RFR Coastal Plain Ponds Botanical Survey-FINAL.pdf

REQUEST FOR RESPONSE

BOTANICAL SURVEY – COASTAL PLAIN PONDS

DFW-2026-018

Purchasing Department MA Division of Fisheries & Wildlife (MassWildlife)

Address 1 Rabbit Hill Road

City, State, Zip Code Westborough, MA 01581

Procurement Contact Person Cynthia Pratt

Telephone Number 508-389-6315

E-Mail Address cynthia.pratt@mass.gov

RFR Name/Title Botanical Survey – Coastal Plain Ponds

COMMBUYS Bid Number BD-26-1046-DFW-FWE11-119553

Internal Bid Number DFW-2026-018

Description/Purpose of Procurement:

The Massachusetts Division of Fisheries and Wildlife is seeking proposals to document the current natural community composition and structure associated with 107 Coastal Plain Ponds between Plymouth, Barnstable and Yarmouth, Massachusetts (Figure 1, Figure 2, and Figure 3). These are primarily acidic, nutrient-poor, groundwater-fed ponds with fluctuating water levels driven by precipitation, evapotranspiration patterns, and fluctuation of ground water lens. Pondshore and aquatic communities may shift and vary in size and composition from year to year, dependent on seasonal and annual water-level fluctuations. Many globally rare and MESA listed species have adapted to depend on these characteristics. However, these communities are currently being threatened by invasives species and disturbance activities.

This work is intended to establish a baseline of current conditions at 107 Coastal Plain Ponds to better understand the distribution and structure of the various rare plant species at the site, document these conditions to provide historical context to evaluate broad changes in the future composition and condition, and to inform MassWildlife staff about short-and-long term management priorities and needed actions.

Applicable Procurement Law:

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Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

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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

Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other

Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”): Contractors

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

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

b. 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 that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

Entities Eligible to Use the Resulting Contract:

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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:

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

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

Contract Duration

Number of Options Number of Years/Months

Initial Duration

1 year. Effective date through June 30, 2026.

Renewal Options

MassWildlife, at their discretion, may choose to execute a total of 2 options to renew for 1 year each. We do not anticipate exceeding June 30, 2028.

Total Maximum Contract

Duration*

3 years.

Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $30,000 per year

Specifications:

Minimum Qualification Requirements:

Individuals/Companies conducting botanical surveys shall possess a minimum demonstrated field experience in plant identification and vegetation community assessments. Candidates shall show experience in conducting vegetation surveys and species Identification in Coastal Plain Ponds or experience in similar natural communities. Candidates must be proficient in the use of dichotomous keys, data collection techniques, and GPS navigation. Strong document and reporting skills are essential as is the ability to work in diverse and sometime challenging field conditions. Previous experience submitting records/data into Heritage Hub will be preferred.

Project Objectives:

1. Survey 107 Coastal Plain Ponds totaling (68.68 Miles of shoreline) in Plymouth, Barnstable, and

Yarmouth over a 2-year period

2. Document and Map all MESA and Watch listed species encountered on a pond shoreline.

3. Document and Map all Invasive plant species encountered on a pond shoreline.

4. Document water levels during surveys

5. Document shoreline disturbances (Walking, UTV/ATV, Plantings, Docks, Mooring, and Other)

6. Document shoreline inlet, outlets, and artificial structures that control water levels if any.

7. Document shoreline substrate (sand, gravel, cobble, organic bottoms, and others)

8. Summarize findings and present them to MassWildlife in a report.

Project Approach:

The awarded contractor will be responsible for surveying 107 Coastal Plain Ponds (68.68 miles of shorelines) looking at multiple factors that will be used in the future by MassWildlife biologists and their associates to detect and track changes in pond vegetation with the specific goal of informing staff about long-term community integrity and habitat management actions.

Project Methodology:

Task 1: Native Vegetation

1. Map and Document all MESA and Watch listed species on the 107 Coastal Plain Ponds (Table 1).

Survey will include Scientific Name, Population Size (Range or Exact Number depending on

Species), Location of Species (Polygon or GPS Point), Species Life Stage, Pond Name and Town, Time/Date, and Weather Conditions. Population information about all MESA-listed and Watch-listed species encountered shall be included in the Final Report, as well as entered into The

Natural Heritage “Heritage Hub” data reporting system. Contractors must be able to produce high resolution photographs with detailed features of species such that the identification can be easily and confidently confirmed by State Natural Heritage Botanist.

a. Survey each pond 2 times at different points (minimum 1-month apart) in a single season for full vegetation profile.

2. Survey each pond 2 times at different points (minimum 1-month apart) in a single season for full vegetation profile. Each pond will only need to be surveyed during one field season.

a. Survey 1: Needs to be conducted AFTER July 1

b. Survey 2: Needs to be conducted AFTER Sept 1

3. MassWildlife is projecting the vendor shall complete 33% of the ponds each year but also understand weather conditions will impact the progress of the project. If weather conditions are favorable in a given year the selected vendor can complete a higher percentage of the ponds.

The 2nd and 3rd year of the contract provides flexibility in the surveys.

4. MassWildlife will provide guidance to selected vendors on high priority ponds starting point.

Awarded Contractor will only be allowed to survey Coastal Plain Pond shores for Rare/MESA

Species when water levels are favorable. Many of the sites are at risk of seasonal high water.

Planning will need to be considered when identifying favorable conditions over the 3-year window to survey the 107 ponds.

5. The awarded contractor shall map and describe the vegetation at the various Coastal Plain

Ponds based on direct field observations. Vegetation will be delineated on maps. The final map of each Pond must have every section with the vegetation described and delineated.

6. During the months of June – October each year the awarded contractor shall submit a monthly report that includes the locations of all ponds surveyed, GPS coordinates of all invasive and

Rare/MESA species , and a map of the ponds.

7. MassWildlife will provide historical rare/MESA species presence/absence data for the 107

Coastal Plain Ponds to the selected vendor under a data-release agreement. The historical data will be provided to the contractor as a tool to aid in the contractor’s survey efforts. However, contractors must survey for all MESA/Watch listed species on the pond shores as new discoveries are made each year in these natural communities. An objective is to document all current records.

8. Document current water level. Identify the average distance between the water level and tree/shrub line at multiple different points using metric units. Tree line defined as the closest tree location or the closest dense growth of woody species.

9. Submit a protocol for approval to properly identify and survey for all Rare/MESA species.

Table 1 List of MESA/Rare species that Selected Vendor must be able to identify at different life stages

Scientific Name Status Common Name Population Size Identifier (Exact, Range, Presence/Absence)

Amelanchier nantucketensis WL Nantucket Shadbush Exact if under 30 individuals, range if over

Calamagrostis pickeringii E Pickering’s Reed Grass Exact if under 30 individuals, range if over

Carex striata E Walter's Sedge Exact if under 30 individuals, range if over

Cirsium horridulum WL Yellow Thistle Exact if under 30 individuals, range if over

Coreopsis rosea WL Pink Tickseed Presence

Cuscuta coryli WL Pondshore-dodder

Exact. Make small collection of flwr or frt and stem if possible, note species being parasitized.

Cuscuta indecora S1 Collared Dodder

Exact. Make small collection of flwr or frt and stem if possible, note species being parasitized.

Dichanthelium scoparium S1S2 Velvet Panic Grass Exact if under 30 individuals, range if over

Dichanthelium wrightianum SC Wright’s Rosette-grass Exact if under 30 individuals, range if over

Eleocharis melanocarpa WL Black-fruited Spike-rush Exact if under 30 individuals, range if over

Eupatorium novae-angliae E New England Boneset Exact if under 30 individuals, range if over

Fuirena pumila WL Annual Umbrella-sedge Range

Fuirena squarrosa SH Hairy Umbrella-sedge Exact if under 30 individuals, range if over

Hypericum adpressum T Creeping St. John’s-wort Exact if under 30 individuals, range if over

Isoetes acadiensis E Acadian Quillwort

Exact if possible, otherwise range ok (this is a fully aquatic species, would only wash up on shore)

Juncus biflorus T Two-flowered Rush Exact if under 30 individuals, range if over

Lachnanthes caroliniana SC Redroot Exact if under 30 individuals, range if over

Scientific Name Status Common Name Population Size Identifier (Exact, Range, Presence/Absence)

Lechea minor WL Thyme-leaf Pinweed Exact if under 30 individuals, range if over

Lespedeza angustifolia WL Narrow-leaved bush clover Exact if under 30 individuals, range if over

Linum intercursum WL Sandplain Flax Exact if under 30 individuals, range if over

Cyperus subsquarrosus T Dwarf-bulrush Exact if under 30 individuals, range if over

Ludwigia sphaerocarpa E Round-fruited Seedbox Exact if under 30 individuals, range if over

Lycopus amplectens WL Clasping water-horehound Range

Panicum philadelphicum SC Philadelphia Panic

Grass Exact if under 30 individuals, range if over

Persicaria puritanorum SC Puritan smartweed Exact if under 30 individuals, range if over

Persicaria setacea T Swamp Smartweed Exact if under 30 individuals, range if over

Potamogeton confervoides T Tuckerman's

Pondweed

Exact if possible, otherwise range ok (this is a fully aquatic species, would only wash up on shore)

Rhexia mariana E Maryland Meadow

Beauty Exact

Rhynchospora inundata T Narrow-fruited

Beaksedge Exact

Rhynchospora nitens T Short-beaked

Beaksedge Exact if under 30 individuals, range if over

Rhynchospora scirpoides SC Long-beaked

Beaksedge Exact if under 30 individuals, range if over

Rhynchospora torreyana E Torrey's Beaksedge Exact

Rotala ramosior E Toothcup Exact if under 30 individuals, range if over

Sabatia campanulata E Slender Marsh Pink Exact

Sabatia kennedyana SC Plymouth Rose Gentian Exact if under 30 individuals, range if over

Sagittaria teres SC Quill-leaved Arrowhead

Exact if under 30 if observed in flower or fruit, range if over. Late season, leaves likely to wash onto shore, range fine for those.

Scleria pauciflora E Papillose Nut-Sedge Exact

Scleria reticularis WL Pondshore Nut-sedge Exact if under 30 individuals, range if over

Stachys hyssopifolia WL Hyssop Hedge-nettle Range

Utricularia resupinata T Resupinate

Bladderwort Exact, and exact GPS extents

Utricularia subulata SC Slender Bladderwort Exact and exact GPS extents

Xyris smalliana WL Small’s Yellow-eyed

Grass Exact

Task 2: Invasive/Non-Native Species

1. Map and Document all invasive plant species on the Coastal Plain Ponds. Survey will include

Scientific Name, Population Size (Range or Exact Number depending on Species), Location of

Species (Polygon or GPS Point), Species Life Stage, Pond Name, Duration, and Weather

Conditions. Invasive Species will include all species on the Massachusetts Invasive Plants

Advisory Group (MIPAG) “Invasive” and “Likely Invasive” and “Potentially Invasive” Categories

2. The awarded contractor will map and describe the vegetation at the Various Coastal Plain Ponds

(Figures 02 & 03) based on direct field observations. Vegetation will be delineated on maps.

3. During the months of June – October each year the awarded contractor shall submit a monthly report that includes the locations of all ponds surveyed, GPS coordinates of all invasive species, and a map of the ponds.

Task 3: Other

1. Document all risks or disturbances including but not limited to recreational activities such as hiking with or without domestic animals, Horseback riding, UTV/ATV/Bicycle Use) and non-recreational activities such as Clearings, Runoff, Logging, Altering Shoreline, such asraking and beach areas) on the pond shorelines

2. Document and photograph all Natural and Man-made inlets, outlets, and water withdrawals to the Coastal Plain Ponds if any are present.

3. Document pondshore substrate. (sand, gravel, cobble, organic bottoms, or mix of substrate)

Task 4: Final/Yearly Reports

1. An annual report is due December 15, 2025. Upon contract extension annual reports will be due on December 15 (Year 2 due 12/15/26 and Year 3 due 12/15/2027)

2. The report shall include all of the required information/data that was collected in Tasks 1, 2, and

3.

3. Selected Vendor will verify that all Rare/MESA species have been inputed into The Natural

Heritage “Heritage Hub” data reporting system.

**Tasks 2 and 3 may be completed separately from Task 1 since they are not contingent on favorable water levels.**

** MassWildlife may execute two options to renew for a 2nd year (July 1, 2026 – June 30, 2027) and 3rd year (July 1, 2027 – December 31, 2027) contingent on funding and performance.

Deliverables

Task 1:

1. Map and Document all Rare/MESA Species

• Written Summary including Scientific Name, Population Size (Range or Exact Number depending on Species), Location of Species (Polygon or GPS Point), Species Life Stage, Pond Name, Town name, Survey Duration, and Weather Conditions

• Survey each pond 2 times at different points (Minimum 1 Month Apart) in a single season for full vegetation profile.

• All rare and MESA data including “not founds” occurrences (Based on Historical Data) will be inputted into The Natural Heritage “Heritage Hub” data reporting system.

