FINAL_FWE_Survey_26.docx

The Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs Department of Fish and Game

Departmental Request for Responses (RFR) RFR File Name/Title: Professional Land Survey Services Qualified Contractor List

RFR File #: FWE-SURVEY-26

COMMBUYS Bid Number: BD-26-1046-COM-COM1-129270

Bid Release Date: May 11, 2026

This is a Rolling RFR. Proposals will be accepted until January 2, 2034.

Boston, MA 02114

Authorized Departmental Users:

Department of Fish and Game (DFG) Department of Conservation and Recreation (DCR) Department of Agricultural Resources (DAR) Division of Capital Asset Management and Maintenance (DCAMM)

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.commbuysCOMMBUYS.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.

DEPARTMENTAL REQUEST FOR RESPONSE

Professional Land Survey Services Qualified Contractor List

RFR # FWE-SURVEY-26

ISSUE DATE: 5-11-2026

RFR INTRODUCTION AND GENERAL DESCRIPTION

Purpose of procurement The Department of Fish and Game (“Purchasing Department”, or “Strategic Sourcing Team (SST)”, or “Strategic Sourcing Services Team (SSTS)”), the Department of Conservation and Recreation, the Department of Agricultural Resources, and the Division of Capital Asset Management and Maintenance (“Department” or “Departments”) are seeking qualified vendors to perform professional survey services and related services for Department land acquisitions, exchanges, and dispositions, and/or wetland and river restoration projects.

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

Number of Awards Multiple vendors will be selected for inclusion on a Qualified Contractors List that may then be utilized by all Authorized Departments for specific survey projects. Criteria and necessary qualifications for inclusion on the Qualified Contractors List are outlined below. The Departments make no guarantee that any services will be purchased from a particular vendor on the Qualified Contractors List or that a particular vendor will be utilized by any or all Authorized Departments.

This is a rolling enrollment procurement. Bidders may submit a Response (a “Quote” in COMMBUYS) to the specified Purchasing Department up to and including the Bid Opening Date in COMMBUYS. The Purchasing Department may execute an individual contract for inclusion on the Qualified Contractors List Contract with any Bidder that is determined to meet the criteria and necessary qualifications of a Qualified Contractor up to the contract end date.

Eligible Entities - Authorized Departments This is a Limited User Contract – Restricted to Use by Defined Entities Only. The Qualified Contractors List Contract resulting from this Bid will be open for use by the Purchasing Department (Department of Fish and Game) and the following other Authorized Departments: Department of Conservation and Recreation, Department of Agricultural Resources, and the Division of Capital Asset Management and Maintenance. The Purchasing Department will act as the authorized signatory of individual Bidder (aka “Vendor”) contracts, as the keeper of the procurement file, and as the primary contact for procurement administration issues. Additional Departments may be authorized to utilize this procurement as needed without a formal amendment to the procurement. Any Department that wishes to be added to the list of Authorized Departments must contact the Purchasing Department. Vendors on the Qualified Contractors List will be notified if additional Authorized Departments are added.

Acquisition Method: Fee for Service

Contract Duration Bidders that have been determined to meet the criteria and necessary qualifications to be included on the Qualified Contractor List will execute a Commonwealth of Massachusetts - Standard Contract Form with the Purchasing Department (Department of Fish and Game).

The resulting Qualified Contractors List Contract can be utilized by all Authorized Departments (Department of Fish and Game, Department of Conservation and Recreation, Department of Agricultural Resources, Division of Capital Asset Management and Maintenance) for specific survey service projects. Please be aware that this RFR (FWE-SURVEY-26) is for consideration and inclusion of Bidders on a Qualified Contractors List Contract only. Requests and awards for specific, individual survey projects are bid separately by Authorized Department to Vendors on the Qualified Contractors List Contract.

The total anticipated duration of the Qualified Contractors List Contract is through June 30, 2034 (the contract end date).

