DFSJW RFR for Digital Energy Management System Services

The Commonwealth of Massachusetts Department of Fire Services has issued a Request for Response (RFR) for Digital Energy Management System Services to provide comprehensive support for HVAC equipment control and monitoring systems at two campus locations in Stow and Springfield. The procurement seeks vendors capable of delivering preventative maintenance, programming, remote access, mechanical repairs, upgrades with parts, consulting services, and training. Bidders must demonstrate a minimum of four years of experience with specified building automation control systems including Tridium Niagara AX, Reliable Controls, Johnson Controls (Stow facility), and KMC Controls (Springfield facility), with preference given to vendors with five or more years of experience and Tridium Niagara AX front-end certification. The Stow campus requires quarterly preventative maintenance visits with flat-rate pricing for March, June, September, and December visits, while the Springfield campus requires bi-annual preventative maintenance with flat-rate pricing for April and October visits. Additional service requirements include specified emergency and routine response times during and after business hours, remote diagnostic capabilities, sample maintenance reports, at least three business references, technician licenses and certifications, and warranty specifications of a minimum 30 days for labor and one year for parts. Evaluation criteria are weighted as follows: References and Qualifications (weighted x3), Pricing (weighted x3), Warranty Periods (weighted x1), and Response Times (weighted x1), with a maximum scorecard total of 126 points. Two pre-bid conferences are scheduled for April 24, 2026 at Springfield and April 30, 2026 at Stow, with responses due May 12, 2026 by 1:00 p.m. via CommBuys. The contract has an initial one-year term with two optional one-year renewal periods for a potential three-year duration beginning July 1, 2026.

This procurement is designated as a small business set-aside under the Commonwealth Small Business Purchasing Program (SBPP), with preference given to SBPP-certified participants; however, non-SBPP vendors may be considered if no qualified SBPP bids are received. Subcontracting is limited to 20% of contract value unless performed by another SBPP-registered participant. The Stow facility operates systems approximately sixteen years old, including Tridium Niagara AX and N-4 systems with Reliable Controls and Johnson Controls components, while the Springfield facility operates a ten-year-old Tridium Niagara AX and N4 system with KMC Controls, requiring integration with these existing systems. All contractors must comply with prevailing wage requirements as established by the Commonwealth Department of Labor Standards, with separate wage schedules provided for each location (Springfield at 100 Grochmal Avenue and Stow at 1 State Road). Additional compliance requirements include submission of a Non-Collusion Certificate, Contractor Authorized Signatory Listing, Prompt Payment Discount Form, and a minimum 1% commitment to the Supplier Diversity Program. The anticipated annual expenditure is $65,000, with a total estimated three-year contract value of $195,000, though the Commonwealth guarantees no minimum purchases. Compensation structure includes flat-rate preventative maintenance fees, time-and-materials hourly rates for repairs and upgrades, product quotes, lump-sum project pricing, and hourly consultation rates, with all pricing required to be firm for the initial contract period and renewal terms.