2. Map and Document all Water Level

• Written Summary of the Water Level Identifying the average distance between the water level and tree or dense shrub line at multiple different points during each of the surveys

3. Monthly Report

• A Monthly Report will be due at the end of each month from June – October of the Ponds surveyed during that month.

• Monthly report must include all Rare/MESA Species Data collected.

• Maps/Shapefile/GPS Coordinates will be required

Task 2:

1. Map and Document all Invasive/Non-Native Species

• Written Summary of Scientific Name, Population Size (Range or Exact Number depending on Species), Location of Species (Polygon or GPS Point), Pond Name, Survey Duration, and Weather Conditions

• Survey each pond 1 time to identify full vegetation profile.

2.) A Monthly Report

• A Monthly Report will be due at the end of each month from June – October of the Ponds surveyed during that month.

• Monthly report will include all Invasive/Non-Native Data collected.

• Maps/Shapefile/GPS Coordinates will be required

Task 3:

1. Map and Document all Disturbances

Survey 1 Must be conducted AFTER July 1

Survey 2 Must be conducted AFTER Sept 1

• Written Summary of Type of Disturbance, Location of activity (Polygon or GPS Point), Pond Name, Survey Duration, and Weather Conditions.

• Disturbance activities including but are not limited to: horseback riding, UTV/ATV/bicycle tracks, vehicles, land clearing, walking/hiking, domestic animals, logging, altering shoreline such as raking and beach areas, and other potential human disturbances, in addition to other disturbance including but not limited to clearings, runoff and more.

2. Map and Document all Natural and Man-made Inlets and Outlets if any.

• Written Summary of Type of Inlet and Out, Location of activity (Polygon or GPS Point), Pond Name, Town, Survey Duration, and Weather Conditions.

3. Document all Pondshore substrate

• Written Summary of the substrate (sand, gravel, cobble, or organic bottoms)

Task 4:

An annual report is due on December 15, 2025.

Upon contract execution annual reports will be due on December 15th of each year (Year 2 due 12/15/26 and Year 3 due 12/15/2027).

The report shall include all of the required information/data that was collected in Tasks 1, 2, and 3.2.

Selected Vendor will verify that all of the Rare/MESA species have been imputed into The Natural Heritage “Heritage Hub” data reporting system.

Deliverable acceptance or rejection process:

A Deliverable or Task will be considered “completed” when the MassWildlife Project Manager (PM) has accepted the Deliverable or Task in accordance with this RFR, the final SOW, and Contract. Contractor shall issue invoices to MassWildlife for the Deliverables or Tasks that are completed (each, a “Valid Invoice”) within 45 calendar days of the acceptance of the Deliverable or Task. Valid invoices shall be payable by MassWildlife in accordance with the Commonwealth’s bill-paying policies.

The Contractor Project Manager (Contractor PM) will submit each Deliverable to the Agency Project Manager (agency PM) on or before the Due Date specified in the RFR/Scope of Work. MassWildlife will review each Deliverable and determine whether it has met in all material respects the criteria established in executed Agreement.

Within ten (10) Business Days of receipt of each Deliverable, the Agency PM will notify the Contractor PM, in writing, of acceptance or rejection. A rejection will include a description of the defects of the Deliverable. If the Agency PM does not respond with acceptance or rejection within ten (10) Business Days of receipt, the Contractor PM shall provide a reminder notice to the Agency PM. If Agency PM fails to respond after the receipt of the reminder notice, Contractor must notify Agency PM and the Parties must agree to a new deadline for acceptance or rejection of the Deliverable. Upon receipt of rejection of a Deliverable, Contractor will act diligently to correct the specified defects and deliver an updated version of the Deliverable to the Agency PM. Acceptance or rejection of the updated version of the Deliverable will be subject to the process described in this paragraph.

Contractor acknowledges and agrees that payment is expressly contingent upon the full and satisfactory completion of all deliverables as defined in this Agreement. No payment of any kind shall be payable until all such deliverables have been completed in their entirety and formally accepted by MassWildlife.

Following any acceptance of a Deliverable which requires additional work to be entirely compliant with the pertinent specifications, and until the next delivery, Contractor will use reasonable efforts to provide a prompt correction or workaround.

Notice to Proceed:

The vendor(s) awarded contract(s) for this procurement will receive a Notice to Proceed with information including when work may commence, invoicing instructions, and other requirements. No work may commence without the execution of a Commonwealth standard contract with Scope of Work (SOW) and the issuance of the notice to proceed.

Contract Performance and Business Specifications:

Additional Terms:

• Bill Pay Payment Policy: All invoices issued pursuant to this contract are payable in accordance with the Comptroller’s Bill Payment Policy: Understanding Commonwealth payments |

Mass.gov. The Commonwealth's Bill Paying Policy outlines the Commonwealth’s policies that apply to the expenditure of Commonwealth Funds by Executive Departments, including but not limited to: Prompt Payment Discount, Late Payments, and EFT Requirements.

• Invoicing: Invoicing may not be more frequent than monthly. Invoices must include date(s) of service, itemization of all charges, reference to location(s) surveyed, and an invoice number.

Supporting documentation required. Invoices are to be sent by email to masswildlife.paymentprocessing@mass.gov

• A Deliverable or Task will be considered “completed” when the MassWildlife PM has accepted the Deliverable or Task in accordance with this RFR, the final SOW. Contractor shall issue invoices to MassWildlife for the Deliverables or Tasks that are completed (each, a “Valid

Invoice”) within 45 calendar days of the acceptance of the Deliverable or Task. Valid invoices shall be payable by MassWildlife in accordance with the Commonwealth’s bill-paying policies.

• Cost: Costs which are not specifically identified in the contractor’s response and accepted by

MassWildlife as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by contractors responding to this RFR.

• Tax Exempt: The Commonwealth is Tax exempt. Quotes and invoices must not include sales tax.

• Intellectual Property and Transfer of Engagement Products at Contract Termination: The

Commonwealth retains all right, title and interest in and to the Commonwealth Property and all derivative works thereof. Commonwealth Property includes but is not limited to: (1) Property developed by the Commonwealth, (2) Property owned by the Commonwealth independent of this Agreement, and (3) Deliverables created under this Agreement by Contractor, subcontractor, or both, in exchange for State or Federal funds.

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As of the Termination Date of the resulting contract, Contractor shall make available all

Commonwealth Data to MassWildlife in a format to be agreed upon by MassWildlife and

Contractor. Contractor shall provide reasonable assistance at no charge to provide knowledge transfer to MassWildlife personnel, or MassWildlife’s designees. MassWildlife and Contractor may execute a Task Order or Change Order governing the transfer period if additional services are required by MassWildlife.

• Confidential/Protected Information:

State-listed species data in Massachusetts is protected by MGL Chapter 66, Section 17D.

The awarded contractor (contractor) agrees and shall ensure that its personnel and subcontractor personnel agree to the following terms.

o Contractor shall not use for its own benefit, or divulge or disclose to anyone, except to (i) persons within the Commonwealth whose positions require them to know it and (ii) persons designated by MassWildlife who have a need to know, any information not already lawfully available to the public concerning the Commonwealth (“Confidential Information”).

o As of the termination of the Agreement with the Commonwealth, Contractor agrees to return to the Commonwealth all Commonwealth Property, Commonwealth information and materials, data, documents and property, in Contractor’s possession or control, including without limitation, all materials relating to work done while assigned to Commonwealth projects. Contractor shall return to the Commonwealth all materials concerning past, present and future or potential products and/or services of the Commonwealth. Contractor shall return to the Commonwealth all materials provided by persons doing business with the

Commonwealth.

o Contractor represents and warrants that it is not a party to any agreement or arrangement which would constitute a conflict of interest with the obligations undertaken under the RFR or would prevent Contractor from carrying out its obligations hereunder.

o Contractor must take reasonable steps to protect confidential information. Contractor also agrees to enter into additional agreement(s) as reasonably if requested by the

Commonwealth prior to gaining access, or potential access, to Commonwealth information assets. ContractorContractor acknowledges that MassWidlife may designate additional data types, applicable laws and regulations, and additional required documentation in the contract resulting from this RFR or any amendment thereto.

• Contract Negotiation, Amendments, Scope of Work: MassWildlife may negotiate changes to the original performance measures, quantities, term length, and requirements identified in this RFR at any time, provided that such changes are consistent with the scope of this RFR. MassWildlife may negotiate and execute contract amendments with the awarded Contractor Contractor(s) which the MassWildlife reasonably determines are within the scope of this RFR and necessary to result in best value to the Commonwealth.

A final SOW will be agreed upon between MassWildlife and the awarded vendor. If in the best interest of the Commonwealth of Massachusetts, the final SOW may be amended prior to the end of the awarded contract provided the changes are consistent with the scope of the RFR. The project manager (PM) who would like to request a change, will provide the suggested amendment in writing to the other Party’s PM. The PMs will jointly determine whether the change impacts any terms contained within the Agreement. The Parties may mutually agree to the change through a written signed amendment to the SOW. MassWildlife will not guarantee amendments or revision to the SOW.

