THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY

DEPARTMENT OF STATE POLICE

470 WORCESTER ROAD

FRAMINGHAM, MA 01702

Request for Response (RFR)

Document Title: Consultant for State Police Academy

COMMBUYS Bid: BD-26-1084-POLGH-GHQ-129145

Agency Document Number: SP27-Academy Monitoring Consultant

June 1, 2026

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us

1 RFR Introduction of Procurement Scope and Description……………………… 1

1.1 Procurement Scope and Description ...…………………………………………. 1

1.2 Applicable Procurement Law ……………………………………………………………… 2

1.3 Acquisition Method ……………………………………………………………………. 2

1.4 Whether Single or Multiple Contractors are Required for this Contract … 2

1.5 Entities Eligible to Use the Resulting Contract ……………………………………... 2

1.6 Expected Duration of Contract ……………………………………………………………... 3

1.7 Anticipated Expenditures, Funding or Compensation …………………………... 3

1.8 Basis for estimated dollar value for this Contract ………………………………… 3

1.9 Basis for estimated number of units for this Contract …………………………. 3

2 Estimated Procurement Calendar …….……………………………………….…………… 4

2.1 Written questions via the Bid Q&A on COMMBUYS ………………………………. 5

2.2 Locating Bid Q&A ……………………………………………………………………

2.3 Amendment Deadline …………………………………………………………………………… 6

2.4 Proposal Format………………………………………………………………………

3 Specifications ………………………………………………………………………………………... 6

3.1 Fiscal Terms …………………………………………………………………………………………… 8

4 Other Terms ………………………………………………………………………………………… 9

4.1 Contractors Terms & Conditions …………………………………………………

4.2 Reporting …………………………………………………………………………………………

4.3 Contract Management …………………………………………………………………………. 9

4.4 Change Notification ……………………………………………………………………………… 10

4.5 Invoices and Payment …………………………………………………………………………. 10

4.6 Contract Amendments …………………………………………………………………………. 11

4.7 Contract Renewals ………………………………………………………………………………... 11

4.8 Performance Measures………………………………………………………….……………... 11

4.9 Insurance……………………………………………………………………………………………… 12

4.10 Contract Termination for Convenience …………………………………………

4.11 Contract Termination for Cause …………………………………………………………... 13

4.12 Audit…………………………………………………………………………………………………… 13

4.13 Eliminating Single-Use Plastic Bottles……………………………………………………. 13

4.14 Security and Confidentiality ………………………………

4.15 Emergency and Response & Preparedness……………………………………… 13

5 Evaluation Criteria ………………………………………………………………………………. 14

6 Instructions for Submission of Responses ……………………………………………. 16

7 Appendix 1 – Required Terms for All RFRS …………………………………………… 18

8 Appendix 2 – RFR Required Specs ………………………………………………………… 20

9 Appendix 3 – Instructions for Execution and Submission of Commonwealth Standard Forms ……………………………………………………………………………………………… 28

10 Appendix 4 - Other Department of State Police Specifications……………………… 30

11 Appendix 5 – Glossary ……………………………………………………………...…………………. 33

12. Appendix 6 – How to Submit a Proposal and Quote in COMMBUYS …………

REQUEST FOR RESPONSE

RFR # SP27-Academy Monitoring Consultant

1 RFR INTRODUCTION OF PROCUREMENT SCOPE AND DESCRIPTION

1.1 Procurement Scope and Description

The Massachusetts Department of State Police (“MSP” or “POL” or “Department”) is the Commonwealth’s statewide police department. Its headquarters is located at 470 Worcester Road, Framingham, Massachusetts. The MSP is organized as follows: there are six (6) Troops across the state, and each Troop has several Barracks within its area. There are also several specialty Units, such are the Air Wing and the Marine Unit.

The MSP seeks a qualified bidder to provide independent, third-party authentication and support services to the MSP and the Executive Office of Public Safety and Security (“EOPSS”) to implement the recommendations from the IACP review of the Massachusetts State Police Academy. See Section 3.

