RFR DCP1611 AD3_Spec Writer Services_REVISED 20160322.pdf

SPECIFICATION WRITER SERVICES

RFR DCP1611 AD3

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

DIVISION OF CAPITAL ASSET MANAGEMENT AND MAINTENANCE

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON, MA, 02108

Request for Response (RFR)

Document Number: DCP1611 AD3

Revised: March 22, 2016

Revisions are identified in “red.”

Proposers must register in COMMBUYS to respond to this RFR. Please go to www.COMMBUYS.com and click on “Register.”

NOTE: All submissions in response to this RFR MUST be submitted electronically on COMMBUYS before the submission date/time.

Critical Dates – also see Section 2 of this RFR for Estimated Procurement Calendar

RFR Issued: Original Issuance: February 29, 2016. Revised Issuance: March 22, 2016 Deadline for Receipt of all Questions: April 11, 2016, 5:00 PM DST Date for Responses to Respondents’ Questions: April 13, 2016 (estimated) Proposal Submission Deadline: April 22, 2016 2:00 PM DST

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Proposers are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Proposers may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us

RFR TABLE OF CONTENTS

1 RFR INTRODUCTION, SCOPE AND GENERAL INFORMATION

1.1 Procurement Purpose and Description

1.2 Applicable Procurement Law for this Goods and Services Procurement

1.3 Small Business Purchasing Program

1.4 DCAMM - Agency Background

1.5 Background Information for this RFR

1.6 Use of Contract

1.7 Number of Awards

1.8 Adding Consultants after Initial Contract Award

1.9 Use of Subcontractors

1.10 Acquisition Method

1.11 Performance and Payment Time Frames which Continue Beyond Duration of

Contract

1.12 Contract Duration

1.13 Estimated Value of Contract

1.14 Compensation and Structure / Pricing

1.15 Alternatives

1.16 Failure to Perform

1.17 Order of Precedence

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Timetable

2.2 Written Questions via the Bid Q&A on COMMBUYS

2.2.1 Locating Bid Q&A

2.3 Contractor Interviews

2.4 Solicitation Deadline

2.5 Selection

2.6 Contract Execution

3 SCOPE OF SERVICES AND PROPOSER QUALIFICATIONS

3.1 Scope of Services

3.2 Proposer Qualifications

4 RESPONSE SUBMISSION REQUIREMENTS

4.1 Guidelines for Response Submission

4.2 Required Response Submissions

5. EVALUATION PROCESS AND CRITERIA

5.1 Strategic Sourcing Team (SST)

5.2 Minimum Qualifications

5.3 Evaluation Criteria

6 HOW TO SUBMIT A BID RESPONSE ON COMMBUYS

6.1 Quote Submission Method

6.2 COMMBUYS Quote Submission Training and Instructions

6.3 COMMBUYS Support

6.4 Bid Opening Date/Time

6.5 Quote Contents

6.5.1 RFR Submission Checklist

6.5.2 Electronic Signatures

6.5.3 Ink Signatures

6.6 Withdrawing a Quote

6.6.1 Prior to Bid Opening Date/Time

6.6.2 After Bid Opening Date/Time

7 OSD REQUIRED TERMS FOR ALL RFRS

7.1 General Procurement Information

7.1.1 Access to Security-Sensitive Information

7.1.2 Ownership of Submitted Quotes

7.1.3 Prohibitions

7.2 Terms and Requirements Pertaining to Awarded Contracts

7.2.1 Commonwealth Tax Exemption

7.2.2 Consultant’s Contact Information

7.2.3 Contractual Status of Orders and Service Contracts

7.2.4 Publicity

8 OSD RFR REQUIRED SPECIFICATIONS

9 GLOSSARY

ATTACHMENTS

ATTACHMENT 1A STANDARD SPECIFICATIONS – MGL CHAPTER 149 - DESIGN-BID-

BUILD PROJECTS TABLE OF CONTENTS

ATTACHMENT 1B STANDARD SPECIFICATIONS – MGL CHAPTER 149A – CM-AT-RISK

PROJECTS TABLE OF CONTENTS

ATTACHMENT 1C SAMPLE SPECIFICATION SECTIONS

EXHIBITS

EXHIBIT A RESPONSE COVER SHEET

EXHIBIT B PROPOSER SUBMISSION CHECKLIST

EXHIBIT C PROPOSER RESPONSE TO SCOPE OF WORK

EXHIBIT D PROPOSER QUALIFICATIONS

EXHIBIT E PRICING RESPONSE FORM

EXHIBIT F STANDARD COMMONWEALTH FORMS

1. Commonwealth of Massachusetts Standard Contract Form

2. Commonwealth Terms and Conditions

3. Contractor Authorized Signatory Listing

4. Supplier Diversity Program (SDP) Plan Commitment SDP Plan Form #1

5. Form W-9 Request for Taxpayer Identification Number and Certification

6. Executive Order 504 Information Technology System and Data Security

Disclosure and Commitment Form

7. Business Reference Form

8. Additional Environmentally Preferable Products / Practices

9. Prompt Pay Discount Form

10. Electronic Funds Transfer Sign Up Form

1 RFR INTRODUCTION, SCOPE AND GENERAL INFORMATION

1.1 Procurement Purpose and Description

By this Request for Response (RFR), the Massachusetts Division of Capital Asset Management and Maintenance (DCAMM) is soliciting proposals from experienced Specification Writer/Consultants (hereafter identified as “Contractor”) specializing in Construction project specification development, preparation and writing.