Initial Duration

Total Maximum Contract Duration

This is a rolling enrollment procurement. Bidders may submit a Response via COMMBUYS to the RFR up to and including the Bid Opening Date in COMMBUYS. The Purchasing Department may execute a contract with any Bidder that is determined to meet the criteria and necessary qualifications of a Qualified Contractor up to the contract end date.

The contract end date will be June 30, 2034, regardless of the Effective Start Date of the contract.

Estimated Value of the Contract RFR (FWE-SURVEY-26) is for consideration and inclusion of Bidders on a Qualified Contractors List Contract only. Requests and awards for specific, individual survey projects are bid separately by Authorized Department to Vendors on the Qualified Contractors List Contract. Based on past project volume, on average of 15-20 survey services products in total are purchased annually by the Authorized Departments from the Qualified Contractors List Contract. The estimated annual value purchased per Authorized Department, per Qualified Contractor, is less than $250,000. The Departments make no guarantee that any services will be purchased from the Qualified Contractors List Contract resulting from this Bid, or from any individual Vendor on the Qualified Contractors List. 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.

PROCUREMENT CALENDAR

If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header on COMMBUYS, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record on COMMBUYS for Procurement Calendar updates.

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 Purchasing Department regarding this Bid. Bidders’ questions should 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 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.

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 Purchasing Department 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 (“Vendor”) to maintain an active registration in COMMBUYS and to keep current the 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 the Purchasing Department, including requests for clarification. The Purchasing Department 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 the Purchasing Department to be lost or rejected by any means, including email or spam filtering.

Locating Bid Q&A Log into COMMBUYS, locate the Bid (BD-26-1046-COM-COM1-129270), 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 Purchasing Department reserves the right to make clarifying amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications to this Bid. The Purchasing Department 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 AND REQUIRED QUALIFICATIONS

Additional required terms appear in the Appendices to this RFR.

Bidder Qualifications In order for a Bidder to be eligible for inclusion on the Qualified Contractors List for professional survey services, a Bidder:

· Must hold current certification/licensure as a Professional Land Surveyor in Massachusetts;

· Must have at least five (5) years of experience in performing professional surveys;

· Must be able to provide well researched, recordable plans of land, as well as paper prints and plans that can be submitted digitally in accordance with the Department’s specified standard for digital data submissions;

· Must have the demonstrated ability to perform this service to the satisfaction of the Department;

· Must state in writing their agreement to abide by all terms set out in the RFR and all documents referenced herein; and

· If also electing to offer Optional Work Product (see 3.4.1b), must be able to perform topographic and bathymetric survey services, including field work, data processing, and map production.

Small Business Purchasing Program Program Background The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 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 Purchasing Department to add one or more SBPP participating business(es) to the Qualified Contractors List and for Authorized Departments to award their specific survey projects to an 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 criteria for inclusion on the Qualified Contractors List Contract as described in this solicitation, the SBPP participant shall be awarded a contract.

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 consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP webpage, http://www.mass.gov/sbpp.

Program Resources and Assistance Bidders and Contractors (“Vendors”) seeking assistance regarding SBPP may visit the SBPP webpage or contact the SBPP Help Desk at sbpp@mass.gov.

Environmental Specifications - Executive Order 515 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.

Compensation Structure/Pricing 3.4.1a Required Work Product Land Surveys for Acquisition Projects - In most cases, the required work product will be a recordable plan of land and digital deliverables prepared in accordance with the current Executive Office of Energy and Environmental Affairs (EEA) Specifications for Surveys and Digital Submissions Guide as they exist at the time a project specific bid is requested, or other specifications as identified by the Authorized Department at the time the project specific bid is requested. Please refer to the current “EEA Land Acquisition Policy - Specifications for Surveys” and the “EEA Land Acquisition Policy - Survey Specifications - Digital Submission” documents (both dated January 6, 2015) posted in the “Attachments” tab of the COMMBUYS Bid. These documents are current as of the Bid posting date, May 11, 2026. The EEA Specifications for Surveys and Digital Submission Guide are subject to change during the term of this contract. Vendors on the Qualified Contractors List Contract will be notified whenever new EEA Specifications for Surveys are/or a new Digital Submission Guide is adopted. Other land survey products requested under this RFR may include, but are not limited to, deed sketches, deed studies, or other survey presentation documents.

