Bid Response Form Final.docx

Bid Response Form Highway Assistance Program Services MDOTBOSTON11 Amended 10/10/14 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. The RFR Checklist must be used as a cover sheet. Expand boxes for answer length as necessary and verify that all information is submitted in the order that it was asked. All information should be submitted as one document.

RFR Checklist

|_| RFR Checklist

1 TAL REQUIREMENTS

1.1 Bidder Contact Information

Company Name:

Company Address:

Telephone (toll free): Phone (other): Fax:

Contract Manager for this contract:

Contract Manager Email Address:

Contact Information for price quotes requests (if different):

Company Web Page Address (if applicable):

The following information must be provided:

1. Number of years in business __________________________ (Minimum of 3 years Required)

2. Business hours/Business days __________________________

3. How many employees? __________________________

The above company is a certified woman owned business Yes or No

The above company is a certified minority owned business Yes or No

(If yes explain in a letter on your Business stationary)

1.2 Cost Breakdown (3 YEARS)

This section is to be used to accurately calculate and submit hourly rates per patrol area for 3 years.

Note: All costs are for the duration of the contract. Specify make and model of ramp trucks, vans and GreenDOT if applicable vehicles below.

1 Ramp trucks/Vans/GreenDOT Vehicle if applicable

2. Finance Charges

3 Fuel-vans/ramp trucks

4 Maintenance

5 Patrol Equipment & Supplies (includes Uniform, Winter Coats, Rain gear, cellular phones, vehicle lettering, markings and color)

6 Subtotal

7 HAP Manager

a) Wages

b) Workers Compensation

c) Taxes

d) Retirement

e) Medical

f) Dental

g) Vacation/Holidays

h) 12 meetings/ year

8 HAP Driver

a) Wages

b) Workers Compensation

c) Taxes

d) Retirement

e) Medical

f) Dental

g) Vacation/Holidays

h) Two meetings/ year

9 Insurance/License fees

10 Administrative/Facility costs

11 Subtotal

12 Contract Cost

13 Performance Bond

14 Total Cost

15 Subtract Equipment Salvage

16 Add Profit

17 Net Cost (line 14 - line 15 + line 16)

18 Divide by HAP Total Service Hours (Regular Hours +OT)

19 COST PER HOUR PER VEHICLE

20 TOTAL (from items 7 and 12)

1.3 Pricing / Terminated Accounts

Bidders are requested to submit individual bids that cover all the patrol routes within the HAP area bidding and for a three-year period, excluding start-up and training time. Vendors can submit bids for one or more of the six contract areas.

Item #1 Area 1 - Vans (6) will operate on roadway segments of Route 128, Route 3, Route 2, and I-495 all north and west of Boston.

Estimate of Hours 250 workdays/year * 3 years * 6 routes * 8 hours/day = 36,000 hours over 3 years Overtime estimate: 2,300 hours over 3 years

Item #2

Area 2 – Vans (4) and Ramp Truck (1) will operate on I-95/Route 128, Route 2, Route 3 and I-93 from Boston to the New Hampshire border.

Estimate of Hours 250 workdays/year * 3 years * 5 routes * 8 hours/day = 30,000 hours over 3 years Total overtime estimate: 1,500 hours over 3 years.

Item #3

Area 3 – Vans (2) and Ramp Trucks (3) will operate on roadway segments of 1-93, Route 3, 1-95/ Route 128, all south of Boston.

Estimate of Hours 250 workdays/year * 3 years * 2 routes * 8 hours/day = 30,000 hours over 3 years Total overtime estimate: 1,500 hours over 3 years

Item #4

Area 4 – Vans (4) will operate on roadway segments of I-95 and route 24, south of Boston and sections of I-495.

Estimate of Hours 250 workdays/year * 3 years * 4 routes * 8 hours/day = 24,000 hours over 3 years Total overtime estimate: 600 hours over 3 years

Item #5 Area 5 – Vans (4) will operate on roadway segments of I-495, I-290 and I-190 in and around Worcester.

Estimate of Hours 250 workdays/year * 3 years * 4 routes * 8 hours/day = 24,000 hours over 3 years

Item #6 Area 6 – Vans (2) will operate on roadway segments on I-91, I-291 and I-391 in the Greater Springfield Area.

Estimate of Hours 250 workdays/year * 3 years * 2 routes * 8 hours/day = 12,000 hours over 3 years

List of any accounts terminated in the last two (2) years and the reason for termination.

1.4 References

Provide three (3) scanned copies of commercial or governmental client references. A reference letter shall be submitted on client’s letterhead by the Bidder. Current MassDOT employees may NOT be used as a reference. The reference letter shall include the name, address, contact person, telephone number, length of service and a description of the goods and services that the Bidder provided to the client. It is required that the client references demonstrate the Bidder’s ability to perform a project of similar size, nature and complexity as that described in this RFR. Specifically, references should address customer service, bidder’s abilities to address and resolve problems and overall value the bidder brought to client. References must be for clients or customers to whom goods and services were provided within three (3) years prior to the RFR Response due date and duration of not less than one year. A Bidder’s prior business relationship with the Commonwealth will also be considered in this section, whether offered as a reference or not. MassDOT reserves the right to contact the reference if necessary.

1.5 COMMONWEALTH OF MASSACHUSETTS MOTORIST ASSISTANCE PROGRAM CERTIFICATION OF WAGE COMPLIANCE The Service Provider for this contract shall keep a true and accurate record of all mechanics and apprentices, teamsters, chauffeurs and laborers employed thereon, showing the name, address and occupational classification of each such employee on this contract, and the hours worked by, and the wages paid to, each such employee, and shall furnish to the Department, on a weekly basis, a copy of said record, in a form approved by the Department, signed by the employer or his/her authorized agent under the penalties of perjury.

The Service Provider shall preserve its payroll records for a period of three years from the date of completion of the contract.

The Rate generally includes the following:

Minimum Hourly Wage + Employer Contributions to Benefit Plans = Wage Rate or Total Rate Any employer who does not make contributions to Benefit Plans must pay the total Wage Rate directly to the employee. Any deduction from the Prevailing Wage Rate or Total Rate for contributions to benefit plans can only be for a Health & Welfare, Pension, or Supplementary Unemployment plan meeting the requirements of the Employee Retirement Income Security Act (ERISA) of 1974. The maximum allowable deduction for these benefits from the wage rate cannot be greater than the amount allowed by Executive Office of Labor (EOL) for the specified benefits. Any additional expense of providing benefits to the employees is to be borne by the employer and cannot be deducted from the Minimum Hourly Wage. If the employer's benefit expense is less than that so provided by EOL the difference will be paid directly to the employee. The rate established must be paid to all employees who perform work on the project.

When an employer makes deductions from the Minimum Hourly Wage for an employee's contribution to social security, state taxes, federal taxes, and/or other contribution programs, allowed by law, the employer shall furnish each employee a suitable pay slip, check stub or envelope notifying the employee of the amount of the deductions.

The Service Provider shall not require or permit any laborer or mechanic to be employed on such work in excess of eight hours in any calendar day or in excess of forty hours in any workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times his basic rate of pay for all hours worked in excess of eight hours in any calendar day or in excess of forty hours in such workweek, whichever is the greater number of overtime hours.

In addition, the Service Provider shall furnish to the Department, within fifteen days after completion of its portion of the work, a statement, executed by the contractor or subcontractor or by any authorized officer or employee of the contractor or subcontractor who supervises the payment of wages, in the following form:

Date: ___________________

I, ____________________________________________________________________do hereby state:

(Name of signatory party) (Title) That I pay or supervise the payment of the persons employed by:

(Contractor or Subcontractor)

and that all mechanics and apprentices, teamsters, chauffeurs and laborers employed on said project have been paid in accordance with wages listed in the contract.

Signature _______________________________________________

Title _______________________________________________ The above-mentioned copies of payroll records and statements of compliance shall be available for inspection by any interested party filing a written request to the Department for such inspection.

All bidders are cautioned that the aforementioned laws require that employers pay to employees no less than the applicable minimum wages. There may be serious civil and criminal penalties for violations, including imprisonment and exclusion from future public contracts. Bidders are cautioned to carefully read the relevant sections of the Massachusetts General Laws.

2 Prompt Pay Discount Form 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: __________________________________

3 Supplier Diversity Program (SDP) Plan

SDP Plan Form #1 (To be submitted with Bid Response)

Contract/RFR Document Number:

Instructions: Completing all parts of this form is mandatory. Please read instructions in the SDP section of the solicitation. Complete one form and submit with Bid.

Part I Bidder/Contractor Information (Required)

Business Name:

Contact Name:

Part II Financial Commitment (Required)

Provide a specific percentage committed (as a percentage of Bidder/Contractor sales derived from this contract for the life of the contract) to be spent with all certified SDP Partners that the Bidder will propose if awarded a Contract. Please note that prime bidders who are SDO-certified must also submit an SDP Plan Form.

Supplier Diversity Program (SDP) Resources:

· Directory of Certified Businesses

· Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found on the Supplier Diversity Program Webpage (www.mass.gov/sdp).

· Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the Supplier Diversity Office Webpage (www.mass.gov/sdo).

· The Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found on the OSD Training & Outreach Webpage. In addition, the SDP Webinar can be located on the Supplier Diversity Program Webpage (www.mass.gov/sdp).

4 Executive Order 515, Establishing an Environmental Purchasing Policy

ENVIRONMENTALLY PREFERABLE PRODUCTS FORM

Bidder Company Name: ___________________________________________________ Date: _______________ In line with the Commonwealth’s efforts to promote products and practices which reduce our impact on the environment and human health, Bidders are encouraged provide information regarding their environmentally preferable/sustainable business practices as they relate to this contract wherever possible.

Bidders who can demonstrate such initiatives in their RFR submission (referencing, but not limited to, the items listed below) will be eligible to receive evaluation points.

In order to receive evaluation points, Bidders must complete this form and submit it with their RFP Response.

Bidders must submit appropriate documentation to support the items for which the Bidder indicated a “Yes” and present this documentation in the proper sequence of this Attachment.

1. Packaging

packaging take-back services, or shipping carton return

If yes, use the box below to enter a description of the practices being followed. The box below will expand to accommodate the information being entered.

2. Business Practices / Operations / Manufacturing

If yes, use the box below to enter a description of the practices being followed. The box below will expand to accommodate the information being entered.

3. Certifications

Certification, C2C Protocol, Responsible Care Codes of Practice or other similar standards ____ Third Party product certifications such as Green Seal, Scientific Certification Systems, Smartwood, etc.

If yes, bidders must submit copies of the certificates obtained.

4. Other Environmental Criteria Bidders are encouraged to respond to criteria specifically indicated in this RFP as “desirable environmental criteria” (and attach the appropriate documentation) to receive consideration in the evaluation. If yes, use the box below to enter a description of the practices being followed. The box below will expand to accommodate the information being entered.

5 Feedback In order for the Commonwealth and Bidders to work more effectively we would like you to take a moment and provide feedback on this solicitation experience.

· Where did you learn about this solicitation opportunity?

· Where did you get your copy of this RFR?

· Was the RFR well organized?

· Was the RFR easy to understand and respond to?

· Did you encounter any problems with COMM-BUYS?

· Was COMM-BUYS easy to understand and use?

· If you had a problem COMM-BUYS, did you use the Help Desk? Were they helpful?

· What suggestions do you have to improve the solicitation process?