RFR_Wood_Final.pdf

RFR #: 27-IND-7000-Wood COMMBUYS Bid #: BD-27-1025-DOCIF-7500-134334

Document Sensitivity Level: High during development; Low once published.

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF PUBLIC SAFETY & SECURITY

DEPARTMENT OF CORRECTION

50 MAPLE STREET, SUITE 3

MILFORD, MA 01757

Request for Response (RFR)

Document Title: Wood Working Industry

Agency Document Number (RFR): 27-IND-7000-Wood

Issue Date: October 9th, 2026

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www..com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627- 8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk county holidays.

Document Sensitivity Level: High during development; Low once published.

TABLE OF CONTENTS

1. RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1. PROCUREMENT SCOPE AND DESCRIPTION

1.2. APPLICABLE PROCUREMENT LAW

1.3. NUMBER OF AWARDS

1.4. ADDING CONTRACTORS AFTER INITIAL CONTRACT AWARD

1.5. ELIGIBLE ENTITIES

1.6. ACQUISITION METHOD(S)

1.7. PERFORMANCE AND PAYMENT TIME FRAMES WHICH CONTINUE BEYOND DURATION OF CONTRACT

1.8. CONTRACT DURATION

1.9. ESTIMATED VALUE

2. ESTIMATED PROCUREMENT CALENDAR

2.1. POINT OF CONTACT

2.2. CONTRACT MANAGEMENT

2.3. QUESTIONS AND ANSWERS REGARDING THE RFR

2.4. AMENDMENT DEADLINE

3. SPECIFICATIONS

3.1. EQUIPMENT, TOOLS & RELATED

3.2. MAINTENANCE & AUXILIARY SERVICES

3.3. RAW MATERIAL

3.4. SUPPLIES & RELATED

3.5. COMPENSATION AND QUOTE BASED PRICING

3.6. BUSINESS BACKGROUND AND CAPABILITY

3.7. COMPANY AUTHORIZATIONS AND SUPPLY TRACEABILITY

3.8. PRODUCT STANDARDS

3.9. WOOD MOISTURE CONTENT AND CONCEALED DEFECTS

3.10. WARRANTIES AND WORKMANSHIP

3.11. PRODUCT EVALUATION AND SAMPLES

3.12. PRODUCT CONDITION

3.13. RECALLS

3.14. RETURN POLICY

3.15. ADDING OR REMOVING PRODUCTS

3.16. TRAINING AND TECHNICAL SUPPORT (IF APPLICABLE)

3.17. DESIGN, INSTALLATION, DISASSEMBLY, AND REINSTALLATION

3.18. POST-INSTALLATION

Document Sensitivity Level: High during development; Low once published.

3.19. SERVICE AND REPAIRS

3.20. SERVICE MAINTENANCE PLAN

3.21. PERFORMANCE MANAGEMENT

3.22. ORDER SPECIFIC QUOTES AND BEST VALUE PURCHASES

3.23. VOLUME PURCHASE DISCOUNTS

3.24. PURCHASE ORDER NUMBERS

3.25. SAFETY DATA SHEETS (SDS)

3.26. OVER SHIPMENTS & PARTIAL SHIPMENTS

3.27. DELIVERY & PACKAGING REQUIREMENTS

3.28. PRICE VERIFICATION AND CREDITS

3.29. SPECIAL PURCHASES AND BULK ORDERS

3.30. APPENDIX A

4. EVALUATION CRITERIA

4.1. ADDED VALUE (UP TO 5 POSSIBLE POINTS PER EACH ADDED VALUE)

4.2. BEST AND FINAL OFFER

4.3. WITHDRAWING A QUOTE

5. INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF COMMONWEALTH STANDARD FORMS

5.1. BUSINESS REFERENCE

5.2. ENVIRONMENTALLY PREFERABLE PRODUCT INFORMATION

5.3. RESPONSE FORM A

5.4. QUOTATION WORKSHEET

5.5. APPENDIX A

Document Sensitivity Level: High during development; Low once published.

Glossary

In addition to the definitions found in 801 CMR 21.00, which apply to all procurements for goods and services, the definitions found below apply to this Solicitation:

Agency – See Department.

Bid – While a bid may generally refer to an offer or response submitted in response to a Solicitation or Request for

Response (RFR), in COMMBUYS, a “bid” refers to the solicitation, RFR or procurement.

Department/DOC – The Massachusetts Department of Correction, the purchasing agency.

