25-14. Corrugated Boxes.pdf

The Commonwealth of Massachusetts Massachusetts State Lottery Commission

150 Mount Vernon St., Dorchester, MA 02125

REQUEST FOR BIDS

Document Title:

Corrugated Boxes

COMMBUYS Bid Number: BD-25-1062-LOT-LOTDO-110335 MSLC Document Number: Bid # 25-14

Bid Release Date: December 3, 2024 Bid Response Due Date/Time: January 3, 2025, 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

H. CONTRACT DURATION

I. WARRANTIES

II. VENDOR REQUIREMENTS

A. GENERAL VENDOR REQUIREMENTS

B. ACCOUNTING AND BILLING REQUIREMENTS

III. PERFORMANCE SPECIFICATIONS AND REQUIREMENTS

A. BACKGROUND

B. PERFORMANCE REQUIREMENTS

C. BOX SPECIFICATIONS

D. WAREHOUSE MANAGEMENT SYSTEMS (WMS) REQUIREMENTS

E. ADDITIONAL SERVICES

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-25-1062-LOT-LOTDO-110335 MSLC Document Number: Bid LOT# 25-14

Attachments: Attachment A – Cover Letter Attachment B – Cost Table Attachment C – Standard Contract Form Attachment D – Terms and Conditions Attachment E – Box Drawings Attachment F – WMS & Pallet Requirements

This Bid does not commit the Massachusetts State Lottery Commission (the “MSLC”) or Commonwealth of Massachusetts (“Commonwealth”) to pay any costs incurred in the preparation of a Bidder’s response to this Bid or to purchase any products or services. The MSLC 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

• The Massachusetts State Lottery Commission (“MSLC” or “Lottery”) is requesting bids for corrugated boxes.

• Submission of a bid in response to this request is confirmation of acceptance and agreement to comply with all legal requirements and specifications listed herein as well as other applicable Massachusetts State terms.

• 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 December 3, 2024

• Bidder Question Deadline December 16, 2024 @ 10AM

• Post Answers to Bidder Questions December 18, 2024

(posted on COMMBUYS)

• Bidder Submission Deadline January 3, 2025 @ 10AM

• Notification of Selected Bidder January 2025

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

Lee Conroy, Procurement Manager Massachusetts State Lottery Commission

ATTN: BID LOT # 25-14

lconroy@masslottery.com

Contact with any other MSLC employee is expressly prohibited.

D. ACQUISITION METHOD

1. This is intended to be an outright purchase procurement. In the event that the MSLC determines that additional services and/or goods related to the project described in 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 goods/services.

2. The MSLC 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, and during the contract, if mutually agreed upon in writing, which results in an overall better value and supports the needs of the MSLC.

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 Awarded Bidder will be bound by the terms of the Bid and the costs provided by the Awarded Bidder. 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 January 3, 2025, at 10AM.

PLEASE NOTE: Interested Bidders must submit one (1) electronic copy of each Bid response document 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 mailto:lconroy@masslottery.com

a. 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.

H. CONTRACT DURATION

1. The MSLC intends to enter into a three (3) year contract with the selected Bidder(s) for the goods/services solicited in this Bid. The MSLC may, at its option, extend the contract for two (2) additional one-year period(s) for a maximum contract term not exceeding five (5) years, under the same or better terms and conditions as negotiated if deemed in the best interest of the MSLC.

2. The MSLC, at its sole discretion, reserves the right to extend the term of any Contract(s) resulting from this bid. The MSLC shall exercise its option by submitting written notice to the Vendor at least thirty (30) days prior to the termination.

3. Bidders who offer price guarantees for the life of the contract will be held to that offer unless better terms as may be negotiated, which agreement must be in writing by the MSLC and the selected Bidder. This contract shall be governed by the laws of the Commonwealth of Massachusetts.

I. WARRANTIES

Bidder shall provide all warranties listed below. Additional warranties may be agreed to in the contract resulting from this Bid.

