DUE DILIGENCE POSTING OF NOTICE OF INTENT TO.pdf
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- Solicitation number
- BD-27-1098-NSJ-SDS03-135048
- Issued by
- Massachusetts
About this file
This is a Due Diligence Posting of Notice of Intent issued by the Suffolk County Sheriff's Department of the Commonwealth of Massachusetts announcing its intent to accept a best value offer from United Automation, Inc. for the repair and replacement of the security door control panel system for Housing Units 2.3 and 2.4 at the Nashua Street Jail, located at 200 Nashua Street, Boston, Massachusetts. The original Request for Responses (RFR) was placed on September 21, 2026 (COMMBUYS BD-27-1098-NSJ-SDS03-133315), with a mandatory tour on October 13, 2026, a vendor question and answer period from October 16 through October 23, 2026, and a bid deadline of October 29, 2026 at 1:00 PM. No vendors submitted bids by the deadline despite participating in the mandatory tour. The project is structured in two phases: Phase 1 includes purchasing replacement components for the PLC systems with all I/O modules replaced, conducting comprehensive system functionality testing, and identifying solutions for a known issue with door #4 in Unit 2-4. Phase 2 involves purchasing two HMIs or Panel PCs, developing screen layouts with facility personnel, and installing the new systems alongside existing control stations before decommissioning the old equipment. This Due Diligence Posting seeks responses from other interested and qualified vendors by November 17, 2026 at 1:00 PM Eastern Time.
United Automation, Inc., located at 175 Swett Avenue, Portsmouth, New Hampshire, has submitted a time and materials offer at $175.00 per hour for engineering services plus travel costs of $75.00 per hour and $0.76 per mile, as an out-of-state vendor. The Department determined this offer represents best value to the Commonwealth given the exigent need to return Housing Units 2.3 and 2.4 to operational status after being offline in 2026. All interested vendors must submit responses through the COMMBUYS online portal and must register as sellers at www.COMMBUYS.com if not already registered. Required documentation includes evidence of vendor qualification, a Technical Plan of Service, and completion of standard Commonwealth forms including the Instructions for Vendors Responding to Bids Electronically, RFR Required Specifications, Prompt Payment Discount Form, Commonwealth Terms & Conditions, Contractor Authorized Signatory Listing, W-9 form, and Standard Contract Form. Technical assistance is available through the COMMBUYS Help Desk via website, email (COMMBUYS@state.ma.us), or telephone (1-888-627-8283) during business hours Monday through Friday, 8:00 AM to 5:00 PM Eastern Time.
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Text version
Revised: February 12, 2025
DUE DILIGENCE POSTING OF NOTICE OF INTENT TO
ACCEPT A BEST VALUE OFFER FOR REPAIR OF NSJ SECURITY DOOR
CONTROL PANEL IN HOUSING UNITS 2.3 AND 2.4
The Suffolk County Sheriff’s Department of the Commonwealth of Massachusetts announces its intent to Accept a Best Value Offer from United Automation, Inc., pursuant to the
Commonwealth’s Due Diligence Posting policy, and to proceed to contract with United
Automation, Inc. for the following work: replacement of the door control security system for
Housing Units 2.3- and 2.4 at the Suffolk County Jail, 200 Nashua Street, Boston, MA 02114.
Description re: COMMBUYS BID BD-27-1098-NSJ-SDS03-133315
On September 21, 2026, the Suffolk County Sheriff’s Department (SCSD) placed an RFR Bid, see COMMBUYS BD-27-1098-NSJ-SDS03-133314 seeking vendors to repair the Nashua Street
Jail (NSJ) Security Door Control Panel System for Tandem Housing Units 2.3 and 2.4. The RFR required an October 13, 2026 Mandatory Tour, and the Vendor question and answer period was from October 16, 2026 through October 23, 2026; it expired without any questions submitted by
Vendors. The Bid deadline of October 29, 2026 at 1:00pm has expired. In compliance with
RFR, Section 2.3 entitled Amendment Deadline, and due to the exigent need of the SCSD to be able to utilize the Housing Units 2.3 and 2.4 at the NSJ which have been offline in 2026, the
SCSD shall now contract with United Automation, Inc., 175 Swett AVE., Portsmouth, NH
03801. Payment will be on a time and materials basis of $175.00 per hour for Engineering plus travel costs of $75.00 per hour and $0.76 per mile where this is an out of state Vendor.
