Compression RFR Amended.docx

MASSACHUSETTS DEPARTMENT OF TRANSPORTATION (MassDOT) Research and Materials

10 PARK PLAZA

BOSTON, MA 02116

REQUEST FOR RESPONSE (RFR)

DOCUMENT TITLE: Universal and Compression Machines COMMBUYS Bid#: BD-16-1030-0H100-0H110-00000007880 Document # / Project Info #: 93844 Release Date: 04/04/16 Amended: 4/20/16

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 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Document Sensitivity Level: High during development; Low once published. Template v 8.1

Table of Contents Page i Document Sensitivity Level: High during development; Low once published.

RFR Introduction and General Description Procurement Scope and Description Massachusetts Department of Transportation (MassDOT) Highway Division, Research and Materials, Central Materials Laboratory seeks to purchase two Universal Testing machines and one compression only machine, for testing Concrete Cylinders, Bricks, Concrete Blocks, Bedrock Cores, Concrete cores, Reinforcing Steel, Welded Wire Fabric, Aluminum and Steel Fence Fabric, Anchor Bolts, Structural Steel, Seven (7) Wire strands, Splice Connectors, Cast Iron and Ductile Iron.

The formal proposals from Vendors shall be submitted for one or all of the following:

Two computer controlled Universal Testing machines, and one computer controlled Compression Testing machine, and Accessories with Trade-ins, and any combination of the total of three machines therein.

Background Information on Current Equipment MassDOT has three Universal Testing machines to offer as trade-in as shown below. This is a one to one trade-in for each of the replacement machines. A description of the Universal Testing machines with pertinent data is shown below. MassDOT strongly encourages Interested Vendors to contact MassDOT at (617) 951-0590 to arrange an on-site visit to view the trade-in machines prior to submitting proposal price list. A lump-sum credit for the trade-in Universal Testing machines (including removal and disposal of the machines) will be applied toward each of the replacement Universal Testing Machines and Compression Testing Machine being procured.

Current Equipment Description Vendors shall offer individual trade-in amount for each of the following three used Universal Testing Machines:

Trade in 1: Baldwin/SATEC 300BTE, no grips, and no computer or monitor.

Trade in 2: FORNEY LT 1000-D2, 600k, with grips, and no computer or monitor.

Trade in 3: SATEC UTC300HVL, S/N 1042, with grips, and no computer or monitor.

Applicable Procurement Law This Bid is issued under the following laws:

MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00 Number of awards MassDOT intends to make a single award. MassDOT reserves the right award more vendors if it is in MassDOT’s best interest to do so.

Adding Contractors after initial Contract award If, over the life of the Contract, MassDOT determines that additional Contractors should be added, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts. If necessary to meet the requirements of MassDOT, the Bid may be reopened to obtain additional Quotes.

Eligible Entities Any contract resulting from this Bid will be open for use by MassDOT only.

Acquisition Method(s) The acquisition method(s) to acquire goods and/or services from this outright purchase.

Contract Duration

The length of the contract, specifically the contract start date, is dependent upon receiving properly executed award paperwork from the bidder. If award paperwork is received late, the full contract length may be less than indicated above. The contract end date shall remain the same for all vendors. No agreements for services may be executed after the Contract has expired.

Estimated Value of the Contract The estimated value of purchase(s) resulting from this Bid, based on the current model, is $800,000 for three pieces of equipment. MassDOT may add additional funding during the term of the contract. MassDOT 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 Bidders, and are not to be relied upon as any indication of future purchase levels. The estimated value for this Bid was based on spending on previous, similar contracts.

Estimated Procurement Calendar

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

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

Specifications Additional required terms appear in the Appendices to this RFR and the Bid Response Form.

The New Central Facility for MassDOT’s Research & Materials Section seeks to purchase machines for various compression and tension test specimens. The purpose of this system is to accurately determine the Compressive Strength, Flexural Strength, and Tensile Strength. The equipment described here-in must meet the requirements of ISO 17025. The system shall meet or exceed the requirements stated herein.

Universal Compression / Tension Testing Machine 1- Each complete Universal Testing Machine (including components and accessories) shall be in new condition.

2- The Compression/Tensile machines shall be able to be used for testing samples in accordance with ASTM C39, ASTM C78, ASTM C140, ASTM A370, AASHTO T22, AASHTO M31, and AASHTO T285.

3- The minimum load capacity of the machines shall be 300,000 lbf. A higher capacity machine can be substituted at no extra cost.

4- The Machine shall meet the loading rate requirements for all the sample sizes and test methods, in accordance with ASTM and AASHTO Test Methods.

5- The Compression/Tensile machines shall utilize hydraulic pressure with closed-loop servo controllers. Provide detailed documentation of machine control system in the technical proposal.

6- The color of the universal machine shall be a black and grey (metal) color scheme approved by MassDOT. Provide full color pictures or color renderings of the machine in the technical proposal.

7- The machines shall be fully automatic controlled by a computer system, with data acquisition and control software. The software package shall meet a variety of applications for testing concrete and metals, for compression, tensile and flexural strength, based on ASTM and AASHTO Test methods. It shall also include a complete calculation library and a report generator for standard and customizable test reports, for each Machine. Statistical data analysis and the ability to interface with a LIMS System shall also be included. The software shall be compatible with Microsoft Windows 7 Professional or Windows 7 Enterprise.

8- A computer and monitor shall be provided with all the hardware and software for each machine, installed and ready to use. MassDOT reserves the right to provide the computers and monitors instead of purchasing purchasing. If MassDOT chooses to provide computers, the vendor is responsible for software and hardware installation at no additional cost.

10- Upon installation in final location, the vendor shall perform the machine’s calibration per ASTM E4, and provide certificates of calibration of all loads reading, position and strain; using NIST traceable equipment, this equipment shall meet the requirements of ASTM E74.

11- The machine shall have load measurement accuracy of ± 0.5% of the indicated load.

12- The vendor shall provide a dimensioned elevation plan drawing of the load frame, console, accessories and the access panel clearances. It shall also provide the machine’s manuals, include a listing of all normal wear replacement parts and accessories with their part number provided. Adequate operation and maintenance information shall be supplied for all equipment requiring maintenance or other attention. Provide installation instructions, particularly minimum Concrete slab dimensions, anchoring bolts sizes and anchoring details for the proper installation, specify whether or not the machine and the concrete slab need to be isolated. Vendor shall submit the electrical power requirements for the proposed equipment (i.e. 115 v, 220v, 3ph, 60 Hz, crosshead and hydraulic pump motors capacity (hp). The complete universal machine when set up shall not occupy a footprint area greater than the area shown on plan provided and shall fit inside a ceiling height of 14 feet, including the height of any support pad that may be needed. Maximum weight of universal machine shall be less than15,000 pounds. The equipment will be positioned on an existing slab: 4,000 psi normal weight concrete, 8” thick with #6 bars 12” O.C. each way, which is supported by structural fill compacted to +95%. Provide detailed foundation connections and if necessary modifications to the existing slab, for the correct support of the equipment. The proposed machine size and support of the equipment will be considered in the proposal evaluation. Provide detailed plans and documentation of machine and anchorage in the technical proposal.

13- The Control Console shall be free standing, provide counter top work space, and house the hydraulic pump, control system and electronics.

14- The maximum operating height of the Universal Testing Machine shall be 154 inches.

15- The maximum ram stroke shall be 12 inches and the machine shall have a ram over-stroke protection device.

16- The load frame shall have a debris shroud to protect the piston when extended.

17- The machine shall have a protective safety shield, to protect the operators.

18- The machine shall work on both English and Metric units.

19- The machine shall utilize a direct in-line strain gage load cell system and/or a pressure transducer strain gage load cell to measure the load applied to the sample.

20- The machine shall be equipped with an emergency stop button (“Kill Switch”). For safety purposes the machine shall also have an auto standby mode.

21- Machine shall have two operation modes, one via a control key pad and one using the computer.

22- The machine shall be equipped with upper and lower compression bearing Platens (Bearing Blocks). The Bearing Blocks shall meet the minimum and maximum dimension requirements of test method ASTM C39 (AASHTO T22) for samples 3, 4 and 6 inches in diameters. The Platens shall be hardened to a minimum Rockwell Hardness of 55HRC.

The Platens shall have concentric circles scribed about the central axis of the machine in accordance with ASTM C39 for test specimens from 3 to 6 inches in diameter.

23- The upper Bearing Blocks assembly shall be spherically seated.

24- The faces of the new Bearing blocks shall not depart from a plane by more than half of 0.001” every 6 inches of their diameter for Bearing Blocks with 6 inches or larger diameters, and no more than half of 0.001” on Blocks with smaller diameter (see ASTM C39).

25- One set of wedge style hydraulically powered grips capable of sharing between both machines will be purchased. The gripping system shall be complete, including Grip Faces for flats and round specimens.

Flat Grip Faces for specimens 0.375 inch diameter and smaller. V Grip Faces for specimens 0.5 inch to 1.5 inch diameters.

26- Grip Faces for Stranded Wire. One set of 7-Wire Strand Insert Holder, one 7-Wire Strand insert set per strand wire size (3/8”, 7/16”, 0.500”, and 0.600”).

