RFR 27-101 Strategic Planning Consultant.pdf

Massachusetts Board of Library Commissioners

REQUEST FOR RESPONSES

REPOST of RFQ Bid# BD-27-1007-1007C-1007L-131234

RFR 27-101 Strategic Planning Consultant

Current Bid#: BD-27-1007-1007C-1007L-131617

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.combuys.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627- 8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk County holidays.

Massachusetts Board of Library Commissioners 90 Canal St, Ste 500, Boston, MA 02114

617-725-1860 ● 1-800-952-7403 ● Fax: 617-725-0140 http://www.commbuys.com/ mailto:OSDHelpDesk@mass.gov

1. PROCUREMENT SCOPE AND DESCRIPTION

Background Information

2. APPLICABLE PROCUREMENT LAW

3. ACQUISITION METHOD

4. WHETHER SINGLE OR MULTIPLE CONTRACTORS ARE REQUIRED FOR CONTRACT

4.1 Estimated Number of Awards

4.2 Adding Contractors After Initial Contract Award

5. ENTITIES ELIGIBLE TO USE THE RESULTING CONTRACT

6. EXPECTED DURATION OF CONTRACT (INITIAL DURATION AND ANY OPTIONS TO RENEW)

7. ANTICIPATED EXPENDITURES, FUNDING, OR COMPENSATION

8. CONTRACT PERFORMANCE AND BUSINESS SPECIFICATIONS

Scope of Services

8.1 Performance Measures:

8.1.1 Tasks

8.2 Vendor Specifications

8.3 Payment Milestones

8.4 Accessibility Requirements

8.5 Security and Confidentiality

8.6 Failure to Perform

9. FORM OF THE RESPONSE

9.1 Narrative Proposal

9.1.1 Vendor Qualifications

9.2 Performance Measures: ............................................................... Error! Bookmark not defined.

9.2.1 Tasks ............................................................................................. Error! Bookmark not defined.

9.2.2 Required Services

9.3 Cost Proposal

9.3.1 Overall Costs based on Term of Contract

9.3.2 Costs by Service / Project

9.4 Other Required Documents

9.4.1 Business References

9.4.2 Sample of Work

9.1 Additional Quote Terms

9.1.1 Prohibition Regarding Contract Terms

9.1.2 Bidder Response Form

10. EVALUATION CRITERIA

11. REQUIRED FORMS

12. INSTRUCTIONS FOR SUBMISSION OF RESPONSES

12.1 Quote Submission Method

12.2 COMMBUYS Quote Submission Training and Instructions

12.3 COMMBUYS Support

12.3.1 Bid Opening Date/Time

12.4 Limits and Restrictions

12.4.1 Withdrawing a Quote

• Prior to Bid Opening Date/Time

• After Bid Opening Date/Time

13. ESTIMATED PROCUREMENT CALENDAR

13.1 Online Questions (Bid Q&A)

13.2 Bid Amendment Deadline

13.3 Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

13.4 Estimated Contract Start Date

14. FISCAL TERMS

14.1 Prompt Pay Discounts

14.2 Commonwealth Tax Exemption

14.3 VendorWeb

14.4 Payments

15. SMALL BUSINESS PURCHASING PROGRAM

15.1 Program Background

15.2 SBPP Award Preference

15.3 SBPP Participation Eligibility

15.4 SBPP Compliance Requirements

15.5 Program Resources and Assistance

16. AUDIT

17. ELECTRONIC SIGNATURES

18. ACCEPTABLE FORMS OF SIGNATURE

19. APPENDIX 1 - REQUIRED TERMS FOR ALL RFQS

19.1 General Procurement Information

19.1.1 Access to Security-Sensitive Information

19.1.2 Alterations

19.1.3 Ownership of Submitted Quotes

19.1.4 Prohibitions

19.2 Terms and Requirements Pertaining to Awarded Contracts

19.2.1 Commonwealth Tax Exemption

19.2.2 Contractor’s Contact Information

19.2.3 Publicity

20. APPENDIX 2 - RFR - REQUIRED SPECIFICATIONS

21. APPENDIX 3 - INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF COMMONWEALTH

STANDARD FORMS

21.1 Commonwealth Standard Contract Form

21.2 Commonwealth Terms and Conditions/Commonwealth IT Terms and Conditions

21.3 Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form) 28

21.4 Contractor Authorized Signatory Listing

21.5 Prompt Payment Discount Form

21.6 Business Reference Form

22. APPENDIX 4 - INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS ELECTRONICALLY THROUGH

COMMBUYS

REQUEST FOR RESPONSES

RFR 27-101 Strategic Planning Consultant

COMMBUYS Bid# BD-27-1007-1007C-1007L-131617

ISSUE DATE: July 23, 2026

Purchasing Department Massachusetts Board of Library Commissioners

Address 90 Canal Street, Suite 500 City, State Zip Code Boston, MA 02114-1933 Procurement Contact Person Tanesha Deane Telephone Number 617-725-1860 x241 Fax Number 617-725-0140 E-Mail Address tanesha.deane@mass.gov RFR Name/Title Strategic Planning Consultant RFR Number RFR 27-100 COMMBUYS Bid Number BD-27-1007-1007C-1007L-131617

1. Procurement Scope and Description

The Massachusetts Board of Library Commissioners (MBLC) (https://mblc.state.ma.us/index.php) is the agency of state government with the statutory authority and responsibility to organize, develop, coordinate, and improve library services throughout the Commonwealth. It is governed by nine Commissioners appointed by the governor.

The MBLC strives to provide every resident of the Commonwealth with full and equal access to library information resources regardless of geographic location, social or economic status, age, level of physical or intellectual ability, or cultural background.

Our mission and goals are to:

• maintain and strengthen the Commonwealth's free public libraries,

• provide statewide and regional programs for the improvement of library services provided by libraries of all types,

• support resource sharing, online access, and the utilization of technology by libraries, and

• provide specialized library services to blind and physically handicapped residents.

Background Information

MBLC has been working internally on a new 5-year strategic plan (FY2026 through FY2030) to guide the agency as it matures and evolves to meet new challenges and steady growth. Although staffing levels have roughly stayed the same, MBLC has expanded greatly in the areas of grants secured, projects completed, and new initiatives undertaken.

https://mblc.state.ma.us/index.php

Major accomplishments over the past four years include:

• Substantial increases to almost all our legislative budget lines over the last four fiscal years (FY2022-2025)

• Procurement of a new vendor for our Annual Report Information Survey (ARIS) in FY2024, resulting in improved data collection

• Increases in grants to the Automated Networks to allow for improved eContent

• Major database vendor procurement, after a lengthy review process in 2022

• Significant progress in agency DEI goals, including training workshops with Perkins

School for the Blind, an overall accessibility audit of the agency’s websites, development of a Small Library construction grant, among other items

The result of this process is to have a final plan with a coordinated strategic vision with specific implementation plans, addressing statutory, regulatory, programmatic, technological, and funding issues.

Purpose:

The Strategic Plan is in the final stages of development, and will be implemented, evaluated, and refined on an ongoing basis in subsequent years, in order to accomplish the goals and objectives contained in the plan. These goals and objectives have been developed with significant participation from our affiliates (the Massachusetts Library System [MLS], the Library for the Commonwealth [LFC] at the Boston Public Library, the Talking Book Libraries, the Massachusetts Center for the Book, the 9 automated networks, and the 370 public libraries in the Commonwealth of Massachusetts).

We are seeking a vendor who will review and analyze data that was collected from our statewide focus groups and surveys, and our internal staff and Commissioner focus groups. After analysis, the vendor, in collaboration with staff, will determine an overarching strategy that will be supported by goals, objectives, and activities. The end product will be a document that describes the strategy and outlines the action plan for the first year (FY2027).

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR

21.00 Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b) Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

3. Acquisition Method

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other: [specify, e.g., TELP]

4. Whether Single or Multiple Contractors are Required for Contract

Check One (“X”):

Single Contractor

Multiple Contractors

4.1 Estimated Number of Awards

The target maximum number of Contractors is one (1); the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

4.2 Adding Contractors After Initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

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]

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

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

The anticipated duration of this contract is from August 17, 2026, to September 30, 2026, with no renewals.

