PRF69_CUG_20250428~1.docx

PRF69: Facilities Engineering UPDATED: April 28, 2025

*The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MMARS).

Table of Contents:

Contract User Guide for PRF69

(NOTE: To access hyperlinks below, scroll over desired section and CTL + Click) NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: April 28, 2025 Template version: 8.0 Page 1 of 12 One Ashburton Place, Room 1608 Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 - 4527

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: April 28, 2025 Template version: 8.0 Page 4 of 12 One Ashburton Place, Room 1608 Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 - 4527

· Contract Summary

· Contract Categories

· Benefits and Cost Savings

· Find Bid/Contract Documents

· Who Can Use This Contract

· Subcontractors

· Construction Requirements

· Supplier Diversity Requirements

· Pricing, Quotes and Purchase Options

· Instructions for MMARS Users

· Contract Exclusions and Related Statewide Contracts

· Emergency Services

· Additional Information/FAQ's

· Performance and Payment Time Frames Which Exceed Contract Duration

· Category Management Team Members

· VENDOR LIST AND INFORMATION

· Appendix A: Categories and Geographical Service Areas

· Appendix B: Towns in Each Geographic Service Area

· Appendix C: Prompt Payment Discounts (PPD)

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Contract Summary This is a Statewide Contract for Facilities Engineering Services. The award includes a wide-ranging list of independent, experienced and qualified contractors to provide services as specified in the PRF69 RFR. Services sought will be in support of Eligible Entities’ physical infrastructure including but not limited to buildings, roads, bridges, utility systems, rinks, pools, athletic fields and trails. Anticipated services include but are not limited to site evaluation, technical analysis and reports, schematic, preliminary, final design, preparation of technical specifications, cost estimation, construction oversight services, and related capital asset project tasks.

This contract has minimum quote requirements.

Contract Categories This contract includes 11 categories of service as listed below:

Benefits and Cost Savings Statewide contracts are an easy way to obtain benefits for your organization by leveraging the Commonwealth’s buying power, solicitation process, contracting expertise, and vendor management and oversight.

Many vendors offer Prompt Pay Discounts (see Appendix C).

Find Bid/Contract Documents

· To find all contract-specific documents, including the Contract User Guide, RFR, pricing, and a Statement of Work template, visit the “Master Contract Record” for PRF69 Master Blanket Purchase Order (MBPO) at PO-18-1080-OSD03-SRC3-12388.

· To locate all Bidders in a particular Category for the purpose of requesting multiple quotes, visit the MPBO numbers shown under “Contract Categories.”

Who Can Use This Contract Applicable Procurement Law Executive Branch Goods and Services: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00;

Construction Materials and Services: G.L. c. 149, s. 44A; G.L. c. 30, § 39M.

Eligible Entities Please see the standard list of Eligible Entities on our Eligible Entities Which May Use Statewide Contracts webpage.

Subcontractors The awarded vendor’s use of subcontractors is subject to the provisions of the Commonwealth’s Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract.

Prior approval of the department is required for any subcontracted service of the Contract. Contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors.

Construction Requirements Purchasers must ensure that any services involving construction are limited to $50,000 or less.

Purchasing entities are responsible for compliance with applicable construction law requirements. Information concerning specific, M.G.L. c. 149 and c. 30 construction requirements may be found in the Office of the Inspector General’s Public Procurement Charts at: https://www.mass.gov/download-oig-public-purchasing-and-public-construction-manuals. It is the responsibility of the Eligible Entity to determine whether installation work includes construction as defined by M.G.L. c.149 or M.G.L. c.30, §39M. Chapter 30B Procurement Assistance from the Office of the Inspector General is available at https://www.mass.gov/how-to/get-public-procurement-assistance-from-our-chapter-30b-team. Access the 30B Hotline at 617-722-8838 or email them at: 30BHotline@massmail.state.ma.us.

Questions about public construction bidding should be directed to Deborah Anderson, Counsel II for the Attorney General’s Office, at 617-963-2371. Visit the Attorney General’s Public Construction web page to learn more about Public Bidding Laws.

See Quotes Including Construction Services Requirements below for information on quoting these types of projects.

