessment.

Source Area Remediation Services.

Groundwater and Soil Treatment Systems.

O&M Services at location of IRA site activities.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Key Requirements:

• Complementary to ER, but work may be longer and is "planned" vs "unplanned".

• Often requires Lump Sum bid on projects.

• May require limited design.

How MassDEP selects an IRA Contractor

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Method of Selection after Award of MSA Contract:

• IRA contractors are selected based on technical capability, geographic location, work distribution.

• Lump Sum bids requested based on scope provided by MassDEP.

MassDEP attempts to provide work to all capable, well performing IRA contractors to maintain an active and response-ready master list.

Other site support services “Planned Actions”

• Landfill Repair and Rehabilitation.

• Avian influenza disaster response.

• Remove/dispose of Investigation Derived Wastes

(IDW), waste, debris, sediments.

• Install sub-slab depressurization systems (SSDS).

• Limited asbestos containment, removal, disposal.

• Install point-of-entry water treatment systems.

• Perform O&M for existing treatment systems.

Requirements for both ER and IRA services

• Perform sampling & lab analysis of environmental media / wastes using MassDEP protocols & Compendium of

Analytical Methods (CAM)

• Provide a Licensed Site Professional (LSP) to ensure compliance with the MCP.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 23

Topics

• Documents that comprise the “Contract”

• Statement: changes from 2017 Contract

• Highlights of T&Cs from Supplemental Conditions

• Highlights of T&Cs from Payment T&Cs

Note: This presentation is only an overview of the contract T&Cs. Bidders must review the entire RFR for all the information needed to submit their bids.

Contract Terms & Conditions

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 24

Contract T&Cs

The documents that comprise “the Contract” include all parts of the following documents:

1. The Standard Contract Form, including the instructions and Contractor Certifications.

– Commonwealth Terms and Conditions incorporated into SCF.

2. This Request for Response, including all Attachments, Appendices and any Addenda to the RFR issued by MassDEP.

3. The Bidders’ Response, excluding language stricken by the Department as unacceptable.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 25

Contract Terms & Conditions (T&Cs)

Please review all documents of the Contract!

Pay particular attention to:

• Insurance & Indemnification clauses

• Payment terms and conditions

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 26

Contract T&Cs (highlights)

Contractor as Transporter/Generator:

Contractors disposing of haz wastes must sign manifests as “generator.” Contractors can not delegate the responsibility.

Compliance with all laws: Contractors shall comply with state-wide requirements, such as:

• MassDOT's "annual state-wide blanket work permit"

• MassDOTs Work Zone Safety Guidelines

• Municipal street opening permits

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 27

Commencement of ER Services: Start work < 2 hours from the Mobilization Order (the islands < 3 hours).

Duration of ER Services: ER only to control/ stabilize the release that required the mobilization. ER is not for remediation once control is established.

If an ER response is needed for > 72 hours, the Contractor must notify MassDEP Contract Administrator.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 28

Initiation of IRA T&M Support Services:

Planned Activity: may require a work & cost plan, or LS bid based on a MassDEP prepared scope.

Cost Documentation for IRA Services: Must be prepared to provide MassDEP with a basis-of-cost document or documents as a condition of award of the project and/or payment of an invoice.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 29

PRP Employs the Contractor:

If a PRP takes over the work and employs the ER Contractor, the PRP is responsible for paying the Contractor for the entire cost for the response, not MassDEP.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 30

Contractor and Subcontractor Personnel:

Bidders are selected for award based, in part, on the resumes of the personnel in their Response.

The Contractor is required to ensure the availability of both the Contractor's and Subcontractor's personnel presented in the proposal.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 31

Invoicing:

Contractors are required to use MassDEP's invoice formats & provide supporting docs.

T&M projects: required proof documents are labor, equipment, lab, T&D, etc.

LS projects: proof of costs is not required w/ invoices, but must be provided if requested by MassDEP.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 32

Invoicing- Docs Req'd for LS & T&M:

• Daily Worksheets complete and signed.

• Chain-of-custody forms generated for sampling and lab analysis.

• Copies of bills from government entities, utilities, site and/or waste characterization, disposal (i.e. police details, permits, electric bills, lab analyses, disposal / tipping fees.

•Waste Manifests

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 33

Retainage: The Department may or may not apply a 10% retainage on each invoice for all or parts of the amounts claimed, pending receipt of any report, submittal or deliverable requested or required of the Contractor.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 34

Record keeping: The Department requires contractors & subcontractors maintain financial records, including expenditures incurred and payments / reimbursements received pursuant to this contract.