The Contractor may be an individual, group of individuals, firm, or other organizational entity that singularly or jointly meet the professional qualifications and scope of services required by this RFR. The Contractor shall possess broad technical, administrative and managerial knowledge to ensure good engineering practices. The Contractor must have a thorough knowledge of multi-discipline design and construction issues, construction and buildings systems management, construction and maintenance methodologies, construction and maintenance procedures, construction contracts, industry codes and standards, and the Commonwealth of Massachusetts Building Codes. The Contractor and/or its consultants must also have a thorough knowledge and demonstrated experience with facilities maintenance and management standards and practices and energy management systems and methodologies.

The selected Contractor is to revise and update DCAMM’s existing Standard Specifications for its building construction, repair, renovation MGL 149, and MGL 149A and 30.39M projects and develop new model specifications for DCAMM’s energy management services and facilities maintenance contracts. The Standard Specifications will be used by designers and facility advisors as the basis of construction, renovation, environmental assessment/remediation, operations, energy services and repair and maintenance projects throughout the entire portfolio of state-owned buildings, and also to maintain the quality of Commonwealth’s buildings, through capital projects, renovations, energy and facilities maintenance projects.

This RFR sets forth three main categories of specification writers/consultants for which a Contractor may submit a proposal:

1) Construction contracts procured under MGL 149, MGL 149A and MGL30.39M

2) Energy Management Services Contracts Procured under MGL Ch. 25A

3) Facilities Maintenance repair projects and contracts procured under MGL 149 and MGL 30.39M.

The detailed Scope of Services and Proposer’s Qualifications required by this solicitation are provided in Section 3.0 of this RFR.

1.2 Applicable Procurement Law for this Goods and Services Procurement

This procurement is issued under the following laws: MGL c. 7, § 22; c. 30, § 51, § 52;

and 801 CMR 21.00

1.3 Small Business Purchasing Program

This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements.

Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

1.4 DCAMM - Agency Background

DCAMM is the state agency responsible for facility management and maintenance, major public vertical construction, and real estate services for the Commonwealth of Massachusetts (see www.mass.gov/dcam).

Summary of Key Agency Activities

DCAMM is currently managing and maintaining more than 5.6 million square feet of active buildings, along with over 3 million square feet of surplus property. At any given time, DCAMM’s construction office is managing over 100 major projects in various stages of study, design, and construction amounting to more than $500 million in annual capital spending. In addition, DCAMM manages acquisition and disposition of state real property as well as more than 560 active leases of private space for occupancy by state agencies totaling more than 7 million square feet. Client agencies include the judiciary, constitutional offices, state universities, community colleges, public safety agencies, health and human service agencies, environmental agencies, and MassIT, among many others.

Offices within DCAMM are as follows:

Office of Facilities Management and Maintenance (OFMM)

Provides a full range of customer service in the planning, design, funding and stewardship of Commonwealth assets, with the goal of providing resources and strategies to extend asset life, minimize operating costs and maximize efficiency, thereby assisting agencies in meeting their core missions. OFMM accomplishes this through a multi-disciplinary approach, utilizing subject matter experts to offer consultation, training, assessment and execution of maintenance and management solutions. The multi-disciplinary team is comprised of Centers of Excellence (COEs) that provide Asset Stewardship services for DCAMM buildings and for sites across the Commonwealth. DCAMM Asset Stewardship services include Operations and Property Management, Engineering/Environmental Services, and Security/Life Safety. Statewide Asset Stewardship services include Facility Resources, Planning and Standards, Energy Conservation and Sustainability, and Interior Planning and Design. Each specialized team works in conjunction with the other subject matter experts to facilitate a comprehensive approach to facility maintenance and management.

http://www.mass.gov/sbpp http://www.mass.gov/dcam

Office of Planning, Design, and Construction (OPDC)

Is responsible for master planning and all phases of state building project management, from project initiation and development to final design and construction. OPDC project staff work closely with client agencies throughout the planning, design, and construction process. OPDC oversees the work of architectural and engineering firms who prepare building studies and develop final design and construction documents, as well as general contractors and construction managers (and their subcontractors) who perform work on new construction, repair/renovation and facility expansion projects.

