Bid 25-01 Warehouse Distribution Supplies - Draft.pdf

The Commonwealth of Massachusetts Massachusetts State Lottery Commission

150 Mount Vernon St., Dorchester, MA 02125

REQUEST FOR BIDS

Document Title:

Warehouse Distribution Supplies

COMMBUYS Bid Number:

MSLC Document Number: Bid # 25-01

Bid Release Date: August 28, 2024 Bid Response Due Date/Time: September 27, 2024 at 1:00 PM

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

II. DESCRIPTION AND PURPOSE OF PROCUREMENT

A. BACKGROUND

B. CONTRACT DURATION

C. WARRANTIES

III. VENDOR REQUIREMENTS

A. GENERAL VENDOR REQUIREMENTS

B. ACCOUNTING AND BILLING REQUIREMENTS

IV. TECHNICAL SPECIFICATIONS AND REQUIREMENTS

V. PACKAGING AND DELIVERY REQUIREMENTS

VI. CONTRACT REQUIREMENTS

VII. BID SUBMISSION REQUIREMENTS

VIII. 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: Denise Hamman

Telephone: Office: 781-849-5626

E-Mail Address: dhamman@masslottery.com

Bid File Number and Title: BD- MSLC Document Number: Bid LOT# 25-01

Attachments: ATTM. A – Cover Letter ATTM. B – Cost Table ATTM. C – Prompt Pay Discount (PPD) Form

ATTM. D – W9 Form ATTM. E – EFT Form

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

1. Submission of a bid in response to this request is confirmation of acceptance of and agreement to comply with all legal requirements and specifications listed herein as well as the Commonwealth terms and conditions and contract form.

2. The MSLC expects the successful bidder(s) 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 August 28, 2024

• Bidder Question Deadline September 9, 2024 at

5:00PM

• Post Answers to Bidder Questions September 13, 2024

(posted on COMMBUYS)

• Bid Bidder Submission Deadline September 27, 2024 at 1PM

• Notification of Selected Bidder October 2024

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

Denise Hamman, Procurement Coordinator Massachusetts State Lottery Commission

ATTN: BID LOT # 25-01

dhamman@masslottery.com

Contact with any other MSLC employee is expressly prohibited.

D. ACQUISITION METHOD

1. This procurement will be an outright purchase. In the event that the MSLC determines that additional services 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 services.

2. The Lottery 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, prior to commencement of work by the bidder, if mutually agreed upon in writing, which results in an overall better value.

E. ANTICIPATED EXPENDITURE

1. The expenditure associated with this procurement is to be determined. If 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 MSLC understands that there may be price increases/decreases due to the volatile nature of this size tape/product. The MSLC will make every effort to work with the successful Vendor concerning any price increases/decreases.

4. The Vendor will be bound by the terms of the Bid.

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 September 27, 2024 at 1:00PM. PLEASE NOTE: Interested Bidders must submit one (1) electronic copy of the response to the Bid 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 Denise Hamman, Procurement Coordinator at dhamman@masslottery.com

i. 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.

II. DESCRIPTION AND PURPOSE OF PROCUREMENT

A. BACKGROUND

1. The MSLC is soliciting bids on the open market from qualified firms and intends to contract to purchase Warehouse Distribution Supplies.

2. All bidders will be held to the terms of this Bid Document and Commonwealth of Massachusetts Terms and Conditions.

B. CONTRACT DURATION

1. Any contract resulting from this Bid shall be for the period of three (3) years commencing on December 1, 2024 and ending on November 30, 2027.

2. The MSLC shall have the option to extend the term of any Contract(s) resulting from this bid for up to two (2) one year periods. 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 or such better terms as may be negotiated and set forth in writing by the MSLC and the selected Bidder. This contract shall be governed by the laws of the Commonwealth of Massachusetts.

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

C. 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 goods shall be provided in accordance with applicable

State and Federal laws and in accordance with industry standards.

III. VENDOR REQUIREMENTS

A. GENERAL VENDOR REQUIREMENTS

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.

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 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.

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 a MSLC Director.

IV. TECHNICAL SPECIFICATIONS AND REQUIREMENTS

The MSLC is requesting five (5) types of supplies.

