22-108 Vehicle Wrapping.pdf

The Commonwealth of Massachusetts Massachusetts State Lottery Commission

150 Mount Vernon St., Dorchester, MA 02125

REQUEST FOR BIDS

Document Title:

Vehicle Wrapping

COMMBUYS Bid Number: BD-22-1062-LOT-LOTDO-76521 MSLC Document Number: Bid # 22-108

Bid Release Date: June 9, 2022 Bid Response Due Date/Time: June 16, 2022 at 10:00 AM

Please note: This is a single document associated with a complete Bid (also referred to as

Solicitation) that can be found on www.COMMBUYS.com. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at

COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The

Helpline is staffed from 8:00 a.m. to 5:00 p.m. Monday through Friday Eastern Standard or

Daylight time, as applicable, except on federal, state and Suffolk county holidays.

http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us

Table of Contents

I. GENERAL PROCUREMENT INFORMATION

A. GENERAL

B. ELIGIBLE BIDDERS

C. EVENT CALENDAR

D. ACQUISITION METHOD

E. ANTICIPATED EXPENDITURE

F. SINGLE OR MULTIPLE CONTRACTOR CONTRACT

G. BIDDING INSTRUCTIONS/INFORMATION

II. DESCRIPTION AND PURPOSE OF PROCUREMENT

A. PERFORMANCE SPECIFICATIONS

B. CONTRACT DURATION

III. VENDOR REQUIREMENTS

A. GENERAL VENDOR REQUIREMENTS

B. ACCOUNTING AND BILLING REQUIREMENTS

IV. CONTRACT REQUIREMENTS

V. BID SUBMISSION REQUIREMENTS

VI. TERMS

I. GENERAL PROCUREMENT INFORMATION

A. GENERAL

Purchasing Entity: Massachusetts State Lottery Commission (“MSLC”) or (“Lottery”)

Address: 150 Mount Vernon Street Dorchester, MA 02125

Procurement Contact: Lee Conroy

E-Mail Address: LConroy@masslottery.com

Bid File Number and Title: BD-22-1062-LOT-LOTDO-76521 MSLC Document Number: Bid LOT# 21-108

This Bid does not commit the Commonwealth of Massachusetts (“Commonwealth”) or Agency to pay any costs incurred in the preparation of a Bidder’s response to this Bid or to purchase any products or services. The Agency may: (i) accept or reject any and all bids received as a result of this Bid; (ii) contract for some, all, or none of the products and services offered by Bidders in response to this Bid; (iii) negotiate with one or more qualified Bidders; or (iv) cancel, in part or in its entirety, this Bid if it is in the best interest of the Commonwealth to do so.

The MSLC may amend this Bid at any time prior to the date the responses are due.

Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS (www.commbuys.com).

Bidders must submit their bids through the Commonwealth’s online procurement system, COMMBUYS. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

B. ELIGIBLE BIDDERS

1. Submission of a bid in response to this request is confirmation of acceptance of and agreement to comply with all legal requirements and specifications listed herein as well as the Commonwealth terms and conditions and contract form.

2. The MSLC expects the successful bidder to be chosen promptly after bid submissions and utilization of services is intended to commence promptly thereafter.

C. EVENT CALENDAR

The following is the tentative time schedule for the MSLC’s selection of qualified Bidders under this Bid. All dates are subject to change by the MSLC with notice on

COMMBUYS.

• Issuance of Bid June 19, 2022

• Bid Bidder Submission Deadline June 16, 2022 at 10:00AM

• Notification of Selected Bidder ASAP

NOTE: Questions concerning the Bid must be submitted in writing to:

Lee Conroy, Procurement Manager Massachusetts State Lottery Commission

ATTN: BID LOT # 22-108

LConroy@masslottery.com

Contact with any other MSLC employee is expressly prohibited.

D. ACQUISITION METHOD

1. This procurement will be a fee for service. In the event that the MSLC determines that additional services related to the project described in this bid and/or within the general scope of this Bid are required following or during the contract term it reserves the right to amend the contract to engage the successful Bidder for additional services.

2. The Lottery and selected Bidder(s) may choose to negotiate a change in any element of performance, cost and/or deliverable pursuant to awarding of a contract, prior to commencement of work by the bidder, and/or during the course of the contract, if mutually agreed upon in writing, which results in an overall better value.

E. ANTICIPATED EXPENDITURE

1. The expenditure associated with this procurement is to be determined. If, due to unforeseen circumstances, the scope of services is substantially changed or modified, the MSLC maintains the right to amend the contract and increase or decrease the maximum obligation in order to obtain the best value.

2. The MSLC makes no guarantee that any commodities or services will be purchased from this bid.

3. The Vendor will be bound by the terms of the Bid. The Bidder will also be required to execute the Commonwealth of MA Standard Contract Form and abide by the applicable Commonwealth Terms and Conditions which may also be incorporated. The MSLC will not be responsible for price increases due to market fluctuations or product availability.

