RFR-Lab Equipment Services.pdf

Request for Response Certification and Calibration of Lab Equipment

ISSUE DATE: April 17, 2026

Purchasing Department Commonwealth of Massachusetts Department of Fish and Game Division of Fisheries and Wildlife (MassWildlife)

Type Executive Department

Service Address McLaughlin Fish Hatchery 90 East Street, Belchertown, MA 01007

Procurement Contact Cynthia Pratt, Procurement and Contracting Supervisor 508-389-6315, cynthia.pratt@mass.gov

RFR Name/Title Certification and Calibration of Lab Equipment

RFR Number DFW-2026-076

Procurement Exception STRTGY1539321 approved 4/7/26

Solicitation type Request for Response (RFR) – Open Market

Bid Response Deadline June 10, 2026, by 1:00 p.m. EST (“bid opening date” in COMMBUYS)

1. Description or Purpose of Procurement

The Massachusetts Division of Fisheries and Wildlife (MassWildlife) is soliciting responses for the annual certification and calibration of the following lab equipment at the McLaughlin Fish Hatchery, 90 East Street, Belchertown, MA 01007 –

1. Thermo/Orion 3-star pH meter

2. HACH HQ40D pH meter

3. Themo/Orion Star A213 DO meter

4. Mettler Balance

5. HACH DR-5000 Spectrophotometer

6. Thermo/Orion A111 pH meter

7. Hanna HI98191 pH meter

We are seeking to establish a multi-year Departmental Contract (i.e. MBPO / Master Agreement) for this routine service.

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Exclusions This RFR is for services only. No Laboratory Supplies or Equipment may be purchased under the contract that results from this RFR.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

X Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

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

CMR 21.00; 808 CMR 1.00

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

and 801 CMR 21.01(2) (b)

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

CMR 2.00

3. Acquisition Method

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

Outright Purchase Rental (not to exceed 6 months) Term Lease License

4. Whether Single or Multiple Contractors are Required for Contract

Check One (“X”):

X Single Contractor

Multiple Contractors

a. Estimated Number of Awards

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

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.

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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:

• N/A

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

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

Contract Duration Number of Options Number of

Years/Months Instructions

Initial Duration 6 Years

The Contract will be executed for this Initial Duration and will run from the Contract Effective/Start Date (execution date) for this Initial

Duration. (e.g., or “From the execution date through June 30, ”).

Renewal Options 3 options 2 Years Three options to renew for two years each.

Total Maximum Contract Duration

12 Years

7. Anticipated Expenditures, Funding, or Compensation

Estimated Value of Procurement: $600 annually

8. Contract Performance and Business Specifications

Scope of Services:

Calibration and certification are to be performed at the McLaughlin Fish Hatchery in Belchertown in August of each year (unless otherwise agreed upon by the contractor and Hatchery Manager/Fish Pathologist).

Services are to be scheduled in advance with the Hatchery Manager or Fish Pathologist to ensure the lab equipment is readily available for service.

Fiscal Terms:

The Department of Fish and Game is tax exempt.

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Invoices will be paid in accordance with the Comptroller’s Bill Paying Policy.

Performance Measures:

Performance of the Contractor will be evaluated based on the following performance measures:

• Responsiveness and overall communication

• Timely and Accurate Invoicing

The Performance Measures will be used to determine if a Contractor has failed to fulfil contractual obligations. Such failure may result in any of the following actions:

• Corrective Action

• Suspension

• Termination

• Adding of additional contractors

If issues arise, MassWildlife will send written notice to the contractor via email.

Contract Management:

The Department’s Contract Manager is the point of contact for interested bidders during the procurement process. The Contract Manger is the Department employee responsible for managing and administering the contract upon award. The Contract Manger will be the point of contact for the successful bidder and Contractor concerning day to day operational matters and the performance of duties of the contract.