Contract Duration Number of Options Number of

Years/Months Instructions

Initial Duration

3 months August 17, 2026, to October 31, 2026

Renewal Options

Total Maximum Contract Duration

3 months August 17, 2026, to October 31, 2026

7. Anticipated Expenditures, Funding, or Compensation

The estimated value of purchase(s) resulting from this Bid is $10,000 maximum.

a) The anticipated compensation for the resulting contract will be project-based and shall consist of either a flat fee or an all-inclusive amount (all related costs, overhead, administrative costs, time materials, etc., projected and calculated in an itemized pricing proposal). Bidders to this solicitation will be required to provide a complete breakdown of prices and costs for the various elements of the contract, such as data analysis, planning services, and meeting leadership services, as part of their proposal.

b) Payment under the terms of the contract will be based on a schedule of deliverables and the completion of various phases of the negotiated statement of work and acceptance by the MBLC of the various phases of completion as well as the entire final project. Contractors who underestimate their costs may not request additional compensation. Any component of the project not listed with its price shall be deemed to be available to MBLC at no charge.

Under no circumstances will MBLC pay additional invoices for services or reimbursements not previously agreed to which relate to project-based engagements.

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.

8. Contract Performance and Business Specifications

Scope of Services

The Selected Bidder will:

• Perform a review of all the current Strategic Planning materials, including:

o Timeline o Feedback from focus groups with the library community o Data from staff focus group o Data from Commissioners’ focus group o Survey results o Initial compilation of data that was completed by staff

• Outline and draft an overarching strategy based on these findings, that the agency can use as a basis for long term goal setting;

• Outline and draft a Strategic Plan document that builds on these findings and incorporates input from stakeholders, including specific actions that need to be completed;

• Draft Implementation Plan for Year 1 of the 5-year time frame;

• Develop specific deliverables to meet the goals of the project and manage teams (if any) to complete key deliverables, in coordination with all stakeholders

This process should include, at minimum:

One or more meetings with the agency’s Strategic Planning Team for information gathering

Presentation of the draft strategy to the agency’s staff.

Revisions to the strategy, if any.

Presentation of the draft Strategic Plan document to the Strategic Planning Team.

Revisions to the Strategic Plan, if any.

Presentation of the final strategy and Strategic Plan to staff.

Presentation of the final strategy and Strategic Plan to Commissioners.

Detailed deliverables are included below in Section 8.1.2.

8.1 Performance Measures:

8.1.1 Tasks

To accomplish the objectives of this contract, the Selected Bidder shall perform the following tasks in consultation with MBLC:

1. Develop annotated draft Strategy, including:

a. Work with Strategic Planning Committee and other staff as needed to discuss and clarify/summarize priority issues for resolution

b. Develop draft options and recommendations, as appropriate, for meeting priority issues

c. Prepare annotated draft Strategy

d. Present draft Strategy to staff for comment

e. Revise Strategy to incorporate staff feedback

f. Complete written Strategy

2. Develop annotated draft Strategic Plan, including:

a. Work with Strategic Planning Committee and other staff as needed to discuss and clarify/summarize priority issues for resolution

b. Develop draft options and recommendations, as appropriate, for meeting priority issues

c. Prepare annotated draft Strategic Plan and Year 1 implementation plan

d. Present draft Strategic Plan and implementation plan to staff for comment

e. Revising Strategic Plan and implementation plan to incorporate staff feedback

f. Complete written Strategic Plan and Year 1 implementation plan

g. Present Strategy, Strategic Plan, and Year 1 implementation plan to staff

h. Present Strategy, Strategic Plan, and Year 1 implementation plan to Commissioners

8.1.2 Deliverables:

• Annotated draft Strategy. Draft plan must be provided in both Word and PDF formats, suitable for posting online and sharing via email, which meets the accessibility requirements in Section 8.5.

