0.RFR DMH Laundry Equipment Master Agreement~1.docx

The Commonwealth of Massachusetts Executive Office of Health and Human Services

DEPARTMENT OF MENTAL HEALTH

Document Title: Request For Response for DMH Laundry Equipment Lease, Rentals, Service and Outright Purchases of Washers and Dryers Master Agreement

COMMBUYS Bid#: BD-25-1022-DMH08-8210C-108683

DMH Document Number: 2025-LAUEQP

Date: October 23,2024

Contact Name: Elizabeth Welch, Director of Contract Administration, Audit and Systems

Email: elizabeth.welch@mass.gov

Table of Contents

Attachments in the Bid’s COMMBUYS File

SUBMIT AS PART OF RESPONSE

DMH Business Reference Form Response Cover Sheet and Application

MEMOS and INSTRUCTIONS DMH Standard Contract Requirements OSD Instructions for Vendors Responding to Bids via COMMBUYS OSD RFR - Required Specifications for Commodities and Services Attachment A

For review: TO BE SUBMITTED ONCE BIDDERS ARE QUALIFIED Commonwealth of Massachusetts Standard Contract Form and Instructions, Contractor Certification, and Commonwealth Terms and Conditions Contractor Authorized Signatory Listing Electronic Funds Transfer Sign-Up Form MA Form W-9 Request for Taxpayer Identification Number and Certification Model Statement of Work (SOW) for Leases / Purchases /Services

Request For Response For DMH Laundry Equipment Master Agreement DMH Document Number: 2025-LAUEQP January 2025

INTRODUCTION AND GENERAL DESCRIPTION

Issuing Entity/COMMBUYS

Document Title: Request For Response for DMH Laundry Equipment Lease, Rentals, Service and Outright Purchases of Washers and Dryers Master Agreement

COMMBUYS Bid#:

DMH Document Number: 2025-LAUEQP

Date October 2024

Contact Name: Elizabeth Welch, Director of Contract Administration, Audit and Systems

Email: elizabeth.welch@mass.gov

This Bid has been released on COMMBUYS. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.COMMBUYS.com. For more information on COMMBUYS, please see OSD RFR - Required Specifications for Commodities and Services, included in the COMMBUYS file of this Bid.

Providers may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms, and conditions, or which change the intent of this Bid are prohibited and may disqualify an Application/Quote.

All attachments to this Request For Response (RFR) are included in the Bid’s COMMBUYS file. A list of the attachments that were included when this RFR was issued is set forth at the end of the Table of Contents. The attachments are incorporated into the RFR by this reference. Applicants should review the attachments with care.

General Description of the Procurement

Services Being Procured.

The Department of Mental Health is seeking proposals from qualified vendors for the leasing, renting, servicing or outright purchase of washers and dryers for daily use at DMH facilities.

This procurement is intended for use of the Department of Mental Health (DMH), including but not limited to all Department of Mental Health operated facilities. It is the expectation that the vendor contracted goods and/or services will be available to DMH and its entities in accordance with all original contract terms. This expectation notwithstanding, and accepting contract duration, both cost and performance shall be subject to negotiation where it provides a better deal or cost to the Department.

Geographic coverage Vendors are expected to collectively provide service to cover the entire State of Massachusetts as detailed in the below County Map. Each Bidder must indicate in their bid, the counties that their service will cover or alternatively if they will provide services to cover the entire State. Please click on the following link to see a list of cities and towns in each county: https://www.sec.state.ma.us/cis/cisctlist/ctlistcoun.htm.

Counties

· Berkshire

· Hampshire

· Franklin

· Worcester

· Hampden

· Middlesex

· Essex

· Suffolk

· Norfolk

· Plymouth

· Bristol

· Barnstable

· Dukes

· Nantucket

Applications.

Applications to this Request For Response (RFR) may be filed at any time up to June 1, 2034. To be considered for the First Review and Contract Award Period, Applications need to be filed by December 4, 2024.

Contracts and Statement of Works.

DMH, on a rolling basis, will enter into a Contract with each Applicant determined to be qualified pursuant to this Request For Response (RFR) and all Applicants determined Qualified will be added onto the DMH Master Agreement (MA) List.

