FY27 MDAR RFR- Agricultural Resource Fair Host Location

The Massachusetts Department of Agricultural Resources is requesting proposals to host an Agricultural Resource Fair on March 5, 2027 (with a weather rescheduling date of March 12, 2027), with responses due September 28, 2026 at 4:00 PM. This is a small procurement under $250,000 subject to the Massachusetts Small Business Purchasing Program (SBPP); SBPP-registered participants meeting best value criteria will receive award preference over non-SBPP participants.

The venue must be located in Franklin County near major highways and accommodate approximately 200 attendees, vendors, and staff. Required spaces include a main hall for 30 to 40 exhibitor tables, two to three breakout rooms with seating for 25 to 50 people each, full ADA accessibility, and ample parking. The event requires approximately 8 to 10 hours of use on the event day. Amenities must include tables, chairs, electricity access, audiovisual equipment with projectors and sound systems, and catering services providing beverages and light snacks. Responses must identify environmentally preferable products and practices in compliance with Executive Order 515.

The estimated procurement value is under $250,000. The contract term runs through June 30, 2027, with no renewal options. Vendors must submit pricing information including hourly rates, session rates, final estimates, catering price sheets, and facility descriptions. Evaluation criteria are overall quality of response, vendor capacity, price, experience, geographic location for service ease, and quality.

Commonwealth agencies and Commonwealth-owned entities submit via email to Mackenzie May at mackenzie.a.may@mass.gov to enter an Interdepartmental Service Agreement. Non-Commonwealth vendors must submit through the COMMBUYS online system. All vendors must accept Commonwealth of Massachusetts Terms and Conditions. Invoices must exclude sales tax, and payment is processed within 45 days via Electronic Funds Transfer following event conclusion.