Supplier Diversity Requirements When selecting vendor(s) without soliciting quotes or a statement of work, Executive Departments should follow below guidance:

When selecting contractors and placing orders, Executive departments shall utilize diverse and small businesses to the extent possible based on contract terms, SDO and departmental policies, laws, and regulations. Additionally, departments shall make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

When selecting vendor(s) from multiple quotes and statement of work, Executive Departments should follow below guidance:

Requirements of the Small Business Purchasing Program for Small Procurements (expected annual value of $250,000 or less) or the Supplier Diversity Program for Large Procurements (expected annual value exceeding $250,000) apply to Executive Departments soliciting quotes or issuing statements of work.

Small Business Award Preference: In accordance with the Supplier Diversity Office’s SBPP Policy, Departments must award contracts for Small Procurements to SBPP-participating small business bidders if both of the following conditions are met:

· The response is received from an eligible small business; AND

· The response meets the Department’s best value criteria as defined in the RFR or RFQ.

SDP Commitment: Businesses awarded large Commonwealth contracts for goods and services (also called prime contractors or prime vendors) are required to make measurable financial commitments to do business with one or more diverse businesses (often called SDP Partners). This business-to-business relationship requirement applies to all Large Procurements for goods and services, which were historically defined as those expected to exceed $150,000 in total spending. Effective July 1, 2021, Large Procurements will be defined as those expected to exceed $250,000 in annual spending.

Executive departments should take into consideration contracted vendors SDP commitments when evaluating responses. Specifically, the following fields of the new SDP Plan Form correspond to the goals stated above:

SDP policy link or attachment (if any)

Additional creative initiatives (if any)

SDP commitment – subcontracting

Evaluate the bidder’s SDP commitment.

SDP commitment – ancillary

SDP commitment – total

Company prior year spending with the list of partners (if available)

Key Evaluation Requirements The following key requirements apply to the evaluation of submitted SDP Plans:

· At least 25% of the available evaluation score must be dedicated to the evaluation of the bidder’s SDP Commitment.

· The majority of the SDP evaluation score should be dedicated to the bidder’s SDP commitment.

· bidders offering more value in their SDP Plan submissions must receive higher scores.

Other Requirements:

· Include SBPP contract language and place it prominently within the RFQ. See SDO Template Language.

· Evaluate bids received from, and award a contract to, an SBPP-participating small business that meets the department’s best value criteria.

· Award to a large business only if there is no SBPP participating business meeting departments’ best value criteria.

· Conduct a clarification/BAFO/negotiation before disqualifying an SBPP-participating business based on price or desirable criteria.

· See the Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams for additional guidance.

· Make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

· See the Best Value Evaluation of SDP Plan Forms: A Guide for Category Management Teams for additional guidance.

1. Note: Departments may ask the prime Contractor for an additional SDP commitment specifically related to the Department’s purchase or engagement. SDP spending for such a purchase or engagement must be reported by the Contractor using the SDP Reporting Form directly to the Department and may not be included in any other SDP reporting filed by the Contractor.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

Pricing, Quote and Purchase Options Purchase Options The purchase options identified below are the only acceptable options that may be used on this contract:

· Purchases made through this contract will be direct, outright purchases

· This is a fee for service contract Pricing Options

· The compensation structure for PRF69 is according to individual projects as described and agreed to in the SoW provided by the purchasing entity.

· Ceiling/Not-to-Exceed: Pricing, including hourly rates and other pricing, published under the “Master Contract Record” (PO-18-1080-OSD03-SRC3-12388) represents “ceiling” or “not-to-exceed” pricing, and may be further negotiated.

Product/Service Pricing and Finding Vendor Price Files Pricing, including hourly rates and other pricing, published under the “Master Contract Record” (PO-18-1080-OSD03-SRC3-12388) represents “ceiling” or “not-to-exceed” pricing, and may be further negotiated.

Setting Up a COMMBUYS Account COMMBUYS is the Commonwealth’s electronic Market Center supporting online commerce between government purchasers and businesses. If you do not have one already, contact the COMMBUYS Help Desk to set up a COMMBUYS buyer account for your organization: (888)-627-8283 or OSDhelpdesk@mass.gov.

