Attachment B Bidder Response Form Amended 12-15-21.xlsx
XLSX spreadsheet 76 KB Posted
- Solicitation number
- BD-22-1080-OSD03-SRC3-66742
- Issued by
- Massachusetts
About this file
This document is the Bidder Response Form for the FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies RFR issued by the State of Massachusetts. The solicitation requests bids for environmentally preferable cleaning products, programs, equipment, and supplies. Bidders must provide information on their company, references, discounts, warranties, service offerings, green cleaning programs, and current environmental practices. Bids must be submitted by the stated deadline, and the contract will have an initial term with renewal options.
The solicitation outlines specific requirements related to green cleaning training, technical assistance, communication strategies, evaluation, and record-keeping. Bidders have the opportunity to highlight additional value-added services beyond the mandatory and desirable criteria. The evaluation process will consider the bidder's existing sustainability policies, environmental business practices, and certifications as part of the "best value" determination.
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Other files
| File | Type | Posted |
|---|---|---|
| FAC118 Apparent Successful Bidders.pdf | ||
| Attachment D NH P-37 Standard Contract Form.docx | DOCX document | |
| Attachment C FAC118 Price File~2.xlsx | XLSX spreadsheet | |
| Creating a Quote in CommBuys Job Aid~10.pdf | ||
| FAC118 RFR Amended 11-30-21.docx | DOCX document | |
| Attachment A FAC118 Mandatory Specifications and Desirable Criteria Amended 12-15-21.docx | DOCX document | |
| Attachment G State of Connecticut Participating Addendum for Cooperative Contracts V3 FAC118.docx | DOCX document | |
| FAC118 PPD Form.docx | DOCX document | |
| Attachment E Applicable Maryland Statutes and Regulations Jan Supplies.docx | DOCX document | |
| FAC118 WTO Intent to Post and Flyer.pdf | ||
| CommonwealthTermsAndConditions~3.pdf | ||
| FAC118 RFR Bidder Response Checklist.docx | DOCX document | |
| Attachment H FAC118 COMMBUYS Q and A Answers.xlsx | XLSX spreadsheet | |
| SDP_Plan_Form~2.xlsx | XLSX spreadsheet | |
| Attachment F State of New York Participating Addendum~1.pdf |
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INSTRUCTIONS
FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies
This is the Bidder Response Form for the FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies RFR. Use the tabs below to move through each portion of the response form.
Failure to provide all of the requested information may result in your response being disqualified.
| Bidders must complete the following Tabs: | |
| Tab Name | Completed? (Y/N) |
| Bidder Information | |
| Bidder References | |
| Discounts Warranty and Service | |
| Additional Info. | |
| Green Cleaning Programs | |
| Current Environmental Practices |
Any questions must be posted to COMMBUYS through the “Bid Q&A” tab.
Bidder Information FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies
| BIDDER RESPONSE FORM - BIDDER INFORMATION | |
| Instructions: | |
| Bidder must respond to all questions in the 7 sections below unless stated otherwise. | |
| Each gray box is a response field Example: | Company Name, Inc. |
| 1. Bidder Information (type answers into the outlined boxes below) | |
| Company Name: | Years in Business: |
| Company Address: | Days/Hours of Operation: |
| Company Phone (toll-free): | Company Website (optional): |
| Company Email: |
2. Contact Person(s) (provide at least one contact person and list additional contacts where applicable)
Awarded Contractors are responsible for reporting quarterly sales and diversity spending as well as ensuring payment of the 1% OSD Administration Fee. Any changes to any Contractor contacts must be communicated to the FAC118 Contract Manager.
| Name | Phone | ||
| Primary Account Manager: | |||
| Reporting Contact (if not primary): | |||
| Admin Fee Contact (if not primary): | |||
| Customer Contact (if not primary): |
| 3. Emergency Contact Person (provide a contact who can be available 24 hours a day or as close to 24 hours as possilbe) | |||
| Name | Phone | ||
| Emergency Contact Person: |
Describe your Continuity of Operations Plan (COOP)
| 4. Categories Being Bid (answer Yes/No or mark "X" - Bidder may respond to one or multiple categories) |
| Category 1 - FAC118: Environmentally Preferable Cleaning Products, |
Programs, Equipment and Supplies
| Category 2 - Janitorial Supplies, Equipment and Services |
| Category 3 - Disposable Janitorial Paper Products |
| Category 4 - Powered Janitorial Equipment, Supplies and Service |
| 5. Bidder Financial Information (state your total annual gross revnue for each of the following calendar years) | |||
| 2018 | 2019 | 2020 | |
| Total Annual Gross Revnue: |
| 6. Is your company compliant with both state and federal taxes? |
| Answer (Yes/No): |
7. Geographic Service (answer Yes/No or mark "X")
Bidders must respond to indicate what type of geographic service they will offer on contract. It is desired that vendors awarded to FAC118 can service all of the participating states. Responses will still be considered from Bidders who cannot.