1.5 Background Information for this RFR

The DCAMM Standard Specifications, Version 7.1, (see Attachments 1A and 1B for Table of Contents) are intended for use by Designers as the basis of construction specifications for DCAMM's standard construction, renovation and repair projects on its public projects in the Commonwealth of Massachusetts. DCAMM Standard Specifications Version 7.1 is intended for construction projects only, and not for Energy or Maintenance projects. Sample of specifications are provided in Attachment 1C.

The specifications include MGL Chapter 149 filed sub-bid requirements, and language intended to assist projects in achieving USGBC LEED 2009 certification at the Silver Level.

The DCAMM Standard Specifications are organized according to CSI Masterformat 2011. Specifications use the term ‘Designer’ for the architect-of-record and their engineers, and the term ‘DCAMM Project Manager’ for the owner’s representative.

All sections require editing by an Architect or Engineer registered in the Commonwealth of Massachusetts before issue. Individual sections contain choices which must be made before issue. Each section contains ‘Notes to the Designer’ and ‘Resources’ which must be deleted before issue.

Permission to use the DCAMM Standard Specifications is granted by DCAMM only for the limited purpose of preparing construction specification documents for DCAMM projects in the Commonwealth of Massachusetts. Permission is not given to use the DCAMM Standard Specifications to create content for third parties or on other projects.

Neither DCAMM nor its consultants warrant that the DCAMM Standard Specifications are without error or that websites or servers that make this information available are free of viruses or other harmful components. No endorsement or warranty of suitability for use of any product named in the DCAMM Standard Specifications is intended. The Designer is responsible for editing each section before issue and verifying suitability of individual products and systems for project requirements.

The User of the DCAMM Standard Specifications agrees that by using the website and/or the specifications that the user has read, understood and agrees to be bound by these terms and conditions and those of the DCAMM Designer Agreements.

DCAMM at this time does not have standard specifications specifically for Energy and Facilities Management projects, however they have sample and model specs they have developed and utilized and customized on a project by project basis.

1.6 Use of Contract

This contract is limited to use by the Division of Capital Asset Management and Maintenance.

1.7 Number of Awards

This procurement will result in a single contract with the selected Contractor. The Strategic Sourcing Team (SST) may award more or no contracts at all if it is in the best interest of the Commonwealth to do so.

1.8 Adding Consultants after Initial Contract Award

If, over the life of the Contract, the SST determines that additional Consultants should be added, these shall first be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. Alternatively, if necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional bids.

1.9 Use of Subcontractors

Subcontractors must be identified in the Proposer's proposal wherever possible. The successful Proposer cannot assign or sublet the whole or any part of the contract or enter a subcontracting agreement with respect to it without DCAMM’s prior written approval of such agreement.

1.10 Acquisition Method

The acquisition method to acquire services from this solicitation is Fee for Service.

1.11 Performance and Payment Time Frames which Continue Beyond Duration of Contract

All agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes (limited to the timeframe and services established per each written agreement). No such agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate such agreements for services already in place unless DCAMM also terminates said agreements for service, which were executed pursuant to the main contract.

1.12 Contract Duration

The contract duration is for 3 years, based on DCAMM’s needs, and satisfactory performance in terms of quality, compliance with schedules, and budgetary controls.

Contract Duration Number of Options Number of Years/Months

Initial Duration

3 years

Total Maximum Contract Duration

3 years

DCAMM reserves the right to remove the selected Contractor from this contract at any time if their service or performance does not meet DCAMM’s needs or expectations and/or if services are no longer required.

1.13 Estimated Value of Contract

The estimated initial value of this Contract is not to exceed $150,000. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this RFR.

1.14 Compensation and Structure / Pricing

DCAMM urges all Respondents in proposing their hourly rates to consider offering a government discount. The Commonwealth reserves the right to negotiate any rates deemed excessive in the event any proposal is deemed otherwise acceptable.

The hourly rate(s) to be paid for any Contractor’s Services shall be specified in the Contract and shall not exceed the rate(s) identified in the Respondent’s Response.

Except as specified in any alternative billing proposal that may be accepted by DCAMM, and, except as noted below, all expenses to deliver services shall be included in the Contract hourly rate(s). Bills shall be issued by the Contractor to DCAMM monthly. All bills for payment under any Contract entered into pursuant to this RFR shall include a detailed accounting and evidence of the time spent and out-of-pocket expenses incurred for work authorized under the Contract in form and detail acceptable to DCAMM. This evidence may include, without limitation, daily worksheets specifying the tasks performed under the Contract by each employee, partner or agent of Consultant, and time spent by each such person, the billable rate under the Contract, and an itemization of all approved out-of-pocket expenses.