A. Item #1 – Sealing Tape A. Item #2 – Sealing Tape B. Item #3 – 20” Stretch Wrap (Roll Film) C. Item #4 – Stretch Wrap Hand – Extra Heavy D. Item #5 – Cushioning Materials mailto:accountspayable@masslottery.com

A. ITEMS #1 and #2 – SEALING TAPE

Description “Intertape” polymer group #9100 heavy duty carton sealing tape. Heavy duty/premium grade polypropylene carton sealing tape, manufactured with “hot melt” pressure sensitive adhesive with the purpose of safely and securely holding/sealing a variety of corrugated and liner-board shipping cartons. The tape must comply with the Federal Food, Drug and Cosmetic Act, CFR Title 21, Subpart B, Paragraph 175.105, which covers the use of pressure sensitive adhesives and tapes for “indirect contact” food packages, such as box sealing.

General Specifications

• Color: Clear

• Adhesive: Synthetic rubber/resin

• Film Thickness: 1.6 mil

• Film: Biaxially-oriented polypropylene blown film.

• Total Thickness: 2.5 mil

• Tensile-Strength (#’s/in of width): 38 elongation % at break 90-100

• Core Diameter: 3”

• Application Range: 30˚ F to 140˚F

• Adhesive: .9

• Adhesive to Steel (ounces and inches): 46

• Shear to Liner Board: Greater than 8000.

Skid Size and Loading

• 40” x 48” good quality skid. Height of skid and product must not exceed 53”, no exceptions, as it will not conform to the MSLC warehouse racking system.

• Skid height (including skid and product) not to exceed 53” overall height (no exceptions)

1. Item #1

• Size 72mm x 55mm

• Number of Rolls per Case: Twenty Four (24)

• Vendor must have all legal rights to sell this specific tape.

• Usage: (72mm x 55mm) Delivery to be 90 cases per delivery or 2,160 rolls per delivery.

• Annual usage should be two (2) separate delivers per year or 4,320 rolls per year.

2. Item #2

• Size: 72mm x 914mm

• Number of Rolls per Case: Four (4)

• Vendor must have all legal rights to sell this specific tape.

• Usage: (72mm x 914mm) Deliver to be 48 cases per delivery or 192 rolls per delivery.

• Annual usage should be two (2) separate deliveries per year or 384 rolls per year.

B. ITEM #3 – 20” STRETCH WRAP (ROLL FILM)

Specifications

• Tenneco or equal

• 80 Gauge minimum thickness, clear film

• 20” roll web width

• 10” roll diameter

• 3” inside core diameter

• 6,000 minimum feet per roll

• Vendor must have all legal rights to sell the product

• Approximate annual usage: 80 rolls or two deliveries

Skid Size and Loading

• 40” x 48” good quality skid. Height of skid and product must not exceed 53”, no exceptions, as it will not conform to the MSLC warehouse racking system.

• Skid height (including skid and product) not to exceed 53” overall height (no exceptions)

Packaging Requirements

• One (1) roll per case

• Minimum 40 rolls per 40” x 48” skid delivery

C. ITEM #4 – STRETCH WRAP HAND – EXTRA HEAVY

• 18” x 1500’

• 90g

• Vendor must have all legal rights to sell the product

Skid Size and Loading

• 40” x 48” good quality skid. Height of skid and product must not exceed 53”, no exceptions, as it will not conform to the MSLC warehouse racking system.

• Skid height (including skid and product) not to exceed 53” overall height (no exceptions)

Packaging Requirements

• Minimum 40 rolls per 40” x 48” skid delivery

• Skid height (including skid and product) not to exceed 53” overall height (no exceptions)

D. ITEM #5 – CUSHIONING MATERIALS

• Cushioning materials shall be Storo Pack renature biodegradable cushioning or equivalent.

• Material must be 100 % biodegradable

• Material must be made of starch/soy based materials from annually renewable sources of starch, such as potatoes, wheat, grain, plus completely degradable or naturally occurring additives which will dissolve in water within minutes.

• Material must be white/yellowish barrel shaped peanuts, approximately 1 ½” in length by ½” in diameter, dust free, non-static, relatively order free.

• Bulk density to between 0.40 to 0.60#’s/cubic foot.

• Material must not leave any toxic or synthetic residues and must not pollute any ground waters.

• Material must not contain any carcinogens.

• Material must be produced by a company via technology which that company clearly has all legal rights to use.

• Approximately 1320 bags per year delivered in 100 bag orders at the Braintree and/or Canton facilities, usually tri-weekly.

Packaging Requirements

• Product to be supplied in fourteen (14) cubic feet clear plastic bag with wire tie

V. PACKAGING AND DELIVERY REQUIREMENTS

In addition to the packaging and delivery requirements detailed for each item in Section IV. Technical Specifications, bidders must meet the following requirements:

1. Packaging Requirements

a. The MSLC will provide the awarded vendor with a Purchase Order (“PO”) Number that must be reference on all of the following:

• Packing Slips

• Cases

• Invoices

b. Applicable items will be palletized for delivery.

2. Delivery Requirements

a. The Bidder must provide lead times on the cost table

b. Delivery locations (subject to change) can accept deliveries between the hours of 6:45AM-1:00PM:

Massachusetts State Lottery Commission 1515 Washington Street Braintree, MA 02184

Massachusetts State Lottery Commission 40 Industrial Drive Canton, MA 02125

Massachusetts State Lottery Commission 200 Theodore H Rice Blvd New Bedford, MA 02740

Massachusetts State Lottery Commission 135 Gold Star Blvd Worcester MA 01606

VI. CONTRACT REQUIREMENTS

To be eligible for contract award, a Vendor must meet the following qualifications:

3. 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; bidders are prohibited from using, collecting, or disclosing any information acquired as a result of the contract;

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

5. Any warrants and represents that Bidder 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;

6. Immediately inform the Executive Director, 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; and

5. 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 upon sixty

(60) days’ notice 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.

VII. BID SUBMISSION REQUIREMENTS

The following six (6) materials must be submitted for a Vendor’s Bid to be considered responsive:

1. Signed Cover Letter – ATTM. A

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

2. Executive Summary and Narrative Response

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 IV: A – B in written form

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

3. Cost Table – ATTM. B

• The cost proposal(s) must be submitted as a separate attachment on

COMMBUYS named “(Company Name) Cost Proposal – BID # 25-01”. Failure to meet this requirement may result in disqualification of the bid.

• Bid response must consist of a fully completed Vendor’s Cost Table.

• The Cost Table must be completed comprehensively. If the bidder is unable to provide cost for an item or item(s), insert expression N/A in the appropriate price column.

• Bidder’s may provide attachments or explanatory material for each requested item if necessary. This type of material is additional and shall not take the place of providing a completed version of the cost table provided.

• The Bidder must use the Cost Table provided and shall make no changes, additions or deletions.

4. Samples

• Bidders are required to send samples for each item listed in Section III –

Technical Specifications.

Samples must be labeled with Bid # 25-01 and sent to:

Massachusetts State Lottery Commission ATTN: Kevin O’Connell 1515 Washington Street Braintree, MA 02184

5. Prompt Pay Discount (PPD) Form – ATTM. C

• Bidders are required to include a Prompt Payment Discount Form

(Attachment C) in their final submission. This form will be available for download on COMMBUYS under the bid document’s attachments tab.

Download this form as directed below; ink signature is not required.

• After entering the “Bidder Name” and “Date of Offer for Prompt/Early

Payment Discount”, the Bidder must identify the prompt payment discount(s) terms by indicating the “Percentage Discount off of the Proposed Pricing” and the “Turn-around-time for Payments.”

• In the event that the Bidder is unable to offer a prompt payment discount, the Bidder must document this fact and provide supporting information. If awarded a contract, the final negotiated prompt payment discounts will be reflected on the Commonwealth Standard Contract Form.

6. W9 Form – ATTM. D

• Bidders are required to fill out and submit a W9 form. Must be signed with wet signature or certified digital signature. If your Company’s designation is a corporation, please ensure the legal address is a physical street address.

7. EFT Form – ATTM. E

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.

Response Format Instructions:

a. Responses must follow the Section and Paragraph numbering format of the requirements/specifications portions contained in this bid in order for responses to be evaluated in an orderly and efficient manner.

b. Separate Business and Technical response and Cost Response. The

Business and Technical Response must not include any cost information. The MSLC reserves the right to discard bids in which the Business and Technical Response includes cost information.

c. Proposed approach to how the Bidder will provide the services described herein, generally describing the methodology, timelines and keys to success. The bid must include a narrative statement of work describing services, knowledge and relevant experience, and approach for providing the deliverables described in 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.

VIII. 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 closing 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.

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.

Response Format Instructions:

VIII. TERMS