Amendments to SOW may not include a contract extension nor a change in total costs. Any proposed changes to Scope, Costs, or extensions will require written approval by MassWildlife’s

Chief Financial Officer via standard contract amendment.

• Pending Litigation: Contractor must affirm that there is no pending litigation involving the

Contractor, Provider, or the services provided in the response that may impair or interfere with the Purchasing Entity’s right to use the services. Contractor must warrant that there are no actual or threatened actions arising from or alleged under any intellectual property rights of any third party.

• Compliance with Laws and Regulations:

All activities agreed to and conducted under this RFR and contract must comply with federal, state, and local laws. Nothing in this RFR or its resulting contracts is intended to supersede or violate any laws.

• Sub agreements: Vendors requesting MassWildlife to execute account establishment agreements or any other type of sub agreement resulting from this RFR are subject to approval by MassWildlife, to the terms of the RFR and resulting contract(s) and may not include terms and conditions that would contradict the Commonwealth of Massachusetts Terms and

Conditions or other applicable laws, regulations, and policies.

• Public Records. All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

• Tax Exempt: Goods and services procured by MassWildlife are tax exempt. Invoices submitted to Massachusetts government entities must not include sales tax. The eligible entity will supply the tax exemption certificate when requested.

• Subcontracting Policy: MassWildlife may authorize the awarded vendor(s) to provide goods and services to the Commonwealth through a subcontractor. However, the subcontractor must be preapproved by MassWildlife and the primary contractor will be held responsible for the performance of the subcontractor. Subcontracting will not increase the prices offered by the contractor in response to this RFR without prior authorization from MassWildlife.

• Price Limitation: The contractor must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the contractor must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts.

• Order of Precedence

The contract agreement resulting from this RFR shall consist of the following documents in the following order of precedence:

o the Commonwealth Terms and Conditions o the Commonwealth Standard Contract Form;

o This RFR (including all amendments, MassWildlife answers to related Contractor questions and clarifications hereto);

o any agreement negotiated between and executed by MassWildlife and Contractor; and the Contractor’s response to this RFR (including all amendments, clarifications, and best and final offers o Finalized Scope of Work o Notice to Proceed

Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive

Order 599to 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 Contractor 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 Contractor 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

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

Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

Evaluation Criteria:

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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.

Contractor Qualification and Experience Requirements (see Minimum Qualification

Requirements for Additional Information):

Preference will be given to those vendors that meet the following criteria:

• Resume or work history with emphasis on botanical background, survey experience and a list of rare species identified at various locations.

• The preferred candidate will have demonstrated experience with identifying vascular plants, in particular, coastal plain pond species in New England

• Preferred candidate will have previously submitted rare species observations through

MassWildlife Heritage Hub or VPRS OR can show scanned herbarium specimens

• Ability to take detailed photographs in the field with metric scales, and when needed with a macro lens on a camera to show fine details.

Basis of Award

The basis of the award for this contract will be based on the following criteria:

• Quality and responsiveness of the written proposal - is it clear, concise, and complete?

• Understanding and technical approach with a methodology that advances the project in a manner commensurate with the schedule

• Demonstrated experience with similar types of projects and similar types of resources

• Managerial approach including adequacy of procedures, use of resources and adequacy of budget and schedule to meet project deadlines

• Experience of companies and individuals

• Past performance and references on similar projects

• Competitive fee proposal within the confines of the total project budget

• Overall strength of the vendor in the relevant disciplines including coastal plain ponds vegetation

Small Business Purchasing Program

Pursuant to the Small Business Purchasing Program (SBPP), it is the intention of the issuing department to award this Small Procurement to a SBPP participating business if both of the following conditions are met:

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

• The response meets the Department’s best value criteria as defined in the RFR.

Instructions for Submission of Responses:

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.

Any submission which 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 can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

Response must include:

Written proposal which includes methodology of survey techniques and a table that lists all staff that will be involved in this project, including sub-vendors/contractors if necessary. Make sure to highlight staff previous experience working with Coastal Plain Pond vegetation.

Curriculum vitae with Botanical experience of key personnel.

Mandatory bid sheet.

Please Note:

• The vendor shall use the provided Mandatory Bid Sheet to provide an inclusive cost on all Tasks.

The per mile cost shall account for all expenses (i.e. Mapping, Monthly Reports, Heritage Hub submissions, travel expenses, etc.).

• Reimbursable expenses are not authorized without written prior authorization from

MassWildlife through a contract amendment. MassWildlife will not pay additional compensation for meals, lodging, travel, or other incidentals.

Estimated Procurement Calendar:

Procurement Activity Date Time

Bid Release Date September 4, 2025 3:00 p.m. EST

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

September 12, 2025 1:00 p.m. EST

Official Answers for Bid Q&A published (Estimated) September 15, 2025 1:00 p.m. EST

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

September 22, 2025 10:00 a.m. EST

Notification of Apparent Successful Contractor(s) (Estimated)

September 24, 2025

Estimated Contract Start Date Upon award

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

Online Questions (Bid Q&A)

Written Questions must be entered by pressing 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 not to respond to questions submitted after this date. It is the Contractor’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Contractor and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Contractor’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 Contractor’s/awarded

Contractor’s designated email address is not current, or if technical problems, including those with the prospective Contractor’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent.

to/from the prospective Contractor/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.)

Contractor Communication. Contractors are prohibited from communicating directly with any employee of the procuring department or any member of the Strategic Sourcing Team regarding this RFR except as specified in this

RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Contractors may contact the contact person for this RFR in the event this RFR is incomplete, or the contractor is having trouble obtaining any required attachments electronically through Commbuys.

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.

Estimated Contract Start Date

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

Required Forms

Responses to this RFR must contain the following documents –

Check if applicable

(“X”)

Form/Document Notes/Instructions

Vendor Bid Proposal Required with bid submission.

Mandatory Bid Sheet Required with bid submission.

Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

Not required with bid response. Required with contract award.

Standard Contract Form and Instructions Not required with bid response. Required with contract award.

Contractor Authorized Signatory Listing Not required with bid response. Required with contract award.

Authorization for Electronic Funds Transfer (Please do not submit with bid response).

Not required with bid response. Required with contract award.

Additional Environmentally Preferable Products/Practices Not required with bid response. Required with contract award.

Prompt Payment Discount Form Not required with bid response. Required with contract award.

Business Reference Form (not required for evaluation.

MassWildlife may request references to inform decision making process at their discretion).

May be requested.

The above attachments are available as part of the Bid record on COMMBUYS.com

RFR Attachment

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

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

Appendix C: Mandatory Bid Sheet

Appendix D: RFR – Other Specifications https://www.commbuys.com/ https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

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 Page 2 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.

MANDATORY BID SHEET

Appendix C

Botanical Survey – Coastal Plain Ponds

DFW-2026-018

Costs which are not specifically identified in this bid sheet and accepted by MassWildlife as part of a contract, will not be compensated under any contract awarded pursuant to this RFR.

Expense Unit Unit Cost Total Amount ($)

Field Work and Reporting for 107 (68.68 Miles) Coastal Plain Ponds – Task

Per Mile

Cost

Field Work and Reporting for 107 (68.68 Miles) Coastal Plain Ponds – Task 2 and Task 3

Per Mile

Cost

S

Task 4: Final/Yearly Reports

Materials:

Other:

TOTAL BID

Figure 1 Selected Coastal Plain Ponds in the Town of Plymouth

Figure 2 Selected Coastal Plain Ponds in the Town of Barnstable

Figure 3 Selected Coastal Plain Ponds in the Town of Yarmouth

Table 2 List of all selected Coastal Plain Ponds to be surveyed in the Town of Plymouth MA

