MEP Data Driven Policing IMC Law Enforcement System Analysis RFQ ITS75.pdf

Massachusetts Executive Office of Energy and Environmental Affairs – RFQ IMC Law Enforcement System Analysis

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND

ENVIRONMENTAL AFFAIRS

100 Cambridge Street, 10th Floor Boston, MA 02114

Request for Quote (RFQ)

Document Title: IMC Law Enforcement System Analysis COMMBUYS Bid Number: BD-26-1042-IT-IT001-125138

Issued February 5, 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/ http://www.commbuys.com/

1. BACKGROUND & PURPOSE

Agency

The Executive Office of Energy and Environmental Affairs (EEA) seek qualified vendors to provide research, analysis, and recommendations related to the Integrated Management and Communications (IMC) law enforcement system utilized by the Massachusetts Environmental Police (MEP). The selected vendor will evaluate the current system, analyze historical data to inform decision-making, and propose an optimal configuration for the future state.

A. Background for Solicitation

The IMC system is a combination of Records Management System (RMS) and Computer-Aided Dispatch (CAD) platform supporting natural resource / conservation law enforcement operations, resource allocation, and strategic planning. As operational demands and technology evolve, it is essential to ensure that the system is configured optimally, informed by historical performance, and aligned with future requirements. This RFQ invites vendors with expertise in natural resource / conservation law enforcement systems, data analytics, and strategic planning to support this initiative.

2. PROCUREMENT & CONTACT INFORMATION

A. Request for Quote Distribution Method

This Request for Quotes (RFQ) has been distributed electronically using the COMMBUYS system. It is the responsibility of every potential respondent to check COMMBUYS for any addenda or modifications to an RFQ to which they intend to respond. The Commonwealth of Massachusetts (Commonwealth) and its subdivisions accept no liability and will provide no accommodations to respondents who fail to check for an amended RFQ or submit inadequate or incorrect responses.

Respondents may not alter language in an RFQ or any RFQ component files. Those submitting a proposal must respond in accordance with the RFQ directions and complete only those sections that prompt a respondent for a response. Modifications to the body of this RFQ, its specifications, terms and conditions, or which change the intent of this RFQ are prohibited. Any unauthorized alterations will disqualify a response.

B. Statewide Contract.

Any work awarded as a result of this RFQ is pursuant to Statewide Contract ITS81 (Project Services) Category 1 or Statewide Contract ITS75 (Software and Services) Category 4. All terms, conditions, contract rules, and Compensation Structure/Pricing and Expenses established in the respective Statewide Contract shall apply. Additional information concerning the Statewide Contracts can be found using the respective User Guide:

• ITS81: https://www.mass.gov/doc/its81/download

• ITS75: https://www.mass.gov/doc/its75/download

C. Massachusetts Public Records Law

All proposals 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, and Subsection

26. Any statements in submitted proposals that are inconsistent with these statutes shall be disregarded.

D. Supplier Diversity Program

This procurement is targeted to the Commonwealth's Supplier Diversity Program (SDP). The EEA intends to evaluate bid responses from designated small business and to potentially award a contract to an SDP-participate who submits a bid that meets or exceeds the solicitation criteria.

However, this procurement is not limited to business participating in the SDP. Proposals will be expected from qualified ITS81 or ITS75 vendors as well. If it is determined that there is inadequate SDP capacity, or no SDP participating vendors provide a responsive bid, the EEA will then evaluate, and award bid responses received from non-SDP businesses. In order to determine a businesses’ eligibility and to participate in the SDP, please review the requirements and general program information located at www.mass.gov/sbpp.

E. No Guarantee of Resulting Contract

The Commonwealth makes no assurance that any services will be purchased from any contract resulting from this RFQ.

F. Contact Information

All inquiries related to this RFQ should be submitted to:

Contact:

Meghan Barrett Chief Data Officer Executive Offices of Environmental Affairs – Information Technology 100 Cambridge Street, 10th Floor Boston, MA 02114

Email: Meghan.barrett@mass.gov RFQ Name: IMC Law Enforcement System Analysis

BID#:

https://www.mass.gov/doc/its81/download https://www.mass.gov/doc/its81/download https://www.mass.gov/doc/its75/download https://www.mass.gov/doc/its75/download http://www.mass.gov/sbpp http://www.mass.gov/sbpp

G. Procurement Calendar

Bid Release Date February 5, 2026

Deadline for Submission of Questions through COMMBUYS “Bid Q&A” February 11, 2026 at 4:00PM

Official Answers for Bid Q&A published (Estimated) February 18.2026

Deadline for Quotes/Bid Responses

(“Bid Opening Date/Time”)

February 25, 2026 at 4:00PM

Notification of Apparent Successful Bidder(s) (Estimated) March 4, 2026

Contract Start Date

(Estimated)

March 11, 2026

*Dates after Request for Quote Response Due date are anticipated dates. All dates are subject to change.

3. REQUEST FOR QUOTE & CONTRACT INFORMATION

A. Scope of Work

Scope 1 - Application.

The vendor will address three primary objectives:

1. Current State Assessment – Research and outline the current configuration and setup of the existing IMC law enforcement system.

2. Historical Data Analysis – Conduct a comprehensive analysis of historical data to inform current decision-making and resourcing strategies.

3. Future State Recommendations – Develop and outline the best IMC data configuration for future operations.

The contractor shall conduct:

Task 1: Current State Assessment – IMC System Configuration

• System Review: Conduct a full audit of the existing IMC law enforcement system, including data elements available and currently used, data element options (drop down menu options), and user workflows.

• Configuration Documentation: Map out current system and data architecture, modules, permissions, and data flows.

• Operational Workflow Analysis: Evaluate how officers, dispatchers, and administrators currently use the system, identifying redundancies or inefficiencies.

• Gap Identification: Highlight areas where the current configuration does not meet operational needs, compliance requirements, or conservation law enforcement / industry best practices.

• Stakeholder Engagement: Interview key personnel (command staff, IT, frontline officers) to capture user pain points and improvement opportunities.

Task 2: Historical Data Analysis – Informing Decision-Making

• Data Collection & Quality Assessment: Gather historical IMC data sets (incident reports, resource allocation, response times, etc.) and ensure accuracy and consistency with conservation / natural resource law enforcement standards.

• Trend Analysis: Identify patterns in crime types, environmental cycles (daily, monthly, seasonally, & yearly cycles, lunar cycles, tide cycles, weather, daylight/nighttime), geographic distribution, response times, and resource utilization.

• Gap Analysis: As it pertains to the current IMC system only, review existing doctrine to identify gaps with current operational requirements and evaluate IMC training programs for effectiveness.

• Resource Utilization Study: Assess how personnel, vehicles, vessels, and other resources have been deployed historically, and identify inefficiencies.

• Predictive Insights: Use statistical and analytical methods to forecast future resource needs based on historical trends.

• Decision Support: Provide actionable insights using IMC data, wildlife and marine fisheries harvest location data, GPS & GIS reference data for terrestrial and marine locations, public/trust land, boat access ramps per district officer assignment, that can directly inform staffing, budgeting, facility locations, and operational planning.

Task 3: Future State Recommendations – Optimal IMC Configuration

• Benchmarking: Compare current IMC capabilities against peer agencies and industry standards. Specifically, recommend drop down options for call reasons and call actions.

• Technology Roadmap: Recommend upgrades, integrations, or replacements to align with future operational needs. Conduct an analysis of alternatives.

• Process Optimization: Outline improved workflows, reporting structures, and decision-support tools.

• Scalability & Flexibility: Ensure recommendations account for growth, evolving threats, mission priorities, and emerging technologies.

• Data Requirements: Provide recommendations for a data collection framework across the data lifecycle.

Task 4: General Requirements

• Project Management: Maintain clear communication, progress tracking, and milestone reporting throughout the engagement.

• Collaboration: Work closely with agency leadership, IT staff, and end-users to ensure recommendations are practical and adoptable.

• Documentation: Provide thorough written reports, technical documentation, and executive summaries.

• Training & Knowledge Transfer: Include recommendations for staff training and capacity-building to sustain improvements.

• Confidentiality: Ensure strict handling of sensitive law enforcement data, with compliance to all applicable privacy and security standards.

• CJIS certifications: Each contractor with access to law enforcement data shall complete the CJIS certification and provide proof to the Commonwealth of Massachusetts.

Task 5: Miscellaneous Requirements

• Skills Assessment: Evaluate dispatcher and officer proficiency with IMC tool.

• Training Program: Identify gaps in onboarding and refresher training, and develop a training program that includes scenario-based exercises.

• Data Governance: Evaluate how data is stored, accessed, retained, and audited.

• Modernization Options: Compare upgrade paths, vendor solutions, and long-term cost implications.

• Grant Opportunity Identification: Explore federal funding sources for IMC enhancements.

B. Deliverables Key deliverables as discussed above and as directed by EEA shall be completed by the selected Contractor. Such deliverables include, but are not limited to, those listed below. Respondents should include expected completion dates for these deliverables as an attachment to their response.

Deliverables, as determined during the kickoff meeting, should be delivered on or before June 3rd 2026.

Deliverables: Current State Assessment – IMC System Configuration

• System Audit Report: Documentation of existing IMC data elements, dropdown options, and user workflows.

• Configuration Documentation: Detailed mapping of system and data architecture, modules, permissions, and data flows.

• Workflow Analysis Report: Evaluation of operational use by officers, dispatchers, and administrators, highlighting inefficiencies.

• Gap Analysis Report: Identification of unmet operational needs, compliance issues, and best practice gaps.

• Stakeholder Interview Findings: Summary of user pain points and improvement opportunities.

Deliverables: Historical Data Analysis – Informing Decision-Making

• Data Sets: Historical IMC data prepared for analysis, Historical wildlife game harvest data.

• Trend Analysis Report: Patterns in crime, environmental cycles (daily, monthly, seasonally, and yearly cycles, lunar cycles, tide cycles, weather, daylight/nighttime), geography, response times, and resource use.

• Doctrine & Training Gap Analysis: Review of doctrine and training effectiveness.

• Resource Utilization Study: Analysis of personnel, vehicles, MEP facilities and resource deployment inefficiencies.

• Predictive Insights Report: Forecasts of future resource needs using statistical methods.

• Decision Support Recommendations: Actionable insights using IMC data for staffing, budgeting, facility planning, and operations.

Deliverables: Future State Recommendations – Optimal IMC Configuration

• Benchmarking Report: Comparison of IMC capabilities against peer agencies and industry standards.

• Technology Roadmap: Recommendations for upgrades, integrations, or replacements and a summary of the analysis of alternatives.

• Process Optimization Plan: Improved workflows, reporting structures, and decision-support tools.

• Scalability & Flexibility Framework: Recommendations that account for growth, evolving threats, and emerging technologies.

• Data Requirements: Provide recommendations on additional or new data elements needed to conduct an analysis for optimal resource allocation.

Deliverables: General Requirements

• Project Management Deliverables: Communication logs, progress tracking, and milestone reports.

• Collaboration Records: Documentation of engagement with leadership, IT staff, and end-users.

• Final Documentation Package: Written reports, technical documentation, and executive summaries.

• Training & Knowledge Transfer Plan: Recommendations for staff training and capacity-building.

• Confidentiality & Compliance Assurance: Evidence of secure handling of sensitive law enforcement data.

Deliverables: Miscellaneous Requirements

• User Proficiency Report: Strengths and Gaps, common workflow challenges, and impact on operational performance.

• Training Gap Analysis Report: Documentation of deficiencies.

• Scenario-Based Training Modules: High-priority incident dispatch, data entry and validation, and others as determined by MEP.

• Instructor Guides and Participant Materials: Lesson plans, slide decks, and hands-on exercises.

• Data Governance Assessment Report: Storage architecture, access controls, retention schedules, and audit logging.

• Modernization Options: Vendor and solution comparison matrix.

• Grant Opportunity Report: Explore federal funding sources for IMC enhancements.

C. Qualifications & Experience

At a minimum, the selected Contractor’s qualifications and experience should include the following elements:

• Proven experience with law enforcement systems, particularly IMC or similar platforms.

• Expertise in data analytics, system optimization, and strategic planning.

• Familiarity with law enforcement operational requirements and resource allocation.

• Strong track record of delivering similar projects for government or public safety agencies.

• Ability to communicate complex findings clearly to both technical and non-technical audiences.

A selected Contractor’s qualifications and types of experience may be met through one or more subcontracting relationships. If the Contractor (including subcontractor(s)) has comparable qualifications to those that are listed above but does not have the exact qualifications, the bid should explain so.

D. Acquisition Method

Check All

Applicable (“X”):

Category

☒ Fixed Price Contract

☐ Outright Purchase

☐ Rental (not to exceed 6 months)

☐ Term Lease

☐ License

☐ Other:

E. Entities Eligible to Use the Resulting Contract Check One (“X”):

Eligible Entities

☒ Limited User Contract – Restricted to Use by The Executive Office of Energy & Environmental Affairs and the entire Secretariat Defined Entities Only.

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

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

Contract Duration Number of

Options Number of Years/Months

Initial Duration 4 months Renewal Options 12 months Total Maximum Contract Duration

16 months

G. Contractor’s Responsibility & Invoicing

The selected Contractor will be responsible for the timely completion of the requirements described above and as directed by the EEA. The Contractor must assume overall responsibility for coordinating and completing all deliverables contained in the resultant contract. All invoices must be submitted to the EEA on a schedule and in a format to be agreed upon by the EEA and the Contractor. Invoices shall include sufficient back-up documentation to support the amount being invoiced.

H. The Commonwealth’s Responsibility

The Commonwealth's Project Manager will be responsible for overseeing and managing all tasks undertaken by the selected Contractor, including but not limited to, developing a Statement of Work; reviewing, commenting, and approving work plans and subsequent deliverables;

coordinating with the EEA and other program staff as required; approving invoices promptly; and reviewing and preparing work products for reports.

I. Submission Instructions

Respondents to this RFQ must respond via COMMBUYS as outlined in the Procurement Calendar.

Late proposals will not be accepted. Faxed proposals will not be accepted. Unnecessary attachments beyond those sufficient to present a complete, comprehensive, and effective response will not influence the evaluation of the proposal. Each page of the proposal should state the name of the Bidder, and the page number. All correspondence and filings submitted to the EEA shall be directed to the Grant Contact set forth in Section 2 (G) Contact Information.

Responses that do not include all of the information outlined in the Response Package Contents section below may be disqualified. The EEA may ask applicants (Applicants) to provide additional information or to participate in an interview.

Once the award is made, all submissions are subject to the Commonwealth of Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7 and Subsection 26.

J. Response Package Contents Respondents must provide the following sections in their proposal. All responses must include a Transmittal Letter, Executive Summary, Narrative Section, and Cost Proposal as defined below:

1. Transmittal Letter (1-page limit): The transmittal letter should highlight any special features of the response and include the name, phone number, and email for the Applicant’s point of contact and must identify this PON by number. The transmittal letter should acknowledge any Amendments to this RFQ posted on COMMBUYS and be signed by a representative of the Applicant who has the authority to bind the Applicant.