3.4.1b Optional Work Product Field Survey Services for Restoration (or like) Projects - Qualified bidders may also be requested to provide field survey services such as detailed topographic and bathymetric survey services, including field work, incorporation of existing data (e.g. statewide LiDAR), data processing, and map production. Bidders that are able to provide these optional field survey services, in addition to the required land survey services described in section 3.4.1a, must indicate this in their cover letter.

3.4.2 Project Based Compensation – Project Specific Quotes

Anticipated expenditures are subject to project-specific quotes solicited by and submitted to an Authorized Department by Vendors on the Qualified Contractors List Contract. When an Authorized Department needs professional survey services performed on a specific project, one or more Vendors from the Qualified Contractors List Contract will be contacted by the Department and informed of any special considerations or instructions for the project. If the Qualified Contractors List Contract includes one or more SBPP participating business in the geographic area applicable to the specific project, requests for project-specific bids must include at least one SBPP participating business. Vendors will be asked to provide a project specific bid and a period of performance for completing the project. All such bids must include all costs associated with the completion of the project, including costs for clerical functions, typing, insurance, telephone, postage, facsimiles, mileage, and other incidental expenses. Costs that are not specifically identified in the vendor’s project specific bid will not be compensated under any project awarded pursuant to this RFR.

The Vendor whose project specific bid offers the best value to the Department will be selected for that specific project. The Department’s determination of best value may include consideration of the overall project cost, period of performance for completing the project, the Department’s determination of a Vendor’s suitability to a specific project, the Department’s prior experience with Vendors submitting project-specific bids, and SBPP status. If none of the project-specific bids received meets the Department’s needs, the Department may solicit additional proposals or elect not to award the project.

3.4.3 Work Product Delivery

The time within which the work is to be completed is of primary importance to the Department. Performance of services by the selected Vendor shall begin with a written Notice to Proceed from the Department and is expected to be completed within the timeframe specified therein. In the event the survey deliverable does not conform to the Department’s project specific bid materials, requirements, and specifications, it shall be returned to the Vendor so that it may be revised, amended, or added to without further compensation being paid by the Department, or at the option of the Department, be supplemented or amended via a separate submission by the vendor.

If the selected Vendor does not complete the specified work by the agreed upon delivery date, liquidated damages may be assessed against the vendor until the work is delivered. If work delivered to the Department is found not to comply with the standards of performance of the assignment, liquidated damages may be assessed from the date the vendor is notified of the inadequacies until an adequate work product is delivered to the Department.

3.4.4 Contract Termination

A Vendor’s individual contract may be terminated at any time by the Purchasing Department if the quality of the work is unacceptable to the Department or if the Department determines that maintaining the Vendor on the Qualified Contractors List Contract is not in the best interest of the Department. Such a determination will be made on the basis of the consistency of the Vendor’s work product with the basic specifications, the quality of Vendor’s work product above and beyond basic requirements, and the Vendor’s responsiveness to the business needs of the Department.

Additional terms and conditions for payments and compensation can be found in Appendix C (Scope of Services and Additional Terms and Conditions). Appendix C shall be included as an attachment to any individual contract executed with a Vendor in response to this RFR.

OTHER TERMS

Contract Management The “Purchaser” contact listed in the Master Blanket Purchase Order on COMMBUYS for this Contract is the Commonwealth Contract Manager. All Contract questions must be directed to the Commonwealth Contract Manager.

Changes to a Qualified Contractor’s (“Vendor’s”) contact information, company name, legal address, payment address, tax identification number, authorized signatories, SBPP status, or EFT information must be reported promptly via email to the Commonwealth Contract Manager. In some cases, additional paperwork will be required to effect the change.

Reporting Contractors (“Vendors”) are responsible for compliance with any contract reporting requirements as required by the Qualified Contractors List Contract.

Security and Confidentiality The Contractor (“Vendor”) shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of the Qualified Contractors List Contract. The Contractor (“Vendor”) shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of performing Qualified Contractors List Contract work, including, but not limited to, security procedures, business operations information, personally identifiable information, or commercial proprietary information in the possession of the Commonwealth Agency.

Bid Management Questions regarding this RFR (”Bid”) should be submitted through the Bid Q&A found on COMMBUYS (see Section 2.1) and prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. Answers to questions will be posted on COMMBUYS by the Commonwealth Contract Manager.

AUDIT

During the term of this Agreement and for a period of six years thereafter, the Department of Fish and Game, 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 (“Vendor’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 (“Vendor”) has materially overcharged the Department of Fish and Game, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

EVALUATION CRITERIA

In order for a Bidder to be eligible for inclusion on the Qualified Contractors List Contract for professional survey services, a Bidder:

· Must hold current certification/licensure as a Professional Land Surveyor in Massachusetts;

· Must have at least five (5) years of experience in performing professional surveys;

· Must be able to provide well researched, recordable plans of land, as well as paper prints and plans that can be submitted digitally in accordance with the Department’s specified standard for digital data submissions;

· Must have the demonstrated ability to perform this service to the satisfaction of the Department;

· Must state in writing their agreement to abide by all terms set out in the RFR and all documents referenced herein; and

· If also electing to offer Optional Work Product (see 3.4.1b), must be able to perform topographic and bathymetric survey services, including field work, data processing, and map production.

HOW TO SUBMIT A RESPONSE

COMMBUYS Quote Submission Bidders are required to submit a Response (“Quote”) to this RFR online via COMMBUYS.

All Bidders must submit a Quote 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 Job Aids and Quote Submission Instructions A variety of Job Aids that provide step-by-step instructions to assist vendors in navigating COMMBUYS are available at https://www.mass.gov/lists/job-aids-for-vendors-using-commbuys including:

General / Seller Administration:

COMMBUYS Vendor Registration Job Aid Basic COMMBUYS Navigation and Searching for the Seller Role COMMBUYS Login Assistance Job Aid Maintain UNSPSC Commodity Codes for COMMBUYS Vendor Account Bids and Quotes:

Finding Open and Rolling Enrollment Bids When Logged Into COMMBUYS How to Create a Quote in COMMBUYS How to Withdraw, Reopen, and Resubmit a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid

In addition, the following resources are provided to assist Bidders in submitting a Quote in COMMBUYS:

· Appendix D, “Instructions for Vendors Responding to Bids Electronically through COMMBUYS”, which is part of this document

· The online job aid (also listed above) on How to Create a Quote in 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 This is a rolling enrollment procurement. Bidders may submit a Response (a “Quote” in COMMBUYS) at any time from the Bid Release Date up to and including 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.

COMMBUYS Quote Requirement Bidders should comply with these COMMBUY Quote content requirements:

COMMBUYS QUOTE Submission Checklist

· Review the online job aid on How to Create a Quote in COMMBUYS

· Review Appendix D, “Instructions for Vendors Responding to Bids Electronically through COMMBUYS”

· Upload all of the following documents as part of your COMMBUYS Quote:

· A cover letter which expressly states:

1. The Bidder’s ability to meet the required Bidder Qualifications listed in section 3.1

2. The Bidder’s ability to provide the Required Work Product outlined in section 3.4.1a

3. Whether the Bidder is also qualified for and offering to provide the Optional Work Product outlined in section 3.4.1b

4. The Bidder’s agreement to abide by all terms set out in the RFR

· If also electing to offer Optional Work Product (3.4.1b), a statement (no more than 2 pages) describing qualifications and experiences with this work.