When DMH needs to purchase Laundry Equipment it will, to the extent possible, utilize a provider(s) on the MA List using the criteria set forth in Section 9. To purchase the services, the applicable DMH Area or Division will enter a Statement of Work (SOW) with a selected provider(s) on the MA. A SOW, at a minimum, will specify the needed laundry equipment provided; number of machines, type(s) of machine(s) to be used;). See Subsection 5.9 for more information concerning the SOW.

Laundry Equipment provided by a Contractor will be subject to the terms of the applicable SOW and the MA Contract. (See Section 9 for more information about the MA Contract,)

DMH makes no guarantee that Laundry services will be purchased from a provider awarded a contract. A Contractor, however, during the duration of this procurement, may enter into multiple SOWs with DMH Areas or Central Office Divisions. In addition, although providers are asked to state in their Applications the DMH Areas where they are able and/or would like to provide Laundry Equipment Service, providers added to the MA may elect to enter into Statements of Work with any DMH Area and/or Central Office Division.

The Master Agreement will be the primary procurement used by DMH for the purchase of Laundry Equipment Services. DMH, however, retains the right to obtain Laundry Equipment from sources other than those from the MA List when it is in the best interest of the DMH do so.

Procurement Information

Applicable Procurement Law.

This Bid is issued under the following law(s): MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

Terms and Conditions.

The Commonwealth Terms and Conditions will be incorporated into the Contracts resulting from this RFR. See the Commonwealth of Massachusetts Standard Contract Form and Instructions, Contractor Certification, and Commonwealth Terms and Conditions, in the Bid’s COMMBUYS file, for more information about the Commonwealth Terms and Conditions.

Small Business Purchasing Program (SBPP).

This procurement is subject to the Small Business Purchasing Program (SBPP).

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the DMH to award statement of works as specified in Section 5 to SBPP participating business(es) (SBPP Participant) when possible as described below.

SBPP Award Preference. SBPP Participants awarded contracts and that are available and able to provide the service needed at a given time will be preferred for selection for a statement of work. See Subsection 5.9. All businesses, however, are encouraged to apply and all qualified Applicants will be awarded contracts and placed on the Master Agreement list.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP Participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

a) Have its principal place of business in the Commonwealth of Massachusetts;

b) Been in business for at least one year;

c) Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

d) Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax-exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. A SBPP Participant must ensure that their SBPP status is current at the time of submitting and, if applicable, throughout the life of their resulting Contract. If a SBPP Participant loses their SBPP Participant status during the procurement, DMH must be notified, so that the change may be noted. Change in status will not impact a provider’s eligibility to file an Application or a Contractor’s Qualification status, but the Contractor will not be eligible for the SBPP preference when being considered for a SOW (see Subsection 5.9).

Misrepresentation of SBPP status will result in disqualification from consideration and may result in debarment, contract termination, and other actions.

Program Resources and Assistance. To learn more about the SBPP, including how to apply, visit the SBPP Webpage. Applicants and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

Number of Awards DMH expects to enter into multiple contract awards as a result of this RFR.

Eligible Entities

|X|

Limited User Contract – Restricted to Use by Issuing Entity Only.

Acquisition Method(s) and Anticipated Expenditure.

____ Fee For Service ___X___ Other:

Additional equipment, accessories, supplies, and/or future upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the system(s) and equipment covered under this RFR may be purchased under this procurement.

Federal funds |_| MAY be used to fund part/all of Contract(s)

Federal funds |X| WILL NOT be used to fund part/all of Contract(s)

It is anticipated that the annual amount by DMH for Laundry Equipment will be approximately up to $249,000.

Contract Duration The duration of a Contract issued during the First Application and Contract Award Period is as follows:

Initial Duration

Total Maximum Contract Duration

Anticipated Procurement Termination Date

December 31,2034

If a Contract is awarded after the First Application and Award Period, the Contract’s duration will be put in line with those Contracts that were awarded during that period, so that potentially all contract renewals and terminate will occur at the same time For example, a Contract commencing July 1, 2026, will have an initial duration until December 31 2029 and one 5 year renewal options. DMH reserves the right to award a Contract for a shorter period of time if it is determined to be in DMH’s best interest.

All Contracts and renewals are subject to appropriations and the performance of the providers.

Prevailing Wage Bidders must comply with the Prevailing Wage Law, as administered by the Commissioner of Labor and Workforce Development/Division of Occupational Safety (DOS). All employees of Contractors engaged in these activities must be paid at least these rates for any work performed under a Contract resulting from this RFR when working in a public building or on a public work. The rate will be provided per individual engagement / purchase order.