Specifications for additional details.

Bids must be submitted through the COMMBUYS system.

Electronic Quote Submission Instructions

Bidders are advised that Massachusetts State police (1) restrict submission of written questions to the Bid Q&A tool and (2) requires all responses to be submitted using the online submission tools available to active COMMBUYS account holders only. Bidders are solely responsible to monitor this site for Bid amendments, if any. Bidders may monitor the record by frequently checking the Header Information for the list of Amendments. Bidders with active COMMBUYS accounts may also monitor the record through COMMBUYS email notification and record tracking tools enabled when a vendor acknowledges receipt of a bid. To establish a COMMBUYS account, bidders must select the Register link on www.commbuys.com and complete the online subscription process.

Small Business Purchasing Program - (Defined as procurements with an annual value equal to or less than $250,000)

If the procurement value meets the definition of SBPP, the following language applies: This is a Small Procurement targeted at verified small businesses participating in the Commonwealth’s Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submit a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

http://www.mass.gov/sbpp

1.2 Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

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

21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

1.3 Acquisition Method:

Check All Applicable (“X”): Category

Outright purchase/ fee for service. This is a rate contract.

1.4 Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Single or Multiple Contractors

a. Estimated Number of Awards

The MSP anticipates awarding a single Contractor.

b. Adding Contractors after initial Contract Award

This is a Standard Enrollment Procurement. The MSP anticipates awarding a single Contractor.

1.5 Entities Eligible to Use the Resulting Contract

Any contract resulting from this Bid will be open for use by the Department of State Police, and the Executive Office of Public Safety and Security (EOPSS).

1.6 Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration

Number of Options Number of

Years/Months

Initial

Up to 5 years

Renewal Options

Three (3)

Up to one (1) year each option

Total Maximum Contract

Up to 8 years

1.7 Anticipated Expenditures, Funding or Compensation:

This is a new contract opportunity. There are no past expenditures for this service to reference.

If additional funds become available during the contract duration period, the Department reserves the right to increase contracts executed as a result of this RFR, subject to available funding, satisfactory contract performance and service or commodity needed.

Contract prices will remain fixed during the initial contract period. The Contractor will have an opportunity to request a price increase if an option to renew is offered. The Contractor will need to submit written justification and supporting documentation with price increase requests. The Department of State Police does not guarantee that increase requests will be granted.

1.8 Basis for estimated dollar value for this Contract (including all options to renew)

1.9 Basis for estimated number of units for this Contract (including all options to renew)

2 ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid Release Date June 1, 2026

Bidder’s Conference (Estimated / If required) TBA if held

Deadline for Submission of Bidder Questions through COMMBUYS “Bid Q&A”

June 10, 2026, by 3PM

Official Answers for Bid Q&A published (Estimated)

On or around June 17, 2026

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

June 30, 2026, by 3PM

Oral Presentations from Selected Bidder(s) (Estimated)

TBA if held

Bid Evaluations July 2026

Issue Best and Final Offer (“BAFO”) (If required) (Estimated)

July 2026

Notification of Apparent Successful Bidder(s) (Estimated)

July 2026

Estimated Contract Start Date July 2026

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.

Point of Contact:

All formal communication during the bidding period shall be only through the designated point of contact and all submissions shall be via COMMBUYS.

The prime point of contact for this solicitation during the bidding period shall be:

Brian J. Kearnan Director of Contract Services

Brian.J.Kearnan@pol.state.ma.us mailto:Brian.J.Kearnan@pol.state.ma.us

• Optional Bidders Pre-Bid Conference (in-person or virtually held):

The SST may elect to hold a Pre-Bid Bidders’ Conference. This conference could be in person or held virtually through Microsoft TEAMS or Zoom Conference. A Pre-bid Bidders Conference, if held, is a conference conducted by the SST for the purpose of informing prospective Bidders about general Bid information and answering questions from prospective Bidders. If held, to attend the Bidders’ Conference, Bid Intent Forms must be submitted to Brian J. Kearnan by email to Brian.J.Kearnan@pol.state.ma.us. If held, an announcement will be posted to COMMBUYS along with the Bid Intent Form to download, complete, and return.