| Connecticut |
| Maine |
| Maryland |
| Massachusetts |
| New Hampshire |
| New York |
| Rhode Island |
| All Listed States |
| Other |
Bidder References FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies
| BIDDER RESPONSE FORM - BIDDER REFERENCES |
| Bidder must submit a minimum of 3 company references from an institutional account or from the largest 3 customers in MA if available. |
0 Each gray box is a response field Example: Company Name, Inc.
Reference Company/Entity Name Contact Person Phone Email
Discounts Warranty and Service FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies
| BIDDER RESPONSE FORM - Discounts, Warranty and Service Information |
| Bidders are are encouraged to offer additional discounts, such as offering volume discounts, tiered discounts, and dock delivery discounts. Bidders may respond with additional discount information in the fields below. Bidders should provide details for the quantities or order value needed to obtain a volume or tiered discount. Bidders should respond with a percentage for a dock delivery discount. Bidders may leave this section blank if they are not able to offer additional discounts. |
Respond below with discount information.
| Discounts |
| Volume Discounts |
| Dock Delivery Discount |
| Tiered Discounts |
| Extended Warranty Information |
| Describe extended warranty options available to buyers. |
| Service/Maintenance Information |
| Describe service and maintenance options avilable to buyers, including if onsite is available. |
| Service Labor Rates for Equipment Repair or Service | |||
| Enter Type of Service | Respond with $ Hourly Rates | Respond with $ Hourly Rates | Respond any relevant information. |
| Service Type | Current Rates | Discounted Rates | Comments |
Additional Info.
FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies
| BIDDER RESPONSE FORM - Additional Information |
| As specified in the Mandatory Specifications and Desirable Criteria document, please provide the following: |
Dispensers: Bidders must provide information below regarding their offerings for chemical, janitorial paper and hand soap/sanitizer dispensers, including any costs. It is encouraged to provide and install dispensers free of charge.
Battery Recycling Program: Bidders must offer a battery recycling program. Please describe the program below in detail, including whether its a free or paid program.
Matting System Take Back Program: Provide a description of any matting system take-back program. It is desirable to offer take-back of worn mats.
Microfiber Washing Service If offering a microfiber washing service, please provide a description of this service, geographical coverage, and pricing.
Minimum Order Size Indicate if bidder has minimum order size. Note: It is desirable that bidders do not.
Green Cleaning Programs FAC118: Environmentally Preferable Cleaning Products, Green Cleaning Program Support Form
| INSTRUCTIONS: Bidders must answer all of the quetions in column B to the best of their ability. If you are attaching documents to support your claims, attachments should be titled “Green Program [your company name] [document title]” and the document(s) title should be referenced in column C for the corresponding question. Evaluator must be able to identify and access attached files referenced easily, otherwise the section may not be evaluated. In addition, please limit any answers in Column B to 100 words or less. The SSST reserves the right not to review files that are not referenced on this form, or answers that exceed the limit. See additional instructions in "Instructions" tab. | ||
| All Category 1-4 Bidders must complete and return this form with their response in order to be considered responsive. Completing every section of this document is mandatory unless instructions for specific questions state otherwise. Bidders are not allowed to reduce the default font size in text boxes designated for narrative answers. Where limits are set for the length of the narrative, the SSST reserves the right not to consider or evaluate any information that exceeds the limit. | ||
| Section 1: Intitial Site Assessment | Input answers in corresponding fields below. | |
| (each answer below should be limited to 100 words or less) | Identify Costs, if applicable for any of the services. Or if there is a puchasing threshold to recieve assistance or service provide threshold | If attaching supporting documents, indicate file name in corresponding field below |
| Do you usually conduct an Initial Site Assessment for new customers? Are they conducted onsite or virtually or both? Please describe what it covers and, if available, your company's Initial Site Assessment Checklist or a sample site assessment report. | ||
| List individuals within your company or any subcontractor who is capable of providing the Initial Site Assessment. Provide Name and Title, whether they are a subcontractor, and list their professional qualifications or certifications. | ||
| Section 2: Green Cleaning Training, Technical Assistance and Materials | ||
| Do you provide green cleaning training, technical assistance and material to your customers? If yes, please describe what the training covers, if it is customizable, and provide a sample or link to the training and related materials: | ||
| What are the mediums in which the green cleaning training is available (e.g., online, in-person): | ||