2. Narrative Section (12-page limit): A narrative, not to exceed twelve (12) pages, describing the respondent’s experience and qualifications to complete the above Scope of Work (the page limit does not include resumes or the cost proposal).

3. Cost Proposal (2-page limit): Respondents shall provide an overall project pricing based on hourly rates for personnel assigned to the project. In no instance can any hourly rate exceed the maximum billing rates established in the appropriate Statewide Contract.

Respondents must include any and all ancillary services in the project price. The Commonwealth under no circumstance will pay additional costs related to the project unless previously agreed to by both parties in writing. The cost proposal shall be broken down by task, with each task identifying its associated project cost, and shall also include the total project cost.

4. Vendor Digital Accessibility Questionnaire: Respondents must complete and include in their responses the questionnaire specified here: https://www.mass.gov/info-details/vendor-digital-accessibility-questionnaire

Proposals that include partnerships must designate one party as the lead contractor and identify the team of subcontractors.

4. EVALUATION and AWARD https://www.mass.gov/info-details/vendor-digital-accessibility-questionnaire https://www.mass.gov/info-details/vendor-digital-accessibility-questionnaire

A. Process

The EEA will review the submitted proposals and may conduct an interview process. The Commonwealth reserves the right to select no respondents if the responses do not meet a sufficient standard based on the evaluation criteria. The Commonwealth reserves the right to waive any technical defect or informality in proposals received or to allow the Respondent to correct them, and to accept or reject any proposal or portion thereof. The EEA reserves the right to seek additional information from any and all respondents including but not limited to requests for clarifications and interviews. In reviewing proposals or interviewing respondents, the EEA may seek the input of other relevant agencies or stakeholders.

B. Evaluation Criteria

The selected Contractor is required to have the experience, ability, and skills to complete projects of this type on time and within budget. All proposals received by the due date and meeting the requirements established in this RFQ will be reviewed and evaluated by EEA. The evaluation will include, but will not be limited to, the following criteria:

Effectiveness of the proposed approach (15% points)

• Respondent’s proposed approach demonstrates understanding of the tasks and a logical approach.

• Respondent demonstrates understanding and sound approach to proposed Scope of Work.

Likelihood of proposal to achieve outcomes (15% points)

• Respondent’s proposal, hours allocated to each task, and team composition suggests likelihood of proposal to achieve outcomes and produce deliverables on schedule.

Respondent’s experience with similar projects and relevant subject matter (45% points)

• Respondent team has demonstrated experience including background, knowledge, and experience with the tasks and subject matter described in the Scope of Work, above.

• Specific experience with law enforcement data and systems. Respondents are encouraged to partner as needed to provide such experience.

• Extent to which the proposed budget demonstrates the best value to the Commonwealth, including consideration of total cost and hourly rates for team members.

Supplier Diversity Plan (25% points)

• Respondent makes a commitment under a Supplier Diversity Program

B. TERMS and CONDITIONS

A. Reporting

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

B. Security and confidentiality

The selected Contractor shall comply fully with all security procedures of the Commonwealth and all other applicable state, local and federal agencies in performance of the contract. The selected Contractor shall not divulge to third parties any confidential information obtained by the selected Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of 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.

C. Audit

During the term of this Agreement and for a period of six (6) years thereafter, the EEA, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to the 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 the Contractor has materially overcharged the EEA, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

5. OTHER PROGRAM REQUIREMENTS

A. Supplier Diversity Program

Program Background

Pursuant to Executive Order 599, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

Financial Commitment Requirements

All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as https://www.mass.gov/doc/supplier-diversity-program-sdp-rfr-template-language/download https://www.mass.gov/doc/supplier-diversity-program-sdp-rfr-template-language/download https://www.mass.gov/sdp https://www.mass.gov/sdp https://www.mass.gov/sdp https://www.mass.gov/sdp https://www.mass.gov/supplier-diversity-office https://www.mass.gov/supplier-diversity-office a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories

SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

• Minority-Owned Business Enterprise (MBE)

• Minority Non-Profit Organization (M/NPO)

• Women-Owned Business Enterprise (WBE)

• Women Non-Profit Organization (W/NPO)

• Veteran-Owned Business Enterprise (VBE)

• Veteran Non-Profit Organization (V/NPO)

• Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

• Disability-Owned Business Enterprise (DOBE)

• Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LGBTBE)

Eligible Types of Business-to-Business Relationships

Bidders and Contractors may engage SDP Partners as follows:

• Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

• Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. If subcontracting is proposed, it must meet all the subcontracting provisions (if any) listed in this

RFR.

