ITS82 RFQ Bureau of the State House Doc Remediation.docx

Commonwealth of Massachusetts Bureau of the State House

Commonwealth of Massachusetts

Bureau of the State House Document Remediation Project (ITS82)

September 16, 2026

[RFQ NUMBER xx-xx]

THIS RFQ AND ALL RESPONSES AND INFORMATION SUBMITTED IN RESPONSE TO THIS RFQ ARE SUBJECT TO THE MASSACHUSETTS PUBLIC RECORDS LAW, M.G.L., CHAPTER 66, SECTION 10, AND TO CHAPTER 4, SECTION 7, SUBSECTION 26. ANY STATEMENTS IN SUBMITTED RESPONSES THAT ARE INCONSISTENT WITH THESE STATUTES SHALL BE DISREGARDED.

COMMONWEALTH OF MASSACHUSETTS

BUREAU OF THE STATE HOUSE

REQUEST FOR QUOTES FOR SERVICES

Table of Contents

I. General Procurement Information

Boston, MA 02133

II. Description of Procurement

The Bureau of the State House is seeking quotes from qualified vendors on Statewide Contract ITS82 Category C Document Remediation / Testing to provide services related to accessibility as described below, including remediation of electronic documents.

Bureau of the State House is committed to achieving meaningful accessibility for all users, including users with disabilities and complying with the federal Title II of the Americans with Disabilities Act (ADA), Section 508 of the Rehabilitation Act, and applicable Web Content Accessibility Guidelines (WCAG 2.1 Level AA).

III. Scope of Work and Deliverables

The vendor will provide accessibility testing and remediation of four heavily illustrated informational booklets formatted as PDF files. Bureau of the State House will supply the vendor with the files or they may view the files on the State House Art Commission website (https://www.mass.gov/lists/art-commission-publications).

List of Files:

Italy under the Golden Dome (32 pages) Art of the Civil War at the Massachusetts State House (25 pages) Illustrated History of Ashburton Park (10 pages) The History and Legacy of the Grand Army of the Republic in Massachusetts by Ian Delahanty (36 pages)

The vendor will remediate these documents to comply with WCAG 2.1 Level AA standards while retaining the same visual page design and layout of images and text. The vendor will test and review the files indicated above and evaluate whether they have clearly met in all material respects the WCAG 2.1 Level AA standards and any other applicable accessibility standards. If Bureau of the State House or the vendor identifies accessibility defects in the files, the vendor will remediate such defects so that the files comply with the WCAG 2.1 Level AA standards.

The expected duration of this project is 6 months from anticipated start date and the remediated files will be delivered to the Bureau of the State House electronically as PDF files. The remediated files will be hosted on the State House Art Commission website for use by the general public for educational purposes.

The vendor will submit to Bureau of the State House a written report documenting the findings of the initial assessment and the steps taken for remediation, referencing pertinent sections of the applicable accessibility standards.

IV. Bidder Responses

Signed Cover Letter

Narrative Response

Cost Response

Responders must include the following information in their quotes:

A. A signed cover letter including agreement to all of the terms of this RFQ;

B. Separate (a) Narrative and (b) Cost Responses. The Narrative Response must not include any cost information.

C. Narrative Response must include:

1. Executive summary explaining why your company is well qualified to meet the Bureau of the State House’s needs. Focus on strengths other than cost.;

2. Explain how your company will provide the services required by this RFQ. Include your approach, methods, timeline, key factors for success, relevant knowledge and experience, and how you will complete the required deliverables;

3. A specific response to each of the items listed in section III of this RFQ.

4. A description of all dependencies and/or assumptions made by the Bidder;

5. Describe the staff and other company resources that will be used for this contract. Include any work or resources that will be outsourced to individuals or organizations outside your company.

6. A minimum of three (3) references for customers (either currently under active contract with the Bidder or previously under contracts which expired within the past three (3) years) that are similar in size and scope to Bureau of the State House and for which the Bidder provided services similar to those described in this RFQ. This section must include the scope and duration of the engagements.