· A list of counties/areas within which the Bidder has extensive experience and wishes to be considered for projects, with preferences indicated if appropriate

· A specific schedule of hourly rates/fees

· Resumes of all key personnel that will be working on survey projects and a brief description of their roles in the project

· Name and contact information of the project manager who shall be responsible for oversight and management of contract performance and shall act as the contact person for receipt of notice and other communications between the Bidder and the Department

· Names and phone numbers for 3 clients from the past 12 months

· Proof of current certification/licensure as a Professional Land Surveyor in Massachusetts

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that she/he/they is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that she/he/they has read and assented to each document’s terms.

File Format Restrictions All digital documents submitted via COMMBUYS must be in .pdf or .gif format, and must be scanned in such a way that they may be read on a computer monitor and printed on 8 1/2” x 11” paper, unless otherwise specified.

Additional Response Documents Within 7 days of submitting a COMMBUYS Quote, Bidders will also submit one copy of each of the documents and forms listed in sections 7.6.1 – 7.6.3 below to the Commonwealth Contract Manager at the following address:

Christy Edwards Department of Fish and Game

RFR FWE-SURVEY-26

100 Cambridge Street, Suite 620 Boston, MA 02114

HELP REDUCE WASTE

· Print doubled-sided when possible

· Do not use plastic binding, dividers, 3-ring binders, etc.

· Use the absolute minimum packaging necessary for good organization

Submit one paper copy of the documents that were submitted via COMMBUYS

· A cover letter which expressly states:

1. The Bidder’s ability to meet the required Bidder Qualifications listed in section 3.1

2. The Bidder’s ability to provide the Required Work Product outlined in section 3.4.1a

3. Whether the Bidder is also qualified for and offering to provide the Optional Work Product outlined in section 3.4.1b

· If also electing to offer Optional Work Product (3.4.1b), a statement (no more than 2 pages) describing qualifications and experiences with this work.

· A list of counties/areas within which the Bidder has extensive experience and wishes to be considered for projects, with preferences indicated if appropriate

· A specific schedule of hourly rates/fees

· Resumes of all key personnel that will be working on survey projects and a brief description of their roles in the project

· Name and contact information of the project manager who shall be responsible for oversight and management of contract performance and shall act as the contact person for receipt of notice and other communications between the Bidder and the Department

· Names and phone numbers for 3 clients from the past 12 months

· Proof of current certification/licensure as a Professional Land Surveyor in Massachusetts

Submit one paper copy of these additional Response documents

· If survey work has been performed for any of the Authorized Departments since July 1, 2025, submit one copy of a land survey >50 acres. If no survey work has been performed for any of the authorized Departments since July 1, 2025, submit copies of two different land surveys >50 acres.

Submit one paper copy of each of the following forms

All form can be found in the “Attachments” tab of the COMMBUYS Bid. All forms listed in section 7.6.3 must have an original ink-signature or acceptable electronic signature (see Section 7.6.5). All forms listed in section 7.6.3 must be signed by an individual identified on the Contractor Authorized Signatory Listing (CASL) form. Please note that the summary instructions provided below for each form are meant to supplement the Instructions found on each of these forms.

· Contractor Authorized Signatory Listing (CASL) Form - Select the applicable form (either the “CASL Form for Corporations” or the “CASL Form for Sole Proprietors”) and complete using the instructions provided on applicable the form. Electronic signatures are acceptable only on the CASL Form for Corporations. The CASL Form for Sole Proprietors must include the notarized signature of the authorized person who can sign contracts and other legally binding documents on the Contractor’s behalf.

· Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form) - If a Bidder previously submitted a Request for Taxpayer Identification and Certification Number (Mass. Substitute W9 Form) and has received a valid Massachusetts Vendor Code, an original W-9 form is not required. A copy of the form as filed may be included. If the Bidder’s name, address, or Tax ID Number have changed since the Mass. Substitute W9 Form was executed, a new Mass. Substitute W9 Form is required. The information on this form will be used to record the Bidder’s legal address and where payments under a State Contract will be sent. The company’s correct legal name and legal address must appear on this form, and must be identical to the legal name and legal address on the Commonwealth Terms and Conditions. Please do not use the U.S Treasury’s version of the W9 Form

· Authorization for Electronic Funds Transfer Form - If already enrolled in the EFT program and no changes are needed, please indicate this in your submission and do not submit the EFT form.

