DWINSA RFR - FINAL - 2026-07-17 revised 2026-08-24.docx

THE COMMONWEALTH OF MASSACHUSETTS

executive office of energy & environmental Affairs department of environmental protection

DRINKING WATER PROGRAM

100 Cambridge Street, Boston, MA

Request for Response (RFR) Off of OSD Statewide Contract PRF77 Category D5: Permitting and Reporting - Water and Wastewater

(PO-22-1080-OSD03-SRC3-25041)

and Category F: Environmental Strategy (PO-22-1080-OSD03-SRC3-25043)

Document Title: Engineering Services to Gather Infrastructure Assessments for the Federal Drinking Water Infrastructure Needs Survey and Assessment

1 COMMBUYS Bid#: BD-27-1045-BWR00-BWR01-131881

Agency Document Number: BWR-DWP-RFR-2027-DWINSA-MSA

July 29, 2026

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.COMMBUYS.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627-8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk county holidays.

Table of Contents

RFR Introduction and General Description Procurement Description and Scope

The DWINSA does not survey every PWS in the state but instead uses a statistical approach. EPA will be assigning 42 Public Water Systems (PWS) to MassDEP to survey. To maximize the DWINSA results, MassDEP has funding available through the Massachusetts Clean Water Trust (the Trust) to conduct these surveys on behalf of the PWS.

As described in more detail in Section 3: Specifications of this RFR, Firms that will be selected by MassDEP for these services must have significant experience in (1) the planning, design, cost estimation, and construction of drinking water treatment, storage, and distribution systems; (2) the preparation of asset management plans and capital improvement plans for PWS; and (3) working on multiple projects under a tight timeline. Specific services which are required to meet the goals and annual milestones are described in Section 3.1.4: Service Specifications (after Contract Award).

Scope

After the contract award, MassDEP will contact the 42 PWS to be surveyed to ask whether there is an engineering firm appearing on the pre-qualified master list that they are already working with on their drinking water infrastructure planning and construction projects. MassDEP will make an effort to assign firms that are already familiar with the community’s local water infrastructure and/or worked with the PWS previously on the survey.

Firms that have been pre-qualified through this solicitation will be assigned to conduct the surveys. The Firm will be required to coordinate with the PWS to complete the survey. The survey consists of two parts: (1) a table for the Firm to enter all the drinking water infrastructure components owned by the PWS and any planned construction projects with cost estimates (if available) and (2) a supplemental questionnaire for the PWS. The Firm may be required to visit and inspect various components of the systems owned by the PWS and conduct interviews with appropriate personnel to assemble pertinent facility information. The Firm will be required to obtain any supporting documentation; review and evaluate the relevant plans and documentation of each system; and then complete the EPA survey forms for submission to MassDEP for review and approval. The Firm will submit all back-up documentation for infrastructure projects to MassDEP in pdf format. Submittals will be emailed to MassDEP at program.director-dwp@mass.gov Subject: DWINSA Survey, PWS name. MassDEP will contact the Firm for any additional information or documentation needed. MassDEP will then enter the surveys into the EPA portal for EPA review and approval. For any projects rejected by EPA for insufficient documentation, MassDEP will contact the Firm to determine whether there is any additional back-up documentation that can be submitted to EPA.

MassDEP anticipates that EPA will assign for the DWINSA approximately 34 PWS that were previously surveyed in 2021 and 8 new PWS that were not previously surveyed.

Applicable Procurement Law

This Bid is issued under the following law(s):

· MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

Number of awards MassDEP is seeking to establish a pre-qualified master list of Firms for use by MassDEP for the purposes stated in RFR Section 1.1 above. MassDEP anticipates that it will pre-qualify multiple Firms as a result of this procurement and has not set an upper limit on the number of Contractors.

After the Firms have been pre-qualified through this solicitation, MassDEP will assign surveys to firms from the pre-qualified list. However, MassDEP’s selection of any Firm for the pre-qualified master list is not a guarantee that an engagement will result during the term of this contract.