1. Bidder warrants that all services shall be provided in accordance with applicable State and

Federal laws, including but not limited to law related to intellectual property and in accordance with industry standards.

2. Bidder warrants that all personnel performing services shall act with due diligence and care and are qualified to perform such services in accordance with industry standards.

II. VENDOR REQUIREMENTS

A. GENERAL VENDOR REQUIREMENTS

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

The Bidder must confirm adherence in written form to the following General Vendor Requirements in their narrative response:

1. Bidder has been in a business similar to that described in this Bid for a minimum of three (3) years and has 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,

3. Vendor must provide a minimum of three (3) references from the past three (3) years for which work has been performed similar in scope and size to that specified in this bid.

4. Vendor must provide, if applicable, a detailed description of information regarding any company bankruptcy proceedings, criminal investigations, charges filed against the company, directors or managers, any mergers, acquisitions, etc., and any name changes within the last five (5) years.

5. Unless otherwise specified, all communications, responses, and documentation regarding this Bid must be in English, all measurements must be provided in feet, inches, and pounds, equipment must be new and of current manufacturing models and unused, and all cost proposals or figures in U.S. Currency. All responses must be submitted in accordance with the specific terms of this Bid.

B. ACCOUNTING AND BILLING REQUIREMENTS

The Bidder must confirm adherence in written form to the following guidelines as it pertains to invoicing and billing:

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. Bidder MUST describe the format they intend to use to invoice the Lottery. It is desirable that invoices provide the MSLC with easily understood information to be able to properly and completely monitor project status relative to payments. This would include, but not be limited to the following: individuals’ names; hours worked; the specific tasks performed; amount per line item; and dates of service. The MSLC may have additional information included in the invoice. Electronic submission of invoices is acceptable to the MSLC’s Finance Accounts Payable Division at accountspayable@masslottery.com.

mailto: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 the MSLC.

III. PERFORMANCE SPECIFICATIONS AND REQUIREMENTS

A. BACKGROUND

The Massachusetts State Lottery Commission (“MSLC” or “Lottery”) intends to purchase corrugated, kraft boxes of various sizes for use in the distribution of Lottery products and equipment. As our product line changes, the MSLC may alter the specifications of the boxes, e.g.

add new sizes or amend present sizes during the duration of the contract resulting from this Bid.

The successful vendor must adhere to strict labeling requirements to satisfy the MSLC Warehouse Management Systems (“WMS”) as outlined in the Bid. Bidders must provide a narrative to the specifications below that acknowledges their methodology of compliance.

B. PERFORMANCE REQUIREMENTS

1. Samples from MSLC

Sample boxes will be available for Bidders to view at:

MSLC Warehouse

1515 Washington Street Braintree, MA 02184

Samples will be available between 8:30AM and 1:00PM beginning December 9, 2024 and continuing through December 20, 2024.

Please email Lee Conroy at lconroy@masslottery.com to schedule an appointment to view samples. No samples will be sent out to any potential bidder.

2. Samples from Bidder

Any Bidder that responds to this Bid must supply ten (10) sample boxes of each box specification listed in the A and B box groups with their response to this Bid. Not supplying samples for testing purposes will deem the bid unresponsive and will disqualify the bid submission from that vendor. A sample load tag, as specified in Bid Section D must also be supplied with a vendor’s response. Failure to do so will disqualify a vendor. Production sample cartons received as part of this Bid may be submitted to an independent lab for liner testing at the supplier’s expense if there are any quality control issues in regard to board Grade/performance failure of the boxes.

Sample boxes must be submitted to:

Kevin O’Connell

MSLC Warehouse

3. Packing Slip

A packing slip must accompany all deliveries supplied under the contract. The packing slip must include the purchase order number, the quantity of the items shipped and a description of the item. In addition, all correspondence must show the purchase order number. No delivery will be accepted without a packing slip.

The trucking or courier receipt is not an acceptable packing slip.

