20181002 CPS025 RFR Bindery Services~1.pdf

Updated: March 15, 2016

ISSUE DATE: October 5, 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 Mark Tardiff

Telephone Number 617-720-3314

Fax Number 617-727-4527

E-Mail Address Mark.Tardiff@mass.gov

RFR Name/Title OSD/CPS Bindery Services RFR

RFR Number CPS025

COMMBUYS Bid Number Open Market Bid BD-19-1080-OSD10-OSD10-31902

1. Description or Purpose of Procurement:

Commonwealth Print Services provides on-demand digital printing and copying using the latest in printing and document management technology. Print Services include letterhead, envelopes, business cards, forms, booklets, reports, flyers, posters, banners, binding, folding, layout and design and delivery.

The Operational Services Division/Commonwealth Print Services (CPS) is soliciting bids from Trade

Bindery Businesses for Bindery Services on an as needed basis such as perfect binding, booklet-making, perforating, die cutting, and collating.

REQUEST FOR RESPONSE

Bindery Services RFR - #CPS025

COMMBUYS Open Market Bid BD-19-1080-OSD10-OSD10-31902

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 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

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:

Bindery Services - Where applicable all shipping charges must be included in the bid.

The below requirements are for bindery services such as perfect binding, booklet making, perforating and die cutting and related services as needed.

Bidder’s located greater than 15 miles from CPS’s business office must be willing to provide free pick-up and drop-off to CPS at 1 Ashburton Place, Boston, MA 02108. CPS will drop off and pick up products at Contractor’s place of business only if it is within a 15 mile radius of CPS’s business office.

Drop off and pickup terms will be agreed upon with each eligible entity listed in Section 5, Eligible

Entities.

Bidder Qualification:

Quotes may be submitted by organizations with necessary equipment to provide in-house binding services such as perfect binding, booklet-making, perforating, die cutting, and collating.

A complete equipment list must be provided with the bid response.

Proposals must state on signed company letterhead that the company has been in the business of providing bindery services for a minimum of three (3) years, and that the bidder meets all of the requirements of the RFR.

Pricing: Attachment 1, Tab A –Bindery Services is intended to be the Bidder’s response sheet for

Price Quotes. The document lists the services being procured Tab A – Price Quotes – Bindery

Services from customers who have purchased similar items to References: Bidder must submit 3 references those CPS is seeking to purchase in this solicitation.

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:

Vendors must meet an on time job completion rate, to an agreed upon date for each job, greater than 95%, determined by a review of the date each job is completed compared to the promised date.

Vendors must ensure their Waste Factor for each job is less than 2%, determined by a review of the quantity of material supplied to the vendor and the quantity of material received back from the vendor.

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

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

References – bidders must submit 3 references

Company Qualification

Complete response to bid 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

13. Instructions for Submission of Responses:

Bidder must submit a signed cover letter on company letterhead stating:

o they agree to all of the terms and requirements of this RFR, and o that the company has been in the business of providing bindery services for a minimum of three (3) years

Bidder must submit a completed Bid Submission Checklist

Bidder must submit a full equipment list

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

Procurement Activity Date Time

Bid Release Date – (Estimated) 10/5/18 3:00 p.m.

Deadline for Quotes/Bid Responses (“Bid Opening

Date/Time” in COMMBUYS)

10/26/18 3:00 p.m.

Notification of Apparent Successful Bidder(s)

(Estimated)

11/2/18 3:00 p.m.

Estimated Contract Start Date 11/26/18 12:00 p.m.

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

a. 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).

b. 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.commbuys.com/ 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.

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 o Tab A – Price quotes – Bindery Services 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