Payments shall be made to the Contractor within 45 days after receipt by DCAMM of an invoice from the Consultant detailing the actual number of hours worked, the work performed, and the approved out-of-pocket expenses (listed below) incurred for the period billed, in accordance with the requirements of the Contract.

DCAMM will not pay for secretarial overtime or word processing charges unless DCAMM determines that extreme time demands imposed by DCAMM occasion the need for the same. DCAMM will not pay for parking or meals. Any other out-of-pocket expenses shall be paid only with DCAMM’s prior approval and only at cost without mark-up.

A Consultant may not begin services or incur any obligation in any form until a Standard Contract form with any supplements thereto has been approved by DCAMM, executed and delivered by the parties, all necessary approvals for specific work have been obtained by DCAMM, and DCAMM has given the Consultant a written Notice to Proceed with work. The Contract should contain an estimated maximum obligation for the initial term, subject to adjustment by DCAMM. Bills for work performed in each fiscal year of the Commonwealth (July 1-June 30) should be received by DCAMM by the end of the relevant fiscal year.

The Consultant shall only be compensated for services delivered and accepted by DCAMM in accordance with the specific terms and conditions of the Contract resulting from this solicitation. The Consultant is required to submit completed payment vouchers and all required signed documentation to the designated personnel for processing. The Consultant must include any assigned reference numbers on all communications and payment voucher forms.

Invoices for services rendered during the previous month must be submitted to DCAMM according to the terms of the Statement of Work and approved pricing.

All invoices must be accompanied by the Commonwealth of Massachusetts Payment Voucher Input Form completed and signed by the Vendor. The Vendor may not begin services or incur any obligation in any form until a Standard Contract form, Terms and Conditions with any supplements thereto has been approved by DCAMM and has been fully executed.

1.15 Alternatives

Unless otherwise specified, Proposers may submit Responses proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated Solicitation specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract. The Response should describe how any alternative achieves substantially equivalent or better performance to that of the Solicitation specifications.

The SST will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this Solicitation is to provide the best value of commodities and/or services to achieve the goals of the procurement.

1.16 Failure to Perform

After award, DCAMM shall remove any Consultants who fail to perform the requirements as identified in this RFR, or do not meet the standards of work identified in this RFR.

1.17 Order of Precedence

The order of precedence in interpreting the contract resulting from this RFR shall be as follows:

I. Commonwealth Terms and Conditions and Standard Contract Form.

II. This RFR, including any (i) attachments, (ii) amendments to the RFR,

(iii) questions and answers, (iv) requests for technical corrections, clarifications, and best and final offers.

III. Any documents negotiated between the Contractor and DCAMM in connection with the RFR.

IV. The Contractor’s response to the RFR, including any supplemental materials, attachments, or appendices, as amended by any Vendor amendments submitted through a formal written RFR process, including any responses to the Commonwealth's requests for technical corrections, clarifications, and best and final offers.

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Timetable

The procurement process for these services will proceed according to the following anticipated schedule:

EVENT DATE

Solicitation Posted on COMMBUYS

Original Issuance February 29, 2016 Revised Issuance March 22, 2016

Open date for submission of questions via COMMBUYS March 22, 2016

Deadline - Close for submission of questions via

COMMBUYS

April 11, 2016

5:00 PM DST

Posting of Answers to Questions on COMMBUYS (Estimated) April 13, 2016

Solicitation: Close date / submission deadline NOTE: All submissions must be posted in COMMBUYS by the date/time identified

April 22, 2016

2:00 PM DST

If there is a conflict between the dates in this Procurement Calendar and dates on the Solicitation’s Summary tab or Forum pages, the dates on the Solicitation’s Summary tab or Forum pages on COMMBUYS shall prevail. Any changes in the Estimated Procurement Calendar which are made after the RFR has been published will not result in amendments to the Estimated Procurement Calendar. Such changes will appear only on the Solicitation’s Summary tab and/or related Forum pages on COMMBUYS.

Proposers are responsible for checking the Solicitation’s Summary tab and related Forum pages on COMMBUYS for Procurement Calendar updates.

2.2 Written Questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Proposers to ask written questions and receive written answers from the SST regarding this Bid. All Proposers’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions).

Questions must be asked prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Proposer's responsibility to verify receipt of questions.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Proposers are asked to review all questions previously submitted to determine whether the Proposer’s question has already been posted.

Proposers are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Proposers must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Proposer’s company or other companies. The SST reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Proposer and awarded Consultant to maintain an active registration in COMMBUYS and to keep current the email address of the Proposer’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from DCAMM, including requests for clarification. DCAMM and the Commonwealth assume no responsibility if a prospective Proposer’s/awarded Consultant’s designated email address is not current, or if technical problems, including those with the prospective Proposer’s/awarded Consultant’s computer, network or Internet service provider (ISP) cause email communications sent to/from the prospective Proposer/Awarded Consultant and the DCAMM to be lost or rejected by any means including email or spam filtering.

