MDAR FY27 Departmental RFR- Conference Services

The Massachusetts Department of Agricultural Resources (MDAR) is establishing a Qualified Contractor List for conference services through a rolling Request for Response (RFR) on COMMBUYS, with submissions accepted from May 11, 2026 through May 1, 2034. The Massachusetts Small Business Purchasing Program (SBPP) preference applies to SBPP-registered businesses that meet best value criteria.

The scope encompasses meeting space, hotel accommodations, and related services including parking, WiFi, audio-visual equipment, seating configurations, catering, and room layouts. Vendors will be added to a contractor list for as-needed engagements; inclusion does not guarantee work assignments. MDAR will issue separate Requests for Quotes when specific conferences are needed.

The estimated annual contract value is under $250,000, classifying this as a small procurement not subject to Supplier Diversity Program financial commitment requirements. The contract will be effective July 1, 2026 through June 30, 2034 (eight-year initial term with no renewal options). The procurement is limited to use by MDAR and the State Reclamation and Mosquito Control Board only.

Vendors must submit the completed Application Response Form, a letter of interest, standard contract and terms and conditions, and the Prompt Pay Discount Form through COMMBUYS. All vendors must agree to Commonwealth of Massachusetts Terms and Conditions, which supersede vendor-provided terms. Invoices must exclude sales tax; payments are processed within 45 days via Electronic Funds Transfer.

Evaluation criteria include pricing, service area, years of experience, qualifications, prompt pay discounts, vendor capacity, and overall best value to the Commonwealth. No specific bid opening date applies; responses are accepted on a rolling basis. Technical support is available through the COMMBUYS Help Desk at 1-888-627-8283 or OSDhelpdesk@mass.gov.