| Is anyone on your staff or your sub-contractor trained in Green Seal (GS- 42: Criteria for Cleaning Service Providers, ISSA CIMMS or LEED)? If so, please provide name(s) of staff and identify their training or certifications: | ||
| In what languages are your green cleaning trainings, technnical assistance and materials available? | ||
| Do you provide training, technical assistance and materials in the use of safer sanitizers and disinfectants (i.e., alternatives to chlorine bleach and quaternary ammonium chloride compounds, which can cause asthma)? Does this review contact times, concentrations, rinsing requirements, especially when product is both a disinfectant and sanitizer? Please describe and provide sample or link to the trainings and related materials: | ||
| Describe any training, technical assistance and materials on the efficient use of chemicals as an important benefit of transitioning to a green cleaning program (e.g, reduction in the number and types of products needed) and opportunities to reduce chemical waste that you provide, if any: | ||
| Describe training, technical assistance and materials you provide on equipment use and maintenance. Do you provide equipment demos and allow clients to try new equipment free of charge for a certain period of time at their facility? Describe program: | ||
| Do you assist your customers in developing and maintaining a set of written guidelines or Standard Operating Procedures (SOPs) that govern their cleaning and disinfecting procedures and other related operations (e.g., floor maintenance or snow melt chemicals)? If yes, describe and provide an example: | ||
| Section 3: Specialized Training, Technical Assistance and Materials | ||
| Describe other types of training your company provides (e.g., health and safety, emergency response, chemical management, OSHA training (e.g., asbestos awareness, bloodborne pathogens))? | ||
| Do you provide specialized training, technical assistance and materials on the following topics: | ||
| Food service, transportation, health care, etc.? List areas of specialized guidance, and provide brief description of guidance or technical assistance: | ||
| Protecting populations and individuals with special needs within the customer’s facility (e.g., pregnant women, children, asthmatics) from hazards? Provide brief description: | ||
| Work load analysis? Also, does your company recommend schedules/frequency of routine cleaning operations, activities performed periodically, equipment operation and maintenance, and cleaning inspections? If yes, describe: | ||
| Inspection program for cleaning and/or chemical management? Is it electronic and can it be modified? | ||
| Preparation, use and storage of green cleaning chemicals within the facility (e.g., proper ventilation, dilution control procedures, adequate security and proper management of the area, chemical compatibility, inventory control, signage, labeling)? | ||
| Handling potentially hazardous products (e.g., floor stripping chemicals and legacy building materials such as lead-based paint, vinyl asbestos floors, PCBs in caulking, etc.) | ||
| Addressing biological contaminants (e.g., mold, mildew, pest waste, nesting materials, etc.) and bloodborne pathogens? | ||
| Section 4: Communication Strategy | ||
| Describe procedures your company typically recommends to its customers for communicating to and obtaining feedback from the following groups of individuals. In addition, list languages of your staff and of the materials provided to each of these audiences, and provide examples of signage: | ||
| Management | ||
| Administration staff | ||
| Custodians | ||
| Occupants and Visitors | ||
| Other: | ||
| Section 5: Evaluation, Tracking & Record Keeping Processes | ||
| Describe how your company evaluates the success and effectiveness of the customer's green cleaning program? | ||
| How are records of training and technical assistance maintained on each customer? Describe | ||
| Section 6: Other Value Added Services | ||
| An initial site assessment, equipment demonstrations, and a trainings on transitioning to a green cleaning program per year are required for this contract (see RFR section 8.1). List any other value added services that your company proposes for this contract. Points may be awarded for each identified “added value” service or program offered in this form as determined by the SSST as value above and beyond the required mandatory and desirable requirements in the RFR. |
Current Environmental Practices FAC118: Environmentally Preferable Cleaning Products, FAC118 Bidder Current Environmentally Preferable Products And Practices Form
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, creating less waste by using less packaging; eliminating the use substances and/or materials that are considered toxic; or using alternative fuel vehicles in the delivery fleet for the purpose of reducing air pollution and greenhouse gas emissions.
The Commonwealth considers such initiatives part of the “best value” of procurement. Bidders have an opportunity to receive additional points in the evaluation phase of the RFR for the environmental initiatives they have identified. However, bidders must substantiate all answers in the space provided below or in an attachment in order to receive any additional points. If reference is made to an attached document, or a website, list the specific page and line to which information is referenced.
