RFR _final 2~1.pdf

ISSUE DATE: March 27, 2026

Purchasing Department The Massachusetts Veterans Home at Chelsea (CHE)

Address 100 Summit Ave.

City, State Zip Code Chelsea, MA 02150 Procurement Contact Person Tayla Wiggins Telephone Number 617-887-7151 Fax Number N/A E-Mail Address Tayla.Wiggins2@mass.gov RFR Name/Title Event Planning and Rental Services RFR Number 2026EVENTSERVICES COMMBUYS Bid Number

1. Description or Purpose of Procurement:

The Massachusetts Veterans Home at Chelsea (CHE) and Holyoke (VHH) are currently seeking responses from qualified vendors to provide rental services for future upcoming events hosted at each home.

The awarded bidder must be able to service both Chelsea and Holyoke Massachusetts locations. As well as have the ability to provide the same or similar rental services for all future events throughout the duration of the contract, as outlined below. The bidder will be contacted as needs arise for each event.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

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

21.00

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

CMR 21.00; 808 CMR 1.00

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

and 801 CMR 21.01(2) (b)

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

CMR 2.00

3. Acquisition Method:

BD-26-1368-CHE01-CHE04-127252

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

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

4. 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 Contractors is ONE; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

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

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

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

7. Anticipated Expenditures, Funding, or Compensation:

Contract Duration Number of Options Number of Years/Months

Initial Duration 3 Years

Renewal Options 2 options to renew

1 year each

Total Maximum Contract Duration

5 years

Estimated Value of Procurement: $TBD

8. Contract Performance and Business Specifications:

Scope of Services:

Rental services items the awarded bidder must be able to provide are to include but are not limited to the following :

1. Tents o 30' x 150' x 9' NTL white frame tent (4500 sq. ft.)

o 20’x30’ white framed tent.

o 20’ x 20’ white framed tent o With or without sidewall o Weighted System with Covers/ based on (26) 1500lbs blocks o Twenty-Six (26) Tie down #1500lbs- 28”x 28” x24” o Twenty-six (26) Tie down cover: 29” x 29” x 24” High Block (White)

2. Tables:

o 8’ x 30" Banquet tables o 6’x30” Banquet tables o 4’x30” Banquet tables o 72” Round tables o 60” Round tables o 48”

3. Chairs:

o Black folding chairs o White folding chairs o Padded folding chairs

4. Fire Safety related items to include but not limited to:

o "No Smoking" signs o Reflective exit signs o Fire extinguishers

5. Transportation and Site Labor:

o Delivery, installation, and removal of all rented items. On a pre-determined agreed upon timeframe for “set-up” and “take-down” of all items per event.

6. Permit & Fees:

o The awarded bidder will be responsible for all permits and applications needed for events at the Chelsea and Holyoke Veterans Homes’ locations.

BIDDER REQUIREMENTS

Responding vendors must:

• Have a minimum of five years of experience in event rental services

• Provide proof of insurance and necessary licenses

• Ensure all equipment meets safety and quality standards

• Be able to meet the specified delivery and setup schedule

V. RESPONSE SUBMISSION

Interested bidders should submit a comprehensive proposal including:

• Company profile and relevant experience

• Detailed pricing for each item and service

• Availability confirmation for the event date

• Business Reference Form

• Any additional services or value-added offerings

• Note: All travel to and from Veterans’ Home facilities, including any associated costs, shall be the responsibility of the awarded bidder and shall not be billed to the Veterans’ Homes.

Fiscal Terms:

All invoices for CHE shall be submitted to The Massachusetts Veterans Home at Chelsea’s Business Office (chelseasohoinvoices@mass.gov) for processing and payment pursuant to the contract terms and conditions. Payment shall be made in accordance with the Commonwealth’s terms and conditions.

In accordance with the Commonwealth’s standard payment policy, absent predetermined guidance (such as a prompt pay discount), payment terms are net 45 calendar days from receipt of invoice.

Performance Measures:

Contract performance will be measured by the following criteria:

• Timely Delivery and Setup: All items must be delivered and fully set up on the scheduled event date, within the agreed-upon timeframe.

• Same-Day Removal: All rented equipment must be removed from the premises on the same day of the event, unless otherwise pre-approved by the facility.

• Condition of Equipment: All tents, tables, and chairs must be clean, in good condition, and free from damage or excessive wear.

• Complete and Accurate Order Fulfillment: The quantity and specifications of rented items must match the confirmed order with no missing or substituted items.

• Safety Compliance: Equipment must meet all relevant safety codes, including fire safety (e.g., fire extinguishers).

9. 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 Bidder meets the SSST’s best value evaluation criteria.

mailto:chelseasohoinvoices@mass.gov 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

REQUEST FOR RESPONSE

Event Planning and Rental Services

RFR #2026EVENTSERVICES / COMMBUYS Bid# ______

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 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.

10. 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.

https://www.commbuys.com/bso/ 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

11. Evaluation Criteria

• Best-Value

• Business References

• Vendor experience and reputation

• Comprehensive Response to all aspects of the RFR

• Quality and condition of rental items

• Ability to meet scheduling requirements

• Compliance with safety standards

12. 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 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.

13. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date Friday: March 27, 2026 5:00 pm EST

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

Monday: April 20, 2026 5:00 pm EST

Official Answers for Bid Q&A published (Estimated)

Friday: April 24, 2026 5:00 pm EST

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

Monday: April 27, 2026 5:00 pm EST

Notification of Apparent Successful Bidder(s) (Estimated)

Friday: May 1, 2026

Estimated Contract Start Date Monday: June 1, 2026

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).

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

b. 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).

c. Estimated Contract Start Date

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

14. Required Forms

Responses to this RFR must contain the following documents

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Comprehensive response to all aspects of the RFR. (Vendor generated)

Electronic Submission

Detailed rate sheet (Vendor generated) Electronic Submission

Commonwealth Terms and Conditions Electronic Submission

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

Electronic Submission

Standard Contract Form and Instructions For reference, document will be completed when awarded

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

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

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

15. 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.

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