2018 ventless captains RFR_SNE Repost.docx

REQUEST FOR RESPONSE

Ventless Trap Survey Vessel Services RFR # DMF-18011 / COMMBUYS Bid# BD-18-1046-DMF-FWE20-24334______

ISSUE DATE: 03/01/2018

Procurement Category

1. Description or Purpose of Procurement:

The Massachusetts Division of Marine Fisheries requires the services of two commercial lobstermen and their vessels to bait, set, haul, and maintain MADMF-owned lobster traps for lobster population monitoring. A maximum two contracts will be awarded in LCMA 2 (NMFS Area 538) (see Attachment A).

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards The target maximum number of Contractors is 2; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

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

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

1 year

Total Maximum Contract Duration

4 years

7. Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement: $150,000.00

8. Contract Performance and Business Specifications:

Scope of Services: The vessel must be capable of hauling, re-baiting, and deploying experimental traps arranged in 6-pot trawls under the direction of MADMF staff. The duration of the study is 4 months (June – September), during which each contractor will be expected to complete a total of 3 sea-days a month in no more than a continuous ten day period. The contractor will also have one day at the beginning of the study period in order to initially set the gear on location, and one day at the end of the study to bring the gear back to the dock. MADMF staff will deliver gear to the contracted captains prior to the first sea days. The contractor is responsible for loading gear onto the vessel and rigging the 6-pot trawls according to the study specifications (this preparation is considered included in the initial set-out day, and is not to be billed as a separate sea or dock day). The contractor will provide the necessary personnel who will be responsible for operating the boat and assisting in the deployment, operation and retrieval of equipment. A MADMF employee or contracted agent will serve as Chief Scientist and will supervise sampling, or experimental operations onboard the vessel. Please see Attachment A for more details.

and/or Fiscal Terms:

Contracts will NOT have a maximum obligation amount (rate contract) Performance Measures:

See Attachment A for description of requirements

9. Small Business Purchasing Program This is a small procurement targeted to businesses participating in the Commonwealth’s Small Business Purchasing Program (“SBPP”). The Department intends to evaluate bid responses from and to award a contract to a SBPP-participating business(es) who submit a bid that meets or exceeds the solicitation criteria only. Subcontracting in these types of procurements is limited to no more than 20% of the value of the contract, unless it is with another SBPP registered participant. If determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive bid, the Department will evaluate and award bid responses received from non-SBPP businesses. To determine eligibility and to participate in the SBPP, please review the requirements and general program information at www.mass.gov/sbpp.

10. 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.

11. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

Please see Attachment A for evaluation/selection criteria.

12. Instructions for Submission of Responses:

Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix C.

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.

13. Estimated Procurement Calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Bid Amendment Deadline 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.

b. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) March 23, 2018 4:00 PM

c. Estimated Contract Start Date Mid-May is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

14. Required Forms Responses to this RFR must contain the following documents:

The above attachments are available as attachments as part of the Bid record on WWW.COMMBUYS.COM.

15. RFR Attachments Appendix A: Required Specifications and information Appendix B: Required supplemental quote information (to be filled out and submitted with quote) Appendix C: Electronic Quote Submission Instructions

DMF-18011 - ATTACHMENT A: PROJECT DESCRIPTION AND SPECIFICATIONS

I. Overview

The Massachusetts Division of Marine Fisheries requires the services of two commercial lobstermen and their vessels to bait, set, haul, and maintain MADMF-owned lobster traps for lobster population monitoring.

Vessels must be in the 28-48 ft range, be capable of cruising at a minimum of 10 knots, and have a covered area that will protect scientific equipment from weather and waves. The vessel must be equipped, at a minimum, with a compass, depth recorder, plotter, radar, GPS, VHF radio, hydraulic pot hauler, and davit. The vessel also must be capable of hauling, re-baiting, and deploying experimental traps arranged in 6-pot trawls under the direction of MADMF staff. The duration of the study is 4 months (June – September), during which each contractor will be expected to complete a total of 3 sea-days a month in no more than a continuous ten day period. The contractor will also have one day at the beginning of the study period in order to initially set the gear on location, and one day at the end of the study to bring the gear back to the dock. MADMF staff will deliver gear to the contracted captains prior to the first sea days. The contractor is responsible for loading gear onto the vessel and rigging the 6-pot trawls according to the study specifications (this preparation is considered included in the initial set-out day, and is not to be billed as a separate sea or dock day).

