801 RFR-Greenhouse.pdf

801 RFR-Grnhse.doc Judge John J. Connelly Youth Center, Page 1 450 Canterbury St., Roslindale, MA 02131 2/27/2019

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600 Washington Street 4th Floor, Boston, MA. 02111

Request for Response (RFR)

Project No. DYS FY19 470S00-01

Judge John J. Connelly Youth Center

Greenhouse Systems (Kit) and Associated Equipment Acquisition

Contact Information Eugene J. Deutsch, Dept of Youth Services Telephone: 617-960-3357 Fax #: 617-951-2409 Email: eugene.j.deutsch@state.ma.us

Page 2 450 Canterbury St., Roslindale, MA 02131

Procurement Calendar:

The department must specify critical procurement dates in order to ensure fair competition, timely completion and best value. These dates should be reasonable, incorporating notice requirements and allowing sufficient time for response and evaluations. The dates may be modified as needed.

Intent to Publish (for World Trade Organization notice), if applicable N/A

Release of RFR Tue., March 5, 2019

Submission of written inquiries N/A

Response to written inquiries N/A

Submission of responses deadline date Tue., March 19, 2019 3:00PM

Notification to bidders of award Thurs., March 21, 2019

Start date of contract (Tentative) Mon., March 25, 2019

Expected Completion date of contract (delivery to Site, based on 6‐week performance Period)

Tue., May 7, 2019

Table of Contents

Contract Manager page 3

1. Purpose of Procurement page 3

2. Acquisition Method to be used for Contract(s) page 3

3. Single or Multiple Contractors page 3

4. Single or Multiple Departments page 3

5. Contract Term (with options to extend) page 4

6. Anticipated Expenditures page 4

7. Contract Specifications page 4

8. Vendor Qualification and Bid Selection page 5

9. Pricing page 5

10. Required Forms page 6

11. Instructions for Submission of Responses pages 5‐6

12. Deadline for Responses page 6

13. RFR Conditions pages 6

Page 3 450 Canterbury St., Roslindale, MA 02131

Contract Manager

1. PURPOSE OF PROCUREMENT:

Massachusetts Department of Youth Services (DYS) is herewith advising qualified vendors (bidders) they are proposing to acquire a new, free-standing, institutional grade 20’ wide x 60’ deep (long) x 10’ high, modular, all-season, galvanized steel frame and polycarbonate panel greenhouse structure (in kit form, for assembly by others), intended for use as a laboratory to teach at-risk youth horticulture and allied career knowledge and techniques, and provide related skills transfer programs for growing plants and vegetables.

The program, when fully implemented, would allow year-round operation for growing and learning about both vegetables and flowers, in a controlled environment and would also promote ecological and healthy eating practices.at Judge John J. Connelly Youth Center, located at 450 Canterbury St., Roslindale, MA 02131. A contract will be awarded to the lowest responsible and eligible bidder on the basis of competitive bids, in accordance with the procedure set forth in applicable Massachusetts General Laws, 801 CMR 21.00, as determined by the rough order of magnitude (ROM) estimated costs for this service. The Awarding Authority is The Commonwealth of Massachusetts, Division of Capital Asset Management and Maintenance, through its agent, Department of Youth Services. This document identifies minimum requirements to facilitate the engineering, fabrication and delivery in kit form, for assembled by others, of such Greenhouse System.

2. ACQUISITION METHOD TO BE USED FOR CONTRACT(S):

X Outright Purchase Fee for Service License Tax Exempt Lease Purchase (TELP)

Term Lease Rental (not to exceed 6 months) Other (specify):

3. SINGLE OR MULTIPLE CONTRACTORS FOR CONTRACT PERFORMANCE:

X Single Contractor Multiple Contractors

4. SINGLE OR MULTIPLE DEPARTMENTS MAY CONTRACT UNDER THIS RFR:

X Single Department Procurement/Single Department User Contract [CommBuys ‐ Restricted to Use by

Procurement Team Leader/RFR Contact Person: Eugene J. Deutsch

Address: 600 Washington Street 4th Floor, Boston, MA. 02111

Telephone #: 617‐960‐3357

Fax #: 617‐951‐2409

E‐mail or Internet Address: eugene.j.deutsch@state.ma.us

RFR File Name/Title: DYS FY19‐470S00‐‐01 Greenhouse System (Kit) Acquisition

RFR File Number:

DYS FY19‐470S00‐‐01

Greenhouse System (Kit) Acquisition

Procurement Management Team(PMT)/Category: Acquisition of Facilities Related Equipment, Services & Supplies / SERVICES-All Other Not Shown or Combinations

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Issuing Entity Only These procurements are conducted and managed by the department solely for its own needs.]

