16MAPROMS1 - Bidders Response Form - Final - Replaced.docx

75 Pleasant Street, Malden, Massachusetts 02148-4906 Main Telephone: (781) 338-3000 TTY: N.E.T. Relay 1-800-439-2370

Bidders Response Form Conference Space | Catering Services | Hotel Accommodations

Alternate ID: 16MAPROMS1 COMMBUYS Document #: BD-16-1026-DOE02-DOE01-00000005774

Section1

· Bidders Information:

Please note that the ability to receive E-mail is mandatory for this contract. E-mail will be the main method of communication used for this Contract by the SSST and contract users. A web site is encouraged as the best way to market your company to eligible entities. Please provide requested information below:

Company Name

Company Address

Company Website Address

Contact Name (regarding response)

Contact Phone Number

Contact Email Address

Account Manager

Account Manager Phone Number

Account Manager Email Address

Customer Service Phone Number

Customer Service Hours

List and identify below additional locations (please provide location addresses)

· Please check the category that apply to this response:

Category 1 (Catering Services Only)

Category 2 (Conference Space (non-hotel) with Catering Services Available

Category 3 (Conference Space with Overnight Accommodations and Catering Services Available)

· Please check all the counties that you will be able to service (Detailed list is available on COMMBUYS under this bid):

Bidders awarded a contract as a result of this BID will be required to service all cities and towns listed under County bid.

Section 2:

· Category 1 (Catering Services ONLY)

If you provide Catering Services only, please fill out this section of the “Bidders Response Form” only. (insert answers in the blank spaces provided)

This Section must be completed:

Identify the number of years in business:

No. of years ____

Have you included a Menu with pricing with your response?

Yes ____ No _____

Check off all that are offered:

Breakfast

Lunch

Dinner

Snack

Other (explain below)

Other Explanation: ___________________________________________________________________________________________________________________________________________________________________________________________________ Please complete the section below (Pricing MUST be provided for each item | failure to do so may result in disqualification as deemed by the SSST)

Snack (list items available and cost per person): _____________________

Other: (list items available and cost per person): _____________________

THE SSST RESERVES THE RIGHT TO DISQUALIFY ANY BIDDER NOT RESPONDING TO ALL REQUESTED INFORMATION AND PRICING REQUIREMENTS LISTED WITHIN THIS SECTION OF THE RESPONSE FORM.

PLEASE PROCEED TO SECTION 5 OF THE BIDDERS RESPONSE FORM IF CATERING SERVICES IS THE ONLY SECTION YOU WISH TO BID.

Section 3

· Category 2 (Conference Space (non-hotel) with Catering Services Available If you provide Conference Space (non-hotel) with Catering services Available only, please fill out this section of the “Bidders Response Form” only. (insert answers in the blank spaces provided)

This Section must be Completed:

Is your catering done by in-house staff or by sub-contractors. (If subcontractors, please list the name(s) of the catering company): ________________________________

In house ____

Sub-contractor ____

Are AV services provided by in-house staff or by subcontractors. (If subcontractors, please name the AV Company). ______________________________________ In house ___

Sub-contractor ____

Breakfast

Lunch

Dinner

Snack

Concession

Other (explain below)

Other Explanation: ___________________________________________________________________________________________________________________________________________________________________________________________________

Please complete the section below (Pricing MUST be provided for each item | failure to do so may result in disqualification as deemed by the SSST)

Snack (list items available and cost per person): _____________________

Concession: (list items available and cost per person): _________________

Other: (list items available and cost per person): _____________________

PLEASE NOTE: The price of the conference space rental is inclusive of all conference incidentals (i.e., internet connections, service fees, etc.) Any additional fees must be submitted to the department at the time of response submission and approved by the department upon award. No additional fees / services etc… will be approved after award. The department reserves the right to not award a contract if the service fees / additional fees are not acceptable and/or in the best interest of the Commonwealth. It is expected that pricing will remain in effect for the life of the contract. If this causes a hardship or increase in pricing is unavoidable, this may result in termination of the contract. Issues such as this will be dealt with on a case-by-case basis

THE SSST RESERVES THE RIGHT TO DISQUALIFY ANY BIDDER NOT RESPONDING TO ALL REQUESTED INFORMATION AND PRICING REQUIREMENTS LISTED WITHIN THIS SECTION OF THE RESPONSE FORM.

PLEASE PROCEED TO SECTION 5 OF THE BIDDERS RESPONSE FORM IF CONFERENCE SPACE (NON-HOTEL) WITH CATERING SERVICES AVAILABLE ONLY IS THE ONLY SECTION YOU WISH TO BID.

