20180614 CPS022 Printing Binding and Wide Format Supplies and related Equipment and Service FINAL~2.pdf

Updated: March 15, 2016

ISSUE DATE: June 14, 2018

Purchasing Department Operational Services Division– Commonwealth Print Services

(CPS)

Address 1 Ashburton Place, Room P-11

City, State Zip Code Boston, MA 02108

Procurement Contact Person Glenn Kendall/Mark Tardiff

Telephone Number 617-720-3346/617-720-3314

Fax Number 617-727-6232

E-Mail Address Glenn.Kendall@mass.gov/Mark.Tardiff@mass.gov

RFR Name/Title OSD/CPS Printing, Binding and Wide Format Supplies, related

Equipment and Services RFR

RFR Number CPS022

COMMBUYS Bid Number Bid BD-18-1080-OSD10-OSD10-28489

1. Description or Purpose of Procurement:

The Operational Services Division/Commonwealth Print Services (CPS) is soliciting qualified vendors for

Printing, Binding and Wide Format Supplies and related Equipment and Services on an as needed basis.

Section 1 – Maintenance and Services - for the on-site remedial and preventative maintenance for CPS print shop equipment.

Section 2 – Printing, Binding and Wide Format Supplies and related Equipment.

Note: Please see Attachment 1 which contains 6 separate tabs (A – F) for pricing submittals.

Please review each tab for the appropriate information.

REQUEST FOR RESPONSE

Printing, Binding and Wide Format Supplies and related Equipment and Service

RFR #CPS022 / COMMBUYS Bid# BD-18-1080-OSD10-OSD10-28489

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR

21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

3. Acquisition Method:

Check All Applicable (“X”): Category

Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

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

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The maximum number of Contractors is targeted at 5; the Purchasing Department may award more or fewer contracts, if it is in the best interest of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Strategic Sourcing Services Team (SSST) 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

Check One (“X”): Eligible Entities

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:

Department of Transitional Assistance

Department of Workforce Development

Department of Correction (MassCor)

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

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

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

Contract

Duration Number of Options

Number of

Years/Months

Initial

Duration

Three Years

Renewal

Options

2 Two Options to renew for up to two years each

Total

Maximum

Contract

Duration

7 Years

7. Contract Performance and Business Specifications:

Section 1 – Maintenance and Services

The below requirements are for the on-site remedial and preventive maintenance for CPS print shop equipment, where applicable all shipping charges must be included in the bid.

Bidder Qualification:

OSD is seeking proposals from OEM certified businesses to install, service and/or maintain the equipment specified in Attachment 1, Tab E and Tab F, and who have been in the business of servicing the specified equipment for a period greater than 24 months. New equipment may be added as the needs of the Purchasing Entity change. Each bidder shall submit proof of qualifications in the form of a copy of their current certifications(s) and/or training certificate(s) (which covers a period of at least 24 months) or a letter on OEM letterhead signifying bidder’s certification status. Bidders shall submit with their responses a list of certified service technicians (see Attachment 1, Tab E) currently employed by the bidder who are qualified to service the equipment listed in Attachment 1, Tab E. The contractor may not sub-contract any services awarded under this solicitation to an alternative service provider without the express written approval of the Operational Services Division.

Service Response Time: After a service call is placed, technician must be on-site within one (1) business day.

Rate: Vendor’s Hourly rate will be pro-rated in 15 minute increments if the time billed is less than a full hour.

Service and/or maintenance contracts must include, but are not limited to all of the following:

On Call Remedial Maintenance – The maintenance service must include the replacement of defective or unserviceable parts for the equipment specified. Repair of the equipment and maintenance must be in accordance with OEM specifications. Replacement parts will be furnished on an exchange basis and must be new parts that meet all OEM specifications. If the required part is no longer being manufactured, it must be equivalent to new in performance and meet all OEM specifications. Removed parts become the property of contractor and must be removed by the contractor upon completion of the service call.

Preventive Maintenance – The contractor and purchasing entity may agree on regular preventive maintenance service calls during regular shift hours of 8:00 am to 4:00 pm to maintain the equipment or parts according to OEM specifications. The contractor shall make every good faith effort to schedule calls during low use periods. Preventive maintenance shall include, but not be limited to, all lubrication, necessary adjustments, cleaning and replacement of parts in accordance with PM schedule specified by the OEM.

Regular Shift Service – The contractor must provide parts and or maintenance service coverage during normal business hours 8:00 AM to 4:00 PM, Monday through Friday, except Commonwealth Holidays, to keep the equipment which they have contracted to service, in good working order. Commonwealth

Print Services requires service on requested site within (1) one business day. Response periods will be calculated from the time Commonwealth Print Services or purchasing entity contacts the contractor until a qualified service representative arrives at the site where the breakdown or malfunction has occurred.

Pricing:

Attachment 1, Tab E – Price Quotes – Bidder’s response sheet for Maintenance and Parts for Printing and Binding Equipment

Attachment 1, Tab F – Price Quotes – Bidder’s response sheet for service & parts for various printing equipment

Section 2 - Printing, Binding & Wide Format Supplies

The below requirements are for the Printing, Binding, & Wide Format Supplies.

Pricing:

Bidders responding to this RFR are requested to provide pricing based on the attachments indicated in four (4) categories of supplies frequently used by CPS and those of other anticipated contract users. It is not mandatory that a bidder submit pricing on all categories. Please note that all prices submitted must reflect the delivered cost of the item.

Attachment 1:

Tab A - Various Printing Supply Items Tab B - Various Binding Supplies Tab C - Various Inks Tab D - Wide Format Supplies

It is mandatory that bidders deliver items under contract no later than 5 business days after receipt of a confirmed order.

When filling out pricing in Attachment 1, Tabs A through D, Bidders may opt to provide a single discount off catalog price for all items bid, or to vary the percentage discount offered by item.

CPS reserves the right to issue awards to vendors to supply only specified items.

New supplies and related equipment may be awarded to contractor(s) in each category as they become available or necessary to users of this contract. Supplies will be tested for performance and output in our print shop, at no extra cost to the Commonwealth.

In the event CPS’ printing equipment changes during the term of any contract associated with this RFR, CPS reserves the right to adjust the product list/specifications accordingly.

Warranty/Returns:

All bid responses should identify bidder’s standard warranty terms for products bid as well as bidder’s return policy.

Various brand names are used by CPS to identify items that have been tested and meet our high standards. Vendors may propose generic items or product substitutions however the items will be subject to approval by purchasing entity. A return policy must be stated for substitute items.

Years in Business: Bidders must be in the business of providing general printing supplies to the Graphic

Arts Industry for no less than five (5) years from the date of the bid response.

References: Bidders should provide three customer references as part of their bid responses. For each customer reference, please identify a contact name, title, company name, address, and telephone or e-mail contact information.

Delivery - Vendor must agree to the following Delivery Terms:

Orders placed by Commonwealth and all other eligible users of this Contract must be delivered as soon as possible and no later than five (5) business days from receipt of a purchase order.

Orders should be delivered complete whenever possible, but may be split if approved by the ordering facility.

Delivery charges are not permitted under this contract unless the order is less than $100.

All orders shall be delivered to the facility address and specified location within the facility at no additional cost to the Commonwealth or the facility. Facilities do not accept “tailgate” or “door to door” deliveries. Contractors using various shippers or couriers must make them aware of these conditions.

Shippers are not permitted to use facility equipment for receiving of deliveries.

Additional shipping requirements unique to MassCor Industries will be detailed to winning contractors, and reasonable additional charges for said services will be considered on a per order basis.

Anticipated delivery locations for the users of this contract are as follows:

Commonwealth Print Services:

o 1 Ashburton Place, Room P-11, Boston, MA 02108 o 19 Staniford Street, Boston, MA 02114

Department of Workforce Development - 19 Staniford Street, Boston, MA 02114

Department of Transitional Assistance - 529 Main Street, Charlestown, MA 02129

Department of Correction - MassCor – 1 Industries Dr. Bldg. A, Norfolk, MA 02056

Various Cities and Towns within Massachusetts

Commodities being procured:

See Attachment 1, which includes Tabs A – F:

Tab A – Printing supplies

Tab B – Binding supplies

Tab C – Ink Supplies

Tab D - Wide Format Supplies

Tab E – Price quotes – Maintenance and Parts – Binding Equipment

Tab F – Price Quotes – Printing and Biding Equipment

Fiscal Terms: Payments are processed accordance with the Commonwealth Bill Paying Policy.

http://www.mass.gov/osc/publications-and-reports/policies/payments.html

8. Prompt Pay Discount

All Bidders must agree to offer discounts through participation in the Commonwealth Prompt Payment

Discount (PPD) initiative for receiving early and/or on-time payments, unless the Bidder can provide compelling proof that it would be unduly burdensome.

The requirement to offer a PPD may be waived by the SSST 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 documented in the Bidder’s Quote.