V. Procurement Calendar and Process

All times in this RFQ are prevailing Eastern Time.

After the deadline for response submission Bureau of the State House reserves the right to extend a Best and Final Offer Opportunity to all or a selected number of responders. Responders may be asked to submit additional information specific to project specifications and cost.

It is Bureau of the State House’s intention, barring unforeseen circumstances, to make a final selection by Wednesday, September 30, 2026.

VI. Evaluation Criteria

Qualified vendors and sub-contractors must be able to demonstrate technical expertise and prior experience testing and remediating documents for compliance with accessibility standards, laws and regulations.

The responses to this RFQ will be evaluated based on the criteria listed below.

1. The Bidder’s proposed approach to meeting the RFQ specifications (clarity, comprehensiveness, relevance, accuracy, methodology and approach to deliverables).

2. The Bidder’s previous experience performing similar projects related to accessibility.

3. Quality and completeness of written response and business references.

4. Cost response

VII. Instructions for Submission of Responses

Interested Bidders must submit one (1) electronic copy of the response to the RFQ in Microsoft Word or PDF format via COMMBUYS. Responses must be received no later than the response due date and time indicated in the Event Calendar above or they will not be evaluated.

Unnecessary samples, attachments, or documents not specifically requested in the RFQ should not be submitted. Bidders must adhere strictly to the procedures as outlined herein. Responses to this RFQ or any parts thereof received by the Commonwealth after the required date and time will be rejected as unresponsive to the RFQ. Delivery of responses by any method other than via COMMBUYS will NOT constitute receipt by the Commonwealth. It is the sole responsibility of the Bidder to ensure that responses are received at the proper location and prior to the stated deadline.

VIII. Expected Duration of Contract

IX. Acquisition Method

This is a fixed-rate, deliverable-based procurement. However, should Bureau of the State House determine that additional work related to the project described in this RFQ is required following the completion of the fixed price engagement described herein, it reserves the right to hire the vendor at the hourly rates included in its bid to complete additional work related to that engagement.

X. General Information

A. Bid/Response Rejection: Bureau of the State House reserves the right to reject any or all bids (responses), in whole or in part and for any reason deemed necessary. Bidders who fail to check for amended RFQs and submit inadequate or incorrect responses. Bidders are advised to check the “last change” field on the summary page of RFQs for which they intend to submit a response to ensure that they have the most recent RFQ files. Bidders may not alter (manually or electronically) the RFQ language or any RFQ component files. Modifications to the body of the RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited and may disqualify a response. Bureau of the State House reserves the right not to enter any agreement under this RFQ.

B. Contract: The Contract will consist of, in order of importance, (1) the Commonwealth Terms and Conditions for IT Contracts, (2) the Standard Contract Form and the Standard Contract Form Instructions and Contractor Certifications, (3) RFR ITS82, (4) the Bidder’s response thereto, (5) this RFQ (as it may be amended), (6) any Statement of Work negotiated by the parties, and (7) the Bidder’s response to the RFQ.

In the event of a conflict in language between any of the above-mentioned documents, the provisions and requirements set forth or referenced in the document of highest priority in the conflict, starting with the Commonwealth Terms and Conditions for IT Contracts, which has the highest priority of all such documents, shall govern.

XI. Miscellaneous

A. General

By submitting a proposal in response to this RFQ, Bidders agree to the following terms:

1. Bureau of the State House will not pay for any costs other than those set forth in the Bidder’s response to this RFQ.

2. All bids submitted in response to this RFQ must be valid for a minimum of ninety (90) calendar days.

3. Extraneous marketing or promotional materials are discouraged and such information will not be factored into the evaluation of Bidders

4. Bureau of the State House will not pay any charges not set forth in this RFQ.

B. Contract Amendments

Bureau of the State House reserves the right to amend this RFQ or any contract resulting from this RFQ. Bureau of the State House 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 RFQ. Bureau of the State House reserves the right to negotiate and execute contract amendments with the contractor(s) which Bureau of the State House determines as necessary to result in the intent of this RFQ, to amend the specifications for necessary requirements, or to result in a better valued contract. Negotiation would be with the successful Bidder of this RFQ. Amendments may include, but are not limited to, contract dollars, contract performance, increased or decreased obligations, scope of work, quantity, etc.

