RFR 27-102 State Aid Review Facilitator

The Massachusetts Board of Library Commissioners is requesting responses for a State Aid Review Facilitator under RFR 27-102, with quote submissions due August 24, 2026 at 11:00 a.m. A Small Business Purchasing Program (SBPP) preference applies: SBPP-registered participants meeting best value criteria will be awarded the contract; non-SBPP bidders will be evaluated only if no SBPP participant meets evaluation standards.

The Facilitator will lead a comprehensive review of the State Aid to Public Libraries Program, including the Municipal Appropriation Requirement, MAR Waiver process, Materials Expenditure Requirement, Hours Open Requirement, and all other program aspects. Core deliverables include scheduling and conducting a minimum of six Committee meetings between August and November 2026, compiling notes and analysis from discussions, and reporting findings and recommendations to the Board. Bidders must hold either five years of administrative experience in a Massachusetts public library or documented experience consulting with at least three public libraries and/or state library agencies on strategic plans; all assigned staff must meet these qualifications.

The estimated contract value is $30,000 for a one-year term running January 1, 2027 through December 31, 2027, with no renewal options. The Commonwealth makes no guarantee regarding actual expenditures.

Evaluation is weighted as follows: narrative proposal addressing vendor qualifications and required services (40 points), cost proposal detailing all-inclusive pricing and administrative costs (20 points), and business references from at least three clients (40 points). The RFR targets one contractor award, though the Purchasing Department may award more or fewer contracts if in the Commonwealth's best interest.

Written questions are due August 3, 2026, with official answers published by August 5. The bid amendment deadline and online quote submission opening is August 10, 2026. Notification of the apparent successful bidder is estimated for August 31, 2026. All submissions must be made electronically through COMMBUYS. Bidders must agree to offer Commonwealth Prompt Payment Discount terms unless deemed unduly burdensome. The Commonwealth will issue payments via Electronic Funds Transfer within 45 calendar days of approved invoice receipt.