Adding Contractors after initial Contract award In the discretion of the Strategic Sourcing Services Team (SSST), qualified Contractors may be added to the pre-qualified master list after initial Contract award. If, over the life of the Contract, the SSST determines that additional Contractors should be added, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts. If necessary to meet the requirements of the Commonwealth, the Bid may be reopened to obtain additional Quotes.

Eligible Entities Limited User Contract – Restricted to Use by Issuing Entity Only. Any contract resulting from this Bid will be open for use by the Issuing Entity Only. The issuing entity for this solicitation is the Massachusetts Department of Environmental Protection.

Acquisition Method(s) The acquisition method to acquire goods and/or services from this Solicitation is Fee for Service.

Performance and Payment Timeframes Which Continue Beyond Duration of the Contract.

All term leases, rentals, maintenance, or other agreements for services entered during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes no longer than 6 months after final contract end date. No new leases, rentals, maintenance, or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance, or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance, or other agreements for service, which were executed pursuant to the main contract.

Contract Duration

The expected duration of this contract is as follows:

Initial Duration

Total Maximum Contract Duration

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

Estimated Value of the Contract The estimated value of purchase(s) resulting from this Bid is $325,000; contingent upon the availability of funding, this value may change during the contract term to the extent required to meet the needs of this project.

The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

Estimated Procurement Calendar

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

1. Written questions via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SSST regarding this Bid. Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions) and prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The 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.

Please note that questions submitted to the SSST using any other medium (including those that are sent by mail, fax, email, or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing since all questions are accessible to the public. Bidders must not include information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SSST reserves the right to edit or delete submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS with the current 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 MassDEP, including requests for clarification. MassDEP 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 MassDEP to be lost or rejected by any means, including email or spam filtering.

Locating Bid Q&A Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

Amendment Deadline The SSST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The SSST and the Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

Specifications Additional required terms appear in the Appendices to this RFR.

Bidder Qualifications

In General: All Bidders must submit an RFR Response that includes a description of services offered and is responsive to this Specifications section and to all other requirements of this RFR. By submitting a response to this RFR, all Bidders acknowledge and affirm that their RFR Response: (1) complies with and will adhere to all required terms and conditions of the RFR, (2) includes a qualified team, and (3) if selected as a result of this solicitation, will ensure that all personnel associated with the required services will remain qualified for these services for the duration of the Contract.

Statement of Qualifications Narrative

Each Bidder shall provide as part of its RFR Response a Statement of Qualifications Narrative, which shall summarize the Firm’s experience and capabilities to perform the requested DWINSA services, as described in this RFR. In the Narrative, Bidders must provide the following information regarding their experience and qualifications:

1. The Firm’s prior experience in conducting EPA’s DWINSA surveys, including their level of experience with and/or capability of performing multiple surveys on a concurrent basis.

2. The Firm’s current engineering experience and related qualifications relevant to performing the DWINSA survey, specifically addressing the Firm’s expertise in the following areas:

a. Planning, design and construction of drinking water distribution, storage, and treatment facilities, including new construction, maintenance, rehabilitation or retrofitting existing facilities to optimize delivery of services;

b. Preparation of Capital Improvement Plans and Asset Management Plans for PWS;

c. Experience in the preparation of project cost estimation.

3. Identification of the Bidder’s Key Personnel who will be assigned to perform the DWINSA if the Firm is awarded a contract, including all Key Personnel resumes, and a brief summary (not to exceed 2 paragraphs) summarizing the capabilities of the Key Personnel to perform these services.

Additional Qualification Requirements -- Bidder’s Business Profile

As part of the RFR Response, all Bidders shall also provide in the following Business Profile information:

1. A Firm Overview, including a short (one page) overview of all environmental services offered by the firm, and a one-page organizational chart;

2. The official corporate name, address, and email information of the Bidder;

3. The Firm’s incorporation information, including the date of and incorporation location and its principal place of business;

4. Whether the Firm is currently in bankruptcy or has filed for bankruptcy within the 3 years prior to the posting date of this RFR;

5. Any other names under which the Bidder does business; and

6. The Name of the Bidder’s proposed Project Manager (Point-Of-Contact) for the DWINSA services, including email address and cell phone contact information.