Bidder – An individual or organization proposing to enter a Contract to provide a Commodity or Service, or both, to or for a department or the State.

The utilization of the term Bidder in these RFR references vendors during the bid submission process.

Contract – A legally enforceable agreement between a Contractor and a Department. ANF, OSD and CTR shall jointly issue Commonwealth Terms and Conditions, a Standard Contract Form and other forms or documentation that

Departments shall use to document the Procurement of Commodities or Services, or both. COMMBUYS refers to

Contract records as “Purchase Orders” or “Blanket Purchase Orders.”

For the purpose of this procurement, the Contract shall consist of the following documents in order of priority: (1) the

Commonwealth Terms and Conditions; (2) the executed Standard Contract Form; (3) the DOC’s Request for

Response; (4) the Contractor’s Response to the DOC’s RFR, excluding any language stricken by the Department as unacceptable and including any negotiated terms and conditions allowable pursuant to 801 CMR 21.00.

Department Contract Manager – See Strategic Sourcing Services Lead.

Contractor – An individual or organization which enters a Contract with a Department or the State to provide

Commodities or Services, or both.

The RFR document delineates obligations that are the responsibility of the Contractor.

Evaluation – The process, conducted by the Strategic Sourcing Team, of reviewing, scoring and ranking the submitted Quotes and Proposals related to this Bid.

Request for Response (RFR) The mechanism used to communicate Procurement specifications and to request

Quotes from potential Bidders. An RFR may also be referred to as a "Bid” or “Solicitation.”

Facility - An institution of the DOC, including all prisons, correctional centers, pre-release centers, the Massachusetts

Treatment Center (MTC), any modular expansion, any reopened Facility, and any new Facility.

Response – The Bidder’s complete submission (or “Quote” as referenced in COMMBUYS) in response to a

Solicitation, in other words, a “Bid” or “Proposal.”

Solicitation – See Request for Response (RFR).

Strategic Sourcing Team (SST) – Representatives from various eligible entities and interested stakeholders that design procurements, develop specifications, conduct Solicitations, evaluate responses to Bids and award Statewide or Department Contracts. The SST also monitors Contractor performance through performance measures and the level of customer satisfaction throughout the life of the Contract. In some agencies, SSTs are referred to as

“Procurement Management Teams (PMT).”

Strategic Sourcing Services Lead (SSL) – Individual designated by the procuring Department to lead the Strategic

Sourcing Team and the solicitation and resulting Contract. In some agencies SSLs are referred to as “Procurement

Team Leads (PTL).” COMMBUYS Refers to the SSL in the Header Information section of a Bid as the “Purchaser”.

Document Sensitivity Level: High during development; Low once published.

1. RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1. PROCUREMENT SCOPE AND DESCRIPTION

The Massachusetts Department of Correction (“Department”) is seeking Bidders to provide assorted lumber, plywood, and other products that will be used within the Department’s Industries Program for manufacturing various products.

All wood and related products are to be of high-grade quality that can be ordered in various quantities and product types throughout the duration of the contract.

Bidders may bid on one, any or all categories defined in this RFR as listed below:

1. Equipment, Tools and Related

2. Maintenance and Auxiliary Services

3. Raw material and Related

4. Supplies and Related.

Additionally required terms appear throughout this RFR and within Appendix A.

1.2. APPLICABLE PROCUREMENT LAW

This Bid is issued under the following law(s):

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

1.3. NUMBER OF AWARDS

The Department seeks Multiple Contractors. The intent of this RFR is to establish and maintain a list of pre-qualified Contractors from which the Department, it is facilities and the other Commonwealth agencies defined as eligible entities, can utilize.

1.4. ADDING CONTRACTORS AFTER INITIAL CONTRACT AWARD

The Department seeks multiple contractors to provide goods and services as described throughout the RFR.

This is a Rolling Enrollment Contract. Under the rolling enrollment process, the RFR does not close, allowing Bidders to respond at any point during the life of the solicitation. However, all Contracts resulting from this RFR will expire simultaneously. The Department will not accept new bids that are received less than 6 months away from the maximum end date of the solicitation. The Department makes no guarantee that any commodities or services will be purchased from any Contract resulting from this RFR.

1.5. ELIGIBLE ENTITIES

Any contract resulting from this Bid will be open to the Massachusetts Department of Correction (DOC). This is a Non-Statewide/Limited User Contract.

1.6. ACQUISITION METHOD(S)

The acquisition method(s) to acquire goods and/or services from this Solicitation are:

• Outright Purchase

• Fee for Service

• This is a rate Contract.

1.7. PERFORMANCE AND PAYMENT TIME FRAMES WHICH CONTINUE BEYOND

DURATION OF CONTRACT

All term or other agreements for services entered 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 new agreements for services may be executed after the Contract has expired.

1.8. CONTRACT DURATION

The expected duration of this Contract is as follows:

Document Sensitivity Level: High during development; Low once published.

Contract Duration Number of Options Number of Years/Months

Initial Duration Up to 2 Years

Renewal Options 2 options Up to 2 Years Each Option

Total Maximum Contract Duration 6 Years

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

1.9. ESTIMATED VALUE

The estimated value of this Bid is $98,000.00 annually 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.

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.

Document Sensitivity Level: High during development; Low once published.

2. ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid / RFR Release Date October 9th, 2026

Deadline for Submissions of Bidder Written Questions October 30th, 2026 by 2:00 PM EST

Official Answers for Bid Q&A Published (Estimate)

November 9th, 2026 by 2:00 PM EST

Bid Amendment Deadline (Bid Docs Will Not Be Amended After This Date)

December 4th 2026

Deadline for Quote/Bid Responses (“Bid Opening Date/Time” In Commbuy’s) Please Note: This is a Rolling Enrollment Bid and after initial award bids can be received up until 6 months prior to max end date of the contract.

December 07th, 2026 by 2:00 PM EST

Evaluation of Initial Bid Responses (Estimate) Please Note: After initial ongoing-Rolling Enrollment Bids will be evaluated upon submission.

January / February 2027

Notification of Apparent Successful Bidder(s) (Estimate)

March 2027

Negotiations (Estimate)

March 2027

Estimated Contract Start Date April 6, 2027

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. POINT OF CONTACT

All formal communication during the bidding period shall be only through the designated point of contact and all submissions shall be via COMMBUYS.

The prime point of contact for this solicitation will be:

SST Leader Name: Tiffany Myers

Email address: tiffany.myers@doc.state.ma.us

2.2. CONTRACT MANAGEMENT

The “Purchaser” contact listed in the Master Blanket Purchase Order on COMMBUYS for this Contract is the Department’s Contract Manager.

The Department’s Contract Manager is the point of contact for interested Bidders during the procurement process. 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.

Contract Manager:

Tiffany Myers Tiffany.myers@doc.state.ma.us

Contract Monitor Jen Tobin Jennifer.Tobin@doc.state.ma.us mailto:tiffany.myers@doc.state.ma.us mailto:Tiffany.myers@doc.state.ma.us mailto:Jennifer.Tobin@doc.state.ma.us

Document Sensitivity Level: High during development; Low once published.

2.3. QUESTIONS AND ANSWERS REGARDING THE RFR

Questions and clarification requests shall be minimized or aggregated to the extent possible. All questions and clarification requests shall be made by the Bidder by pressing the “Bid Q&A” tab for the RFR in COMMBUYS. Responses to requests for clarification or questions will be provided in writing and issued by the Strategic Sourcing Team Leader via COMMBUYS. In addition, the Department of Correction reserves the right to, in its sole discretion, not answer all questions submitted by Bidders. It is the Bidder’s responsibility to verify the receipt of questions and clarification requests.

Questions may be asked only prior to the deadline for submission of questions stated in the estimated procurement calendar. Bidders are responsible for entering content suitable for public viewing since all the questions will be 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 Department or this bid. All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

2.4. 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 related to this Bid. The SST and the Department 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.

Document Sensitivity Level: High during development; Low once published.

3. SPECIFICATIONS

The Massachusetts Department of Correction (“Department”) is seeking Bidders to provide assorted lumber, plywood and other products that will be used within the Departments Industries Program for manufacturing various products.

All wood and related products are to be of high-grade quality that can be ordered in various quantities and product types throughout the duration of the contract.

Bidders may bid on one, any or all categories defined in this RFR as listed below:

1. Equipment, Tools and Related

2. Maintenance and Auxiliary Services

3. Raw material and Related

4. Supplies and Related.

Additionally required terms appear throughout this RFR and within Appendix A.

3.1. EQUIPMENT, TOOLS & RELATED

Identify offered equipment, tools, and related on Response Form A, including brands, types, availability, and any limitations. Catalogs, product lists, and website links may be provided to support the response, but purchases will be quoted when requested. This is not an all-inclusive list of suppliers and related items the Department will have the ability to add or remove products at any time during the life of the contract.

Equipment, Tools and Related Common equipment, tools, and related categories may include but not be limited to:

• Cutting & Shaping Machines

• Joining & Assembly Tools

• Edge Finishing & Banding

• CNC & Automated Machines

• Specialized & Support Equipment

• Hand Tools & Finishing Equipment

• CAD / CAM Software

3.2. MAINTENANCE & AUXILIARY SERVICES

Identify offered maintenance & auxiliary services and related on Response Form A, including brands, types, availability, and any limitations. Catalogs, product lists, and website links may be provided to support the response, but purchases will be quoted when requested. This is not an all-inclusive list of suppliers and related items, the Department will have the ability to add or remove products at any time during the life of the contract.

Maintenance Services Common Maintenance Services may include but not be limited to:

• Dust collection and ventilation systems

• Equipment and Tool maintenance contracts

• General Maintenance supplies and replacement parts

Auxiliary Services Common Auxiliary Services may include but not be limited to:

• Training

• Finishing and Restoration Services

• Design & Engineering Services (Unrelated to Construction)

• Product Safety Testing

• Regulatory compliance support

3.3. RAW MATERIAL

Identify offered raw materials in Response Form A, including brands, types, availability, and any limitations.

Catalogs, product lists, and website links may be provided to support the response, but purchases will be

Document Sensitivity Level: High during development; Low once published.

quoted when requested. This is not an all-inclusive list of suppliers and related items the Department will have the ability to add or remove products at any time during the life of the contract.

Hardwoods

Common hardwoods may include but not be limited to:

• Oak

• Maple

• Walnut

• Cherry

• Mahogany

• Teak

• Acacia

• Ash

Softwoods

Softwood may include but not be limited to:

• Pine

• Cedar

• Fir

• Redwood

Engineered Woods

Engineered woods may include but not be limited to:

• Plywood

• Medium Density Fiberboard (MDF)

• Particleboard

• Laminated Veneer Lumber (LVL)

• Cross Laminated Timber (CLT)

• Melamine

• Plastic Laminate (P-Lam), including Formica or equivalent

3.4. SUPPLIES & RELATED

Identify offered supplies and related on Response Form A, including brands, types, availability, and any limitations. Catalogs, product lists, and website links may be provided to support the response, but purchases will be quoted when requested. This is not an all-inclusive list of suppliers and related items the Department will have the ability to add or remove products at any time during the life of the contract.

Supplies and related Supplies may include but not be limited to:

• Related hardware

• Stains and finishes

• Sanding belts, disc, and sheets

• Alternative materials

• Packaging / shipping supplies

• And related as needed by department

3.5. COMPENSATION AND QUOTE BASED PRICING

Complete Response Form A, including it’s quotation worksheet. All goods and services are purchased through written, order-specific quotes, accepted by an authorized DOC representative, and supported by an approved purchase order. Quotes are provided at no charge. Each quote shall state specifications, quantities, units, unit and extended prices, delivery or service dates, quote expiration, warranty coverage, and the total amount not to be exceeded. Prices shall include packaging, freight, handling, and delivery in the quoted unit prices. Separately quoted services and authorized travel shall be clearly itemized.

Pricing may be based on current market quotes, a stated discount, documented cost-plus markup, or an agreed fixed price for the order. A quoted price is firm through its stated acceptance period and, when accepted, for the authorized order. No increase, additional work, teardown charge, substitute or overrun is

Document Sensitivity Level: High during development; Low once published.

payable without advance written approval and any required purchase order amendment. If teardown reveals additional work, stop the affected work and submit a revised scope and price before proceeding. There is no automatic price increase at renewal and no requirement that market quotes remain unchanged for an entire renewal term.

The vendor’s cost of travel, lodging, food, or similar expenses that may incur, must be preauthorized in writing from the appropriate Department designee prior to services being rendered. Additionally, The Department will NOT reimburse for any alcoholic beverages. The Department’s reimbursement rates will be based on U.S. General Services Administration (GSA) per diem rates. For more information on per diem reimbursement rates please visit: www.gsa.gov/travel/plan-book/per-diem-rates. The Contractor must include copies of all travel, lodging and food receipts with its invoice.

3.6. BUSINESS BACKGROUND AND CAPABILITY

Provide a brief business description, relevant staff capability and performance evidence. No general minimum number of years in business or prior correctional-facility experience is required. SBPP eligibility requirements remain separate and unchanged. Evaluate capability through the published criteria rather than company age.