The bidder must possess a valid Massachusetts commercial lobster license and, if bidding on Zone G, a valid Federal lobster permit. Vessels must possess sufficient room to accommodate a minimum of two sea samplers/scientists in addition to the normal crew. The contractor will provide the necessary personnel who will be responsible for operating the boat and assisting in the deployment, operation and retrieval of equipment. A MADMF employee or contracted agent will serve as Chief Scientist and will supervise sampling, or experimental operations onboard the vessel. Procedures will be agreed upon between the Chief Scientist and the contractor in advance of any at-sea operation. The safety of the vessel and personnel on it will be the responsibility of the contractor at all times. The contractor shall be responsible for all fuel, lubricants, dockage, bait, and other consumables necessary to conduct the operation.

The vessel shall be properly licensed by all pertinent state and federal agencies and carry safety equipment in conformance with all U.S. Coast Guard regulations. The vessel must possess an up-to-date Coast Guard Voluntary Safety Dockside Exam Certificate prior to the start of work. Additionally, vessels working in Zone G must possess a U.S. Coast Guard approved life raft with an up-to-date inspection. MADMF personnel will supply their own immersion suits. The contractor is responsible for obtaining any necessary insurance, including additional coverage for non-crew members (scientists or observers).

Prospective contractors must submit a bid for the cost per sea-day of operation. The costs of the vessel, fuel, use of gear, docking fees, bait, and any other related expenses should be included within the day rate. Acceptance of a bid is not a guarantee that MADMF will contract for services; it merely sets up a mechanism so that a vessel may be contracted if necessary. A maximum of 2 contracts will be awarded for work in NMFS Area 538 (LCMA 2). NO CATCH (INCLUDING BYCATCH SPECIES) CAN BE LANDED FROM THE SURVEY GEAR.

Table 1. Number of stations and approximate mileage to steam through the stations of each Zone within Area 538 (LCMA 2).

Figure 1. Zones and 2018 station locations for the MADMF Coastwide Ventless Trap Survey in Area 538 (LCMA 2).

2018 Buzzards Bay Ventless Trap Survey Area Zone # stations approx miles from first to last station

F G

A. Tasks and Deliverables Each contractor will be expected to complete no less than 12, and no more than 14 sea-days during the project duration. The duration of the project is 4 months (June – September). The gear for each zone will be hauled over 3 sea-days per month distributed in the following monthly haul cycle:

Haul Cycle

· Day 1 = haul, enable, and bait gear without observer.

· Day 2 = Haul and re-bait gear 3 days (weather-dependent) after the initial set with MADMF observer on board.

· Day 3 = Haul gear 3 days (weather-dependent) after the previous set with MADMF observer on board. Re-set gear with disabling door open, DO NOT RE-BAIT.

Contracted fishermen will be assigned (after consultation) a week of the month during which they will typically be required to do the work. (1st, 2nd, 3rd, or 4th). They will then always haul the gear during that same time frame each month.

IV. TIME LINE

April 2018 - Award contracts May 2018 - Deliver traps/gear to selected contractors. Begin to set gear on station.

September 2018 - Haul and sample survey gear, haul gear out of water October 2018 - Gear will be picked up by MADMF.

V. Submission Requirements All responses must be submitted online, via the COMMBUYS website WWW.COMMBUYS.COM.

Each Response must contain the following:

· Completed quote indicating Zone-specific sea day rate.

· Completed Attachment B: Supplemental Information - Vessel Fact Sheet (to be uploaded as an attachment with the quote).

