Ticket 389045 ENV EEAIT-715-DEP SERO AV Installation RFQ Cat 4~1.docx

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY & ENVIRONMENTAL AFFAIRS

100 CAMBRIDGE STREET, BOSTON, MA 02114

Request for Quotes (RFQ) From Eligible Bidders on:

ITE002-Audio, Video, Multimedia Presentation Equipment, Supplies and Services

Document Title:

EEAIT-715-DEP SERO AV Installation

Agency Document Numbers: EEAIT-715-DEP SERO AV Installation

COMMBUYS Document #: BD-27-1042-IT-IT001-135279

November 9, 2026

THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND CAN BE OBTAINED FROM THE EXECUTIVE OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS, BY SENDING AN EMAIL TO EEA-ITADMIN@MASS.GOV. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

Contents

1.0 GENERAL Procurement Information

This RFQ is restricted to vendors on the following statewide contract:

A. Master Service Agreement ITE002-Audio, Video, Multimedia Presentation Equipment, Supplies and Services

Boston, MA 02114

RFQ File Number and Title: BD-27-1042-IT-IT001-135279

The resulting contract will be governed by the terms of the statewide contract under which it is made, ITE002. This Request for Quotes (RFQ) does not commit the Commonwealth of Massachusetts (Commonwealth), DEP or the Executive Office of Energy and Environmental Affairs (EEA) to approve a Statement of Work (SOW), pay any costs incurred in the preparation of a bidder’s response to this RFQ, or to procure or contract for products or services. EEA reserves the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all, or none of the services as a result of this RFQ. EEA further reserves the right to negotiate with any or all qualified bidders and to cancel this RFQ in part or in its entirety if it is in the best interest of EEA or the Commonwealth of Massachusetts to do so. EEA reserves the right to amend this RFQ at any time prior to the date the responses are due.

2.0 AGENCY

The Executive Office of Energy and Environmental Affairs (EEA) is soliciting bids to procure modern and user-friendly AV equipment.

For the purposes of this RFQ and its attachments, the term EEA will be used to refer to Department of Environmental Protection (DEP).

3.0 Description and Purpose of Procurement

3.1 Procurement Scope and Description

The Executive Office of Energy and Environmental Affairs (EEA) is seeking quotes from qualified vendors on statewide contracts ITE002-Audio, Video, Multimedia Presentation Equipment, Supplies and Services who can assist with hardware recommendations and implementation of a modern and user-friendly AV solution.

There is one location in scope for this project: MASS DEP 20 Riverside Dr, Lakeville, MA 02347. AV Vendors will provide AV recommendations for (3) Huddle Rooms, (5) Medium Conference Rooms, (1) Community Room, and (1) large conference room.

3.2 Background Information

The DEP SERO AV installation is directly related to the ongoing DEP SERO construction and renovation project being managed in coordination with DCAMM. The AV implementation is dependent on the construction and renovation of the space, as the new AV system will need to be designed, procured, installed, and integrated into the renovated facility.

The selected solution should meet the organization’s functional and technical requirements, provide reliable and user-friendly AV capabilities, and support the long-term needs of the facility. See details below.

4.0 CONTRACT Duration

This contract is governed by SWC ITE002 and is limited to the terms and conditions authorized under that contract. If the Vendor remains an approved SWC ITE002 contractor, EEA reserves the right to negotiate additional years of service beyond the initial contract term, subject to mutually agreed-upon terms and applicable SWC ITE002 requirements.

Vendors should provide separate and clearly defined terms and pricing for:

· Acquisition and Installation of AV Technology: Provide pricing for the acquisition of all proposed AV technology and clearly defined installation timelines, including anticipated delivery and installation completion dates. A minimum of (1) year of manufacture warranty and maintenance should be included in the base price.

· Renewal and Continued Service Options: Vendors should provide separate (as optional add-ons) and clearly defined pricing for the continuation or renewal of maintenance and support services to reach a minimum of five (5) including the standard warranty and/or initial maintenance period. Pricing should identify the annual cost for each year of service and clearly state any assumptions, escalation rates, or conditions associated with future-year pricing.

· Maintenance and Support Agreements: Provide separate pricing and clearly defined terms for ongoing maintenance and support agreements. Any maintenance or support agreement will be subject to terms mutually agreed upon and negotiated between EEA and the Vendor.

· On-Site Support Options: Provide pricing and clearly defined service levels for on-site support, including response times, hours of coverage, emergency support options, and applicable service-level requirements. Vendors may include (if applicable) hourly rates for Bidder resources for additional work that is related to or described in this RFQ but beyond its scope.

· Extended Warranty Options: Provide pricing for consideration to extend the standard manufacturer warranty to a minimum of five (5) years.

The contract Start date is expected to be January 19, 2027, and the AV installation is required to be completed by June 30, 2027.

5.0 FUNCTIONAL REQUIREMENTS (SOW)

AV technology will be primarily used to support video conferencing and collaboration through Microsoft Teams. Vendors should clearly identify and highlight the Microsoft Teams compatibility, integration, and functionality of their proposed solution. The installation includes three (3) huddle rooms, one (1) small conference room, five (5) medium-sized conference rooms, one (1) large conference room, and one (1) community room.

*All rooms have approximately 9 ft of height clearance.

*All dimensions are approximate and should be verified by the vendor if needed for bidding purposes.

Vendors should review the attached documents and consider that:

· Attachment A - Response Cover Sheet

· Attachment B – Audio Visual Standards: All proposed solutions must meet the minimum requirements established by the Audio-Visual

· Attachment C – Preliminary proposed AV equipment list provided for reference only.

· Attachment D -– Electrical Set layout and furniture layout

· Attachment E – Pricing Document (required for submission)

The technologies, products, manufacturers, and brands identified in Attachment B and Attachment C, are provided as examples or reference solutions and are not intended to restrict Vendors to specific manufacturers, products, or technologies. Vendors may propose alternative brands, products, architectures, or technologies, provided that the proposed solution meets or exceeds the stated functional, technical, performance, interoperability, and operational requirements and provides an equivalent or improved solution.

Any proposal that includes any cloud-based software solutions would need to be pre-approved prior to installation by the EEA Information Security to validate that the solutions comply with all EOTSS Security Standards (EOTSS policies, standards, and guidelines | Mass.gov)

Vendors will be required to conduct a site visit on Tuesday, November 17th, 2026, from 11am to 12pm in the following location MASS DEP 20 Riverside Dr, Lakeville, MA 02347 to verify exiting conditions, infrastructure, equipment and installation requirements.

After the site visit, Vendors should provide a detailed equipment and pricing schedule that includes, at a minimum, include the Attachment E – Pricing Format (required), showing the information below:

· Location/Room

· Description/ Picture

· Manufacturer

· Model Number/ Serial Number

· Color Options

· Quantity

· Unit Price

· Installation Price, if applicable

· Total Price

The project will commence in January 2027 and must be fully installed, tested, commissioned, and operational no later than June 30, 2027. Vendors must demonstrate their ability to accommodate this schedule and clearly identify any scheduling considerations, dependencies, or risks that could affect timely project completion.

6.0 NONFUNCTIONAL REQUIREMENTS

The Contractor shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of the Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor 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.

7.0 PROJECT TEAM REQUIREMENTS

The Vendor will be required to:

· Conduct a Walkthrough Site: Participate in a mandatory site walkthrough on Tuesday, November 17th, 2026, from 11am to 12pm. Vendors must sign in on the designated vendor sign-in sheet. Vendors that do not participate in a site walkthrough will not be considered. EEA/DEP reserves the right to consider a makeup date, if a vendor is unable to attend.

· Demonstrate Proposed Technology: Upon EEA's request, conduct a demonstration of the proposed AV technology and solutions. The demonstration may be used by EEA to evaluate the functionality, usability, interoperability, and suitability of the proposed solution.

· Complete Installation and Commissioning: Provide, install, configure, test, and commission all proposed equipment and systems. The Vendor should ensure that all equipment is fully installed, operational, and functioning in accordance with the requirements of this solicitation prior to project completion.

· Develop an Implementation Strategy: Develop and recommend an appropriate implementation strategy that accommodates site conditions, equipment lead times, and operational requirements. The Vendor may propose reasonable sequencing, phasing, installation, testing, commissioning, and other project approaches necessary to successfully complete the AV deployment no later than June 30, 2026.

· Submit Final Pricing: The Vendor shall submit a final, itemized not-to-exceed cost for the complete project. The final cost shall include all equipment, materials, installation, configuration, programming, testing, commissioning, labor, and other costs necessary to provide a fully operational AV system. Any optional warranty, maintenance, support, or other services recommended to reach the (5) year coverage minimum shall be separately identified and priced per the pricing form found in attachment E.

8.0 PROCUREMENT CALENDAR

All times in this RFQ are prevailing Eastern Standard Time. Dates that are listed as estimated are subject to change.

DUE at 5:00PM EST

DUE at 5:00PM EST

DUE at 5:00PM EST

Monday, December 14th, 2026 to Friday December 18th, 2026

*The site visit is mandatory for all vendors who are responding to this RFQ, only bidders attending the site visit will be considered in this RFQ. The site visit would be on Tuesday, November 17th, 2026, from 11 am to 12 pm, at the following location: MASS DEP 20 Riverside Dr, Lakeville, MA 02347, every person attending the site visit is required to sign in to inside the building.

9.0 Q&A Submission Requirements

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 Strategic Sourcing Team (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 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.

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.

It is the responsibility of the prospective Bidder and awarded Bidder 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 Bidder’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Bidder’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded Bidder and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

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.

10.0 Evaluation Criteria

The objective of the evaluation process is to determine the response that provides the best procurement value to the Commonwealth. Best value is defined as the combination of capability, staff experience, and cost that will, based on the criteria below and in the professional judgment of the proposal review team, assure timely delivery of a quality product at a reasonable and fair price for the services proposed. EEA staff will use the evaluation criteria described below to objectively evaluate and rank the responses that are found to be responsive to all major requirements of this RFQ. The quality of the response in each of the categories below will be rated, and a comparative ranking of all responses will be developed. All proposals received by the due date and meeting the requirements established in this RFQ will be reviewed and evaluated in accordance with, but not limited to, the following criteria:

1. Price Proposals that can accomplish the scope and meet functional requirements with lower budgets may be weighed more favorably.

2. Functionality Proposals should include state-of-the-art AV solutions in the main conference rooms at DFW Westboro and DMF Gloucester per room characteristics and general usage. Solution should be simple and easy to use. Solutions which provide comprehensive support options will be valued more favorably. Solution should be mindful that there is not on-site tech readily available to resolve any technical difficulties. Solutions that are modern and user-friendly will be valued more favorably. In addition, proposals which are mindful of the lifecycle of hardware will be valued more favorably.

3. Best Value Selection method that evaluates both cost and non‑cost factors to identify the supplier offering the optimal combination of price, quality, performance, and other relevant criteria, rather than simply awarding the contract to the lowest bidder

11.0 Miscellaneous

A. General

By submitting a proposal in response to this RFQ, Bidders agree to the following terms:

1. EEA will not pay for any costs other than those set forth in the Bidder’s response to this RFQ.

2. All bids submitted in response to this RFQ must be valid for a minimum of 90 calendar days.

3. Extraneous marketing or promotional materials are discouraged, and such information will not be considered in the evaluation of vendors

4. But Supplemental information can be attached, and is welcomed.

B. Bid/Response Rejection

EEA reserves the right to communicate with the Vendors, provided that such communications are conducted in a fair and consistent manner and do not create an unfair advantage or prejudice any Vendor . EEA reserves the right to reject any or all bids (responses), in whole or in part and for any reason deemed non-compliant or non-response per this RFQ, its attachments or any subsequent changes. Bidders are advised to check prior to submitting a response to ensure that they have the most recent RFQ files. Bidders may not alter (manually or electronically) the RFQ language or any RFQ component files. Modifications to the body of the RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited and may disqualify a response. EEA reserves the right not to enter into any agreement under this RFQ.

C. Negotiation of final contract terms

EEA Reserves the right to communicate with vendors and negotiate individually with prospective bid winners on the merit of best value. If EEA is unable to satisfactorily negotiate and execute a contract with the initial apparent successful bidder, EEA reserves the right to name the next highest-scoring bidder as the apparent successful bidder.

FISCAL TERMS:

This is a fee for service contract. The payment procedure for this project is a fixed fee for services based upon EEA’s acceptance of all deliverables from the Contractor during the contractual period. The Contractor will be responsible for the timely completion of the requirements described in the detailed Scope of Services and Deliverables and as directed by EEA. The Contractor must assume overall responsibility for coordinating and completing all deliverables contained in the resultant contract.

All-inclusive hourly rate for each Bidder-provided staff person that will perform work under the Contract will remain in effect for the duration of the Contract. EEA will not pay any reimbursements at all, the SOW must be inclusive of all costs The Contractor will be required to submit monthly invoices, broken down by sub-task, staff, and hours. Advance payments shall not be made. Commuting expenses will not be reimbursed. Payments are subject to the Comptroller’s Office bill payment policies.

After Contract award, EEA reserves the right to further negotiate all labor rates and performance specifications with the Contractor within the scope of this RFR during the period of the contract(s).

12.0 Small Business Purchasing Program (SBPP)

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 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 (SST) 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:

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

C. Been in business for at least one year;

D. 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 E. 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.

13.0 Response Submission Requirements

Bidder Response Interested Bidders must submit their response using COMMBUYS.

Useful links:

· Job aid on how to submit a quote: http://www.mass.gov/anf/docs/osd/commbuys/create-a-quote.pdf

· Webcast: How to Locate and Respond to a Bid in CommBuys, which will familiarize bidders with CommBuys terminology, basic navigation, and provide guidance for locating bid opportunities in CommBuys and submitting an online quote.

· Beneficial

Bidder may contact the CommBuys Help Desk at CommBuys@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

The directions in this portion of the RFQ describe a structured format for responses designed to facilitate equitable evaluation of all responses. These directions apply to all responses submitted. Completeness and clarity of response content are important.

Responses must give a straightforward and concise description of the respondent’s capabilities as they pertain to this project’s requirements. Information included with a response must be directly relevant to evaluating the responder’s qualifications, particularly as they relate to the work described above. Padding responses with company marketing documents, long lists of past and present clients for any work the company has ever done, and voluminous staff resumes must be avoided.

Responses to this RFQ must be organized as described below. Each section should discuss specifications and requirements in the RFQ, as appropriate. EEA reserves the right not to evaluate responses that do not conform to the requirements below. We request that proposals include the following components:

A. Response Cover Sheet (Attachment A) B. Bidder’s response

1. Proposed Hardware and Software (including Spec Sheets)

2. Itemized Project Cost Estimates (including a final, itemized not-to-exceed cost) and Project Schedule on Company Letterhead

3. Optional Warranty and Maintenance Extensions (to bring to a 5-year minimum)

4. Attachment E - Pricing Document