· Prompt Payment Discount Form - Pursuant to the Prompt Payment Discount terms set forth in the RFR Required Specifications for Contracts and on the Prompt Payment Discount Form itself, all Bidders must execute this form. After entering the “Bidder Name” and “Date of Offer for Prompt/Early Payment Discount,” the Bidder must identify the prompt payment discount(s) terms by indicating the “Percentage Discount off of the Proposed Pricing” and the “Turn-around-time for Payments.” In the event of a hardship that prevents the Bidder from offering a prompt payment discount, the Bidder must document this fact and provide supporting information. If awarded a contract, the final negotiated prompt payment discounts will be reflected on the Commonwealth Standard Contract Form.

An original ink-signature or acceptable electronic signature (see Section 7.6.5) is required on all forms listed in section 7.6.3. All forms listed in section 7.6.3 must be signed by an individual identified on the Contractor Authorized Signatory Listing (CASL) form.

Additional Forms The following additional forms will be required ONLY if a Bidder is selected for inclusion on the pre-qualification contract for services under this RFR. These forms will be provided by the Commonwealth Contract Manager if the Bidder is selected and should not be submitted as part of a Bidder’s Quote.

· Standard Contract Form – By executing this document, the Bidder certifies, under the pains and penalties of perjury, that it has submitted a Response to this RFR that is the Bidder’s Offer as evidenced by the execution of its authorized signatory, and that the Bidder’s Response may be subject to negotiation by the Purchasing Department. Also, the terms of the RFR, the Bidder’s Response, and any negotiated terms shall be deemed accepted by the Department and included as part of the Contract upon execution of this document by the State Purchasing Agent or his designee.

· Commonwealth Terms and Conditions - If the Bidder has executed and filed the appropriate Commonwealth Terms and Conditions form pursuant to another RFR or Contract, a copy of this form may be included. If the Bidder’s name, address, or Tax ID Number have changed since the Commonwealth Terms and Conditions form was executed, a new Commonwealth Terms and Conditions form is required. The Commonwealth Terms and Conditions are hereby incorporated into any Contract executed pursuant to this RFR.

This form must be unconditionally signed by one of the authorized signatories (see Contractor Authorized Signatory Listing, below), and submitted without alteration. If the provisions in this document are not accepted in their entirety without modification, the entire Proposal offered in response to this Solicitation may be deemed non-responsive.

The company’s correct legal name and legal address must appear on this form, and must be identical to the legal name and legal address on the Request for Taxpayer Identification and Certification Number (Mass. Substitute W9 Form).

Acceptable Forms of Signature Effective June 15, 2021, for all 1) Office of the Comptroller (CTR) forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways:

i. Traditional “wet signature” (ink on paper)

ii. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or b. An uploaded picture of the signatory’s hand drawn signature

iii. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

Withdrawing a Quote Prior to Bid Opening Date/Time

Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote.

After Bid Opening Date/Time No Quote can be withdrawn after the Bid Opening Date/Time. If the Bidder wants to remove a Quote from consideration, contact the Strategic Sourcing Services Lead for guidance.

Prohibition Regarding Contract Terms Bidders must not, as part of their Quote, propose additional contractual terms, or supplemental or clarifying language pertaining to contractual terms, even if the proposed additions/clarifications are not in conflict with the Commonwealth Terms and Conditions, the Standard Contract Form, or other documents comprising this RFR. Contracting Departments expect that all Statewide Contracts incorporate the same terms and conditions and only those terms and conditions. Contractors who wish to propose additional non-conflicting contractual terms, or supplemental or clarifying language, may do so ONLY on a case-by-case basis, negotiated for each specific engagement and memorialized in the Project Statement of Work.