· A description of the bidder’s qualifications including fishing experience, any previous collaborative scientific work, or associated experience.

· A photo of the bidder’s vessel (to be uploaded as an attachment with the quote, or inserted into the Attachment B document).

Bidding Considerations:

· All bidders must meet the minimum criteria specified in the RFR.

· Bidders are required to indicate in which zone they are willing and capable of fishing.

· Bidders can select more than one zone and can provide different bids for different zones.

· Traps, and lines will be provided by MADMF.

· Contractors are responsible for supplying the bait.

· Contractors are responsible for supplying the buoys. MADMF will replace any buoys lost during the course of the survey with 6” x 14” buoys.

Additional forms as indicated in Section 14 of the RFR are required.

Failure to submit these documents with a Response may result in disqualification of the Response. All forms must be complete prior to contract execution and commencement of service.

VI. Questions Prospective contractors may submit questions to Tracy Pugh at tracy.pugh@state.ma.us until 20 March 2018.

VII. Selection Criteria Quotes will be evaluated based on the following criteria:

· Bid amount.

· The breadth and depth of qualifications of the contractor(s).

· The breadth and depth of experience of the contractor(s).

· Appropriateness of the contractor’s vessel, including port and proximity to zone, size, speed, work space, and safety features.

· Past performance for any contractors who have worked previously under contract to MADMF.

The Selected Respondent may not be the lowest cost bidder as all of the above criteria will be considered in the evaluation of Responses. Also note that MADMF reserves the option to interview some or all Respondents for the purpose of clarifying a Response prior to making a final award.

VIII. PROJECT TERMS

A final contract is subject to successful negotiation of a Final Scope of Services. It is anticipated that projects may commence within two weeks of MADMF’s decision.

DMF-18011 - ATTACHMENT B: SUPPLEMENTAL INFORMATION

Power Vessel Description and Captain’s Experience

RFR# DMF 18011: VESSEL SERVICES FOR A VENTLESS LOBSTER TRAP SURVEY IN MASSACHUSETTS COASTAL WATERS

Vessel Name: ___________________________ Captain’s Name: _____________________

Vessel Owner, Address and Contact Phone Number:

Usual Port: __________________ Other Ports: ________________________

Gear types vessel is rigged for:__________ _____________ _____________

Vessel Specifications

LOA: _____________________________

Beam width: ____________ .

Engine type & horsepower: ____________ Effective Cruising Speed:______________

Is 120 VAC power available on your vessel (choose one)? No____ Yes____

Is covered space available to protect scientific equipment? No____ Yes____

Does your vessel have a current U.S. Coast Guard inspection? No____ Yes____

For those submitting a quote for Zone G, does your vessel have a USCG Certified life raft with updated inspection? No____ Yes____ Expiration Date: .

What side of the vessel is your hauler on? Port/Starboard (circle one).

Have you, or any of your crew, been convicted of or assessed a fine for a fisheries violation? If yes, explain.

Other vessel characteristics or information or comments:

What is the experience of the captain? Please provide specific information relative to your experience in the zone(s) for which you are bidding. (This is for the captain that will be operating the vessel during any contracted time resulting from this RFR)

Appendix C: Electronic Quote Submission Instructions Instructions for Vendors Responding to Bids Introduction COMMBUYS refers to all solicitations, including but not limited to Requests for Proposals (RFP), Invitations for Bid (IFB), Requests for Response (RFR), Requests for Quote (RFQ), as “Bids.” All responses to Bids are referred to as “Quotes.”

Steps for Bidders to Submit a Quote

1. Launch the COMMBUYS website by entering the URL (www.COMMBUYS.com) into the browser.

2. Enter Bidder login credentials and click the Login button on the COMMBUYS homepage. Bidders must be registered in COMMBUYS in order to submit a Quote. Each Vendor has a COMMBUYs Seller Administrator, who is responsible for maintaining authorized user access to COMMBUYS.