• Annotated draft Strategic Plan, including identification of priority issues, with options and recommendations for resolution. Draft plan must be provided in both Word and PDF formats, suitable for posting online and sharing via email, which meets the accessibility requirements in Section 8.5.

• Final report, including meeting summaries, Strategy, and Year 1 implementation plan (including yearly goals and benchmarks, as well as a mechanism for reporting to the Board)

8.2 Vendor Specifications

The Selected Bidder must:

• Have working knowledge of the library organizational structures in Massachusetts, including a general understanding of the Massachusetts Board of Library Commissioners (MBLC), the Massachusetts Library System (MLS), the Library for the Commonwealth (LFC) at the Boston Public Library, the Talking Book Libraries, the Massachusetts Center for the Book, the 9 automated networks, and the 370 public libraries.

• Have documented experience consulting with at least 5 public libraries and/or state library agencies on strategic plans; all assigned staff for this project must have this experience. Therefore, please provide the resumes of each individual who will be participating in this project and their relevant experience as it pertains to this project only.

• Submit a proposed budget that includes all administrative costs, staff that will complete each task, and the projected cost of completing each deliverable. The resulting contract will be inclusive of all costs. All costs must be detailed in the proposed budget.

8.3 Payment Milestones

Payment will be based on the following milestones. The vendor may propose alternative milestones if this framework does not fit their development model. In all cases, milestones must be clearly defined, and payment issued after a measurable service has been delivered.

Milestone Payment Kickoff meeting, completion of information gathering/review, Strategy presented to staff.

25%

Completion of draft Strategic Plan and Year 1 implementation plan, plans presented to staff.

25%

Delivery of final draft Strategic Plan and Year 1 implementation plan.

25%

Completion of final presentations to staff and Commissioners; delivery of final documents.

25%

Payment under the terms of the contract will be based on a schedule of deliverables and the completion of various phases of the negotiated statement of work and acceptance by the MBLC of the various phases of completion as well as the entire final project. Contractors who underestimate their costs may not request additional compensation. Any component of the project not listed with its price shall be deemed to be available to MBLC at no charge.

8.4 Accessibility Requirements

All products must comply with the WCAG 2.2 AA standards, including those for apps, multimedia access, ADA, and Section 508 compliance. Provide a VPAT or equivalent documentation which details compliance for the current version of the product.

Provide details of the measures taken to support continued accessibility of the product:

• Describe both your development and testing methodology, and the extent to which persons with disabilities are included in these processes.

o Provide the names of the tools, systems and/or assistive technologies used within your organization to develop and test your software

• Describe your organization's quality assurance and corrective actions processes for testing, documenting, tracking, and resolving accessibility issues/defects in your product.

• Describe any combinations of devices and software with which the product is known to be explicitly compatible or not compatible.

• Provide the names of any outside accessibility experts that you work with to support your accessibility efforts.

• Provide a link to a publicly viewable policy statement outlining your company's commitment to producing accessible products.

The MBLC reserves the right to initiate an independent accessibility audit on any product. Documented failures brought to the attention of the organization must be addressed within a mutually agreed timeline.

8.5 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 confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers, or employees, including, but not limited to, security procedures, business operations information, personally identifiable information, or commercial proprietary information in the possession of the Commonwealth Agency.

8.6 Failure to Perform

Failure to perform contractual obligations is outlined in the Standard Contract Form, Terms and Conditions, Section 4 regarding termination and suspension of contract.

9. Form of the Response

Responses will be divided into two main parts: Narrative Proposal and a Cost Proposal. The Narrative Proposal and Cost Proposal must be two separate documents.

9.1 Narrative Proposal

The vendor shall write a narrative that is detailed with the following:

• Project Scope including deliverables for each task

• Project Schedule

• List of personnel and who will specifically be working on this project. In identifying the staff proposed for, and guaranteed available for, this project, the vendor must provide the following information:

o Total number of in-house staff o Position Titles o Area(s) of expertise o Individual qualifications, including total years of experience and years of experience in the employment of the vendor; and o Proposed role in the project for each person https://www.macomptroller.org/wp-content/uploads/form_commonwealth-terms-and-conditions.pdf

9.1.1 Vendor Qualifications

The vendor will provide a brief narrative of their business history, as well as their interest in undertaking this work for the Agency and the library community as a whole. The vendor then will describe in detail their qualifications to perform the duties enumerated in this document. Each of the vendor specifications listed in Section 0 The Selected Bidder will:

• Perform a review of all the current Strategic Planning materials, including:

o Timeline o Feedback from focus groups with the library community o Data from staff focus group o Data from Commissioners’ focus group o Survey results o Initial compilation of data that was completed by staff

• Outline and draft an overarching strategy based on these findings, that the agency can use as a basis for long term goal setting;

• Outline and draft a Strategic Plan document that builds on these findings and incorporates input from stakeholders, including specific actions that need to be completed;

• Draft Implementation Plan for Year 1 of the 5-year time frame;

• Develop specific deliverables to meet the goals of the project and manage teams (if any) to complete key deliverables, in coordination with all stakeholders

This process should include, at minimum:

One or more meetings with the agency’s Strategic Planning Team for information gathering

Presentation of the draft strategy to the agency’s staff.

Revisions to the strategy, if any.

Presentation of the draft Strategic Plan document to the Strategic Planning Team.

Revisions to the Strategic Plan, if any.

Presentation of the final strategy and Strategic Plan to staff.

Presentation of the final strategy and Strategic Plan to Commissioners.

Detailed deliverables are included below in Section 8.1.2.

9.2 Performance Measures:

9.2.1 Tasks

To accomplish the objectives of this contract, the Selected Bidder shall perform the following tasks in consultation with MBLC:

3. Develop annotated draft Strategy, including:

a. Work with Strategic Planning Committee and other staff as needed to discuss and clarify/summarize priority issues for resolution

b. Develop draft options and recommendations, as appropriate, for meeting priority issues

c. Prepare annotated draft Strategy

d. Present draft Strategy to staff for comment

e. Revise Strategy to incorporate staff feedback

f. Complete written Strategy

4. Develop annotated draft Strategic Plan, including:

a. Work with Strategic Planning Committee and other staff as needed to discuss and clarify/summarize priority issues for resolution

b. Develop draft options and recommendations, as appropriate, for meeting priority issues

c. Prepare annotated draft Strategic Plan and Year 1 implementation plan

d. Present draft Strategic Plan and implementation plan to staff for comment

e. Revising Strategic Plan and implementation plan to incorporate staff feedback

f. Complete written Strategic Plan and Year 1 implementation plan

g. Present Strategy, Strategic Plan, and Year 1 implementation plan to staff

h. Present Strategy, Strategic Plan, and Year 1 implementation plan to Commissioners

Deliverables:

Annotated draft Strategy. Draft plan must be provided in both Word and PDF formats, suitable for posting online and sharing via email, which meets the accessibility requirements in Section 8.5.

8.1.3 Annotated draft Strategic Plan, including identification of priority issues, with options and recommendations for resolution. Draft plan must be provided in both Word and PDF formats, suitable for posting online and sharing via email, which meets the accessibility requirements in Section 8.5.

• Final report, including meeting summaries, Strategy, and Year 1 implementation plan (including yearly goals and benchmarks, as well as a mechanism for reporting to the Board)

Vendor Specifications must be addressed individually. Vendor responses will use the same numbering scheme as in this document (e.g., 8.2.1, 8.2.2, 8.2.3…). All qualifications must be addressed.

9.2.2 Required Services

The vendor will describe in detail how they intend to meet each of the services listed in Section 8 Scope of Services. Vendor responses will use the same numbering scheme as in this document (e.g., 8.1.1, 8.1.2, 8.1.3…). All services must be addressed. The vendor should indicate any services they believe are essential to the process that are not mentioned in this document and explain how they would provide them.

9.3 Cost Proposal

This RFR seeks a comprehensive cost proposal for all services outlined in Section 8 Scope of Services.

The cost proposal must be all-inclusive, and the vendor should detail any proposed discounts for expedited payments. The Cost Proposal must be submitted as a separate document.