Retention time is seven (7) years starting the first day after final payment.

(reference: Commonwealth Terms &Conditions #7)

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 35

Payment Terms & Conditions (T&Cs)

Compensation Methods: Contract utilizes two methods for compensating services:

ER- mainly Time & Materials (T&M) with Not-to-Exceed budgets.

IRA- mainly Lump Sum (LS) - T&M for change orders.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 36

Payment T&Cs

Rate Schedules:

Maximum allowable rates for equipment, materials & supplies are as approved by MassDEP in the Rate Schedules.

An opportunity to negotiate rates may or may not be provided during procurement. Bidders are advised to provide competitive rates in the initial Response.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 37

Labor Rates: Unit hourly rate ($/hr) inclusive of all labor, overhead and profit.

Rates apply to the base period (3 yrs).

During the previous contract option, MassDEP allowed an increase in rates.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 38

ER Labor: If contractor mobilizes to site and spends < 4 hours, Contractor paid for 4 hours (for first 24 hours of response).

On 2nd or 3rd day, if work terminates < 3 hours, Contractor compensated for 3 hours on that day.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 39

ER and IRA Labor: Payment for travel time to the site of the project response, at the site of the project activity and return travel to the responding facility (portal to portal).

One hour labor charge allowed for off-loading waste at off-site disposal facilities.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 40

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 41

Equipment:

Category I: Equipment + Operator (e.g. vactors, backhoe, excavator, loader, dump truck)

• hourly and weekly rates.

• mob/demob compensated on an hourly basis.

Category II: Equipment without Operator (e.g. frac tank, roll-offs, pumps, generators, pressure washer, vans/pickups)

• daily, weekly and monthly rates.

• mob/demob only for certain equip.

Category III: Monitoring Equipment (e.g. PIDs, FIDs, LEL O2, multi-gas detector, water level indicator)

• daily and weekly rates.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 42

Category I Equipment

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 43

Category II Equipment

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 44

Category III Equipment

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 45

Rental Cost vs Purchase Price of Equipment:

MassDEP sets a ceiling on payment for rental items at the purchase price of the item over the life of the project.

The ceiling can be lifted, but requires prior written approval by the MassDEP Contract Administrator.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 46

Equip. Purchased for MassDEP Ownership:

Contractor may purchase equipment for MassDEP ownership. Purchase req'ts in the Payment T&C's.

Markup on Equipment: No markup is allowed on equip. in the Rate Schedule.

Maximum markup of 5% is allowed on costs for rented, leased, purchased equipment, but only with receipts.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 47

Materials and Supplies: Goods that are consumed or expended during use and are not designed for significant reuse.

The T&Cs for materials & supplies are similar to those for equipment.

MassDEP may retain some or all materials and supplies not used but paid for by MassDEP.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 48

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 49

Disposal Costs: Disposal costs will be paid according to the rates approved in the Rate Schedule. If rate not provided, cost + 5%.

Bidders may identify a number of disposal facilities to obtain prices. For an emergency, MassDEP may require use of the one closest to the site. In that case, the disposal costs may be negotiated.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 50

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 51

Laboratory:

Contractors must have working relationship with laboratory(s)- demonstrate in proposal

Lab analysis must be compliant with MADEP Compendium of Analytical Methods (CAM) and other QA/QC guidelines.

Goal- analytical data that can be relied upon for making informed decisions

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 52

Laboratory:

Maximum markup of 5% may be allowed.

Submittal of the Chain-of-Custodies & Lab invoices are a pre-condition for payment to the Contractor.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 53

MassDEP Equipment Repair:

MassDEP has environmental monitoring equipment that requires maintenance, calibration and repair on occasion.

MassDEP is requesting that bidders identify an equipment repair subcontractor. MassDEP will pay cost + 5%.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference 54

Other Reimbursable Costs: Costs will be compensated with proof of expenditure (e.g.

receipts, invoices) for required expenses.

Examples include the following:

• Police details

• Local street opening permits.

• MassDOT required permits.

• Utilities (that are not directly paid by MassDEP.)

• Others as approved by MassDEP.

COMMBUYS

55DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

COMMBUYS = Commonwealth’s web-based electronic procurement and purchasing system

Web URL = http://www.commbuys.com/bso

56DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

NEED HELP FOR COMMBUYS?