APPENDIX A

Required Terms for All RFRs

General Procurement Information Alterations Bidders may not alter (manually or electronically) the Bid language or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a Bid.

Ownership of Submitted Quotes The Purchasing Department shall be under no obligation to return materials submitted by a Bidder in response to this Bid. All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Quote, whether or not the Quote is selected for Contract award.

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active. Bidders also may retain a traditional paper copy or electronic copy on a separate computer, or network drive or separate media, such as CD or DVD, as a backup.

Prohibitions Bidders are prohibited from communicating directly with any employee of the procuring Department or any member of the Strategic Sourcing Team (SST) regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide information or respond to questions or inquiries concerning this RFR. Bidders may contact the individual listed in the contact information section of the Header Information this Bid in the event that this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the OSD Help Desk (see the document cover page for contact information).

In addition to the certifications found in the Commonwealth’s Standard Contract Form, by submitting a Quote, the Bidder certifies that the Quote has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding, or planned common course of action with any other Bidder of the commodities and/or services described in the RFR

Terms and Requirements Pertaining to Awarded Contracts Commonwealth Tax Exemption Invoices or invoices submitted to Massachusetts government entities must not include sales tax.

Contractor’s Contact Information It is the Contractor’s responsibility to keep the Contractor’s Contract Manager information current. If this information changes, the Contractor must notify the Contract Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS. The Contractor’s COMMBUYS account also must be updated to reflect the new information.

The Commonwealth assumes no responsibility if a Contractor’s designated email address is not current, or if technical problems, including those with the Contractor’s computer, network, or internet service provider (ISP), cause email communications between the Bidder and the SST to be lost or rejected by any means, including email or spam filtering.

Contractual Status of Orders and Service Contracts Orders or service engagements placed under the Contract established as a result of this Bid (RFR) by Eligible Entities (Authorized Departments) shall be considered separate Contracts between the Eligible Entity (Authorized Department) and the Contractor and shall be deemed to incorporate all of the terms and conditions of the Contract. Nothing contained in any order or service contract shall amend or vary the terms of the Contract. Additional terms which do not conflict with the Commonwealth’s Terms and Conditions, the Massachusetts Standard Contract Form, this Bid and any amendments, or the Bidder’s Quote, may be included in an order or service contract if mutually agreed upon by the Contractor and eligible entity.

Publicity Any Contractor awarded a contract under this Bid is prohibited from selling or distributing any information collected or derived from the Contract, including lists of participating Eligible Entities, Commonwealth employee names, telephone numbers, addresses, or other information except as specifically authorized by the Purchasing Department.

APPENDIX B

RFR - Required Specifications for Commodities and Services Revision Date: July 10, 2024 The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. Additional definitions also may be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

1. COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

It is each Bidder’s responsibility to check COMMBUYS for:

· Any amendments, addenda, or modifications to this Bid, and

· Any Bid Q&A records related to this Bid.

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.

2. COMMBUYS Registration. Bidders may elect to register for a free COMMBUYS Seller account which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: 1) they will maintain an active seller account in COMMBUYS; 2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; 3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; and 4) in the event the Commonwealth adopts an alternate e-procurement platform, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

COMMBUYS uses terminology with which bidders must be familiar to conduct business with the Commonwealth. To view this terminology and to learn more about COMMBUYS, please visit the Learn about COMMBUYS Resources page on mass.gov.

3. Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.

4. Quote Content. Bid specifications for delivery, shipping, billing, and payment will prevail over any proposed Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.

5. Supplier Diversity Office (SDO) Programs. Pursuant to Executive Order 599, the Commonwealth supports the use of diverse and small businesses through the Small Business Purchasing Program (SBPP) and the Supplier Diversity Program (SDP). Based on the estimated value of the procurement, one of the above-mentioned programs shall be applicable to this RFR. For more information on the program that applies to this solicitation, see the body of this RFR.

6. Small Business Purchasing Program (SBPP) This Program DOES Apply to this RFR Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 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 described in this solicitation, the SBPP participant shall be awarded the contract.