Meeting Room FINAL.pdf

The Commonwealth of Massachusetts Division of Marine Fisheries

(617) 626-1520 | www.mass.gov/marinefisheries

MAURA T. HEALEY KIMBERLEY DRISCOLL REBECCA L. TEPPER THOMAS K. O’SHEA DANIEL J. MCKIERNAN Governor Lt. Governor Secretary Commissioner Director

Updated: August XX, 2021

ISSUE DATE: 9/8/2025

Purchasing Department Massachusetts Division of Marine Fisheries Address 836 S Rodney French Blvd City, State Zip Code New Bedford, MA 02774 Procurement Contact Person Bradlie Morgan Telephone Number 857-270-3526 E-Mail Address Bradlie.morgan@mass.gov RFR Name/Title Event/Meeting Space rental RFR Number 26003 COMMBUYS Bid Number

1. Description or Purpose of Procurement:

The Division of Marine Fisheries holds stakeholder meetings, public hearings, and public body meetings throughout Massachusetts, and also hosts public hearings of the Atlantic States Marine Fisheries Commission. This requires the occasional use of large meeting rooms in discrete locations, as such rooms may not be available at state facilities.

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

REQUEST FOR RESPONSE

Event/Meeting Space rental

RFR # 26003 / COMMBUYS Bid# BD-26-1046-DMF-FWE20-120720

3. Acquisition Method:

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is 10; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

Limited User Contract – Restricted to Use by Issuing Entity Only.

RFR # 26003 / COMMBUYS Bid# BD-26-1046-DMF-FWE20-120720

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

Contract Duration Number of Options Number of

Years/Months Instructions

Initial Duration

4 years Initial Duration and will run from the Contract Effective/Start Date (execution date) through 06/30/2029

Renewal Options

1 at 4 years Through 2033

Total Maximum Contract Duration

8 years

7. Contract Performance and Business Specifications:

Scope of Services:

Hotels, conference centers, and community rooms capable of hosting meetings between 25 and 200 people. Ability to provide a/v support upon request.

Fiscal Terms: COMMONWEALTH IS TAX EXEMPT, BILLS ARE PAYABLE IN ACCORDANCE WITH CTR’S BILL PAYMENT POLICY, All invoices will be paid by EFT

8. Small Business Purchasing Program

Program Background

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

SBPP Award Preference

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

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program

RFR # 26003 / COMMBUYS Bid# BD-26-1046-DMF-FWE20-120720

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.

Program Resources and Assistance

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

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

9. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance 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 https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

RFR # 26003 / COMMBUYS Bid# BD-26-1046-DMF-FWE20-120720 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. Bid responses must identify how a contractor meets these goals.

10. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

11. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that 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 may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

12. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 9/8/2025 5:00 pm

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

9/8/2028 5:00pm

Notification of Apparent Successful Bidder(s) (Estimated)

Estimated Contract Start Date

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

RFR # 26003 / COMMBUYS Bid# BD-26-1046-DMF-FWE20-120720

13. Required Forms

Responses to this RFR must contain the following documents

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms and Conditions Electronic Submission

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

Electronic Submission

Standard Contract Form and Instructions Electronic Submission

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Prompt Payment Discount Form Electronic Submission

14. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids