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COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND

ENVIRONMENTAL AFFAIRS

100 Cambridge Street, 10th Floor Boston, MA 02114

Request for Responses (RFR)

Municipal Vulnerability Preparedness Planning 2.0 Program - Equity Partners

COMMBUYS Bid Number: BD-27-1042-ENV-ENV01-133468

Project Number: FY27CLIM0039

Date: 10/1/2026

Please note: This is a single document associated with a complete Solicitation that can be found on COMMBUYS. All Bidders are responsible for reviewing and adhering to all information, forms, and requirements found in all tabs and related forum records for the entire Solicitation. To locate the Solicitation associated with this document, go to www.COMMBUYS.com, select the “Search for solicitations” link, enter the above Document Number in the “Document Number field, and select the “Search” button. Bidders who need help regarding COMMBUYS navigation may refer to the COMMBUYS Resource Center at www.mass.gov/osd for documents and guides. Bidders may also contact the COMMBUYS Helpdesk at commbuys@state.ma.us or the COMMBUYS Helpline at 1-888- 627-8283. 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.mass.gov/osd mailto:commbuys@state.ma.us

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Contents

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

1.2 Background information

1.3 Applicable Procurement Law

1.4 Number of awards

1.5 Adding Contractors after initial Contract award

1.6 Eligible Entities

1.7 Acquisition Method(s)

1.8 Accessibility Contract Language

1.9 Finance Terms

1.10 Contract Duration

1.11 Estimated Value of the Contract

1.12 Open Enrollment / Addition of Vendors

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Written questions via the Bid Q&A on COMMBUYS

2.2 Locating Bid Q&A

2.3 Amendment Deadline

2.4 Interview and Presentations

3 SPECIFICATIONS

3.1 Bidder Qualifications

3.2 Supplier Diversity Plan (SDP)

3.2.1 Program Background

3.2.2 Financial Commitment Requirements

3.2.3 Eligible SDP Partner Certification Categories

3.2.4 Program Flexibility

3.2.5 SDP Plan Form Requirements

3.2.6 Executive Order 515, Establishing an Environmental Purchasing Policy

3.3 Service Agreements

3.4 Compensation Structure/Pricing

3.4.1 Travel expenses and all other expenses

4 OTHER TERMS

4.1 Reporting

4.2 Security and confidentiality

5 AUDIT

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6 EVALUATION CRITERIA

6.1 Evaluation Criteria

6.2 Mandatory requirements

6.3 Alternatives

6.4 Evaluation Components

6.4.1 Cover Letter

6.4.2 Key Personnel - Proposed Equity Partners

6.4.3 Proposed Equity Partner Qualifications and Experience

6.4.4 Cost Details

6.4.5 Prior Projects and Writing Samples

6.4.6 References

6.4.7 Conflicts and Litigation (Conflicts Disclosure)

6.4.8 Supplier Diversity Plan

7 HOW TO SUBMIT A QUOTE

7.1 Quote Submission Method

7.2 COMMBUYS Quote Submission Instructions

7.3 COMMBUYS Support

7.4 Bid Opening Date/Time

7.5 Quote Contents

7.5.1 RFR Submission Checklist

7.5.2 Electronic Signatures

7.5.3 Acceptable Forms of Signature

7.6 Limits and Restrictions

7.6.1 File Naming Conventions

7.6.2 File Size Limits

7.6.3 File Format Restrictions

7.7 Withdrawing a Quote

7.7.1 Prior to Bid Opening Date/Time

7.7.2 After Bid Opening Date/Time

7.8 Additional Quote Terms

7.8.1 Prohibition regarding contract terms

7.8.2 Bidder Response Form

8 APPENDIX 1 – SCOPE OF SERVICES AND DELIVERABLES

9 APPENDIX 2 – REQUIRED TERMS FOR ALL RFRS

9.1 General Procurement Information

9.1.1 Alterations

9.1.2 Ownership of Submitted Quotes

9.1.3 Prohibitions

9.2 Terms and Requirements Pertaining to Awarded Contracts

9.2.1 Commonwealth Tax Exemption

9.2.2 Contractor’s Contact Information

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9.2.3 Contractual Status of Orders and Service Contracts

9.2.4 Publicity

10 APPENDIX 3 - RFR - REQUIRED SPECIFICATIONS

11 APPENDIX 4 – INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS

ELECTRONICALLY THROUGH COMMBUYS

APPENDIX7 Glossary

Project # FY27CLIM0039/ COMMBUYS Bid# BD-27-1042-ENV-ENV01-133468

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

The Commonwealth of Massachusetts Executive Office of Energy & Environmental Affairs is soliciting Bidders for the acquisition of approximately six (6) Equity Partners. Equity Partners (EP) are dynamic and committed individuals that help MVP communities embed environmental justice (EJ), equity, and community engagement into the decision-making process, development, and implementation of a climate resilience Seed Project. Bidders could be 1) organizations who are able to provide staff members for multiple positions,

2) sole proprietors or 3) individuals. For the MVP 2.0 Program, the Equity Partner (EP) will collaborate with the Planning Vendor (PV) to support a Core Team of municipal staff and Community Liaisons (individuals who have deep connections to EJ communities and other priority populations within their communities), through several steps of the MVP 2.0 program. Equity Partners will provide equity training, guidance, and direct support to this Core Team as they connect to their communities, gain a deeper understanding of the needs of vulnerable populations within their communities, and develop and vet a Seed Project that will build climate resilience in consideration of those needs. Such EJ and equity centered approaches must employ inclusive, robust public participation and meaningful involvement particularly from EJ communities and other priority populations. Qualified candidates will have a passion for equity-centered processes and meaningful community engagement, strong communication and consensus building skills, and deep experience working on community-engaged projects that have advanced equity.

The responsibilities of the Equity Partner (EP) in the MVP 2.0 process include: acting as an advisor and facilitator to support the Core Team, ensuring they feel valued and confident in their role; providing guidance to the municipal lead and Core Team on selecting a Planning Vendor (PV), recruiting municipal staff and Community Liaisons, and developing strategies that center equity and lived expertise; leading or co-leading key discussions and sessions on topics such as social vulnerability, climate equity, and inclusive engagement, helping the team recognize and address biases, power dynamics, and the needs of populations disproportionately impacted by climate change; supporting the development and vetting of community resilience priorities and Seed Project ideas, ensuring outreach and engagement activities are accessible and inclusive. Throughout the process, the Equity Partner (EP) documents progress and provides feedback to the MVP team.

The FY27 MVP 2.0 project timeline for the Equity Partner (EP) role is estimated to run from February 2027 to February 2028. During this period, each Equity Partner (EP) is expected to support their communities through the first year of the MVP 2.0 process. However, EEA reserves the right to include additional communities and/or deliverables related to this procurement, which may extend the timeline.

1.2 Background information

The MVP grant program created in 2017 as part of Executive Order 569 provides support for communities in Massachusetts to identify climate hazards, assess vulnerabilities, and develop action plans to improve resilience to climate change. Communities that complete the MVP Planning Grant process become designated as an MVP Community and are eligible for MVP Action Grant funding to implement the priority actions identified through the planning process. Currently 99% of the Commonwealth is enrolled in the program, meaning 350 cities and towns in Massachusetts have either completed the initial Planning Grant process or that they are currently completing it and will soon be designated as an MVP Community and eligible for MVP Action Grants.

The MVP 2.0 program, run by the Massachusetts Executive Office of Energy and Environmental Affairs, expands on the work communities have done to date and supports them with new methods, tools, and resources for building climate resilience. MVP 2.0 is a way for participating communities to revisit their resilience priorities with a focus on equity and community engagement as they translate those priorities into action through project development and implementation.

The MVP 2.0 program does this through:

• Convening a community team to lead equitable climate resilience work;

• Providing training on strategies for building climate resilience, equity, and climate justice;

• Revisiting resilience priorities with the involvement of the wider community and a stronger assessment of social inequities and resilience;

• Helping the municipality and community to co-develop and implement a project that builds community resilience, with guaranteed funding for implementation; and

• Providing a process that can be replicated for future, competitive MVP Action Grants.

This work is different from the original MVP Planning Grant (MVP 1.0) approach. It focuses less on understanding how extreme weather events will impact infrastructural and environmental assets in the community, and more on building social resilience. This includes exploring the factors that create vulnerability or resilience for people living or working in the community. It involves digging deeper into issues like food security and housing affordability and understanding how those factors shape what is needed for building resilience to climate change.

The MVP 2.0 process calls on a Core Team composed of municipal staff and community members with strong connections to communities that will be most impacted by climate change; Planning Vendors who bring project management skills and have experience in building climate resilience; and Equity Partners who will help orient the process around social equity, considerations of EJ communities and other priority populations*, and meaningful community-engagement. Together, this team will focus on connecting and collaborating with community members and expanding the voices of those involved in climate resilience efforts.

* Priority populations are people or communities who are disproportionately impacted by climate change due to life circumstances that systematically increase their exposure to climate hazards or make it harder to respond. This includes factors like physical ability, access to transportation, health, and age that can indicate whether someone or their community will be disproportionately affected by climate change.

1.3 Applicable Procurement Law

This Bid is issued under the following law(s):

• MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

1.4 Number of awards

The number of Contractors is expected to range from 1-6. The Project Manager (PM) may award more or fewer Contracts if it is in the best interests of the Commonwealth to do so. Overall, EEA is seeking approximately six (6) Equity Partners, whether from the same overarching organization, individual bidders, or a combination.

1.5 Adding Contractors after initial Contract award

If, over the life of the Contract, the PM determines that additional Contractors should be added, these may first be drawn from qualified individuals, organizations, or companies that responded to this Bid but were not awarded contracts. If necessary to meet the requirements of the Commonwealth, the Bid may be reopened to obtain additional Quotes.

1.6 Eligible Entities

Any contract resulting from this Bid will be open for use to EEA.

1.7 Acquisition Method(s)

The acquisition method to acquire goods and/or services from this Bid is Fee for Service.

1.8 Accessibility Contract Language

The Commonwealth of Massachusetts’ Enterprise Digital Accessibility Policy drives ongoing efforts to make Massachusetts’ Digital Assets, including those delivered by a third-party, accessible and usable by all persons as required by state and federal laws. Where a Deliverable includes a Digital Asser, such Deliverable must meet the Commonwealth’s Digital Accessibility Standards.

The Commonwealth’s Digital Accessibility Standards include the Web Content Accessibility Guidelines (WCAG) version 2.1 level A and AA developed by the World Wide Web Consortium (W3C). Bidder must comply with the digital accessibility obligations set forth in the Vendor Digital Accessibility Contract Language and Vendor Digital Accessibility Testing Obligations and any subsequent versions or amendments.

During the bidding process and upon request, Bidder shall cooperate and provide the Commonwealth, or any third-party digital accessibility service provider procured by the Commonwealth, access to test its digital products for accessibility at no additional cost to the Commonwealth. The digital products must be available to the Commonwealth for evaluation prior to purchase and on an ongoing basis.

1.9 Finance Terms

Bidders understand and agree that the following terms may be incorporated into any engagement stemming from this procurement. By submitting a bid, bidder certifies their ability and willingness to comply with these terms and requirements.

Invoicing Schedule: Contractor agrees to submit invoices no less frequently than monthly for the duration of this engagement. Contractor agrees to issue an invoice for performance through June 30th of each year no later than July 31st of the same calendar year.

Submitting Invoices: Contractor agrees to submit all invoices via email directly to the Commonwealth’s Project Manager, Elder González Trejo (MVP Program Coordinator) and CC'ing invoices.env@mass.gov.

Required Documentation: In addition to performance documentation as required by this agreement and the Commonwealth’s Standard Terms and Conditions, Contractor agrees to note the “MMARS Doc ID(s)” and “RFQ/Procurement or Other ID Number” as specified on Page 1 of this agreement on each invoice.

Form of the Required Invoice: Contractor shall submit a system-generated or otherwise formal vendor invoice on company letterhead, including remittance information, and bearing a unique invoice number and date of issuance.

Required Information on the Invoice: Each invoice shall include the applicable department reference numbers as assigned at the time of contract execution, a detailed description of services rendered or goods delivered, the corresponding charges, and the specific dates of service.

https://www.mass.gov/info-details/enterprise-digital-accessibility-policy https://www.mass.gov/info-details/enterprise-digital-accessibility-policy#6-digital-accessibility-standards https://www.mass.gov/info-details/enterprise-digital-accessibility-policy#6-digital-accessibility-standards https://www.mass.gov/info-details/vendor-digital-accessibility-contract-language https://www.mass.gov/info-details/vendor-digital-accessibility-contract-language https://www.mass.gov/info-details/vendor-digital-accessibility-testing-obligations https://www.mass.gov/info-details/vendor-digital-accessibility-testing-obligations#access-to-test-digital-products mailto:invoices.env@mass.gov

Financial Reporting: Annually, and no later than April 30th, Bidder agrees to provide Contract Manager with a summary of expenses incurred since the prior July 1st and projected costs through the upcoming June 30th.

1.10 Contract Duration

The expected duration of this contract is as follows:

Contract Duration Number of Options Number of Years/Months

Initial Duration 17 months from the estimated execution date of February 1, 2027, through June 30, 2028.

Renewal Options Three (3) options to renew for approximately one year each

Total Maximum Contract Duration

4.5 Years

(February 2027 – June 2031)

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

1.11 Estimated Value of the Contract

Total bids for Equity Partners are estimated to be equal to or less than $480,000 for the 17-month estimated period of the contract. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

1.12 Open Enrollment / Addition of Vendors

The Commonwealth intends to establish a contract with multiple qualified Contractors pursuant to this RFR. This procurement will utilize an Open Enrollment process, allowing the Commonwealth to reopen the solicitation at any time, or at established intervals, during the contract term for the purpose of accepting responses from additional qualified Vendors.

During each Open Enrollment period, eligible Vendors may submit a response in accordance with the requirements, specifications, terms, conditions, and evaluation criteria established in this RFR. Responses received during an Open Enrollment period will be evaluated using the same requirements and evaluation methodology applicable to the initial procurement.

Vendors meeting all applicable requirements and determined to provide best value to the Commonwealth may be awarded a contract and added to the existing pool of Contractors. The addition of Vendors through Open Enrollment shall not extend or otherwise modify the established contract end date.

The Commonwealth reserves the right to establish the frequency, duration, and timing of Open Enrollment periods and may reopen the solicitation when deemed necessary to meet the Commonwealth's procurement needs.

2 ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid Release Date October 1, 2026

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

October 15, 2026, at 5 PM

Official Answers for Bid Q&A published (Estimated) October 20, 2026

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

November 6, 2026, at 5 PM

Interview and Presentations for Selected Bidder(s) (Estimated)

Week of November 16, 2026

Notification of Apparent Successful Bidder(s) (Estimated)

November 30, 2026

Negotiations (Estimated) December 1, 2026 – December 31, 2026

Estimated Contract Start Date February 1, 2027

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.

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 PM regarding this Bid. Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions) and 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.

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

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 PM reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The PM 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 Interview and Presentations

Selected Bidders who are asked to participate in Interviews and Presentations will be expected to prioritize this in their schedules. The PM will make every effort to find a mutually convenient time for the Bidder and the PM. However, failure to appear at the scheduled time of the presentation/demonstration may result in disqualification, reduction of points, or other action that the PM deems appropriate.

3 SPECIFICATIONS

Additional required terms appear in the Appendices to this RFR.

3.1 Bidder Qualifications

1. Experience in leading or facilitating projects centering equity in their processes, specifically paying greater attention to the needs of Environmental Justice (EJ) communities and other priority populations or experience co-designing or facilitating an initiative or planning process where decisions were led or substantially shaped by community members, specifically residents from historically underrepresented groups.

2. Proven ability to provide training in diversity, equity, and inclusion, unpacking how existing inequities relate to systemic racism, accessibility barriers, political marginalization, and disinvestment.

3. Strong track record of outreach and community engagement with EJ communities and other priority populations, organizing policy action, and/or co-producing knowledge for research or grant-funded programs.

4. Ability to build and sustain strong community partnerships and relationships between community members, community organizations, and/or municipal governments.

5. Experience investigating the root causes of community vulnerability to better understand and/or address the factors that shape community resilience including but not limited to safe and secure housing, job opportunities, social connections, access to reliable internet, affordable food, and transportation options.

6. Passion for working with municipal governments to connect and develop stronger relationships with community members and organizations.

7. Experience working in multi-racial, multicultural, or EJ and priority populations.

8. Experience with municipal governments, governance, community organizations and mobilization in

MA, including the priorities, challenges, opportunities and conditions that communities across the Commonwealth experience.

9. Excellent written, verbal, and interpersonal skills.

10. Ability to work both independently and collaboratively.

11. Ability to identify critical tasks and effectively manage competing priorities.

12. Proficiency with utilizing and managing time effectively within the allocated budget.

13. In addition, residence or operating location in Massachusetts or within a reasonable drive is preferred. This is a hybrid role that will require services to often be provided in-person at the assigned Massachusetts communities.

Demonstrated experience in the following areas contributes favorably to the bidder’s response:

14. Experience with consensus building.

15. Subject matter expertise in issues of climate change and climate action.

16. Proficiency in multiple languages and/or familiarity with implementing language access into processes.

17. Understanding of rural communities and equity work in rural communities.

18. Understanding of the MVP program, the work requested in this RFR, and the connections between climate impacts, collaborative governance, and social resilience.

3.2 Supplier Diversity Plan (SDP)

3.2.1 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).

All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

3.2.2 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 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.

https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/supplier-diversity-office

3.2.3 Eligible SDP Partner 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)

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

• Disability-Owned Business Enterprise (DOBE)

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

3.2.4 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.

3.2.5 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, 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 Veteran 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.

https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://www.boston.gov/departments/supplier-diversity#get-your-business-certified 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://nglcc.org/lgbtbe-certification/ https://www.navoba.org/certification https://www.navoba.org/certification

• 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 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 also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives (if any) 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

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 Hub, Contractors must create a profile in the Hub. Once registered, awarded contractors must report information such as, but not limited to, SDO or SDO-recognized SDP partner(s), spend with SDO partner(s), and total contract sales. Contractors must follow report submission instructions from the issuing department and the SDO.

https://nmsdc.org/login/?redirect_to=https://nmsdc.org/?page_id=47261 https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ https://www.mass.gov/forms/take-the-certification-self-assessment

SDP Spending Compliance Only Spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the SBA Veteran 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. 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.

3.2.6 Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must comply 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 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. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order may be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

3.3 Service Agreements

Must be negotiated by PM in advance of use. Such agreements must not conflict with Commonwealth’s Terms and Conditions. In general, see OSD and CTR Policy Guidance, “State Finance Law and General Requirements,” concerning execution of vendor contracts.

3.4 Compensation Structure/Pricing

This is a fee for service contract. Contractors will be paid for work completed on a monthly basis. Each payment request should include an invoice and a brief summary of work completed. The Contractor will be responsible for the timely completion of the requirements described in the detailed Scope of Services and Deliverables (see Appendix 1) and as directed by EEA. The Contractor must assume overall responsibility for coordinating and completing all tasks contained in the resultant contract.

3.4.1 Travel expenses and all other expenses

Travel expenses within the Commonwealth of Massachusetts for trips up to 75 miles one way will be reimbursed for in-person engagement. However, any out-of-state travel by the bidder coming to the Commonwealth will not be covered as an expense. Special considerations may be made for other travel-related costs (e.g., ferry fees). Additional travel-related expenses may be allowed with prior authorization from the Commonwealth Agency, but in no case will the amount be more than that allowed for https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ http://www.mass.gov/sdp mailto:sdp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 http://www.mass.gov/epp https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://public.powerdms.com/MAComptroller/documents/1778985 https://public.powerdms.com/MAComptroller/documents/1778985

Commonwealth of Massachusetts employees. (Search the Human Resources Division (HRD) website at www.mass.gov/hrd for the term “Red Book.”)

4 OTHER TERMS

4.1 Reporting

Contractors are 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.

Changes to the Contractor’s contact information, company name, legal address, payment address, tax identification number, authorized signatories or EFT information must be promptly reported via email to the EEA Contract Administrator. In some cases, additional paperwork will be required to effect the change.

EEA’s designated Contract Administrator is as follows:

Elder González Trejo Municipal Vulnerability Preparedness Program Manager Executive Office of Energy and Environmental Affairs 100 Cambridge Street, Suite 900 Boston, MA 02114-2524 Phone: (857) 275-4100 Email: elder.gonzaleztrejo@mass.gov

4.2 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 or sensitive policy pre-deliberative information obtained by the 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.

5 AUDIT

During the term of this Agreement and for a period of six years thereafter, Executive Office of Energy and Environmental Affairs, 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, 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 Executive Office of Energy and Environmental Affairs, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

http://www.mass.gov/hrd mailto:elder.gonzaleztrejo@mass.gov

6 EVALUATION CRITERIA

Each proposed Equity Partner in a Bid will be scored based on the evaluation criteria below. Scoring will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter negotiations with the Commonwealth to receive a Contract award. EEA will review the submitted proposals and may conduct an interview process. EEA reserves the right to select no Bidders if the proposed Equity Partners do not meet a threshold of 60 technical points on the scoring criteria below. EEA reserves the right to waive any technical defect or informality in proposals received or to allow the Bidders to correct them, and to accept or reject any proposal or portion thereof. EEA reserves the right to seek additional information from any and all Bidders including but not limited to requests for clarifications and interviews. In reviewing proposals or interviewing Bidders, EEA may seek the input of other relevant agencies or stakeholders. If the Bidder is an organization proposing several different Equity Partners, EEA reserves the right to select some of the proposed Equity Partners for the project and deny others, based on scoring. EEA may award multiple contracts under this bid so that the result is approximately six (6) Equity Partners.

The selected Equity Partners must have the experience, ability, and skills to complete projects of this type on time and within budget.

6.1 Evaluation Criteria

All proposals received by the due date and meeting the requirements established in this Bid/RFR will be reviewed and evaluated in accordance with, but not limited to, the following criteria for each proposed Equity Partner:

Criteria Possible Points Scoring Guidance

Qualifications and Experience

55 Each Equity Partner should demonstrate significant knowledge, experience, and skills necessary to complete all tasks and deliverables described in the detailed Scope of Services and Deliverables (see Appendix 1) and specified in Section 3.1 “Bidder Qualifications.”

Each Equity Partner should demonstrate experience in leading or facilitating projects of a similar type, size, and scope to this project, and demonstrate that they will be available across the project contract term.

Prior Projects and Writing Samples

10 Each Equity Partner should demonstrate prior experience successfully completing similar projects and provide proof of strong writing skills needed to develop deliverables for the public and policymakers.

Supplier Diversity Plan 25 The Bidder responding to this RFR is required to submit a

Supplier Diversity Plan*.

*Requirements for the Supplier Diversity Plan can be found in Section 3.2 “Supplier Diversity Plan (SDP)”.

Total Technical Points 90

Cost Details 10 The Bidder should provide the hourly rates for each proposed Equity Partner as well as a budget for any direct costs like travel mileage, see Section 3.4.1 (Travel expenses and all other expenses.) The bidder should also indicate the expected maximum number of communities each proposed Equity Partner can take on per round.

Total Possible Points 100

6.2 Mandatory requirements

In accordance with Commonwealth procurement requirements, a minimum of 25% of the total available evaluation points must be allocated to the evaluation of the bidder’s SDP Plan submission.

6.3 Alternatives

A Quote that fails to meet any material term or condition 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 that 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 the alternative achieves substantially equivalent or better performance than those described in the Bid specifications.

The PM 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.

6.4 Evaluation Components

The following components will be some of the criteria considered by the PM when evaluating each Quote:

6.4.1 Cover Letter

Signed by an authorized signatory of the Bidder, affirming that the Bidder, by submitting a response to the RFR, agrees to and will comply with all requirements of this RFR during the Contract term.

6.4.2 Key Personnel - Proposed Equity Partners

Bidders must identify all key personnel who will be the Equity Partner/s assigned to this project. Please specify if the Equity Partner is an employee of the Bidder or a subcontractor. The Bidder should attach all current resumes (not to exceed two pages per person). Identification of Equity Partners will also include the expected availability during the contract period; if any proposed Equity Partner is not expected to be available for a portion of the contract period, the Contractor should propose how it will fulfill that person’s duties, for approval by EEA. Please also provide the Bidder’s point of contact if awarded the contract.

6.4.3 Proposed Equity Partner Qualifications and Experience

In general, all Bidders---including individuals, sole proprietors, and organizations---must provide a narrative, not exceeding five (5) pages per Equity Partner, describing the Equity Partner's qualifications and experience for performing this project and direct relevant experience. Please detail the experience and qualifications mentioned in Section 3.1 In addition, please include any details about the Contractor’s management of the proposed Equity Partners, as needed. Please note that all selected Equity Partners will adhere to the pre-set scope of services required of the MVP 2.0 process detailed in Appendix 1 below.

6.4.4 Cost Details

The Bidder will provide the hourly rates for each proposed Equity Partner. The Bidder should also provide an estimated budget needed for direct costs related to travel, see Section 3.4.1 “Travel expenses and all other expenses”. The Bidder and EEA will use this information to craft the formal budget to be included in the Contract. EEA expects each Equity Partner to be paired with 4-7 communities per round. See Appendix 1 for the approximate hour breakdown per community in Steps 1-8. In the cost details, please also indicate the expected maximum number of communities each proposed Equity Partner can take on per round.

6.4.5 Prior Projects and Writing Samples

Bidders should submit descriptions of prior projects, project deliverables, and writing samples as relevant to support the qualifications and experience of the proposed Equity Partners. This should not exceed 3 pages per Equity Partner.

6.4.6 References

Bidder should include at minimum three (3) professional references including updated contact information that can speak to the proposed Equity Partner’s and Bidder’s experience and success in similar projects. At least one reference should have specifically worked with each proposed Equity Partner. Please be clear which reference can speak to the qualifications of which proposed Equity Partner.

6.4.7 Conflicts and Litigation (Conflicts Disclosure)

The following information must be provided as part of the Conflicts Disclosure form to be submitted as part of the bid response.

Bidder must identify any past, pending, or threatened litigation or administrative proceedings, such as state ethics or professional board proceedings, to which the Bidder or any staff member who will be engaged in this project for EEA is or may be a party, and which would either materially impair the ability of the Bidder or staff member to perform the services described herein or materially affect the financial condition of the staff member or the Bidder.

6.4.8 Supplier Diversity Plan

As described in Section 3.2.5 “SDP Plan Form Requirements”.

7 HOW TO SUBMIT A QUOTE

All Bidders may begin creating and compiling Quote materials as soon as the Bid and all attachments are in the Sent document status in COMMBUYS. Bidders are instructed not to submit Quotes before the Bid Amendment Deadline has been reached (see Estimated Procurement Calendar).

7.1 Quote Submission Method

Online Quote Submission via COMMBUYS is required.

All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS.

COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the home or landing page. Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active COMMBUYS account for the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

7.2 COMMBUYS Quote Submission Instructions

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

• Appendix 4, Instructions for Vendors Responding to Bids Electronically through COMMBUYS, which is part of this document;

• Training sessions focused on online Quote submission, if offered, are noted in the Estimated Procurement Calendar;

• An online job aid on How to Create a Quote

• Webcast video on How to Find Bids (Solicitations) and Submit Quotes…