20250402_RFQ - Conference Room Upgrades_final.docx

Request for Quotes

RFQ-HPC-2025-004

Statewide Contract OFF50 Audio, Video, Multimedia Presentation Equipment, Supplies and Services Category 2: Video Equipment Category 3: Display Equipment

The Health Policy Commission (HPC) seeks quotes from Contractors on Master Blanket OFF50 Category 2: Video Equipment and Category 3: Display Equipment.

This Request for Quotes does not commit the HPC to procure any services or pay for any costs incurred in the preparation of a response to this request. The HPC reserves the right to accept or reject any and all proposals received as a result of this request and to contract for some, all, or none of the equipment/services requested.

Statewide Contract Reference Number: OFF50 Audio, Video, Multimedia Presentation Equipment, Supplies and Services This RFQ and any services provided as a result of this RFQ shall be subject to the terms and conditions set forth in the Contract User Guide for Statewide Contract OFF50, the Commonwealth Standard Contract Form and Statement of Work, which are incorporated herein by reference. Please see attached for the form of Statement of Work.

Statement of Work A. Background The Massachusetts Health Policy Commission (HPC) is an independent state agency working to improve the affordability of health care for all residents of the Commonwealth. Through data-driven analysis, actionable policy insights, public accountability, and innovative investments, the HPC seeks to improve health care delivery, lower costs, and reduce health disparities. For more information, visit the HPC’s website.

The HPC is seeking a Contractor to supply and install Logitech collaboration hardware and new commercial-grade displays in three conference rooms located in the HPC’s office at 50 Milk St. Boston, MA. Additionally, the HPC is seeking a Contractor to supply and configure Logitech collaboration hardware and a new commercial-grade display mounted on a moveable stand.

B. Scope and Specific Tasks The HPC seeks to engage a Contractor pursuant to statewide contract OFF50 to provide the following equipment and services:

Permanently Mounted Equipment:

· Three Logitech video conferencing appliance kits for small rooms with Logitech Rally Bar Huddles and Tap IPs with wall mounts

· Logitech Select 3-year service plan subscription for three rooms

· Three new wall mounted 45-50” 4K HDR professional displays

· Installation services and materials for installation in all rooms, including hardware for connections, cord covers, and room configuration

Moveable Equipment:

· One Logitech video conferencing appliance kits for medium-large rooms with Logitech Rally Bar and Tap IP

· Logitech Select 3-year service plan subscription

· One new 60” 4K HDR professional displays

· One Heckler AV Cart for Logitech Rally Bar

· Installation services and materials for installation, including hardware for connections, cord covers, and room configuration

Quote Requirements To be considered for this RFQ, please submit the following information:

· a cost proposal, including the cost for hardware, labor, and a basic services/maintenance contract. Bidders should refer to the percentage discounts offered in their OFF50 Master Price File (OFF50 Master Price File_1.25.2024.xlsx) when quoting discounts off of the MSRP. Bidders are encouraged to offer greater discounts than previously offered in their response to OFF50. Bidders should provide labor rates for all positions that are proposed for this project. All installation work will be completed during regular working hours (e.g., Monday through Friday, 9 AM – 5 PM).

· a brief description of the Bidder’s proposed approach and timeline for completing the scope of work described above (no more than one page).

The HPC anticipates a contract start date of April 25, 2025, and project completion by June 30, 2025.

Quote Submission and Deadline All bids must be submitted via COMMBUYS by Friday, April 18, 2025, at 5:00 PM.

Please submit any questions to HPC-Procurement@mass.gov by Wednesday, April 16, at 12:00 PM.

Selection Criteria The contract will be awarded to the bidder with the best value proposal based on price and timeliness.

Additional Information Bidders that are interested in arranging an on-site visit for measurement purposes prior to submitting a quote may request one by emailing HPC-Procurement@mass.gov by Tuesday, April 8, 2025, at 5:00PM. Visits will be available on Thursday, April 10, 2025, or Tuesday, April 15, 2025.

By submitting a proposal in response to this RFQ, Bidder agrees that the HPC will not pay for any costs other than those set forth in the response to this RFQ to which the HPC specifically agrees. The HPC must execute a Statement of Work with a Bidder before any work begins. Once a Bidder is selected, the details of the performance will be negotiated and the HPC will issue a Statement of Work with the details of performance, schedule, project team members, and budget to be executed by the parties. Performance may not begin until the Standard Contract Form and Statement of Work have been executed by both parties.

A Bidder awarded work pursuant to this RFQ must comply with Executive Order 481: Order Prohibiting the Use of Undocumented Workers on State Contracts, and all other applicable federal and state law.

All responses and information submitted in response to this RFQ are subject to the Massachusetts Public Records Law, M.G.L., c. 66, § 10, and to c. 4, § 7(26). Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Small Business Purchasing Program Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

1. Been in business for at least one year;

1. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

1. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP webpage, http://www.mass.gov/sbpp.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP Webpage, or contact the SBPP Help Desk at sbpp@mass.gov.

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