9. Supplier Diversity Plan (SDP)

Massachusetts Executive Order 524 established the Supplier Diversity Program within the Supplier

Diversity Office of the Operational Services Division in order to promote the award of State Contracts in a manner that develops and strengthens Minority and/or Women Business Enterprises (M/WBEs). More recently the Service-Disabled Veteran Owned Business Enterprise Program (“SDVOBE Program”), which is designed to promote access and equity of opportunity to Commonwealth business opportunities to

SDVOBE qualifying businesses. As a result, M/WBEs and SDVOBEs are strongly encouraged to submit

Quotes in response to this Bid, either as prime contractors, joint venture partners or subcontractors. All

Bidders, regardless of their certification status, are required to submit a completed SDP Plan Form #1 –

SDP Plan Commitment as part of their Quote for evaluation. It is required that Supplier Diversity

Program participation accounts for no less than 10% of the total points in the evaluation.

10. Performance Measures:

Service Response Time: After service call is placed, technician must be on-site within one (1) business day

The contractor must provide parts and or maintenance service coverage during normal business hours 8:00 AM to 4:00 PM, Monday through Friday, except Commonwealth Holidays, to keep the equipment which they have contracted to service, in good working order.

Orders placed by Commonwealth and all other eligible users of this Contract must be delivered as soon as possible and no later than five (5) business days from receipt of a purchase order.

11. 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 or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If 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.

12. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. The Order can be seen at EXECUTIVE ORDER NO. 515 Establishing an

Environmental Purchasing Policy

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 will meet these goals.

13. Evaluation Criteria

Interested Bidders 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 according to the evaluation criteria.

Cost Proposal

Compliance with all requirements

Complete response to bid

Years in Industry

Certifications/Training of Technicians

References

14. Instructions for Submission of Responses:

Bidder must submit a cover letter stating that they agree to the all of the terms and requirements of this RFR.

Bidder must submit Bid Submission Checklist

Each bidder shall submit proof of qualifications in the form of a copy of their current certifications(s) and/or training certificate(s) which covers a period of at least 24 months or a letter on OEM letterhead signifying bidder’s certification status.

Bidders shall submit with their responses a list of certified service technicians currently employed by the bidder who are qualified to service the equipment listed in this solicitation.

Interested Bidders must submit their responses via the COMMBUYS, www.commbuys.com, eProcurement web portal. Responses must be received no later than the response due date and time indicated on COMMBUYS and in this RFR or they will not be evaluated.

http://www.mass.gov/sbpp https://www.mass.gov/files/documents/2016/08/qj/eo515.pdf https://www.mass.gov/files/documents/2016/08/qj/eo515.pdf http://www.commbuys.com/

Please refer to How to Create a Quote in COMMBUYS job aid for directions. Please note on page 5 of the Job Aid, step 7 of the How to Create a Quote in COMMBUYS directions – you must enter a cost or select “no charge” for an award to be made.

If at any time, you need COMMBUYS assistance, please contact the OSD COMMBUYS helpdesk at

COMMBUYS (OSD) - commbuys@mass.gov or by phone at 1-888-627-8283.

15. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 6/14/18 3:00 p.m.

Deadline for Quotes/Bid Responses (“Bid

Opening Date/Time” in COMMBUYS)

6/28/18 12:00 p.m.

Notification of Apparent Successful Bidder(s)

(Estimated)

7/13/18 3:00 p.m.

Estimated Contract Start Date 8/1/18 12:00 p.m.

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

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date

This 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.

http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf mailto:commbuys@mass.gov

Required Forms

Responses to this RFR must contain the following documents:

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms & Conditions Wet Ink Signature

Required

Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

Wet Ink Signature

Standard Contract Form and Instructions Wet Ink Signature

Contractor Authorized Signatory Listing Wet Ink Signature

Authorization for Electronic Funds Transfer Electronic Submission

Additional Environmentally Preferable Products/Practices

Electronic Submission

Supplier Diversity Plan Form 1 (SDP Plan Commitment)

Electronic Submission

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

The above attachments are available as part of the Bid record on COMMBUYS www.commbuys.com.

16. RFR Appendices/Attachments

Appendix A: Required Specifications:

https://www.mass.gov/lists/osd-forms

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

Attachment 1 – Cost Proposal o Tab A – Printing supplies o Tab B – Binding supplies o Tab C – Ink Supplies o Tab D - Wide Format Supplies o Tab E – Price quotes – Maintenance and Parts o Tab F – Price Quotes – Equipment Printing and Binding Equipment http://www.commbuys.com/ https://www.mass.gov/lists/osd-forms http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx