REQUEST FOR QUOTES – ITC71

Replacement of Security Camera System Server/Archiver

ISSUE DATE: 9/4/2026

Purchasing Department Department of Youth Services – Western Region Address 51 E. Mountain Road City, State Zip Code Westfield, MA 01085 Procurement Contact Person Richard Benard Telephone Number (413) 846-5112 Fax Number E-Mail Address richard.benard@mass.gov RFQ Name/Title To Replace A Server/Archiver of the Facility’s Security Camera

System RFQ Number RQ-27-1035-DYS11-DYS11-628837 COMMBUYS Bid Number

1. Statement of Work

The Department of Youth Services is seeking a qualified vendor to furnish, install, configure, and program a video surveillance server to support the facility’s existing security camera system and provide storage for recorded video.

The vendor shall provide all labor, materials, equipment, configuration, programming, and testing necessary to install and place the server into full operational service and integrate it with the facility’s existing video surveillance system.

The bid shall include pricing for the following equipment and all associated installation and implementation costs:

Required Equipment:

Manufacturer: Genetec

Model: SV-2041E-R15-96T-12

Description: Streamvault™ 2041E Series – 2U, 15-Bay Appliance, 96TB Raw RAID 5, 1x Xeon Scalable CPU, 32GB RAM, 2x4

The vendor shall ensure that the installed server is properly configured and operational with the facility’s existing security camera system. Any required programming, configuration, testing, and commissioning shall be included in the bid price.

Site Visit

Please note that this is a secure facility. Due to the nature of the work and the existing security infrastructure, a site visit is required prior to the bid opening date to allow prospective bidders to assess the existing conditions and requirements.

Site visits may be scheduled Tuesday through Thursday between 7:00 AM and 1:00 PM by contacting Richard Benard at 413-846-5112 or via email at Richard.benard@mass.gov

Bidders are responsible for familiarizing themselves with the existing site conditions and requirements prior to submitting a bid.

2. Bid Responses and Evaluation

The anticipated award will be given to one (1) Contractor. The contract will be awarded to the responsible and eligible bidder offering the lowest price, provided the bidder is certified and authorized to sell, install, configure, and provide staff training for Genetec systems.

In addition to cost, the awarding authority may consider the bidder’s anticipated equipment delivery date and proposed installation timeframe, as timely completion is an important requirement of this procurement.

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

The services to be performed under this contract are only for fiscal year FY2027 which ends on June 30th, 2027. All services must be provided no later than this date.

4. Contract Performance and Business Specifications:

All work must be done during regular business hours, Monday through Friday between 6 AM and 2:30

PM.

Labor is paid based on actual hours worked on site. All technicians and laborers will be asked to sign in and out each day work is performed for billing purposes.

Fiscal Terms: Invoices are to be sent after the work has been completed to:

dyswestfiscalunit@massmail.state.ma.us. No prepayment of services is permitted.

If a service falls under the prevailing wage statute, vendors must supply us with weekly certified payroll forms for the job. The prevailing wage schedule is provided as part of this bid, see additional attachments in COMMBUYS.

Performance Measures: The successful completion of this service is determined by the awarding authority/buyer (DYS) receiving the following:

- Successful Installation of new server

- Deficiencies & Corrective Action (if applicable): Report any deficiency found while conducting this service. Any additional repairs or deficiencies found will require a quote and a PO approved before work is completed.

Subcontracting: 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. 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. No buyer will be billed directly by a subcontractor. Awarded vendors must bill a buyer agency (per awarded vendor’s markup rates noted on the bidder response form located in COMMBUYS) and provide certified payroll for all work being billed even if a subcontractor performed the work.

5. Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

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

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

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

6. Instructions for Submission of Responses:

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

All quotes need to reference statewide contract ITC71 and have the following components of costs itemized as follows:

Total Labor: Number of Labor Hours X (Prevailing Wage Rate X Markup)

Total Materials: Material Cost X Materials Markup

See attachment titled “Request for Quote Template” as an example for pricing submissions, or you could include this as a supplemental document to your quote.

Any submission that fails to meet the submission requirements of the RFQ will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

7. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 9/4/26 8:00 AM EST

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

9/18/26 2:00 PM EST

Notification of Apparent Successful Bidder(s) (Estimated)

9/24/26

Estimated Contract Start Date 9/24/26

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

Estimated Contract Start Date

September 24th, 2026

This is the approximate start date.

8. RFQ Attachments

Appendix A: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids