Attachment_A_Bidder_Response_PRF75 Revised 4.2.21~1.doc

PRF75 Foreign Language Interpretation and Translation Services

Attachment A

BIDDER RESPONSE FORM

Amended 4.2.21 The following information is mandatory for this RFR. Failure to provide the requested information may be cause for the bid to be deemed as non-responsive and may result in disqualification.

There are ten (10) nine (9) pages to this document.

Checklist of Required Documentation

Omission of required information or documentation may be grounds for Bidder disqualification. Required for All Bidders:

All Bidders are required to include the following documents in their response. (Mark with X if done.):

All electronic files should be sent in ZIP FILE FORMAT.

FORMCHECKBOX

Completed Bidder Response Form Attachment A (this document).

Format: Microsoft Word. Please do not convert to PDF.

File name: PRF75_Bidder_Response_Form_ [your company name]

Response description: Bidder Response Form

FORMCHECKBOX

Completed Cost Table/Price Sheet Attachment B in its original Excel format.

Format: Microsoft Excel. Please do not convert to PDF.

File name: PRF75_Cost_Table_Price_Sheet_ [your company name]

Response description: Cost Table/Price Sheet

FORMCHECKBOX

Summary of Bidder Qualifications for Attachment D

Format: Microsoft Word, (no more than two (2) double-sided 8 ½ x 11 pages Word document.)

File name: PRF75_Bidder_Qualifications_ [your company name] Response description: Bidder Qualifications

FORMCHECKBOX

Completed References Form, Attachment E ( ONLY use Attachment E for References)

Format: Microsoft Excel

File name: PRF75_References_Form_ [your company name]

Response description: References Form

1. Bidder Statement Regarding Entity: Must Select One Option Only Per Bid Submission

□ Organization: To bid as an organization, corporation, nonprofit, or other organized entity, the Bidder

Must provide a copy of its Registration with the Secretary of State of the Commonwealth of

Massachusetts or the state in which the entity is organized and carry Worker’s Compensation

Insurance.

□ Sole Proprietor:

□ Individual:

To bid as an individual or Sole Proprietor, the person must meet the following criteria:

· Individuals cannot be employees of the Commonwealth of Massachusetts or any other governmental entity within the Commonwealth.

· All bidders must be in compliance with the Conflict of Interest law, Massachusetts

General Law C.268A, as posted on the State Ethics Commission site:

http://www.mass.gov/ethics/education-and-training-resources/implementation-procedures/state-employees-summary.html

· Individual interpreters are responsible for and must accomplish each interpretation in person as the Contractor of record. Solo practicing Sole Proprietors must accomplish each interpretation in person as the Contractor of record.

2. Bidder General Information

Company Name:

Company Address: Company Phone (Toll-free*):

Company Phone (other):

Company Email:

Company Website:

Days/Hours of operation:

*A toll-free phone number is mandatory for bidders providing Telephonic Interpretation and/or Video Remote Interpretation.

3. Categories Bid (Please note the Categories you are bidding with an “X” in box below.)

4. Office Locations and Statewide Service List all of your New England locations (City/State) and company headquarters and confirm which regions in the Commonwealth for which your company can provide services.

Number of your company locations in New England:

City/State of each New England location:

Please see Attachment C County Map Statewide Service

□ YES □ NO

Berkshire

Hampshire

Franklin

□ YES □ NO

Worcester

□ YES □ NO

Hampden

□ YES □ NO

Middlesex

Essex

Suffolk

Norfolk

Plymouth

Bristol

Barnstable

Dukes

Nantucket

□ YES □ NO

5. Designated Contract Account Manager/Contact Information Provide a brief description of the designated account manager’s experience that will be responsible for the overall management, reporting and ensuring adherence to the performance measures of this contract during normal business hours. This must include the name, address, phone number, and Email.

Contract Account Manager Name, Title:

Address:

Phone:

Email:

Provide a brief description of Contract Account Manager’s experience:

To be a vendor/contractor on PRF75, the Contract Account Manager must agree to submit the following reports in a timely manner (confirm with “X”): □ Sales/SDP Report □ Admin Fee Report

6. Emergency Contact Information

Please list information for contact after normal business hours.

