RFR-DFW-2026-023-Bulk Wood Pellets-Final.pdf

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REQUEST FOR RESPONSE

RFR: DFW-2026-023

Purchase of Bulk Wood Pellets

ISSUE DATE: 10/07/2025.

Purchasing Department MA Division of Fisheries and Wildlife Address 1 Rabbit Hill Rd City, State Zip Code Westborough MA 01581 Procurement Contact Person/Tel#: Yunus Khalifa-781-640-2688 E-Mail Address Yunus.Khalifa@mass.gov Fax Number 508-389-7890 Project Lead (all questions must be submitted through CommBuys, not to project lead)

Matthew T. Lyons - 413-323-7671 Email: matthew.t.lyons@mass.gov

RFR Name/Title Purchase of Bulk Wood Pellets RFR Number DFW-2026-023 COMMBUYS Bid Number Bid BD-26-1046-DFW-121702 Procurement Category Open Market

1. Description or Purpose of Procurement:

The Commonwealth of Massachusetts-Division of Fisheries and Wildlife (DFW) seeks vendors to supply Bulk Wood Pellets for wood fueled heating system located at Belchertown-MA

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

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

21.00

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

CMR 21.00; 808 CMR 1.00

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

and 801 CMR 21.01(2) (b)

Grants

MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

mailto:Yunus.Khalifa@mass.gov

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3. Acquisition Method:

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

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

3. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

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

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Vendors 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.

4. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

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

• Agencies of the Executive Office of Environmental Affairs may be authorized by MassWildlife to utilize the resulting contract. Other uses may include but are not limited to any Division within the Department of Fish and Game and the Department of Conservation and Recreation.

• Annual maximum obligation thresholds may be established if in the best interest of MassWildlife.

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

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

Contract Duration Number of Options

Number of Years/Months Instructions

Initial Duration 3 Three years Renewal Options 2 3 Two options to renew for three years each.

Total Maximum Contract Duration

9 9 Years

6. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $8,000.00 (Per year) is the estimated cost for MassWildlife’s McLaughlin Hatchery. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

7. Contract Performance and Business Specifications:

Commodities being Procured: Bulk Wood Pellets Bidders must provide their cost per ton including delivery charge; Approximate annual usage estimates are provided below. Bid response must be received by MassWildlife no later than October 28, 2025.

See also “11. Instructions for Submission of Responses” for items to include with bid.

Specification of commodity being procured:

See Attachment D for detailed wood pellet specifications and additional information on boiler for the McLaughlin Fish Hatchery. Pellets must be meet the fuel requirements identified by the boiler manufacturer for the Commonwealth’s boiler for that specific facility (multiple pricing lists may be submitted). For example: Fuel requirements for the McLaughlin Fish Hatchery must meet the manufacturer specifications for the Pellematic 20 pellet boiler. (See Appendix D)

The McLaughlin Fish Hatchery is projected to use approximately 20-30 tons per year. These estimates are for planning purposes only and not to be construed as a guarantee of volumes to be purchased.

Contractors must be able to consistently supply

*Delivery Terms:

Shipping, Handling, Delivery Included (all Inclusive Pricing):

Wood Pellets will be delivered to MassWildlife to the following address after issuance of a purchase order via Commbuys.

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ATTN: MATTHEW T. LYONS

McLaughlin Trout Hatchery 90 East Street, Belchertown, MA 01007 Tel: (413) 323-7671

All deliveries shall be F.O.B. destination, pre-paid freight, with all transportation and handling charges paid by the Vendor. Responsibility and liability for loss or damage shall remain the Vendor until final inspection and acceptance when responsibility shall pass to the MassWildlife except as to latent defects, fraud, and Vendor’s warranty obligations. The minimum shipment amount, if any, will be found in the special terms and conditions. Any order for less than the specified amount is to be shipped with the freight prepaid and added as a separate item on the invoice.

Bidders must coordinate the delivery time with MassWildlife or other purchasing entity. If the bidder uses a third-party company to satisfy delivery request, the Bidder is responsible for ensuring that the delivery company coordinates with MassWildlife.