4. Quality Testing

At any time during the length of the contact production cartons may be submitted to an independent lab for liner testing, at the supplier’s expense, in the event there are any quality control issues with regards to board grade/performance failure of the boxes.

C. BOX SPECIFICATIONS

A BOOK BOXES

All boxes must be kraft in color, 100% recycled with a minimum of 65% post-consumer waste.

1. 5A Book Box:

Regular Slotted Carton (“RSC”) glued in manufacturers’ joint left panel, 32 ECT Board Liner Combinations 36lb – 23lb – 35lb, C flute, Kraft. 12.25” length x 8.125” width x 3.5” depth. 25 boxes per bundle, 1500 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” (entry) side and two (2) load tags on the 48” sides. Minimum 15,000 per order, annual use is approximately 45,000 per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “5 book” with size of box located on the bottom of box.

(1) Note: Please shy the flaps 1/16” per box, top and bottom

2. 10A Book Box:

RSC glued in manufacturers’ joint left panel, 32 ECT Board Liner Combinations 36lb – 23lb – 35lb , C Flute, kraft. 12.25” length x 8.125” width x 6.5” depth. 25 boxes per bundle, 750 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 12,000 per order, annual use is approximately 60,000 per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “10 Book” with size of box located on the bottom of box.

(2) Note: Please shy the flaps 1/8” per box, top and bottom

3. 15A Book Box:

RSC, glued in manufacturers’ joint left panel, 32 ECT Board Liner Combinations 36lb – 23lb – 35lb, C flute, kraft. 16.5” length x 5.75” width x 12.125” depth. 25 boxes per bundle, 750 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,200 per order, annual use is approximately 40,000 per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “15 Book” with size of box located on the bottom of box.

(3) Note: Please shy the flaps 1/8” per box, top and bottom

4. 20A Book Box:

23lb – 35lb, C flute, kraft. 16.5” length x 7.25” width x 12.125” depth. 25 boxes per bundle 400 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 12,000 boxes per order, annual use is approximately 48,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “20 book” with size of box located on the bottom of box.

(4) Note: Please shy the flaps 1/8” per box, top and bottom

5. 30A Book Box:

23lb – 35lb, C flute, kraft. 16.5” length x 8.5” width x 12.125” depth. 25 boxes per bundle 500 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,000 boxes per order, annual use is approximately 30,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “30 book” with size of box located on the bottom

(5) Note: Please shy the flaps 1/8” per box, top and bottom

6. 40A Book Box:

RSC, glued in manufacturers’ joint left panel, 44 ECT Board Liner Combinations 45lb – 30lb – 45lb, C flute, kraft. 24.5” length x 7.25” width x 12.125” depth. 25 boxes per bundle 375 boxes per 40” x 48” ( 4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,000 boxes per order, annual use is approximately 20,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “40 book” with size of box located on the bottom

(6) Note: Please shy the flaps 1/16” per box, top and bottom

7. 50A Book Box:

RSC, glued in manufacturers’ joint left panel, 44 ECT Liner Combinations 45lb – 30lb – 45lb, C flute, kraft. 24.5” length x 8.5” width x 12.125” depth. 10 boxes per bundle 240 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,000 boxes per order, annual use is approximately 50,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “50 book” with size of box located on the bottom

(7) Note: Please shy the flaps 1/16” per box, top and bottom

8. Distribution Box

45lb, C flute, kraft. 16 ½” length x 12” width x 18 1/2” depth. 20 boxes per bundle 120 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side. Minimum 1,200 boxes per order, annual use is approximately 2,400 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “Distribution Box” with size of box located on the bottom of box.

(8) Note: Please shy the flaps 1/16” per box, top and bottom

B Book Boxes

1. 15B Book Box:

23lb – 35lb, C flute, kraft. 16.5” length x 5.75” width x 10.125” depth. 25 boxes per bundle, 750 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,200 per order, annual use is approximately 40,000 per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “15 Book” with size of box located on the bottom of box.

(9) Note: Please shy the flaps 1/8” per box, top and bottom

2. 20B Book Box:

23lb – 35lb, C flute, kraft. 16.5” length x 7.25” width x 10.125” depth. 25 boxes per bundle 400 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 12,000 boxes per order, annual use is approximately 48,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “20 book” with size of box located on the bottom

(10) Note: Please shy the flaps 1/8” per box, top and bottom

3. 30B Book Box:

23lb – 35lb, C flute, kraft. 16.5” length x 8.5” width x 10.125” depth. 25 boxes per bundle 500 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,000 boxes per order, annual use is approximately 30,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “30 book” with size of box located on the bottom

(11) Note: Please shy the flaps 1/8” per box, top and bottom

4. 40B Book Box:

RSC, glued in manufacturers’ joint left panel, 44 ECT Board Liner Combinations 45lb – 30lb – 45lb, C flute, kraft. 24.5” length x 7.25” width x 10.125” depth. 25 boxes per bundle 375 boxes per 40” x 48” ( 4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,000 boxes per order, annual use is approximately 20,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “40 book” with size of box located on the bottom

(12) Note: Please shy the flaps 1/16” per box, top and bottom

5. 50B Book Box:

45lb, C flute, kraft. 24.5” length x 8.5” width x 10.125” depth. 10 boxes per bundle 240 boxes per 40” x 48” (4 way entry) pallet. The total height of pallet must not exceed 53 inches. Two (2) load tags on the 40” entry side and two (2) load tags on the 48” sides. Minimum 10,000 boxes per order, annual use is approximately 50,000 boxes per year. Bottom of the box must have box maker certification stamp. These boxes must be individually labeled “50 book” with size of box located on the bottom

(13) Note: Please shy the flaps 1/16” per box, top and bottom

D. WAREHOUSE MANAGEMENT SYSTEMS (WMS) REQUIREMENTS

The Warehouse Management Systems (WMS) tracks the receipt of a pallet, the physical location of a pallet in the MSLC warehouse and the transferring of pallets between any of the MSLC warehouses. In addition, it tracks the status of a pallet as to whether it is in stock, opened, consumed, and whether the commodity received on a particular pallet has been delivered to a MSLC Regional Warehouse. The successful vendor must adhere to strict packing/labeling procedures to accommodate the WMS. Additions/deletions to the WMS requirements may occur during the life of the contract as the WMS evolves. Upon the awarding of this Bid, the successful vendor will be contacted by the Warehouse Manager to review the Warehouse Management System requirements.

1. Load Tag Labels Provided by the Vendor:

• One (1) (load tag) on each side of the stretch wrap, at total of four (4) per pallet.

• On this load tag there must be certain information which will be scanned upon receipt of palletized product into the WMS.

The successful vendor will have to supply samples with their response. The final load tag label must be approved by the MSLC (Distribution Manager) before an order is delivered.

a. Barcode to be in either 3/9 HRD or 128 HRD and one (1) inch minimum height.

b. The 1st line of the label will be 24 characters in length, the example is as follows:

PC11162036 1 0008 113010

• The format is as follows:

o Purchase Order # (10 characters), in this example is PC11162036 o A blank space o 1 is in the line # on a Purchase Order and is usually 1, but can range from a 1 to a 6, depending on the Purchase Order o A blank space o Pallet # (4 characters – this unique # will be the starting pallet #) in this example the skid number is 0008 o A blank space o MMDDYY (this will be the manufacturer date and will be referred to as the

“Born on Date”), in this example the “Born on Date” is 113010 o See WMS - Attachment F

All of this information will also be scanned upon receipt of product into the WMS.

This load tag label must be approved and the bar code scanned for reading purposes before an actual order is placed (See WMS - Attachment F) by the MSLC Distribution Manager.

