Fire Safety RFR Final Specification - 6-2024.docx

The Commonwealth of Massachusetts Department of Developmental Services

Address: 1000 Washington Street Suite 410 Boston, MA 02118

Contact Name: Michelle Harris

Email: DDSPOSProcurement@mass.gov

Request for Response (RFR)

Document Title: Fire Safety Training - 25

COMMBUYS BID Number: BD-25-1023-1023C-1023L-104056

DDS RFR Document Identifier: FireSafety25

Date: June 11, 2024

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 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. To register go to www.COMMBUYS.com.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. The Department of Developmental Services 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.

Public Records: All information, documents, and attachments submitted as a response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Contents

1.0 Procurement Scope and Description

The Request for Response (RFR) will solicit responses from fire safety personnel qualified to provide trainings to Department of Development Services (DDS or the Department) direct care staff and DDS provider agency direct care staff in the areas of fire safety and fire prevention, with topics including preventing and controlling fire-related emergencies in the absence of trained firefighters.

1.1 Procurement and Contract Structure

This RFR incorporates all relevant provisions of 801 CMR 21.00 Procurement of Commodities and Services, the Standard Contract Form including related Instructions/Certifications, the Commonwealth Terms and Conditions, the Operational Services Division’s Required Specifications, Attachment C, and any updates to these documents during the life of this procurement.

This RFR will result in the establishment of a list of qualified trainers who may be engaged to provide training sessions to DDS and provider staff in statewide locations in the areas of fire safety and fire prevention. Bidders will submit a proposal through COMMBUYS that will be reviewed by a Procurement Management Team (PMT) which will consist of representatives from the DDS Central Office who will review and score proposals submitted in response to this RFR.

1.2 Applicable Procurement Law

Executive Branch Applicable Laws

1.3 Whether Single or Multiple Contractors Are Required For Contract(s)

Check One (“X”)

1.4 Calendar Rule Type

No responses will be received after the bid open date unless the Department choses to reopen.

1.5 Acquisition Method

1.6 Use of a Procurement by a Single or Multiple Departments

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract

Anticipated Initial Duration up to: 4 years

Final End Date of this Contract: 06/30/2028

At any time during the duration of the contract, the Department may conduct reviews of services and may consider taking corrective action, up to and including cessation or termination of all or part of the services covered under the contract.

1.8 Anticipated Expenditures, Funding or Compensation For Expected Duration

The reimbursement for providing a single training is $400 per training, inclusive of travel, preparation time and all other costs. Please note DDS is able to provide photocopying (with sufficient advance notice).

Estimated Value of Procurement (Including Anticipated Renewal Options): $150,000

Check One (“X”)

Will Federal Funds be used to fund any part of Contract(s)?

Funds Balance Forward Requirement for Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications (Scope of Service)

Bidders interested in this RFR will provide Fire Safety training for staff working within the DDS community services. Fire Safety training is conducted, on average, once per week throughout the four regions of the Commonwealth for a total of approximately 40-50 trainings annually. Bidders of this service must be willing to travel to locations where trainings will take place and will not be compensated for travel, tolls, meals, or any other cost.

DDS and provider staff are mandated to attend Fire Safety trainings to ensure capability and efficient work with Department individuals. Awarded Bidders will teach these skills to staff to promote competency. Awarded Bidders will report to the Director of Learning and Staff Development, or designee, and receive payment from the Department for trainings once completed with approval from the Director, or designee.

3.0 Performance Requirements and Contract Monitoring

Bidders must meet the following requirements:

· Provide proof of a valid Firefighter’s Certification – present or retired.

· Follow the guidelines set forth by the Department’s Learning and Staff Development Director.

· Use a curriculum which meets all the standards of the Department and follows the Mission Statement and Guiding Principles of the Department.

· Exercise discretion in handling confidential material and information in accordance with the applicable law and professional standards.

· Are available to travel within the Commonwealth.

· Have an understanding of adult learning theory.

· Are willing to meet mandatory training requirements as mandated by the Governor, such as but limited to, ‘Conflict of Interest Training’, and ‘Disability Awareness Training.’

4.0 Contract Invoicing

A Bidder may not begin services or incur any obligation in any form until a Standard Contract Form with any supplements thereto has been signed by authorized representatives of DDS and the Bidder.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

5.0 Evaluation Criteria

To be considered, a Bidder must submit: 1) their resume, 2) proof of valid Firefighter’s Certification, 3) copy of the proposed curriculum, and 4) other forms required under this RFR.

6.0 Estimated Procurement Calendar

Deadline for Questions

The Department is not accepting questions.

BID Opening Date/Deadline for Electronic Submissions All responses must be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS.

June 28,2024*

* This RFR is a rolling enrollment BID. Interested vendors can submit an application and required forms through 12/31/2027.

7.0 Submission Requirements

*If you do not know or do not have a Vendor Code, please leave this field blank on the CASL Form.

