1
Agricultural Food Safety
Improvement Program (AFSIP)
Fiscal Year 2020
(July 1, 2019 to June 30, 2020)
Request for Response (RFR): RFR File: AGR-AFSIP-FY20
For the implementation of agricultural practices
that prevent or reduce on-farm food safety risks for
produce operations
Responses must be postmarked by
Friday, May 31st, 2019
Contact: Laura J. Maul
Telephone: (617) 626-1739
E-Mail: laura.maul@mass.gov
Massachusetts Department of Agricultural Resources
251 Causeway Street, Suite 500
Boston, MA 02114
Division of Agricultural Conservation & Technical Assistance
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Contents of Request for Response
Description of Agricultural Food Safety Improvement Program Request for Response page
1. Grant Opportunity Summary
3
2. Eligible Projects
4
3. Applicants
a. Eligible Applicants
4
b. Size of Operation
4
c. Leased Property
5
d. Permits
5
e. Locator Maps
5
f. Previously Funded Applicants
5
g. Applicants with an Agricultural Preservation Restriction (APR)
5
4. Proposals
a. Eligible Proposals
5
b. Ineligible Proposals
5-6
5. Funding Availability, Budgeting Guidelines, and Allowable Expenditures
a. Maximum Funding
6
b. Appropriation
6
c. Match
6
6. Project Terms
a. Terms
6
b. Agricultural Preservation Restriction (APR) Terms
6
c. Review Process
7
d. Duration of Contract
7
7. Deliverables, Ownership, and Credit Due
a. Installation Standards & Permits
7
b. Reporting
7
c. Invoicing
7
8. Instruction for Application Submissions
a. Application Submission Instructions
8
b. Additional Required Documentation
8
c. Evaluation Criteria
9
9. Deadlines and Procurement Calendar
10
10. Miscellaneous
10
Attachment A: AFSIP Program Response Form (Fiscal Year 2020)
1.-7. Application Details 11-16
Attachment B: RFR Required Specifications
Attachment B
RFR Required Specifications
17-22
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1. GRANT OPPORTUNITY SUMMARY
Executive Office of Energy & Environmental Affairs
Matthew A. Beaton, Secretary
Grant Announcement
RFR ID: RFR-AFSIP-FY20
Dated: 04-03-19
Agricultural Food Safety Improvement Program (AFSIP)
Proposals Sought For:
Reimbursement grants provided directly to agricultural produce operations to
implement eligible upgrades that help prevent or reduce a food safety risk.
Overview & Goals
To increase competitive market access by meeting buyer demands for
demonstrated practices that work towards protecting public health and food safety
on produce farms in the Commonwealth.
Eligible Projects
Practices that help prevent or reduce on-farm food safety risks for produce
operations (See further detail on eligible projects in section 2).
Eligible Applicants
Produce operations engaged in production agriculture for commercial purposes as
defined by Massachusetts law (See further detail on eligible applicants in section
3A).
Application Deadline
Postmarked by Friday, May 31
st
, 2019.
(See further detail on deadlines and grant program calendar in section9).
Funding Availability
Maximum funding per applicant is 75% of total project costs up to $25,000.
(See further detail on Funding Availability in section5)
Match Requirement
Minimum of 25% of total project costs including materials and contracted labor.
(See further detail on the Match Requirement in section5C).
Duration of Contract
July 1, 2019 to June 30, 2020 with no extensions.
(See further detail on anticipated duration of contracts in section6D).
Contact Information
Laura Maul(617) 626-1739, Laura.Maul@mass.gov
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2. ELIGIBLE PROJECTS
Priority projects are listed below. Projects that still meet AFSIP goals but are not listed below will be considered in
the review process.
Sector Priority Projects
Produce
Hand-washing sinks (mobile or stationary)
Water systems, delivery, treatment devices, processing and washing equipment
Portable restrooms
Crop production equipment to reduce food safety risks
Packing shed walls, ceilings, and light fixtures
Drainage systems for coolers and packing sheds
Wildlife fencing; Pest deterrent
Refrigeration/Cooling Equipment
Maximum Funding Per Applicant
$25,000.00
3. APPLICANTS
3A. Eligible Applicants
Produce operations as defined by M.G.L. c. 128, Sec.1a that are principally and substantially engaged in the
business of production agriculture or farming for commercial purposes and:
Are legally recognized entities within the Commonwealth and have the ability to enter a legally binding
agreement with the Commonwealth;
Awards are limited to one per agricultural operation using a unique tax identification number per round of
funding;
Priority will be given to applicants who are established in commercial agriculture and whose primary source of
income is derived from the agricultural operation;
Have demonstrated the capacity to implement and administer projects and programs as defined in the
responsive proposals to this RFR; and
Demonstrate evidence of match of dollars to the funding requested by the responsive proposal to this RFR.
Are not otherwise deemed ineligible under section 4B.
3B. Size of Operation
There is no minimum acreage requirement. Projects that demonstrate providing the most state benefits per grant
dollar are more likely to receive funding.
Applicants that grow produce under the Produce Safety Rule (PSR) with an average annual value of produce
sold over the previous three (3) year period of $25,000 or more will receive additional points in the ranking.
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3C. Leased Property
If the proposed project is on a property not owned by the applicant, a leases agreement must demonstrate a long-
term, legal right to use the property by the applicant. This typically means a lease agreement for not less than three
(3) years. The proposed project must also be allowed under the terms of the lease agreement. The Department may
request a copy of the lease agreement as part of its review.
3D. Permits
Proposals which are favorably reviewed and awarded a contract must apply for and receive all required permits,
licenses, and any other federal, state, or local approvals necessary for the project prior to any reimbursement from
the Department.
3E. Locator Maps
Proposals should include a map or aerial photo with the property boundaries drawn and the exact location of the
project described in the application. Maps are available on-line, or can be prepared by your USDA-NRCS field office.
Maps and photos provided by USDA-NRCS are a free service provided to farmers. Responders should plan on
contacting NRCS as soon as possible as it may take several weeks before you receive any map or photo. If you
already have an up-to-date NRCS Farm Conservation Plan, you may submit copies of maps and aerial photos from
the plan.
3F. Previously Funded Applicants
Proposals from individuals/operations that have been previously funded by the Department under AFSIP will be
considered a lower priority for funding, but are still eligible to apply.
3G. Applicants with an Agricultural Preservation Restriction (APR)
APR applicants must obtain, or be in the advanced stages of receiving, all approvals required under their APR and
must be in compliance with the terms of the APR or resolve any outstanding compliance or legal issues with MDAR
prior to submitting their proposal.
4. PROPOSALS
4A. Eligible Proposals
Proposals must meet the minimum requirements listed below in order to be considered for funding.
Food Safety projects that support produce operations and activities defined by M.G.L. c. 128, Sec. 1A, unless
otherwise ineligible under Section 4B.
4B. Ineligible Proposals
Proposals from applicants whose operation is out of compliance with any federal, state, or local laws or
regulations.
Proposals from applicants who are not engaged in commercial agriculture.
Proposals for feasibility studies, audits, composting toilets, single use containers, or vehicles.
Proposals for salaries, trainings, and educational materials relating to agricultural farm food safety practices.
Non-labor costs (e.g. management) and fees associated with project oversite and administration costs are not
eligible for reimbursement.
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Proposals for used equipment and/or materials.
Labor contributed by the operation towards the proposed practice is not an eligible reimbursement cost.
Proposals from applicants failing to meet requirements of previous or existing MDAR Standard Contracts,
including but not limited to, licenses, permits, certificates of approval, certificates of completion, including APR
and/or assistance programs or from applicants with poor past contract performance as determined by MDAR.
All projects involving marijuana shall not be eligible for funding from the Department at this time.
Proposals for projects that have already started work or have been completed for which the applicant seeks
reimbursement.
All projects involving marijuana shall not be eligible for funding from MDAR at this time.
5. FUNDING AVAILIABILITY, BUDGETING GUIDELINES, &
ALLOWABLE EXPENDITURES
5A. Maximum Funding
Each applicant must submit a proposal and budget requesting not more than $25,000 in AFSIP grant funding. If
grant funding is available, the Department may increase the maximum threshold at its discretion.
MDAR reserves the right to offer an award amount different than the amount requested.
5B. Appropriation
All contracts shall be subject to available funding, whether through the appropriation and authorization of sufficient
funds or the receipt of sufficient revenues. If available funding ceases for any reason, a contract shall be deemed
under suspension and contract performance must halt. A contractor will not be entitled to compensation for any
performance provided during the period of contract suspension. MDAR may lift the suspension if available funding is
received. In the absence of foreseeable available funding, MDAR may terminate the contract.
5C. Match
Applicants are requirement to contribute a minimum of 25% of the total costs of the project.
6. PROJECT TERMS
6A. Terms
If awarded, all projects will be required to execute and abide by the standard Commonwealth of Massachusetts
Terms and Conditions. In addition, all final contracts are subject to successful negotiation of a Final Scope of
Services. No project may commence until a contract has been executed by all parties.
6B. Agricultural Preservation Restriction (APR)
If applicable, applicant must obtain all approvals required under their APR. A grant award DOES NOT guarantee an
APR Certificate of Approval (COA). Applicant must be in compliance with the terms of their APR or resolve any
outstanding compliance issues with the Department prior to contract signature.
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6C. Review Process
MDAR cannot assist in the preparation of grant applications. In order to maintain integrity of the competitive grant
process, MDAR is unable to advise and/or provide individuals with any information regarding specific applications
during the solicitation process.
There will be two steps of review following the grant application period.
Step I: An initial review to evaluate eligibility and completeness to determine if all required grant score based on the
criteria listed in Evaluation Criteria, Section 8C.
Step II: All projects which are favorably reviewed in Phase I may require a field visit prior to final award
determinations being made. A favorable initial evaluation and field visit DOES NOT guarantee funding for a proposed
project. The purposes of the field visit are as follows:
To verify the information that is presented in the proposal;
View the agricultural operation and assess the project request;
Verify that the operation is engaged in commercial agriculture;
Determine the appropriateness of the practice proposed for the farm;
Confirm the ability to implement and maintain the practice;
To explore other items deemed necessary, and
Develop a basis for future ‘before and after’ comparisons.
MDAR staff may modify the scope of the proposed project to more effectively achieve program goals.
6D. Duration of Contracts
All projects must be completed by June 30, 2020 with no options for extensions.
7. DELIVERABLES, OWNERSHIP, AND CREDIT DUE
7A. Installation Standards & Permits
The funded contractual activity will be evaluated prior to full reimbursement. Work will be evaluated for
satisfactory completion and compliance to standards. Spot inspections may be conducted at the Department’s
discretion on all work for the life of the project. Only work that satisfies the terms and conditions for this RFR,
contract, and any other instructions by the Department shall be eligible for reimbursement.
Proposals which are favorably reviewed and awarded a contract must apply for and receive all required permits,
licenses, and any other federal, state, or local approvals necessary for the project prior to any reimbursement
from the Department.
7B. Reporting
There are no written reporting requirements; however, the Department will periodically check on the progress of
awarded projects to ensure they will meet completion deadlines.
7C. Invoicing
Disbursement of funds under this RFR will be done on a reimbursement basis and will require that acceptable
documentation be submitted to the Department prior to any payment. Only expenses incurred during the
period of the contract are eligible for reimbursement. Any incurred project costs that occur prior to an
executed contract are NOT eligible for reimbursement from the Department.
Satisfactory documentation in the form of cancelled checks, receipts, invoices, etc. for costs associated with
approved projects must be submitted to MDAR and approved prior to reimbursement.
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8. INSTRUCTIONS FOR APPLICATION SUBMISSIONS
8A. Application Submission Instructions
A proposal form is attached and must be completed and mailed/delivered to Agricultural Resources by the response
date deadline. Applications that are either sent by fax or electronically will NOT be accepted for consideration. Please
do not staple or put the application in a binder.
Applications must be postmarked by Friday, May 31
st
, 2019.
All materials must be sent to the attention of:
Laura J. Maul
Program Coordinator
Department of Agricultural Resources, Suite 500
251 Causeway Street, Boston, MA 02114
Special Note:
All State agencies are subject to 815 CMR 2.00, State Grants, Federal Grants Awards, Federal Sub-grants and
Subsidies as well as the Office of the Comptroller’s policy on State Grants, Federal Sub-Grants, and Subsidies.
Departments must use COMMBUYS to publicly post the availability of a discretionary Grant or Grant Program and
publish the results of the grantee selections. Use of COMMBUYS to receive electronic quotes for grant opportunities
is optional; however, state agencies are encouraged to require grantees to register and submit quotes (applications)
through COMMBUYS, which provides a central repository for receipt of electronic applications. As more grantees use
COMMBUYS to identify grant opportunities, they will have a single location to apply for grants from multiple state
agencies, resulting in efficiencies for both the grantees and the state agencies.
For more information regarding the benefits of registering in COMMBUYS, you may go
to COMMBUYS support pages.
8B. Additional Required Documentation
If selected, the Respondent will be required to submit the following forms to complete the contract:
Commonwealth Standard Contract Form, filled out and signed by the Respondent
Scope and Budget Form
Commonwealth Terms and Conditions filled out by and signed by the Respondent (if not already on file)
Commonwealth W-9 tax information form filled out and signed by the Respondent (if not already on file)
Completed Contractor Authorized Signature Verification Form
Completed Electronic Funds Transfer Form
These forms do not need to be completed as part of the response. Assistance to complete these forms will be
provided to Respondents selected to participate in the Program. These forms are available for review at
www.mass.gov/osd
or by request.
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8C. Evaluation Criteria
Project application is in compliance with the submission requirements and format presentation for this RFR.
Applicants that grow produce under the Produce Safety Rule (PSR) with an average annual value of produce
sold over the previous three (3) year period of $25,000 or more will receive additional points in the ranking
For a list of produce that is NOT a raw agricultural commodity under the PSR, please see:
www.fda.gov/Food/GuidanceRegulation/FSMA/ucm334114.htm#exemptions
Project is for a produce operation engaged in commercial agriculture with direct farming practices and primary
source of income is derived from their operation.
Applicant has been audited/inspected under Commonwealth Quality Program (CQP).
Project will directly address fixing a concern identified by CQP Produce Safety Staff.
Produce operation has a written food safety plan that can be verified upon request.
Operation demonstrates that an active supervisor or responsible party has completed a Produce Safety Alliance
(PSA) grower training course.
Project has adequate supporting documentation in the form of quotes and maps.
Project has an adequate implementation schedule.
Applicant has adequately identified any contingencies and permit needs.
Applicant has demonstrated adequate project economics including match requirements.
Project demonstrates an increase to competitive market access by meeting buyer demands.
Project directly addresses a food safety concern and demonstrates and immediate potential to minimize the risk
of contamination by the implementation of the proposed project.
All proposals being considered for funding will require a site visit. Information gathered during the site visit can be
used as evaluation criteria for funding. The Department reserves the right to fund only proposals that received
an initial favorable review and a satisfactory site visit verifying proposal details.
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9. DEADLINES & PROCUREMENT CALENDAR
Release of RFR 04-03-2019
Application Due Date Postmarked by Friday, May 31
st
, 2019
Estimated Award Date
October 2019
Estimated Contract Start Date
October 2019. Notwithstanding any verbal representations by the parties, or
an earlier start date listed in the Standard Contract Form, and only after an
award is issued and a final scope of services has been negotiated, the
effective start date of a contract shall be the latest of the following dates: the
date the Standard Contract Form has been executed by an authorized
signatory of the contractor and the procuring department; the date of
secretariat or other approval(s) required by law or regulation; or a later date
specified in the Standard Contract Form.
10. MISCELLANEOUS
Type of Procurement
Grant
Use of This Procurement by
Single or Multiple Departments
This RFR is a single department procurement. All contracts awarded under
this RFR will be utilized by MDAR.
Request for Single or Multiple
Contractors
Multiple
RFR Distribution Method
This RFR has been distributed by the Department’s Farm and Market
Newsletter, posted to the program’s website at www.mass.gov/agr, and by a
distribution list of requested applicants.
This RFR has been distributed electronically via CommBuys. It is the
responsibility of every Applicant to check CommBuys for any addenda or
modifications to an RFR to which they intend to respond. The
Commonwealth of Massachusetts and its subdivisions accept no liability and
will provide no accommodations to Applicants who fail to check for amended
RFRs and submit inadequate or incorrect responses. Potential
Respondents are advised to check the “last change” field on the summary
page of RFRs for which they intend to submit a response to ensure they
have the most recent RFR files.
Respondents may not alter RFR language or any RFR component files.
Those submitting a proposal must respond in accordance to the RFR
directions and complete only those sections that prompt a Respondent for a
response. Modifications to the body of this RFR, specifications, terms and
conditions, or which change the intent of this RFR are prohibited. Any
unauthorized alterations will disqualify response.
List of Attachments
A. Application Form
B. RFR Required Specifications
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AGRICULTURAL FOOD SAFETY IMPROVEMENT PROGRAM
GRANT RESPONSE FORM (FY 2020)
1. Agricultural Operation Information
Applicant Name:
Operation Name:
Legal Structure:
Sole Proprietor Corporation Partnership LLC Other ______________
Mailing Address:
City, State, Zip:
Home Phone:
Mobile Phone:
E-Mail:
Site Address
Site City, State, Zip
County
Is the property rented or leased?
Who is the owner of the property?
What year does the lease end?
Do you have the lease in writing?
I am a produce farmer as identified in Massachusetts General Laws Chapter 128. Sec. 1A: Yes No
How many years have you been farming on this property?
Do you anticipate any major modifications on your farm within the next five years? Yes No
If yes, please check the
appropriate box(es)
Business Structure
Retirement
Operation Type
Sale
Expansion Diversification
Subdivide
Farm Purpose
Primary Enterprise Secondary Enterprise
Estimated Annual
Sales
$0 - $24,999 $25,000 - $249,999 $250,000 - $499,999 $500,000 +
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2. Agricultural Operation Details
Has a supervisor or responsible party for your farm attended the Produce Safety
Alliance (PSA)
grower training course?
If so, what was the date of the course?
Yes No
Does your farm have a written food safety plan?
Yes No
Do you buy produce from another farm?
Yes No
How is your produce marketed? Wholesale Direct Market Both
Activity Type(s): Growing Harvesting Packing Holding Processing Other
For the commodities grown above were your average sales over the past three
years $25,000 or more?
