20MACISAC1 - Attachment A - Final~2.docx

75 Pleasant Street, Malden, Massachusetts 02148-4906 Main Telephone: (781) 338-3000 TTY: N.E.T. Relay 1-800-439-2370

Attachment A Conference Space | Catering Services | Hotel Accommodations

Alternate ID: 20MACISAC1 COMMBUYS Document #: BD-19-1026-DOE02-DOE01-38526

Bid Introduction and General Description:

The purpose of this Bid is for the Department of Elementary and Secondary Education (ESE), along with Early Education and Care; Children’s Trust Fund; Board of Higher Education and the Executive Office of Education, to enter into a purchase order agreement with multiple Vendors that qualify to provide Catering, Conference Space and/or Hotel accommodations.

Procurement Scope and Description:

The ESE is soliciting responses from bidders for Catering Services, Conference Space, and/or Hotel accommodation. This is a departmental Master Agreement (MA) which will also be available for use by the following Education agencies (only): Early Education and Care, Children’s Trust Fund, Board of Higher Education and the Executive Office of Education. Each Agency (named above) is responsible for executing its own encumbrance on MMARS, Purchase Order on COMMBUYS and paying its own invoices for acquired from this bid. The ESE will not be held responsible, nor be part of, a separate executed contract between one of these agencies and an awarded vendor, under this MA.

Scope:

This procurement will be broken up into three (3) categories and will include, but not be limited to, (in general terms) Catering Services, Conference Space and Hotel accommodation.

Categories are as follows:

· Category 1 - General Catering Services which allows bidders to bid on general catering services only (breakfast, lunch, dinners, etc).

· Category 2 - Conference Space with catering services available which allows bidders to bid on conference center/space availability with the option of catering service (e.g. convention centers, halls, etc.). Departments will be able to use catering services with their in-house or subcontracted caterers and/or conference space if required by the department.

· Category 3 - Hotel Room Accommodation Rates with Conference Space and Catering Services available (e.g. hotels). This allows bidders to bid on Catering Services and Conference Spaces with the added value option to provide special hotel room rates as it applies to the eligible entity’s needs and requirements.

Description:

The ESE seeks to award contracts for general catering services, (including on-site office meetings, training sessions, conferences and other events), conference space/centers (e.g. convention centers, colleges, universities etc.…, which may require the use of their in-house or subcontracted catering services) and conference centers (e.g. hotels, which require the use of their overnight room accommodations, conference space and in-house or subcontracted catering services).

For purposes of this bid, the Commonwealth has been divided into Counties, in anticipation of the local nature of catering businesses. Bidders may choose to be qualified in a single County or in multiple Counties. Bidders receiving a contract as a result of this bid will be required to provide services to all cities or towns listed within the Counties they are awarded. See attachment entitled “County Listing” under this bid on COMMBUYS for a detailed listing of each District.

Contract Duration:

The initial duration of the contract will be for four (4) years, with no options available for renewal. Vendors awarded and added after the contract begins will join the existing Vendors for the remainder of the contract term. All contracts will expire June 30, 2023 (regardless of when the individual contract began).

Estimated Value of the Contract /Budget:

· The Estimated Value is $1M. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid.

· Budget submitted must be clearly identified. The Commonwealth agencies are tax exempt. A copy of the ST-5 and ST-2 will be provided to all awarded vendors, for their files.

· Administrative fees, if approved, must be identified at the time of submission and must clearly indicate what the purpose of the fee.

· Not all events will allow the ordering of food / beverages. Please include a room fee chart for events that are ONLY reserving rooms.

Bidders Qualifications:

· Company Experience:

· Years in Experience: Bidders MUST have a minimum of two (2) years experience in the category they are bidding.

· Geographic Service and Delivery areas:

· For the purpose of this BID the Commonwealth has been geographically broken up into Counties. A list of Counties is available on the COMMBUYS website, under this bid. Bidders must indicate the County(s) they will provide services for and MUST be able to provide service for all cities/towns listed under the Counties they are bidding on.

· Bidders In-house Contract:

· Bidders requiring a contract from their establishment to be signed by the procuring agency (ESE) must submit a copy of the contract with the bid for approval. All Commonwealth documentation and forms will always supersede any contract an establishment may submit. The contract cannot include gratuity fees of any kind or any penalty fees of any kind (unless beyond the cancellation dates as noted in this bid). All contracts are subject to approval and/or negotiations by the Team. Once a contract has been approved it will be locked in for the duration of the contract. Any request for change will require approval of the Procurement Director and is not guaranteed.

BID requirements for Doing Business after a Contract has been Awarded:

· Security and Confidentiality:

· The Contractor shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of this Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of performing Contract work, including, but not limited to, security procedures, business operations information, or commercial proprietary information in the possession of the Commonwealth Agency.

· Contract Management (Contractor’s interface with the ESE’s contract manager:

· Changes to the Vendor’s contact information, company name, legal name, payment address, tax id number, authorized signatories or EFT information, must be promptly reported, via email, to the contract manager. In some cases, additional paperwork will be required and requested to proceed with the change.

