Certification Letter
A M/WBE Certification Letter from the Commonwealth’s Supplier Diversity Office (SDO) of the Operational Services Division (OSD) must be submitted with the Schedule of Participation and Letter of Intent.
Schedule of Participation (M/WBE Form 842)
The M/WBE Schedule of Participation forms 842 is used for projects that include only state funding.
The top portion of the form includes general information - the Bidder’s name (Prime Contractor’s) name, date of bid opening, MASSDOT project number (provided by MassDOT), and city or town of project location (provided by MassDOT).
The Main Section of the Schedule of Participation consists of a grid with five (5) columns - all applicable sections must be completed.
- Column 1: Name, address & phone number of each MBE/WBE
- Column 2 - Name of Activity: Define exact Scope of Work. Submitted MBE/WBE must be currently SDO-certified in the specific category of work proposed for participation
- Column 3 - Contractor Activity Amount: *Must be at minimum 50% of M/WBE participation goal. Valued at 100% in column (c)
- Column 4 - Other Resources Amount: Must not exceed 50% of the total activity amount. **Valued at 60% in column (c)
- Column 5 - Total Amount Eligible for Credit: Sum of column (a) valued at 100% & column (b) valued at 60%**
NOTE: Columns (a) and (c) should be individually totaled at the bottom of the grid and should, at minimum, amount to the established goal percentage based on total dollar amount. Attach additional sheets as necessary.
** On all contracts there is a “60% Rule” which is used to count the Prime Contractor’s expenditures with M/W/SDVBEs for materials or supplies toward participation goals. If the material suppliers are from a certified M/W/SDVBE material supplier and the products are “off the shelf” (which are normally stocked items that will not be substantially altered), 60% of the dollar amount may be credited toward the goal. For example, materials for $1,000 should be listed as $1,000 in column (b) and counted as $600 towards the overall goal in column (c). If a material supplier will substantially alter the materials or supplies, 100% of the dollar amount may be counted towards the established goal. If the material supplier is also the manufacturer of the product(s) being supplied, 100% of the dollar amount may be counted towards the established goal. If the material supplier also installs the materials or supplies 100% of the dollar amount may be counted towards the established goal. For materials or supplies purchased from a M/W/SDVBE which is neither a manufacturer nor a regular dealer, MassDOT will count the entire amount of fees or commissions charged for assistance in the procurement of the materials and supplies, or fees or transportation charges for the delivery of materials or supplies required on a job site toward the Contract participation goal, provided that MassDOT determines the fees to be reasonable and not excessive as compared with fees customarily allowed for similar services; the cost of the materials and supplies themselves will not be counted. May not exceed 50% of the total activity.
The Schedule of Participation form must be signed and dated. Include the name and title of signatory, and contact information.
The Schedule of Participation and the Letter(s) of Intent must be submitted by the close of business on the third (3rd) business day after bid opening (i.e. if bids are opened on Tuesday the forms must be submitted by Friday).
Letter of Intent Page 1 (M/WBE – Form 843)
On page 1 of the M/WBE Form 843 Letter of Intent, write the M/WBE Company Name, and the Prime Contractor Name. The M/WBE must sign and date the first page.
Letter of Intent Page 2 (M/WBE – Form 843)
Page 2 of the M/W/SDVBE Letter of Intent is similar in content to page 2 of the DBE Letter of Intent, but differs in format in that it contains 5 columns with slightly different fields. Enter the Date of Bid Opening and Prime Bidder at the top of the second page.
- Item Number (Column 1) - Information on Item Number(s) of work scope to be performed (Additional sheets may be added if the space within the allotted columns is insufficient as noted at the end of the form.)
- Description of Activity (Column 2) - A description of Activity to be performed in Columns 1 & 2 with notations such as, Services or brokerage, Installation Only, Materials Only or Complete. (Additional sheets may be added if the space within the allotted columns is insufficient as noted at the end of the form.)
- Quantity (Column 3) - Quantity of items
- Unit Price (Column 4) - Defines Unit Prices (if applicable)
- Amount (Column 5) - Details Dollar Amount of Items & Activity (Work scope)
Additional sheets may be added if the space within the allotted columns is insufficient as noted at the end of the form.
Enter the M/WBE company name, authorized signature, name and title of authorized signatory, and contact information.
The M/WBE Letter of Intent includes a declaration of sole performance of the work, services and/or material supplies outlined on the forms and are required to be signed and dated for submission.
The Schedule of Participation and the Letter(s) of Intent must be submitted by the close of business on the third (3rd) business day after bid opening (i.e. if bids are opened on Tuesday the forms must be submitted by Friday).