Program Flexibility

The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

• SDP Partners are not required to be subcontractors.

• SDP Partners are not required to be Massachusetts-based businesses.

• SDP Partners may be changed or added during the term of the contract, provided the

Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements

All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

• Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the SBA Veterans Small Business Certification (VetCert) directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

• Certified by one of SDO’s recognized third-party certification bodies but not yet listed in the SDO Directory of Certified Businesses: Such partners must be certified in eligible categories by one of SDO’s recognized third-party certification bodies, which include the City of Boston, the Greater New England Minority Supplier Development Council (GNEMSDC), the Center for Women & Enterprise (CWE), Disability: IN, National LGBT Chamber of Commerce (NGLCC), or the National Veteran Owned Business Association (NaVOBA), but have not yet opted to be listed in the SDO Directory of Certified Businesses. In order to opt into SDO’s Directory of Certified Businesses, the SDP partner must follow the applicable expedited instructions on SDO’s Apply for Recognition as a Third-Party Certified Business webpage. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

• Not yet certified or recognized by the SDO or one of SDO’s recognized third-party certification bodies: Such partners must be certified in eligible categories by other third party certification bodies that are not yet recognized by the SDO, such as another city or state supplier diversity certification office, the National Minority Supplier Development https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://www.boston.gov/departments/supplier-diversity#get-your-business-certified https://www.boston.gov/departments/supplier-diversity#get-your-business-certified https://gnemsdc.org/certification/ https://gnemsdc.org/certification/ https://gnemsdc.org/certification/ https://gnemsdc.org/certification/ https://gnemsdc.org/certification/ https://www.cweonline.org/ https://www.cweonline.org/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified https://www.navoba.org/certification https://www.navoba.org/certification https://www.navoba.org/certification https://www.navoba.org/certification https://www.navoba.org/certification https://nmsdc.org/mbes/mbe-certification/ https://nmsdc.org/mbes/mbe-certification/

Council, or the Women Business Enterprise National Council, but are not listed in the above-mentioned directories. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification.

Furthermore, no guarantee may be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable for Bidders to provide a description of supplier diversity businesses practices.

Specifically, listing contact information for the individual or unit responsible for establishing and maintaining supplier diversity relationships, and including a written policy for establishing and maintaining supplier diversity relationships.

It is also desirable for Bidders to use the SDP Plan Form to describe additional initiatives related to engaging, buying from and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

• Serving as a mentor in a mentor-protégé relationship.

• Technical and financial assistance provided to diverse businesses.

• Participation in joint ventures between nondiverse and diverse businesses.

• Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Evaluation of SDP Forms

To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

SDP Spending Reports and Compliance

After contract award, Contractors must submit reports at least annually to demonstrate compliance with the agreed-upon SDP Commitment. To submit SDP spending reports using the Supplier https://nmsdc.org/mbes/mbe-certification/ https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ https://massgov.sharepoint.com/sites/EEA-O365/EEA/PMO/EEAIT635DEPMassAirproject/RFQ/www.mass.gov/sdo https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment

Diversity Hub (Hub), Contractors must create a profile in the Hub. Contractors must follow report submission instructions from the issuing department and the SDO.

Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in SBA Veterans Small Business Certification (VetCert) directory shall be counted toward a Contractor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment.

It is the responsibility of the Contractor to ensure they meet their SDP Commitment, and the SDO, and the issuing department, assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

SDP Spending Verification

The SDO and the contracting department reserve the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

Program Resources and Assistance

Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

COMMBUYS Instructions Interested Bidders must submit their response using COMMBUYS.

Useful links:

• Job aid on how to submit a quote: https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

• Webcast: How to Locate and Respond to a Bid in CommBuys, which will familiarize bidders with COMMBUYS terminology, basic navigation, and provide guidance for locating bid opportunities in COMMBUYS and submitting an online quote.

• Bidders MUST have their complete bid fully loaded and submitted prior to the time and date listed in the calendar. COMMBUYS will not allow for bids to be submitted after the posted time.

Bidder may contact the COMMBUYS Help Desk at OSDHelpDesk@mass.gov or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Questions via the Bid (Q&A) on COMMBUYS The Bid Q&A provides the opportunity for Vendors to ask written questions and receive written answers from this RFQ. All Vendor questions must be submitted through the Bid Q&A found on COMMBUYS. Questions may be asked at any time prior to the Deadline for Submission of https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ http://www.mass.gov/sdp http://www.mass.gov/sdp https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

Questions stated in the Estimated Procurement Calendar. EEA reserves the right not to respond to questions submitted after this date. It is the Vendor’s responsibility to verify receipt of questions.

Please note that any questions submitted 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 Vendors are asked to review all questions previously submitted to determine whether the question has already been posted.

Vendors are responsible for entering content suitable for public viewing, since all questions are accessible to the public. Vendors must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Vendor’s company or other companies. EEA 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.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective/ awarded Vendor to maintain an active registration in COMMBUYS and to keep current the email address of the Vendor’s contact person and prospective contract manager. If awarded a contract, the Vendor is required to monitor that email inbox for communications from EEA, including requests for clarification. EEA assumes no responsibility if a prospective/ awarded Vendor’s designated email address is not current, or if technical problems, including those with the prospective/ awarded Vendor’s computer, network or internet service provider (ISP) cause email communications sent to/ from the prospective/ awarded Vendor and EEA to be lost or rejected by any means including email or spam filtering.

Locating Bid Q&A in COMMBUYS 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.

FORM 1 – RFQ RESPONSE FORM

Bidders should avoid including additional components in their responses which are not expressly requested in the RFQ. If multiple options are available and responsive to the RFQ, Bidders must clearly identify the differences in cost and functionality of each option.

I. Statement of Interest and Contact Information

Company or Organization Name:

_______________________________________________ (“Bidder”)

Bidder Address:

Bidder Contact(s):

Name: _________________________________________ Email: _________________________________________ Phone: _________________________________________

Name: _________________________________________ Email: _________________________________________ Phone: _________________________________________

By submitting this RFQ Response, the Bidder hereby agrees and acknowledges that any agreement resulting from the RFQ will be subject to the documents incorporated therein, as provided in this RFQ. The Bidder agrees to all terms of the RFQ including all documents incorporated into the agreement.

II. Business and Technical Response

A. Description of the specific products/service offered:

B. Description of warranty, maintenance, and support applicable to the products and services listed. Note that warranty, maintenance, and support must be consistent with requirements set forth in the applicable statewide contract.

C. Provide an estimate timeframe for commencement and completion of services once a Purchase Order is issued.

D. If Bidder is providing services, provide a list of assumptions on which it is basing its bid.

E. Attach an unlocked, editable copy of any relevant license agreement, subscription agreement, warranty or maintenance agreement, technical support description and any other forms or agreements related to the procurement of the Bidder’s proposed solution, in MS Word format.

III. Cost Response

Task Cost

1 $

2 $

3 $

4 $

5 $

TOTAL: $

A. Attach a valid quote that can be used to issue a purchase order. The quote must include address and contact information for the person to whom the quote can be sent. All quotes must be valid for a minimum of ninety

(90) days after the date of submission.