19 RFR CONFERENCE CATERING FINAL.docx

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Labor and Workforce Development

19 Staniford Street, Boston, MA 02114

Request for Response

Catering Services, and Conference Space

COMMBUYS Bid#: 19-1043-1043C-1043L-34727

Document Number: EOL 19-01

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Procurement Scope and Description

The purpose of this Request for Response (RFR) is for the Executive Office of Labor and Workforce Development (EOL) to enter into contracts with multiple Catering Services Vendors, and/or Conference Space Vendors that qualify to provide services as described within this document. Bidders may choose to submit responses to one or both of these services on the “Bidders Response Form” found as an attachment to this RFR.

This procurement will be broken up into two (2) categories and will include but not be limited to in general terms:

Category I - General Catering Services allows bidders to bid on general catering services only (breakfast, lunch, dinners, snack, etc.).

Category II - Conference Space with/or without Catering Services allows bidders to bid on conference center/space availability (e.g. hotels, convention centers, halls, etc.) with/or without catering services.

Applicable Procurement Law this Bid is issued under the following law(s): MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services).

Number of Awards there is no target number of awards for this procurement. EOL will award as many contracts as deemed sufficient to cover the geography and EOL’s needs. The contract will remain open for the life of the contract to allow new bidders to be added as the need arises.

Eligible Entities any contract resulting from this Bid will be open for EOL use only.

Acquisition Method(s) this is a rate contract.

Contract Duration the expected duration of this contract is five years with two, two year options to renew all contracts issued under this RFR will expire no later than June 30, 2028.

Estimated Value of the Contract EOL makes no guarantee that any commodities or services will be purchased from any contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders, and are not to be relied upon as any indication of future purchase levels.

Estimated Procurement Calendar

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. Bidders are responsible for checking the Bid record Procurement updates.

Prohibition

Bidders are prohibited from communicating directly with any employee of EOL regarding 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.

All questions or requests for information must be submitted by email to candp@massmail.state.ma.us . All emails must reference “EOL 19-01” in the email subject line written questions receive by EOL regarding this bid will be answered and be posted on COMMBUYS with this bid. Please note that any questions submitted to EOL using any other medium (including those that are sent by mail, fax, or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, or otherwise objectionable, including information about the Bidder’s company or other companies. EOL 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 EOL or this Bid.

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

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current 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 EOL, including requests for clarification. EOL 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 EOL to be lost or rejected by any means including email or spam filtering.

Bid Amendment Deadline

EOL reserves the right to make amendments to the Bid after initial publication. 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. EOL 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.

Specifications

General Catering Services - If you provide General Catering Services only, please indicate the number of years you have been in the industry and give brief detail of your experience and note if you have a certified food establishment manager on staff. Please indicate any minimum/maximum serving capacity requirements, bidders should provide available catering menus with breakfast, lunch, and dinner options. Menu rates must be inclusive of all incidentals (i.e. utensils, paper products, and delivery) and be valid for years 1 through 5 of the contract. At the conclusion of year 5, new rates may be negotiated if a vendor and EOL exercise an option to renew. A menu with a price list should be submitted with your bid response.

Conference Space with/or without Catering Services - If you provide Conference Space with/or without Catering Services, please indicate the number of years of experience in the industry with brief detail, briefly describe your location(s) with the capacity and handicapped accessibility. Bidders should provide copies of any available/relevant materials outlining room capacities and amenities. Materials providing images/photos are strongly encourage. Rates for conference space/room rental must be inclusive of all conference/event incidentals (i.e. electricity and other utilities, tables, chairs, table cloths, room cleaning, linen service, vehicle parking). Rates must be valid for years 1 through 5 of the contract. Bidders should submit a rental fee cost sheet for the available conference spaces being bid. If you provide catering please indicate whether your catering is done by in-house staff or by sub contractors. If catering is provided by subcontractors, please list the name of the catering company. Please indicate any minimum/maximum serving capacity requirements, bidders should provide available catering menus with breakfast, lunch, and dinner options. Menu rates must be inclusive of all incidentals (i.e. utensils, paper products, and delivery) and be valid for years 1 through 5 of the contract. At the conclusion of year 5, new rates may be negotiated if a vendor and EOL exercise an option to renew.

Wireless Internet/Wi-Fi Access vendors providing conference space should also have the ability to provide free access to on-site wireless internet (Wi-Fi) capabilities. Vendors submitting bids should note availability of Wi-Fi access in their bid response.

Audio/Visual/Projection Equipment in most cases, EOL will provide its own audio/visual/projection equipment. As such, provision of this equipment is not a required part of this contract. Prospective bidders that are able to provide access to such equipment should specify this information in their bid response and include any relevant information, such as equipment type/description, specifications/capacity, quantity, etc. Any costs associated with the use of such equipment should be noted in the bidder’s response. If there is no additional cost for use of this equipment, the bidder should also note this in their bid response.

Evaluation Criteria

Pricing the bidder must complete the Bidder Response Form (found as an attachment to this RFR). Bidders should submit an all inclusive menu with an all inclusive price list for catering as applicable; Bidders should submit an all inclusive room rental fee costs for the available conference spaces being bid as applicable. Rates must be valid for years 1 through 5 of the contract.

Years of Experience/Qualifications the bidder must complete the Bidder Response Form (found as an attachment to this RFR). The Bidder must demonstrate that it has experience providing the services described in this RFR

References the bidder must complete the Bidder Reference Form (found as an attachment to this RFR). The bidder must provide 3 references. References will be contacted to confirm the bidder’s abilities and qualifications as stated in the bidders response.

Menu Variety the bidder must complete the Bidder Response Form (found as an attachment to this RFR) bidders should provide available catering menus with breakfast, lunch, and dinner options.

Conference Room Availability the bidder must complete the Bidder Response Form (found as an attachment to this RFR). Briefly describe your location(s) with the capacity and handicapped accessibility. Bidders should provide copies of any available/relevant materials outlining room capacities and amenities.

Prompt Pay Discount (PPD) the bidder must complete the PPD Form (found in the body of this RFR).

Submission of Response Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

Bid Amendments The Purchasing Department reserves the right to make amendments to the Bid after initial publication. 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 Purchasing Department and the Commonwealth accept 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 The Response must be submitted in the official name of the organization under which business is conducted, showing the legal address, and must be signed in ink by a person duly authorized to legally bind the organization submitting the Response.

a. Commonwealth of Massachusetts Standard Contract Form: This form must be executed and returned as part of the Bidder’s RFR Response. By executing the Commonwealth of Massachusetts Standard Contract Form, the Bidder certifies, under the pains and penalties of perjury, that it has submitted a Response to an RFR issued by the Agency and that this Response is the Bidder’s offer as evidenced by the signature execution by the Bidder’s authorized signatory, that the Bidder’s Response may be subject to negotiation by the Agency, and that the terms of the RFR, the Bidder’s Response and any negotiated terms shall be deemed accepted by the Agency and included as part of the Contract upon execution of the Commonwealth of Massachusetts Standard Contract Form by the Agency authorized signatory. By signing this form, the Contractor agrees to comply with all applicable Massachusetts and federal laws and regulations and to perform the Contract in accordance with the Commonwealth Terms and Conditions. The Bidder must write in hand, not type or use printer, the date on this form.

b. Commonwealth Terms and Conditions Form: All Bidders must complete, execute and return the Commonwealth Terms and Conditions “as is”. Any changes to the terms are not acceptable. The Commonwealth Terms and Conditions shall be incorporated by reference into any Contract for Commodities and/or Services executed pursuant to this RFR. The information must match the information contained on the Request for Verification of Taxation Reporting Information (Massachusetts Substitute W9 Format) Form. The Bidder must write in, not type, the date on this form.

c. Request for Taxpayer Information Number and Certification (Massachusetts Substitute W-9 Form): The Massachusetts Substitute W-9 Form must be completed and submitted by the Bidder.

d. Contractor Authorized Signatory Listing: This form must be completed, executed and returned as part of the Bidder’s RFR Response. The completed form, executed by the President, CEO, Chief Financial Officer, Corporate Clerk or Legal Counsel for the Bidder, provides a certified listing of those individuals who are authorized to sign contracts and other legally binding documents related to the contract on the Bidder’s behalf.

e. Contractor Authorized Signature Verification Form: This form must be completed, executed and returned as part of the Bidder’s RFR Response. The completed form will provide assurance of Bidder/Contractor Signatory Authorization to execute contracts on behalf of Bidder/Contractor.

f. Commonwealth of Massachusetts Authorization for Electronic Funds Transfer Payments (EFT): Bidder must complete and return form.

