Catering RFR final 11 13 24 .docx

REQUEST FOR RESPONSE

ONGOING CATERING SERVICES

RFR #25-002 / COMMBUYS Bid# BD-25-1044-EPS90-ADMN-108485

THE COMMONWEALTH OF MASSACHUSETTS

MASSACHUSETTS STATE 911 DEPARTMENT

151 CAMPANELLI DRIVE, SUITE A

MIDDLEBOROUGH MA 02326

Request for Response (RFR)

CATERING SERVICES

COMMBUYS Bid#: BD-25-1044-EPS90-ADMN-108485

Agency Document Number: 25-002

November 13, 2024

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www.COMMBUYS.com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888-MA-STATE (627-8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m. Monday through Friday, Eastern Time, except during federal, state, and Suffolk county holidays.

ISSUE DATE:

1. Description or Purpose of Procurement:

The Massachusetts State 911 Department (Department) intends to qualify catering service providers to cater meetings and events at various Department offices, including, but not limited to, locations in Middleborough, Milford, Middleton, and Springfield.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards

This procurement is a rolling enrollment in which vendors will be qualified to provide catering services at various locations throughout the contract term. There is no target number of contractors. Awards will be made on a rolling enrollment basis throughout the term of the contract. This means that interested vendors may submit responses at any time prior to November 1, 2028, to be considered under this RFR.

Qualification as a catering vendor does not guarantee work under this bid and the Department is under no legal obligation to use all of the qualified vendors.

5. Entities Eligible to Use the Resulting Contract

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

The contract duration shall not exceed four years. All contracts will begin on the day in which it is executed by the State 911 Department or December 1, 2024 - whichever is later - and all contracts shall terminate on November 30, 2028.

Initial Duration

Total Maximum Contract Duration

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $25,000

8. Contract Performance and Business Specifications:

The Massachusetts State 911 Department (Department) intends to qualify catering service providers to cater meetings and events at various Department offices, including, but not limited to, locations in Middleborough, Milford, Middleton, and Springfield.

The Department hosts approximately twelve (12) events throughout the year such as commission meetings, telecommunicator appreciation luncheons, and academy graduations that require catering services. These meetings typically require food for approximately 50 attendees, although numbers will vary by event.

The Department anticipates qualifying catering service providers in order to provide adequate coverage to our various locations over multiple events throughout the year. Awards will be made on a rolling enrollment basis throughout the term of the contract. This means that interested vendors may submit responses at any time to be considered under this RFR.

The contract duration shall not exceed four years. All contracts will begin on the day in which it is executed by the State 911 Department or December 1, 2024, whichever is later, and all contracts shall terminate on November 30, 2028.

Qualification as a catering vendor does not guarantee work under this bid and the Department is under no legal obligation to use all of the qualified vendors.

Through the use of a rolling enrollment process, the Department seeks to qualified catering service providers who can offer:

· Breakfast options

· Lunch options

· Hot and cold food options

· Individual serving containers and buffet (self-serve) style

· Specialized offerings such as vegetarian, vegan, gluten-free and\or kosher selection options

Drinks shall be in cans or glass bottles. Plastic bottles are not permitted. Services shall include delivery, setup, warmers\trays, serving utensils, individually packaged condiments (as appropriate), plates, utensils, napkins and other paper goods as needed.

Pricing will be quoted at the time of menu selection for each event.

Interested vendors must complete and submit the Quote Response Form attached in COMMBUYS indicating which geographic areas they intend to service and which catering items they can supply. Bidders are not required to service all catering needs noted in the RFR in order to be qualified. If a vendor can provide service to a listed location only with a delivery charge, they should indicate the charge. In addition to the Quote Response Form, vendors must submit sample menus including current pricing.

For reference, below is a sample of items the Department has ordered under three types of catering services.

Breakfast:

· Assorted muffins, bagels, pastries

· Fruit cups

· Individually packaged condiments such as cream cheese, jelly and butter

· Coffee and tea (including sugars, creamers, stirrers, cups)

· Water

Boxed Lunch:

· Sandwiches and\or wraps in at least 4 varieties including one vegetarian option

· Individual bags of chips

· Individual Green Salads and\or fruit cups

· Dessert item

· Beverages

Buffet Lunch:

· Three different hot entrees including one vegetarian option

· Side items such as rice, potatoes or vegetables.

· Salad

· Bread

· Dressing and condiments appropriate for entrees and salads

· Dessert item

· Beverages

9. Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to qualify under this Small Procurement one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be qualified under this solicitation.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated and scored by the evaluation team according to the evaluation criteria noted below. Additional information may be requested for evaluation purposes.

Evaluation Criteria:

· Ability to service one or more locations noted

· Ability to provide one or more of the noted catering services

· Available menu options (variety)

· Reasonable Pricing note on provided menus

12. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

13. Estimated Procurement Calendar

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

Not applicable

Not applicable

Official Answers for Bid Q&A published (Estimated)

On-going

Not applicable

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

14. Required Forms

Responses to this RFR must contain the following documents

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

15. RFR Attachments

Quote Response Form

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

16. Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

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