Attachment_D_OFF47_Bidder_Response_Form_FINAL_2.5.19_Amended.doc

Name of Bidder:________________________

OFF47

OFFICE SUPPLIES, RECYCLED PAPER AND ENVELOPES

BIDDER RESPONSE FORM This form may be amended prior to the Solicitation Amendment Deadline. Bidders must use the final version of the form available after the Amendment Deadline in order to submit responses.

All Bidders must complete and return this Attachment with their response in order to be considered responsive. Completing every section of this document fully is mandatory unless instructions for specific sections or questions state otherwise.

***Amended 2.5.19***

Category I Office Supplies including EPP Products

Category 2 Recycled Paper

Category 3 Recycled Envelopes

UNSPSC Codes:

44-00-00 Office equipment, accessories, and supplies

14-00-00 Paper materials and products

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.

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. (Check them off the list as you do so):

FORMCHECKBOX

Completed Bidder Response Form (this document). (Attachment D) Format: Microsoft Word. Please do not convert to PDF.

File name: OFF47_Bidder_Response_Form_[your company name]

Response description: Bidder Response Form

Completed Cost File for Category 1 in its original Excel format. (Attachment A) Format: Microsoft Excel. Please do not convert to PDF.

File name: Company name_ Office_Supplies_Cost Sheet

Response description: Company Name Office Supply Cost Sheet

Completed Cost File for Category 2 in its original Excel format. (Attachment B)

File name: Company name_ Paper_Cost_Sheet

Response description: Company Name Paper Cost Sheet

Completed Cost File for Category 3 in its original Excel format. (Attachment C)

File name: Company name_ Envelopes_Cost Sheet

Response description: Company Name Envelopes Cost Sheet

Additional documents necessary for Review (Value Added Services, Financial, Organizational Chart)

Format: PDF, Microsoft Word Limit one-page File name: Company name_Value Added_For_Review_ Response description: Value Added - For Review Format: PDF, Microsoft Excel. Please do not convert to PDF.

File name: Company name_Financial

Response description: Financial Stability – For Review

Format: PDF, Microsoft Word Limit one-page

File name: Company name_OrgChart

Response description: Organization Chart – For Review

Additional Required Documents for Specific Categories:

In addition to the document(s) listed above, bidders must submit all documents required for all the categories in which they are bidding. (Check them off the list as you do so):

Category 1: Office Supplies

Category 1B only, Dated Catalog

Format: Word Document OR PDF

File name: Company name_ Dated Catalog_Cat1B

Response description: Dated Catalog Category 1B

Category 2: Recycled Paper

Bidders must submit written certification from a minimum of two (2) paper mills stating that the Bidder is an authorized paper merchant and that the paper mills will support the Bidder with adequate inventory of paper supplies for purchase by all Eligible Entitles during the life of the contract.

Format: Scan and convert to PDF.

File name: Company name_ Paper_Mill_Cert_Ltrs

Response description: Paper Mills Certification Letters

Category 3: Recycled Envelopes

Bidders must submit written certification that they are capable of manufacturing plain, printed, and custom envelopes for delivery statewide and that they have the ability to warehouse large orders of envelopes for multiple release dates.

Format: Word Document

File name: Company name_ Envelope_Certification

Response description: Envelope Certification Manufacturing Envelopes

Category 3 Only, Completed documentation for annual certification to the Mass. DEP ERP

File name: Company name_ MA_DEP_ERP_File

Response description: MA DEP ERP File

Category 3 Only: Completed documentation for Annual Compliance Certification for Printers –or- Non-Applicability Statement for Printers

File name: Company name_ Compliance_Cert_Printers_File – or- Company name_NonApp_State_Printers

Response description: Compliance Certification for Printers – or – Non-Applicability Statement for Printers

Category 3 Only, if applicable: Completed documentation for Waste Water – copy of NPDES or local POTW

File name: Company name_WasteWater

Response description: Waste Water

Category 3 Only, if applicable: Completed documentation for Hazardous Waste – copy of RCRA permit.

