RFR Scientific Diving Sept 2025.pdf

The Commonwealth of Massachusetts Division of Marine Fisheries

(617) 626-1520 | www.mass.gov/marinefisheries

MAURA T. HEALEY KIMBERLEY DRISCOLL REBECCA L. TEPPER THOMAS K. O’SHEA DANIEL J. MCKIERNAN Governor Lt. Governor Secretary Commissioner Director

Updated: August XX, 2021

ISSUE DATE: 10/24/2025

1. Description or Purpose of Procurement:

In support of the Division of Marine Fisheries’ (DMF) year-round scientific diving efforts in the coastal waters of the Commonwealth and New England, we require the services of professional diving retailers to provide air fills, supplies, equipment, specialized underwater photographic equipment, as well as repairs, maintenance, and inspections for all equipment used by DMF. We will be awarding multiple contracts in the coastal regions of the Commonwealth. See Appendix C.

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

Purchasing Department Department of Fish and Game, Division of Marine Fisheries Address 836 South Rodney French Blvd.

City, State Zip Code New Bedford, MA 02744 Procurement Contact Person Ashley Peach Bueche Telephone Number 978-231-3092 E-Mail Address ashley.p.bueche@mass.gov RFR Name/Title Scientific Diving Equipment and Support Services RFR Number DMF RFR 26006 COMMBUYS Bid Number

REQUEST FOR RESPONSE

Scientific Diving Equipment and Support Services

RFR # 26006 / COMMBUYS Bid#

3. Acquisition Method:

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

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other: [specify, e.g., TELP]

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 no limit. 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.

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:

• All Divisions of the Department of Fish & Game, MA CZM, the MBUAR, MA State Police, and MA DOT.

• The Purchasing Department reserves the right to add or remove additional authorized users during the contract term

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

From the execution date for 3 years

Renewal Options

2 Options to Renew Each option will renew for three years.

Total Maximum Contract Duration

Up to 9 Years.

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $ Variable by contract.

8. Contract Performance and Business Specifications:

Scope of Services: Contractor will provide goods and services as needed. See Appendix

Commodities being Procured: Diving Supplies.

Fiscal Terms: Vendor will be compensated in accordance with the Commonwealth procurement policy.

The Commonwealth of Massachusetts is Tax Exempt. Bills are payable in accordance with CTR’s Bill Payment Policy. Invoices are to be issued via email to the contact included on page one.

Performance Measures: Price, quality, service, and timeliness.

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 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

(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.

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

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.

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 10/24/2025 3:30 PM EST

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

11/1/2028 5:00 PM EST

Notification of Apparent Successful Bidder(s) (Estimated)

Estimated 2 weeks from submission.

Estimated Contract Start Date Variable

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 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. 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.

14. Required Forms

Responses to this RFR must contain the following documents:

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms and Conditions Informational Only

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

Electronic Submission

Standard Contract Form and Instructions Electronic Submission

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Additional Environmentally Preferable Products/Practices

Electronic Submission

Supplier Diversity Plan Form (SDP Plan Commitment)

Electronic Submission

Prompt Payment Discount 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: Scope of Service, Performance and Contract Specifications

Appendix D: List of Equipment

Appendix E: Service Specifications and Rates

Acceptable Forms of Signature

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

Appendix D. Scope of Service, Performance and Contract Specifications

DESCRIPTION OR PURPOSE OF SERVICES

The Massachusetts Division of Marine Fisheries (DMF) conducts year-round scientific diving in the coastal waters of the Commonwealth. In support of this effort, we require the services of professional diving retailers to provide air fills, supplies, and equipment. In addition, approved contractors will be required to provide repairs, maintenance, and inspections for all equipment used by DMF.

As DMF has two primary field stations (Gloucester and New Bedford) and is responsible for the management of fisheries resources along the entire coast, we will be awarding multiple contracts in the coastal regions of the Commonwealth. This will enable DMF to obtain these services in an efficient and timely manner and allow flexibility when conducting concurrent diving operations.

ACQUISITION METHOD

Air fills and repairs will be provided on an as needed basis, as will the purchase of small items (< $50.00) and supplies. Larger equipment purchases (> $50.00) will be coordinated through the DMF Diving Safety Officer (DSO). Routine maintenance, visual inspections, and hydrostatic testing will also be coordinated by the DSO.

For each purchase or service rendered, an invoice will be submitted to DMF. Payment will be made for each invoice or group of invoices submitted. Submission of an aggregate invoice for air fills on a monthly basis will be permitted. The purchase of ‘air cards’ or bulk units of air fills in advance of need also will be permitted.

DMF and the Contractor(s) agree to the following:

1. The Contractor will be supplied with a list of equipment (Appendix D). For each item, a model recommendation and flat rate discount or set price will be returned. These discounts/ prices will remain in effect for the remainder of the fiscal year.

2. For specialized underwater photographic equipment, DMF will provide a list of needed equipment and/or supplies to the Contractor as needed. For each item, a model recommendation and flat rate discount or set price will be returned. These discounts/ prices will remain in effect for the remainder of the fiscal year.

3. The Contractor will provide a flat discount rate for air fills, small pieces of equipment, and supplies. The opportunity to purchase ‘air cards’ or a quantity of air fills in advance of need so as to provide maximum savings is encouraged. These rates will remain in effect for the remainder of the fiscal year.

4. DMF’s DSO will provide the Contractor with a list of the brands of equipment currently in use

(Appendix E). All equipment service must be performed by technicians factory-certified for that brand of gear. The Contractor will provide an hourly labor rate and discount rate for parts.

These rates/ prices will remain in effect for the remainder of the fiscal year.

5. The Contractor will provide a discount rate for visual inspections (VIP’s), aluminum cylinder Eddy Current tests (VIP+), and hydrostatic testing of SCUBA cylinders. All testing/inspection facilities must provide proof of certification from DOT and testing must be performed by qualified personnel trained to DOT specification. These rates will remain in effect for the remainder of the fiscal year.

6. Breathing air must meet or exceed the following specifications as set forth by the Compressed

Gas Association (CGA Pamphlet G-7.1).

CGA Grade E

Component Maximum Oxygen 20 - 22%/v Carbon Monoxide 10 PPM/v Carbon Dioxide 1000 PPM/v Condensed Hydrocarbons 5 mg/m3 Total Hydrocarbons as Methane 25 PPM/v Water Vapor ppm (2) Objectionable Odors None

For breathing air used in conjunction with self-contained breathing apparatus in extreme cold where moisture can condense and freeze, causing the breathing apparatus to malfunction, a dew point not to exceed -50°F (63 pm v/v) or 10 degrees lower than the coldest temperature expected in the area is required.

7. The Contractor will provide a discounted rate for equipment rentals for use in case of emergency, loss of DMF equipment, or need for special equipment. These rates will remain in effect for the remainder of the fiscal year.

8. Upon request, the Contractor will allow inspection of the air station, compressors, air storage bottles, repair areas, and hydrostatic testing equipment by DMF’s DSO.

9. An invoice will be submitted for purchases or services rendered. Payment will be made for each invoice or group of invoices submitted. Submission of an aggregate invoice on a monthly basis will be permitted. Invoices for equipment repair or servicing must list work performed and any parts replaced.

10. The Contractor will be responsible for any loss or damage to DMF equipment while in the

Contractor’s possession.

Performance Measurement

Performance will be assessed by DMF’s DSO, following price agreements and service objectives established by the DSO and the Contractor.

Bidders will attach the following to the RFR form:

1. A completed copy of Appendix D with prices and/or flat rate discounts

2. A discounted fee schedule for air fills, small equipment and supplies, and rental charges

3. A completed copy of Appendix E indicating hourly labor rate, discount rate for replacement parts, and rates for visual inspections and hydrostatic testing

4. A copy of the DOT certification for the hydrostatic test facility

5. A brief statement of qualifications for all repair, inspection, or testing personnel. Copies of training certificates issued by the appropriate equipment manufacturers should be included.

6. A copy of the most recent chemical analysis performed on the air supply

Bid Evaluation Criteria

1. Ability to supply desired equipment

2. Ability to provide repairs, service, or testing by qualified personnel in a timely fashion

3. Equipment prices and/or discount percentages for all purchases and services

4. Hourly labor rate for repairs

5. Compliance with DOT requirements regarding hydrostatic testing and visual inspection

6. Compliance with air quality standards

7. Past experience as a provider of services for a scientific diving program

Appendix D: List of Equipment

Equipment Manufacturer Model Price Discount Percentage

Regulators All brands will be considered Specify features Alternate Air Sources

All brands will be considered Attached to BC – Air Source, Air II, etc.

All brands will be considered Standard octopus Gauges & Consoles All brands will be considered 3-gauge style (SPG, computer, compass) preferred

Dive Computers Aqua Lung, Genesis, Sherwood, Shearwater, Suunto

Cylinders All brands will be considered Neutral Aluminum 80 & 63 ft3; HP 3.5 80 & 100 ft3 steel tanks; Pony Bottles 13 & 30 ft3 with hardware;

Buoyancy Compensators

All brands will be considered Standard BC; plate, harness, and wing

Wet Suits & Accessories

All brands will be considered 7mm jumpsuit and vest with/without attached hood

7mm and 8mm semi-dry wet suits

Accessories - Coldwater hood, five-finger, and three-finger mitts, 6.5mm or 7mm hard sole boots

Dry Suits DUI, Fourth Element, Santi Dry Suit Underwear

All brands will be considered

Fins All brands will be considered Masks & Snorkels All brands will be considered Knives All brands will be considered Weight systems Coated and Bare Lead

Weights

DUI Weight & Trim System Lights All brands will be considered Gear bags All brands will be considered Durability will be a primary consideration

Breathing Gas Fills Air & Nitrox 2250 – 3500 psi Volume 13 - 200ft3

Equipment Manufacturer Model Price Discount Percentage

Oxygen for rebreather cylinders and emergency kits

2,000 – 3,000 psi

Air Card or Advance purchase - list # of fills and price

Dry Suit Inflation Gas

Argon 2,000 – 3,000 psi

Spare Parts Straps, o-rings, plugs, mouthpieces, snorkel keepers, silicone grease, weight stops, etc.

Misc. Equipment & Supplies

Game bags, spear points, spear guns, pole spears, clips, buckles, hangers, slates, silicone spray, neoprene cement, Aqua Seal, wet suit shampoo, mask defogger, lift bags, SMBs, reels, etc.

Rental Fees Wet suit Dry suit Regulator and Console Buoyancy compensator Cylinders Weights/Weight System U/W Communications System

Dive computer

Appendix E: Service Specifications and Rates

Service Hourly Labor Rate

Discount Percentage for Parts

Comments

Overhaul / Maintenance for the following brands of regulators and alternate air sources:

• Apeks

• Aqua Lung

• Scubapro

• Sherwood

• EXO full-face mask

• AGA full-face mask with OTS wireless communications

Gauge repair / calibration Dive Computer Repair:

• Aqua Lung

• Shearwater

• Sherwood

• Sub Gear

• Suunto

Visual Inspections Tank Rolling (steel tanks) Burst Disk Replacement Valve Repair / Maintenance Gauge repair / calibration Repair for the following brands of buoyancy compensators:

• Apeks

• Aqua Lung / Sea Quest

• OMS

Wet & Dry Suit Repairs / Alterations

General Repair Rate for all other equipment