Pond Number Pond Name Pond Center GPS Point

1 Sly Pond 2 41.904197, -70.702610

2 Sly Pond 1 41.902496, -70.704112

3 Kettle NW of Little Widgeon 41.897093, -70.690647

4 Kettle SW of Little Widgeon 41.894873, -70.691795

5 Little Widgeon 41.895256, -70.689381

6 Curlew 41.890729, -70.696977

7 Kettle W of Widgeon 41.891501, -70.690378

8 Widgeon 41.891206, -70.687567

9 Rocky 41.885905, -70.694730

10 Little Micajah 41.917052, -70.696082

11 Kettle SE of Little Micajah 41.914561, -70.697327

12 Kettle SW of Little Micajah 41.914848, -70.698013

13 Spectacle 2 41.917324, -70.703059

14 Kettle W of Spectacle 2 41.916701, -70.705376

15 Kings 41.910768, -70.705014

16 Kettle E of Kings 41.910705, -70.701323

17 Grassy West 41.916276, -70.715645

18 Big West 41.918671, -70.710667

19 Gunners Exchange 41.891569, -70.651896

20 Little College 41.872753, -70.660999

21 College 41.867784, -70.6632939

22 Kettle SE of College 41.864859, -70.662801

23 Kettle S of College 41.863453, -70.664218

24 Kettle N of Round 41.863322, -70.672631

25 Round 41.860413, -70.672996

26 Three Cornered 41.857909, -70.674387

27 New Long 41.851759, -70.678468

28 Kettle WNW of Doctors 41.836595, -70.663771

29 Kettle W of Doctors 41.835140, -70.662204

30 Doctors 41.834732, -70.659822

31 Fearing 41.830889, -70.666296

32 New Grassy 41.828520, -70.650456

33 Little West 41.921784, -70.706161

34 Cooks 41.922645, -70.665307

35 Harlow 41.919995, -70.670285

36 South Triangle 41.915046, -70.662422

37 Little South 41.914983, -70.674961

38 Great South 41.906167, -70.669534

39 Boot 41.897926, -70.662410

40 Island 41.900325, -70.640544

41 Reid Pond Preserve 41.875367, -70.583582

42 Grassy 41.840658, -70.581486

43 Whites 41.805639, -70.602957

44 Kettle S of Whites 41.801322, -70.601284

45 Kettle N of Little Sandy 41.798970, -70.602399

46 Little Sandy 41.796431, -70.603805

47 Little Rocky 41.796930, -70.608363

48 Fawn 41.826988, -70.636293

49 North Triangle 41.950651, -70.703289

50 Lilly 41.872034, -70.538371

51 Powderhorn 41.900828, -70.682640

52 Kettle SW of Curlew 41.888534, -70.701815

53 Federal 41.880093, -70.704101

54 Deer 41.820354, -70.625413

55 Bartlett 41.793347, -70.633570

56 Spectacle 1 41.916462, -70.702201

57 Micajah 41.920478, -70.697682

58 Hallfield 41.896737, -70.657865

59 Ezekiel's 41.804719, -70.612635

60 Kettle SE of Whites 41.803410, -70.600550

61 Clear 41.933346, -70.730422

62 Little Clear 41.934048, -70.738480

63 Darby 41.933729, -70.745185

64 Little Muddy 41.947618. -70.709952

65 Abner 41.820283, -70.659151

66 Kettle NE of Abner 41.820475, -70.657048

67 Charge 41.816312, -70.675100

68 Sawpit 41.840867, -70.644586

Table 3 List of all selected Coastal Plain Ponds to be surveyed in the Town of Barnstable MA

1 Hathaway’s 41.684443, -70.312127

2 Little Hathaways 41.681711, -70.314101

3 NA 41.673986, -70.298319

4 NA 41.681398, -70.290390

5 NA 41.678377, -70.290261

6 Flintrock Pond 41.678193, -70.286399

7 NA 41.679539, -70.284489

8 Little Israel 41.679868, -70.2833009

9 Small Pond 41.681222, -70.282300

10 NA 41.679331, -70.281678

11 Israel 41.681783, -70.279007

12 NA 41.675196, -70.281034

13 Mary Dunn 41.674707, -70.277741

14 Round 41.682231, -70.276335

15 NA 41.683321, -70.276550

16 NA 41.684090, -70.276045

17 Lamson 41.680028, -70.268213

18 NA 41.681662, -70.267988

19 NA 41.678857, -70.269630

20 Campground 41.682927, -70.264212

21 Lewis 41.670739, -70.279500

22 Upper Gate 41.670491, -70.283663

Table 4 List of all selected Coastal Plain Ponds to be surveyed in the Town of Yarmouth MA

1 Long 41.693744, -70.258010

2 Dennis 41.695666, -70.252678

3 Miller 41.698470, -70.243902

4 Muddy 41.696371, -70.241617

5 Little Greenough 41.697000, -70.238886

6 Greenough 41.694661, 70.236429

7 Perch 41.696110, -70.232285

8 Elishas 41.694940, -70.228647

9 NA 41.678014, -70.250330

10 NA 41.673174, -70.241718

11 NA 41.668037, -70.238767

12 NA 41.668278, -70.237083

13 Little Sandy 41.663765, -70.249368

14 Horse 41.665000, -70.238446

15 Bassetts Lot 41.667316, -70.233146

16 Big Sandy 41.660495, -70.236504