File name: Company name_HazardousWaste

Response description: Hazardous Waste

Category 3 Only, if applicable: Completed documentation for Storm Water – copy of NPDES or local POTW

File name: Company name_ Storm Water

Response description: Storm Water

Category 3 Only: Completed Additional Requirements/Specifications – Envelopes Category 3 .

Format: Scan and convert to PDF file

File name: Company name_ Add Req_Envelopes

Response description: Additional Requirements Envelopes

Category 3 Only: Completed Paper Manufacturer letters certifying PCRC specifications .

Format: Scan and convert to PDF file

File name: Company name_ Min_PCRC_Specs

Response description: Paper Manufacturer PCRC specification

FORMCHECKBOX

Copies of insurance certificates.

Format: one single PDF file containing all pertinent certificates of insurance

File name: OFF47_Insurance_Certificates_[your company name]

Response description: Insurance Certificates

FORMCHECKBOX

Additional documents for review (such as Third Party Certifications).

Format: PDF, Microsoft Word, or Excel

File name: OFF47_For_Review_[document name]_[your company name] Response description: For Review -- [document name]

1. Bidder General Information

Company Name:

Company Address:

Company Phone (Toll-free): Company Phone (other):

Company Email:

Company Website:

Days/Hours of Operation:

2. Designated Account Manager

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.

Account Manager Name:

Address:

Phone:

Email:

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

To be a contractor on OFF47, the Account Manager must agree to submit the following reports in a timely manner (confirm with “X”): □ Sales/Service Report □ Supplier Diversity Report

□ Admin Fee Report

3. Emergency Contact Information Please list information for contact after normal business hours.

Name:

Phone 1:

Phone 2:

Email:

4. Please indicate which categories you are bidding on for this solicitation

□ Category 1 Office Supplies

□ Category 2 Recycled Paper

□ Category 3 Recycled Envelopes

5. Business Experience (RFR, Section C1) Please state the number of years of company experience servicing commercial accounts. Minimum 2 years’ experience required

Years in business:

6. Customer Service, Warehouse, and Vehicle Information.

Number of staff available for fulfilling orders (including technical support and customer service), processing invoices, payments, answering customer service dedicated phone line, answering questions regarding your company’s punch out catalog, live chat, and interfacing with Eligible Entities:

(The box below will expand to accommodate your response; limit: 1 page.)

6.a If applicable, can you provide storage of paper and/or envelopes in your warehouse?

No Yes If not, please explain how you propose to comply with this requirement.

6.b Describe your fleet size and operations for this contract.

7. Punch Out Catalog Offered No Yes

8. Subcontracting (RFR, Section C1) Do you intend to subcontract any portion of the work obtained through this contract? □ YES □ NO

If yes, please list approximate percentage of anticipated subcontracted work: ________%

If delivery drivers are subcontracted, they must hold a valid driver’s license and be CORI/SORI background checked.

9. Staff Training (RFR, Section C, 1) Describe the orientation/training program that you have in place for your personnel, including subcontracted personnel. Describe trainings and certifications, their frequency, and if they are mandatory.

10. Financial Information (RFR, Section C, 2) State your total annual gross revenue for each of the last two (2) calendar years: 2016, 2017

Submit Dun & Bradstreet Business Credit Report

Submit Certificate of Good Standing provided by the Secretary of State

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

Describe any Litigation, Penalties, or Bankruptcy:

Describe any Defaults:

Describe any other Adverse Conditions:

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

11. Insurance (RFR, Section C, 3) Bidders must carry Liability, General, Auto, and Pollution (Categories 1&2), Property, Personal Injury, and Worker’s Compensation. Bidders must submit a Certificate of Insurance with their response that shows all of the above policies are in place.

General liability

Auto

Pollution

Property

Personal injury

Worker’s compensation

12. Third Party Certifications

List all third-party certifications that your company or subcontractor has. Also provide copies of certifications.

Certifications:

Subcontractor used for project certifications?