2. Pallet Requirements are as follows:

o A copy of the approved load tag must be placed on all four (4) sides of the skid.

o Skids must be 4 way, new, hardwood pallets, size to accommodate the number of boxes per bale.

o Minimum size pallet 40” wide x 48” long, maximum 42” wide x 50” long. The top of the bottom boards on a skid to the bottom of the top boards on a skid must allow 3 ½” clearance minimum to allow for power equipment (fork/walk) trucks to go in and out for unloading/loading purposes.

o Disposable pallets will not be allowed.

o Skids will not be returned to a vendor. Each skid must be shrink wrapped.

(See WMS Attachment F for basic design)

3. Delivery Information:

Partial/Drop shipments of skids of Boxes-Kraft may be required to be delivered to any of the following seven (7) locations. These addresses may increase and/or change throughout the contract period. They are as follows:

1) West Springfield MSLC Office 383 Memorial Avenue, Century Plaza West Springfield, MA 01089

2) Worcester MSLC Office 135 Gold Star Boulevard Worcester, MA 01606

3) Lawrence MSLC Office Stadium Plaza, 160 Winthrop Avenue Lawrence, MA 01843

4) New Bedford MSLC Office 200 Theodore H. Rice Blvd New Bedford, Ma 02745

5) Braintree MSLC Warehouse

6) Canton MSLC Warehouse 40 Industrial Drive Canton, MA 02021

7) Sterling Movers MSLC Off-site Warehouse 20 Industrial Ave Chelmsford, MA 01824

• The majority of deliveries are made to the Braintree or Canton locations.

• All delivery charges must be included in the price per corrugated, kraft box.

• Platform deliveries are required.

• Deliveries should be between 8:30am – noon, weekdays, unless prior arrangements have been made.

• All bills of lading, skid load tags, and invoices must include the PO number.

• See WMS Attachment F for an example of the minimum 8 ½” x 11” load tag labels, white

• See WMS Attachment F for an example of the type and construction of the skid requirements

E. ADDITIONAL SERVICES

The MSLC may contract with the awarded vendor for additional goods/services in the sole discretion of the MSLC if the good/services presented provide value and/or complement and enhance Lottery operations, e.g. boxes and/or ancillary products/goods/services associated with MSLC distribution needs and requirements.

IV. CONTRACT REQUIREMENTS

To be eligible for contract award, a Vendor must comply with 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 to accomplish the purpose for which this bid is issued; bidders are prohibited from using, collecting, or disclosing any information acquired as a result of the contract; any data used, accessed or derivatively used, created or adapted may not be used in any manner at any time without the express written consent of the MSLC.

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

3. Bidder warrants and represents it owns, holds title or 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. Bidders acknowledge that this is a “work for hire”.

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.

6. Agree to the terms and conditions of the Commonwealth Standard Contract and Terms and Conditions.

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 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 three (3) materials must be submitted for a Vendor’s Bid to be considered responsive:

1. Signed Cover Letter – Attachment A

Completed by an authorized signatory providing relevant contact information and confirmation that Bidder agrees to the terms of this Bid.

2. Technical Proposal

The technical proposal must not include any reference to pricing whatsoever.

a) Executive Summary

Providing a concise overview of the Bidder’s response. The Summary should be prepared in such a way that it may be read independently of other detail. This section should highlight those aspects of the response (other than cost) which the Bidder believes makes it unique in meeting the needs of the MSLC.

b) Narrative Response

(i) Vendor Requirements Bidder response must address Section II: A & B in written form

(ii) Performance Specifications and Requirements Bidder response must address Section III: B – E in written form

(iii) A description of all dependencies and/or assumptions made by the Bidder.

3. Cost Table (Attachment B)

• The cost proposal(s) must be submitted as a separate attachment on COMMBUYS named “(Company Name) Cost Proposal – BID # 25-14”. Failure to meet this requirement may result in disqualification of the bid.

• Bid response must consist of the Vendor’s Cost Table. Pricing must remain firm for the entire contract period.

• Bidder must include a fully completed Cost Table. A breakdown of charges which will be made a part of the Vendor’s Contract must be provided. Include explanatory materials necessary for a full understanding of the data contained in the Cost Table.

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 contract execution 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.