Competitive Procurement Standards

All acquisitions of Commodities or Services, or both, must be competitively procured unless the acquisition qualifies as an exception under 801 CMR 21.05. A Procuring Department shall be responsible for conducting a Procurement for single ormultiple Contracts forCommodities orServices, or both, in accordance with 801 CMR 21.00 and policies and procedures issued by ANF, OSD and CTR. The policies and procedures shall address, but shall not be limited to, the following Procurement standards: (1) Procurement File. A Procuring Department shall maintain a paper or electronic Procurement file for each Procurement of Commodities or Services, or both. The file shallcontainthe original, copies or the file location of the RFR and data or other information relevant to the Procurement and selection of a Contractor, the executed Contract form(s), correspondence with the Contractor and any applicable approvals or justifications. (2) Duration. The duration of any Contract procured or executed under 801 CMR 21.00 shall include the initial duration of a Contract, either less than one fiscalyear, a single fiscal year or multiple fiscal years, and any options to renew beyond the initial duration of the Contract. The duration established for a Contract shall be the period determined by the Procuring Department to be reasonably necessary to obtain the required Commodities or Services, or both, at the Best Value for the Procuring Department and the State and shall be subject to Available Funding for the Contract, as follows: (a) The duration of any Contract funded with an annual operating appropriation (account type 01) account(s) is subject to the appropriation by the Legislature, in each fiscal year of the Contract, of sufficient funds for the purposes of the Contract. (b) The duration of any Contract funded with an annual retained revenue appropriation(account type 01) account(s) is subject to the appropriation by the Legislature, in each fiscal year of the Contract, and receipt of sufficient revenues for the purposes of the Contract. (c) The duration of any Contract funded with a trust account(s) (account type 03) is subject to the availability, or anticipated availability through authorized revenues, of sufficient funds for the purposes ofthe Contract. Payments are contingent upon the receipt of sufficient trust revenues to support payments under the Contract. (d) The duration of any Contract funded with a federal grant appropriation (account type 04) account(s) is subjectto approvalbythe federal government and appropriation by the Legislature, in each fiscal year of the Contract, of sufficient funds for the purposes of the Contract. (e) The initial duration of any Contract funded with a capital appropriation (account type 02) account(s) is limited to the fiscal years in which sufficient funds are appropriated by the Legislature for the purposes of the Contract, provided that any options to renew which extend beyond the original authorization of funding of the capital account(s) funding the Contract is subject to the extension, by the Legislature, of the authorization of funding or a separate appropriation, in each additional fiscal year of the Contract, with sufficient funds for the purposes of the Contract. (f) If the appropriation, authorization or Available Funding ceases for a Contract, for any reason, a Contract shall be deemed under Suspension and Contract performance must halt. A Contractor shall not be entitled to compensation for any performance provided duringthe period ofContract Suspension. A Department may lift the Suspension if Available Funding is received. In the absence of foreseeable Available Funding, a Department may terminate the Contract. (3) Scope of Contract Participants. A Procuring Department may draft a Request for Response (RFR) for specified Commodities or Services, or both, to include anoption for additional Departments to purchase under the same terms of the RFR and may require Bidders to provide Responses specifying their ability to provide the specifiedCommoditiesor Services, or both, to other Departments in addition to the Procuring Department and the rates that will be used for the additional business given to the Contractor. (4) Request for Responses (RFR). (a) An RFR shall be used to solicit and select Responses from qualified Bidders under a competitive Procurement. The goal of allRFRs shallbe to obtainthe Best Value of Commodities or Services, or both, for the State. An RFR may include attributes of any of the methods of competitive Procurement formerly referred to as a request for proposals, request for qualifications or quotes, invitation for bids or good business practices. (b) The Procuring Department shall draft an RFR which it deems appropriate, efficient and cost effective for the type ofProcurement required, inaccordance withpolicies and procedures issued by ANF, OSD and CTR. These policies and procedures may include total Contract value thresholds, minimum Procurement requirements and legal or regulatory restrictions, including limitations on the purchasing of certain types of restricted Commodities or Services or from certain restricted Bidders, and requirements and allowable preferences for purchasing of certaintypes of Commodities and Services. (c) An RFR shall include the Acquisition Method to be used; whether single or multiple Contractors are sought; whether additional Departments will have access to the Procurement as outlined in 801 CMR 21.06(3); the anticipated duration of the Contract including anticipated renewal options; the available funding or anticipated compensation for the Contract, if relevant; detailed specifications or the anticipated goals or outcomes to be accomplished by the Procurement; instructions for submission of Responses; and a deadline date for submission of Responses. (d) RFRs maybe used to establishcriteria which prospective Bidders must satisfy in order to be placed on a list of qualified Contractors. These criteria mayinclude, but are not limited to, technical expertise, experience, quality of performance, location, availabilityofCommodities and Services, rates, prices, catalogs of Commodities or Services, or both, orother criteria relevant to a particular Procurement. (e) Recycled and Environmentally Preferable Products and Services. OSD, in cooperation with relevant environmental departments, shall periodically establish policies and procedures that promote, to the greatest extent feasible, the statewide procurement and use of recycled products and environmentally preferable products and services (EPPs), and the reporting thereof, by Procuring Departments and Contractors. These policies and procedures shallinclude, but not be limited to, designating EPPs and establishing minimum standards specifications for their procurement and use. RFRs may provide for additionalpoints for any RFR Response in which a Bidder offers to provide EPPs as part of Contract performance, and for any RFR Reponse in whicha Bidder offers to utilize EPPs or implement environmentally preferable practices as part of the performance of its business. (f) Any Response to an RFR submitted by a Bidder shall be considered a firm offer and shall remain effective unconditionally for a minimumof90 days unless a longer period is specified in an RFR, or unless extended by the Department upon prior notice to Bidders. (5) Identification of Bidders or Public Notice. A Procuring Department shall be responsible for identifyingBidders capable and willing to provide the Procuring Department and the State withthe Best Value of Commodities or Services, or both. A Procuring Department shallidentify potential Bidders through public notice, newspaper or electronic advertisements or other methods identified by ANF or OSD as appropriate for a particular Procurement, or as required by law. (6) Procurement Amendments. A Procuring Department may, at any time prior to the execution of a Contract, and without penalty, amend a Procurement or change the Procurement requirements, scope, budget or Procurement schedule upon notice to Bidders. (7) Procurement Cancellation. A Procuring Department may for any reason, and at any time prior to the executionofa Contract, and without penalty, notify Bidders of a cancellation of a Procurement and the rejection of all Responses. (8) Corrections or Clarifications to a Submitted Response. A Procuring Department shall determine whether to allow a correction of minor informalities in a Response. Minor informalities are matters of form rather than substance and include clerical errors or minimal or insignificant mistakes that can be corrected without prejudice to other Bidders. A Procuring Department may, uponwrittenrequest of a Bidder, allow a correction of a minor informality in a Response which is clearly evident, such as a typographical error, transposition error or arithmetical error where the correct answer is obvious, or if the mistake is discovered by the Procuring Department, the Procuring Department may note the correction on the Response. If a Procuring Department requiresa clarification of any particular section of a Response the Department must provide all Bidders that submitted Responses with the same notice and opportunityfor clarification of the identified section in the Response. Clarificationsareexplanations of what is stated in a Response and may not be used as an opportunity to submit supplemental informationor a change to a Response, unless the Department specifically requests these submissions or changes as part of the clarification of all Responses. No correction or clarification of Response prices, terms and conditions or the submission of supplemental informationprejudicialto the interests of other Bidders or to fair competition shall be permitted. (9) References. A Procuring Department shall have the right to request references at any time during the Procurement process and at any time during the period of Contract performance. A Procuring Department may verify any references included in a Bidder's Response and conduct any other reference or credit checks as the Procuring Department deems appropriate. The Procuring Department mayconsider anywrittenreferences, including documentation of performance records of a Bidder on file at the Procuring Department or solicited from any other Department or entity, documentation of reference checks or other documentation solicited by or submitted to the Procuring Department during the Procurement process. (10) Disqualification. A Procuring Department shall disqualify any Response that the Department determines to be unresponsive, including, but not limited to: (a) Responses which are received after the deadline for submission specified in an RFR. (b) Responses that fail to meet, address or comply with material requirements in an RFR, including instructions for submission, content or format. (c) Responses which indicate collusion or unfair trade practices by one or more Bidders agreeing to act in a manner intended to avoid or frustrate any of the provisions of 801 CMR 21.00 or any other law or regulation. (d) Responses submitted by a Bidder, or which identify a subcontractor, currently subject to any State or federal debarment order or determination. If the identified subcontractor is replaceable without a material effect on the Bidder's Response, the Bidder may be given the opportunity to select another subcontractor prior to execution of the Contract. (11) Best and Final Offer, Evaluation of Responsesand Selection of Bidder(s). The following options shall be available to a Department even if these options have not been included as part of an RFR: (a) Best and Final Offer. At any time after submission of Responses and prior to the final selection of Bidders for Contract negotiation or execution, a Procuring Department shall have the option to provide Bidders with an opportunity to provide a Best and Final Offer and may limit the number of Bidders selected for this option. (b) Evaluation of Responses and Selection of Bidder(s). A Department shall have the authority to evaluate Reponses and select a Bidder(s) that itdetermines has offeredthe Best Value Response to the goals and performance requirements outlined in the RFR. (12) Notification of Selected Bidders. A Procuring Department shall determine thetimingand method of notifying Bidders of the Bidder(s) selected for Contract negotiation or the Contractor(s) that has executed a Contract. Notice may be limited to those Bidders who submitted Responses to an RFR. (13) Press Conferences or News Release Restrictions. No Bidder shall make any press conference, news releases or announcements concerning its selection or non-selection for a Contract prior to the Procuring Department's public release of said information or prior to the written approval of the Procuring Department. (14) Debriefing. An RFR may contain the opportunity for non-successful Bidders to request a debriefing to be conducted afterContractexecution with Selected Bidder(s). Debriefings are designed to identify the weak areas of a Bidder's Response and suggest improvements for future Procurements. Comparisons with other Responses will not be made during a debriefing. Ifan RFR is silent as to an opportunity for a debriefing, the Procuring Department shall have the option to grant or deny a debriefing and may limit the number of debriefings granted. (15) Dispute Resolution Procedures for Human and Social Service Procurements. OSD may issue policies and procedures for conducting debriefings and appeals for Human and Social Service Procurements. (16) Decisions made pursuant to the provisions of 801 CMR 21.00 are not subject to the provisions of M.G.L. c. 30A, §§ 10 and 11.