Section 4

· Category 3 (Conference Space with Overnight Accommodations and Catering Services Available If you provide Conference Space with Overnight Accommodations and Catering Services Available, please fill out this section of the “Bidders Response Form” only. (insert answers in the blank spaces provided)

This Section must be Completed:

Is your catering done by in-house staff or by sub-contractors. (If subcontractors, please list the name(s) of the catering company): ________________________________ In house ____

Subcontractor ____

AV services are provided by in-house staff or by subcontractors. (If subcontractors, please name the AV Company). ______________________________________ In house ______

Subcontractor ____

Offsite $_____ # ____

Breakfast

Lunch

Dinner

Snack

Concession

Other (explain below)

Other Explanation: ___________________________________________________________________________________________________________________________________________________________________________________________________

Please complete the section below (Pricing MUST be provided for each item | failure to do so may result in disqualification as deemed by the SSST)

Snack (list items available and cost per person): _____________________

Concession: (list items available and cost per person): _________________

Other: (list items available and cost per person): _____________________

PLEASE NOTE: The price of the conference space rental is inclusive of all conference incidentals (i.e., internet connections, service fees, etc.) Any additional fees must be submitted to the department at the time of response submission and approved by the department upon award. No additional fees / services etc… will be approved after award. The department reserves the right to not award a contract if the service fees / additional fees are not acceptable and/or in the best interest of the Commonwealth. It is expected that pricing will remain in effect for the life of the contract. If this causes a hardship or increase in pricing is unavoidable, this may result in termination of the contract. Issues such as this will be dealt with on a case-by-case basis

THE SSST RESERVES THE RIGHT TO DISQUALIFY ANY BIDDER NOT RESPONDING TO ALL REQUESTED INFORMATION AND PRICING REQUIREMENTS LISTED WITHIN THIS SECTION OF THE RESPONSE FORM.

PLEASE PROCEED TO SECTION 5 OF THE BIDDERS RESPONSE FORM AFTER COMPLETION OF THIS SECTION, IF CONFERENCE SPACE WITH OVERNIGHT ACCOMMODATIONS AND CATERING SERVICES AVAILABLE ONLY SECTION YOU WISH TO BID.

Section 5

· Additional Required Bidders Information (to be completed by all responding bidders)

· Business Experience: Please provide a brief description of your qualification/experience in the section below (expand the lines as necessary – do not exceed 1 page in total): _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

· References: As a separate attachment, provide 3 letters of reference

· Did you attach 3 letters of reference? Yes_____ No______

· COMMBUYS: You must be registered on COMMBUYS in order to respond to this bid. Please indicate your COMMBUYS Vendor Code: ___________

· Environmentally Preferable Products: this information will not be considered in the evaluation of the response.

· Does your company offer Environmentally preferable products?

· Yes _____ No _____

· If yes, please provide details (as a separate document, titled Environmentally Preferable Products Details.

· Provide a list of Emergency Contact Information (as a separate document, title Emergency Contact Information ) this information will not be considered in the evaluation of the response.

· Include the following information for each person:

· Name

· Position/Title

· Phone (business and/or cell)

· Email

· Description of area in Massachusetts that contact could supply in the event of an emergency (i.e. entire state, specific region or cities) and items that could be provided (i.e. food, accommodations etc.)

· Added Value Options

· Please list any additional added value options available with services requested and submit all details as a separate document titled Added Value Options.

PLEASE NOTE:

This information will be evaluated and scored please make sure that all the requested information is filled out completely and if answering yes to any of the questions above, additional narratives MUST be included in your bid response to be considered for an award..

The SSST will evaluate responses submitted by bidders. Bidders will be selected based upon their fulfillment of the minimum qualifications listed in this bid, the completion of all required document as listed in this bid and a determination by the SSST that contracting with the bidder will provide the “best value” to the Commonwealth. In making this determination, the SSST will consider and score a number of factors including, but not limited to the following:

· Pricing

· Years Of Experience

· Qualifications / Firms Profile

· References

· Menu Variety

· Conference Room Availability

· Conference Space Capacity

· AV Availability

· Internet Connectivity

· Room Rates

· Municipal Board Of Health Licenses

· Prompt Pay Discount Offer

· Supplier Diversity Program Plan Percentage Offer

· Other Added Values

This document MUST be completed and submitted with bid to be considered for evaluation. Any sections left blank or incomplete may result in disqualification and/or rejection.

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