20180803 CPS023 RFR Equipment Maintenance Service and Parts FINAL.doc~1.docx

REQUEST FOR RESPONSE

Equipment Maintenance, Service and Parts RFR RFR #CPS023 / COMMBUYS Bid# BD-18-1080-OSD10-OSD10-xxxxx

ISSUE DATE: August 6, 2018

1. Description or Purpose of Procurement:

The Operational Services Division/Commonwealth Print Services (CPS) is soliciting bids from qualified vendors for Equipment Maintenance, Service and Parts on an as needed basis for equipment used by eligible entities.

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 maximum number of Contractors is targeted at 3; 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

· 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.

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

Initial Duration

Three Years

Total Maximum Contract Duration

7 Years

7. Contract Performance and Business Specifications:

Maintenance, Equipment and Services The below requirements are for the on-site remedial and preventive maintenance for print shop equipment, where applicable all shipping charges must be included in the bid. New equipment may be added as the needs of the Purchasing Entity change.

Bidder Qualification:

Proposals must state on company letterhead that the company has been in the business of servicing Graphic Arts equipment for a period of at least 5 years.

Technician Certifications:

Bidders must submit a list of certified technicians (see Attachment 1, Tab A) employed by the bidder who have been servicing Graphic Arts equipment such as that listed in Attachment 1, Tab A for a period of greater than 24 months. The vendor may also submit an OEM certification letter for each technician. 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 from the time of the call.

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 A – Price Quotes – Bidder’s response sheet for Equipment Maintenance, Service and Parts for Offset Press Attachment 1, Tab B – Price Quotes – Bidder’s response sheet for Service and Parts for various Printing Equipment.

References – Bidder must submit 3 references

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

· Commonwealth Print Services:

· 1 Ashburton Place, Room P-11, Boston, MA 02108

· 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

Goods and Services being procured:

See Attachment 1, which includes Tabs A & B:

· Tab A – Price Quotes – Equipment Maintenance, Service and Parts for Offset Press

· Tab B – Price Quotes – Service and Parts for various Printing Equipment.

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

· https://www.macomptroller.org/policies-for-vendors

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. 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.

· Parts 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.

10. 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.

11. 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.

12. 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

· Complete response to bid

· Compliance with requirements

· Certifications/Training of Technicians

· Company Qualification

· References – submit 3 references

13. Instructions for Submission of Responses:

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

· Bidder must submit a Bid Submission Checklist

· Each bidder must submit proof of qualifications on Company letterhead signifying bidder has serviced the Graphic Arts Industry for more than 5 years.

· Bidders must submit with their response a list of certified service technicians currently employed by the bidder who are qualified to service the equipment listed in this solicitation. This may be in the form of an OEM certification letter for each technician.

· 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.

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.

14. Estimated Procurement Calendar

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.

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

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

15. 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

· Tab A – Price quotes – Equipment Maintenance, Service and Parts for Offset Press

· Tab B – Price Quotes – Service and Parts for various Printing Equipment.

Updated: March 15, 2016