3.7. COMPANY AUTHORIZATIONS AND SUPPLY TRACEABILITY

Identify whether the Bidder is a manufacturer, authorized dealer, reseller, or service provider. Provide current OEM authorization where required to lawfully sell, license, install, repair, or service the offered product or preserve applicable warranty coverage. Authorization is not a blanket requirement for ordinary lumber or supply resellers where no such authorization is required. State and support any non-applicability. Identify proposed subcontractors and dealer relationships. Orders and payment remain with the awarded Contractor, which is responsible for approved subcontractors.

List relevant manufacturer authorizations and technician qualifications for the offered work, with scope and expiration dates. Notify DOC promptly of any lapse or restriction; cease affected unauthorized work and submit a corrective plan. Lack of optional dealer status is not independently disqualifying but required licensing or authorization cannot be waived through scoring.

3.8. PRODUCT STANDARDS

Products shall be commercial grade, conform to the written order and comply with applicable federal, state and local safety and product requirements and Appendix A environmental requirements. Identify species, grading rule and grade, nominal and actual dimensions, drying condition and applicable product standard in each lumber quote. Substitution of species, grade, thickness, brand or material requires prior written approval.

Engineered wood and regulated composite wood products must carry applicable compliance documentation and labeling. Provide Safety Data Sheets for products for which they are legally required. Nonconforming goods may be rejected at no cost to DOC.

3.9. WOOD MOISTURE CONTENT AND CONCEALED DEFECTS

Kiln-dried solid lumber intended for interior furniture, cabinetry or millwork shall be dried to a target moisture content of 4% to 6% and shall not exceed 8% moisture content at delivery, expressed as a percentage of oven-dry weight. The maximum applies to each sampled piece, not a shipment average. DOC must confirm this limit with its woodworking technical lead. Engineered panels, exterior stock, treated wood, and alternative materials are subject to product-specific limits as stated by industry standards and/or manufacturer requirements; the 8% solid-lumber limit does not automatically apply to them.

The Contractor shall protect lumber against rewetting and provide material free of standing water and visible condensation. Identify the species, thickness, drying method and lot or bundle on the packing documentation.

On request, provide moisture inspection records identifying the date, readings, sampled pieces, meter and applicable corrections.

DOC may inspect random pieces from the exterior and interior of bundles during receipt and unpacking, using a calibrated moisture meter and the manufacturer’s instructions, with species, temperature, thickness and measurement-depth corrections as applicable. Use ASTM D7438-20(2025) for field application. Record sample locations and readings; do not rely solely on accessible surface boards. Failed readings permit rejection of affected pieces and an expanded inspection or segregation of the affected lot pending verification.

http://www.gsa.gov/travel/plan-book/per-diem-rates

Document Sensitivity Level: High during development; Low once published.

Disputed readings shall be resolved using ASTM D4442-20(2025), Method A, primary oven-drying, on representative jointly identified samples. Confirmed nonconformity testing costs are the Contractor’s responsibility; otherwise DOC bears any independent testing it commissions.

A delivery signature acknowledges receipt and does not waive inspection or remedies for concealed nonconformity present at delivery. DOC will notify the Contractor promptly after discovery, document findings, and reasonably protect affected material from further exposure or processing. The Contractor shall collect and replace rejected material, or issue a full credit at DOC’s election, within ten business days after notice unless DOC approves another period in writing. No freight, handling or restocking charges apply. The Contractor is not responsible for moisture changes caused solely by improper DOC storage after conforming delivery; disputed causation shall be assessed using delivery records, retained samples and storage conditions. These remedies supplement applicable warranty and contract rights.

3.10. WARRANTIES AND WORKMANSHIP

Disclose applicable manufacturer warranties, exclusions, duration, commencement date and claim contacts.

Honor those warranties and the Contractor’s stated workmanship warranty for services. Raw materials without a manufacturer warranty remain subject to conformity, inspection, and return requirements. Correct shipping damage and defects covered by the applicable warranty without charge for parts, labor or transportation. No manufacturer or Bidder warranty limits the Commonwealth’s rights under its governing contract terms.

3.11. PRODUCT EVALUATION AND SAMPLES

DOC may request reasonable samples or applicable test reports at no charge to verify conformity within the offered scope. Requests during evaluation will use the same requirements and reasonable response period for similarly situated Bidders. Samples do not replace the published scoring criteria or authorize an unannounced preference.

3.12. PRODUCT CONDITION

Products and equipment shall be new, unused, and in sound condition unless DOC expressly approves a refurbished, remanufactured, or demonstration item in an order-specific quote. New equipment must be currently supported and available for domestic sale when quoted. Identify end-of-sale or support limitations.

DOC may require OEM documentation before acceptance; any approved alternative must include a disclosed condition and warranty.

3.13. RECALLS

Maintain a procedure to identify recalls and safety notices and trace affected products to DOC orders. Notify the Contract Monitor promptly upon learning of an applicable recall or safety defect, identify affected orders and provide interim safety instructions and the corrective plan. Implement applicable recall remedies without additional cost to DOC, including collection, repair, replacement, or credit as appropriate. For service-only offers, describe correction of unsafe or defective work and communication of relevant equipment safety alerts.

3.14. RETURN POLICY

Submit a written return policy. No freight, handling or restocking fee applies to a return authorized under this Contract. Nonconforming, damaged, incorrect, or defective goods remain subject to the RFR remedies, including concealed defects. Any restriction on convenience returns or custom goods must be expressly accepted by DOC; it does not excuse correction of nonconformity. If no return policy is submitted and accepted, DOC may return goods within one year for a full refund. Replacement timing must meet the written order or a corrective schedule approved by DOC.

3.15. ADDING OR REMOVING PRODUCTS.

While all authorized products offered by the Contractors will be available to The Department, The Department may remove, before or after the award, any product if deemed in the best interest of The Department.

Reasons for such action include, but are not limited to, environmental concerns or latest information, product failure to perform as specified or an unjustified price increase considered unreasonable by the SST. To obtain authorization to add a product to any Contract resulting from this RFR, the products should comply with the specifications and scope/description established in the original RFR and the bidder/contractor must supply all supporting information and research available to the SST for consideration.

Document Sensitivity Level: High during development; Low once published.

3.16. TRAINING AND TECHNICAL SUPPORT (IF APPLICABLE)

Training may cover new or previously acquired equipment, software, and tools, including CAD/CAM and Mastercam or equivalent training, new staff and advanced instruction. A training provider need not be the original equipment supplier. Describe audience, prerequisites, format, instructor qualifications, location, hours, learning objectives, and completion measures in each training quote. Training involving incarcerated individuals is subject to DOC approval, clearance, and supervision.

Training and technical support are optional offer capabilities and receive no evaluation points. When included in an accepted equipment or service order, the specified training, commissioning, and support become enforceable deliverables. Each order shall define the training hours and acceptance criteria, support hours, response times, and cost; unlimited training and universal 24-hour support are not implied. Describe relevant environmental and safe-operating features. For offered software, disclose the included support term, licensing model, renewal costs, and the following support features:

1. Bug fixes.

2. Upgrade protection.

3. Technical Support (other than on-site support).

4. Web resources.

5. Telephone support.

3.17. DESIGN, INSTALLATION, DISASSEMBLY, AND REINSTALLATION

These requirements apply only to Bidders offering the relevant services. Before quoting installation, disassembly or reinstallation, review the site and OEM requirements through DOC-authorized access. Define responsibilities for delivery, rigging, utilities, permits, testing, and site restoration in the statement of work.

Services must be itemized separately in the approved quote and may be fixed-price or use order-specific rates and a maximum amount. DOC shall determine the appropriate procurement authority and obtain any required DLS prevailing wage schedule before soliciting project quotes. Prevailing wage applicability is not determined by agreement between DOC and the Contractor. Work subject to separate public construction or designer-selection requirements shall be procured through the appropriate process and is not authorized merely by this RFR. Required licensed trades and approved subcontractors shall be identified. Acceptance requires successful operational testing against the agreed specifications and written DOC sign-off.

3.18. POST-INSTALLATION

The Contractor is responsible to remove and appropriately recycle or dispose of installation packaging and debris in accordance with the approved site plan. Any removal from a secure facility requires DOC authorization and inspection. This authorized removal is an exception to the general requirement that delivery vehicles leave empty.

3.19. SERVICE AND REPAIRS

Use new, unused materials unless DOC approves another condition in writing. Service shall be performed by qualified personnel in accordance with applicable OEM and industry requirements. An accepted quote shall state scope, milestones, deliverables, rates where used and a maximum amount. No work beyond that authorization may proceed without written approval. Provide service records and applicable test results with the invoice.