References and reference information and/or requirements

Using the Massachusetts Operational Services Division (OSD) standard Business Reference Form, available through COMMBUYS, Bidders must provide all requested information on this form for three (3) references for the SSST to contact with respect to past projects pertinent to the services described through this solicitation. In completing this form, Bidders should note that the “Bidder” is the name of the company submitting a Quote in response to this RFR and the “RFR Name/Title” and the “Agency Document Number” can be found on the cover of the RFR document and in the Short Description field in the Header Information of the Bid record in COMMBUYS. Also, please note that: “Reference Name” is the name of the organization (if not applicable, then name of the individual) that is providing the reference; “Contact” is the name of the individual inside the organization that will provide the reference; and the “Address,” “Phone #” and “Email Address” are those of the “Contact” so that the SSST may be able to reach them.

Service Specifications (after Contract Award)

NOTE: MassDEP reserves the right to prefer and/or utilize, for both placement on the pre-qualified master list and when awarding contracts, those professional engineering firms that have previously worked with communities on drinking water projects. For the DWINSA, PWS may also have preference on MassDEP’s selection of a Firm to perform the DWINSA. A PWS’s preference is usually based upon its prior experience with a Firm.

Task: Conducting DWINSA; Data Gathering and Submission In conducting or updating the DWINSA surveys and gathering the requisite data, and back-up documentation, Firms are asked to visit and inspect, as necessary, the drinking water system and equipment owned by the PWS, and conduct interviews with appropriate personnel (such as water superintendent or director of public works) to assemble pertinent facility information and obtain supporting documentation including any Capital Improvement Plans or Asset Management Plans.

The Firm must document all existing drinking water infrastructure owned by the PWS including:

The Firm must document any proposed construction projects for new or rehabilitated infrastructure and obtain the back-up documentation and cost estimates (if available). Proposed construction projects qualify for the DWINSA survey if construction commenced after January 1, 2026.

Prior to conducting or updating the surveys, MassDEP will provide all Firms with training materials and instructions on the details of conducting new and updated surveys to ensure that all surveys are completed consistently and in accordance with EPA requirements. Firms will be provided with the DWINSA forms and the instruction booklet. MassDEP will provide the firms with any Drinking Water Program documents on file that may assist the Firms including Sanitary Surveys, Drinking Water State Revolving Loan Fund Project Evaluation Forms, and Annual Statistical Reports. Firms are required to ensure that all completed and updated surveys comply with the guidelines established by EPA.

EPA has published the draft survey forms, supplemental questions, and instructions for completing the forms in the Federal Register for public comment. https://www.regulations.gov/document/EPA-HQ-OW-2024-0561-0016 MassDEP will provide the Firms with the finalized survey forms when published by EPA.

Deliverables:

On or before December 30, 2026, the Firm shall submit the draft DWINSA survey and back-up documentation in pdf format to MassDEP via email. MassDEP will then review the survey and provide written comments requiring any revisions to the survey and any additional back-up documentation needed. The Firm must submit revised surveys and back-up documentation to MassDEP within two (2) weeks of receiving the comments. If after MassDEP submits the survey to EPA, a project is rejected due to insufficient documentation, MassDEP will contact the Firm to determine if there is any additional back-up documentation available. The Firm must respond and submit any additional back-up documentation to MassDEP within two (2) weeks.

NOTE TO BIDDERS: The DWINSA survey will commence when EPA assigns the list of PWS to be surveyed to the states, and MassDEP must finalize and submit all DWINSA survey forms to EPA within 6 months of commencement of the survey.. The deadline for submission of the surveys will be set by EPA, and, therefore, these dates may be extended upon actual commencement by EPA of the survey. However, EPA has indicated that the survey may start as early as August 2026, and, the deadline for submission of the surveys may be as early as February 1, 2027.

Supplier Diversity Program

Program Background Pursuant to, Executive Order 599 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).

All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

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 non-profit 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.

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) 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. These may include but are not limited to the following examples: professional services (e.g., IT, legal, advertising, HR, accounting etc.), maintenance services (e.g., cleaning, landscaping, tradespersons services, etc.), office expenses (e.g., office supplies, furniture, IT supplies, etc.). Anything declared as a business expense in which a certified vendor is used would qualify.

Other types of business-to-business relationships are not acceptable under this contract. If subcontracting is proposed, it must meet all the subcontracting provisions (if any) listed in this RFR.

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.

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 SBA Veteran Small Business Certification (VetCert) directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

· Certified by one of SDO’s recognized third-party certification bodies but not yet listed in the SDO Directory of Certified Businesses: Such partners must be certified in eligible categories by one of SDO’s recognized third-party certification bodies, which include the City of Boston, the Greater New England Minority Supplier Development Council (GNEMSDC), the Center for Women & Enterprise (CWE), Disability: IN, National LGBT Chamber of Commerce (NGLCC), or the National Veteran Owned Business Association (NaVOBA) but have not yet opted to be listed in the SDO Directory of Certified Businesses. In order to opt into SDO’s Directory of Certified Businesses, the SDP partner must follow the applicable expedited instructions on SDO’s Apply for Recognition as a Third-Party Certified Business webpage. 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 the SDP Commitment.

· Not yet certified or recognized by the SDO or one of SDO’s recognized third-party certification bodies: Such partners must be certified in eligible categories by other third-party certification bodies that are not yet recognized by the SDO, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, or the Women Business Enterprise National Council, but are 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 the SDP Commitment.

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 a description of supplier diversity businesses practices. Specifically, listing contact information for the individual or unit responsible for establishing and maintaining supplier diversity relationships, and including a written policy for establishing and maintaining supplier diversity relationships.

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.

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

SDP Spending Reports & Compliance After contract award, Contractors must submit reports at least annually to demonstrate compliance with the agreed-upon SDP Commitment. To submit SDP spending reports using the Hub, Contractors must create a profile in the Hub. Once registered, awarded contractors must report information such as, but not limited to, SDO or SDO-recognized SDP partner(s), spend with SDO partner(s), and total contract sales. Contractors must follow report submission instructions from the issuing department and the SDO.

SDP Spending Compliance Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business Certification (VetCert) 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.

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.

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.

Environmental Specifications Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must comply with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order may be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

Environmental plan Beginning the first year of the Contract and throughout the life of the Contract, awarded Bidders must agree to work with the SSST to examine the feasibility of implementing an environmental plan. The objective of this requirement is to actively encourage suppliers to incorporate sustainable practices throughout their business operations and further market such practices to Contract users. Such a plan may include, but not be limited to, the following:

· Implementing energy efficiency initiatives at the corporate level in line with Executive Order 484, such as lighting retrofits, purchase of energy from renewable sources, use of bio-heat fuel, and other energy reduction technologies.

· Encouraging environmental initiatives at the corporate and/or manufacturing level for the purpose of reducing the impact of manufacturing on the environment; such as clearly identifying recycled content of packaging on the packaging, providing product life cycle assessments, working toward the elimination of ozone-depleting chemical usage in the manufacturing or refining process (where applicable), and conducting internal environmental auditing related to pollution control.

· Adopting standards and/or obtain certifications, where applicable, for product development and manufacturing processes such as, but not limited to. LEED, ISO 14001, Cradle to Cradle (C2C) Protocol, Green Seal, Environmental Choice, and others.

· Using alternative fuel vehicles for delivery or transportation purposes and/or vehicles equipped with diesel emission control devices and operating such vehicles with guidance on anti-idling initiatives.