Contact Help Desk

•Email: osdhelpdesk@mass.gov •Phone: 888-627-8283 or 617-720-3197 •8am - 5pm Monday – Friday

COMMBUYS Webpage (OSD) http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/

• Old Terminology

Common (Old) Terminology Versus

New COMMBUYS Terminology

Old Terminology New - COMMBUYS WTO Announcement Bid (Announcement posted as Bid)

Solicitation/RFR Bid or Bid Amendment Vendor Responses, Proposals, Bid Quote

RFR Posted Bid Release Date RFR Proposal deadline (Due Date) Bid Opening Date

Commodity Codes associated with Bid

(“Items” in COMMBUYS)

• 76-12-00 Hazardous Waste Disposal

• 76-13-16 Toxic Spill Cleanup

• 76-13-17 Oil Spill Cleanup

• 77-10-00 Environmental Management

• 77-11-00 Environmental Protection

• 77-12-00 Pollution Tracking and Monitoring and Rehabilitation

• 77-13-00 Pollutants Tracking and Monitoring and Rehabilitation Services

• 81-10-00 Professional Engineering Services

59DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

IMPORTANT COMMBUYS INFORMATION

• Refer to Section 11, Appendix 4 of RFR (page 31) for instructions on how to respond using COMMBUYS (Create Quote)

• YOU MUST SUBMIT A BID FOR AT LEAST ONE OF

THESE ITEMS/COMMODITY CODES - otherwise COMMBUYS considers the Quote/Response to be “NO BID” (see RFR Section 11, Appendix 4 – page 31)

– Click on Items. Input all of your quote information. The No Bid check box will default: REMEMBER to enter a unit cost (i.e. 1) or check No Charge. A No Bid is considered a Nonresponse.

– As described in this RFR Section 3.2 Compensation Structure/Pricing, contractors will be compensated pursuant to Attachment C, Payment Terms and Conditions and Form E, ER IRA Labor and Equipment Rate Schedules, to be negotiated and finalized as part of Contract award. Click Save & Exit.

• Due Date: Quotes must be submitted electronically via COMMBUYS by deadline in RFR or amendments

• Recommendations:

– Submit via COMMBUYS earlier than due date

– Submit during work week/hours in case you need assistance from the COMMBUYS Help Desk.

– COMMBUYS will not accept Bids submitted after the Bid

Opening Date/Time deadline.

61DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

THE QUOTE PACKAGE

See RFR Attachment D How to

Submit a Quote

The documents bidders must submit to COMMBUYS

62DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

THE QUOTE PACKAGE

Quote Package Structure

Section Title SEC. 1 Cover Sheet SEC. 2 Company Capabilities & Technical Experience SEC. 3 Management Approach SEC. 4 Technical Response Approach SEC. 5 Staff Resumes SEC. 6 Project Descriptions SEC. 7 Business Reference Form

SEC. 8 Price Proposal (ER/IRA Labor and Equipment Rate Schedules)

SEC. 9 Commonwealth Standard Forms

63DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

1. COVER SHEET

(form in COMMBUYS) Select Service(s)

For ER select

• Region(s)

• Oil and/or HazMats

For IRA only state-wide coverage is an option.

For IRA, no selection for Oil and/or HazMats required.

[Contractors can choose whether or not to bid specific projects under IRA and can choose to not to bid projects with HazMats if their policy is not to dispose of HazMats as a generator.]

2. Company Capabilities (no form)

Purpose: Provide abilities and capabilities of the company to perform the scope of services, deliver competent and efficient work, and to be responsive to the MassDEP.

Format: No specific format, bidders may present information as they wish, use format requirements in Section 7 of the RFR.

Page Limitation: 2 pages if bidding just ER or IRA, 4 pages if bidding ER and IRA.

3. Management Approach (no form)

Purpose: Narrative describes the organizational structure and how it provides competent, responsive ER and/or IRA services.

Format: No specific outline, bidders present information as they wish, but using format requirements in Section 7 of the RFR.

Page Limitation: 5 pages if only bidding ER or IRA, 7 pages if proposing ER and IRA.

4. Technical Response Approach (no form)

Purpose: Describes company's response to a mobilization order for ER, if bidding ER. If bidding IRA, your approach to preparing a work and cost plan, how you supply personnel and equipment, and how you would manage a project in the field.

Format: No specific outline, bidders may present information as they wish, but must follow format requirements in Section 7 of the RFR.

Page Limitation: 4 pages if bidding ER or IRA, 8 pages if proposing on ER and IRA.

5. Personnel Resumes (form in COMMBUYS)

Provide for 3 to 7 staff you consider important for implementing the services.

Each Resume Form is 3 pages. Do not exceed the 3 pages (fit text into space provided).

Keep work history and Relevant Projects pertinent to ER/IRA Scope of Services.

6. Project Descriptions (form in COMMBUYS)

Provide 5 to 10 descriptions of completed or nearly completed projects to demonstrate technical and management capabilities to perform the services.

Form is 1 page, but will expand to 2 pages. Do not exceed 2 pages per project.

70DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

7. Business Reference Form (3 Pages)

• Provide 3 business references for whom you provided similar services.

• Work performed within the last 3 years is preferable.

• Names, addresses email, and phone #'s must be accurate.

Non-response from a reference considered a negative reference.

• No MassDEP staff as references.

71DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

• Must be included as part of submission

• Demonstrates available equipment

• Opportunity to list additional equipment under “Other”

• MassDEP may seek BAFO

8. ER/IRA Labor and Equipment Rate Schedules (form in COMMBUYS)

Complete form is 5 pages.

MassDEP will countersign if there is an award of the contract.

DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

9. Commonwealth Std. Contract Form (form in COMMBUYS)

73DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

9. Commonwealth Terms & Conditions (incorporated into Commonwealth Standard Contract form)

Form is 2 pages (only page 1 shown).

74DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

9. Prompt Payment Discount Form (form in COMMBUYS)

Form is 1 page.

This is part of the evaluation.

Commonwealth might pay promptly for larger jobs, so make sure it is a number your firm can live with.

9. SDP Plan Form (form in

COMMBUYS)

Supplier Diversity Program (SDP) Plan Form Required for All Bidders

Required fields are shaded in yellow. Optional (desirable) fields are shaded in green. Please do not convert to PDF. Attach to your Quote as an Excel file.

Part I Bidder and Contact Information (Required) Bidder Company Name Annual Gross Revenue (3-year average) -$

Name Phone Email Main Contact for this Bid SDP Reporting Contact (if awarded)

Part II SDP Focus Statement (Optional) Describe your company's overall approach to increasing the participation of diverse businesses in the provision of products and services under this proposal/contract (subcontracting) and in your company's general business operations (ancillary products and services).

Does your company have an internal supplier diversity policy? (Y/N)

Please provide a link to the company supplier diversity policy. If not online, attach to proposal.

Part III SDP Spending Commitment (Required)

Relationship Type Proposed Commitment

Subcontracting 0.00% Ancillary products and services 0.00% Total SDP Commitment (calculated) 0.00% Minimum Total SDP Commitment Required 1.00%

Part IV Proposed SDP Partners (Required)

Proposed SDP Partner Company Name Relationship Type Certification Category* Certifying

Organization** Product or Service

(Add lines as needed) (Subcontracting or

Ancillary) (Choose One)**

(If more than one category applies, choose any category that applies)

(Name of the organization that issued the proposed SDP Partner's certification.

Self-certification is not acceptable.)

(Describe the product or service that will be provided by the proposed SDP Partner)

2019 2020 2021

Name the certified diverse businesses (SDP Partners) your company proposes to utilize in order to meet its Total SDP Commitment. If your company has previously purchased from these SDP Partners, provide prior year spending information. All partners must be certified in one or more of the eligible certification categories.* After contract award, only spending with SDP Partners that appear in the SDO Directory or in the U.S. Dept of Veterans Affairs directory will be counted toward a Contractor's compliance with their SDP commitment.** See FORM INSTRUCTIONS for additional information on acceptable proposed SDP Partners.

This form is required for all Bidders to complete and submit as an Excel attachment with their responses. No contract shall be awarded to a Bidder without an SDP commitment (Part III of the form) that meets RFR requirements. All parts marked as "Required" must be completed. Bidders may be awarded additional evaluation points for providing information marked as “Optional.”

Prior Year Spending (Optional) by the Bidder with the Proposed SDP Partner

What percentage of your company’s contract sales do you propose to spend with certified diverse businesses (SDP Partners)? After contract award (if any), the Total SDP Commitment will become a contract requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. See the RFR for any additional commitment specifications.

The SDP Plan form is an MS EXCEL spreadsheet. When a bidder submits their response by uploading this form onto COMMBUYS, they must upload the SDP form as a MS EXCEL completed form, NOT A PDF or other file format. Only an EXCEL based form is acceptable with your response.

SDP Plan Form

Supplier Diversity Program (SDP) Plan Form Required for All Bidders

This form is required for all Bidders to complete and submit as an Excel attachment with their responses. No contract shall be awarded to a Bidder without an SDP commitment (Part III of the form) that meets RFR requirements. All parts marked as "Required" must be completed. Bidders may be awarded additional evaluation points for providing information marked as “Optional.”

