RFR SP26-K9-K82.pdf

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY

DEPARTMENT OF STATE POLICE

470 WORCESTER ROAD

FRAMINGHAM, MA 01702

Request for Response (RFR)

Document Title: Purchase of Law Enforcement Canines and Related Equipment, Supplies, and Services

COMMBUYS Bid#: BD-26-1084-POLK9-K9-119949

Agency Document Number SP26-K9-K82

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid.

Bidders 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

1 RFR INTRODUCTION OF PROCUREMENT SCOPE AND

DESCRIPTION………………………………………………………………………………….. 1

1.1 Small Business Purchasing Program………………………………………………….……… 1

1.2 Applicable Procurement Law …………………………………………………………………. 2

1.3 Acquisition Method …………………………………………………………………………….. 2

1.4 Whether Single or Multiple Contractors / Required for this Contract …………………….. 2

1.5 Entities Eligible to Use the Resulting Contract ……………………………………………… 3

1.6 Expected Duration of Contract ………………………………………………………….……. 3

1.7 Anticipated Expenditures, Funding or Compensation ……………………………………… 3

1.8 Basis for estimated dollar value for this Contract …………………………………………… 3

1.9 Basis for estimated number of units for this Contract ……………………………………… 3

2 ESTIMATED PROCUREMENT CALENDAR. ………………………………………………. 4

2.1 Written questions via the Bid Q&A on COMMBUYS ……………………………………….. 4

2.2 Locating Bid Q&A ……………………………………………………………………

2.3 Amendment Deadline ………………………………………………………………………….. 5

3 SPECIFICATIONS / Scope of Services………………………………………………………. 5 Category 1 Purchase of K9s .…………………….……………………………………………. 5 Category 2 Purchase of K9 Supplies and Equipment ………………………………………. 7 Category 3 K9 Boarding …………………………………………………………. ……………. 7 Category 4 K9 Training ………………………………………………………………………… 8

3.1 Price Quote ……..……………………………………………………………………………….. 9

3.2 Performance …………………………………………………………………………………….. 9

3.3 Buy American Act ………………………………………………………………………………. 10

4 Other Terms …………………………………………………………………………………….. 10

4.1 Contractors Terms & Conditions ……………………………………………………………… 10

4.2 Reporting ………………………………………………………………………………………… 10

4.3 Contract Management …………………………………………………………………………. 10

4.4 Change Notification …………………………………………………………………………….. 11

4.5 Invoices and Payments ………………………………………………………………………… 11

4.6 Contract Amendments …………………………………………………………………………. 12

4.7 Contract Renewals ……………………………………………………………………………… 12

4.8 Performance Measures…………………………………………………………………………. 12

4.9 Insurance…………………………………………………………………………………………. 13

4.10 Contract Termination for Convenience ……………………………………………………….. 13

4.11 Contract Termination for Cause ……………………………………………………………….. 13

4.12 Audit……………………………………………………………………………………………….. 13

4.13 Eliminating Single-Use Plastic Bottles………………………………………………….……… 14

5 EVALUATION CRITERIA ………………………………………………………………………. 14

6 INSTRUCTIONS FOR SUBMISSION OF RESPONSES ……………………………………. 15

7 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS ……………………………………… 18

8 APPENDIX 2 – RFR REQUIRED SPECS …………………………………………….……… 20

9 APPENDIX 3 – INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF

COMMONWEALTH STANDARD FORMS ……………………………………………………. 28

10 APPENDIX 4 – OTHER DEPT OF STATE POLICE SPECIFICATIONS ………………….. 31

11 APPENDIX 5 – GLOSSARY …………………………………………………………………… 33

REQUEST FOR RESPONSE

Law Enforcement Canines and Related Equipment, Supplies and Services

RFR #SP26-K9-K82

COMMBUYS Bid #BD-26-1084-POLK9-K9-119949

1 RFR INTRODUCTION OF PROCUREMENT SCOPE AND DESCRIPTION

The Massachusetts State Police K9 Unit supports law enforcement and public safety throughout the Commonwealth of Massachusetts. K9’s and their handlers pursue and apprehend suspected criminals, find lost persons, search for narcotics, firearms, and electronics, search for cadavers, and support special tactical operations. The K9 unit is based in Stoneham, MA (East) and New Braintree, MA (West). Other units using canines within the MSP are eligible to use this contract as needed, with the canine specifications to be determined by the Unit Commander.

The Massachusetts Department of State Police (MSP) seeks responses for the outright purchase of:

• single purpose detection canines, trained or untrained

• dual trained and untrained canines

• other specialty canines

The MSP also seeks the outright purchase of all related supplies, equipment, and services associated with the care, training, securing, and boarding of canines including but not limited to:

• canine equipment and training aids

• food and supplements

• kennel building and materials

• fencing, portable kennel fencing, and kennel maintenance

• vehicle inserts not provided on an MSP vehicle contract

• boarding

• on-site training for canines and handlers

• K9-related software not available on a statewide contract

• Other K9-related services, training, and supplies

This contract does not cover veterinary care or tactical gear available on a statewide contract.

Electronic Quote Submission Instructions

Bidders are advised that Massachusetts State police (1) restrict submission of written questions to the Bid Q&A tool and (2) requires all responses to be submitted using the online submission tools available to active COMMBUYS account holders only. Bidders are solely responsible to monitor this site for Bid amendments, if any. Bidders may monitor the record by frequently checking the Header Information for the list of Amendments. Bidders with active COMMBUYS accounts may also monitor the record through COMMBUYS email notification and record tracking tools enabled when a vendor acknowledges receipt of a bid. To establish a COMMBUYS account, bidders must select the Register link on www.commbuys.com and complete the online subscription process.

1.1 Small Business Purchasing Program (as applicable)

(Defined as procurements with an annual value equal to or less than $250,000)

If the procurement value meets the definition of SBPP, the following language applies: 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.

1.2 Applicable Procurement Law

Check

Appropriate Box (“X”):

Type of Purchase Applicable Laws

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

1.3 Acquisition Method:

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

1.4 Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor Only Single or Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is Multiple Contracts.

The Strategic Sourcing Team (SST) may award one or more contracts if it is in the best interest of the Commonwealth to do so. If awarding multiple Contractors, the intent is to establish and maintain a list of pre-qualified Contractors from which the Department can select. The Commonwealth and Department make no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. A Contract is not a guarantee of business.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the SST determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts.

http://www.mass.gov/sbpp

This is a Rolling Enrollment Contract. Under the rolling enrollment process, Bidders may submit a quote in Commbuys until six months prior to the maximum end date.

1.5 Entities Eligible to Use the Resulting Contract

Any contract resulting from this Bid will be open for use by the Department of State Police, Executive Branch agencies that fall within the Executive Office of Public Safety and Security (EOPSS), the Environmental Police, and the Sheriff’s Departments.

Departments interested in using this contract may submit a written request to the issuing Department (MSP) and will be responsible for executing their own contracts/purchase orders and paying their own invoices for goods and/or services acquired from this Contract.

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

Contract Duration Number of Options Number of Years/Months

Initial Duration

Up to 2 years

Renewal Options

3 options

Up to 3 (2) years each

Total Maximum Contract Duration

Up to 8 years

1.7 Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement is $400,000 for the purchase of K9’s and K9 supplies. This is based on previous contract funding. K9 boarding and K9 training were separately procured so there is no estimate for those categories at this time.

This is a rate contract.

Contract prices will remain fixed during the initial contract period. Contractors will have an opportunity to request a price increase if an option to renew is offered. Contractors will need to submit written justification and supporting documentation with price increase requests. The Department of State Police does not guarantee that increase requests will be granted.

1.8 Basis for estimated dollar value for this Contract (including all options to renew) The “Estimated Value (US$)” for this Bid was based on previous contract funding.

1.9 Basis for estimated number of units for this Contract (including all options to renew) The “Estimated Units” for this Bid was based on estimated funding.

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.