· Working with the SSST to develop and distribute information and/or materials to Commonwealth customers about the Awarded Bidder’s/Contractor’s environmental practices and initiatives throughout the term of the Contract.

· Developing a plan to implement the recycling of materials used or produced in normal business operations.

· The SSST may award points to Bidders who provide evidence that measures and initiatives such as these are in place within their operations, and/or for written proposals submitted with their Quote detailing a commitment to action contingent upon receipt of a Contract award. (See the Additional Environmentally Preferable Products / Practices form on COMMBUYS).

Compensation Structure/Pricing In consideration for the services that Firms will be asked to perform after they have been pre-qualified through this solicitation, MassDEP has established compensation for services in accordance with the following fee structure:

· Fully completed new Survey: $11,000 per PWS

· Fully completed updated Survey (previously surveyed in 2021): $7,000 per PWS MassDEP anticipates that 50% of the applicable fee will be paid upon the Firm’s submittal of the draft survey and back-up documentation to MassDEP. The remaining 50% of the fee will be paid after EPA’s final review and acceptance of the survey.

This fee structure is all-inclusive, and no additional costs (i.e., administrative, printing, copying, travel, etc.) will be authorized or compensated to Firms that are performing these surveys.

Table 1. Compensation Structure/Pricing, Documentation and Review Requirements by Survey Type

Other Terms Continued Qualification Based on Performance

MassDEP’s evaluation and selection of the Firm is based upon the Firm’s material representations regarding the qualifications and expertise of both the Firm and any subcontractor(s) designated by the Firm to perform the scope of services activities as defined in the RFR. Therefore, during the Firm term, the Firm is responsible for and shall provide appropriately qualified, educated, experienced and credentialed Firm (and subcontractor) staff to perform any work that is assigned by MassDEP. At all times during the Contract term, the Firm remains fully responsible for providing both Firm and subcontractor personnel who are capable, qualified, experienced and appropriately licensed (if required) to perform any project activities within the Firm’s designated scope of services areas of expertise. After contract award and upon MassDEP’s request, Firms must have a written plan in place to meet project deadlines in the event that key personnel currently employed leave the Firm’s employment during the course of any awarded contract.

During the Contract term, any Firm may be removed from the pre-qualified master list if the quality of their performance is unacceptable to the Department, or if the Department determines that maintaining the Firm on the pre-qualified master list does not provide best value, or is otherwise not in the best interests of the Department. The Department’s determination to remove a Firm may be based upon a number of considerations, including but not limited to the following: the consistency and compliance of the Firm’s responsiveness to the basic Contract specifications, the quality and the cost effectiveness of the Firm’s equipment items and/or services on one or more selected projects, and the Firm’s responsiveness to the business needs of the Department.

Reporting.

Contractors are responsible for compliance with all contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, as required by this contract.

Contract Management (Contractor’s interface with MassDEP’s Contract Administrator) The MassDEP contact for this RFR and the Contract Administrator once contracts are awarded is:

A. Margaret Finn, P.E.

Environmental Engineer MassDEP Drinking Water Program 100 Cambridge Street, Suite 900 Boston, MA 02114 margaret.finn@mass.gov Right to Suspend or Terminate the Contractor for Performance Problems and/or Violation of Legal Requirements

MassDEP reserves the right to suspend or terminate a Contractor based upon evidence of performance problems on one or more assigned projects, failure to meet and/or comply with the Contract Requirements, fraud in the submission of invoices or with respect to other dealings with MassDEP and/or EPA, violation of any federal, state, or local laws, regulations or requirements, and/or failure to remain current on all fees/taxes/payments owed to the Commonwealth. This provision shall be interpreted in a manner consistent with the requirements set forth in the Commonwealth’s Terms and Conditions.

Audit During the term of this Agreement and for a period of six years thereafter, MassDEP, its auditors, the Operational Services Division, the Office of the Inspector General, or other authorized representatives shall be afforded access at reasonable times to Contractor’s accounting records, including sales information on any system, reports or files, to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Contractor has materially overcharged MassDEP, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

Evaluation criteria Bidder scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter negotiations with the Commonwealth to receive a Contract award.

