192424 WIC Breastpump.doc

The Commonwealth of Massachusetts

Department of public health Bureau of Family Health & Nutrition

Address: 250 Washington Street

Boston, MA 02108

CONTACT:

Massachusetts WIC State Breastfeeding Coordinator

Nutrition Division, Massachusetts Department of Public Health

Contact Name: Ellen Tolan, RD, LDN, IBCLC Telephone #: 617-624-6128 Fax #: 617-624-6179 Email: ellen.tolan@state.ma.us

Request for Response (RFR) Document Title: WIC Breast Pumps and Breast Pump Accessories ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-19-1031-BFHN0-BFH01-29857 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: 192424

August 1, 2018

UNSPSC: 422319010000 Object Code: F07 Activity Code: 3375

1.1 Procurement Scope and Description:

The Department of Public Health – WIC Program Division is interested in procuring 62 hospital grade/rental grade electric breast pumps and 250 compatible electric breast pump accessory kits for distribution to mothers of very low birthweight or premature infants at WIC programs across Massachusetts. The Department is also interested in procuring 100 FDA approved multi-user electric breast pumps and 300 compatible breast pump accessory kits for distribution to mothers returning to work or school at WIC programs across the state. (Product specifications detailed below.)

1.1.1 Background Information:

The Massachusetts WIC Nutrition Program offers nutrition education, breastfeeding support, referrals to health and human services and checks to purchase healthy foods to pregnant, postpartum and breastfeeding women, infants and children under the age of five. WIC offers access to breast pumps as part of its breastfeeding support services.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

FORMCHECKBOX

Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.3 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

Single Contractor

1.4 Calendar Rule Type:

FORMCHECKBOX

1.5 Acquisition Method:

Fee-For-Service

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.6 Use of a Procurement by a Single or Multiple Departments:

FORMCHECKBOX

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

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __1__ year (s) _9___months;

Anticipated Renewal Options: 2 options to renew for 2 year (s) each option Final End Date of this Contract: June 30, 2024

1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Total estimated value of procurement: $140,000 for hospital/rental-grade pumps ($127,500 for pumps and $12,500 for kits) and $45,000 for multi-user pumps ($30,000 for pumps and $15,000 for kits).

Total Amount $185,000 Check One (“X”):

Contract will have a Maximum Obligation

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

No

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

The Department of Public Health – Nutrition Division, WIC Program is interested in procuring 62 hospital grade/rental grade electric breast pumps and 250 compatible electric breast pump accessory kits for distribution to nursing mothers with high risk (Very Low Birth Weight/Pre-term) newborns, who otherwise would not have access to an appropriate pump, at local WIC programs across Massachusetts. The pump must be designed to initiate and build milk supply for breastfeeding dyads separated for medical reasons. These items will be used in conjunction with core nutrition and breastfeeding services at WIC. Shipments to various locations across Massachusetts will occur and may be staggered over time.

The Department also wishes to procure 100 FDA approved multi-user electric breast pumps and 300 compatible breast pump accessory kits for distribution to mothers, who are returning to work or school and unable to access a pump through insurance, at WIC programs across the state.

All pumps will be shipped directly to the WIC Distribution Center in Northborough, MA.

After initial contract duration and each contract option the vendor will have a chance to update pricing with proper justification and DPH approval.

Please submit a bid for the specific quantities of breast pumps listed above that meet the specifications identified below:

Massachusetts Specifications: Breast Pump, Hospital Grade/Rental Grade

The hospital grade electric (multi-user) pump must:

· Require use of personal pumping kit so that the pump may be used by more than one person; must be registered with the FDA as a multi-user product

· Not exceed 12 pounds including carrying case

· Operate on a 110-volt household current and be UL listed

· Have a visible breast milk pathway and no milk is able to contact the internal pump-motor unit parts at any time when the product is used per manufacturer instructions

· Have an adjustable suction pressure between 30 mm Hg and 250 mm Hg at the breast shield during use; a suction range just at the low or high end of the range is not acceptable

· Have an automatic mechanism to prevent suction greater than 250 mm Hg when used according to manufacturer's instructions to prevent nipple trauma

· Have a mechanism for automatic release of suction for safety

· Have variable/adjustable cycling not less than 30 cycles per minute; one fixed cycling time is not acceptable

· Have double pumping capacity which is simultaneous, not alternating

· Include a pumping kit featuring durable tubing to connect to the pump and flanges, and have single and double pumping capacities

· Include a carrying case made of durable, washable materials for the pump-motor assembly and pump kit accessories

· Be BPA-free

· Have a minimum three year warranty for manufacturing defects on motor, power supply and gear box with proof of warranty provided

Massachusetts Specifications: Breast Pump, Multi-user Electric

The multi-user electric breast pump shall:

· Require use of personal pumping kit so that the pump may be used by more than one person; must be registered with the FDA as a multi-user product

· Operate on a 110-volt household current and be UL listed

· Not allow breast milk to come in contact with any internal pump parts when used as recommended and provide proof or statement of this fact

· Have adjustable pressure settings that range from a minimum suction level of less than 100 mmHg to, but not more than 240 mmHg

· Have a mechanism for automatic release of suction for safety

· Have automatic adjustable cycling that adjusts within the range of not less than 35 or more than 65 cycles per minute

· Have double and single pumping capability

· Include at least one personal pumping kit for double pumping

· Be BPA-free

· Have a minimum two year warranty for manufacturing defects on motor, power supply and gear box with proof of warranty provided

1) There shall be step-by-step written instructions in both English and Spanish packaged with each pump.

2) The breast pumps will be drop-shipped directly to the WIC Distribution Center in Northborough, MA. The vendor will also provide proof of delivery to MDPH WIC within ten (10) working days. Proof of delivery will include signature of receiver, delivery destination and date of delivery.

3) The vendor will provide a statement that the vendor is responsible for returning pumps or parts to the manufacturer for repairs, returning repaired pumps to local clinics, and will incur all applicable shipping charges. The vendor will also state the time period that their breast pumps will be covered for the above listed repairs.

4) The vendor shall provide support, including training documents, for state and local WIC offices in the provision of the pumps and pump kits to mothers.

Massachusetts Specifications: Breast Pump Accessory Kits for Hospital Grade/Rental Grade and Multi-user Electric Breast Pump Kits The breast pump accessory kits for Hospital Grade/Rental Grade and Multi-user Electric Breast Pumps shall:

· Be compatible with hospital grade/rental grade and multi-user electric breast pump as specified above and as bid upon for this contract

· Have double and single pumping capability

· Be easy to clean, using standard household agents and /or equipment

· Be safe and BPA free

· Be packaged individually for distribution.

1) The breast pump accessory kits will be drop-shipped directly to local WIC programs and the WIC Distribution Center in Northborough, MA.

2) The vendor will also provide proof of delivery to MDPH WIC within ten (10) working days. Proof of delivery will include signature of receiver, delivery destination and date of delivery. Each drop-shipped box will clearly be labeled to show all items and quantities contained within the box and indicate that the items are being delivered to the WIC Distribution Center.

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.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR

4.0 Contract Invoicing

Invoices to be submitted upon delivery of items. Copies of packing slips are required prior to the processing of the invoice.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. COMMBUYS Bid Solicitation for this form.

5.0 Evaluation Criteria

The following components will be some of the criteria considered by the Evaluation Team when evaluating each quote.

Contract award will be based on meeting product specifications, price, and the vendor’s ability to ship items when requested to multiple locations across Massachusetts. All bids should include shipping charges within Massachusetts.

Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

Additional information about SDP can be found in the Supplier Diversity Program (SDP) Plan section of the “Additional Requirements” document found on the COMMBUYS Bid Solicitation. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation.

The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation.

6.0 Estimated Procurement Calendar

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

August 17, 2018 by 5:00 pm

Deadline for Forms that require Ink Signatures.

(See section 7.2 Submission Instructions below for further guidance.)

August 24, 2018 Attn.: Ellen Tolan, RD, LDN

250 Washington St

6th floor

Boston, MA 02108

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

Bidder should respond to each item listed and submit as part of the quote process:

1.

a. Provide a detailed description of the Hospital Grade/Rental Grade Multi-user Electric Breast Pump (appropriate for initiating and building milk supply for very low birthweight/premature infants) and Hospital Grade/Rental Grade Breast Pump Accessory Kits

b. Provide a detailed description of the Multi-User Electric Breast Pump (appropriate for maintaining milk supply for mothers returning to work or school) and Multi-User Electric Breast Pump

Accessory Kits

2.

a. Provide a breakdown of the pricing information in a detailed cost report (1 page maximum) for the purchase of 62 hospital grade/rental grade breast pumps and 250 compatible electric breast pump accessory kits

b. Provide a breakdown of the pricing information in a detailed cost report (1 page maximum) for the purchase of 100 multi-user electric breast pumps and 300 compatible breast pump accessory kits 3.

Provide a service and delivery schedule for the shipment (1 page maximum). Please note the bidder should be able to send supplies to the WIC Distribution Center in Northborough, MA

4. Provide the manufacturer’s warranty information

5. Provide the Supplier Diversity Program forms

6. Provide examples of any prior experience providing these supplies and services to other organizations (3 page maximum)

7.2 Submission Instructions

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times displayed in COMMBUYS are Eastern Standard/Daylight Savings (US).

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record. DPH recommends that Quotes be submitted early. Changes to your quotes can be made by withdrawing using the “Withdraw Quote” button offered under the Summary tab of a submitted quote. Quotes may be withdrawn up until the Bid Opening Date.

COMMBUYS Item Screen Vendors submitting quotes with “No Bid” checked in the item screen will not be eligible to enter into a contract with DPH. “No Charge” must be checked or a dollar amount entered in the Unit Cost Field. The “No Charge” selection will not be construed by the Purchaser to mean an offer to provide services or products at no charge.

Electronic Signatures

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

Ink Signatures

The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

· Commonwealth Terms and Conditions (If not already on file with the Comptroller)

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

Please send to:

Attn.: Ellen Tolan, RD, LDN

250 Washington St

6th floor

Boston, MA 02108 File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

Public Records All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Amendments to BID

DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DPH 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.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

complete and sign in blue ink as instructed in section 7.2 of this RFR.

9.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· A link to a job aid on How to Submit a Quote on COMMBUYS

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

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 the Purchasing Department, including requests for clarification. The Purchasing Department 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 the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Standard Template 3-30-2017