Fuel surcharge provisions Any bidder(s) awarded a contract as a result of this RFR will not charge any additional fuel surcharges on any order received from Departments. Departments will NOT be required to pay any additional fuel surcharges upon receipt of Contractor invoicing.

Ownership of Submitted Applications All materials submitted by providers responding to this RFR become the property of the Commonwealth and will not be returned to the providers. The Commonwealth reserves the right to use any ideas, concepts, or configurations that are presented in any provider’s Application, whether the provider is determined to be qualified and awarded a Contract under this RFR.

Applications stored on COMMBUYS in the encrypted lockbox are the file of record. Providers retain access to a read-only copy of this submission via COMMBUYS, as long as their account is active. Providers should also retain copies of their files.

Applicants’ Communications and Request For Reasonable Accommodations or Interpreters.

Applicants’ communications with DMH must be limited as set forth in this Subsection and the “Bidder Communication” section of the OSD RFR - Required Specifications for Commodities and Services.

Applicants experiencing technical problems accessing information or exhibits stored on COMMBUYS should email the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or call during normal business hours (8 a.m. – 5 p.m. Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Applicants with disabilities or hardships who would like reasonable accommodation regarding this RFR must submit an email to the RFR contact person (Subsection 1.1) describing their needs and the desired accommodations. Requests will be addressed on a case by case basis. DMH may reject unreasonable requests. Accommodations could include but is not limited to, the receipt of RFR information in an alternative format or assistance at the Applicants’ Conference. If an interpreter is needed, an email request must be submitted to the RFR contact person. See the “Reasonable Accommodations” section of the OSD RFR - Required Specifications for Commodities and Services, for more information.

PROCUREMENT TIMETABLE

Procurement Timetable

Thereafter questions may be submitted at any time up to May 31, 2034, at 3 p.m.

Thereafter Responses to questions will be posted at a minimum every 90 days, as is necessary.

Thereafter Applications may be filed at any time up to June 1, 2034, at 3 p.m.

Thereafter MA Awards will be made at a minimum every 90 days, as is necessary.

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to providers after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header on COMMBUYS, the dates in the Bid’s Header on COMMBUYS shall prevail. Providers are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

A Master Agreement (MA) List of all qualified providers (with notation as to their preferred service areas) will be maintained on COMMBUYS.

Statements of Work (SOWs) with qualified providers on the MA list will be negotiated and executed by DMH Areas or Divisions as needed.

Written Questions Via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for providers to ask written questions and receive written answers from the DMH regarding this Bid. All providers’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Procurement Calendar. DMH reserves the right not to respond to any questions asked, and/or submitted after this date. It is the provider’s responsibility to verify receipt of its questions.

Any questions submitted to DMH using any other medium (including those that are sent by mail, fax, email, or voicemail) may not be answered. To reduce the number of redundant or duplicate questions, providers are asked to review all questions previously submitted to determine whether their question has already been posted.

Providers are responsible for entering content suitable for public viewing since all of the questions are accessible to the public. Providers must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the provider or other providers. DMH reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

Also, it is the responsibility of prospective Applicants / Contractors to maintain active registrations in COMMBUYS; keep current the email addresses of their contact persons and prospective contract managers; and monitor that email inbox for communications from DMH including requests for clarification. DMH and the Commonwealth assume no responsibility if a prospective Bidder/Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder/Contractor’s computer, network, or internet service provider (ISP), cause email communications sent to/from the prospective Bidder/Contractor and DMH to be lost or rejected by any means, including email or spam filtering.

Locating Bid Q&A: To locate the Bid Q&A, log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Applicants access to the Bid Q&A page.

Generally, any other communications with DMH about the Bid are prohibited. See OSD RFR - Required Specifications For Commodities and Services, “Bidder Communication,” for more information. This document is included in the COMMBUYS file for this Bid.

RFR Amendment or Cancellation DMH reserves the right to make amendments to the Bid after initial publication; including, but not limited to, closing the period for accepting Applications. It is the provider’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. DMH and the Commonwealth accepts no responsibility and will provide no accommodation to providers who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

DMH reserves the right to accept or reject any and all Applications received as a result of this RFR, to negotiate with any or all qualified providers, and to cancel in part or in its entirety the RFR if it is in the best interest of DMH to do so.

