RFR SRF 270019 DEIB Leadership Retreat and Coaching.docx

REQUEST FOR RESPONSE

DEIB Leadership Retreat and Coaching SRF 270019 / COMMBUYS Bid# BD-27-1037-1CEN0-C0000-130442

REQUEST FOR RESPONSE

DEIB Leadership Retreat and Coaching SRF 270019 / COMMBUYS Bid# BD-27-1037-1CEN0-C0000-130442

ISSUE DATE: June 11, 2026

1. Description or Purpose of Procurement:

EEC seeks a vendor to provide high-quality Diversity, Equity, Inclusion, and Belonging (DEIB) facilitation & training for a leadership retreat and follow-up coaching. This scope of work is intended to allow EEC to continue building a culture of belonging, transparency, and equity, while deepening its organizational capacity to lead inclusively and measure progress meaningfully. Interested vendors must possess experience in the education sector.

2. Procuring Department Background Information:

EEC provides and coordinates a range of services and assistance to improve the quality, affordability, and accessibility of early education and care in the Commonwealth. To that end, Massachusetts uses a mixed delivery system which includes childcare centers, afterschool and out-of-school time (ASOST) programs, family childcare homes, public preschool programs, private schools, preschools, kindergartens, and Head Start programs. EEC is responsible for licensing early education and care and ASOST programs; awarding financial assistance for child care services to qualified families; providing information and referral services; ensuring inclusive programming for students with special needs; providing parenting support for all families; and offering professional development opportunities for staff in the early education and care and ASOST fields. These efforts affect thousands of early education educators and ASOST educators who serve more than 275,000 children each day.

3. Applicable Procurement Law

4. Acquisition Method:

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

5. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Multiple Contractors

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

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

6. Calendar Rule Type

7. Entities Eligible to Use the Resulting Contract

· Department of Early Education and Care (EEC)

· Children’s Trust Fund (CTF)

· Department of Elementary and Secondary Education (DESE)

· Department/Board of Higher Education (BHE)

· Executive Office of Education (EOE)

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

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

Initial Duration

July 6, 2026 (estimated, or date of contract execution) through June 30, 2027

Option 1: July 1, 2027 through June 30, 2028

Option 2: July 1, 2028 through June 30, 2029

Total Maximum Contract Duration

Approximately three (3) years maximum duration, with a maximum end date of June 30, 2029

*’Initial Duration’ and all ‘Renewal Options’ subject to: service need, funding level, and appropriation.

**EEC reserves the right to exercise partial options to renew (for example, for six (6) months rather than 1 year (12 months)), subject to: service need, funding level, vendor performance, and appropriation.

EEC reserves the right to add services, within the original scope, subject to service need, funding level, and appropriation.

9. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: For the “Initial Duration,” the estimated value of this procurement is $5,000 - $15,000.

Inclusive of both Options to Renew, the cumulative, estimated value of this procurement is: $15,000 - $45,000.

Based on the selected vendor Pricing Sheet (details below), the resulting contract(s) will be based on maximum obligation, deliverables-based compensation. Vendors will be compensated based on successful delivery of the required Scope of Services. EEC retains sole discretion in withholding compensation, if some or all required services are not delivered to EEC’s satisfaction.

10. Contract Performance and Business Specifications:

10.1 Scope of Services:

EEC seeks a vendor to provide high-quality Diversity, Equity, Inclusion, and Belonging (DEIB) facilitation, coaching and capacity building support for agency leadership and staff:

Service #1: Prepare for and facilitate one (1) retreat for EEC Leadership Team (50 attendees) focusing on DEIB concepts and principles. The goal of this retreat: Facilitate reflection among EEC’s leadership team on the agency’s DEIB vision and embedding this vision into performance management and decision making.

· In the Vendor Response Requirements, vendors will be asked to describe their approach.

· Vendors must confirm their availability for a leadership retreat on July 15, 2026, from 8:45am (including arrival time) to 11:30am EST in an EEC office location in Massachusetts.

· Estimated total hours: 2 hours of preparation (including meeting with EEC DEIB Director) before the retreat date, 2.5 hours of facilitation Service #2: Provide follow-up coaching to the Executive Team (15 individuals) on communication strategies, inclusive supervision practices, and hybrid/remote belonging-building strategies.

· It is expected this coaching will be provided remotely via Microsoft Teams.

· The anticipated total hours for coaching is 5 hours, conducted primarily from August 2026 through December 2026. The coaching will be in a group format, focused on 15 members of the executive team, and will be conducted mostly in a virtual format, but may occasionally be conducted in person in an EEC office location in Massachusetts.

Service #3: Collaborate with the EEC Director of DEIB to develop surveys to measure the effectiveness of the EEC leadership retreat and follow-up coaching.

10.2 Performance Measures

Through the EEC leadership retreat, participants should have acquired a deeper understanding of the agency’s DEIB vision and have identified at least two (2) strategies for embedding this vision into performance management and decision making. This will be measured through a participant survey, administered at the end of the retreat. The survey should be completed by attendees before the retreat ends.

Follow up coaching will ensure lessons learned and strategies are embedded into practice. The selected vendor should conduct a follow-up survey, after coaching is completed but before the contract/scope expires, to measure the effectiveness of coaching, from the perspective of those that received the coaching. The EEC Director of DEIB should approve the survey questions, before dissemination.

10.3 Fiscal Terms:

Payment and Fiscal Reporting Requirements Vendors that eventually become contracted will be paid based on deliverables utilizing the Commonwealth’s accounting system, Mosaic. EEC follows the Commonwealth of Massachusetts’ Office of the Comptroller Bill Payments Policy, which can be found at the following link (visit the link and find “Payments”, then “Bill Payments”): https://www.macomptroller.org/policies/

Costs Costs which are not specifically identified in the bidder’s response, and accepted by EEC as part of the contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

Performance and Payment Timeframes Which Continue Beyond Duration of the Contract All term leases, rentals, maintenance, or other agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes no longer than twelve (12) months after the final contract end date. No new leases, rentals, maintenance, or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance, or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance, or other agreements for service, which were executed pursuant to the main contract.

Commonwealth Tax Exemption Invoices submitted to Massachusetts government entities must not include sales tax (ST-2 will be provided to all awarded vendors).

Electronic Funds Transfer (EFT) All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. The EFT application can be provided upon request. Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc). Click on “Resources for Vendors to the Commonwealth.”

Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Banking information and other sensitive information contained in this form shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the Procurement Management Team (PMT) on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder.

Prompt Payment Discounts (PPD) All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the EFT initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found as an attachment for this Bid on COMMBUYS.

Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the PMT. The PMT will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to use PPD offerings may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.

10.4 Other Terms

Continued Qualification Based on Performance EEC reserves the right to disqualify a vendor if the vendor has a history of poor performance or has not fulfilled their obligations under a previous contract with EEC. EEC’s determination of poor performance shall be made at its sole discretion and shall be final and binding. In the event of disqualification, EEC shall have the right to terminate the contract with the vendor and to seek remedies for any damages incurred. EEC shall be entitled to retain and use any product(s) produced by the vendor to that point.

Reporting Contractors are responsible for compliance with all contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, as required by contracts awarded through this list.

Security and Confidentiality Awarded vendors shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of the Contract. Vendors shall not divulge to third parties confidential information obtained by the Vendor or its agents, distributors, resellers, subcontractors, officers, or employees in the course of performing Contract work, including, but not limited to, security procedures, business operations information, personally identifiable information, or commercial proprietary information in the possession of the Commonwealth Agency.

Change Notification Changes to the Vendor’s contact information, company name, legal address, payment address, tax identification number, authorized signatories, SDO-certification status, or EFT information must be reported promptly via email to the Commonwealth Contract Manager. In some cases, additional paperwork will be required to affect the change.

Failure to Perform Contractual Obligations Failure to perform contractual obligations or meet the stated goals of this RFR may result in the following:

· Termination

· Suspension

· Adding additional contractors

· Cover/Replacement Costs

· Liquidated Damages

11. Submission Requirements

11.1 Bidder’s Response Form

Vendors should download the Bidder’s Response Form, complete it, and submit it with their quote (vendors will also submit their Pricing Sheet). Through the Bidder’s Response Form, vendor will respond to the following questions. Vendors should limit their Bidder’s Response Form to 10 pages, single spaced, excluding attachments such as the reference letter, Pricing Sheet, and examples.

1. Vendors will be asked to provide the following introductory information:

a. Legal company name

b. Legal company address

c. Legal tax ID

d. COMMBUYS vendor ID

e. Bid response contact person first and last name

f. Bid response contact person phone number and email address

g. Office location

h. Company overview

2. Confirm that your vendor organization possesses at least three years of experience in DEIB facilitation, coaching, and consultation in public education, serving private and/or local, state education agencies.

3. Confirm that your vendor organization can facilitate an in-person, leadership retreat at an EEC office location in Massachusetts for up to 50 participants on July 15, 2026, from 8:45 AM (arrival time) to 11:30 AM EST.

4. Discuss your proposed methodology and staffing. Specifically, how does your organization integrate DEIB into traditional Change Management frameworks? In your response:

a. Reference your prior experience and research that supports your approach.

b. Identify the facilitators of the July 15 leadership retreat and staff who will provide follow-up coaching. Detail their background (including qualifications and number years of experience).

5. Describe your proposed approach to facilitating the July 15 leadership retreat. What frameworks would you use? Please brainstorm a possible agenda 9am- 11:30am in person facilitation. How would you customize your approach to the needs of the EEC leadership team, as needs are identified before the retreat, and also during the retreat?

6. Describe your proposed approach to follow-up coaching for the Executive Team (15 individuals). How would you ensure strategies and principles discussed in the retreat become embedded in daily practice? In your response, please reference your prior experience and research that supports your coaching.

7. Detail your vendor organization’s experience with measurement tools, specifically surveys to measure the attainment of outcomes following facilitation and/or coaching. Provide one example of a how a survey finding shaped your approach to follow-up coaching. Vendors may include an example of a previous measurement tool as an attachment, though this is not required.

8. Attach one (1) written reference letter written by an organization/entity for which your organization facilitated a DEIB training within the last 24 months.

9. Develop and attach a Pricing Sheet/budget, preferably in Excel format, for July 6, 2026 (estimated) through June 30, 2027, detailing your organization’s total cost for Services 1 through 3 in Section 10.1 (see that section for number of hours and timeframe for each service):

a. The Pricing Sheet should clearly note the total cost for each service via a line item budget, and the proposed cumulative cost for July 6, 2026 through June 30, 2027. Note that services are projected to be completed by end of December 2026, but the budget header should still read through June 30, 2027 to match the ‘Initial Duration.’

b. The Pricing Sheet should clearly identify the facilitators for the Leadership Team Retreat and the staff for follow-up coaching, and all associated costs for their time.

c. Please include all applicable direct and indirect costs (facilitators, printed materials, supplies, fees, licenses, etc.).

d. Section 9 of this RFR noted: the resulting contract(s) will be based on maximum obligation, deliverables-based compensation.

11.2 Bidder Checklist

5. Required Forms – all are attachments in COMMBUYS, are mandatory and must be completed and submitted with response

a. Prompt Pay Discount (must offer a PPD% - 0% will not be accepted) (See Section 10.3)

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

12. Small Business Purchasing Program Program Background The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

13. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes. The evaluation team reserves the right to conduct interviews with all or a subset of bidders in determining selection for a contract award.

Minimum Evaluation Criteria Vendors must respond “Yes” to both questions to be deemed “responsive.”

· Confirm that your vendor possesses at least three (3) years of experience in DEIB facilitation, coaching, and consultation in public education, serving private and/or local, state education agencies.

· Confirm that your vendor organization can facilitate an in-person, leadership retreat at an EEC office location in Massachusetts for up to 50 participants on July 15, 2026, from 8:45 AM (arrival time) to 11:30 AM EST.

Comparative Evaluation Criteria Please see the scorecard attached to this bid for full description of the evaluation criteria.

Evaluation Criteria Summary See scorecard for full criterion language

Overall Score

Total

100%

14. Instructions for Submission of Responses:

14.1 Submission Requirements through COMMBUYS

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix C.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

14.2 COMMBUYS Support

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

· Website: Go to www.mass.gov/osd/commbuys to access COMMBUYS resources, including new bid postings, job aids, and training schedules for buyers, among others.

· Email: Send inquiries to the OSD Help Desk at OSDHelpDesk@mass.gov

· Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 a.m. to 5:00 p.m., Monday through Friday Eastern Time, except on federal and state holidays.

15. Estimated Procurement Calendar

3 PM EST

10 AM EST

If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header on COMMBUYS, 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.

a. Online Questions (Bid Q&A) Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Deadline for Submission of Questions through COMMBUYS ‘Bid Q&A’” indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Official Answers for Bid Q&A published (Estimated)” date indicated in the Estimated Procurement Calendar (above).

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

b. Bid Amendment Deadline The Purchasing Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the “Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)” 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.

16. Required Forms Reference Section 11.2 for the Bidder Checklist. The table below references some documents in Section 11.2, and also previews future required documentation if bidders are selected for eventual contracting.

See Section 11.2

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

17. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids Appendix C: RFR – Other Specifications Acceptable Forms of Signature: Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

18. Right to Rescind Pursuant to 801 CMR 21.06(7), EEC reserves the right to cancel this solicitation, after its release, without awarding a contract. EEC may reject all bid responses without prejudice.