Yes No
Please check all commodities your operation grows:
Apples
Apricots
Apriums
Artichoke
Basil
Blackberries
Blueberries
Bok Choy
Boysenberries
Fava Beans
Broccoli
Brussel Sprouts
Burdock
Chinese Cabbage
Cabbages
Cantaloupes
Carrots
Cauliflower
Celeriac
Celery
Sweet cherries
Chestnuts
Chicory
Chives
Cilantro
Cucumber
Berry currant
Endive
Dandelion
Spring salad mix
Garlic
Gooseberries
Grapes
Green beans
Honeydew
Huckleberries
Kale
Leek
Lettuce
Marjoram
Melon
Mulberries
Microgreens
Mung beans
Sprouts
Mushroom
Mustard greens
Nectarine
Onions
Oregano
Parsley
Parsnips
Peas/snow peas
Peaches
Pears
Sweet peppers
Hot peppers
Plums
Quince
Radicchio
Radish
Raspberries
Rhubarb
Rosemary
Rutabaga
Turnips
Sage
Scallions
Shallot
Spinach
Sprouts
Strawberries
Summer squash
Swiss chard
Thyme
Tomatoes
Turnip greens
Walnuts
Watercress
Watermelon
Please list any other fruits and vegetables
you grow that are not listed above:
Please list any livestock types and numbers
on the operation:
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3. Involvement with Department Programs
My operation has an agricultural preservation restriction (APR) Yes No
This project will be implemented on APR Restricted Land Yes No
This project will require a Certificate of Approval (COA) from the APR Program Yes No
Year the APR was recorded
Name on the APR Restriction
My operation has been accepted into or completed other MDAR funding programs: Yes No
ACRE AEEP AFSIP AIP FVEP MEGA SARA Other ________________________
My operation has received an audit/inspection from the Commonwealth Quality Program (CQP)? Yes No
Date:
4. Project Details
Project Title: Concisely describe
the project in 15 words or less
Is this proposed project the result of a concern identified by Commonwealth
Quality Program (CQP) Produce Safety Staff?
Yes No
4A. Overview of Business:
Please provide a basic description of your business, including a brief history, crops grown, ownership and
management, and markets sold to. If you are in CQP, please state when you joined or if you are planning to join.
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4B. Proposed Project Description:
Please describe the proposed investment (project) for which you are seeking funding and how the project will
improve your food safety system. If the project is associated with a third party audit, please describe how this
project will comply with the issue raised during the audit.
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4C. Proposed Project Outcomes:
Please explain how the proposed investment will allow you to improve your market access and maintain or create
jobs. Please also include information on projected financial returns to your business, and how this investment will
help your business to retain markets and become more profitable.
4D. Contingencies & Permits:
Provide a list of any other applications upon which your project is contingent (i.e. other grants or bank loans).
Please list any state, local, or federal permits or approvals that will be necessary for you to implement this project
and their status.
4E. Timeline:
Provide a project schedule. Assuming successful funding, when do you expect to complete this project?
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5. Budget:
AFSIP may reimburse applicants up to 75% of total project costs up to $25,000. A minimum contribution of 25%
towards the total project costs must come from the applicant. The Department has the option to negotiate the
budget before entering into a contract with the applicant. Preliminary budgets are acceptable for the evaluation
process but upon request applicants must receive quotes from vendors or contractors before a contract will be
given. The Department will decide if an applicant has adequately addressed this requirement. Applicants who
provide quotes from a vendor or contractor with their application will receive a higher evaluation.
Project Description Qty.
Estimated
Hours Hourly Rate Total
Total Project Costs $
Applicant’s Contribution Towards Project (minimum 25%)
Eligible Project Costs (75% of Total Project Costs up to $25,000) $ __________
6. Amount Requested:
Please state your requested AFSIP funding request. MDAR has the option to negotiate the requested
amount before entering into a contract with the applicant.
Total Cost Requested For Funding Through
AFSIP Grant:
$
7. Attestation:
By signing this application, you attest all statements herein are accurate and true. By signing this
application, you give permission to have a site visit by MDAR staff which may be necessary before a
funding decision is made. All site visits will be arranged with you in advance.
Signature
Date
Print Name
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Attachment B
RFR - Required Specifications
Issue Date: March 24, 2015
In general, most of the required contractual stipulations are referenced in the Standard Contract Form and
Instructions and the Commonwealth Terms and Conditions (either version). However, the following RFR
provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00:
The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance,
Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into
this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00,
if applicable). Additional definitions may also be identified in this RFR. Other terms not defined elsewhere
in this document may be defined in OSD’s Glossary of Terms
. Unless otherwise specified in this RFR, all
communications, responses, and documentation must be in English, all measurements must be provided
in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be
submitted in accordance with the specific terms of this RFR.
