DYS2103 LCCA PRF74 Coverletter.pdf

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION & FINANCE

DIVISION OF CAPITAL ASSET MANAGEMENT & MAINTENANCE

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON, MA 02108

(617) 727-4050

MAURA T. HEALEY KIMBERLEY DRISCOLL

GOVERNOR LIEUTENANT GOVERNOR

MATTHEW J. GORZKOWICZ ADAM BAACKE

SECRETARY COMMISSIONER

20 May 2026

REQUEST FOR QUOTE UNDER

PRF74 ENERGY, CLIMATE ACTION, AND FACILITY ADVISORY SERVICES

AT DYS CONNELLY YOUTH CENTER

BOSTON, MA

PROJECT #DYS2301

ISSUED BY:

DIVISION OF CAPITAL ASSET MANAGEMENT & MAINTENANCE

ONE ASHBURTON PLACE

BOSTON, MA 02108

FOR MORE INFORMATION CONTACT:

DCAMM ENERGY PROJECT MANAGER: JOHN KENT

EMAIL: JOHN.KENT@MASS.GOV

PHONE: 857-321-0115

The Division of Capital Asset Management & Maintenance (DCAMM) Energy & Sustainability programs help Commonwealth facilities plan sustainable and energy efficient building projects.

We work to improve energy and water efficiency, climate change adaptation, and resilience for existing, renovated, and new buildings. This Request for Quote (RFQ) addresses startup of the biomass boiler at DYS Connelly in Roslindale, MA.

Site and Project Description The DYS Judge John J. Connelly Youth Center (DYS Connelly) is comprised of approximately 55,800 square feet and was constructed in 1954.

A woody biomass heating system was installed at DYS Connelly) in 2019. DCAMM is seeking LCCA and decarbonization analysis to determine if the biomass boiler is a viable piece of equipment in a decarbonization strategy and if it warrants further investment.

Scope of Work With this RFQ, DCAMM is soliciting a vendor (hereafter designated as “Facility Advisor”) for advisory and consulting services under the statewide contract PRF74 Energy, Climate Action, and Facility Advisory Services for the following task(s).

Category 3 - Energy and Climate Action Facilities Management, Operations, and Maintenance Advisory and Consulting Services

PRF74 Cover Letter V.3, 1/19/2023 Page 2 of 4 o Task 1 Facilities Commissioning:

Life Cycle Cost Analysis of Biomass Boiler

Capital Planning considering Decarbonization goals

For detailed descriptions, deliverables, and schedules of the requested tasks and sub-tasks, see the Scope of Worktable in the Attachments.

General Expectations

Coordination: The Facility Advisor will coordinate ALL visits, communication, and outreach with DCAMM. The Facility Advisor shall not communicate with any parties outside of DCAMM regarding the project without prior DCAMM approval.

Deliverables: Reports and deliverables are to be provided in draft and final versions.

Savings: All improvements must have a carbon reduction or an energy/water savings component (usage and/or rate) unless expressly instructed by the PM to include selected capital improvement measures.

Subcontractor Mark-Up: Please note that though not specified in the PRF74 Energy, Climate Action, and Facility Advisory Services statewide contract, DCAMM intends to enforce a limit of 5% mark-up for overhead and profit by the prime PRF74 consultant on any subcontractor costs.

Invoicing: The Contract User Guide for PRF74, on page 5, states that ”all bills/invoices must minimally include:

o Assignment name.

o Hours billed/invoiced and Statewide Contract hourly rate or portion of project billed:

o Hourly rate: Identify account manager or another vendor agent and applicable hourly rate.

o Project based: Identify portion of project billed and balance remaining, but not an average rate.

o Supporting documents must accompany billing/invoicing received by an engaging entity.

o Totals should be reviewed for correctness by engaging entity prior to approval.

o Total billed/invoiced must meet the Commonwealth’s requirements if audited.

Costs: Proposed costs shall be in accordance with the terms and conditions of the PRF74 contract. Please note that “contractors are not allowed to charge additional fees under this contract. This includes, but is not limited to, charges for permits, set-up, quotes, travel, transportation, commuting, meals, lodging, and any other fee” (PRF74 RFR Section 2.1 Procurement Exclusions: Additional Fees and Surcharges, 8/24/2021, p. 4).

PRF74 Quote Guidelines

1. Quote Submittal

a. Facility Advisor Company: Name, address, and website of responding firm.

b. Contact: The firm’s primary Point of Contact name, email address, and phone number.

c. Acknowledgement: A statement that the respondent has read the RFQ Scope of

Work and the included schedule and is capable of meeting the requirements listed.

PRF74 Cover Letter V.3, 1/19/2023 Page 3 of 4

d. Narrative: A narrative description of how the respondent proposes to approach each task outlined in the Scope of Work.

e. Special Qualifications: Details of any special capabilities of the firm that would bring added value to this project.

f. Staffing: Comprehensive list of proposed Facility Advisor staff to be assigned to this project including resumes for each member of the team.

2. Quote Timeline

a. Q&A: Questions related to this RFQ must be submitted on COMMBUYS using the Q&A function.

b. Quotes Due: Quotes must be submitted electronically on COMMBUYS by the due date and time.

3. Fees

a. Fee Breakdown Table: Proposed costs must be submitted as a “not-to-exceed” fee to complete the scope of work outlined above, broken out by task and sub-task. Prospective Facility Advisor firms shall summarize all expenses by submitting a completed Fee Breakdown Table (see attachment). Submissions must include assigned staffing roles and corresponding hourly rates.

Small Business Purchasing Program (SBPP)

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from

PRF74 Cover Letter V.3, 1/19/2023 Page 4 of 4 consideration, and may result in debarment, contract termination, and other actions. To learn more about SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

Attachments

Scope of Work Table:

o File Name - “DYS2103 LCCA SCOPE OF WORK TABLE.docx”

Fee Breakdown Table:

o File Name – “DYS2103 LCCA FEE BREAKDOWN TABLE.xlsm”

Energy Project Information Collection (EPIC) Form(s):

DCAMM has developed the EPIC form to be used for all energy and water projects. The form will be pre-populated with site-specific information when the DCAMM/CAMIS Site ID is known. The intent is to facilitate and standardize data collection. The form will allow DCAMM to electronically transfer collected information and recommended ECMs into our databases for future reporting and benchmarking.

o This form is not required for this service

Reference Documents:

o DYS1902 Biomass Boiler Project files including as-builts and controls documentation o Existing building HVAC as-builts with terminal units, piping and other related equipment sizing o All relevant utility data will be provided as needed