· Single Point of contact: Contract Manager must be identified in the bid response a single point of contract to address ordering, delivery and any other issues. (see Bid Response Form).

· Replacement of contract manager must be reported immediately.

· Order Cancellations:

· Category B – General Catering Services: Seven (7) calendar days notice

· Category C – Conference Space with Catering Services Available: Fourteen (14) calendar days notice

· Category D – Overnight accommodations with Conference Space and Catering services available: Fourteen (14) calendar days notice

· Shipping, Delivery and Acceptance:

· Delivery must be made at no extra cost to the Commonwealth with all deliveries being FOB destination.

· All orders will be processed, confirmed and delivered based on established delivery schedules with ordering department.

· The ordering department will establish a mutually agreed upon delivery schedule with the contractor(s). The contractor(s) will make delivery of items as requested by the ordering department.

· Any change in the specified delivery schedule is subject to approval by the ordering department.

· Any item not delivered during an established delivery period may be canceled at no cost to the Commonwealth.

· Any additional costs incurred by the Commonwealth as a result of the contractor’s failure to deliver is the responsibility of the contractor (s).

· Any product delivered that does not conform to this requirement will be returned at the contractor’s expense. “Will Call” orders are orders that are to be picked up by the contract user within 24 hours of request and the contractor(s) will provide for “will call” orders if immediate delivery is necessary and the contract user is willing to pick up the order.

· The contractor(s) may be asked to provide emergency delivery and may charge a compensation rate for such deliveries if agreed to in advance by the ordering entity.

· Failure to perform contractual obligations:

· Termination/Suspension:

· The team reserves the right to Terminate or suspend any contract it is determined the contractor(s) is not performing the contractual obligations as stated within this BID.

Mandatory Requirements:

· Mandatory Specifications must be met in order for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components to them that may be evaluated by the team. The team reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or can be easily corrected.

· Solicitation sections that include terms such as: “must”, “shall”, “will” and “required” are “mandatory.” Failure to meet the requirements of a mandatory specification without providing an alternate that is acceptable to the evaluators may result in the disqualification of a Bidder's proposal.

How to Submit A Bid Response

· In order to respond to this bid, please register on the COMMBUYS website. If you need assistance with registering please contact the COMMBUYS helpdesk at: COMMBUYS@state.ma.us or (888) 627-8283 or (617) 720-3197.

· Responses MUST be uploaded (preferably as one single .pdf document) to COMMBUYS no later than May 29, 2019 at 12:00 to be considered for a July 1, 2019 Start Date. Responses containing several files to download may be deemed non-responsive and rejected by the team for evaluation. Responses not posted to COMMBUYS will not be considered for evaluation. Do not Email and/or mail responses to the department.

· Most items within the Bidder Response Form will be scored to determine the apparent successful bidders. The Team does not want and will not read, consider or evaluate a line by line response to this BID.

· Bidders must not, as part of their bid Responses, propose additional contractual terms, or supplemental or clarifying language pertaining to contractual terms, even if the proposed additions/clarifications are not in conflict with the Commonwealth Terms and Conditions, the Standard Contract Form, or other documents comprising this BID.

· It is essential for Contracting Departments that all Vendors Contracts can be depended upon to incorporate the same terms and only those terms. Contractors, who wish to propose additional non-conflicting contractual terms, or supplemental or clarifying language, may do so ONLY on a case-by-case basis, negotiated for each specific engagement and memorialized in the Project Statement of Work. This must be done at the time of review and not AFTER a contract has been executed

Bid Response information:

· Supplier Diversity Program Plan Form 1:

· This form must be completed and returned at the time of submission

· Withdrawing a Response

· Prior to the Bid opening Date, a bid may be withdrawn via COMMBUYS.

· Open Enrollment

· This is an open enrollment Bid. Responses submitted by 12:00 PM ET on May 29, 2019 will be considered for a July 1, 2019 start date. This bid will reopen on July 1, 2019 until December 1, 2022 at 12:00 PM for additional bids to be reviewed on an as needed basis.

Submission Requirements:

· The following items must be submitted to respond to this bid:

· Bid Response Form (The form, including section A and either Section B, C or D, as well as all the items listed in the form. i.e. menu pricing, AV pricing, Floor Plans, Room pricing, reference letters, etc…)

· Supplier Diversity Program Plan Form 1

· If applicable, hotel contract terms between the hotel and the ESE. A Contract meeting the requirements of this bid must be included in the contract at the time of submission. Do not send the standard hotel contract. The terms must match up to the terms listed in this document. (i.e. cancellation policy, not additional fees etc…)

· Budget pricing and narrative, as explained above in the Estimated Value of the Contract /Budget.

Inquiries:

· Questions regarding this bid may be posted on the COMMBUYS website, under this bid. Answers will be provided directly on COMMBUYS.

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