2.2.1 Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Proposers access to the Bid Q&A page.

2.3 Contractor Interviews

DCAMM reserves the right to interview some or all Proposers at its discretion.

Proposers who are asked to participate in interviews will be expected to prioritize this in their schedules. The SST will make every effort to find a mutually convenient time for the Proposer and the SST. However, failure to appear at the scheduled time of the presentation/demonstration may result in disqualification, reduction of points or other action that the SST deems appropriate.

2.4 Solicitation Deadline

Responses must be received on COMMBUYS no later than 2:00 PM DST on April 22, 2016. COMMBUYS will restrict any attempted responses after that date and time.

Responses received later than the date and time specified will be rejected or deemed non-responsive and returned to the respective Proposer.

2.5 Selection

The Responses will be evaluated using the criteria as specified in Section 5 of this RFR prior to award.

A list of the Consultants responding to this RFR will be available on www.COMMBUYS.com, as will the name of the selected Proposer after contract award is final.

2.6 Contract Execution

The selected Consultant must execute the Commonwealth Standard Contract and Terms and Conditions included in this RFR.

3 SCOPE OF SERVICES AND PROPOSER QUALIFICATIONS

3.1 Scope of Services

The Specification Writer/Consultant will provide the following work with respect to updating DCAMM’s current standard specifications:

1. General Requirements

Unless otherwise specified or indicated, the DCAMM Standard Specifications shall conform to the latest governing edition of the following standards, codes, specifications, requirements, and regulations, including but not limited to:

• Massachusetts State Building Codes

• National Fire Protection Association Standards

• American Society of Mechanical Engineers

• American Society of Testing and Materials

• American National Standards Institute

• Underwriters' Laboratories, Inc.

• Occupational Safety and Health Administration

• MA Department of Environmental Protection Regulations

• Massachusetts State Fire Codes

• Massachusetts State Plumbing Code http://www.comm-pass.com/

• Thermal Insulation Manufacturers Association

• Institute of Electrical and Electronics Engineers

• Insulated Cable Engineers Association

• Certified Ballast Manufacturers

• Illuminating Engineering Society

The standard specifications shall address and/or incorporate the following:

• DCAMM requirements for proprietary data and systems

• Building Information Modeling

• Sustainable design, LEED and accessibility requirements

• Fault detection and diagnostics analytic tools

2. Tasks

• Meet with DCAMM representatives to establish criteria, format and content of revisions to DCAMM Standard Specifications for M.G.L. Ch.

149 – Design-Bid-Build Projects, M.G.L. Ch. 149A – CM-At-Risk Projects and criteria, format and content for new M.G.L. Ch. 25A – Energy Performance Projects.

• Review the current DCAMM specifications to identify obsolete information, opportunities for “best practices” enhancements and / or elements subject to new / updated DCAMM policies and procedures since the last revision.

• Based on meetings with DCAMM, the Contractor shall prepare a Work

Plan for DCAMM’s review and approval.

• Finalize Work Plan to incorporate DCAMM comments.

• Coordinate specification content with State Building Codes and other applicable codes and industry standards.

• Submit draft of new and revised DCAMM Standard Specification sections for review by DCAMM, and incorporate DCAMM’s comments.

• In preparation for drafting the new Ch. 25 Energy Management Services contract specifications, review the existing DCAMM specification for construction projects to assure consistency in information and with DCAMM’s “best practices”.

• Submit final drafts of revised DCAMM Standard Specifications’ sections for review by DCAMM, and incorporate DCAMM’s comments.

• Finalize updates/revisions to the DCAMM Standard Specifications.

• Revise the User's Guide(s) for the DCAMM Standard Specification with identification and explanation of the revised specifications including clear “Instructions to Designers” Coordinate critical tasks with specific elements in the professional services contracts signed by House Doctors, Designers, Sub-Consultants and Construction Managers.

• Provide two 2-hour training sessions for DCAMM representatives to review the User’s Guide, specification sections and implementation of the DCAMM Standard Specifications.

• Provide support for and facilitate a public presentation to review highlights of updates in the DCAMM Specifications.

• Update the specifications annually for the next five (3) years to incorporate revisions to building codes, industry standards, manufacturers, standard means and methods, or other data included in Final DCAMM Standard Specifications.

• Provide as requested interim specification updates necessary as result of emerging code issuance or other requirements.

3. Deliverables

• Work Plan - Within two weeks of meeting with DCAMM representatives submit a work plan illustrating a sequence for completion of all tasks and deliverables within the following dates: Updated Standard Specifications for Ch. 149 and Ch. 149A projects by August 31, 2016; all other deliverables to be completed by October 14, 2016. The work plan shall assume 3 weeks turn-around for DCAMM’s review comments.

• Revised User’s Guides for DCAMM Construction Standard Specification with identification and explanation of the revised specifications - Within one week of delivery of the Final Construction Standard Specifications.

• Develop a Matrix that provides all specification sections and the types of projects that would generally use that specification section - Within two weeks of delivery of final standard specifications

• Develop/describe system/process to update the Specifications on a bi-annual basis.

• Training to DCAMM staff - Within two weeks of delivery of final standard specifications

• Facilitate a public presentation to review highlights of updates in the

DCAMM Specifications – Within 6 weeks after publication of updated specifications.

3.2 Proposer Qualifications

1. General

Provide an overall description of the firm including the date of its formation, number of years in business, firm's structure, business history, scope of overall business services, organizational chart, current location(s), business hours, number of employees at each business location. Provide resumes for the firm's principals and senior management.

2. Financial Stability

The Financial Disclosure section must include the following:

a) The Proposer's total annual gross revenue for each of the last three (3) calendar years: 2013, 2014, and 2015.

b) The Proposer's anticipated annual gross revenue for each of the next two (2) calendar years: 2016 and 2017.

c) A recent Dunn & Bradstreet Report on your firm.

d) List any and all past or pending legal actions including contract defaults, litigation and bankruptcy, and / or any purposeful business name change due to contract defaults, litigation or bankruptcy and briefly identify such instance. For purposes or responding to this question list anything from January 2010 to the present.

e) Demonstration to the Strategic Sourcing Team (SST) that the Proposer has adequate financial resources to meet contractual obligations, and the ability to maintain such resources for the term of the entire contract, including any extensions.

3. Business Experience and Staffing Plan

The Business Experience and Staffing Plan section must include experience relevant to this procurement including the following:

a) A description of the types of services the firm provides that are relevant to this procurement, the number of years it has been in the business of performing the type of services required by this RFR, Proposers must include detailed information regarding the company’s experience servicing governmental and private sector accounts on similar projects.

b) Information and qualifications on the Contract Manager, supervisors and individuals that will be performing work under this contract, and provide resumes for each. Contractor must show professional and educational expertise in appropriate sciences or disciplines as relevant to the category in which the Contractor proposes, including superior knowledge based on manufacturers and products related to building services and design.

c) Completion of five M.G.L. c. 149 (or 149A) specifications in the past two (2) years

d) Completion of two DCAMM specifications in the past two (2) years.

e) LEED and CEM accreditation/certification.

f) CSI Certification

g) For each outside vendor provide the full name of the firm, business location, contact information, anticipated scope of services it will provide, resumes for the principal and senior management and identify the project manager and staff from the vendor that will provide services under this contract with resumes for each.

h) Information on any and all projects/contracts that the Proposer currently has or had with a public sector agency/entity within the last three (3) years, with dates of the contract, the client name, project scope, client location, client contact name and phone number, term of contract and value of contract for each contract listed. Also provide the identity of the Proposer’s staff assigned to each contract listed and the location of the offices that those staff are assigned to.

i) Information on any and all contract(s) that the Proposer currently has or had with private entities within the last three (3) years, with dates of the contract, the client name, project scope, client location, client contact name and phone number, term of contract and value of contract for each contract listed. Also provide the identity of the Proposer's staff assigned to each contract listed and the location of the offices that those staff are assigned to.

j) Information evidencing the Proposer's track record of successfully partnering with its clients to achieve the goals set forth in the contract.

k) Information evidencing a successful track record of working with public sector entities.

4. References

The Proposers must complete the Business References Form (attached under the Standard Commonwealth Forms) and Exhibit D Section D. References.

4 RESPONSE SUBMISSION REQUIREMENTS

4.1 Guidelines for Response Submission

Proposers are cautioned to read carefully and conform to the requirements of this specific RFR. Failure to comply fully with the provisions of this RFR may serve as grounds for rejection.

A. All Responses shall be submitted on COMMBUYS on the return date and time noted above.

B. Only electronic responses submitted on COMMBUYS will be permitted and accepted for this RFR.

C. Samples, attachments, or documents not specifically requested in this RFR should not be submitted.

D. Responses shall be collated in the order outlined in the Section 4.2, Response Submission Requirements. Each numbered item in Section 4.2 below shall begin on a new page. Responses shall include a Table of Contents specifying the number and subject of the information as it is titled in Section 4.2. Failure to comply with these requirements may disqualify the Proposer’s Response.