Multiple Department Procurement/Limited Department User Contracts [CommBUYS ‐ Restricted to Use by Defined Entities Only These procurements are conducted and managed by a self‐selected group of departments. One department posts the RFR and executes contracts and amendments on behalf of the group. Any department identified in the RFR, or later approved by the PMT (if this option was specified in the RFR), can purchase from the contract without having to execute additional contract documentation. Departments with permission to use these contracts are authorized by the lead department in MMARS

Single Department Procurement/Multiple Department User Contracts [CommBUYS‐ Open for Use Under Separate Contract Execution These procurements are conducted and managed by a department for its own needs. The department indicates the procurement can also be used by other departments and OSD approved eligible entities. Subsequent departments may use the RFR and winning bidder responses as the procurement basis for the execution of contracts. OSD considers this option to be a "best practice" and departments are strongly encouraged to authorize this option when conducting their own procurements because other departments can benefit from the procurement. Care should be taken to write the RFR in terms that are general enough to allow for use by other departments while still meeting the specific needs of the department.

5. TOTAL ANTICIPATED DURATION OF CONTRACT(S):

Initial Contract Duration (Indicate Number)

X One‐Time Purchase Month(s); Year(s)

Options to Renew (Indicate numbers):

Option(s) to Renew not to exceed: Month(s); Year(s), each option

6. TOTAL ANTICIPATED EXPENDITURES FOR TOTAL ANTICIPATED DURATION OF CONTRACT(S): (Amounts indicated are only estimates. Contract amounts during the period of any contract are subject to a selected Bidder’s response, and may increase or decrease based upon contract negotiation, performance selected, appropriation or availability of funds.)

(Optional) Estimated Value of Procurement(Including Anticipated Renewal Options):

X Contract(s) will have a Maximum Obligation Amount.

Contract(s) will NOT have a Maximum Obligation Amount (Rate Contract).

Compensation will be subject to Quotes by List of Qualified Contractors (Maximum Obligation or Rate Contract).

Will Federal Funds be used to fund and part of Contract(s)? NO, YES (If YES, to what extent?)

7. CONTRACT SPECIFICATIONS:

This solicitation, termed Request for Responses (RFR), identifies minimum requirements to facilitate the engineering, fabrication and delivery in kit form, for assembly by others, of such Greenhouse System as described herein:

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The Massachusetts Department of Youth Services (Judge Connelly Youth Center) is requesting proposals for the following work.

Project No. DYS FY19 470-S00-01: Greenhouse Systems (Kit) and Associated Equipment Acquisition.

The proposed 20’ wide x 60’deep (long) x10’ high Connelly Greenhouse “footprint” size is based on a spatial analysis of similar greenhouse classroom work areas for accommodating 10 -12 resident students and 2-3 instructional and support staff at peak use.

The proposed greenhouse (kit) structure shall be designed and manufactured to satisfy local building codes and which include, without limitation, the following:

The successful bidder shall deliver “engineer-stamped plans and specifications for the Greenhouses (structure and frame), less than 2000 square feet size in area, which address at a minimum, in advance of commencement of product manufacturing and fabrication, the following design criteria:

a. Greenhouse Structure and Framework:

20’ wide x 60’deep (long) x10’ high

(1) Ground snow load- 40 psf;

(2) Structural reinforcement for wind load- 130 mph Exposure “B”; and

(3) Building code- IBC 2015 / ASCE 7-98.; incorporating seismic design considerations.

b. Reinforcement for Columns, Trusses at Bays, Side Purlins, End Walls

c. Anchor Bolts: 12” x 1/2”dia. HD. Galv. Threaded Rod

d. Extra End Wall Framing (2” sq. 16 Ga. Steel Tube) to accommodate Heavy Duty Doors, of maximum, continuous length, un-spliced stock.

e. Circulation Fan: 20” Horizontal Airflow Fan -Quantity 4- ea.

f. Ventilation: Double Ridge, Roof and Wall Vent System

g. Heating System: Reznor UEAS-180 (or Equal) Suspended, Separated Combustion Gas Unit

Heater, w/ Horizontal Vent Pipe Kit. (Gas unit heater shall be approved for installation in Massachusetts)

h. Controller for Vent Motors and Heat

i. Doors: Custom Single Hung 4’ wide x 7’ high – Quantity 2- ea.

j. Roof: Polycarbonate; Double-Ridge Vent; 4” x 4” x 10’ Alum. Flashing; Gutter Height (10’)

k. Stationary (Propagation and Germination) Bench: 4’ x 8’ x 3’ - Quantity 15 Ea.;

w/ Ground Post (1.66” dia. Tube x 3’-0” stanchions) – Quantity 60 pcs. ea.

l. 13 ga. ¾” Raised Galv. Expanded Metal- 4’ x8’ (480 sq. ft.) – Quantity 15 pcs. Ea.

Scope of Work:

This document describes a select building systems/component fabrication and delivery within the campus of a secure youth service center while occupied. The factory-built structure shall be fabricated so as to meet all requirements of the Massachusetts State Building Code, 9th (or current) edition, and be in compliance with Massachusetts Electrical Code (MEC): 780 CMR, 527 CMR 12.00 (2011 National Electric Code), in addition to all other applicable public safety codes and health regulations. Upon contract Award and receipt of Owner’s Notice to Proceed, greenhouse (kit) vendor shall prepare and submit valid Massachusetts Registered Engineer’s-stamped engineering drawings and specifications (Construction Documents) to the

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Owner’s engineer of record: Gienapp Design/ Architecture for review and approval. Only upon satisfactory approval of vendor’s submittals shall material procurement, fabrication and manufacture commence.

Greenhouse (kit) vendor shall periodically provide Owner and Architect narrative progress reports with photo documentation indicating manufacturing status of completed greenhouse structure components.

Please be advised, that a separate contract for site-preparation, erection and assembly of the greenhouse will have been executed by the Owner with a yet unidentified third (3rd) party in order that the greenhouse structure receipt and delivery process can be facilitated at the project site. At this juncture greenhouse (kit) vendor may prepare and submit invoices requesting Payment for completed greenhouse components and material delivered to the site. Over the course of delivery and erection, the greenhouse (kit) vendor shall provide scheduling and logistical coordination as well as any assembly assistance to the greenhouse installation contractor as needed, without any additional cost to the Owner.

The building structure and the building site shall remain substantially as is. The campus buildings will continue to serve to facilitate Department of Youth Service operational and administrative functions contained within the existing multi-story structure and surroundings. In the event that vendor visits or access to areas affected by the building system upgrades under this contract are required, they shall be subject to the control and supervision of facility staff, including the escorting of contractor personnel and the monitoring of tradesmen and workers. To accommodate the work of this contract, facility operations and maintenance staff will coordinate daily operations while work is in progress

Greenhouse (kit) vendor shall provide Owner with a written 1-year material and component warranty upon satisfactory and substantial completion of the project.

Greenhouse (kit) vendor shall provide all appropriate written and advisory installation documentation and instructions assistance, to the greenhouse installation contractor and any project related trade subcontractor or material supplier.

The vendor’s work will include all necessary activities and operations associated with manufacturing, delivering and providing equipment and materials, including consumables and supervisory assistance required to facilitate the Connelly Greenhouse Systems (Kit) and Associated Equipment Acquisition.

Vendor shall replace any components and material damaged and determined irreparable over the course of assembly with new, and also provide Owner with sufficient “attic stock” of frequently damaged components, material and consumables beyond the 1-year warranty period.

Additionally, Greenhouse (kit) vendor shall also include the manufacturer’s current price list of identified recommended common components, material and consumables likely in need of replacement beyond the 1-year warranty period.

Proposals shall be accepted only from bidders who possess the required demonstrated manufacturing experience identified herein for the proposed work. Priced proposals shall include estimated time frame for the work, allowing time for fabrication and delivery durations needed to prepare the project site and facilitate the Connelly Greenhouse (Kit) and associated component installations. Functional/Operational tests shall be performed by installer to demonstrate functionality in order for the work to be accepted by Owner.

Questions regarding this RFR must be submitted by e-mail 48 hours prior to the prevailing RFR deadline for Responses. Replies to questions will be issued and sent to all identified bidders as addendums to the RFR.

Postponement of RFR deadline date will be announced in any issued addendum as warranted by the Owner.

Bidder’s response shall acknowledge receipt of any and all issued addenda.