This RFR does not commit DMH to award a Contract or to enter into a SOW for services.

DMH MISSION STATEMENT AND SERVICE PRINCIPLES

A Contractor will be responsible for ensuring the Department’s mission; vision; commitment to race, equity, and inclusion, and service principles are adhered to in all Contract activities and by all staff members.

Vision Mental health is an essential part of health care. The Massachusetts Department of Mental Health, as the State Mental Health Authority, promotes mental health through early intervention, treatment, education, policy, and regulation so that all residents of the Commonwealth may live full and productive lives.

Mission Statement The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and support to meet the mental health needs of individuals of all ages, enabling them to live, work, and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

Commitment to Race, Equity, and Inclusion DMH is committed to being an anti-racist and socially just organization where all people are treated fairly, receive resources equitably, and feel valued and safe. This requires continuous effort to create meaningful and long-lasting change. This includes the examination of policies, practices, and our contributions on an individual level to inequity. Accomplishing this goal is necessary to achieve DMH’s mission of assuring access and provision of services and support to meet the mental health needs of all individuals.

DMH Contractors are expected to share, demonstrate, and ensure this commitment to race, equity, and inclusion is being met in both the delivery of services and internal business practices. Since both have an impact on Persons Served – directly or indirectly – both are expected to be given equal priority.

A commitment to ensuring race, equity, and inclusion includes, but is not limited to:

· addressing both the results and root causes of historical and systemic disparities

· providing physical and linguistic accessibility

· community outreach and engagement

· providing physically and emotionally welcoming, safe, and inclusive spaces

· fair representation, proactive consideration, and empowerment of historically marginalized communities

· continuous monitoring and evaluation of progress towards these goals

· transparent, accessible, and ongoing communication with stakeholders

· swift and appropriate responses to harm caused by discriminatory and/or inequitable treatment.

SECTION 4 APPLICANT MINIMUM QUALIFICATIONS

For an Application to be reviewed in full, the Applicant must meet the following minimum requirements:

Experience An Applicant must have at least three (3) years of experience providing leasing, renting, servicing or outright purchase of washers and dryers to designated locations. In the case of companies formed fewer than three (3) years prior to this date via merger, acquisition or some other means, the SST may consider the experience of all companies involved in the merger or acquisition.

Fiscal Requirements Applicants must meet the requirements set forth in this Subsection at the time they file a response and if awarded a Contract, during the duration of the Contract.

Sound Fiscal Condition.

Applicants must be in sound financial condition as determined by DMH. DMH may request financial information from a Bidder/Contractor at any time throughout the procurement, to determine if the Bidder/Contractor meets this standard.

Solvency Applicants must not be currently in bankruptcy or receivership or have been in bankruptcy and/or receivership within the last three (3) calendar years.

a. Applicants must have at least three (3) months of adequate reserves.

b. Applicants must have no outstanding liabilities to the Internal Revenue Service, the Massachusetts Department of Revenue. or any other government agencies.

c. Applicants must not be subject to any charges, complaints, or other claims now pending before any court, regulatory board, or government agency that could have an impact on their stability or ability to provide services under the RFR.

Debarment Applicants must not be subject to a federal or state debarment order. DMH cannot award a contract to a provider that is currently subject to a Massachusetts or federal debarment order.

References and reference information and/or requirements Bidders MUST submit contact information for three (3) references on the Bidder Response Form. The SSST will make a reasonable effort to contact the references given, but if the SSST is unable to obtain a reference, the bidder’s score will be negatively impacted. The SSST reserves the right to utilize information gathered from references and historical information when scoring responses. A past history of poor performance may negatively impact a bidder’s score. Bidders are also required to provide two (2) letters of reference from an institutional account, or from the largest customers in MA if available.

SERVICE SPECIFICATIONS

Additional required terms appear in the Appendices to this RFR.

The Massachusetts Department of Mental Health (the "Department" / “DMH”) is seeking responses for qualified contractors to submit proposals for the leasing, renting, servicing or outright purchase of washers and dryers for use in Mental Health institutions. The Department may choose any or all services for which a price has been bid for each facility. The Strategic Sourcing Team reserves the right to add subsequent Contractors to this contract at any time during the life of the contract based upon product availability as deemed necessary and appropriate. The Contractor may provide prices for services to that facility.

Please be advised this RFR will cover various types of equipment to include but not limited to home style, residential, commercial, or industrial sized equipment. Bidders will not be disqualified if they are capable of bidding on one or more of the categories listed below.

Lease This RFR will allow any Department of Mental Health site to Lease machines on an as needed basis. Lease will be for up to a five (5) year period, or as accepted and as negotiated with successful Contractor and the Department. The Department reserves the right to terminate the Lease at any time during the Lease Agreement, with or without cause, at no penalty to the Department. Such termination will become immediately effective at the end of the termination month. (For example, if the Department states that they must terminate the Lease on 7/13/2024, the Lease would end 7/31/2024). Contractor shall remove the machines no later than 5 business days of the following month, or as negotiated and as accepted between the Contractor and the Department.

All required repairs will be performed by the Contractor at their expense. The Contractor shall maintain each machine in good mechanical condition and working order and shall furnish all parts or other devices required to keep the equipment in good mechanical and working order. Upon receiving the service call from the Department, repairs shall be performed no later than 36 hours or as negotiated by the department at time of call. If the Department has a machine that is constantly or routinely in need of repairs, the Contractor shall replace that machine immediately upon notice by the Department.

Lease/Purchase This RFR will allow any Department of Mental Health site to purchase the machines at the end of the Lease.

Such cost should be identified at the start of the Lease. Although the cost should be identified at start of Lease, the Department DOES NOT COMMIT to the Purchase of any equipment at that time. The Department WILL ONLY decide at the end of Lease whether they want to purchase the equipment or not.

Rental This RFR will allow any Department of Mental Health site to rent machines. Such rental shall be considered short term (usually under 6 months) All required repairs will be performed by the Contractor at their expense. The Contractor shall maintain each machine in good mechanical condition and working order and shall furnish all parts or other devices required to keep the equipment in good mechanical and working order. Upon receiving the service call from the Department, repairs shall be performed no later than 36 hours or as negotiated by the department at time of call. If the Department has a machine that is constantly or routinely in need of repairs, the Contractor shall replace that machine immediately upon notice by the Department.

Outright Purchase This RFR will allow any Department of Mental Health site to outright purchase machines. Such purchase price will be negotiated and accepted by the Department. Price to include delivery and full installation, or as negotiated.

WARRANTY:

Full warranty for parts and labor for a period of 3 years or manufacturer’s warranty, whichever is the greater. This period will begin on date of final acceptance signed off by the Department of Mental Health indicating that the equipment has been up and running in complete condition for a minimum of 30 days.

Trade-ins of Department owned Equipment Contractors may and are encouraged to accept trade-ins from the Department. Such trade-ins will be subject to credit as accepted and negotiated between Contractor and Department. There will be no minimum amount of trade-in value established. Such credits will be applied towards a Department’s Lease, Lease/Purchase, Rental or Outright Purchase. No cash value for trade-ins will be allowed, unless accepted by the Department. In such a case, the cash value shall be submitted to the Department via a check from the Contractor made out to the “Commonwealth of Massachusetts”.

Fee for Service This RFR will allow any Department of Mental Health facility to process payment for service. Billable service will only be for machines which are owned by the Department. Therefore, this RFR allows the Department to utilize the Contractor for service and for parts, as needed/requested, for machines which they own. Contractor must obtain a valid purchase order number at time-of-service call. The Department may not process payment for any work performed without a valid purchase order number. Upon receiving the service call from the Department, repairs shall be performed no later than 36 hours or as negotiated and accepted by the Department at time of call.

It should be noted that the Massachusetts Terms and Conditions and the Terms and Conditions of this RFR supersede any terms and conditions which are referenced on any Contractors’ documents. All term leases, rentals, maintenance, or other agreements for services entered into during the duration of this contract and whose performance and payment time frames extend beyond the duration of this contract shall remain in effect for the performance and payment purposes (limited to the time frame and services established per each written agreement).