E. Ownership of all data, materials, and documentation originated and prepared for

DCAMM and submitted in response to the RFR shall belong exclusively to DCAMM and be subject to public inspection following the conclusion of the procedure consistent with the terms of this RFR and with the Massachusetts Public Record Law. All responses hereto including the winning proposal shall become public record and can be obtained from the DCAMM Public Records Access Officer by sending a letter or email to the DCAMM Office of the General Counsel, Public Record Request Coordinator.

F. The Commonwealth may award a contract based upon responses received without additional submissions from Proposers. Accordingly, each response shall be submitted on the most favorable terms to the Commonwealth without relying on clarifications, additional information, or interviews. However, the Commonwealth reserves the right to request negotiations, additional data, or other presentations from selected Proposer in support of written responses.

G. The successful Proposer agrees that after the original contract has been signed any change of scope in the work to be performed shall only be valid if documented as a written amendment, accepted and signed by all parties, and made a part of the original contract by addendum.

4.2 Required Response Submissions

The following six components specific to this RFR must be included with your Response to the RFR:

A. Response Cover Sheet – Exhibit A B. Proposer Submission Checklist – Exhibit B C. Response to Scope of Work – Exhibit C D. Proposer Qualifications – Exhibit D E. Pricing Response Form – Exhibit E F. Standard Commonwealth Forms – Exhibit F

Failure to include all of the required forms and all of the requested information on those forms and submissions may result in rejection of your firm’s submission.

A. RESPONSE COVER SHEET - EXHIBIT A

Complete the Response Cover Sheet provided as EXHIBIT A and provide the information requested therein.

B. PROPOSER SUBMISSIONS CHECKLIST – EXHIBIT B

Complete the Bid Proposer Submissions Checklist provided as Exhibit B.

C. RESPONSE TO SCOPE OF WORK- EXHIBIT C

Attach the Proposer’s Response to Scope of Work requested in Exhibit C.

D. PROPOSER QUALIFICATIONS – EXHIBIT D

Complete the Proposer Qualifications provided as Exhibit D with requested attachments.

E. PRICING RESPONSE FORM – EXHIBIT E

Complete the Pricing Response Form provided as Exhibit E.

F. STANDARD COMMONWEALTH FORMS - EXHIBIT F

The following mandated documents to be completed and executed by the Proposer must be included with the Proposer’s Response:

1. Commonwealth of Massachusetts Standard Contract Form

2. Commonwealth Terms and Conditions

3. Vendor Authorized Signatory Listing

4. Supplier Diversity Program (SDP) Plan Commitment SDP Plan Form #1

5. Form W-9 Request for Taxpayer Identification Number and Certification & Tax

Certification Instructions

6. Business Reference Form

7. Additional Environmentally Preferable Products / Practices

8. Prompt Pay Discount Form

9. Electronic Funds Transfer Sign Up Form See also https://massfinance.state.ma.us/VendorWeb/EFT_FORM.pdf

These forms are also available on www.mass.gov/osd See “Key Resources” with link to OSD forms.

5. EVALUATION PROCESS AND CRITERIA

5.1 Strategic Sourcing Team (SST)

https://massfinance.state.ma.us/VendorWeb/EFT_FORM.pdf http://www.mass.gov/osd

The SST appointed by the Commissioner of DCAMM will evaluate responses to this RFR and select Proposers that provide the best value to the Commonwealth based upon fulfillment of the specified RFR requirements and criteria.

The SST for this project will be composed of representatives from various departments involved in design and construction at DCAMM. The SST will review all responsive submissions that are submitted timely, and may interview and invite top Proposers to provide a demonstration of their system. The SST will then submit the results of its evaluation and identify the recommended Contractor to the Commissioner of DCAMM.

During the selection process, DCAMM reserves the right to take any or all of the following actions if it deems them to be in the interests of the Commonwealth of Massachusetts: a) reject any and all proposals; b) waive any minor informalities in proposals received or request Proposers to correct them; c) request additional information from Proposers through technical corrections or clarifications, allow modification of proposals, provide the opportunity for Proposers to submit best and final offers and negotiate with Proposers provided DCAMM determines it is not prejudicial to the interests of the Commonwealth or fair competition to do so.

The Commonwealth may award contract(s) based upon responses received without additional submissions from applicants or interviews. Accordingly, each Response shall be submitted on the most favorable terms to the Commonwealth without relying on clarifications, additional information, or interviews. However, the Commonwealth reserves the right to request additional data, or other presentations from a selected applicant in support of written Responses.

5.2 Minimum Qualifications

Proposers must have the qualifications specified in Section 3.2 above.

5.3 Evaluation Criteria

The criteria below will be used to evaluate the respective components of each Proposer’s proposal. Evaluation criteria are listed generally in order of precedence.

DCAMM will evaluate the capability and capacity of the Proposer to provide the specified services, including without limitation:

1. The quality of proposal and the thoroughness with which the Response addresses the RFR requirements, goals and needs of the Commonwealth as presented in the

RFR.

2. The quality and depth of previous experience with the scope of work described in this

RFR as evidenced by relevant project descriptions, customer references, and staff resumes. This includes the experience of the firm and the staff assigned to the project in effectively delivering the services specified in this RFR to a diverse clientele similar to DCAMM, and other state agencies that reflect a broad range of cultural, racial and educational backgrounds, and various age groups.

3. The explanation of time commitment to perform the requested services and the ability to complete the project within the time frame set forth in this RFR.

4. Pricing.

5. References.

6. Such other factors as DCAMM and SST deem relevant to the ability of the Proposer and its proposal to best meet the requirements of the agency.

A. RESPONSE TO SCOPE OF WORK

This criterion will be evaluated based on overall responsiveness to providing all responses to Exhibit E Proposer Response to Scope of Work.

B. PROPOSER QUALIFICATIONS

DCAMM will evaluate the capability and capacity of the Proposer to provide the specified services largely based on the materials submitted as evidence of expertise and experience. Due consideration will be given to client references as noted above.

C. COMPLIANCE WITH RFR REQUIREMENTS

This criterion will be evaluated based on overall responsiveness to providing all forms and requirements of the RFR including without limitation consideration of the number and type of exceptions taken to RFR requirements, if any; responsiveness to requests for information regarding legal or administrative proceedings currently pending or concluded which relate to the Contractor’s performance in providing services pursuant to any public or private contracts or agreements; and the clarity of and initiative in the preparation and presentation of the proposal submitted in response to this RFP.

Proposers are advised that no exceptions may be taken to the Commonwealth’s Terms and Conditions and Standard Contract Form. Vendors must include all appropriate documents, including a properly prepared cover sheet (see Exhibit A).

D. PRICING

The SOW for configuration, customization and implementation will be based on an all-inclusive fixed price. The flat per project hosting cost (inclusive of maintenance and support), the CD and hard copy duplication and distribution costs and the time and materials costs for any potential DCAMM requested future services outside of the scope of this RFR will be based on the rates set forth for each in the contract. Though price is one aspect of consideration in the award, DCAMM will not necessarily award the contract to the Proposer who proposes the lowest price. DCAMM may request clarification of pricing information after the proposals have been submitted in order to make fair comparisons between the proposals.

6 HOW TO SUBMIT A BID RESPONSE ON COMMBUYS

NOTE: The Commonwealth of Massachusetts Operational Services Division requires this section in all RFRs.

All Proposers may begin creating and compiling Quote materials as soon as the Bid with all attachments is in the Sent document status. Proposers are instructed not to submit Quotes before the Bid Amendment Deadline has been reached (see Estimated Procurement Calendar).

6.1 Quote Submission Method

NOTE: Online Quote Submission via COMMBUYS is required.

All Proposers 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 front page.

All Proposers who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

6.2 COMMBUYS Quote Submission Training and Instructions

The following resources are provided to assist Proposers in submitting Quotes:

• 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, found at http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html

• Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

6.3 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 and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283).

The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

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

6.4 Bid Opening Date/Time

All Bids must be received by the Operational Services Division before the specified date, month, year and time displayed as the Bid Opening Date/Time in the Header Information http://www.commbuys.com/ http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html https://www.youtube.com/watch?v=UhUTNokbhfY https://www.youtube.com/watch?v=UhUTNokbhfY http://www.mass.gov/osd/commbuys mailto:COMMBUYS@state.ma.us section of the Bid in COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable. All Proposers are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. OSD is not responsible for delays encountered by Proposers or their agents, or for a Proposer’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.

6.5 Quote Contents

Proposers must comply with the requirements below.

6.5.1 RFR Submission Checklist

In order to reduce the number of Proposer disqualifications based on incomplete submissions, Proposers must complete and submit the Proposer's Submission Checklist and all documents referenced in the Checklist.

6.5.2 Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Proposer or the Proposer'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 s/he is an agent of the Proposer with authority to sign on the Proposer’s behalf, and that s/he has read and assented to each document’s terms.

6.5.3 Ink Signatures

Original ink signatures are required only after contracts have been awarded. The Commonwealth of Massachusetts requires Consultants to submit original ink-signature versions of the following forms:

1. Commonwealth Standard Contract Form

2. Commonwealth Terms and Conditions

3. Contractor Authorized Signatory Listing

4. Supplier Diversity Program (SDP) Plan Commitment, SDP Plan Form #1

5. Form W-9 Request for Taxpayer Identification Number and Certification

6. Executive Order 504 Information Technology System and Data Security

Disclosure and Commitment Form

7. Business Reference Form

8. Additional Environmentally Preferable Products / Practices

9. Prompt Pay Discount Form

10. Electronic Funds Transfer Form

Successful Proposers who agreed to the terms and conditions…