Replacement of the door control security control system for Housing Units 2.3- and 2.4 at the
Nashua Street Jail shall be done in the following Two Phases:
Phase 1
1. Purchase replacement components for the unit 2-3 and 2-4 PLC systems. All I/O modules will be replaced. The existing I/O module wiring terminal bases will remain and the damaged terminal bases will be replaced and rewired. The new PLC CPUs will have
Ethernet communication capabilities.
2. Execute a comprehensive test of all system functionality to prove all doors operate correctly and to identify any problems.
3. There is a known issue with door #4 in unit 2-4. This caused a failure of the input module associated with that door or group of doors. The input module failed (melted) due to excess heat most likely caused by excess amperage in one or more of the electrical circuits. We will attempt to identify the source/cause of this failure and then to determine a permanent solution.
Phase 2
4. Purchase two HMIs or Panel PCs of suitable size and capabilities to ultimately replace the existing officer’s control stations for units 2-3 and 2-4.
5. Work with facility personnel to develop screen layout and interface capabilities for the new HMIs/PCs.
6. Install the new HMIs/PCs to work alongside the existing officer’s control stations. Once the new HMs/PCs are fully tested and have the approval of facility personnel the existing officer’s control station will be decommissioned and the HMI will be located where the existing control stations are.
The Department is posting this Notice after conducting the full procurement process for this
Project with Vendors who participated in the Mandatory Tour declining to submit a Bid by the
October 29, 2026 deadline. The Department believes the time plus materials Offer from United
Automation, Inc., represents Best Value to the Commonwealth and is utilizing this Due
Diligence Posting to ensure that the process is open, fair and competitive.
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 that they can provide a comparable or better Best Value Offer”
Response Requirement and Deadline
All Interested Vendors and Offerors interested in responding to this Notice, regardless of prior communications with the Department, must submit a Response to this posting containing evidence of their qualification and interest with their Technical Plan of Service. All required information must be submitted by 11/17/2026 1:00PM (prevailing Eastern Time) on Tuesday
November 17 2026 1:00PM as follows:
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) accept the offer from the Offeror or (ii) 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
Names of Standard Forms Instructions
Instructions for Vendors Responding to Bids
Electronically
Read and agree prior to submitting a Response.
RFR - Required Specifications Read and agree prior to submitting a Response.
Prompt Payment Discount Form Complete electronically and submit as an attachment to Quote.
Commonwealth Terms & Conditions Read and agree. Sign and submit original with wet signature upon Award, if any.
Contractor Authorized Signatory Listing Read and agree. Sign and submit original with wet signature upon Award, if any.
Request for Taxpayer Identification Number and Certification (W-9)
Read and agree. Sign and submit original with wet signature upon Award, if any.
Standard Contract Form and Instructions Read and agree. Sign and submit original with https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids/download https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids/download https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services/download https://www.mass.gov/doc/prompt-payment-discount-form/download https://www.mass.gov/doc/exhibit-f-1-commonwealth-terms-and-conditions-0/download https://www.mass.gov/doc/fy2022-contractor-authorized-signatory-form/download https://www.mass.gov/doc/form-w-9-request-for-taxpayer-identification-number-certification/download https://www.mass.gov/doc/form-w-9-request-for-taxpayer-identification-number-certification/download https://www.macomptroller.org/wp-content/uploads/instructions_standard-contract-form.pdf wet signature upon Award, if any.
Authorization for Electronic Funds Transfer
(ETF)
*Note: Vendors should acquire this form directly from purchasing departments when awarded.
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.
http://www.commbuys.com/ https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://app.screencast.com/g2ZDQhqpyr4M4 https://app.screencast.com/g2ZDQhqpyr4M4 https://www.mass.gov/osd-buyer-training http://www.mass.gov/osd/commbuys mailto:COMMBUYS@state.ma.us
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