The following breakdowns are required in the Cost Proposal:

9.3.1 Overall Costs based on Term of Contract

9.3.2 Costs by Service / Project

Administrative Costs (Staff completing each task) Projected Cost of each deliverable

9.4 Other Required Documents

9.4.1 Business References

The vendor will provide at least three client references that the Agency may contact about previous work, using the Business Reference form included with this RFR. If possible, references will be from clients of a similar size and with similar technical requirements. The Agency is particularly interested in any previous experience vendors may have with other educational, non-profit, or governmental organizations The vendor must have documented experience consulting with at least 5 public libraries and/or state library agencies on strategic plans; all assigned staff for this project must have this experience. If any Commonwealth agency is an existing customer, the vendor must provide that agency’s contact as a reference. If any Commonwealth agency is an existing customer, the vendor must provide that agency’s contact as a reference.

9.4.2 Sample of Work

Vendors must include at least two samples of prior surveys, focus group agendas, completed strategic plans, and project timelines (or project scope documents) that were produced for previous clients.

9.1 Additional Quote Terms

9.1.1 Prohibition Regarding Contract Terms

Bidders shall not, as part of their Quote, propose additional contractual terms, or supplemental or clarifying language pertaining to contractual terms, even if the proposed additions/clarifications are not in conflict with the Commonwealth Terms and Conditions, the Standard Contract Form, or other documents comprising this RFR. Contracting Departments expect that all Statewide Contracts incorporate the same terms and conditions and only those terms and conditions. Contractors who wish to propose additional non-conflicting contractual terms, or supplemental or clarifying language, may do so ONLY on a case-by-case basis, negotiated for each specific engagement and memorialized in the Project Statement of Work.

9.1.2 Bidder Response Form

All specifications of this RFR that are not mandatory such as those specifically identified as “optional,” “desirable,” or in other terms indicating that the specification is not mandatory must have a response within the Bidder Response Form (or equivalent) provided on COMMBUYS for this Bid to be evaluated.

Most items within the Bidder Response Form will be scored to determine the apparent successful bidders. The SSST does not want and will not read, consider, or evaluate a line by line-by-line response to this RFR.

10. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

All proposals will be evaluated by the members of the MBLC's Procurement Team: MBLC Director, Head of Operations & Budget, Communications Director, and Head of State Programs.

Responses will be evaluated based on the following criteria:

Criteria Value

Narrative Proposal 40 points

Cost Proposal 20 points

Sample of Work 20 points

Business References 20 points

Total 100 points

11. Required Forms

Strategic Sourcing Services Teams seek to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete and submit the RFR Submission Checklist and all documents referenced in the Checklist.

Responses to this RFR must contain the following documents:

Check if applicable (“X”)

Form/Document Notes/Instructions

Narrative Proposal Electronic Submission Cost Proposal Electronic Submission Business Reference Form Electronic Submission Prompt Payment Discount Form Electronic Submission RFR Submission Checklist Electronic Submission Authorization for Electronic Funds Transfer Upon Contract Award – can be submitted electronically

W9 Form Upon Contract Award – can be submitted electronically

12. Instructions for Submission of Responses

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).

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

12.1 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.

12.2 COMMBUYS Quote Submission Training and 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 (Responses) through

COMMBUYS.

12.3 COMMBUYS Support

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

Website: Go to www.mass.gov/osd/commbuys to access COMMBUYS resources, including new bid postings, job aids, and training schedules for buyers, among others.

Email: Send inquiries to the OSD Help Desk at OSDHelpDesk@mass.gov

Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 a.m. to 5:00 p.m., Monday through Friday Eastern Time, except on federal and state holidays.

http://www.commbuys.com/ https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.screencast.com/t/GMJLKkilF12 https://www.screencast.com/t/GMJLKkilF12 http://www.mass.gov/osd/commbuys mailto:OSDHelpDesk@mass.gov

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

12.3.1 Bid Opening Date/Time

All Bids must be posted in COMMBUYS before the specified date, month, year, and time displayed as the Bid Opening Date/Time in the Header Information section of the Bid in COMMBUYS. Times are Eastern Time. All Bidders are advised to allow adequate time for Bid submission by considering potential online submission impediments such as Internet traffic, Internet connection speed, file size, and file volume.