• Optional Oral Presentations/Product Demonstrations (in-person or virtually held):

If requested, bidders may be required to provide the SST with an oral presentation of their proposal.

Selected Bidders who are asked to participate in oral presentations will be expected to prioritize this in their schedules. It is the preference of the SST that oral presentations be conducted by the bidders in-person, although the SST may elect to hold these meetings virtually through Microsoft TEAMS or Zoom Conference. The SST will make every effort to find a mutually convenient time for the Bidder and the SST. However, failure to appear at the scheduled time of the oral presentation may result in disqualification, reduction of points or other action that the SST deems appropriate. If required, the Department will contact bidders to schedule.

2.1 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 SST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only 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. Additionally, the Department reserves the right to, in its sole discretion, to not answer all questions submitted by Bidders. It is the Bidder’s responsibility to verify the receipt of questions and clarification requests.

Please note that any questions submitted to the SST 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 of the questions are accessible to the public. Bidders must not include any 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 SST reserves the right to edit or delete any 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.

The Department of State Police reserves the option to answer all written questions simultaneously by posting a “Bidder Question and Answer” word document as an RFR attachment posted on the solicitation page on www.commbuys.com.

It is the responsibility of the prospective Bidder and awarded Contractor 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.

2.2 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.

2.3 Amendment Deadline

The SST reserves the right to make 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, and any Bid Q&A records related to this Bid. The SST 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.

2.4 Proposal Format

Bidders must submit their complete proposal via the electronic posting tool in COMMBUYS.

Instructions on how to do this are available at www.commbuys.com.

COMMBUYS Support:

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

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

3 SPECIFICATIONS

Executive Summary: (Bidder Response Required)

Bidder must include a brief Executive Summary highlighting the main points of their response.

Bidder Qualifications / Company Profile: (Bidder Response Required)

Bidders must be established companies with proven experience and expertise. Bidders are to provide a company profile and include a description of all relevant experience related to the scope of service in this

RFR.

Company Profile - Bidders shall include company history, listing all relevant experience. Please include number of years in business, and number of years in the industry. Bidders shall include a description of all http://www.mass.gov/osd/commbuys other areas of business, and the address of their corporate headquarters and any local office. An organizational chart, which includes the identification of all Directors and Principals, shall be included.

Qualifications - Bidders shall submit a written statement outlining the bidder’s qualifications and experience related to the scope of this RFR. Please provide information concerning any current or previous contracts in which similar services are/were provided. Please indicate any services your company provides to any public service, criminal justice, or law enforcement agency. Please provide any information regarding outstanding litigation relating to any contract services and include a list of past litigation and its outcome.

Background:

The Massachusetts State Police Academy (“Academy”) plays a critical role in shaping law enforcement professionals who serve and protect the Commonwealth. The Academy is responsible for the initial training and professional development of MSP Troopers and many local officers who will serve for decades to come.

To ensure that the Academy’s programs, policies, and practices align with modern law enforcement needs, evolving societal expectations, and best practices for training, equity, and accountability, in January 2025, the Department issued a competitive procurement to contract with a vendor to provide a comprehensive assessment of the Academy. The purpose was to have an independent vendor evaluate the Academy’s programming, training methodologies, and organizational culture to provide actionable recommendations that enhance safety, improve recruit retention, and ensure the Academy remains at the forefront of law enforcement training excellence. As a result of this procurement, a contract was awarded to the International Association of Chiefs of Police (“IACP”). IACP has concluded its independent assessment and has issued a final report with recommendations to the Department.

Specifications: (Bidder Response Required)

MSP seeks a qualified bidder to provide independent, third-party authentication and support services to the MSP and EOPSS to implement the recommendations from the IACP review of the Massachusetts State Police Academy.

The successful bidder and Contractor shall verify the Department’s implementation progress of the recommendations set forth in the IACP report through multiple means (e.g., reviewing supporting evidence, conducting periodic check-ins and site visits, and preparing progress reports for MSP leadership and other designated stakeholders). This contract opportunity is not intended to duplicate the IACP assessment, nor re-evaluate the substance of the recommendations. As the Department begins internally implementing the IACP recommendations, the Department seeks a third-party Contractor that will independently verify whether the MSP is doing what it said it would do and whether the evidence supports that status. The successful bidder and Contractor shall serve as an external advisor to MSP’s senior leadership team on implementation, including advice on staffing and funding levels necessary to ensure effective and sustainable implementation, and identifying potential actions MSP could take to improve the efficiency and effectiveness of its progress.

In completion of this project, the Contractor shall combine document and data review, interviews and discussions with MSP and EOPSS staff and leadership, recurring checkpoints, targeted site visits, preliminary performance measures, tracking tools to measure and manage implementation, and periodic written progress reports.

3.1 Fiscal Terms / Pricing (Bidder Response Required)

Compensation will be based solely on the pricing information provided by the bidder and accepted by the Department.

All work shall be guaranteed by the awarded bidder.

The acquisition methods to acquire goods and/or services from this procurement may be outright purchase and/or fee-for service.

Bidders must submit an all-inclusive detailed Cost Sheet and detailed Cost Sheet Narrative for this RFR. The Cost Sheet and Cost Sheet Narrative must specifically explain the pricing structure for the proposed products and services and explain all costs and all fees charged. The Cost Sheet must be all-inclusive. There shall be no “hidden” costs or fees.

The Department requires that the awarded Contractor operate a Contract pursuant to a fiscal structure which shall achieve fiscal transparency, with full reporting and accountability to the

MSP.

The achievement of fiscal transparency requires that responding bidders to this RFR fully explain the pricing structure for the required products and services, and whether charges are issued according to a unit rate (e.g., per item, per hour, day, week, per deliverable, or per service), or an all-inclusive price, or a project-based compensation schedule, or by some other pricing method.

Pricing information and considerations should be provided in a straightforward and concise manner.

Any negotiated prices and discounts for subsequent options to renew time periods will be firm for the entire period of the renewal option.

The Department is looking for the “Best Value” response, which is timely, which supports the required performance outcomes, and which provides the greatest quantity of services at the highest quality.

The Commonwealth and Department make no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid.

Shipping or Freight or Delivery or Handling or Fuel Charges, etc.

The achievement of fiscal transparency requires that bidders clearly itemize and quote these charges. Final charges are subject to negotiation and will be mutually agreed upon by both parties prior to the contract start date. Agreed upon charges must be clearly itemized on invoices.

Buy American Act

If federal funding is used for this contract and if the Buy American Act applies, bidders should explain how compliance is achieved. Please see link below for the 41 USC Ch. 83 BUY AMERICAN

ACT:

https://uscode.house.gov/view.xhtml?path=/prelim@title41/subtitle4/chapter83&edition=preli m

“Allowable materials.—Only unmanufactured articles, materials, and supplies that have been mined or produced in the United States, and only manufactured articles, materials, and supplies that have been manufactured in the United States substantially all from articles, materials, or supplies mined, produced, or manufactured in the United States, shall be acquired for public use unless the head of the department or independent establishment concerned determines their acquisition to be inconsistent with the public interest or their cost to be unreasonable.”

4 OTHER TERMS

4.1 Contractors Terms and Conditions

The Department is not obligated and should not complete, sign or execute any contractor or vendor contracts, invoices or other terms and conditions. It must be clearly understood that the Standard Contract Form and the Commonwealth Terms and Conditions supersede any contractor or vendor contracts, invoices or other terms and conditions. If, by chance, any said contractor or vendor contracts, invoices or other terms and conditions are signed, the signed document is immediately considered invalid.

4.2 Reporting

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

4.3 Contract Management

The Department’s Contract Manager is the point of contact for interested bidders during the procurement process. Bidders may contact the Contract Manager if the bidder is having trouble obtaining any required attachments electronically through COMMBUYS. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SST regarding this RFR except as specified in this RFR, and no other Department employee or representative is authorized to provide any information or respond to any question or inquiry regarding this RFR. The Department’s Contract Monitor is the Department employee responsible for managing and administering the contract upon award. The Department’s Contract Monitor will be the point of contact for the successful bidder and Contractor concerning day to day operational matters and the performance of duties of the contract. The MSP will designate the Contractor Monitor(s) who will work with the Contractor regarding day-to-day operational matters. The Contract Monitor is the lead Project Manager for the MSP.

Contract Manager: Contract Monitor:

Brian Kearnan To Be Announced (TBA)

(508) 820-2127 Brian.J.Kearnan@pol.state.ma.us https://uscode.house.gov/view.xhtml?path=/prelim@title41/subtitle4/chapter83&edition=prelim https://uscode.house.gov/view.xhtml?path=/prelim@title41/subtitle4/chapter83&edition=prelim

4.4 Change Notification

Changes to the Contractor’s contact information, company name, legal address, payment address, tax identification number, authorized signatories, SDO-certification status, or EFT information must be promptly reported via email to the Department’s Contract Manager. In some cases additional paperwork will be required to effect the change. Any change of address, including remit address, requires immediate written notification and submission of a new W-9 Form, Commonwealth Terms and Conditions and a brief letter written on contractor’s letterhead stating that their address has changed “from” and “to.” If written notification is not received changes cannot be done; therefore any payments will be sent to the address which is currently on file and with no late penalty to the Commonwealth.

4.5 Invoices and Payment

Itemized invoices shall be sent to the proper office by the Contractor no later than 30 days after completion of services or receipt of goods. The Contractor’s invoices at a minimum shall include the following:

• Name and address of Contractor

• Telephone number, fax number, and e-mail contact address or Date of invoice and date of delivery

• Name of Department contact person

• Prompt payment discount terms, if offered

• Valid Department of State Police Purchase Order number

All invoices shall be itemized. Itemized invoices shall include a copy of all receipts and any backup documentation. Itemized invoices shall include a complete description for each charge such as number of billable hours, the hourly rate, an explanation and description of the work performed, etc.

Invoicing and credit issues must be resolved in a timely and efficient manner. A copy of the completed, signed and detailed receipt of deliverables, which includes the department employee signature, may be attached to the invoice.

All invoices will be paid in accordance with the Office of the Comptroller's Bill Paying Policy.

Prompt Pay Discounts

Contractors are required to offer prompt pay discounts terms to the Department. Preference or additional points may be given for reasonable offers. If the Contractor offers a prompt pay discount, the discount terms must be clearly indicated on the invoices. The date the prompt payment discount term will begin is the date that the invoice is received and accepted by the Department’s fiscal office or the date of work completion/order receipt, whichever is greater.

Justified Credits

Written credits will be issued to the fiscal office no later than two business days upon request.

Payments will not be processed until written credits are properly received. No penalty will be issued to the Department for late payments caused by disputed invoices.

Tax Exempt

Tax shall not be charged to Executive Branch Departments. The Contractor may request a copy of the Tax-Exempt form from the Department. The Department makes no guarantee that any services will be purchased from any contract resulting from this RFR. The contract resulting from this procurement creates no entitlement or guaranteed funding and payment is subject to completion and acceptance of performance by the Department.

Contractors are agreeing to these terms by submitting a Response to this RFR.

4.6 Contract Amendments

The Department reserves the right to amend this contract. The Department may negotiate changes to the original performance measures, reporting requirements or payment methodologies tied to performance at any time during the contract duration if they are consistent with the specifications of this RFR. The Department reserves the right to negotiate and execute contract amendments with the contractor(s) which the Department determines are necessary to result in the intent of this RFR, to amend the specifications for necessary requirements, or to result in a better valued contract. Negotiation would be with the successful Contractor(s) of this RFR. Amendments may include, but are not limited to, contract dollars, contract performance, increased or decreased obligations, scope of work, quantity, etc.

4.7 Contract Renewal

Prior to the expiration of the initial duration, the Department will notify Contractors of the Department’s intent to renew the contract. Price changes may be requested at that time if supporting documentation of any increases is provided. Renewal rates will be negotiated at the time of the renewal offer. Contract renewal is contingent upon the Contractor’s ability to perform contractual obligations.

4.8 Performance Measures

Any and all work performed through the duration of the contract must be guaranteed by the Contractor to be completed in a workmanship-like manner and according to applicable codes and industry accepted standards. Contractors will only be expected to provide services in their area(s) of expertise; that is, the business for which they receive an award. Each Contractor’s performance will be evaluated on an ongoing basis and will be utilized in determining whether or not to extend the contract. Purchasers may be surveyed as to their satisfaction with the Contractor’s performance under the contract. Contractor performance will also be evaluated based on the number of complaints received from Purchasers. A high number of unresolved complaints will result in a warning to the Contractor and may lead to early termination or non-renewal of that Contractor’s contract.

4.9 Insurance

The Commonwealth of Massachusetts is self-insured and does not pay for additional insurance, which means that it does not purchase separate personal and property liability insurance. The Commonwealth does not provide certificates or other proof of insurance since this is provided for in the statute M.G.L.c.258 (which has the same effect). Therefore, providing this information should obviate the need for providing further proof of insurance. Departments are prohibited from insuring Commonwealth property under M.G.L.c.29,§30 absent specific legislative authorization. This means that a department is prohibited from insuring its property or equipment from damage or loss. In addition to being prohibited from insuring its own property, a department may not insure property it does not own.

The Bidder(s) awarded contracts pursuant to this RFR must have sufficient insurance coverage and this insurance coverage must be maintained during the life of the contract. As part of the response to this RFR, Bidders must provide Certificates of Insurance from their insurance company which may include but is not limited to: Commercial General Liability Insurance, Automobile Liability Insurance, Worker’s Compensation Insurance, Employers Liability Insurance, Professional Liability Insurance. Prior to beginning work pursuant to this RFR with a Subcontractor, the Contractor must provide the Department with certified copies of each Subcontractor’s insurance policies, which must meet the same insurance coverage levels for Contractors as required under this RFR. Any policy limits set in this RFR shall not be interpreted to limit the Contractor’s liability for personal or property damage in the performance of this Contract and the Contractor shall remain fully liable for any personal or property damages in the performance of this Contract.

Certificates of Insurance Bidders must provide copies of all certificates of insurance with their response. Thereafter, Bidders must provide copies of all certificates of insurance on an annual basis.

4.10 Contract Termination for Convenience

In accordance with Section 4 of the Commonwealth Terms and Conditions, the Department of State Police may, in its sole discretion, terminate this Contract at any time without cause for its convenience (“Termination for Convenience”) by giving written notice to Contractor thirty (30) calendar days prior to the effective date of termination or such other period as is mutually agreed upon in advance by the parties. If Contractor is not in default or in breach of any material term or condition of this Contract, Contractor shall be paid its reasonable, proper, and verifiable costs, including work performed and accepted up to the date of termination to the extent previous payments made by the Department of State Police to Contractor have not already done so. Such payment shall be Contractor’s sole and exclusive remedy for any Termination for Convenience and, upon such payment by the Department of State Police to the Contractor, the Department of State Police shall have no further obligation to Contractor. The Department of State Police shall not be responsible for Contractors’ anticipatory profits or overhead costs attributable to unperformed work.

http://www.state.ma.us/legis/laws/mgl/gl-258-toc.htm http://www.state.ma.us/legis/laws/mgl/29-31.htm

4.11 Contract Termination for Cause

In accordance with Section 4 of the Commonwealth Terms and Conditions, the Department may terminate a contract if the Contractor breaches any material term or condition or fails to perform any material obligation required by the contract.