2 ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid Release Date August 18, 2025

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

September 10, 2025

Official Answers for Bid Q&A published (Estimated)

September 16, 2025

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

September 19, 2025, at 3:00PM EST

Notification of Apparent Successful Bidder(s) (Estimated)

September 25, 2025

Estimated Contract Start Date October 1, 2025

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

2.1 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only 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 Bidder’s responsibility to verify receipt of questions. Additionally, the Department reserves the right, in its sole discretion, to not answer all questions submitted by Bidders. It is the Bidder’s responsibility to verify the receipt of questions and clarification requests.

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, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’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.

The Department of State Police reserves the option to answer all written questions simultaneously by posting a “Bidder Question and Answer” word document as an RFR attachment posted on the solicitation page on www.commbuys.com.

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.

2.2 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 Bidders access to the Bid Q&A page.

2.3 Amendment Deadline

The SST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. The SST and the Commonwealth accepts 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.

3 SPECIFICATIONS

Category 1 Purchase of K9s

The Massachusetts Department of State Police (MSP) seeks responses for the outright purchase of:

• dual trained and untrained canines

• single purpose detection canines

• other specialty canines

Specifications for Dual Purpose untrained and trained police canines:

Canine may be of a breed type such as German Shepherd, Belgian Malinois and/or Dutch Shepherd, Blood Hound, and Rottweilers. Other breeds may be purchased as needed.

Canine should be between the age of 12-months and 36-months, or suitable maturity to enter training at the time of purchase.

Canine must be acceptable under current police dog standards, specifically in the areas of:

Obedience: testing the animal’s temperament, structure deficiencies, and willingness to serve;

Training: testing the animal’s trainability, ability to scent, mental and physical endurance;

Protection: testing the animal’s courage, physical strength and agility.

Canine must possess and be tested for drives appropriate for their discipline, which may include: a high food drive, prey drive, hunt drive and retrieval, and play behaviors using appropriate standards.

Canine must be able to overcome the stresses appropriate for their discipline, which may include:

• Gunfire

• Smoke and tear gas

• Height and obstacles

• Being in water or on ice

• Flying in aircraft

• Riding in motor vehicles

• Building, large rooms and small rooms

• Slippery floors

• Neutral behavior / no animal aggression

• New and varied environment and conditions

Canine must be able to successfully complete course outlined in NESPAC canine standards. The MSP may remove the canine from the course for any reason deemed necessary. The contractor is required to provide a replacement within five working days, unless otherwise agreed upon. If no replacement, a full refund shall occur.

Additionally, canines can be returned to the vendor during the first twelve (12) months after purchase if the canine fails to maintain the standard based on the K9’s drives or natural abilities, or for any other reason/concerns, for a replacement OR full refund decided by the purchasing entity. Expenses incurred to return a canine shall be the responsibility of the Contractor unless otherwise negotiated and accepted by the Department.

Specifications for Specialty Detection Dog Untrained (Single Purpose):

Canine may be of a Breed type such as a Labrador retriever, Chesapeake Bay retriever or Golden Retriever, German Shepard, Malinois, and Bloodhounds.

Canine must be between the age of 12-months and 36-months, or suitable maturity to enter training of the time of purchase.

Canine must be acceptable under the following standards, specifically in the areas of:

Obedience: testing the animal’s temperament, structure deficiencies, and willingness to serve;

Scent Work: testing the animal’s trainability, ability to scent, mental and physical endurance.

Canine must possess a high prey drive, hunt drive and retrieval and play behaviors using ball drive standards.

Canine must be able to successfully complete course outlined in NESPAC canine standards. The MSP may remove the canine from the course for any reason deemed necessary. The contractor is required to provide a replacement within five working days, unless otherwise agreed upon. If no replacement, a full refund shall occur. Expenses incurred to return a canine shall be the responsibility of the Contractor unless otherwise negotiated and accepted by the Department.

Expenses incurred to return a canine shall be the responsibility of the Contractor unless otherwise negotiated and accepted by the Department.

At the Time of Delivery:

Contractor shall replace canines within (5) working Days if any of the following requirements are not met:

Canines must be in excellent medical condition. All canines must have been medically screened to include hip and elbow-X-rays prior to becoming property of the MSP. Medical screening documentation must be submitted by a licensed Veterinarian with each dog provided by the contractor.

Canine medical screening shall be verified by a Massachusetts veterinarian contractor under contract with the MSP, prior to becoming property of the MSP. In the event, the canine fails to meet the medical screening standard, the contractor shall assume all expenses of the screening verification process.

See Attached MSP medical Screening Verification Form

Immunization:

Upon delivery, the canines shall be fully immunized for the following diseases:

• Distemper

• Adenovirus Type 2

• Para influenza

• Parvovirus

• Letospira

• Canicola

• Icterohamorrhagiae

• Rabies

The contractor shall guarantee, that all canines will be free from said diseases and vaccinated for a period of six (6) months. The contractor shall guarantee that all canines will be free from genetic defects for one year. Written documentation of said vaccinations is required to be submitted upon delivery, no exceptions.

Category 2 Purchase of K9-related supplies and equipment

The MSP seeks the outright purchase of all related supplies and equipment associated with the care, training, securing, and boarding of canines including but not limited to:

• canine equipment and training aids

• food and supplements

• kennel building and materials

• fencing, portable kennel fencing, and kennel maintenance

• vehicle inserts not provided on an MSP vehicle contract

• K9-related software not available on a statewide contract

• Other K9-related supplies and equipment

Category 3 K9 Boarding

The MSP seeks qualified vendors to provide K9 boarding per the specifications below.

• Bidder must be licensed under MGL c140.

• Bidder must have a minimum of five (5) years kennel management experience.

• Bidder must require up to date vaccinations of all animals on premises ie: DHLP+P booster, Canine Cough, and Rabies.

• State Police must have 24-hour access to their dogs for emergency police situations that may arise.

• Bidder must be willing to feed State Police provided food for certain animals with special diets.

• Food and fresh water must be provided for duration of stay.

• Bidder must provide veterinary services in the event the K9 becomes ill or injured while in the care of the kennel.

• Kennels should have indoor and outdoor runs with sufficient exercise area for 100lb+ working canine.

• Kennels must provide adequate heating in the winter, suggested 60 degrees.

• Kennels must be fresh air fan cooled in the summer.

• Flea and tick bathing must be available.

• Each canine must be kenneled alone.

• Bidders are advised that State Police canines have had aggression training. There may be some inherent risks associated with these animals.

• Bidder’s kennels are subject to inspections by State Police personnel at any time to ensure facility is maintained in a sanitary and humane manner and to ensure compliance with all state, county and local laws.

• Bidders must maintain liability insurance.

• Successful bidders and their employees may be subject to a criminal background check.

• Bidders are to define in their Response their ability to provide the above services. If Bidders are not able to provide the above services, they are to state any and all alternatives. Bidders are also to state in their Response any additional services, above and beyond the services listed above.

Category 4 K9 Training

The MSP seeks qualified vendors for training K9s and their handlers. Examples of training include:

• Canine Psychology

• Safety Protocols

• Bitework Training

• Controlled Aggression

• Commands

• Scenario-based drills

• High-risk Deployment

This contract does not cover veterinary care or tactical gear available on a statewide contract.

A bidder may not be disqualified if they can only provide one type of associated item related to the purchase, care, training and housing of canines.

The MSP may submit a request to add additional items related to canines as new equipment is available to the awarded vendors. It will be at the discretion of the SSST committee to award additional items based on the same criteria for awarding the initial RFR.

If additional funds become available during the contract duration period, the department reserves the right to increase the utilization of this contract and increase the purchase of related equipment.

3.1 Price Quote:

For a bidders bid to be considered responsive it must fully complete the Price Quote and upload to

COMMBUYS.

The Price Quote is to state the cost per and to include any high-volume purchase discounts.

The MSP is looking for pricing discounts and high-volume purchasing discounts factoring options to renew beyond the initial duration.

The MSP is looking for the “best value” response that provides the greatest quantity of commodities and services, at the highest quality. Best value may include, but is not limited to, providing discounts, incentives, additional complementary commodities, price and services or other benefits to the Commonwealth. Best value is to be clearly and further defined by the bidder in their response and will be awarded extra points in the evaluation as determined by the evaluation team.

Contract prices will remain fixed during the initial contract period. Contractors will have an opportunity to request a price increase if an option to renew is offered. Contractors will need to submit written justification and supporting documentation with price increase requests. The Department of State Police does not guarantee that increase requests will be granted.