OSD 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. COMMBUYS will not accept Bids submitted after the Bid Opening Date/Time deadline.

Any submission that fails to meet the submission requirements of the RFR 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.

12.4 Limits and Restrictions

12.4.1 Withdrawing a Quote

• Prior to Bid Opening Date/Time

Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote in COMMBUYS.

• After Bid Opening Date/Time

Quotes may not be withdrawn after the Bid Opening Date/Time. If the Bidder wants to remove a Quote from consideration, contact the Strategic Sourcing Services Lead for guidance.

13. Estimated Procurement Calendar

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

Procurement Activity Date Time

Bid Release Date July 23, 2026 9:00 am

Deadline for Submission of Questions through COMMBUYS “Bid Q&A” July 27, 2026 5:00 pm

Official Answers for Bid Q&A published (Estimated) July 29, 2026 3:00 pm

Bid Amendment Deadline / Online Quote Submission Begins. (Bid documents will not be amended after this date.)

July 30, 2026 11:00 am

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS) August 6, 2026 11:00 am

Notification of Apparent Successful Bidder(s) (Estimated) August 10, 2026

Estimated Contract Start Date August 17, 2026

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

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

13.1 Online Questions (Bid Q&A)

Written questions must be entered using the "Bid Q&A" tab for the Bid in COMMBUYS no later than the "Online Questions Due" date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder's responsibility to verify receipt of questions.

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.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

13.2 Bid Amendment Deadline

The Purchasing Department 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 Purchasing Department 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.

13.3 Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

13.4 Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

14. Fiscal Terms

14.1 Prompt Pay Discounts

All Bidders must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the Bidder can provide compelling proof that it would be unduly burdensome.

Bidders must submit agreeable terms for Prompt Payment Discount unless otherwise specified by the Massachusetts Board of Library Commissioners (MBLC). The MBLC will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to offer a PPD may be waived by the MBLC on a case-by-case basis if participation in the program would be unduly burdensome on the Bidder. If a Bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in the Response.

14.2 Commonwealth Tax Exemption

Invoices submitted to the MBLC must not include sales tax.

14.3 VendorWeb

Vendors can see their scheduled payments and payment history by logging on to VendorWeb. On-line vendors can find the tentative scheduled payment date or the actual payment date, payment number, vendor invoice number, contract number, line amount, any associated text information and the Department making the payment. VendorWeb is located at https://massfinance.state.ma.us/VendorWeb/vendor.asp.

The VendorWeb application was created to help the Commonwealth’s vendors get their payment information freely and easily. Vendors access VendorWeb with their Commonwealth VC code and the last 4 digits of their TIN. Vendors can view or download information for payments made in the current or prior fiscal year or scheduled to be paid. Payment information can be generated using date ranges and selected Department(s). Payment information can be sorted by payment number or Department payer(s).

VendorWeb also provides vendors on-line access to 1099 tax forms.

14.4 Payments

The selected vendor will be required to submit payment invoices in accordance with the procedures outlined above in order to receive payments. Departments are required to make payments on approved invoices within forty-five (45) calendar days of receipt, unless a prompt payment discount is negotiated for this contract. Please note: Electronic Funds Transfer (EFT) is the expected form of issuing Commonwealth payments to our vendors. The Commonwealths’ policy is to pay its bills through EFT while maximizing the use of prompt payment discounts (PPD). EFT is a benefit to both vendors and the Commonwealth because it ensures fast, safe and reliable payment directly to the vendor’s account and saves both parties the cost of processing checks.

BILLS ARE PAYABLE IN ACCORDANCE WITH CTR’S BILL PAYMENT POLICY:

https://www.mass.gov/service-details/understanding-commonwealth-payments

15. Small Business Purchasing Program

15.1 Program Background

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(es) as described below.