7.1 Other Forms

If the following signed documents are not on file with the Office of the State Comptroller, or there are changes to forms current on file, the Bidder must submit electronic versions of these forms to the email address noted on the cover page of this BID.

· Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

· EFT Form

The above noted forms may change or be revised during the life of this procurement. Updated forms will be posted on COMMBUYS.

7.2 Instructions for Submission of Forms

All responses to be submitted electronically using the online submission tools available to Bidders registered in COMMBUYS.

The Department is processing the standard contract form electronically when possible. Bidders should not submit signed copies of the standard contract form posted on COMMBUYS with their proposal. This form is posted for informational purposes only.

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 in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this, the submitter attests that they are an agent of the Bidder with authority to sign on the Bidder’s behalf, and that they have read and assented to each document’s terms.

To be considered, complete package must be submitted electronically using the online submission tools available to Bidders registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click to the Commonwealth must on the “Register” link on the front page.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DDS 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

File Format and Naming Conventions Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in a .zip format when saved. Other zip file formats will not be accepted.

DDS requires that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder and the RFR document identifier found on page 1.

Amendments to BID The Department reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DDS 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.

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 PMT 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.

7.3 Public Records

All information, documents, and attachments submitted as a response to this RFR are public documents subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

7.4 COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· A link to a job aid on Creating a Quote on COMMBUYS

· A link to a job aid on Finding Open and Rolling BIDS While Logged into COMMBUYS Website: Go to www.mass.gov/osd/commbuys to access Job Aids

Email: Send inquiries to the COMMBUYS Helpdesk 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 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays. Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day. Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

8.0 Other Requirements

8.1 Debarment

The Contractor certifies that neither it nor any of its subcontractors are currently debarred or suspended by the federal or state government under any law or regulation including Executive Order 147; M.G.L. c. 29, § 29F; M.G.L. c. 30, § 39R; M.G.L. c. 149 §§ 27C, 44C and 148B; and M.G.L. c. 152, § 25C. The Contractor shall comply with all applicable state laws and regulations stated in the Standard Contract Form Instructions and Contractor Certifications.

8.2 Privacy and Data Security:

In performing its work, the Contractor will have access to Protected Information (“PI”) and/or Confidential Information, from, for, or on behalf of DDS. In performing and/or providing activities, functions and/or services for or to DDS pursuant to the Contract which involve access to or use, maintenance, disclosure or creation of PI or Commonwealth Security Information belonging to DDS, Contractors shall comply with all obligations set forth in Attachment C, the Business Associate Agreement Standard Terms and Conditions Addendum, as well as applicable laws that may be in effect upon execution of, or as may be effective, during the course of this contract, including, but not limited to M.G.L. c. 66A, M.G.L. c. 93H, M.G.L. c. 123B, §17, 801 CMR 3.00, 201 CMR 17, 115 CMR 4.05 and 4.06, and the HIPAA Privacy and Security Rules, 42 CFR 431, Subpart F, 42 CFR Part 2, In performance of its duties under the Contract, the Contractors must comply with M.G.L. c. 66A, M.G.L. c. 93H, and any other applicable federal or state law or regulation pertaining to the use, disclosure, maintenance, privacy, confidentiality or security of Protected Information, which shall be defines as any “personal data” as defined in M.G.L. c. 66A, any “personal information” as defined in M.G.L. c. 93H, and any other individually identifiable information that is treated as confidential under State or Federal Law (including, for example, any state and federal tax return information) that the Contractor uses, maintains, discloses, receives, creates, transmits or otherwise obtains in connection with its performance of its duties. Any PI created or maintained by the Contractor pursuant to the Contract, shall only be used for the purposes stated in the Contract.

If the Contractor becomes aware of any breach or potential breach of this Subsection 8.4, the Contractor must notify the applicable DDS and any other agency that is impacted by such breach immediately. To the extent possible, the notice shall include (1) a description of what happened, including the date of the incident and the date of discovery; (2) the nature and extent of the PI involved; (3) the unauthorized person who used the information or to whom the disclosure was made; and (4) what the Contractor is doing to investigate the breach, to mitigate harm, and to protect against any further breaches. The Contractor shall provide the state agencies with any other available information that may be required or requested. The Contractor shall cooperate in the any of the state agencies in the analysis of any breach of such laws and participate in conducting any risk assessment in this area, if requested by any of the agencies.

The Contractor shall be responsible for the full cost of any notifications that must be sent to third parties as a result of any such breach as is required under M.G.L. c. 93H. Prior to sending any notifications under M.G.L. c. 93H, the Contractor must consult with the applicable state agency. The Contractor shall cooperate in the any of the state agencies in the analysis of any breach of such laws and participate in conducting any risk assessment in this area, if requested by any of the agencies.

As of the Contract effective date, the Contractor shall implement administrative, physical and technical safeguards that reasonably and appropriately protect the confidentiality, integrity and availability of PI and that prevent use or disclosure of such PI other than as provided for the Contract.

image2.jpg image1.png image2.png