Name, Title:

Phone 1:

Phone 2:

Email:

7. Business Experience Please state the number of years of company experience servicing commercial accounts. A minimum of (three) 3 years is mandatory for each of the categories.

Years in business:

8. Subcontracting Bidders intending to subcontract service must provide a list of their subcontractors. (Please submit an additional Excel spreadsheet if more room needed.)

Do you intend to subcontract any portion of service work obtained through this contract? □ YES □ NO

If yes, please list approximate percentage of anticipated subcontracted service work: ________% Bidders must provide the following information on any subcontractors providing contract work:

Subcontractor Name Service(s) Provided

9. Financial Information

State your total annual gross revenue for each of the last three (3) calendar years: 2018, 2019, and 2020.

2018:

2019:

2020:

Are you/your company compliant with both state and federal taxes (Yes/No):

10. Third-Party Certifications List all third-party current certifications, licenses, affiliations, and memberships of your company or self if Sole Proprietor or Individual. Also provide copies of certifications in PDF format.

Certifications:

Licenses:

Affiliations:

Memberships:

11. Adverse Conditions

Litigation, Penalties, Pending Actions, Enforcement Actions, or Bankruptcy: The bidder shall submit a description of any and all investigations, indictments or pending litigation by any federal, state or local jurisdiction relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related company. A list of all criminal convictions within the last five years relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all civil penalties, judgments, consent decrees and other sanctions within the last five years, as a result of any violation of any law, rule, regulation or ordinance in connection with its business activities relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all actions occurring within the last five years which have resulted in revocation or suspension of any permit or authority to do business in any jurisdiction relating to the submitting entity, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all actions occurring within the last five years that have resulted in the barring from public bidding relating to the bidder, an officer, director, partner or member thereof, any affiliate or any related entity. A list of all pending actions and enforcement actions, including OSHA violations. A list of all bankruptcy and other similar proceedings within the past five years relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity.

Defaults: The bidder shall provide a description, in detail, of any situation in which the bidder’s firm (either alone or as part of a joint venture), or a subsidiary of the bidder’s firm, defaulted or was deemed to be in noncompliance of any contractual obligations, explaining the situation, its outcome and all other relevant facts associated with the event described. Please also provide the name, title and telephone number of the principal manager of the contract user who asserted the event of default or noncompliance.

Other Adverse Situations: The bidder shall provide a description of any present facts known to the bidder that might reasonably be expected to affect adversely either its ability to perform any aspect of the agreement or the viability of any affiliated entity that might reasonably be expected to supply financial support.

Describe any Litigation, Penalties, or Bankruptcy:

Describe any Defaults:

Describe any other Adverse Conditions:

Describe any actions, pending actions, enforcement actions or violations:

12. Price Benchmarking Please describe any price agreements you may have with the U.S. Federal Government (e.g. General Services Administration)

Use this column for the answer

If Yes, name the organization(s) supplied under that contract:

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

If Yes, name the organization(s) supplied under that contract:

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

If Yes, Identify your three (3) largest local or state government entities in Massachusetts or other states.

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

See EPP form, next page

Current Environmentally Preferable Products / Practices Form Bidder Company Name: ____________________________________________________Date: _______________

The Current Environmentally Preferable Products/Practices form is a standard evaluation tool included with virtually all OSD Requests for Response (RFR) that will result in a Statewide Contract. It applies to the operations of the Bidder (not any manufacturer or other company represented by the Bidder).

This form is a standard evaluation tool. Questions apply to the operations of the Bidder (not the operations of a sub-contractor or other company the bidder works with).

The primary purpose of this form is to encourage potential Bidders to communicate existing business practices that foster a sustainable approach to conducting their operations. This may include one that has a reduced impact on the environment or public health, such as, but not limited to, recycling of relevant waste and using alternative fuel vehicles to carry out the Services for the purpose of reducing air pollution and greenhouse gas emissions.

The Commonwealth considers such initiatives part of the “best value” of procurement.

Bidders must substantiate all relevant answers in the space provided below or in an attachment. If reference is made to an attached document, or a website, list the specific page and line to which information is referenced.