When contacting a vendor on statewide contract, always reference PRF69 to receive contract pricing.

How To Purchase From The Contract

· Solicit quotes and select and purchase quoted item COMMBUYS functionality provides a mechanism to easily obtain quotes, as specified by the Contract. The buyer would create a Release Requisition, and then convert it to a Bid. After approval by the buyer approving officer, the bid is then sent to selected vendors to request quotes. Buyers must include “PRF69 RFQ” when entering information in the Description field.

Each Contract Category is set up on COMMBUYS with its own MBPO to facilitate distribution of RFQs (quote requests) to multiple vendors in the same Category (see Contract Categories.)

· See How to Request Quotes from Vendors on Statewide Contracts.

Non-Executive Departments that do not use COMMBUYS may solicit quotes via email. See the Vendor List and Information for vendor email addresses.

Quote Requirements Contract users should always reference PRF69 when contacting vendors to ensure they are receiving contract pricing. Quotes, not including construction services, should be awarded based on best value.

· Engagements with estimated costs less than $25,000.00 requires at least one quote OR an accepted Statement of Work with an estimated value.

· Engagements with estimated costs to exceed $25,000.00 in value requires at least three quotes AND detailed Statement of Work (SoW).

Quotes Including Construction Services Quotes under the following contract categories may include construction services:

· Category 1: Civil Engineering

· Category 2: Facilities Engineering

· Category 4: Construction Engineering

· Category 6: Geotechnical Engineering Please note specific requirements that apply for quoting construction services, depending upon the scope of your bid:

· Where the construction projects with estimated costs less than $10,000: Select a vendor based on sound business practices, consistent with your entity’s procurement policies and procedures.

· For construction projects with estimated costs between $10,000-$50,000: Must solicit a minimum of three quotes and receive two written responses; award to lowest responsible bidder.

· For construction projects with estimated costs above $50,000: OSD contract cannot be used. Eligible entities must go out to public bid (M.G.L. c. 149 § 44A)

Any quotes with construction considerations must also be in compliance with M.G.L. c. 149 § 44A.

· Document items in COMMBUYS that have already been purchased This type of contract allows buyers to document a contract purchase in COMMBUYS that already has taken place through a Request for Payment Authorization (RPA) Release Requisition. It also allows MMARS users to easily keep track of spend. NOTE: MMARS and COMMBUYS do not interface –payment request and invoice should be reported in both MMARS and COMMBUYS separately.

For a description of how to complete this purchase in COMMBUYS, see

· How to Record a Contract Purchase Previously Made (RPA Release) Prevailing Wage Requirements The Massachusetts prevailing wage laws require that covered employees on public works projects be paid a minimum hourly rate set by the Department of Labor Standards (DLS). The prevailing wage laws apply to both union and non-union employers and employees. The buyer has a legal obligation to request a prevailing wage schedule from the Department of Labor Standards (DLS) at www.mass.gov/dols. To get the proper rates for your region/job, you must request a determination. Questions regarding the Prevailing Wage Law may be answered by accessing the DLS website or by calling the DLS Prevailing Wage Program at (617) 626-6953.

If prevailing wage is required, make sure to include this information in your quotes or bids so vendors know to include prevailing wage.

In addition, all contracts by a state agency or state-assisted contracts for design, construction, reconstruction, installation, demolition, maintenance or repair must contain Workforce Participation Goals for minorities and women. This is required by M.G.L. c. 149, § 44A(2)(G). A “state-assisted contract” is a construction project undertaken by a political subdivision of the commonwealth or two or more subdivisions thereof for planning, acquisition, design, construction, demolition, installation, repair or maintenance whose costs are paid for, reimbursed, grant funded, or otherwise supported, in whole or in part, by the commonwealth. An affected awarding authority’s bid documents must include a reference to the specific goals that will be contained in the contract. The contract must also include the processes and procedures to ensure compliance with the Workforce Participation Goals, including reporting and enforcement provisions. For questions about the Workforce Participation Goals law, please contact Deborah Anderson at the Attorney General’s Office at 617-963-2371, or visit the Attorney General’s Public Construction Bidding in Massachusetts FAQ.

The Office of the Attorney General’s Fair Labor Division is responsible for enforcing the prevailing wage laws. Visit www.mass.gov/prevailing-wage-enforcement for more information.