Late deliveries, or deliveries that cannot be made within the above guidelines, may be canceled at no cost to MassWildlife. As an example, MassWildlife may refuse or cancel delivery of a product if it cannot be delivered by the requested delivery date or does not meet the specifications of the RFR

Boiler Service: The intent of this RFR is to procure pellets. However, if boiler maintenance or repair is necessary MassWildlife may choose to utilize the awarded vendor to conduct needed service if in the best interest of the Commonwealth. Separate quote will be obtained.

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.

Tax Exempt: Goods and services procured by MassWildlife are tax exempt. Payment vouchers or invoices submitted to Massachusetts government agencies must not include sales tax. The eligible entity will supply the tax exemption certificate when requested.

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.

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

Contract Expansion: If during the life of the contract, including options to renew, MassWildlife or another eligible entity acquires additional wood pellet boilers or upgrades boiler models, MassWildlife may choose to utilize this contract to provide pellets for the additional boiler or new models.

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

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Renegotiation of cost may be made with the approval of MassWildlife with the submission of compelling evidence subject to MassWildlife for review. Awarded vendors must submit a request to adjust cost per ton no later than October 1 of each year prior to the traditional heating season.

MassWildlife will not authorize a price adjustment more than once in a contract year unless in the best interest of the Commonwealth. MassWildlife may require supporting documentation to justify price or discount changes. MassWildlife will not guarantee a price change

Price Limitation: The bidder 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 effective for the Commonwealth.

Minimum Bid Duration: Bidders responses/bids made in response to this RFR must remain in effect for 90 days from the date of bid submission.

Subcontracting: Prior approval of MassWildlife or the purchasing entity is required for any subcontracted services. The awarded contractor is responsible for the satisfactory performance and adequate oversight of its subcontractors.

8. Small Business Purchasing Program

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

SBPP Award Preference

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

SBPP Participation Eligibility

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

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

2. Been in business for at least one year.

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

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

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.commbuys.com/bso/

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

SBPP Compliance Requirements

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

Program Resources and Assistance

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

9. 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.

10. Evaluation Criteria

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

Proposals will be evaluated based on the best value to the Commonwealth.

Evaluation criteria will include:

• Cost Per Ton (50 Points)

• Product Specifications and Product Category (ex. Wood type, heat output, ash content, moisture content) – (max. 25 points)

• Contractor Ability to Consistently Supply Pellets (references may be checked including

Commonwealth entities)- (max. 25 points) http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

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Other Evaluations Considerations:

• Bid Completion

• SBPP

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.

Bid Responses must include the following:

• One year fix Price for Bulk Wood Pellets Price per ton, meeting the content specifications as described in the manufacturers (Maine Energy Systems) technical data under “FUEL” (see appendix D)

• Product Specifications.

• Bidders may submit multiple pricing lists as deemed appropriate by the bidder (ex. different wood type). MassWildlife requests bidder identify recommended fuel pellets for the identified model.

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

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11. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 10/8/2025 5:00PM

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

10/10/2025 1:00PM

Official Answers for Bid Q&A published (Estimated) 10/14/2025 3:00PM

Bid Amendment Deadline / Online Quote Submission Begins. Bid documents will not be amended after this date. MassWildlife retains the right to extend the bid deadline at any time before the bid closing deadline.

10/16/2025 11:00AM

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

10/28/2025 11:00AM

Notification of Apparent Successful Bidder(s) (Estimated)

10/31/2025

Estimated Contract Start Date 11/03/2025

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

a. Online Questions (Bid Q&A)

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

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

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

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

b. Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication.

It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

c. 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).

d. Estimated Contract Start Date

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

12. Required Forms

Responses to this RFR must contain the following documents:

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Vendor Quote or Bid Proposal (See Section 11 for proposal requirements, no template provided)

Submitted through Commbuys (required for evaluation).

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

Form not required for bid evaluation. Form is required upon award and is not required to be submitted with bid response.

Standard Contract Form and Instructions Form not required for bid evaluation. Form is required upon

Contractor Authorized Signatory Listing Form not required for bid

Authorization for Electronic Funds Transfer Form not required for bid

Prompt Payment Discount Form Form not required for bid

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

(WWW.COMMBUYS.COM).

13. RFR Attachments

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: RFR – Other Specifications

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.

Appendix D: RFR – Wood Pellet Specifications http://www.commbuys.com/ http://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