4.12 Audit

During the term of this Agreement and for a period of six years thereafter, MSP, 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, in order 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 MSP, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

4.13 Eliminating Single-Use Plastic Bottles

Pursuant to the requirements of Executive Order 619: Eliminating the Purchase by the Executive Department of Single-Use Plastic Bottles, Contractor will not supply under this contract any beverage in a sealed rigid plastic bottle having a capacity of 21 fluid ounces or less unless no available or practicable alternative that meets the specifications of this contract, or any purchase order made under the contract, exists.

4.14 Security and Confidentiality

The Contractor shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of the Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees while performing 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.

4.15 Emergency Response & Preparedness

In a declared state of emergency where the safety and wellbeing of the Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under this contract on a priority basis. The Bidder’s Response should include the following:

▪ Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency.

▪ A list of emergency contact information including name, position/ title, phone, email, and cell phone.

5 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 into negotiations with the Commonwealth to receive a Contract award.

Mandatory requirements Mandatory Specifications must be met in order for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components to them that may be evaluated by the SST. The SST reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or can 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 will be scored according to the Evaluation Criteria.

RFR specifications prefaced with language such as: "desirable", "could," "can," "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.

Alternatives A Quote which fails to meet any material terms or conditions of the Bid, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, Bidders may submit Quotes proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated Bid specifications.

These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract. The Quote should describe how any alternative achieves substantially equivalent or better performance to that of the Bid specifications.

The SST will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this Bid is to provide the best value of commodities and/or services to achieve the goals of the procurement.

Evaluation Components

The following criteria will be considered by the SST when evaluating each Quote:

CRITERIA MAXIMUM POINTS

Fiscal Terms/Pricing

Scope of Services / Ability to meet RFR Specifications

Bidder Qualifications / Company Profile / Experience 30

Completeness of Response (all required forms) 10

Supplier Diversity (25% weight) (*Applicable if greater than $250,000 annually)

Total available points: 125

An Evaluation Criteria document will be uploaded as an attachment to the solicitation page at www.commbuys.com.

Supplier Diversity Program Plan (SDP): (25% weight) *As applicable based on estimated value

Note to Bidders: A Supplier Diversity Plan is required for a large contract defined as greater than $250,000 in annual spend by a department. Moreover, for contracts where this applies, a department is required to evaluate a bidder’s SDP at a minimum weight of 25% of the overall evaluation criteria.

Small Business Purchasing Program (SBPP) *As applicable Note to Bidders: If based on estimated value, the Small Business Purchasing Program applies, the SST will consider award preference to any responding SBPP certified small businesses. However, in the determination of the SST, if no certified SBPP participating business meet the “best value” evaluation criteria, the SST may award to non-SBPP participants.

Business References:

Using the attachment provided in COMMBUYS, Bidders must provide three (3) current client references in which similar services have been furnished. The client references must demonstrate the Bidder’s ability to perform a project of similar size, nature and complexity as that described in this RFR. The attachment must be uploaded to COMMBUYS at the same time as the Bidder’s response to this RFR.

The SST reserves the option to contact references. All reference reviews are done in a professional and timely manner to minimize the demands on Bidder reference contacts.

It is the Bidder’s responsibility to ensure that any reference provided in its response be aware that they may be contacted by the MSP regarding the services provided by the Bidder. The SST reserves the option to weight reference checks as a component to the evaluation process. If the MSP is unable to contact references, after making reasonable efforts to do so, it will discontinue efforts. The MSP is not responsible for “negotiating” a response from a reference provided by a Bidder.

Optional Added Value:

Added Value is determined by the Strategic Sourcing Team (SST). Added Value is discretionary. Added Value could be anything in the proposal that the bidder includes, that in the view of the SST, is above and beyond the requirements of the RFR, and results in a “best value” to the Department and Commonwealth, which the SST determines to be an additional “plus”, and worthy of additional points.

The SST determines the number of added value points, if any, on a case by case by basis.

Best and Final Offer:

After the deadline for response submission, the Department reserves the right to extend a Best and Final Offer (“BAFO”) opportunity to all or a select number of bidders. Bidders may be asked to submit additional information specific to program specifications and cost.

The SST, at its discretion, may evaluate the BAFO submission as an addition to the scoring evaluation received by the bidder for its original submission, and may evaluate one or more components of the BAFO at its discretion, or may incorporate an evaluation process based entirely on the BAFO.

6 INSTRUCTIONS FOR SUBMISSION OF RESPONSES:

Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix 6: HOW TO SUBMIT A PROPOSAL AND QUOTE in COMMBUYS.

The prime point of contact for this solicitation shall be:

Brian J. Kearnan Director of Contract Services

Brian.J.Kearnan@pol.state.ma.us

Bids must be submitted in COMMBUYS by June 30, 2026, at 3:00PM.

Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

a. Online Questions (Bid Q&A)

Written Questions must be entered by pressing the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). 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.

It is the responsibility of the prospective Bidder and awarded Contractor 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.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment Deadline

The Purchasing Department reserves the right to make 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, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept 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.

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

6.1 Required Forms

Responses to this RFR must contain the following documents:

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms & Conditions Incorporated by reference on

Standard Contract Form

Massachusetts Substitute W-9 Form Wet Ink Signature Required -upon contract award

Standard Contract Form and Instructions

Electronic Submission with bid and & mail original

Contractor Authorized Signatory Listing Electronic Submission with bid and & mail original

Authorization for Electronic Funds Transfer

Wet Ink Signature Required -upon contract award

Supplier Diversity Program Plan Electronic Submission with bid/quote

Prompt Payment Discount Form Electronic Submission with

Business Reference Form or Letters of Reference

Electronic Submission with

Proposal & Price Sheet & Price Narrative

Electronic Submission with

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Response Form A Electronic Submission with

EPP Form Electronic Submission with

Certificate of Liability Insurance Electronic Submission with

The above attachments are available as attachments as part of the bid record on

WWW.COMMBUYS.COM.

All bidders are strongly encouraged to register in www.SAM.gov

7 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS

7.1 General Procurement Information

7.1.1 Access to security-sensitive information

Bidders agree to adhere to this section in the event that an eligible entity provides a Contractor with security-sensitive information which, pursuant to MGL c. 4, § 7, cls. 26(n), is generally exempt from public disclosure under the Commonwealth’s public records laws and must, for public safety purposes, be safeguarded from widespread public disclosure. This security-sensitive information is in the form of blueprints, plans, policies, procedures, schematic drawings, which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, and/or any other records relating to the security or safety of persons (pursuant to MGL c. 66A) or buildings, structures, facilities, utilities, transportation, information technology or other infrastructure located within the Commonwealth. Qualified prospective Bidders that are interested in accessing this information for the purpose of preparing a Quote must, before being allowed to access the information, sign a confidentiality agreement, thereby agreeing to:

restrict the use of these sensitive records for any other purpose than as authorized and for the purpose of putting together a bid proposal;

safeguard the information while it is in their possession (consistent with Section 6 of the Commonwealth Terms and Conditions); and return such records and materials to the Commonwealth upon completion of the project.

7.1.2 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 Quote.

7.1.3 Ownership of Submitted Quotes

The SST shall be under no obligation to return any Quotes or 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.

http://www.sam.gov/ http://www.mass.gov/legis/laws/mgl/gl-66a-toc.htm

Quotes stored on COMMBUYS in the encrypted lock-box are the file of record. Bidders retain access to a read-only copy of this submission via COMMBUYS, as long as their account is active.

Bidders may also 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.

7.1.4 Prohibitions

Bidders are prohibited from communicating directly with any employee of the procuring Department or any member of the SST regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person using the contact information provided in 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 COMMBUYS Helpdesk (see the document cover page for contact information).

In addition to the…