DCR 999 Otis Reservoir Hydraulic and Mechanical Gate Systems Maintenance Service

The Massachusetts Department of Conservation & Recreation (DCR) is soliciting responses under Request for Response DCR 999 for annual inspection and maintenance of the hydraulic and mechanical gate systems at Otis Reservoir Dam, with a bidders' conference at the dam site on November 9, 2026 and responses due December 7, 2026. The procurement carries a Massachusetts Small Business Purchasing Program (SBPP) award preference, applied to SBPP-registered businesses meeting best value criteria. SBPP participants must have a principal place of business in Massachusetts, employ 50 or fewer full-time equivalent employees (or work less than 26,000 hours per quarter), and have gross revenues not exceeding $15 million based on a three-year average.

The five-year contract covers all labor, materials, and parts for annual inspections, routine maintenance, hydraulic fluid sampling and testing, parts inventory management, and annual reporting. Scope includes stop logs, crest gates, slide gates, and appurtenant equipment originally installed by Rodney Hunt Company. Bidders must demonstrate at least 10 years of experience installing, inspecting, and maintaining hydraulic crest gates and stop log systems, and field service technicians and laboratories must each show 10 years of similar experience. Annual inspections are typically scheduled between January and March, before the reservoir reaches recreational season levels. Parts and materials are reimbursed at cost without markup up to a $10,000 allowance, and additional costs require DCR approval.

The estimated annual value is $30,500, for a total of $152,500 over five years, with an estimated start date of January 11, 2027. Questions are due November 13, 2026 at 2:00 p.m., and official answers will be published by November 16, 2026. The RFR permits rolling enrollment after the initial deadline so DCR can add contractors to meet operational requirements and funding constraints. The bidder response form cites an initial deadline of November 30, 2026 at 11:00 a.m., while the RFR and opportunity record set December 7, 2026 at 2:00 p.m. via COMMBUYS.

Required submissions include a completed Bidder Response Form, which is mandatory and whose omissions may result in disqualification; general liability insurance certificates; three business references; a Prompt Payment Discount Form; an Environmentally Preferable Products/Practices (EPP) form; and a Business Reference Form. Bidders must also identify a contract manager, describe company capacity and qualifications, provide examples of similar services from the last five years, and register with the Massachusetts Department of Revenue. No incumbent is named in the source documents.