RFR 232727 Specialized Training Services for Small less 50000 Projects MB version 3 7 22.doc

The Commonwealth of Massachusetts

Department of public health

Address: 250 Washington St., 8th floor Boston, MA 02108 Contact Name: David Harvey Email : David.harvey@mass.gov

Request for Response (RFR) Document Title: Specialized Training Services for Small (<$50,000) Projects ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-22-1031-ADMIN-ADM08-71968 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR 232727 March 7, 2022

UNSPSC: __86 13 00________ Object Code: ____J50_______ Activity Code: ___________

1.1 Procurement Scope and Description:

The Department of Public Health (DPH, the department) seeks organizations and individuals to provide specialized training services. These services are for specialized health, healthcare or safety training for departmental staff, service provider staff, or others. No direct patient or client care services will be provided with this contract.

Contracts and engagements signed as a result of this solicitation are not intended to supersede any services available under Statewide Contract PRF61 or any PRF61 successor contracts that includes training services, or any successor contract established by the Commonwealth’s Operational Services Division. Current PRF61 (or PRF61 Successor Contract) statewide vendors are not eligible for this RFR.

The training services provided under this RFR fall into these categories:

1. Trainers that are instructing with previously prepared specialized content or coursework.

2. The development of specialized training content followed by the delivery of the content. Any training developed for the department is the property of the department.

Service engagements provided under this RFR are limited to $50,000 or less per project across the full timeframe of the engagement. The DPH bureaus, programs, and hospitals are encouraged to seek quotes from multiple vendors on this contract prior to entering into an engagement for training services. Bureaus may request business references as a part of the vendor selection process.

Delivery of training services may be provided as instructor-led, e-learning or blended learning or any method in the future that a vendor and the department agree to. Any training provided by e-learning must be Sharable Content Object Reference Model (SCORM) compliant and must include the source file. The learning content may be supplied by the department to the vendor for delivery to the learners. Training services must ensure that all materials/handouts, spaces, and presentations are accessible to attendees with disabilities as required by Title II of the Americans with Disabilities Act. Furthermore, all training provided by e-learning must be deemed accessible by the ITD Accessibility Lab.

Coaching services tied to specialized training services are included in this procurement. Coaching may be one-on-one or in small group settings and usually follows a specialized training session to assure that the training principles are put into practice. Coaches often observe and then assist subjects with the implementation of specific goals from their training.

This is a rolling-enrollment procurement. Proposals will be reviewed and evaluated as received, and vendors may be added to the contract throughout its duration. Bidders accepted under this RFR will enter a master agreement contract, a qualified list of professionals. Vendors who qualify and are added to the contract are not guaranteed any work from the department. As needed, DPH bureaus, programs, or hospitals will contact vendors for specific services, and negotiate and execute an engagement agreement (process described below) that describes the specific services and compensation with the selected vendor.

1.0.1 Background Information:

These are samples of specialized training content and activities that have been conducted by the department and are provided to illustrate our needs. This is not a complete list and not an assurance of future activities.

Specialized Content Area Examples:

· Infant and child development assessments

· Home visiting intervention models / evidence-based programs

· Maternal and child health developmental and health services modalities

· Specialized program-specific data systems utilization

· Positive behavior support approaches for early childhood educators, home visitors, EI specialists (including training trainers and coaches)

· Facilitating home visits and parenting groups on positive parenting and addressing challenging behavior of young children

· Asset-based approaches to supporting families at risk

· Evidence based early childhood mental health training

· Medical Nutrition Therapy: nutrition issues/topics involving women, infants & children

· Breastfeeding topics

Specialized Training Activities Examples:

· Licensure step-by-step investigation and inspection techniques and procedures, from planning to report writing.

· Asthma and health homes standardized curriculum for community health workers.

· Advanced Cardiac Life Support (ACLS) training in accordance with the American Heart Association to hospital staff, including medical residents, interns, and code team members.

· The development of three (3) training videos; one for retail food stores in both English and Spanish languages and one for WIC retail pharmacies in English only to be used as an educational tool for retailers to communicate the importance of an overall positive WIC retail experience for participants.

· The development of a self-study training module focused on providing emotion-based nutrition assessment services in the WIC program that includes project management, training content development, production/filming/editing of video vignettes and DVD reproduction.

· A training program to improve state survey agency evaluation of care transitions among skilled nursing facilities, hospitals and the community.

· Establishing training programs in subject matter related to nursing practices in a hospital setting.

· Enhance emergency preparedness planning, training, and exercising amongst Long-Term Care Facilities and, more generally, planning designed to enhance the health and safety of elderly people during an emergency.

· Preparation and on-going implementation of a video training and certification program related to food allergies and celiac-disease related food intolerance for food protection managers at licensed food establishments in the Commonwealth of Massachusetts.

· Family sign language training for parents of young children who are deaf or hard of hearing in the Early Intervention system.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

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FORMCHECKBOX

Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.3 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

Single Contractor

FORMCHECKBOX

Multiple Contractors

1.4 Calendar Rule Type:

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1.5 Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.6 Use of a Procurement by a Single or Multiple Departments:

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

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __5__ year(s) ____months;

Anticipated Renewal Options: __0__ options to renew for __0___ year(s) each option

Final End Date of this Contract: ____06/30/2027____________________

1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration Estimated Value of Procurement including all potential renewals $__2,000,000.00_______ Estimated Annualized amount $__400,000.00_______ This figure is based on expenditures from the previous contract. The figure cited could be larger or smaller.

Check One (“X”):

Contract will have a Maximum Obligation

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Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

No

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Yes

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

The department seeks qualified individuals or organizations to provide specialized training services as needed by the department. Applicants should be able to offer a quality assurance program that evaluates the effectiveness of the training offered as well as the quality of the delivery.

2.1 Instructor Requirements

Each individual trainer, coach, or a trainer or coach working for an organization responding to this RFR must have relevant license(s) and credentials and should also have a minimum of two (2) years of experience. Instructors and coaches should have the ability to conduct training or coaching for audiences that include a range of cultural and experiential backgrounds.

Expected Instructor Competencies:

Professional Foundations

· Communicate effectively.

· Update and improve one’s professional knowledge and skills.

· Comply with established ethical and legal standards.

· Establish and maintain professional credibility.

Planning and Preparation

· Plan instructional methods and materials

· Preparation outline for instruction Instructional Methods and Strategies

· Stimulate and sustain learner motivation and engagement.

· Demonstrate effective presentation skills.

· Demonstrate effective facilitation skills.

· Demonstrate effective questioning skills.

· Provide clarification and feedback.

· Promote retention of knowledge and skills.

· Promote transfer of knowledge and skills.

· Use media and technology to enhance learning and performance.

Assessment and Evaluation

· Assess learning and performance.

· Evaluate instructional effectiveness Management

· Manage an environment that fosters learning and performance.

· Manage the instructional process through the appropriate use of technology.

2.2 Types of Training Services

2.2.1 Instruction with Previously Developed Training Content

Bidders are requested to submit a catalog of course offerings that include course title, brief description, maximum seating, and cost. Cost can be offered per seating, or for the course as a whole. The delivery of services may be provided by trainers with optional coaching.

Compensation Structure and Engagement Process - Rate Based Agreement Rate Agreement: Engagements for services that deliver previously developed content must use the Fixed Price Project Engagement agreement. The engagement agreement must identify the vendor trainer(s), rate, timeline, scope of services with deliverables including the expected number of participants, cancellation policy, and an invoicing schedule. The maximum rate quoted per seating or per course is all inclusive, with items such as reference materials, books, and any other materials required for the course included. Training and coaching rates may be stated separately. All expenses, including travel, facility costs, all materials and handouts, will be included in the negotiated rate(s) specific to the agreement. This agreement is used for the delivery of previously prepared content or coursework.

2.2.2 Instruction with Content To Be Developed or Modified

Services include and are not limited to the ability to conduct comprehensive needs assessments of the potential learners, learner analysis, writing specific behavioral learning objectives, instructional strategy deployment (action learning in particular), materials development including facilitator guides, modification or adaptation of existing training plans, facilitator notes and learner materials, and evaluation and learning transfer methodology. The delivery of services may be provided by trainers with optional coaching.

These services may also include the training of trainers.

The learning design and class content should be anchored in contemporary learning theories. This model of services must use the fixed-priced project engagement process to document the work.

Example of Instructional Design Competencies - Taken from components of the Dick and Carey Model [Dick, W., & Carey, L. (1996). The systematic design of instruction. 4th ed. New York, NY: Harper Collin].

a. Determine instructional goal. Conduct needs assessment and determine what it is you want learners to be able to do when they have completed the instruction.

b. Analyze the instructional goal. Determine step-by-step what employees are doing when they perform the instructional goal. Determine entry behaviors (skill and knowledge) learners must have before beginning instruction.

c. Analyze learners and context. Analyze learners’ present skills, preferences and attitudes, characteristics of the instructional setting and the setting in which the skills will eventually be used.

d. Write performance objectives. Write specific statements of what the learners will be able to do when they complete the instruction.

e. Develop assessment instruments. Develop assessment to measure learner’s ability to perform what is described in the objectives.

f. Develop instructional strategy. Strategy could include pre-instructional activities, presentation of information, practice and feedback, testing, and follow-through activities including coaching. The choice of strategy is dependent on current knowledge of subject matter, the learning process, content delivery, and anticipated learner ability.

g. Develop and select instructional materials. Choose existing materials or develop new materials, which typically include a learner’s manual, instructional materials, tests, and instructor’s guide.

h. Design and conduct formative evaluation (as warranted). Methodologies: One-to-one, small-group and field evaluation. Conducted to collect data used to identify how to improve the instruction.

i. Revise instruction (as warranted). Identify difficulties in achieving the objectives, and then determine revision to each stage of instructional design process as appropriate.

j. Conduct summative evaluation (as required). Usually not a part of instructional systems development but should involve independent evaluator. Conducted to determine the relative value of the instruction.

Compensation Structure and Engagement Process - Fixed-Price Project Agreement

Fixed-Price Project Agreement: Engagements for services that develop or modify the training content must use the Fixed-Price Project Engagement Agreement (blank form can be found on the COMMBUYS Attachment Page).

The agreement must include:

· Specific deliverables

· Detail of the process and assessments to be used to develop and deliver the specialized content

· A project timeline with milestones

· An invoicing schedule based on attaining a milestone or a deliverable

· Contract performance monitoring

· The number of day’s cancellation notice required to avoid incurring further costs.

· Distribution plans. Any training developed for the department is the property of the department.

· A line-item budget with the total fixed-price for the project which itemizes all compensation including:

· Personnel with each staff hourly rate

· Supplies

· All materials and handouts

· Other program support, occupancy, and agency overhead

· Travel expenses and all other expenses (if needed). In no case will the amount of the expense be more than that allowed for Commonwealth of Massachusetts employees. (www.mass.gov/hrd - search for the term “Red Book”). Commuting expenses will not be reimbursed.

2.3 Training and Training Materials Including Necessary Equipment

It is expected that a contractor will provide all the equipment and materials/handouts including but not limited to: books, textbooks, articles, professional literature, and other handouts that will be required to provide training services at no additional cost to the Commonwealth. Some DPH bureaus may have equipment in place and or materials for use by the contractor which will be acceptable under the contract.

For e-learning, a contractor is expected to provide alternative printed materials in sufficient quantity for all attendees who do not have access to the equipment needed to take the training electronically. The DPH bureau will specify the number of attendees requiring these alternative printed materials and the vendor will detail the cost in the engagement document.

It is desirable that contractors provide materials that reduce waste, such as but not limited to:

· providing information on flash drives as opposed to paper;

· when paper is used, ensure that it contains a minimum of 30% post-consumer recycled content; eliminate the use of binders or other materials that are difficult to recycle in traditional office recycling programs

2.4 Company Experience

Bidder(s) must demonstrate expertise in a health, healthcare, or safety specialty and/or the delivery of healthcare or safety instruction. Business references will be requested and kept on file. The department reserves the right to contact references when creating engagements.

2.5 Subcontracting

All subcontracts must be approved by DPH in advance and will be documented in the engagement agreement.

Supplier Diversity Program (SDP) Pursuant to Executive Order 565, 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).

All Bidders responding to this solicitation are required to make a meaningful financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization. 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 total SDP Commitment acceptable in responses 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. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Bidders and Contractors may engage SDP Partners in the following two ways:

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

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

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

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

Additional information about the SDP policy can be found in the Supplier Diversity Program Policies for Goods and Services. 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.

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR The vendor’s performance will be monitored and assessed by the department engagement manager. Satisfactory quality and productivity include an emphasis on accuracy, appropriate application of policies and procedures of DPH hospitals and bureaus, and completeness in documentation, as applicable.

4.0 Contract Invoicing

A Fixed-Price Project Engagement form must document each engagement under this master agreement contract. See section 2.0 on Compensation Structure and Engagement Process Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. The EFT form and instructions on how and when to submit this form can be found in the Vendor Activation Folder (VENDACT) in the Attachments for this RFR.

5.0 Evaluation Criteria

The following components will be some of the criteria considered by the Evaluation Team when evaluating each quote.

Individuals and organizations submitting complete proposals with acceptable rate documentation will be evaluated, and if meeting or exceeding eligibility standards, will be added to the contract.

Criteria to be evaluated include:

· Expertise in a specialized public health area

· Experience in specialized public health, health care or safety training services

· Key staff descriptions and resumes/CVs will be required supporting the expertise,

· Maximum staff hourly rates for services, to be used for developing a rate or fixed price engagement with a DPH bureau.

· A Bidder must be able to demonstrate in its response that it is both well qualified and has the capacity to provide services.

Supplier Diversity Program: To encourage substantial Bidder 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.

6.0 Estimated Procurement Calendar

Deadline for Questions and Answers

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Questions may be submitted by e-mail to david.harvey@mass.gov for the life of the contract. Questions and answers will be posted on COMMBUYS.

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

June 30, 2027

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

Complete the appropriate application Response Form (listed below) and upload it to COMMBUYS with the required documentation. A checklist is found at the end of each application form. If you are responding to both Categories, you must complete both applications.

· Category 1 - Previously Developed Course Content

· Category 2 - Training to be Developed or Modified.

Vendor Activation Requirements: As part of this RFR application a potential bidder who is new to the state system or who will need to update existing information in MMARS must follow the instructions found in the Vendor Activation Folder (VENDACT) in the Attachments for this RFR.

Prompt Payment Discounts (PPD): All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation and can be uploaded as part of your submission.

7.2 Submission Instructions

COMMBUYS Submission:

All responses are to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page. COMMBUYS Vendor Registration Job Aide is also available.

All Quotes must be received by the Department of Public Health before the specified date, month, year, and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Bidders are encouraged to upload attachments well in advance of the Bid Opening Date. This will help to reduce disqualified submissions that can occur if upload is not fully completed or if an attachment is missing at the deadline. Prior to the Bid Opening Date listed in the Procurement Calendar above, documents can easily be deleted and revised versions can be uploaded. If you wish to revise or delete a quote after submission, you may do so prior to the bid opening date. Please review the Withdraw, Reopen, and Resubmit a Quote in COMMBUYS Job Aide for additional instructions.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

Public Records All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Amendments to BID

DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications to this Bid. DPH and the Commonwealth accept 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.

[Remove the SBPP language if annual contract amount is > $250K] Small Business Purchasing Program (SBPP) Award Preference: The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 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 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 SST will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SST’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 must additionally 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 by 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 by Bidders and Contractors will result in disqualification from consideration, and could result in debarment, contract termination, and other actions. To learn more about 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.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/commbuys Email: Send inquiries to the COMMBUYS OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-627-8283 or 617-720-3197. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

COMMBUYS REGISTRATION

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. To register review the COMMBUYS Job Aide �HYPERLINK "https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download"��COMMBUYS Vendor Registration� or go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

QUOTE SUBMISSION

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

VENDOR ACTIVATION

To receive a contract with state a vendor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a vendor will be issued a Vendor Code number or a “VC” number. This VC number is used for all contracts that a vendor has with state agencies. An organization with existing state contracts or a vendor who has had state contracts with any state agency in the past has been registered in MMARS and does not need to re-submit paperwork again unless existing information in MMARS will need to be updated. As part of this RFR application a potential bidder who is new to the state system or who will need to update existing information in MMARS must follow the instructions found in the Vendor Activation Folder (VENDACT) in the Attachments for this RFR.

Standard Template 9/2021