BIDDER NAME:
| Bidder questions | To be responsive, bidder must provide answers to questions below. If no answer, indicate "none". If not applicable, indicate N/A. | Identify any links or names of attached documents required to substantiate any claims below |
| (box will expand as you add text) | ||
| Bidder Sustainability Program/Environmental Business Practices | ||
| Indicate to the right and attach (or provide link) any of the following corporate sustainablity policies/plans: | ||
| Corporate Wide Sustainability Policy | ||
| Climate Action Plan | ||
| Zero Waste Policy | ||
| Toxics Reduction Strategy | ||
| Green Fleet Policy | ||
| Sustainable Procurement Policy or Environmentally Preferable Purchasing Policy | ||
| Anti-Idling Policy | ||
| Waste Prevention and/or recycling policy/program | ||
| Other: | ||
| Briefly describe and list sustainable procurement practices and achievements as a result of the policies checked above (if no policies checked, leave blank): | ||
| Does your company publish an annual Sustainability Report? If yes, provide your latest report as a link or attach, and briefly describe key elements and accomplishments. The sustainability report may include reference to policies but should include specific and measurable accomplishments over the last year. | ||
| Do you have specific measurable targets for reducing your use of energy, water and chemicals? Describe targets: | ||
| Decarbonization | ||
| What commitments and efforts has the company made to cut its carbon footprint? Describe: | ||
| Company reports Greenhouse Gas emissions and climate change strategy to the Carbon Disclosure Project (CDP) or publicly disclose an equivalent amount and type of information on an annual basis (provide proof of reporting): | ||
| Bidder Facility Sustainability Practices: List individual steps not indicated above that your firm has taken to improve the sustainability at your own operations: | ||
| Uses at least 50% remanufactured toner cartridges in printers (provide total annual spend on remanufactured and Original Equipment Manufacturer cartridges): | ||
| Implemented a green cleaning program at our own facilities (describe program and provide a list of third-party certified products used): | ||
| Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models (provide a list certified products): | ||
| Incorporates green building design elements into all construction and renovation projects. (list green design elements and provide supporting documentation to substantiate): | ||
| Owns or leases buildings certified to LEED or other green building standard (describe any data collected and provide link to any published reports): | ||
| Purchases or creates renewable electricity onsite (e.g., solar or wind systems) (describe and indicate the % of energy that is derived from renewable sources): | ||
| Has internal recycling (list all materials included in the program): | ||
| Has a composting program (describe): | ||
| Has received a 3d party waste audit and implemented recommendations (attach proof of implemented recommendations): | ||
| Other sustainable initiatives not listed above (provide documentation to substantiate claims): | ||
| Packaging: Has your company implemented any environmental packaging initiatives? | ||
| Do you incorporate packaging reduction, reuse, and recycling in purchasing practices (describe all practices that apply): | ||
| Other (describe): | ||
| Shipping/Transportation: Has your company implemented any of the following environmentally sound shipping and transportation practices? | ||
| Has your company implemented any environmentally sound shipping and transportation practices? Examples include, but are not limited to: EPA SmartWays member, using alternative fuel vehicles (provide types of vehicles), using biodiesel fuel in vehicles, purchasing environmentally preferable fleet products (e.g., retread tires, re-refined motor oil, low-VOC solvents, etc)? Provide a description of the practices: | ||
| Other. Please describe: | ||
| Training and Education | ||
| Describe how your company trains staff on the products or service that involves an environmentally preferable component? Porovide a description of the practices: | ||
| Describe how your company trains educates customers on the products or service that involves an environmentally preferable component? Provide a description of the practices: | ||
| Certifications Bidders should familiarize themselves with the various certifications and standards for products and processes that are available within the industry in which they operate, with particular attention to those concerning environmental issues. | ||
| Is a reporting member of the EPA or Massachusetts WasteWise Program. Provide proof of membership. | ||
| Is LEED Certified? Provide proof of certification: | ||
| Has adopted an environmental management system that is geared to continuous improvement (e.g., ISO 14000). Provide proof of an EMS audit. | ||
| Certified as a Massachusetts Sustainable Business Leader through the Sustainable Business Leader Program. Provide proof of certification. | ||
| Other industry environmental standards where applicable. Examples include CERES principles, C2C Protocol, Responsible Care Codes of Practice or other similar standards. Provide proof of standards. | ||
| Is a certified B Corporation. Provide proof of certification. | ||
| Other. Must provide appropriate documentation to substantiate claims. | ||
| Other Environmental Criteria & Product Offerings | ||
| Bidders may provide additional information about environmentally preferable products or practices that are not indicated and explained above (attach any appropriate documentation to substantiate claim): | ||
| Bidders providing any other environmentally preferable options in the price sheet, not already covered by the specificatons, may provide additional information about the options here. Please include a description of the product, how the product is environmentally preferable, how pricing compares to the conventional product counterpart, links to additional information, or if attaching product information, please reference names of files, and any additional information that would be helpful for reviewer: |
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