g. Bidder Reference Form: The Bidder must provided three business references. References will be contacted to confirm the bidder’s abilities and qualifications as stated in the bidders response.

h. Prompt Pay Discount Form: All contractors/vendors doing business with the Commonwealth must provide a Prompt Payment Discount (PPD) for receiving early payments unless the Contractor/vendor can provide compelling proof that providing a prompt pay discount would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered.

i. Business Response Form: the bidder must complete the Bidder Response Form as applicable to this bid. This information will be evaluated and scored please make sure that all the requested information is filled out completely.

j. Statement of Acceptance Response Form: the Bidder must submit a Statement of Acceptance Response.

k. Bidder’s Designated Single Point of Contact Form: the Bidder must provided a Single Point of Contact

l. Certificate of Good Standing - Bidder must provide the Agency with a Certificate of Good Standing (Certificate), issued by the Massachusetts Department of Revenue evidencing that an individual, partnership, corporation or other organization is in good standing with respect to any and all returns due and taxes payable to the Commonwealth. Per G.L. c. 62C, § § 51 and 52, G.L. c. 138, § 64 and G.L. 156D, § 15.32. The fastest and easiest way to obtain a Certificate is via the online application. The issuance of a Certificate of Good Standing may take more than two (2) weeks. Bidders should indicate in their request to the Department of Revenue that the Certificate is sought in connection with a Commonwealth solicitation. If the Bidder does not supply the requested Certificate of Good Standing with the Response, the Bidder must submit documentation verifying that the appropriate application has been filed. The Agency reserves the right to reject/disqualify and/or deem unresponsive a Bidder that does not provide the required Certificate. NOTE: The Certificate of Good Standing must have an issue date by DOR within six months from the date the response is received. DOR Website: https://www.mass.gov/how-to/request-a-certificate-of-good-standing-tax-compliance-or-a-corporate-tax-lien-waiver.

DOR Assistance: If you need further assistance, please contact the Department of Revenue by calling (617) 887-6400, or toll free in Massachusetts at (800) 392-6089.

As noted above, PDF copies of these forms must be submitted electronically as part of the Quote. Upon notice of award, originals must be sent by mail to:

Executive Office of Labor and Workforce Development 19 Staniford Street Boston, MA 02114 Attn: Contracts/Procurement Unit, 5th Floor

RFR: EOL 19-01

If the Response does not conform to the essential requirements of this request, EOL may deem this Response non-responsive and eliminate the Response from consideration. EOL reserves the right to contact a Bidder for clarification of required information if deemed in the Agency's best interest. All Responses must be complete and must convey all of the information requested in order to be considered responsive.

Small Business Purchasing Program This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets the RFR criteria and best value requirementsIf it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

Bidder Name: Attachment A

STATEMENT OF ACCEPTANCE RESPONSE

EOL 19-01

The Company, Agency, or Firm’s authorized signatory must read and sign the following:

I, , as authorized signatory for , acknowledge that as Bidder for RFR # EOL 19-01, the company, agency, or firm, as well as the personnel assigned to perform services for this RFR, are in compliance with all of the Mandatory Requirements, Experience, Qualifications, Specifications and other terms stated in this RFR. I also acknowledge that I have read, understand and agree to all the Conditions and Instructions set forth in this RFR, conveyed these Requirements and Specifications to all personnel assigned, and agree that all personnel assigned will perform all the services required for this RFR.

or

If the Bidder is an Individual, he/she must read and sign the following:

I, , acknowledge that as Bidder for RFR# EOL 19-01, I am in compliance with all of the Mandatory Requirements, Experience, Qualifications, Specifications and other terms stated in this RFR. I also acknowledge that I have read, understand and agree to all the Conditions and Instructions set forth in this RFR and agree to perform all the services required for this RFR.

(Name and Title)

Authorized Signature ________________________ Date: _________________

Bidder Name: Attachment B

BIDDER'S DESIGNATED SINGLE POINT OF CONTACT (SPOC) Form

EOL 19-01

The Bidder must provide a Single Point of Contact (SPOC), who will act as recipient of all notices and communications between the parties. Furnish the name, title, address, telephone number, fax number and e-mail address of the SPOC.

Bidder's Name:

Single Point of Contact’s Name:

SPOC’s Title:

Address:

Telephone Number:

Fax Number:

E-mail Address:

NOTE:

It is the Vendor’s and Vendor’s Single Point of Contact responsibility to inform EOL contract’s department if the current designated SPOC will be replaced by sending a new Attachment B Form with the future SPCO information. In the event that the SPOC in file with EOL is no longer available to notify the contract’s department of the change, then the form must come directly from the current Authorized Signatory’s email.

Bidder Name: EOL 19-01 Attachment C

COMMONWEALTH OF MASSACHUSETTS

Prompt Payment Discount Form

Prompt Payment Discounts (PPD): All contractors entering into business with the Commonwealth must agree to provide a Prompt Payment Discount (PPD) for receiving early and/or on-time payments unless the bidder can provide compelling proof that it would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Contractors who also participate in the Electronic Funds Transfer initiative will maximize their benefit by ensuring that funds are paid directly to their designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Bidders must submit agreeable terms for Prompt Payment Discount offerings using this PPD form with their proposal, unless otherwise specified by the PMT. All Prompt Payment Discounts must be based on a 10, 15, 20 and/or 30 day turn around time for payments. While bidders have flexibility in determining the actual % discount(s) offered to the Commonwealth, a bidder must base that discount using only 10, 15, 20 and/or 30 days and by inputting that discount below into the appropriate row(s) under the column entitled “% Discount Off Proposed Price” beside the appropriate turn around time(s) also listed below. The Procurement Management Team (PMT) will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth. The requirement to offer PPD discounts may be waived by the PMT 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 attached to this PPD form.

All discounts offered will be taken in cases where the payment date is within the specified number of days listed below and in accordance with the Commonwealth’s Bill Paying Policy, which may be found on the Comptroller’s website. The turn-around-time for payments will be measured from a) date services were rendered, goods received or b) receipt of a valid invoice, whichever is later. If internal systems require an alternate method of measuring payment turn-around times, the Bidder must note the issues below or on an attached page if necessary to be considered by the PMT. In cases where the Bidder considers that offering a Prompt/Early Payment discount would be a hardship, the Bidder must clearly define the issues and reasons for said hardship.

As an example of how to complete this form, if a Bidder is proposing that payments made within 10 days of invoice will receive a 5% discount off the contract price; payments made within 15 days of invoice will receive a 3% discount off the contract price; payments made within 20 days of invoice will receive a 2% discount off the contract price; and payments made within 30 days of invoice will receive a 1% discount off the contract price, then the bidder would insert under the “% Discount Off Proposed Price” column the prompt payment discount percentages proposed that correspond to the appropriate 10, 15, 20 and/or 30 day turn around time under the “Turn-around-time for Payments” column.

The back of this form is intentionally left blank for the bidder to include comments, conditions or clarifications to the discounts proposed below. Bidders may also attach additional pages if necessary.

10 Days

15 Days

20 Days

30 Days

The Contractor is unable to provide Prompt Pay Discount due to the following hardship:

Bidder Name: Attachment D

BIDDER’S CHECKLIST

EOL 19-01

This form is designed to assist the Bidder in ensuring that all required documents are included with the submission. Please place a checkmark (√) in the box next to the forms being submitted and sign below where indicated.

Attachments A-D listed below are specific attachments to this RFR and are found in the body of the RFR. Note: All other forms listed below are attachments to this RFR on COMMBUYS. For assistance in obtaining/printing any of these forms, call the COMMBUYS Help Desk toll free at (888) MA-STATE.

Required Certificate

Required Attachments and Forms

☐ Attachment A Statement of Acceptance Response

☐ Attachment B Bidder’s Designated Single Point of Contact (SPOC)

☐ Attachment C Prompt Pay Discount Form

☐ Attachment D Submission Checklist Form

☐ Commonwealth of Massachusetts Standard Contract Form

☐ Commonwealth Terms and Conditions

☐ Request for Taxpayer ID Number and Certification (Mass. Substitute W-9 form)

☐ Contractor Authorized Signatory Listing Form

☐ Contractor Authorized Signature Verification Form

☐ Commonwealth of Massachusetts Authorization for Electronic Funds Transfer Payments (EFT)

☐ Bidder Reference Form

☐ Catering Services and Conference Space, Bidder Response Form

Authorized Signature: Date:

Other RFR References Appendix A: Required Specifications [http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/osd-forms.html]

Appendix B: Electronic Quote Submission Instructions [http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx]

EOL Catering Services, Conference Space COMMBUYS Bid# 19-1043-1043C-1043L-34727 image2.jpeg image3.png image1.png image2.png