3.20. SERVICE MAINTENANCE PLAN

Maintenance plans are optional and unscored. A Bidder offering maintenance shall describe coverage, exclusions, preventive tasks, scheduling and support escalation; price each requested plan in the order-specific quote. For an accepted maintenance plan, acknowledge a service request within two DOC business hours and provide a proposed response or restoration schedule. This acknowledgment is not guaranteed two-hour on-site repair. The written order shall establish on-site response and restoration commitments based on the equipment and need.

Standard business hours are 7:30 A.M. to 3:00 P.M, Monday through Friday, except for designated Commonwealth of Massachusetts holidays.

Document Sensitivity Level: High during development; Low once published.

Software maintenance and support are required only as specified in the accepted quote and applicable license terms approved by DOC. Disclose recurring charges and renewal terms. No automatic renewal or unapproved vendor terms bind the Commonwealth.

3.21. PERFORMANCE MANAGEMENT

All work performed through the duration of the Contract must be guaranteed by the Contractor to be completed in a professional manner consistent with accepted industry and auditing 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 to extend or terminate 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.

3.22. ORDER SPECIFIC QUOTES AND BEST VALUE PURCHASES

This is not a fixed-price market-basket contract. For an individual purchase, DOC will issue a common written request stating specifications, quantities, delivery needs, acceptance requirements, and the selection basis.

Seek quotes from at least three capable, awarded Contractors when available and notify at least two capable diverse and/or small businesses when available under applicable SDO policy. If fewer are available, document the pool, outreach, and reason. Apply applicable SBPP requirements. Among eligible conforming quotes, compare total delivered cost and any disclosed delivery, quality or service factors, document best value and the reason for any selection above the lowest total cost. Quote requests may not introduce goods or services outside the awarded scope. All exceptions and emergency purchases require the applicable procurement authorization; this Contract creates no independent emergency waiver.

3.23. VOLUME PURCHASE DISCOUNTS

Volume and other discounts may be offered and shall be applied when their stated conditions are met. They are recorded as optional value, without evaluation points or a qualification penalty for not offering them. Order-level quotes shall identify the discount and net price. Prompt payment offers or hardship requests are addressed separately under Appendix A and the Commonwealth form.

3.24. PURCHASE ORDER NUMBERS

The contractor will be responsible for obtaining a purchase order number from the procuring department for all service requests and for orders. Said purchase order number should appear on ALL DOCUMENTATION, particularly on the invoice. NO SERVICE OR DELIVERY (unless a department employee has expressed an emergency) shall be performed unless an approved Purchase Order Number is assigned.

3.25. SAFETY DATA SHEETS (SDS)

Provide applicable Safety Data Sheets with deliveries and make them available before use. Bid submissions shall describe the process for providing current SDS; item-specific sheets may be furnished with the quote or delivery when the item is identified.

3.26. OVER SHIPMENTS & PARTIAL SHIPMENTS

Do not ship or invoice quantities above the authorized order without advance written approval. Raw-lumber tally variation of up to ±20% may be accepted only when expressly authorized in the order, with an established maximum quantity and dollar amount; it is not an automatic authorization to overbill. Invoice actual accepted quantities using the quoted unit of measure. Notify DOC of shortages before shipment.

Partial shipments require coordination with the ordering facility and shall not generate additional charges.

DOC may require complete delivery for a particular order. Identify remaining quantities and firm expected delivery dates on each partial shipment.

Document Sensitivity Level: High during development; Low once published.

3.27. DELIVERY & PACKAGING REQUIREMENTS

Product shall be packaged according to best industry practices with the exception of no metal banding, zip ties, clips, clamps, or staples are allowed, plastic banding is acceptable and shall be of sufficient strength and quality to completely protect products from damage and soiling in transit to and handling at the facility.

Include a packing slip identifying the contract and purchase order numbers, item description, species, and grade where applicable, quantity and unit of measure, nominal and actual dimensions, bundle, or lot identification, and MassCor part number when provided.

Delivery Hours: Monday – Friday, 8:00 am – 11:00 am and 1:00 pm – 2:15 pm.

No deliveries are permitted on weekends, designated Commonwealth holidays or during a facility lockdown or other security restrictions. Confirm delivery with facility staff. Only dedicated delivery loads are permitted inside secure institutions; sleeper-cab vehicles and unrelated freight are prohibited. Delivery vehicles shall leave empty except for DOC-authorized returns, pallets, tools, equipment, or debris specifically approved for removal and inspection. Appendix A clearance procedures apply, including driver documentation five business days in advance and confirmation 24 hours before delivery. No additional charge is permitted for facility security delays or rescheduling except as expressly authorized under applicable contract terms.

3.28. PRICE VERIFICATION AND CREDITS

Where a quote uses cost plus, markup or a catalog discount, provide the applicable original supplier invoice, published price list or other reliable basis upon DOC request to verify the calculation. Identify the base cost, percentage and net delivered price without duplicate freight or other charges. Credits shall be issued within two business days upon request, consistent with Appendix A. Invoice disputes and payment timing remain governed by Appendix A and the Comptroller’s Bill Paying Policy. Failure to substantiate pricing may result in rejection of the affected charge and contractual remedies.

3.29. SPECIAL PURCHASES AND BULK ORDERS

The department reserves the right and is entitled to take advantage of “close-out” pricing, sales or marketing incentive discounts, or other such negotiated discounts that a contractor would offer to other comparable clients and that would be of “best value” to the department. In this case, the department reserves the right to negotiate said purchase with the contractor(s). In addition, the contractor may offer discounts for bulk (large) orders.

3.30. APPENDIX A

This document incorporates additional terms and conditions associated with this RFR and MUST be reviewed by bidders. Any bidder submitting a bid consents to follow all terms and conditions within Appendix A as these are requirements of the contract.

Document Sensitivity Level: High during development; Low once published.

4. EVALUATION CRITERIA

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

Below are the criteria and maximum points available:

Criteria Maximum Points Available

Quote Process and cost transparency Delivery and fulfillment Product and service availability

Business Capability Authorization and supply traceability Warranty and workmanship remedies Recall and safety response Returns and corrective action

Grand Total:

Added Value (5 Points)

4.1. ADDED VALUE (UP TO 5 POSSIBLE POINTS PER EACH 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, 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.

Bidders must score 100 points at minimum to be considered for award.

4.2. 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.

4.3. WITHDRAWING A QUOTE

Prior to Bid Opening Date/Time Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote in COMMBUYS.

After Bid Opening Date/Time Quotes may not be withdrawn after the Bid Opening Date/Time. If the Bidder wants to remove a Quote from consideration, contact the Strategic Sourcing Services Lead for guidance.

Document Sensitivity Level: High during development; Low once published.

5. INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF COMMONWEALTH

STANDARD FORMS

Bidders must submit the following forms:

5.1. BUSINESS REFERENCE

This is a required form for this procurement. Bidders must submit three references. In completing this form, note that the “Bidder” is the name of the company submitting a Quote in response to this RFR and the “RFR Name/Title” and the “Agency Document Number” can be found on the cover of the RFR document and in the Short Description field in the Header Information of the Bid record in COMMBUYS. Also, please note that:

“Reference Name” is the name of the organization (if not applicable, then name of the individual) that is providing the reference; “Contact” is the name of the individual inside the organization that will provide the reference; and the “Address,” “Phone #” and “Fax/Internet Address” are those of the “Contact” so that the SST may be able to reach them.

5.2. ENVIRONMENTALLY PREFERABLE PRODUCT INFORMATION

In line with the Commonwealth’s efforts to promote products and practices which reduce our impact on the environment and human health, Bidders are encouraged to provide information regarding their environmentally preferable/sustainable business practices as they relate to this Contract wherever possible.

Bidders must complete this section within the response form and submit it with their Response.

5.3. RESPONSE FORM A

Bidders must complete every section and return.

5.4. QUOTATION WORKSHEET

The quotation worksheet is included on the excel cost sheet. Complete one representative example to demonstrate quote completeness and controls; example prices are not compared across Bidders or scored as prices and do not establish a contract-wide price schedule. Actual purchase quotes will be requested after award. No separate fixed-price cost sheet is required.

5.5. APPENDIX A

This document incorporates additional terms and conditions associated with this RFR and must be reviewed by bidders. This is for review and reference only; it does not need to be returned by bidders.

The attachments are available on www.commbuys.com under bid #: BD-27-1025-DOCIF-7500-134334

Additional forms will be needed after receiving an intent to award for official execution of contract. The additional forms will include but not be limited to the Standard Contract Form (SCF), Prompt Payment Discount Form (PPD), Contractor Authorized Signatory Form (CASL), Prison Rape Elimination Act Form (PREA), W-9, and Electronic Fund Transfer Form (EFT). All forms will be sent electronically to Vendor through an Adobe Sign Link.

http://www.commbuys.com/