□ YES □ NO

13. References and reference information and/or requirements (RFR Section C,4) All Bidders must complete the Reference Form listing five (5) business references for which they have supplied similar services on a similar contract within the past twenty-four months and which exceeded $5,000 annually. References must be customers who purchased the type of services specified. No more than one reference may be from a Commonwealth of MA department.

References: Please provide five references with valid phone numbers and email addresses that have utilized your company’s services in this category in the past 24 months.

References without valid email addresses will not be accepted.

14. Emergency Preparedness: COOP Plan. (RFR, Section D, 13) Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency (see RFR Section D, 13) This information will not be considered in the evaluation of the response.

Coop Plan

Yes

No

15. Warranty

Indicate the standard warranty period and describe your warranty policies for any products offered on this contract, including the standard warranty policies of the manufacturer whose products the Bidder intends to sell under the contract.

16. Price Benchmarking Please describe any price agreements you may have with the U.S. Federal Government (e.g. General Services Administration), national public purchasing cooperatives (e.g. US Communities, NJPA, etc.), local purchasing cooperatives (e.g. chemical buying consortiums), or other states or large public organizations within the Commonwealth of Massachusetts. How does the pricing proposed by your company under this contract compare to pricing offered under agreements with above-mentioned organizations. (The box below will expand to accommodate your response; limit: 1 page.)

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

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

17. Environmental Specifications

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

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. In other words, it applies to the operations of the Bidder, not the operations of a manufacturer of other companies the bidder works with. This includes 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 points in the bid evaluation phase for the environmental initiatives they have identified. 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, bidder must list the specific page and line to which information is referenced in order to properly evaluate information provided.

BIDDER QUESTIONS

(check all that apply – and must substantiate answers in the box provided to the right to receive additional points) Provide Answers to Questions Below (box will expand)

Bidder Sustainability Program/Environmental Business Practices

Does your company have a corporate-wide sustainability policy? If yes, attach or provide a link to sustainability policy AND summarize what policy directs your company to do:

Indicate any other types of corporate sustainability policies not listed above AND attach policy in order to receive credit.

☐Climate Action Plan

☐Zero Waste Policy

☐Toxics Reduction Strategy

☐Green Fleet Policy

☐Sustainable Procurement Policy or Environmentally Preferable Purchasing Policy

☐Waste Prevention and/or recycling policy/program (describe and list types of materials you recycle)

☐Other:

Briefly describe and list sustainable procurement practices and achievements as a result of the policies checked above:

Does your company publish an annual Sustainability Report listing accomplishments and future goals? If yes, attach or provide a link to your latest Report. Describe key elements and accomplishments (such as receiving sustainability awards).

Online: Does your company have web-based materials available documenting your sustainability initiatives?

☐ No

☐ Yes. Please describe and include link to webpage.

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. Must provide total annual spend on remanufactured and Original Equipment Manufacturer cartridges:

☐ Uses environmentally preferable cleaning products in all cleaning or janitorial services. Products must be certified by UL Ecologo, GreenSeal or SaferChoice. Must provide proof of using certified products by attaching a copy of scope of work with cleaning services provider or receipts purchases of certified products:

☐ Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models. Must provide a list certified products:

☐ Incorporates green building design elements into all construction and renovation projects. Must provide description of all green design elements and provide supporting documentation to substantiate:

☐Owns or leases buildings certified to LEED or other green building standard. Must provide address of buildings and LEED or green building standard achieved:

☐Purchases or creates renewable electricity onsite (through solar or wind systems, for example). Must describe and indicate the % of energy that is derived from renewable sources:

☐Has internal recycling and composting programs. Must list all materials:

☐Has received a 3d party energy audit and implemented recommendations. Must attach audit recommendations and what has been completed:

☐ Has received a 3d party waste audit and implemented recommendations. Must attach proof of audit, recommendations, and what has been completed:

☐List other sustainable initiatives not listed above and provide any measurable data:

Packaging: Has your company implemented any environmental packaging initiatives?

☐Incorporates packaging reduction, reuse, and recycling in its purchasing practices. Please describe:

☐Shipping boxes used for order deliveries meets or exceed the U.S. EPA minimum of 25% postconsumer recycled content? List actual post-consumer recycled content (e.g., 30% Post-consumer recycled content):

☐Requires manufacturers to reduce the amount of packaging, or reduce heavy metals in packaging according to the Toxics In Packaging Clearinghouse? Please describe:

☐Has a reusable shipping container program in place for customers. Please describe:

Shipping/Transportation: Has your company implemented any of the following environmentally sound shipping and transportation practices?

☐ Uses electric, hybrid-electric, bicycles or other alternative fuel vehicles to transport products to your retail stores or other locations. Describe program:

☐ Your company is a US EPA SmartWay Partner. Must attach the partnership agreement.

☐ Has an anti-idling policy. Must attach a copy of the policy.

☐ Diesel vehicles are equipped with emission control devices. Must list type of device(s) here:

☐ Uses biodiesel in vehicles. Must list estimated amount in gallons that was used in the last year:

☐ Use environmentally preferable fleet products (e.g., retread tires, re-refined motor oil, low-VOC solvents, etc.). Must list products:

☐ Encourages the use of public/green transit. Must provide name and description of program(s):

☐ Minimizes shipping energy and environmental impacts in other ways? Please describe:

☐Other. Please describe:

Training and Education

Describe how your company trains staff and educates customers on the products or service that involves an environmentally preferable component.

Recycling Programs

Does your company collect and recycle the products it offers at the end of their useful life? Please describe the program, and product, and provide a reference:

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.

Has your company or any of its manufacturers and/or subcontractors obtained any of the following product / industry certifications? In order to receive credit, please attach a copy certifications listed below:

☐I Is a reporting member of the WasteWise Program (EPA and Massachusetts). Must attach proof of most recent reporting.

☐ Has adopted an environmental management system that is geared to continuous improvement (e.g., ISO 14000) Must attach proof of an EMS audit.

☐ Certified as a Massachusetts Sustainable Business Leader through the Sustainable Business Leader Program (attach certification).

☐ Other industry environmental standards (where applicable, examples include CERES principles, LEED Certification, C2C Protocol, Responsible Care Codes of Practice or other similar standards). List standard(s):

☐ 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? Please describe:

☐ Is a certified B Corporation. Please describe:

☐ Other. Please describe:

Has your company ever been cited for non-compliance of an environmental or safety issue?

☐ No, my company HAS NOT been cited for non-compliance of an environmental or safety issue

☐ Yes, my company HAS been cited for non-compliance of an environmental or safety issue. State the reason, date and outcome of the citation:

Environmental Product Offering:

☐I have read and will comply with all Environmental Specifications outlined in Attachment D: Product Specifications

Bidders providing environmentally preferable options in the price sheet should also provide additional information here about those options. 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:

Other Environmental Programs/Practices

Bidders may provide additional information about environmentally preferable practices that are not indicated and explained above (attach any appropriate documentation to substantiate claim)

18. SDP Plan

Supplier Diversity Program (SDP) Plan Commitment

SDP Plan Form #1

Contract/RFR Document Number: Click here to enter text.

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.

19. PPD

COMMONWEALTH OF MASSACHUSETTS

Prompt Pay Discount Form

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

Bidder Name: .

Vendor Code (VCUST): (existing contractors only) _________________________________.

Contract/RFR Number(s): OFF47 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%

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: __________________________________

20. Disability Employment Practices Form

SDO Disability Pilot Program

Disability Employment Practices Form

All Bidders are required to complete this form and attach it to their Quotes. In addition, on an annual basis, Contractors will be required to complete this form to show progress towards Program goal.

☐ Yes, company as a whole and each unit

☐ No

☐ No

☐ No

☐ No

12. Do you currently have formal policies in place to recruit, hire, retain and/or promote persons with disabilities? (Check the boxes for all the policies that are in place)

Policies in place…

☐ To recruit individuals with disabilities ☐ To hire individuals with disabilities

☐ To retain individuals with disabilities

☐ To promote individuals with disabilities

☐ None of the above

6a. If yes for at least one policy, attach the appropriate policy to your response.

☐ No

☐ No