F. SINGLE OR MULTIPLE CONTRACTOR CONTRACT

1. The MSLC reserves the right to award any contract to a single or multiple Bidders, in the best interest of the MSLC in its sole discretion. The Bidder must agree to cooperate with such other Bidders, if requested by MSLC for a limited specific purpose and must not commit or permit any act that may interfere with the performance of work by any other Bidder.

G. BIDDING INSTRUCTIONS/INFORMATION

1. Bids submitted in response to this Request are due by June 16, 2022 at 10:00AM PLEASE NOTE: Interested Bidders must submit one (1) electronic copy of the response to the Bid in Microsoft Word or Adobe Acrobat PDF format via COMMBUYS. Responses must be received no later than the response due date and time indicated in the Event Calendar above or they will not be evaluated.

2. Any inquiry related to this Request must be emailed to Lee Conroy, Procurement Manager at LConroy@masslottery.com

i. Communications as to this request with any other MSLC employee, MSLC subcontractor, or employee of the Massachusetts State Treasurer and Receiver General will result in automatic disqualification.

3. Bidder may contact the COMMBUYS Help Desk at CommBuys@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627- 8283 or 617-720-3197.

II. DESCRIPTION AND PURPOSE OF PROCUREMENT

The MSLC is soliciting bids from qualified providers for vehicle wrapping of our fleet which may potentially include vehicles already purchased and new vehicles as they are acquired by the Lottery.

A. PERFORMANCE SPECIFICATIONS

Bidders must address the following (1-4) in their response document:

1. Pricing must be provided for the following makes/models:

• Ford Hybrid Escape

• Ford Hybrid Explorer

Bidder should identify any discount pricing provided dependent on the quantity of MSLC fleet vehicles expected to be wrapped.

The above vehicles are common to the MSLC fleet, however this is subject to change and pricing of alternate makes and models will be determined accordingly during the term of the contract.

2. Bidders must describe the graphic design services available to the MSLC. Per vehicle pricing must include graphic design services. Vendors are expected to work and collaborate with the MSLC graphic design team in determining final designs. The vendor will provide mock-ups to be approved by the MSLC prior to the wrapping of the vehicle. Designs may stay consistent with each vehicle, but the awarded vendor is expected to work with the MSLC on new designs if requested by the MSLC.

mailto:COMMBUYS@state.ma.us?Subject=COMMBUYS%20Question

3. Bidder must describe their vehicle drop-off and return processes. The vendor is expected to work with the MSLC on timely drop off of the vehicle(s) and return.

The turnaround time of drop off, design, wrapping, and return of the vehicle will vary throughout the life of the contract.

4. Bidders must also provide their ability and availability to wrap four SUVs by June 30, 2022, as there is potential the Lottery may want to have this work completed in this timeline.

B. CONTRACT DURATION

1. Any contract resulting from this Bid shall be for the period of three (3) years with two (2) – one (1) year options to renew.

2. Bidders who offer price guarantees for the life of the contract will be held to that offer or such better terms as may be negotiated and set forth in writing by the MSLC and the selected Bidder. This contract shall be governed by the laws of the Commonwealth of Massachusetts.

III. VENDOR REQUIREMENTS

A. GENERAL VENDOR REQUIREMENTS

1. Bidder has been in a business similar to that described in this Bid for a minimum of three (3) years and have the demonstrated experience and capacity to handle the requirements herein.

2. Bidder complies with all Federal, State and local rules and regulations as they apply to the work to be performed under this bid.

B. ACCOUNTING AND BILLING REQUIREMENTS

1. Each and every invoice must contain the Purchase Order (PO) number, corresponding service contract number assigned and dates of service in order for the Vendor to receive payment.

2. All invoices submitted to the MSLC for payment MUST be itemized and include appropriate back-up materials supporting each invoice. Back-up materials may include written explanations or justifications for any overages that may have occurred.

3. Electronic submission of invoices is acceptable to the MSLC’s Finance Accounts Payable Division at accountspayable@masslottery.com.

4. The Successful Bidder shall furnish to the MSLC, in advance, a written cost estimate of all expenditures in connection with all services or projects outside of the original Bid defined services (scope) by the Successful Vendor or requested by the MSLC. Prior to undertaking any projects, or committing any MSLC funds, the Successful Vendor shall obtain written authorization from a MSLC Director.

IV. CONTRACT REQUIREMENTS

To be eligible for contract award, a Vendor must meet the following qualifications:

1. acknowledge that any data, processes and resources owned by MSLC shall remain the property of the MSLC; the Bidder shall not access any MSLC data except as expressly provided by the terms herein to provide services; bidders are prohibited from using, collecting, or disclosing any information acquired as a result of the contract;

2. Bidder shall implement and maintain appropriate administrative, technical and organizational security measures to safeguard against unauthorized access, disclosure or theft.

