Due Diligence IceTime LLC 11.13.20.docx

Due Diligence Posting of Notice of Intent to Utilize a Proprietary Service Web-Based Reservation System Agreement - IceTime Department of Conservation and Recreation November 16, 2020

The Department of Conservation and Recreation (Department” or “DCR”) of the Commonwealth of Massachusetts announces its intent to “utilize a proprietary service” pursuant to the Commonwealth’s Due Diligence Posting policy, to contract for the following with IceTime, LLC (“Offeror”), pending the results of this Notice of Intent (“Notice”):

Description – DCR permits the rental of ice time and public skating at six (6) ice-skating rinks in the City of Boston: EHO, Charlestown; Steriti, North End; Murphy, South Boston; Devine, Dorchester; Bajko, Hyde Park; and Reilly, Brighton. DCR collects fees for ice rentals in accordance with 801.CMR 4.02: Fees for Licenses, Permits, and Services to be Charged by State Agencies.

DCR has reserved and permitted ice to all historic rink permittees including youth hockey organizations, municipalities, schools and universities for the 2020-2021 rink season. IceTime, LLC is offering to provide DCR with a web-based, contactless reservation and point of sale system via www.icetime.us, for unreserved ice time and public skating opportunities at no cost to the Department. Permittees, would pay their respective fee in accordance with 801.CMR 4.02 along with a transaction fee of $18.50 for each reservation. Once ice time is booked by a user, the Department’s fee will be directly deposited into DCR’s bank account.

Due to the COVID-19 Pandemic, DCR is limiting public skating to 25 persons on the ice per session. Whereas DCR does not charge for public skating, users would be charged a convenience fee of $2.00 for each public skating reservation transaction.

All DCR rinks are being operated in accordance with the WORKPLACE SAFETY and REOPENING STANDARDS FOR BUSINESSES and OTHER ENTITIES PROVIDING YOUTH and ADULT AMATEUR SPORTS ACTIVITIES – Phase III, Step 2 Amended on November 6, 2020 Effective on November 7, 2020 (Updated on 11.12.20).

DCR is not aware of any other vendors who are willing to provide this service free of charge to the Commonwealth. DCR is posting this Notice to ensure that the process is open and fair.

Determination of Other Interested Vendors The intent of this posting is to determine if there are any other interested and qualified vendors. Any such vendors must submit documentation demonstrating their ability provide the same product or service.

Response Requirement and Deadline All Vendors and Offerors interested in responding to this Notice, regardless of prior communications with the Department, must submit a Response to this posting via Commbuys (see below) containing evidence of their qualification to provide the services sought.

All required information must be received by DCR by 10:00 AM EDT on November 30, 2020.

If, after the posting deadline has passed, interest is generated by this Notice, the Department will review all Responses and will determine whether they will: (i) withdraw the notice and not accept the Offeror’s offer (and cancel the Notice of Intent) or (ii) accept the offer from the Offeror or (iii) accept an offer from another vendor offering a comparable or better value than the Offeror in their Response.

Additional Terms Required for Doing Business with the Commonwealth

Quote Submission Method Online Quote Submission via COMMBUYS is required. All Interested Vendors and Offerors must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Interested Vendors and Offerors who are awarded a contract resulting from this Notice, 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.

COMMBUYS Quote Submission Training and Instructions The following resources are provided to assist Interested Vendors and Offerors in submitting Quotes:

· An online job aid on How to Create a Quote;

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

· Instructor-led trainings (ILT) and live webinar sessions on “How to Locate and Respond to Bids” may also be available. Check the OSD Training Courses schedule for Sellers/Business Entities for available locations, dates and times. Note that space is limited and pre-registration for trainings is required to attend. Follow instructions on the course schedule to register.

COMMBUYS Support Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

· Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

· Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

· Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk 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.

Interested Vendors and Offerors are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

Revised: June 30, 2016