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Questions:

All questions regarding this DYS Fast Quote are to be directed to:

Eugene J. Deutsch, Department of Youth Services Telephone: 617-960-3357 Fax #: 617-951-2409 Email: eugene.j.deutsch@state.ma.us

8. VENDOR QUALIFICATION and BID SELECTION:

Further, the successful vendor (contractor) shall have been in the specific line of business of manufacturing greenhouse structures for at least the past 10 years, and demonstrate satisfactory completion of similar recent projects for a minimum of five (5) customers, providing, location, contact name and information.

9. PRICING:

Completed, signed priced proposals shall be submitted on Company Letterhead via e-mail to Eugene J.

Deutsch, Department of Youth Services (see contact information above) no later than Submission of Responses Deadline date. Respondents shall provide a “lump sum” cost, inclusive of labor, equipment, materials, and consumables required to complete the work and any storage fees prior to delivery and acceptance by DYS’s so designated third party, all in accordance with the above described Scope of Work.

10. RFR REQUIRED FORMS:

All Forms are available at the Operational Services Division (OSD) website @www.mass.gov/osd.com

If the Bidder has already executed and filed the Commonwealth Terms and Conditions, and the Verification of Taxation Reporting Information (W‐9 form), please indicate this in your Response. The Commonwealth Terms and Conditions shall be incorporated by reference into any Contract for Commodities and Services executed pursuant to this RFR. A Bidder is required to execute the Commonwealth Terms and Conditions and the Verification of Taxation Reporting Information (W‐9 form) only once.

By executing the Standard Contract Form, the Contractor certifies under the pains and penalties of perjury that it has submitted a Response to a Request for Response (RFR) issued by the Department and that this Response is the Contractor’s offer as evidenced by the execution by the Contractor’s authorized signatory, that the Contractor’s Response may be subject to negotiation by the Department, and that the terms of the RFR, the Contractor’s Response and any negotiated terms shall be deemed accepted by the Department and included as part of the Contract upon execution of the Standard Contract Form by the Department’s authorized signatory.

11. INSTRUCTIONS FOR SUBMISSION OF RESPONSES: (Content Requirements for Responses, Where and How to Submit Responses, # Copies of Responses, Format Requirements)

DEPARTMENT OF YOUTH SERVICES

ATTN: Eugene J. Deutsch

600 Washington Street 4th Floor Boston, MA. 02111

Page 8 450 Canterbury St., Roslindale, MA 02131

SUBMISSIONS MUST CONTAIN ALL FORMS REQUIRED BY THIS RFR.

12. DEADLINE FOR RESPONSES:

Indicate Deadline Date: Tue., March 19, 2019 and Time: 3:00 p.m.

Will a Bidders Conference be offered? NO

13. RFR Conditions In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions (either version). However, the following RFR provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00: Supplier Diversity Program SDP, Supplier Diversity Program SDP Subcontracting Policies, Best Value Selection and Negotiation, Bidder Communication, CommBuys, Contract Expansion, Costs, Debriefing, Debriefing/Appeals: Administrative Appeals to Departments, Debriefing/Appeals: Administrative Appeals to OSD Electronic Funds Transfer (EFT), Filing Requirements, Identifiable Health Information: HIPAA and Protected Health Information, Indemnification of the Commonwealth Terms and Conditions, Notice and Certification, Federal Government Services Administration (GSA) or Veteran’s Administration Supply, Pricing: Price Limitation, Public Records, and Reasonable Accommodation.

The following RFR provisions may appear in Commonwealth competitive procurements conducted under 801 CMR 21.00:

Alternatives, Brand Name or Equal, Debriefing Optional specification for non‐POS RFRs, Emergency Standby Commodities and/or Services, Environmentally Preferable Products and Services, Estimated Provisions, Prompt Payment Discounts (PPD), Use of a Procurement by a Single or Multiple Departments: Multiple Department Procurement/Limited User Contracts, and Use of a Procurement by a Single or Multiple Departments: Single Department Procurement/Multiple Department User Contracts, Information Technology, Information Technology ‐ Clarification of Language in Section 11, These provisions appear in this RFR as attachment entitled RFR Required Specifications for Information Technology and Optional Specifications.

The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR.

Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

Required for POS Only" specify a requirement for Purchase of Service (POS) human and social services procured under 801 CMR 21.00, Procurement of Commodities or Services, Including Human and Social Services and 808 CMR 1.00, Compliance, Reporting and Auditing for Human and Social Service.