1. Sustainability Program/Environmental Business Practices

a) Does your firm have a corporate-wide sustainability policy? If yes, attach or provide a link to your sustainability policy AND summarize what your corporate sustainability policy directs your company to do: Click here to enter text.

b) Do you have a recycling program in place? ☐ yes ☐ no

c) If yes, what materials do you recycle? Click here to enter text.

d) Do you use electric, battery electric, or hybrid vehicles for your travel? ☐ yes ☐ no

e) If yes, please provide type of vehicle and how many: Click here to enter text.

f) Are there any other environmentally preferable practices in place at your company? Click here to enter text (To be submitted with Bid Response)

Supplier Diversity Program (SDP) Plan Commitment

SDP Plan Form #1

Contract/RFR Document Number: PRF75 Instructions: Completing all parts of this form is mandatory. Please read all sections of the Bid related to the SDP. Complete one form and submit with your Quote.

Important: Prime bidders that are certified as an M/WBE, M/WNPO, VBE and SDVOBE must also submit an SDP Plan Form and may not list themselves or their affiliates as SDP Partners.

Part I Bidder/Contractor Information (Required)

Part II Annual Financial Commitment (Required)

Provide a specific percentage of Bidder/Contractor sales derived from this contract to be spent with all certified SDP Partners on a Massachusetts fiscal year (July 1-June 30) basis.

Annual SDP Percentage Committed in Bid Response for Life of Contract:

Click here to enter percentage.%

Supplier Diversity Program (SDP) Resources:

· Lists of M/WBEs, M/WNPOs, VBEs and SDVOBEs certified or verified by the Supplier Diversity Office (SDO) are located at www.mass.gov/sdo.

· Additional resources to assist Prime Bidders in finding potential Certified Partners can be found at www.mass.gov/sdp.

· The Operational Services Division offers trainings on compliance with the SDP Plan requirements. Registration information for upcoming trainings can be found on the Supplier Diversity Program Trainings webpage.

COMMONWEALTH OF MASSACHUSETTS

Prompt Pay Discount Form

(Invoice discounts for receiving fast payments) Revised 3/9/07

Bidder Name: .

Vendor Code (VCUST) (if known, existing contractors only): _________________________________.

Contract/RFR Number(s): PRF75 Prompt Payment Discounts (PPD). All contractors/vendors doing business with the Commonwealth must provide a Prompt Payment Discount (PPD) for receiving early payments unless the Contractor/vendor can provide compelling proof that providing a prompt pay discount would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Contractors who agree to accept Electronic Funds Transfer (EFT) increase the prompt pay benefit by ensuring that funds are paid directly to their designated bank accounts, thus eliminating the delay of check clearance policies and traditional mail lead time. Payments processed through the state accounting system (MMARS) can be tracked and verified through the Comptroller’s Vendor Web system using the Vendor/Customer Code assigned to you by a Commonwealth department.

The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. While Bidders/Contractors have flexibility in determining the actual % discount(s) offered to the Commonwealth, the discount(s) must be identified for 10, 15, 20 and/or 30 days for payment issuance in the column entitled “% Discount Off Proposed Price” below. The Commonwealth may use the prompt pay discounts submitted as a basis for selection and may negotiate discounts as deemed in the best interest of the Commonwealth. The requirement to offer PPD discounts may be waived by the Commonwealth on a case-by-case basis if participation in the program would be unduly burdensome, provided the specific reason for the hardship is outlined below.

All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed below and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

If internal Bidder/Contractor systems require an alternate method of measuring payment issue dates, the Bidder/Contractor must note the issues below or on an attached page if necessary to be considered by the PMT. In cases where the Bidder/Contractor considers that offering a Prompt Payment Discount would be a hardship, the Bidder must clearly define the issues and reasons for said hardship. Providing volume discounts or other discounts on prices is not considered a hardship, since the PPD provides the additional benefit of early cash flow for the Contractor.

Enter the Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed, if the payment is issued within the specified Payment Issue days. For example:

5% - 10 Days

4% - 15 Days

3% - 20 Days

2% - 30 Days

If no discount is offered enter 0%

If the same discount is entered for multiple payment terms, the latest payment term will be entered into the payment system.

The Contractor is unable to provide a prompt payment discount due to the following hardship:

Contractor/Bidder Authorized Signature _________________________________ Date: ____________

Contractor/ Bidder Authorized Signatory Print Name and Title: __________________________________