Delivery Delivery must be made at no extra cost to the Commonwealth with all deliveries being FOB destination. All orders will be processed, confirmed and delivered based on established delivery schedules. The ordering location will establish a mutually agreed upon delivery schedule with the contractor(s). All orders must be delivered within 5 business days of receipt of a purchase order number (PO#), unless the ordering department agrees otherwise or a special order is involved. If an item is out of stock, the contractor must make every effort to supply the ordered item within the original delivery timeframe. If such arrangements cannot be made, the contractor must make every effort to have the item delivered as soon as possible. Contractors may be penalized in the performance measures for each time a stocked item is not delivered within the required deadlines unless an acceptable alternative is provided and mutually agreed upon by the contract user and the contractor. In this event, the alternate delivery time should be documented by the contractor in writing and submitted as part of the semi-annual report. Contractors must coordinate delivery time with the contract user, if requested. If the contractor uses an independent company to satisfy delivery requests, the contractor is responsible for ensuring that the delivery company coordinates with the contract user. Late deliveries or deliveries that cannot be made within the above guidelines may be canceled at no cost to the Commonwealth.

Returns All products must have a return policy regardless of reason, as long as the product is not damaged due to negligence or maliciousness. Contractors may not charge a restocking fee on returns. Contract users may not accept the delivery of any product that is expired or visibly damaged. Product will be inspected upon receipt of delivery. If a product fails inspection by the receiving facility, the product will be rejected and the contractor(s) must replace it immediately at no additional expense to the facility.

Statement of Works

General Scope of Work for Contractors

Detailed Scope of Work

(7) Environmental Specifications- In addition, bidders must comply with the following energy and water efficiency criteria and must confirm compliance with the specifications on the bid sheet.

· Energy and Water Efficiency Criteria

· All products must comply with the most recent ENERGY STAR® standards as noted in the following website https://www.energystar.gov/products/.

· As new ENERGY STAR® specifications for improved energy efficiency of commercial grade foodservice equipment are developed, awarded vendors will be required to ensure (within a reasonable period of time) that the equipment they offer under this contract is compliant with the newly revised specifications. In cases where ENERGY STAR® specifications may not yet be developed, the Commonwealth reserves the right to negotiate with awarded Contractors at any time during the contract term and all extensions, the addition of energy efficient institutional / commercial equipment to any approved lists, the limitation of non-energy efficient equipment, the establishment of programs to promote the purchase and use of energy efficient equipment, and the creation of any other appropriate programs to promote energy efficiency which are in the best interests of the Commonwealth.

· Please note: EPA’s goal in including low power mode requirements is to ensure that existing machine software capabilities are available and may be used to their fullest potential based on the individual requirements of the host site. However, machines that are vending temperature sensitive product, such as milk, must not have the refrigeration low power state enabled on site by the vending operator or machine owner due to the risk of product spoilage.

· Desirable: For water using products, additional points will be provided for those vendors that can provide WaterSense registered product availability as recognized by the EPA WaterSense label. More information can be found at https://www.epa.gov/watersense/watersense-products.

· Appliance Recycling Services All steel and other metal appliances that are to be disposed will be sent for recycling to scrap metal dealers or other entities that recycle steel and other metals. Contractors must keep records of all appliances that are recycled. In Massachusetts there is a Waste Ban on white goods, which includes large appliances. Waste bans restrict the disposal of certain materials from disposal facilities (see MassDep Waste Disposal Bans for more information). It is desirable that bidders offer removal services for various appliances and it is desirable that such services be offered at no cost. Please specify on the bid sheet what appliance disposal service options your company provides.

See Attachment A for the list of current equipment for the installation requirements.

Installation

(e) Bidders/contractors agree to comply with M.G.L. c.149 regarding prevailing wage requirements on any installation or maintenance services provided under this contract.

Service

Preventative Maintenance

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

FISCAL SPECIFICATIONS

Unit Rate A Contractor will be reimbursed on an hourly or day rate basis per rates provided for labor and parts. The SOW will reflect the agreed upon personnel and vehicles that will be utilized for the required Laundry Equipment, the applicable hourly/Day rate(s) and the maximum number of each unit rate that can billed without obtaining additional approval from DMH.

The unit rates will be considered all inclusive. The rates are for all direct costs related to the services as well as non-operating costs that must be considered. The rates include all installation, maintenance, repair, fuel etc. (where applicable).

Pricing included in a Bidder’s Application and agreed to as part of the Contract awarded under this RFR shall remain unchanged for the initial duration of the Contract. Reasonable Cost of Living increases (e.g .insurance, wages, etc.) are expected and permitted thereafter; provided the Contract is amended by the parties to reflect any change.