15.2 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 https://massfinance.state.ma.us/VendorWeb/vendor.asp https://www.mass.gov/service-details/understanding-commonwealth-payments https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program 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.

15.3 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. Be 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, be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

15.4 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.

15.5 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.

16. Audit

During the term of this Agreement and for a period of six years thereafter, Massachusetts Board of Library Commissioners, 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 Massachusetts Board of Library Commissioners, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov

17. 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 of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that she/he/they is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that she/he/they has read and assented to each document’s terms.

18. Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways:

1. Traditional “wet signature” (ink on paper);

2. Electronic signature that is either:

a. Hand drawn using a mouse or finger if working from a touch screen device; or

b. An uploaded picture of the signatory’s hand drawn signature

3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

19. Appendix 1 - Required Terms for all RFRs

19.1 General Procurement Information

19.1.1 Access to Security-Sensitive Information

Bidders agree to adhere to this section if an eligible entity provides a Contractor with security-sensitive information which, pursuant to MGL c. 4, § 7, cls. 26(n), is generally exempt from public disclosure under the Commonwealth’s public records laws and must, for public safety purposes, be safeguarded from widespread public disclosure. This security-sensitive information may be in the form of blueprints, plans, policies, procedures, schematic drawings, etc., which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, and/or any other records relating to the security or safety of persons (pursuant to MGL c. 66A) or buildings, structures, facilities, utilities, transportation, information technology, or other infrastructure located within the Commonwealth. Qualified prospective Bidders interested in accessing this information for the purpose http://www.mass.gov/legis/laws/mgl/gl-66a-toc.htm of preparing a Bid must, before being allowed to access the information, sign a confidentiality agreement, thereby agreeing to:

• Restrict the use of these sensitive records for any other purpose than as authorized and for the purpose of putting together a bid proposal;

• Safeguard the information while it is in their possession (consistent with Section 6 of the Commonwealth Terms and Conditions); and

• Return such records and materials to the Commonwealth upon completion of the project.

19.1.2 Alterations

Bidders shall not alter (manually or electronically) the Bid language or any Bid component files.

Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and shall disqualify a Bid.

19.1.3 Ownership of Submitted Quotes

The SSST shall be under no obligation to return materials submitted by a Bidder in response to this Bid.

All materials submitted by Bidders become the property of the Commonwealth of Massachusetts and will not be returned to the Bidder. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Quote, whether or not the Quote is selected for Contract award.

Quotes stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a “read-only” copy of this submission via COMMBUYS, as long as their account remains active. Bidders also may retain a traditional paper copy or electronic copy on a separate computer, or network drive or separate media, such as CD or DVD, as a backup.

19.1.4 Prohibitions

Bidders are prohibited from communicating directly with any employee of the procuring Department or any member of the SSST regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide information or respond to questions or inquiries concerning this RFR. Bidders may contact the individual listed in the contact information section of the Header Information this Bid in the event that this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the OSD Help Desk (see the document cover page for contact information).

In addition to the certifications found in the Commonwealth’s Standard Contract Form, by submitting a Quote, the Bidder certifies that the Quote has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding, or planned common course of action with any other Bidder of the commodities and/or services described in the

RFR.

mailto:osdhelpdesk@mass.gov

19.2 Terms and Requirements Pertaining to Awarded Contracts

19.2.1 Commonwealth Tax Exemption

Invoices submitted to Massachusetts government entities must not include sales tax.

19.2.2 Contractor’s Contact Information

It is the Contractor’s responsibility to keep the Contractor’s Contract Manager information current. If this information changes, the Contractor must notify the Contract Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS. The Contractor’s COMMBUYS account also must be updated to reflect the new information.

The Commonwealth assumes no responsibility if a Contractor’s designated email address is not current, or if technical problems, including those with the Contractor’s computer, network, or internet service provider (ISP), cause email communication between the Bidder and the SST to be lost or rejected by any means, including email or spam filtering.

19.2.3 Publicity

Any Contractor awarded a contract under this Bid is prohibited from selling or distributing any information collected or derived from the Contract, including lists of participating Eligible Entities, Commonwealth employee names, telephone…