In addition, bidders who are responding to the equipment/ supply section should submit/upload a catalog or pricing sheets and indicate what their percentage off / mark up would be accordingly.

3.2 Performance Expectations/ Measurements for K9 purchases:

The selected bidder(s) who receives a contract as a result of this RFR will be measured in the following areas for contract performance:

Price The contractor is to provide the canine at the price as stated on the Price Quote, unless the price is less than stated on the Price Quote.. Any increase in pricing is not acceptable and may result in termination of the contract.

The contractor is to provide the equipment/ supplies at the price stated on the Price Quote, unless it is less than stated on the Price Quote. Any increase in pricing is not acceptable and may result in termination of the contract.

Delivery The contractor is required to deliver the canines within 14 days prior to the start of class. Timely deliveries are essential. Failure to deliver in a timely manner may result in penalties ranging from $500 to %3,000 and/or termination of the contract.

Warranty/Guarantee The contract shall replace canines within five working days if at the time of delivery the canine is not in excellent medical condition as stated in Section 10.7 and Veterinarian Medical Screening Verification Form is completed, or fails to meet the standards as described in section 10.1. Failure to provide the Screening Form may result in penalties ranging from $500 to $3000 per canine and/or termination of the contract.

Immunization The contractor shall ensure that the canine is fully immunized for the diseases stated in 3.6. Failure to immunize according to Section 10.8 may result in penalties assessed at up to three times the cost of the canine and may result in termination of the contract.

3.3 Buy American Act (as applicable)

If federal funding is used for this contract and if the Buy American Act applies, bidders should explain how compliance is achieved. Please see link below for the 41 USC Ch. 83 BUY AMERICAN ACT:

https://uscode.house.gov/view.xhtml?path=/prelim@title41/subtitle4/chapter83&edition=prelim

“Allowable materials.—Only unmanufactured articles, materials, and supplies that have been mined or produced in the United States, and only manufactured articles, materials, and supplies that have been manufactured in the United States substantially all from articles, materials, or supplies mined, produced, or manufactured in the United States, shall be acquired for public use unless the head of the department or independent establishment concerned determines their acquisition to be inconsistent with the public interest or their cost to be unreasonable.”

4 OTHER TERMS

4.1 Contractors Terms and Conditions

The Department is not obligated and should not complete, sign or execute any contractor or vendor contracts, invoices or other terms and conditions. It must be clearly understood that the Standard Contract Form and the Commonwealth Terms and Conditions supersede any contractor or vendor contracts, invoices or other terms and conditions. If, by chance, any said contractor or vendor contracts, invoices or other terms and conditions are signed, the signed document is immediately considered invalid.

4.2 Reporting

Contractors are responsible for compliance with all other contract reporting requirements, as required by this contract.

4.3 Contract Management

The Department’s Contract Manager is the point of contact for interested bidders during the procurement process. Bidders may contact the Contract Manager if the bidder is having trouble obtaining any required attachments electronically through Commbuys. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SST regarding this RFR except as specified in this RFR, and no other Department employee or representative is authorized to provide any information or respond to any question or inquiry regarding this RFR. The Department’s Contract Monitor is the Department employee responsible for managing and administering the contract upon award. The Department’s Contract Monitor 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. The MSP will designate the Contractor Monitor(s) who will work with the Contractor regarding day-to-day operational matters. The Contract Monitor is the lead Project Manager for the MSP.

Contract Manager: Contract Monitor:

Brian Kearnan To Be Announced (TBA)

(508) 820-2127 Brian.J.Kearnan@pol.state.ma.us https://uscode.house.gov/view.xhtml?path=/prelim@title41/subtitle4/chapter83&edition=prelim mailto:Brian.J.Kearnan@pol.state.ma.us

4.4 Change Notification

Changes to the Contractor’s contact information, company name, legal address, payment address, tax identification number, authorized signatories, SDO-certification status, 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 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.