Contract Manager: Cynthia Pratt Mailing Address: MassWildlife Field Headquarters, 1 Rabbit Hill Road, Westborough, MA 0181 Email: cynthia.pratt@mass.gov Phone: (508) 389-6315

Contractor’s Contact:

Contractors will assign a Contact Person who will be the point of contact MassWildlife and other eligible entities contact regarding the contract. Namely, the Contact Person will be the individual the Contractor assigns to handle Requests for Quotes and questions about orders, invoices, returns, and price sheets/catalogs. Awarded bidders are to keep current their Vendor Account in COMMBUYS. Many Job Aids are available to Contractors to guide decisions regarding keeping current their Vendor Account in COMMBUYS: mass.gov/lists/job-aids-for-vendors-using-commbuys

Change Notification Changes to the Contractor’s contact information, company name, legal address, payment address, tax identification number, authorized signatories, or EFT information must be promptly reported via email to the Department’s Contract Manager. In some cases, additional paperwork will be required to effect the change. Any change of address, including remit address, requires immediate written notification and submission of a new W-9 Form, Commonwealth Terms and Conditions and a brief letter written on https://www.mass.gov/info-details/understanding-commonwealth-payments mailto:cynthia.pratt@mass.gov https://www.mass.gov/lists/job-aids-for-vendors-using-commbuys

Certification and Calibration of Lab Equipment RFR • Page 5 of 11 contractor’s letterhead stating that their address has changed “from” and “to.” If written notification is not received changes cannot be done; therefore any payments will be sent to the address which is currently on file and with no late penalty to the Commonwealth.

9. Small Business Purchasing Program

Program Background 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.

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.

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/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov

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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.

11. 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.

• Company Experience

• Costs

• Small Business Purchasing Program (SBPP) Participation

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 or mass.gov/osd-vendor-training for step-by-step Job Aids and live, virtual training.

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.

See Section 14: Required Forms for response requirements.

https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 https://www.mass.gov/osd-vendor-training

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13. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date April 21, 2026

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

May 13, 2026 1:00 p.m. EST

Official Answers for Bid Q&A published (Estimated)

May 20, 2026

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

June 10, 2026 1:00 p.m. EST

Estimated Contract Start Date July 1, 2027

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).

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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.

14. Required Forms

Responses to this RFR must contain the following documents:

Completed Mandatory Bid Response Form

15. Awarded Contractor Forms

The awarded contractor will be required to complete the following forms prior to any services being performed under the contract that results from this procurement:

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

• Contractor Authorized Signatory Listing (CASL) Form

• Prompt Payment Discount (PPD) Form

• Standard Contract Form

• Authorization for Electronic Funds Transfer (EFT) form

The above forms are available as part of the Bid record on COMMBUYS.com as reference only.

16. 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 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

Certification and Calibration of Lab Equipment RFR • Page 9 of 11 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: Mandatory Bid Response Form

Certification and Calibration of Lab Equipment RFR • Page 10 of 11

MANDATORY BID RESPONSE FORM

Complete and submit with your bid response.

Bidder’s Information:

Bidder Name/Company:

Mailing Address:

Contact Person's Name and Title:

Direct Phone Number(s):

Email Address:

Brief Description of your Company (years in business, experience calibrating and certifying lab equipment, business practices that support sustainable operations and reduce impacts on the environment, etc.):

For examples of Environmental Practices, visit mass.gov/operational-services-division-osd-climate-and-sustainability

Pricing:

Pricing for Annual Calibration and Certification: $

Additional Related Services (i.e., cleanings, repairs, etc.) (Optional):

You may attach a catalog or provide a URL to an online catalog if that is easier.

Provide pricing for Fiscal Year 2027 (July 1, 2026 – June 30, 2027). Awarded Contractor will be permitted to update pricing annually.

https://www.mass.gov/operational-services-division-osd-climate-and-sustainability https://www.mass.gov/operational-services-division-osd-climate-and-sustainability Pratt, Cynthia (FWE) @Huseby, Astrid (FWE) @Sypek, Ian (FWE) Is there anything else you would need to know about a business when they submit a response?

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References (provide two references):

Company Name:

Contact Person: Phone:

Email:

Description and date(s) of goods/services provided:

Company Name:

Contact Person: Phone:

Email:

Description and date(s) of goods/services provided:

Additional information (optional):