Mandatory requirements Mandatory Specifications must be met for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components that may be evaluated by the SSST. The SSST reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or may be easily corrected.

Bid sections that include terms such as: “must,” “shall,” “will,” and “required” are mandatory. Failure to meet the requirements of a mandatory specification without providing an alternate that is acceptable to the evaluators may result in the disqualification of a Bidder's proposal.

Desirable specifications Desirable specifications be scored according to the Evaluation Criteria.

RFR specifications prefaced with language such as: “desirable,” “could,” ”may,” ”should,” “preferably,” “prefers,” “suggested,” and ”requested” identify a desirable or discretionary item or factor that is considered by the Purchaser to be “desirable.” The Purchaser has listed all desirable specifications which will receive points in the evaluation criteria.

Evaluation Components The following components will be some of the criteria considered by the SSST when evaluating each Quote:

· A screening of all proposals will be conducted by MassDEP to determine administrative completeness and responsiveness to the requirements in this RFR.

· Responses that pass the administrative screening will be evaluated, scored, and ranked, using the evaluation criteria identified below, for final recommendation and selection.

· Responses that are determined to be incomplete or nonresponsive may be disqualified.

Bidder Qualifications: Technical and Management Experience and Capabilities The SSST will evaluate the qualifications and capabilities of each bidder to perform the required scope of services activities under the contract. This evaluation will emphasize qualifications and capabilities in order to respond to MassDEP’s requirements. Mandatory evaluation criteria include: bidders’ completed submission of all information and documentation required in RFR Sections 3 and 7; receipt of all reference forms and Commonwealth required forms; and evidence that the bidders meet professional qualifications and requirements, as applicable. This step may include verification of credentials and stated experience, and verification of compliance with pertinent professional standards and licensing requirements. The Department may contact individuals other than those listed on reference forms for documentation of any information.

Supplier Diversity Plan Bidders responding to this RFR are required to submit a Supplier Diversity Plan. Requirements for the Supplier Diversity Plan are included in Section 3. At least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions.

Recommendation and Contractor Selection Each response will be ranked for overall quality in accordance with procedures established by the Department. The SSST will review the rankings and evaluations and make recommendations for master list selection.

HOW TO SUBMIT A quote

All Bidders may begin creating and compiling Quote materials as soon as the Bid and all attachments are in the Sent document status in COMMBUYS. Bidders are instructed not to submit Quotes before the Bid Amendment Deadline has been reached (see Estimated Procurement Calendar).

Quote Submission Method Online Quote Submission via COMMBUYS is required.

All Bidders 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 home or landing page. Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active COMMBUYS account for 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 Bidders in submitting Quotes:

· Appendix 4, Instructions for Vendors Responding to Bids Electronically through COMMBUYS, which is part of this document;

· Training sessions focused on online Quote submission, if offered, are noted in the Estimated Procurement Calendar;

· An online job aid on How to Create a Quote

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

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 to access COMMBUYS resources, including new bid postings, job aids, and training schedules for buyers, among others.

Email: Send inquiries to the OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 a.m. to 5:00 p.m., Monday through Friday Eastern Time, except on federal and state holidays.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

Bid Opening Date/Time All Bids must be posted in COMMBUYS before the specified date, month, year, and time displayed as the Bid Opening Date/Time in the Header Information section of the Bid in COMMBUYS. Times are Eastern Time. All Bidders are advised to allow adequate time for Bid submission by considering potential online submission impediments such as Internet traffic, Internet connection speed, file size, and file volume. OSD is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record. COMMBUYS will not accept Bids submitted after the Bid Opening Date/Time deadline.

Quote Contents Bidders must comply with the requirements below.

1. Cover Letter: Signed by an authorized signatory of the Bidder, affirming that the Bidder, by submitting a response to the RFR, agrees to and will comply with all mandatory requirements of this RFR…