4.5 Invoices and Payment (as applicable)

Itemized invoices shall be sent to the proper office by the Contractor no later than 30 days after completion of services or receipt of goods. The Contractor’s invoices at a minimum shall include the following:

• Name and address of Contractor

• Telephone number and email address

• Date of invoice and date of delivery

• Name of Department contact person

• Prompt payment discount terms

• Valid Department of State Police Purchase Order number

All invoices shall be itemized. Itemized invoices shall include a copy of all receipts and any backup documentation. Itemized invoices shall include a complete description for each charge such as number of billable hours, the hourly rate, an explanation and description of the work performed, etc.

Invoicing and credit issues must be resolved in a timely and efficient manner. A copy of the completed, signed and detailed receipt of deliverables, which includes the department employee signature, may be attached to the invoice.

All invoices will be paid in accordance with the Office of the Comptroller's Bill Paying Policy.

Prompt Pay Discounts

Contractors are required to offer prompt pay discounts terms to the Department. Preference or additional points may be given for reasonable offers. If the Contractor offers a prompt pay discount, the discount terms must be clearly indicated on the invoices. The date the prompt payment discount term will begin is the date that the invoice is received and accepted by the Department’s fiscal office or the date of work completion/order receipt, whichever is greater.

Justified Credits

Written credits will be issued to the fiscal office no later than two business days upon request. Payments will not be processed until written credits are properly received. No penalty will be issued to the Department for late payments caused by disputed invoices.

Tax Exempt

Tax shall not be charged to Executive Branch Departments. The Contractor may request a copy of the Tax- Exempt form from the Department. The Department makes no guarantee that any services will be purchased from any contract resulting from this RFR. The contract resulting from this procurement creates no entitlement or guaranteed funding and payment is subject to completion and acceptance of performance by the Department.

Contractors are agreeing to these terms by submitting a Response to this RFR.

Prevailing Wage (as applicable)

The Contractor shall adhere to all prevailing wage rate specifications and schedules as determined by the Commonwealth of Massachusetts Executive Office of Labor and Workforce Development and the United States Department of Labor as applicable, and when required.

Contractors are agreeing to these terms by submitting a Response to this RFR.

4.6 Contract Amendments

The Department reserves the right to amend this contract. The Department may negotiate changes to the original performance measures, reporting requirements or payment methodologies tied to performance at any time during the contract duration if they are consistent with the specifications of this RFR. The Department reserves the right to negotiate and execute contract amendments with the contractor(s) which the Department determines are necessary to result in the intent of this RFR, to amend the specifications for necessary requirements, or to result in a better valued contract. Negotiation would be with the successful Contractor(s) of this RFR. Amendments may include, but are not limited to, contract dollars, contract performance, increased or decreased obligations, scope of work, quantity, etc.

4.7 Contract Renewal

Prior to the expiration of the initial duration, the Department will notify Contractors of the Department’s intent to renew the contract. Price changes may be requested at that time if supporting documentation of any increases is provided. Renewal rates will be negotiated at the time of the renewal offer. Contract renewal is contingent upon the Contractor’s ability to perform contractual obligations.

4.8 Performance Measures

Any and all work performed through the duration of the contract must be guaranteed by the Contractor to be completed in a workmanship-like manner and according to applicable codes and industry accepted standards. Contractors will only be expected to provide services in their area(s) of expertise; that is, the business for which they receive an award. Each Contractor’s performance will be evaluated on an ongoing basis and will be utilized in determining whether or not to extend the contract. Purchasers may be surveyed as to their satisfaction with the Contractor’s performance under the contract. Contractor performance will also be evaluated based on the number of complaints received from Purchasers. A high number of unresolved complaints will result in a warning to the Contractor and may lead to early termination or non-renewal of that Contractor’s contract.

The selected bidder(s) who receives a contract as a result of this RFR will be measured in at a minimum the following areas for contract performance. Performance will be evaluated on an ongoing basis.

Functionality Product Support Customer Service

4.9 Insurance

The Commonwealth of Massachusetts is self-insured and does not pay for additional insurance, which means that it does not purchase separate personal and property liability insurance. The Commonwealth does not provide certificates or other proof of insurance since this is provided for in the statute M.G.L.c.258 (which has the same effect). Therefore, providing this information should obviate the need for providing further proof of insurance. Departments are prohibited from insuring Commonwealth property under M.G.L.c.29,§30 absent specific legislative authorization. This means that a department is prohibited from insuring its property or equipment from damage or loss. In addition to being prohibited from insuring its own property, a department may not insure property it does not own.