Invoicing

Electronic Funds Transfers Payment through Electronic Funds Transfer (EFT)is required for any SOW executed as a result of this solicitation. See the Bid’s COMMBUYS file for this form needed to sign up for Electronic Fund Transfers.

HOW TO SUBMIT A RESPONSE (QUOTE) AND OTHER APPLICATION REQUIREMENTS

Submitting Applications

On-Line Response.

An online Application submission is required. All Applicants must submit their Application online using tools available only to providers registered in COMMBUYS. COMMBUYS provides providers registration functionality at no charge. To register, go to www. COMMBUYS.com and click on the “register” link on the front page. A provider awarded a Contract under this RFR must maintain an active seller account during the duration of its Contract, by reviewing their registration information regularly and maintaining its accuracy. See the “COMMBUYS Registration” section in the exhibit OSD RFR - Required Specifications for Commodities and Services, for more information.

Electronic Signatures.

Bids submitted via COMMBUYS must be signed electronically by the provider or the provider’s Agent by accepting the terms and conditions on the bid on the “Terms and Conditions” tab of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that s/he is an agent of the provider with authority to sign on the provider’s behalf and that s/he has read and assented to each document’s term.

Ink Signature. Documents requiring signature should be scanned and then submitted online as separate attachments. The original documents (Standard Contract Form, etc.) must be submitted on request, prior to contract negotiations.

Submission Deadline To be considered for the First Review and Contract Award Period, an Application must be submitted on COMMBUYS by the date and time specified in Subsection 2.1.

To otherwise be considered for a Contract award, an Application may be submitted at any time on or before June 1, 2034, at 3 p.m.

Response Requirements

Submit the following two forms.

a. DMH Business Reference Form b..Response Cover Sheet and Application

Naming Convention.

The three parts of the Application must be submitted on COMMBUYS using the file naming convention specified below. The Description entered during the file upload process ensures each file is readily identified by Bidder’s name and content. The File Name assigned by the Applicant as stored on their computer or network must be structured such that each file can be processed by the upload tool. The upload tool will reject any file name that includes spaces or symbols, like the brackets [ ] some systems apply when files are downloaded from the Internet.

Application Requirement

File Name - Assign when creating files; insert Applicant’s Name in the File Name

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor.

Public Records All Applications and information submitted with them will be subject to the Massachusetts Public Records Law, M.G.L., c. 66, §10, and to c. 4, §7. Any statements in submitted Applications that are inconsistent with these statutes shall be disregarded.

Multiple Applications If an Application is rejected, or if an Applicant is determined not to be qualified to provide the service, the Applicant may submit a new Application, however, some revision or change must be made to the original Application and a summary of that change/revision must be stated in the new Application Form where indicated.

Contract Forms The following forms must be signed and submitted at the time of Contract negotiations. THE FORMS SHOULD NOT BE SUBMITTED WITH THE APPLICATION.

· Executed Commonwealth of Massachusetts Standard Contract Form, which indicates that the Commonwealth of Massachusetts Terms and Conditions are applicable

· Executed MA Form W-9

· Contractor Authorized Signatory Listing. Note: both pages are required, with the second page notarized

· Authorization for Electronic Funds Payment.

REVIEW, QUALIFICATION AND CONTRACT PROCESS

Review Committee A Review Committee appointed by the Awarding Authority will review Applications. An Application, at a minimum, will be reviewed within ninety (90) days of the Application being posted on COMMBUYS. A Review Committee will consist of a minimum of two (2) individuals. Review Committee members may be DMH employees; other state employees; persons served by DMH or their family members; and/or other interested parties. Members of the Committee may change over the duration of the RFR and the Awarding Authority may elect to appoint more than one Review Committee for the purpose of reviewing Applications.

The Awarding Authority for this procurement is Elizabeth Welch, Director of Contract Administration DMH reserves the right to change the Awarding Authority.

Minimum Submission Requirements An Application will be first reviewed to determine if (a) the Application meets the submission requirements set forth in Section 7 and if the formatting requirements set forth in the Application Form and the Cost Proposal Workbook Instructions were followed and (b) if the Applicant meets the minimum Applicant Requirements set forth in Section 4. (Collectively these are the “Minimum Submission Requirements”). If it is determined that the Minimum Submission Requirements are met, the Application will then be reviewed to determine if the Applicant is Qualified as specified in Subsection 8.3.