Items with the text, " Required for POS Only" specify a requirement for Purchase of Service (POS) human
and social services procured under 801 CMR 21.00, Procurement of Commodities or Services, Including
Human and Social Services and 808 CMR 1.00, Compliance, Reporting and Auditing for Human and Social
Service.
COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly
accessible at no charge at www.commbuys.com. Information contained in this document and in
COMMBUYS, including file attachments, and information contained in the related Bid Questions and
Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into
the Bid and any resulting contract.
Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A
supports Bidder submission of written questions associated with a Bid and publication of official answers.
It is each Bidder’s responsibility to check COMMBUYS for:
Any amendments, addenda or modifications to this Bid, and
Any Bid Q&A records related to this Bid.
The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a
Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.
COMMBUYS Subscription. Bidders may elect to obtain a free COMMBUYS Seller subscription which
provides value-added features, including automated email notification associated with postings and
modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and
maintain an active COMMBUYS Seller subscription account.
All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously
referred to as Solicitation) agree that, if awarded a contract: (1) they will maintain an active seller account
in COMMBUYS; (2) they will, when directed to do so by the procuring entity, activate and maintain a
COMMBUYS-enabled catalog using Commonwealth Commodity Codes; (3) they will comply with all
requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of
purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is
activated; (4) Bidder understands and acknowledges that all references to the Comm-PASS website or
related requirements throughout this RFR, shall be superseded by comparable requirements pertaining to
the COMMBUYS website; and (6) in the event the Commonwealth adopts an alternate market center
system, successful Bidders will be required to utilize such system, as directed by the procuring entity.
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Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code
(UNSPSC).
The COMMBUYS system introduces new terminology, which bidders must be familiar with in order to
conduct business with the Commonwealth. To view this terminology and to learn more about the
COMMBUYS system, please visit the COMMBUYS Resource Center
.
Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes
them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple
responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.
Quote Content. Bid specifications for delivery, shipping, billing and payment will prevail over any proposed
Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.
Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the
award of state contracts in a manner that develops and strengthens Minority and Women Business
Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are
strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or
other type of business partnerships. Similarly, Executive Order 546 established the Service-Disabled
Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses
owned and controlled by service-disabled veterans in all areas of state procurement and contracting,
thereby including them in the SDP. All bidders must follow the requirements set forth in the SDP section of
the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs
and/or SDVOBEs. Bidders are required to develop creative initiatives to help foster new business
relationships with M/WBEs and/or SDVOBEs within the primary industries affected by this RFR. In order to
satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier
Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or
more of the total evaluation. Once an SDP commitment, expressed as a percentage of contract revenues,
is approved, the agency will then monitor the contractor’s performance, and use actual expenditures with
SDO certified M/WBE contractors and the Center for Veterans Enterprise certified SDVOBEs to fulfill their
own SDP expenditure benchmarks. M/WBE and SDVOBE participation must be incorporated into and
monitored for all types of procurements regardless of size; however, submission of an SDP Plan is
mandated only for large procurements over $150,000.
Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the
deadlines noted below in order to meet the mandatory participation requirements of the SDP:
SDP Plan Form #/Name
Submitted By
When Submitted
SDP Plan Form #1 SDP Plan
Commitment
All Bidders
With Bid Response
SDP Plan Form #2 Declaration
of SDP Partners
Newly Awarded
Contractors
Within 30 days of contract
execution
SDP Plan Form #3 SDP
Spending Report
Contractors
Within 45 days of the end of
each quarter
Supplier Diversity Program (SDP) Resources:
Resources available to assist Prime Bidders in finding potential Minority Business Enterprises
(MBE) and Women Business Enterprises (WBE) partners can be found at: www.mass.gov/sdp
Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-
Owned Business Enterprise (SDVOBE) partners can be found on the Operational Services
Division’s SDO webpage at: www.mass.gov/sdo
The Operational Services Division’s Supplier Diversity Program offers training on the SDP Plan
requirements. The dates of upcoming trainings can be found at: http://www.mass.gov/anf/budget-
taxes-and-procurement/procurement-info-and-res/osd-events-and-training/osd-training-and-
outreach.html In addition, the SDP Webinar can be located on the SDP website at
www.mass.gov/SDP
.
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Supplier Diversity Program Subcontracting Policies. In addition to the Subcontracting Policies (See
Subcontracting Policies section below and see Section 9, Subcontracting By Contractor, in the
Commonwealth Terms and Conditions) that apply to all subcontracted services, agencies may define
specific required deliverables for a contractor’s SDP Plan, including, but not limited to, documentation
necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned
Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBE)
for the purpose of monitoring and enforcing commitments made in a contractor’s Supplier Diversity Program
(SDP) Plan.
Agricultural Products Preference (only applicable if this is a procurement for Agricultural Products) - Chapter
123 of the Acts of 2006 directs the State Purchasing Agent to grant a preference to products of agriculture
grown or produced using locally grown products. Such locally grown or produced products shall be
purchased unless the price of the goods exceeds the price of products of agriculture from outside the
Commonwealth by more than 10%. For purposes of this preference, products of agriculture are defined to
include any agricultural, aquacultural, floricultural or horticultural commodities, the growing and harvesting
of forest products, the raising of livestock, including horses, raising of domesticated animals, bees, fur-
bearing animals and any forestry or lumbering operations.
Best Value Selection and Negotiation. The Strategic Sourcing Team or SST (formerly referred to as
Procurement Management Team or PMT) may select the response(s) which demonstrates the best value
overall, including proposed alternatives that will achieve the procurement goals of the department. The SST
and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or
cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower
costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s
original response.
Bidder Communication. Bidders are prohibited from communicating directly with any employee of the
procuring department or any member of the SST regarding this RFR except as specified in this RFR, and
no other individual Commonwealth employee or representative is authorized to provide any information or
respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this
RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments
electronically through COMMBUYS.
Contract Expansion. If additional funds become available during the contract duration period, the
department reserves the right to increase the maximum obligation to some or all contracts executed as a
result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject
to available funding, satisfactory contract performance and service or commodity need.
Costs. Costs which are not specifically identified in the bidder’s response, and accepted by a department
as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The
Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this
RFR.
Debriefing. Required for POS Only. This is an optional specification for non-POS RFRs. Non-successful
bidders may request a debriefing from the department that issued the RFR. Department debriefing
procedures may be found in the RFR. Non-successful POS bidders aggrieved by the decision of a
department must participate in a debriefing as a prerequisite to an administrative appeal.
Debriefing/Appeals: Administrative Appeals to Departments. Required for POS Only. Not applicable to
non-POS bidders. Non-successful bidders who participate in the debriefing process and remain aggrieved
with the decision of the department may appeal that decision to the department head. Department appeal
procedures may be found in the RFR.
Debriefing/Appeals: Administrative Appeals to OSD. Required for POS Only. Not applicable to non-POS
bidders. Non-successful bidders who participate in the department appeal process and remain aggrieved
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by the selection decision of the department may appeal the department decision to the Operational Services
Division. The basis for an appeal to OSD is limited to the following grounds:
1) The competitive procurement conducted by the department failed to comply with applicable
regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any
successor regulations, the policies in the OSD Procurement Information Center, subsequent policies
and procedures issued by OSD and the specifications of the RFR; or
There was a fundamental unfairness in the procurement process. The allegation of unfairness or
bias is one that is easier to allege than prove, consequently, the burden of proof rests with the bidder
to provide sufficient and specific evidence in support of its claim. OSD will presume that departments
conducted a fair procurement absent documentation to the contrary.
Requests for an appeal must be sent to the attention of the Operational Services Division, Legal, Policy
and Compliance Office, Room 1017, One Ashburton Place, Boston, MA 02108 and be received within
fourteen (14) calendar days of the postmark of the notice of the department head’s decision on appeal.
Appeal requests must specify in sufficient detail the basis for the appeal. Sufficient detail requires a
description of the published policy or procedure which was applied and forms the basis for the appeal and
presentation of all information that supports the claim under paragraphs 1 or 2 above. OSD reserves the
right to reject appeal requests based on grounds other than those stated above or those submitted without
sufficient detail on the basis for the appeal.
The decision of the Operational Services Division shall be rendered, in writing, setting forth the grounds for
the decision within sixty (60) calendar days of receipt of the appeal request. Pending appeals to the
Operational Services Division shall not prohibit the department from proceeding with executing contracts.
Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of
the prospective bidder and awarded contractor to keep current on COMMBUYS the email address of the
bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email
inbox for communications from the SST, including requests for clarification. The SST and the
Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email
address is not current, or if technical problems, including those with the prospective bidder’s/awarded
contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from
the prospective bidder/awarded contractor and the SST to be lost or rejected by any means including email
or spam filtering.
Electronic Funds Transfer (EFT). All bidders responding to this RFR must agree to participate in the
Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can
provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the
Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both
parties the cost of processing checks. Contractors are able to track and verify payments made electronically
through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the
OSD Forms
page (www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site
(www.mass.gov/osc). Click on MASSfinance.
Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract
requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this
department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already
enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds
Payment Form contains banking information, this form, and all information contained on this form, shall not
be considered a public record and shall not be subject to public disclosure through a public records request.
The requirement to use EFT may be waived by the SST on a case-by-case basis if participation in the
program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a
hardship or unduly burdensome, the specific reason must be documented in its response. The SST will
consider such requests on a case-by-case basis and communicate the findings with the bidder.
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Environmental Response Submission Compliance. In the event that paper submissions are required and
in an effort to promote greater use of recycled and environmentally preferable products and minimize waste,
all required paper responses that are submitted should comply with the following guidelines:
All copies should be printed double sided.
All submittals and copies should be printed on recycled paper with a minimum post-consumer
content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as
kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included
with the response.
Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-
recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and
GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable.
Bidders should submit materials in a format which allows for easy removal and recycling of paper
materials.
Bidders are encouraged to use other products which contain recycled content in their response
documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes,
envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are
made with recycled materials.
Unnecessary samples, attachments or documents not specifically asked for should not be
submitted.
Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State
Agencies. Food purchased and served by state agencies must be in compliance with Executive Order 509,
issued in January 2009. Under this Executive Order, all contracts resulting from procurements posted after
July 1, 2009 that involve the purchase and provision of food must comply with nutrition guidelines
established by the Department of Public Health (DPH). The nutrition guidelines are available at the
Department’s website:
Executive Order # 509 Guidance.
Filing Requirements. Required for POS Only. Not applicable to non-POS bidders. Successful bidders must
have filed their Uniform Financial Statements and Independent Auditor's Report (UFR), as required for
current contractors, with the Operational Services Division via the Internet using the UFR eFiling application
for the most recently completed fiscal year before a contract can be executed and services may begin.
Other contractor qualification/risk management reporting requirements and non-filing consequences
promulgated by secretariats or departments pursuant to 808 CMR 1.04(3) may also apply. In the event
immediate services are required by a department, a contract may be executed and services may begin with
the approval of OSD and the appropriate secretariat. However, unless authorized by OSD and the
appropriate secretariat, the contractor will not be paid for any such services rendered until the UFR has
been filed.
HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the
definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
will include in the RFR and resulting contract sufficient language establishing the successful bidder’s
contractual obligations, if any, that the department will require in order for the department to comply with
HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164)
(the Privacy and Security Rules). For example, if the department determines that the successful bidder is
a business associate performing functions or activities involving protected health information, as such terms
are used in the Privacy and Security Rules, then the department will include in the RFR and resulting
contract a sufficient description of business associate’s contractual obligations regarding the privacy and
security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not
limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that
reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health
information (in whatever form it is maintained or used, including verbal communications); provide individuals
access to their records; and strictly limit use and disclosure of the protected health information for only
those purposes approved by the department. Further, the department reserves the right to add any
requirement during the course of the contract that it determines it must include in the contract in order for
22
the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for
any further HIPAA details, if applicable.
Minimum Quote (Bid Response) Duration. Bidders Quotes made in response to this Bid must remain in
effect for at least 90 days from the date of quote submission.
Prompt Payment Discounts (PPD). All bidders responding to this procurement must agree to offer discounts
through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early
and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome.
PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow
as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic
Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus
eliminating the impact of check clearance policies and traditional mail lead time or delays. The
Commonwealth benefits because contractors reduce the cost of products and services through the applied
discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s
Vendor Web system. The PPD form can be found as an attachment for this Bid on
COMMBUYS.
Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal,
unless otherwise specified by the SST. The SST will review, negotiate or reject the offering as deemed in the
best interest of the Commonwealth.
The requirement to use PPD offerings may be waived by the SST on a case-by-case basis if participation in
the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a
hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.
Provider Data Management. Required for POS Only. Not applicable to non-POS bidders. The Executive
Office of Health and Human Services (EOHHS) has established a Provider Data Management (PDM)
business service that is integrated into the Virtual Gateway. PDM is accessible by providers with current
POS contracts. Departments may require that bidders with current POS contracts submit certain RFR-
required documents through PDM. These documents have been specified in the RFR. When submitting
documents via PDM, bidders are required to print and sign a PDM Documentation Summary. PDM users
should verify that all information is accurate and current in PDM. Bidders are required to include the signed
PDM Documentation Summary in their RFR response.
Public Records. All responses and information submitted in response to this RFR are subject to the
Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in
submitted responses that are inconsistent with these statutes shall be disregarded.
Reasonable Accommodation. Bidders with disabilities or hardships that seek reasonable accommodation,
which may include the receipt of RFR information in an alternative format, must communicate such requests
in writing to the contact person. Requests for accommodation will be addressed on a case by case basis.
A bidder requesting accommodation must submit a written statement which describes the bidder’s disability
and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject
unreasonable requests.
Restriction on the Use of the Commonwealth Seal. Bidders and contractors are not allowed to display the
Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are
awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for
advertising or commercial purposes is prohibited by law.
Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the
contract. Contractors are responsible for the satisfactory performance and adequate oversight of its
subcontractors. Human and social service subcontractors are also required to meet the same state and
federal financial and program reporting requirements and are held to the same reimbursable cost standards
as contractors.