C. Limitations.

This RFQ does not commit the Commonwealth or Bureau of the State House to approve a Statement of Work, pay any costs incurred in the preparation of a Bidder’s response to this RFQ or to procure or contract for products or services. Bureau of the State House reserves the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all or none of the products and services as a result of this RFQ. Bureau of the State House further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of Bureau of the State House or the Commonwealth of Massachusetts to do so.

D. Review Rights

Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of Bureau of the State House including non-allied and independent consultants retained by Bureau of the State House now or in the future, for the sole purpose of obtaining an analysis of responses. Any and all respondents may be asked to further explain or clarify in writing areas of their response during the review process. Bureau of the State House retains the right to request further information from respondents.

E. Nonresponsive Bids

Bureau of the State House reserves the right to exclude from further consideration nonresponsive bids that fail to meet the submission requirements of this RFQ.

F. Proprietary Notices.

All bids submitted in response to this RFQ shall be public record. All notices included in such bids to the effect that bid content is confidential or proprietary, that the distribution of such bids is prohibited or that by opening or accepting the bid Bureau of the State House is accepting such terms, are null and void, and any portions of the response so marked shall still be considered public record.

G. Small Business Purchasing Program (SBPP) Program Background This procurement is designated as a Small Business Purchasing Program (SBPP) procurement in accordance with Executive Order No. 599 and the Commonwealth’s Diverse and Small Business Program Policies. This procurement has an estimated annual value of $250,000 or less and is therefore subject to SBPP requirements.

SBPP Award Preference All Bidders may submit a response to this solicitation. However, the Issuing Department intends to award the contract to a Bidder that is registered as an SBPP participant in COMMBUYS and meets the Department’s best value criteria.

The Department will evaluate responses from SBPP participants first. If one or more SBPP participants submit a responsive bid that meets the Department’s requirements and best value criteria, the Department will award the contract to the highest ranked SBPP participant.

If no SBPP participant submits a responsive bid that meets the Department’s requirements and best value criteria, the Department may evaluate and award to a non-SBPP Bidder.

Best Value and Bidder Engagement Responses submitted by SBPP participants will not be rejected for price or other desirable criteria without the Department first undertaking reasonable efforts to achieve best value through clarification, negotiation, and/or a Best and Final Offer (BAFO), as appropriate.

SBPP Participation Eligibility A business must first be verified by the Massachusetts Supplier Diversity Office (SDO) as a small business and appear in COMMBUYS as an SBPP-registered business. The business is responsible for keeping its COMMBUYS information accurate.

To qualify, the business must satisfy all four of these requirements:

· Massachusetts location: Its principal place of business must be in Massachusetts.

· Operating history: It must have been in business for at least one year.

· Size: Across all locations, it must have 50 or fewer full-time-equivalent employees, or its employees must work fewer than 26,000 combined hours per quarter.

· Revenue: Its annual gross revenue must be $15 million or less, measured using the three-year average reported on the applicable tax forms.

For a nonprofit, there are additional requirements: it must be properly registered as a nonprofit or charitable organization with the Massachusetts Attorney General’s Office, current on required filings, and tax-exempt under IRC § 501(c).

SBPP Application Process Eligible businesses can register for the SBPP prior to bidding, with approval generally provided within 24–48 hours after applying. To learn more and apply, visit the webpage Register for the Small Business Purchasing Program (SBPP).

SBPP Compliance Requirements A bidder must maintain current SBPP status when submitting a bid and throughout any resulting contract. Misrepresenting SBPP status can lead to disqualification, debarment, contract termination, or other actions.

Program Resources and Assistance Information and assistance are available through the SBPP webpage, or by contacting the SBPP Help Desk at sbpp@mass.gov.

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