Instructions for MMARS Users MMARS users must reference the MA number in the proper field in MMARS when placing orders with any contractor.

Contract Exclusions and Related Statewide Contracts Users with projects that are primarily environmentally-focused should consider using Statewide Contract PRF67 Designated DCAMM for Environmental Engineering, Diagnostics and Testing or its successor as an appropriate contract vehicle.

PRF69 vendors can address environmental issues if applicable to a particular Category or project.

Emergency Services Many statewide contracts are required to provide products or services in cases of statewide emergencies. ML - 801 CMR 21 defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Additional Information/FAQs Geographical Service Area PRF69 provides an array of firms providing services Statewide or limited to specific regions. Information on each awarded vendor includes a list of covered geographic service area. The five geographic regions for PRF69 RFR are:

· Boston Region

· North Region

· Central Region

· West Region

· South Region Refer to Appendix B for a comprehensive list of cities/towns within each geographic region listed above.

Other Discounts

· Prompt Pay Discounts: A discount given to the buyer if paid within a certain time period. These discounts may be found in the Vendor List and Information section below. All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed by vendor and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted/performance was completed OR the date an invoice is received by the Commonwealth, whichever is later, to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

Performance and Payment Time Frames Which Exceed Contract Duration All agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than one year beyond the current contract term of this Statewide Contract as stated on the first page of this contract user guide. No new agreements for services may be executed after the Contract has expired.

Strategic Sourcing Team Members

· John Clarkeson, DCR

· Raul Silva, DCR

· Ruth Teixeira, DCR

· John Bianchi, DCR

· Bill Perkins, Designer Selection Board

· Hayley Lebert, OSD

· Gerry Dawson, OSD

Vendor List and Information* For Category and Geographical Service Area Information, please see Appendix A. For Prompt Pay Discounts (PPD), please see Appendix C.

NOTE: As of August 3, 2023, not all vendors have been renewed. Vendors whose renewals are still pending are shaded in yellow. Current engagements with those vendors may continue, but no new engagements may be processed until their contracts have been renewed.

Gerry Dawson 617-720-3146 978-429-4512 hayley.lebert@mass.gov gerard.dawson@mass.gov

3%

10%

8%

10%

5%

1%

1%

5%

15%

5%

5%

3%

5%

0%

.10%

5%

10%

5%

8%

5%

10%

4%

10%

8%

18%

11%

15%

10%

12%

5%

12%

15%

10%

10%

10%

5%

2%

10%

10%

5%

5%

*Note that COMMBUYS is the official system of record for vendor contact information.

**The Master Contract Record is the central repository for all common contract files and vendor price files.

***Massachusetts Supplier Diversity Office (SDO) Diversity and/or Small Business Purchasing Program (SBPP) Certification status as of 9/24/2023. Please visit the Statewide Contract Index for the most up-to-date information. At the bottom of the landing page, click the Programs (SDO and SBPP) tab for certifications listed by Statewide Contract and Vendor Name.

Appendix A: Categories and Geographical Service Areas Vendors shaded in yellow have not yet been renewed.

X

X

All

Alares LLC

All

X

X

All

X

X

All

Alpha Surveying & Engineering, Inc.

X

All

X

All

Applied Coastal Research and Engineering, Inc.

X

All

B2Q Associates

X

All

All

X

Central and West only

All

All

All

X

All

X

All

EFI Global, Inc.

X

All

X

X

All

All

X

X

All

Geocomp Consulting, Inc.

X

All

X

All

X

Hesnor Engineering Associates, PLLC

X

Central and West only

X

All

All

X

All

Onsite Engineering, Inc.

X

All

Sanborn, Head & Associates, Inc.

X

All

X

X

All but West

X

All

TRC Environmental Corporation

X

X

All

All

Woods Hole Group, Inc.

X

All

Appendix B: Towns in each Geographic Service Area 1 - Central Region 2 - North Region

Wenham

Appendix C: Prompt Payment Discounts (PPD) Vendors shaded in yellow have not yet been renewed.

10 Days

PPD –

15 Days

PPD –

20 Days PPD – 30 Days

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