3. Upon successful login, the Vendor home page displays with the Navigation and Header Bar as well as the Control Center. The Control Center is where documents assigned to your role are easily accessed and viewed.

4. Click on the Bids tab

5. Clicking on the Bid tab opens four sections:

a. Request for Revision

b. Bids/Bid Amendments

c. Open Bids

d. Closed Bids

6. Click on the blue Open Bid hyperlinks to open and review an open bid

7. A new page opens with a message requesting you acknowledge receipt of the bid. Click Yes to acknowledge receipt of the bid. Bidders should acknowledge receipt to receive any amendments/updates concerning this bid.

8. After acknowledgement, the bid will open.

The top left half of the page contains the following information:

a. Purchaser

b. Department

c. Contact for this bid

d. Type of purchase

i. Open Market

ii. Blanket

e. Pre-Bid Conference details (if applicable)

f. Ship-to and Bill-to addresses

g. Any attachments to the bid, which may include essential bid terms, response forms, etc.

The top right half of the bid includes the following information:

h. Bid Date

i. Required Date

j. Bid Opening Date – date the bid closes and no further quotes will be accepted

k. Informal Bid Flag

l. Date goods/services are required

9. The lower half of the page provides information about the specific goods/services the bid is requesting.

10. Click Create Quote to begin.

11. The General tab for a new quote opens. This page is populated with some information from the bid. Fields available to update include:

a. Delivery days

b. Shipping terms

c. Ship via terms

d. Is “no” bid – select if you will not be submitting a quote for this bid

e. Promised Date

f. Info Contact

g. Comments

h. Discount Percent

i. Freight Terms

j. Payment Terms It is important to note that the bid documents (RFR and attachments) may specify some or all of these terms and may prohibit you from altering these terms in your response. Read the bid documents carefully and fill in only those items that are applicable to the bid to which you are responding.

Update these fields as applicable to the bid and click Save & Continue to save any changes and create a Quote Number.

12. The page refreshes and messages display. Any message in Red is an error and must be resolved before the quote can be submitted. Any message in Yellow is only a warning and will allow processing to continue.

13. Click the Items tab. The Items tab displays information about the items requested in the bid. To view additional details about an item, click the item number (blue hyperlink) to open.

14. The item opens. Input all of your quote information and click Save & Exit.

15. Click on the Attachments Tab. Follow the prompts to upload and name all required attachments and forms and bid response documents in accordance with the instructions contained in the solicitation or bid documents. After uploading each individual file or form, click Save & Continue. After you have uploaded all required documents click Save & Exit. Be sure to review your attachments to make sure each required document has been submitted.

16. Click on the Terms & Conditions Tab. This tab refers to the terms and conditions that apply to this bid. The terms and conditions must be accepted before your quote can be submitted. If your acceptance is subject to any exceptions, those exceptions must be identified here. Exceptions cannot contradict the requirements of the RFR, or required Commonwealth standard forms and attachments for the bid. For instance, an RFR may specify that exceptions may or will result in disqualification of your bid.

17. Click the Summary tab. Review the information and update/correct, as needed. If the information is correct, click the Submit Quote button at the bottom of the page.

18. A popup window displays asking for verification that you wish to submit your quote. Click OK to submit the quote.

19. The Summary tab redisplays with an updated Status for the quote of Submitted.

20. Your quote submission is confirmed only when you receive a confirmation email from COMMBUYS. If you have submitted a quote and have not received an email confirmation, please contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us.

If you wish to revise or delete a quote after submission, you may do so in COMMBUYS: (1) for a formal bid, prior to the bid opening date, or (2) for an informal bid (which may be viewed upon receipt), prior to the opening of your quote by the issuing entity or the bid opening date, whichever is earlier.

Bidders may not submit Multiple Quotes in response to a Bid unless the Bid authorizes Multiple Quote submissions. If you submit multiple quotes in response to a bid that does not allow multiple quotes, only the latest submission prior to the bid opening date will be evaluated.

Updated: February 21, 2017 image1.emf image2.jpeg