RFP 118-26 MVSS Bus Maintenance Contract Pre-bid Conference.pdf

PRE-BID CONFERENCE

for

RFP# 118-26 MVSS Bus Maintenance Contract

Tuesday, 9/15/26

Introductions

• Katie Kroeger, Strategic Sourcing Manager

• Procurement & Logistics

• Mike Kane, Asst. Director Security Project Administration

• Security

Pre-Bid Logistics

• Thank you for being here and for your interest in partnering with the MBTA

• This RFP will be managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in Instructions for Vendors Responding to Bids.

• For COMMBUYS assistance please contact the OSD Help Desk at 888-MA-State (627-8283) or osdhelpdesk@mass.gov.

• This presentation in part or in whole is not meant to take precedence over the RFP documents posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

• All communication regarding this bid must be submitted to the MBTA Procurement & Logistics point of contact via

COMMBUYS.

9/15/2026 3 https://search.mass.gov/?q=Instruction+for+Vendors+Responding+to+Bids&org=operational-services-division mailto:osdhelpdesk@mass.gov

Agenda

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Session Expectations

Overview of the Contract

Request for Proposal (RFP) Structure

Documents to be included in Your Response

Important Dates

Overview of the Diversity & Inclusion Requirements

Training & Additional Resources

General Q&A

Session Expectations

COMMBUYS

Today’s session is not a substitute for reading the Request for Proposal (RFP) document. The RFP includes important contract and response details that will not be covered during today’s meeting.

Although we will take general questions about the authority’s bidding process, at the end of today’s session, questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

The COMMBUYS Q&A feature and important deadlines will be covered later in the presentation.

https://www.commbuys.com/bso/view/login/login.xhtml

RFP# 118-26 Bus Maintenance Contract

RFP 118-26 will provide maintenance services for the MVSS

Contract/ Service Effective Date (estimated): 12/1/26

Term: 3 year with two (2) one (1) year extension options

Number of Awards: 1

6Overview

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The Massachusetts Bay Transportation Authority (“MBTA” or “Authority”) seeks comprehensive maintenance services for its Mobile Video Surveillance System (MVSS) deployed across the Authority’s bus fleet, light rail vehicles, heavy rail vehicles, and ferry fleet. The intent of this Contract is to ensure the continued operational reliability, availability, and cybersecurity integrity of the MBTA’s onboard mobile video systems, which are critical to public safety, incident investigation, regulatory compliance, and operational oversight. The Contractor will provide corrective maintenance, UPS replacement, technical support, component replacement, diagnostics, reporting, and program oversight necessary to maintain system functionality across all covered assets.

7Scope of Work Overview

RFP Structure

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Introduction Scope of Work

Bidders Instructions

& Procurement Process

Submission of Response

Selection Process & Evaluation

Contract Terms

& Conditions Attachments Response Forms

Description Introduction of RFP

Describes the Scope of Work

Provides overview of procurement process of RFP and instructions

Directs the vendors how and what documentation to submit with a proposal

Responsiveness Review and Evaluation

Contains the contractual terms by which Bidder is expected to abide

Supporting Documentation

Required Forms to be included with submission

Key Information

Duration of Contract

(4-Year Term) Background

Scope of Work Deliverables

Bid Conference RFP Calendar

Rules of Contact Insurance

Submit on Commbuys

Technical Proposal Price Proposal

Pass/Fail Criteria Technical Response Criteria

Evaluation Approach

Standard Terms and Conditions

Forms and Attachments

Form B: Technical Proposal Form D: Price Proposal

RFP Bid Submission

Technical Response including:

•Bid Cover Letter

•Power of Attorney (as described in Section 4.2 of the RFP)

•Form A: Pre-Award Bidder Evaluation Data Form

•Form B: Technical Response

•Form C: Small Business Attestation Form

•Other items as applicable

Price Response as a separate document, including:

Form D: Price Response

9RFP# 118-26 MVSS Bus Maintenance Contract

9/15/2026

Submission of Response

The specific requirements for submissions of the Technical Response are included in Form B.

The specific requirements for submission of the Price Response are included in Form D.

Bidder Evaluation Criteria

Technical Pass/Fail Price Supplier Diversity

10Bidder must complete all required forms and submit all other required forms listed in the RFP

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The MBTA will evaluate each Response based on a combination of Pass/Fail Criteria, Technical Evaluation Criteria and Price Responses to determine the Best Value for the Authority.

All Responses will be reviewed for:

✓ The responsiveness of the Bidder to the requirements set forth in the RFP.

✓ Conformance to the RFP instructions regarding organization and format.

✓ Deficiencies and minor informalities, apparent clerical mistakes which are unrelated to the substantive content of the Response for clarification.

Basis of Award

• Bidders are advised that the MBTA is not bound to accept the lowest priced Response or the Response with the highest Technical Response Score.

• The selection will be made on a best-value basis, evaluating price along with other factors.

• Each criterion will be evaluated considering all the information included in the Bidder Response related to the criterion, as well as other information gathered from references, presentation, and on-site visits if requested.

• Responses will also be evaluated based on the Supplier Diversity Criteria which will account for 25% of the overall technical scoring.

11Best – Value Proposal

What Makes a Compliant Proposal Response?

• Be sure to read the RFP.

• Pay attention to the mandatory requirements.

• Ensure all required documents are submitted.

• Complete the bidders’ response forms in their entirety.

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Important Dates

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RFP CALENDAR

Procurement Activity Date Time

RFP issued 9/9/26

Deadline for submission of Bidder questions via

COMMBUYS Q&A

9/25/26 2:00 p.m.

Official Answers for Bid Q&A published by MBTA on COMMBUYS

9/29/26 2:00 p.m.

Response Due Date 10/7/26 2:00 p.m.

Contract Execution (estimated) 12/1/26 N/A

Service Start Date (estimated) 12/1/26 N/A

Overview of Supplier Diversity & Inclusion

Supplier Diversity &

Inclusion Program

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 by the Supplier Diversity Office (SDO). The MBTA seeks Proposals that incorporate participation by SDP Partners in as many aspects of the services as possible.

Section five of the RFP provides bidders with detailed information and resources relating to:

• Program background

• Financial Commitment Requirements

• Eligible SDP Partner Certification Categories

• Eligible Types of Business-to-Business Relationships

• Program Flexibility

• SDP Spending Reports and Compliance

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Key Supplier Diversity Contract Requirements

• Bidders must propose a specific commitment to be spent with certified diverse companies (SDP Partners).

• Contractors must report spending with SDP Partner(s) for the duration of the contract.

• SDP Partners utilized by Contractors must be listed in one of the two directories identified in this presentation.

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The SDP requirements apply even if your company:

• Does not have SDP Partners at the moment.

• Is a certified diverse business.

Recognized Third-Party Certifying Organizations

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Certifying Organizations Certification Category

Greater New England Minority Supplier Development Council (GNEMSDC) MBE

Center for Women & Enterprise (CWE) (New England – WBENC) WBE

City of Boston MBE/WBE

VetBiz/U.S. Department of Veterans Affairs VOSB/SDVOSB

NGLCC – National LGBT Chamber of Commerce LGBTBE

Disability: IN (formerly the US Business Leadership Network – USBLN) DOBE and SDVOBE

Finding Partners

The SDO Directory of Certified Businesses

• More than 3,700 certified businesses

• MBE, WBE, VBE, SDVOBE, DOBE, LGBTBE

• www.mass.gov/sdp

The U.S. Veterans Administration Vendor Information Pages (VIP)

• More than 14,000 certified businesses

• VOSB, SDVOSB

• https://vetbiz.va.gov/basic-search/

Online Directories of Certified Businesses http://www.mass.gov/sdp http://www.mass.gov/sdp https://vetbiz.va.gov/basic-search/ https://vetbiz.va.gov/basic-search/ https://vetbiz.va.gov/basic-search/ https://vetbiz.va.gov/basic-search/

Finding Eligible Certified Partners

Download the lists of eligible SDP partners from the SDO and VetBiz directories and compare your current suppliers to those lists.

Find current suppliers that are certified

On an ongoing basis, closely monitor incoming state orders and projects for the potential to hire diverse businesses as subcontractors.

Identify subcontracting needs that may be met by a new diverse business partner

Survey your suppliers to find diverse companies that are not certified or are certified by an organization other than the Massachusetts SDO. Connect them with the SDO (sdp@mass.gov) and encourage them to get certified.

Find current suppliers that may be certified

On an ongoing basis, review your company’s business needs, including one-time purchases, to find areas where you may include new diverse suppliers.

Identify general business needs that may be met by a new diverse business partner

Online Certification Self- Assessment Tool:

https://www.mass.gov/for ms/take-the-certification-self-assessment mailto:sdp@mass.gov 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 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

Training Resources

COMMBUYS Q&A

Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

21COMMBUYS Q&A is a tool to manage dialogue between buyers and bidders.

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Link to the video https://www.screencast.com/t/MBlZQta8OYzO

COMMBUYS Training

Pre-recorded Webcast

How to Locate and Respond to Bid Solicitations in COMMBUYS

Link to the recording.

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Job Aids How to Create a Quote in COMMBUYS

Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote

Basic COMMBUYS Navigation and Searching for the Seller Role

View

Read

Participate

Link to the Vendor Training Schedule;

https://www.screencast.com/t/GMJLKkilF12 https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/files/documents/2016/10/wf/using-q-and-a-tab-within-a-commbuys-bid_0.pdf https://www.mass.gov/files/documents/2016/10/ok/withdraw-reopen-resubmit-quote-in-commbuys.pdf https://www.mass.gov/files/documents/2016/11/uk/basic-commbuys-navigation-and-searching-for-the-seller-role.pdf https://www.mass.gov/doc/vendor-training-schedule/download

Important steps to follow for bid submission

Acknowledge the Bid

Bidders are encouraged to Acknowledge the bid to be notified of any updates/amendments to the bid, including changes to the bid opening date/due date.

To receive these updates:

• Login to COMMBUYS

• Navigate to the bid using the Advanced Search

• Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

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Questions?

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov

Plan to Submit Your Response

• All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses may not be accepted.

• It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin well in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

mailto:OSDHelpDesk@mass.gov

Questions?

Closing

• This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 118-26 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

• RFP Schedule and any dates mentioned are subject to change at the discretion of the MBTA. Please refer to COMMBUYS for the most accurate information.

• Questions should be posted on COMMBUYS (Deadline – 9/25/26 at 2pm)

• Any and all communication during the non-mandatory Bidders’ Conference of 9/15/26 represents no favor to attendees. All Bidders’ responses will be treated equally regardless of attendance.

• This Presentation will be posted on COMMBUYS in the File Attachments section.

• Thank You for your interest in partnering with the MBTA

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Thank you for attending!