RFR SP27-RADARLIDAR-X66~1.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: Radar & Lidar Equipment, Maintenance and Repair

COMMBUYS Bid#: BD-27-1084-POLTRAF-TRAFF-131499

Agency Document Number#: SP27-RADARLIDAR-X66

July 24, 2026

THIS PROCUREMENT IS COVERED BY THE WORLD TRADE ORGANIZATION GOVERNMENT

PROCUREMENT AGREEMENT (WTO/GPA).

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 Procurement Scope and Description ..………………………………………………. 1

1.2 Applicable Procurement Law …………………………………………………………. 1

1.3 Acquisition Method …………………………………………………………………….. 1

1.4 Whether Single or Multiple Contractors are Required for this Contract …………. 1

1.5 Entities Eligible to Use the Resulting Contract ……………………………………... 2

1.6 Expected Duration of Contract ……………………………………………………….. 2

1.7 Anticipated Expenditures, Funding or Compensation ……………………………… 2

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 …….………………………………………. …….. 3

2.1 Written questions via the Bid Q&A on COMMBUYS ………………………………. 3

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

2.3 Amendment Deadline …………………………………………………………………. 4

3 Specifications …………………………………………………………………………… 4

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

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

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………………………………………………………………………………… 12

4.10 Contract Termination for Convenience …………………………………………

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 Department of State Police Specifications……………………. 30

11 Appendix 5 – Glossary ……………………………………………………………..….. 32

REQUEST FOR RESPONSE

Radar & Lidar Equipment, Maintenance and Repair

RFR #SP27-RADARLIDAR-X66

1 RFR INTRODUCTION OF PROCUREMENT SCOPE AND DESCRIPTION

1.1 Procurement Scope and Description

The Massachusetts State Police (MSP) is seeking bidders for 1) the acquisition of radar and lidar equipment and 2) experienced bidders to provide calibration, routine maintenance and emergency repairs to radar and/or lidar equipment. The scope of this contract includes the purchase of speed monitoring equipment, supplies, software and software licensing if applicable, training, and related services not available on a statewide contract.

This contract will also include future technology within the scope of speed control that is not available on a statewide contract.

Bids must be submitted through the COMMBUYS system.

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.

1.2 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

1.3 Acquisition Method:

Check All Applicable (“X”): Category

Outright purchase/ fee for service. This is a rate contract.

1.4 Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor Multiple Contractors

a. Estimated Number of Awards

The target number of Contractors is multiple; however, 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 which responded to this Solicitation but were not awarded Contracts. This is a Rolling Enrollment Contract. Under the rolling enrollment process, the Bid remains open to new bidders until 6 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 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

Three (3)

Up to one 2 years each option Total Maximum Contract Duration

Up to 8 years

1.7 Anticipated Expenditures, Funding or Compensation:

Expenditures are estimated at $296,000 per year, over for the life of the contract. This is an estimate only and is for informational purposes only.

If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to contracts executed as a result of this RFR, subject to available funding, satisfactory contract performance and service or commodity needed, for MSP sites not specifically listed.

THIS REQUEST FOR RESPONSE IS BEING PROCURED IN COMPLIANCE WITH THE

WORLD TRADE ORGANIZATION FOR PROCUREMENTS IN WHICH THE VALUE

OVER THE ENTIRE DURATION OF THE PROCUREMENT MAY EXCEED $498,000.

Contract prices will remain fixed during the initial contract period. The contractor will have an opportunity to request a price increase if an option to renew is offered. The contractor 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 estimated 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 July 24, 2026

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

August 13, 2026

Official Answers for Bid Q&A published (Estimated)

August 21, 2026

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

August 24, 2026

Notification of Apparent Successful Bidder(s) (Estimated)

August 28, 2026

Estimated Contract Start Date September 1, 2026

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.

All services or other agreements entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than six (6) months beyond the final termination date of this Contract. No new services may be executed after the Contract has expired.

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 to, 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

The Massachusetts State Police is seeking bidders for 1) the acquisition of Radar and Lidar Equipment and

2) experienced bidders to provide calibration, routine maintenance and emergency repairs to Radar and/or Lidar equipment. The scope of the contract includes the purchase of speed monitoring equipment, related supplies, related software and software licensing if applicable, training, and related services not available on a statewide contract. This contract will also include future technology within the scope of speed control that is not available on a statewide contract.

3.1 Category 1 Radar and Lidar Equipment Specifications:

Doppler Radar Units

Designed to measure, compute and display speeds of a target or targets, or patrol vehicle speed in stationery or moving mode. Modes of operation may include stationery, opposite direction moving mode, same direction moving mode or fastest mode.

• Must be listed on NHTSA/IACP Consumer Product List

• Stationary / Moving mode capabilities with optional Fastest Mode operation

• Must have Opposite and Same Direction capabilities

• RFI Indicator

• Must have dual antenna capabilities

• Ka Band required

• Vehicle Speed Sensing capabilities

• RF Hold capabilities

• Self-checking of internal circuitry upon power-up with optional testing ability at operator’s discretion

• Manual Range Control capabilities

• Audio speaker with volume control

• Front / Rear antenna indicator

• Hand-held remote unit

• Minimum of two tuning forks with each unit

• Mounting brackets for all possible applications counting box as well as both antennas

• All required cables of appropriate length including 15’ cable for possible mounting of rear deck antenna

• Auxiliary shielded cable power receptacle with in-line fuse

• Operator’s manual included with each unit purchased

• Vendor will be required to provide complete product training (at no additional charge) for all products purchased on-site at using agency location.

• If the unit is able to be powered by the vehicle’s A/C power supply, A/C power cable is provided.

• Safety test certification and factory certification of calibration must be provided with each system purchased

• Two-year full service warranty, all-inclusive and no cost to Dept. of State Police.

• Bidder must be a manufacturer or manufacturer’s authorized distributor for which a response is submitted.

Attach copies of certifications.

Lidar Units Infrared laser speed detection system using Lidar Technology, the speed measuring device must be a hand-held, compact, lightweight, cordless unit.

Functional specifications:

• Device must be capable of measuring approaching or receding vehicular speeds and ranges from a stationary position

• Device must utilize infrared laser and LIDAR technology for speed and range measurements

• Device must report vehicle speed in miles per hour and range to target will be reported in feet

• Laser beam should be classified eye-safe to Class One in accordance with the safety standards designated by the Federal Food and Drug Administration

• Target speed measurement accuracy will be within (+/-) 1 mph with a measurement range from 0 mph to a minimum of 199 mph. The device shall display a positive reading for approaching targets and a negative reading for receding targets

• Target acquisition time shall be a minimum of 2/3 second or less

• Transmitted laser beam width shall be no greater than four feet wide at a distance of one-thousand feet

• Device shall have a sighting scope capable of allowing the operator to positively identify the vehicle being monitored.

• Device shall have a view finder capable of displaying both the speed of and range to the targeted vehicle.

• Device should employ a mechanism to lock and unlock target vehicle speeds

• Device’s top view finder should have a manually adjustable brightness control (polarizing filter) or LED intensity control settings

• Device should have a minimum operational range of 50 feet and a maximum operational range of at least

2000 feet when measuring target speeds

• Device should have a minimum operational range of 12 inches when measuring distance only

• Device should be of sturdy construction and be weather resistant. It should have protective devices to protect the unit and any surface it may be placed on.

• Minimum two-year full service warranty, all-inclusive and no cost to Dept. of State Police.

• Bidder must be a manufacturer or manufacturer’s authorized distributor for which a response is submitted.

Attach copies of certifications.

The Device shall have a calibration test sequence automatically activated during the “power up” sequence which may also be manually activated at any time by the operator, through a switch to check all the internal functions and components of the device and to ensure it is working properly and accurately.

Environmental Specifications

• Device should operate within specifications when subject to the following range of environmental conditions

Ambient temperature -20 degrees F to 144 degrees F

Additional Specifications

• If the unit requires a battery pack, an extra battery pack with an appropriate charger must be provided.

Charging system should include both AC/DC capabilities.

• System should include a durable heavy duty carrying case designed to carry the unit and related equipment.

• A full and complete set of operating instructions and technical specifications must be supplied with each unit purchased

• Safety test certification and factory certification of calibration must be provided with each system purchased

• Vendor will be required to provide complete product training (at no additional charge) for all products purchased on-site at using agency location.

• The basic design of all equipment offered shall have been in full commercial production. No “brand new” or prototype models will be considered.

3.2 Category 2 Radar and Lidar calibrators and equipment maintenance and repair technician qualifications:

MSP currently has the following radar brands and models:

Kustom Signals MPH Talon BEE III Falcon HR Raptor Golden Eagle 2 Eagle 3

A. Interested radar calibration, maintenance and repair bidders should have the following experience and offer the following services:

a. Successful bidder will provide all labor, equipment, materials, to perform required services to meet all manufacturers' specifications.

b. Successful bidder must either pick up and deliver radar, provide on-site repairs at police facilities, or have a convenient location for police drop off. Vehicles with permanently installed units will be calibrated on-site without removal. Preferred in-state facility for drop off and repair.

c. Successful bidder must ensure a minimum turn-around time of 48 hours for calibration and routine service.

d. Successful bidder will provide two (2) certificates of calibration for each radar unit and tuning fork. One copy to be printed and issued with radar unit at the time of calibration.

The second copy mailed to the Massachusetts State Police Traffic Programs Section, 50 Maple Street, Box 25, Milford, MA 01757

Certificates of calibration will include at a minimum:

1. Manufacturer

2. Model name

3. Serial numbers of the counting box, antenna(s), tuning forks

4. Massachusetts State Police property tag number

5. Calibration date and expiration date

6. Frequency range

e. Successful bidder must provide repair cost estimate before work is initiated.

f. Successful bidder must submit certifications from manufacturer authorizations and dealer manufacturer authorizations or contracts.

g. All parts and repair work must be guaranteed for at least six (6) full months.

h. Experienced technicians must perform all work. Authorized factory repair centers to be used for warranty and or proprietary type repairs, proof furnished upon request.

i. Successful bidder must provide liability insurance prior to contract execution. In addition, must comply with all State regulations and laws.

j. Successful bidders and its employees may be subject to a criminal background check.

Negative information may result in the contract being awarded to the next qualified bidder.

k. Successful bidder will submit billing invoices at the time of each service and forward for payment to the Massachusetts State Police Traffic Programs Section, 50 Maple Street, Box 25, Milford, MA 01757

B. Interested Lidar calibration, maintenance and repair bidders should have the following experience and offer the following services:

a. Experience with: LTI/ UltraLyte LR 100; and LTI UltraLyte LRB LTI/TruSpeed;

LTI/TruSpeed S; Kustom ProLite +, Kustom ProLaser III, and possible additional models as needed. Replacement and repair parts must be from original manufacturer.

b. Laboratory Requirements: Must be Certified Testing Laboratory; National Institute of Standards and Technology (NIST) traceability is required; Must utilize procedures concerning NIST traceable measurements; Must be equipped with the appropriate calibration standards traceable to NIST.

c. Required Tests Include: 1) visual inspection; 2) initialization and display test; 3) scope alignment test; 4) delta distance test; 5) serial port check; 6) reference frequency test; 7) optical power output test [most critical]. ALL SEVEN (7) TESTS MUST BE MADE TO

VERIFY FULL PERFORMANCE AND CALIBRATION OF EACH LIDAR UNIT.

d. Certification Requirements must include the following:

1. Testing Laboratory

2. Manufacturer

3. Model Number

4. Description

5. Serial Number

6. Work Order

7. Date of Calibration

8. Instrument Received: In Tolerance

9. Instrument Shipped: In Tolerance

10. Statement of Calibration Compliance (1 original certification plus 1 file copy): Certifying that the instrument is calibrated to the manufacturers specifications using calibration standards traceable to the National Institute of Standards and Technology (NIST). Also, that the calibration was performed under environmentally controlled conditions in accordance with ISO 9002/ IEC Guide 25 and ANSI/ NCSL Z540-1-1994.

11. Primary Standards used for calibration

e. Experienced technicians must perform all work. Technician certifications must be supplied to State Police. Equipment must be picked up from the Department at General Headquarters, or location to be determined, after being approved by the Traffic Programs. All work is to be performed within two (2) weeks. The successful bidder will be responsible for all shipping charges, if any.

f. Bidders must be an LTI Service Center and provide documented proof.

g. Bidders must be trained on Ultralytes, TruSpeed, TruSpeed S, also keeping current with new models and providing documented proof.

h. Bidders must use only LTI manufactured parts.

i. Bidders must have LTI’s mandatory test fixtures:

1. laser power meter by Ophir

2. frequency counter capable of measuring time periods

3. a laser antenna for scope alignment

j. Calibration/ certification shall not be accomplished without proper authorization from the

State Police Traffic Programs Section.

k. Successful bidders and its employees may be subject to a criminal background check.

Negative information may result in the contract being awarded to the next qualified bidder.

l. Successful bidder will submit billing invoices at the time of each service and forward for payment to the Massachusetts State Police Traffic Programs Section, 50 Maple Street, Box 25, Milford, MA 01757

**EPP promotes the purchase and use of environmentally preferable commodities and services throughout the State and local Commonwealth departments.

• 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 (EPP’s) 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 considered to be 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.

• It is desired that awarded contractors submit documentation including specific data sheets on chemicals used in the process of cleaning.

3.3 Fiscal Terms/ Pricing

Compensation will be based solely on the pricing information provided by the Bidder and accepted by the Department.

All work shall be guaranteed by the awarded bidder.

The acquisition methods to acquire goods and/or services from this procurement may be outright purchase and/or fee-for-for service.

The Department requires that the awarded Contractor operate a Contract pursuant to a fiscal structure which shall achieve fiscal transparency, with full reporting and accountability to the MSP.

The achievement of fiscal transparency requires that responding bidders to this RFR fully explain the pricing structure for the required products and services, and whether charges are issued according to a unit rate (e.g., per item, per hour, day, week, per deliverable, or per service), or an all-inclusive price, or a project-based compensation schedule, or by some other pricing method.

Pricing information and considerations should be provided in a straightforward and concise manner.

Any negotiated prices and discounts for subsequent options to renew time periods will be firm for the entire period of the renewal option.

The Department is looking for the “Best Value” response, which is timely, which supports the required performance outcomes, and which provides the greatest quantity of services at the highest quality.

The Commonwealth and Department make no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid.

3.4 Buy American Act

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, including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, 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.

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

Contract Manager: Contract Monitor:

Brian Kearnan To Be Announced (TBA)

(508) 820-2127 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

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, fax number, and e-mail contact address o Date of invoice and date of delivery

• Name of Department contact person

• Prompt payment discount terms, if offered

• 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.

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.

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 http://www.state.ma.us/legis/laws/mgl/gl-258-toc.htm 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 years thereafter, MSP, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized 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 MSP, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

http://www.state.ma.us/legis/laws/mgl/29-31.htm

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," "preferably," "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

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

CRITERIA MAXIMUM POINTS

Price 30 Experience 20 Prompt Payment Discount 10 Business References (3) 15 Supplier Diversity Program 25

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.

Supplier Diversity Plan (Minimum of 25% Weight)

Bidders responding to this RFR are required to submit a Supplier Diversity Plan. Requirements for the Supplier Diversity Plan are included in Section 8 and Section 9. Pursuant to Operational Services Division policy, the Bidders SDP must be evaluated at least a minimum of 25% of the total evaluation.

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 original ink-signed Standard Contract form, Contractor Authorized Signatory Listing and W9 by August 24 3:00PM EST to the following address:

Department of State Police Headquarters 470 Worcester Road Framingham, MA 01702 Attention: Dianne Miller

Original submission must contain “wet ink” signatures. Electronic signatures are not acceptable. Submissions with electronic signatures for the originals may be disqualified as unresponsive.

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).

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 and Instructions

Electronic Submission with bid and mail original to Framingham

Contractor Authorized Signatory Listing Electronic Submission with bid and mail original to Framingham

Authorization for Electronic Funds Transfer

Wet Ink Signature Required -upon contract award

Supplier Diversity Program Plan Electronic Submission with bid/quote

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Prompt Payment Discount Form Electronic Submission with bid/quote

Business Reference Form or Letters of Reference

Electronic Submission with bid/quote

Bid Response Sheet Electronic Submission with bid/quote

Response Form A Electronic Submission with bid/quote

The above attachments are available as attachments as part of the bid record on WWW.COMMBUYS.COM.

Bidders must be registered 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…