3. any warrants and represents that Bidder has obtained any necessary rights to any and all third party products; and none of the services and/or products infringe on the rights of any third parties;

4. immediately inform the Executive Director or designee, in writing of any major change in the financial condition or organization of the company; failure to do so shall constitute a breach of the contract.

5. will be required to agree to the terms and conditions of the Commonwealth Standard Contract and applicable Terms and Conditions.

Forms can be found here: https://www.mass.gov/lists/osd-forms mailto:accountspayable@masslottery.com

6. Acknowledge that any vehicle damage caused by the vendor will be fixed at the awarded vendor’s expensive and at no additional cost to the MSLC.

The MSLC reserves the right to obtain, from sources other than the Vendor, information concerning a Vendor, the Vendor’s capabilities and the Vendor’s performance under other contracts that the MSLC deems pertinent to this bid and to consider such information in evaluating the Vendor’s bid.

The MSLC reserves the right to terminate this Agreement at any time for poor performance, failure to perform, fraud, or any other reason at any time upon sixty

(60) days’ notice except that the MSLC shall make payment for any expenses incurred for all work completed by the date of termination.

All responses and their contents will become the sole property of the MSLC upon receipt and will not be returned to the Bidder.

V. BID SUBMISSION REQUIREMENTS

The following materials must be submitted for a Vendor’s Bid to be considered responsive:

1. Quote and narrative response to Section A 1-4

• The proposal(s) must be submitted as an attachment on COMMBUYS named “(Company Name) Proposal – BID # 22-108”. Failure to meet this requirement may result in disqualification of the bid.

• Pricing must remain firm for the entire contract period.

• Include explanatory materials necessary for a full understanding of the data contained in the Cost response.

Costs which are not specifically identified in the Vendor's Response, and accepted by the MSLC as part of a Contract, will not be compensated under any Contract awarded pursuant to this bid. The Commonwealth will not be responsible for any costs or expenses incurred by Vendors responding to this bid.

The Procurement Management Team (“PMT”) reserves the right to modify, amend or cancel the terms of this Bid at any time.

Unnecessary samples, attachments, or documents not specifically requested in the Bid should not be submitted. Bidders MUST adhere strictly to the procedures as outlined herein. Responses to this Bid or any parts thereof received by the Commonwealth after the required date and time will be rejected as unresponsive to the Bid. Delivery of responses to any office or location other than the email address listed in this section will NOT constitute receipt by the Commonwealth. It is the sole responsibility of the Bidder to ensure that responses are received at the proper location, prior to the stated deadline, and that Commonwealth personnel properly acknowledge the receipt.

VI. TERMS

Estimated Provisions - The Commonwealth makes no guarantee that any Commodities or Services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Vendors, and are not to be relied upon as any indication of future purchase levels.

Freight - Unless otherwise specified, all products and services shall be “FOB Destination”. The MSLC will not assume any separate freight, mileage, travel time or any other associated charges in addition to the Bid price. Any charges of this nature must be included in the Bid price.

Mandatories and Desirables - Mandatory specifications in this Bid are identified with the words "must", "shall", "will", "mandatory", or "is required". However, Vendor must assume that every specification included herein is a mandatory specification, unless it is clearly indicated to be otherwise. A mandatory specification is one that must be met in order for a response to be considered responsive. Any response, which fails to meet a mandatory specification of the Bid, will be deemed non-responsive and will be disqualified. Desirable specifications are designated with the words, "is desired", "desirable", and "highly desirable". Unless there is an explicit indication to the contrary stated in this Bid, Vendor may receive evaluation points for “desirable” goods and services.

Payments - Payment shall be made for services only after such services have been delivered and accepted by the MSLC. Payments shall be made only in arrears. No advance payments can be made to Vendor. Payment will be made 45 days after acceptance and following receipt of invoice unless Prompt Payment Discount (PPD) is offered.

Public Records.

All responses and information submitted in response to this Bid are subject to the Massachusetts Public Records Law, Massachusetts General Laws, Chapter 66, Section 10, and Chapter 4, Section 7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded, and all submissions will be treated as confidential until the contract is awarded, all terms are negotiated and documents are executed.

Change in Terms.

The MSLC reserves the right to change, and/or amend the specifications identified in the Bid at any time prior to the closing date. The MSLC reserves the right to negotiate with the selected Bidder(s) as to any element of cost or performance, including without limitation, elements identified in the Bid and/or the selected Bidder’s response in order to achieve the best value for the Commonwealth. The MSLC reserves the right to procure some, all, or none of the services specified in this Bid.

Contract Negotiation and Amendments The MSLC may negotiate changes to the original performance measures, quantities, term length, and requirements identified in this Bid at any time, provided that such changes are consistent with the scope of this Bid. The MSLC may negotiate and execute contract amendments with the awarded Bidder(s), which the MSLC reasonably determines are within the scope of this Bid and necessary to result in best value to the Commonwealth.

Warranties Bidder must provide all warranties as required and agreed to in the contract resulting from this bid.