Required fields are shaded in yellow. Optional (desirable) fields are shaded in green. Please do not convert to PDF. Attach to your Quote as an Excel file.

Part I Bidder and Contact Information (Required)

Bidder Company Name

Annual Gross Revenue (3-year average) $ - 0

Name Phone Email

Main Contact for this Bid

SDP Reporting Contact (if awarded)

Part II SDP Focus Statement (Optional)

Describe your company's overall approach to increasing the participation of diverse businesses in the provision of products and services under this proposal/contract (subcontracting) and in your company's general business operations (ancillary products and services).

Does your company have an internal supplier diversity policy? (Y/N)

Please provide a link to the company supplier diversity policy. If not online, attach to proposal.

Part III SDP Spending Commitment (Required)

What percentage of your company’s contract sales do you propose to spend with certified diverse businesses (SDP Partners)? After contract award (if any), the Total SDP Commitment will become a contract requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. See the RFR for any additional commitment specifications.

Relationship Type Proposed Commitment %

Subcontracting 0.00%

Ancillary products and services 0.00%

Total SDP Commitment (calculated) 0.00%

Minimum Total SDP Commitment Required 1.00%

Part IV Proposed SDP Partners (Required)

Name the certified diverse businesses (SDP Partners) your company proposes to utilize in order to meet its Total SDP Commitment. If your company has previously purchased from these SDP Partners, provide prior year spending information. All partners must be certified in one or more of the eligible certification categories.* After contract award, only spending with SDP Partners that appear in the SDO Directory or in the U.S. Dept of Veterans Affairs directory will be counted toward a Contractor's compliance with their SDP commitment.** See FORM INSTRUCTIONS for additional information on acceptable proposed SDP Partners.

Proposed SDP Partner Company Name Relationship Type Certification Category* Certifying Organization** Product or Service Prior Year Spending (Optional) by the Bidder with the Proposed SDP Partner

(Add lines as needed) (Subcontracting or Ancillary) (Choose One)** (If more than one category applies, choose any category that applies) (Name of the organization that issued the proposed SDP Partner's certification. Self-certification is not acceptable.) (Describe the product or service that will be provided by the proposed SDP Partner) 2019 2020 2021

Subcontracting Subtotals (Calculated) $ - 0 $ - 0 $ - 0

Ancillary GRAND TOTAL (Calculated) $ - 0

Part V Additional Creative Supplier Diversity Initiatives (if any) (Optional)

Please describe any additional creative initiatives (if any) related to engaging, buying from and/or collaborating with diverse businesses.

Part VI Certification (Required)

Under the pains and penalties of perjury I certify that the information provided on this form is accurate. *All SDP Partners must be certified in one or more

Name of the following certification categories:

Title MBE - Minority Business Enterprise

Phone WBE - Woman Business Enterprise

Email M/WBE - Minority and Woman Business Enterprise

Date SDVOBE - Service-Disabled Veteran-Owned Business Enterprise

Please do not convert to PDF. Attach to your Quote as an Excel file. VBE - Veteran-Owned Business Enterprise

Form updated 07/12/2021 M/NPO - Minority Non-Profit Organization

W/NPO - Women Non-Profit Organization

M/W/NPO - Minority and Women Non-Profit Organization

DOBE - Disability-Owned Business Enterprise

LGBTBE - Lesbian, Gay, Bisexual or Transgender Business Enterprise

**Eligible SDP Partners can be found by searching:

Supplier Diversity Office Directory of Certified Businesses

U.S. Dept of Veterans Affairs Vendor Information Pages

See FORM INSTRUCTIONS for additional information on eligible SDP Partners

FORM INSTRUCTIONS

Is this form required for your company?

Yes. If a bid solicitation includes this form, it is required for all Bidders without exception. This includes Bidders who are certified as a diverse business by the Supplier Diversity Office (SDO) or another organization. No contract shall be awarded to a Bidder without an SDP commitment (Part III of the form) that meets the RFR requirements.

Which parts of this form are required to be completed?

All parts marked as "Required" must be completed. For ease of use, all required fields are shaded in yellow. Bidders are encouraged to provide information in sections marked as “Optional” and may receive additional points for doing so. For ease of use, all Optional (desirable) fields are shaded in green.

Part I – Bidder and Contact Information (Required)

● Bidder Company Name: Enter your company name.

● Average Gross Revenue: Enter your company’s average gross revenue based on a 3-year average. If a company has been in business for less than 3 years, enter the average annual gross revenue for the period beginning from business inception.

● Main Contact for this Bid: Provide the contact information for the individual who should be contacted if the issuing department has questions about this form.

● SDP Reporting Contact (if awarded): Provide the contact information for the individual who should be contacted regarding your company’s SDP spending reports, if your company is awarded a contract.

Part II – SDP Focus Statement (Optional) Answer the questions. Note that, while important, diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated.

Part III – SDP Spending Commitment (Required) An SDP Commitment is the percentage of contract sales your company commits to spending with certified diverse businesses (SDP Partners). No contract shall be awarded to a Bidder without an SDP commitment that meets the RFR requirements. Unless otherwise specified in the RFR, the minimum required Total SDP Commitment is 1%.

The SDP Partner may be engaged in the following two ways (business-to-business relationship types):

● Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth. Such relationships typically, but not always, involve a formal written agreement between the SDP partner and the prime contractor.

● 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 prime contractor’s contract with the Commonwealth. In most cases, this type of partnership is related to the prime contractor’s general business or operational needs.

An SDP Partner is always another business; it may not be your own company. Contractors certified by the SDO or another recognized certification organization may not list their own organization or own subsidiary or affiliate as an SDP partner.

After contract award (if any), the Total SDP Commitment will become a contract requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. See the RFR for any additional commitment specifications.

Part IV – Proposed SDP Partners (Required) All SDP Partner(s) listed on the form must be certified in one or more of the certification categories listed in the data entry part of the form. Links to searchable databases of eligible SDP partners are also provided.

● Proposed SDP Partner Company Name: Provide the company name(s) of one or more of the SDP Partners your company proposes to utilize in order to meet its Total SDP Commitment.

● Relationship Type: See Part III instructions.

● Certification Category: Select the SDP Partner's certification category from the menu. For partners with multiple certification types, please select the one that is highest on the dropdown list.

● Certifying Organization: Provide the name of the organization that issued the proposed SDP Partner’s certification (e.g. the SDO, the U.S. Veterans Administration, another city or state certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, etc.). Self-certification is not acceptable.

IMPORTANT: While SDP Partners that are not certified or recognized by the SDO may be listed, it is the responsibility of the Bidder to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO. The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee can be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. It is always the responsibility of the Bidder to ensure they meet their SDP Commitment, and the SDO assumes no responsibility for any Contractor’s failure to meet its SDP Commitment.

● Product or Service: In brief, describe the product or service that will be provided by the proposed SDP Partner.

● Prior Year Spending (Optional) by the Bidder with the Proposed SDP Partner: If your company has already purchased from the proposed SDP Partner, provide information on up to three years of prior spending with the business.

Part V – Additional Creative Supplier Diversity Initiatives (Optional) Answer the question. Note that, while important, diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated.

Part VI – Certification (Required) Provide the information on the authorized individual completing or approving the information provided on the form.

Additional Resources

● More information about the Supplier Diversity Program (SDP) is available at www.mass.gov/sdp.

● More information about supplier diversity certifications is available at www.mass.gov/sdo.

https://www.vetbiz.va.gov/basic-search/https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspxhttps://www.vetbiz.va.gov/basic-search/

Supplier Diversity Program - Details

• Bidders MUST identify one or more certified Diverse firms as “Partners” that will receive at least 1% of the total payments the Contractor will receive from the ER/IRA contract.

• Failure will result in disqualification.

• The bidder’s Supplier Diversity Plan (Form) is evaluated and must constitute 25% of the 100% point score for award of a contract.

A bidder’s response to the Supplier Diversity Program requirements is critical to being eligible for an award of a contract. There are several key requirements, as follows:

77DEP-BWSC-ER/IRASS June 2024 Bidders’ Conference

Other Commonwealth Forms or Plans that need to be completed are as follows:

• Request for Taxpayer Identification Number & Certification (Mass Substitute W-9) form

• Contractor Authorized Signatory Listing

• Environmentally Preferable Products & Practices

• Electronic Fund Transfer (EFT)

A Short Break Then

Questions & Preliminary Answers Answers provided at this Conference are preliminary and may change.

Questions submitted after this meeting must be submitted via COMMBUYS through the Q&A function before the Question deadline in the Procurement calendar; see section 2 of RFR.

MassDEP answers to the questions will be posted on COMMBUYS after the close of the Q&A period as shown in the procurement schedule.