The Bidder(s) awarded contracts pursuant to this RFR must have sufficient insurance coverage and this insurance coverage must be maintained during the life of the contract. As part of the response to this RFR, Bidders must provide Certificates of Insurance from their insurance company which may include but is not limited to: Commercial General Liability Insurance, Automobile Liability Insurance, Worker’s Compensation Insurance, Employers Liability Insurance, Professional Liability Insurance. Prior to beginning work pursuant to this RFR with a Subcontractor, the Contractor must provide the Department with certified copies of each Subcontractor’s insurance policies, which must meet the same insurance coverage levels for Contractors as required under this RFR. Any policy limits set in this RFR shall not be interpreted to limit the Contractor’s liability for personal or property damage in the performance of this Contract and the Contractor shall remain fully liable for any personal or property damages in the performance of this Contract.

Certificates of Insurance Bidders must provide copies of all certificates of insurance with their response. Thereafter, Bidders must provide copies of all certificates of insurance on an annual basis.

4.10 Contract Termination for Convenience

In accordance with Section 4 of the Commonwealth Terms and Conditions, the Department of State Police may, in its sole discretion, terminate this Contract at any time without cause for its convenience (“Termination for Convenience”) by giving written notice to Contractor thirty (30) calendar days prior to the effective date of termination or such other period as is mutually agreed upon in advance by the parties. If Contractor is not in default or in breach of any material term or condition of this Contract, Contractor shall be paid its reasonable, proper, and verifiable costs, including work performed and accepted up to the date of termination to the extent previous payments made by the Department of State Police to Contractor have not already done so. Such payment shall be Contractor’s sole and exclusive remedy for any Termination for Convenience and, upon such payment by the Department of State Police to the Contractor, the Department of State Police shall have no further obligation to Contractor. The Department of State Police shall not be responsible for Contractors anticipatory profits or overhead costs attributable to unperformed work.

4.11 Contract Termination for Cause

In accordance with Section 4 of the Commonwealth Terms and Conditions, the Department may terminate a contract if the Contractor breaches any material term or condition or fails to perform any material obligation required by the contract.

4.12 Audit

During the term of this Agreement and for a period of six (6) years thereafter, Department of State Police, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized http://www.state.ma.us/legis/laws/mgl/gl-258-toc.htm http://www.state.ma.us/legis/laws/mgl/29-31.htm representatives shall be afforded access at reasonable times to Contractor's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Contractor has materially overcharged Department of State Police, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

The Contractor agrees to allow State and Federal auditors and state agency staff access to all the records related to this contract, and the right to copy those records, for audit, inspection and monitoring of services.

Such access will be during normal business hours.

4.13 Eliminating Single-Use Plastic Bottles

Pursuant to the requirements of Executive Order 619: Eliminating the Purchase by the Executive Department of Single-Use Plastic Bottles, Contractor will not supply under this contract any beverage in a sealed rigid plastic bottle having a capacity of 21 fluid ounces or less unless no available or practicable alternative that meets the specifications of this contract, or any purchase order made under the contract, exists.

5 EVALUATION CRITERIA

Bidder scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter into negotiations with the Commonwealth to receive a Contract award.

Mandatory requirements

Mandatory Specifications must be met in order for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components to them that may be evaluated by the SST. The SST reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or can be easily corrected.

Bid sections that include terms such as: “must”, “shall”, “will” and “required” are “mandatory.” Failure to meet the requirements of a mandatory specification without providing an alternate that is acceptable to the evaluators may result in the disqualification of a Bidder's proposal.

Desirable specifications

Desirable specifications will be scored according to the Evaluation Criteria.

RFR specifications prefaced with language such as: "desirable", "could," "can," "should," "prefers," "suggested," and "requested" identify a desirable or discretionary item or factor that is considered by the Purchaser to be "desirable." The Purchaser has listed all desirable specifications which will receive points in the evaluation criteria.

Alternatives

A Quote which fails to meet any material terms or conditions of the Bid, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, Bidders may submit Quotes proposing alternatives which provide equivalent, better or more cost-effective performance than achievable under the stated Bid specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract.

The Quote should describe how any alternative achieves substantially equivalent or better performance to that of the Bid specifications.

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

Evaluation Components

Bidder scores will be used to rank Bidders and will determine which Bidders proceed to subsequent stages of the evaluation and/or enter into negotiations with the Department to receive a Contract award.

The Department is looking for the “Best Value” response which provides the greatest quantify of services at the highest quality.

Evaluation Components

The following components will be among the criteria considered by the SST when evaluating each Quote:

CRITERIA MAXIMUM POINTS

Price 30 Experience 30 Prompt Payment Discount 15 Business References (3) 15 Certified Massachusetts Small Business 10 Total available points: 100

Experience Bidders shall provide a comprehensive description of their business, the number of years in business, and their background in the industry.

Added Value:

Added Value is determined by the Strategic Sourcing Team (SST). Added Value is discretionary.

Added Value could be anything in the proposal that the bidder includes, that in the view of the SST, is above and beyond the requirements of the RFR, and results in a “best value” to the Department and Commonwealth, which the SST determines to be an additional “plus”, and worthy of additional points. The SST determines the number of added value points, if any, on a case by case by basis.

Best and Final Offer

After the deadline for response submission, the Department reserves the right to extend a Best and Final Offer (“BAFO”) opportunity to all or a select number of bidders. Bidders may be asked to submit additional information specific to program specifications and cost.

6 INSTRUCTIONS FOR SUBMISSION OF RESPONSES:

Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Attachment: Instructions for Vendors Responding to Bids.

Bidders MUST also mail the Standard Contract Form and Contractor Authorized Signatory Listing by September 19, 2025, at 3:00PM EST to the following address:

Department of State Police Headquarters 470 Worcester Road Framingham, MA 01702 Attention: Dianne Miller, Program Coordinator III dianne.miller@pol.state.ma.us

Original submission shall contain “wet ink” signatures.

Any submission which 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 can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

a. Online Questions (Bid Q&A)

Written Questions must be entered by pressing 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 not to 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. 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 any 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).

mailto:dianne.miller@pol.state.ma.us

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.

6.1 Required Forms

Responses to this RFR must contain the following documents:

Check if applicable

(“X”) Form/Document Notes/Instructions (If any)

Commonwealth Terms & Conditions Incorporated by reference on Standard Contract Form

Massachusetts Substitute W-9 Form Wet Ink Signature Required -upon contract award

Standard Contract Form Wet Ink Signature Required- mail and upload to quote

Contractor Authorized Signatory Listing Wet Ink Signature Required – mail and upload to quote

Authorization for Electronic Funds Transfer

Wet Ink Signature Required -upon contract award

Prompt Payment Discount Form Electronic Submission with bid/quote

Business Reference Form Electronic Submission with bid/quote

Bid Proposal

Electronic Submission with

Certificate of Liability Insurance Electronic Submission with

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

WWW.COMMBUYS.COM.

Bidders are strongly encouraged to register in www.SAM.gov http://www.sam.gov/

7 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS

7.1 General Procurement Information

7.1.1 Access to security-sensitive information

Bidders agree to adhere to this section in the event that an eligible entity provides a Contractor with security-sensitive information which, pursuant to MGL c. 4, § 7, cls. 26(n), is generally exempt from public disclosure under the Commonwealth’s public records laws and must, for public safety purposes, be safeguarded from widespread public disclosure. This security-sensitive information is in the form of blueprints, plans, policies, procedures, schematic drawings, which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, and/or any other records relating to the security or safety of persons (pursuant to MGL c. 66A) or buildings, structures, facilities, utilities, transportation, information technology or other infrastructure located within the Commonwealth. Qualified prospective Bidders that are interested in accessing this information for the purpose of preparing a Quote must, before being allowed to access the information, sign a confidentiality agreement, thereby agreeing to: restrict the use of these sensitive records for any other purpose than as authorized and for the purpose of putting together a bid proposal;

safeguard the information while it is in their possession (consistent with Section 6 of the…