27- Both machines shall be identically capable to perform the same tests and sharing the same accessories.

28- The vendor shall provide a minimum eighteen (18) months warranty services including software upgrades and free technical support during the eighteen (18) months of ownership.

29- Training shall be provided on a designated date at the MassDOT facility at 5 Macadam Road by the Vendor’s technical staff with complete hand-outs and diagrammatic illustrations.

30- The written terms and condition of the warranty shall be provided. The Department may or may not purchase an extended warranty.

31- Not Used Intentionally.

Extensometer Options 32- Option I: One Extensometer for 7 wire strand testing and one Reinforcing Steel Extensometer shall be provided, both shall meet ASTM E83. The first with a 24” gage length and the second with 8” gage length.

33- Option II: Calibrate and/or refurbish two Extensometers owned by Research and Materials and all necessary hardware needed for the Extensometers to operate on the new universal machine, cost if any to be included in proposal price list.

34- The machine shall be equipped with a threaded grip system for the testing of threaded Cast Iron specimens in accordance with AASHTO M105 requirements, Class 35B, with one (1) inch threaded ends, with threads size 7/8-in -9 UNC.

35- Vendor will be required to perform the machines installation and first calibration along with the calibration/refurbishing of two Extensometers, cost if any to be included in proposal price list.

Compression Only Machine 39- The complete Testing Machine (including components and accessories) shall be in new condition.

40- The Compression machine shall be able to be used for testing samples in accordance with ASTM C39, ASTM C78, ASTM C140, and AASHTO T22

41- The minimum load capacity of the machine shall be 300,000 lbf. A higher capacity machine can be substituted at no extra cost.

42- The Machine shall meet the loading rate requirements for all the sample sizes and test methods, in accordance with ASTM and AASHTO test methods.

43- The Compression Machine shall utilize hydraulic pressure with closed-loop servo controllers. Provide detailed documentation of machine control system in the technical proposal.

44- The machine shall be fully automatic controlled by a computer system, with data acquisition and control software. The software package shall meet a variety of applications for testing concrete, for compression, in conformance with the ASTM and AASHTO test methods as stated under Universal Testing machine listed above. It shall also include a complete calculation library and a report generator for standard and customizable test reports. Statistical data analysis and the ability to interface with a LIMS System shall also be included. The software shall be compatible with Microsoft Windows 7 Professional or Windows 7 Enterprise.

45- A computer and a monitor shall be provided with all the hardware and software, installed and ready to use with required test methods. MassDOT reserves the right to provide the computers and monitors instead of purchasing. If MassDOT chooses to provide computers, the vendor is responsible for software and hardware installation at no additional cost.

47- Upon installation in final location, the vendor shall perform the machine’s calibration per ASTM E4, and provide certificates of calibration of all loads reading position and strain; using NIST traceable equipment, which also meets the requirements of ASTM E74.

48- The machine shall have load measurement accuracy of ± 0.5% of the indicated load.

49- The vendor shall provide a dimensioned elevation plan drawing of the machine, console, accessories and the access panel clearances. It shall also provide the machine operation and maintenance Manuals including a listing of all normal wear replacement parts and accessories with their part number provided. Adequate operation and maintenance information shall be supplied for all equipment requiring maintenance or other attention manuals, Provide installation instructions including the minimum Concrete slab dimensions, anchoring bolts sizes and anchoring details for the proper installation. Define whether or not the machine and the concrete slab need to be isolated. Vendor shall submit the electrical power requirements for the proposed equipment (i.e. 115 v, 220v, 3ph, 60 Hz, crosshead and hydraulic pump motors capacity (hp)). The compression machine when set up, shall not occupy a footprint area greater than the area shown on plan provided and shall fit inside a ceiling height of 14 feet maximum weight of compression machine shall be less than 12,000 pounds. The equipment will be positioned on an existing slab: 4,000 psi normal weight concrete, 8” thick with #6 bars 12” O.C. each way, which is supported by structural fill compacted to +95%. Provide detailed foundation connections and if necessary modifications to the existing slab, for the correct support of the equipment. The proposed machine size and support of the equipment will be considered in the proposal evaluation. Provide detailed plans and documentation of machine and anchorage in the technical proposal.

50- The Control Console shall be free standing, housing the hydraulic pump, control system and electronics.

51- The load frame shall have a debris shroud to protect the piston when extended.

52- The machine shall have a protective safety shield.

53- The machine shall work on both English and Metric units.

54- The machine shall utilize a direct in-line strain gage load cell system and/or a pressure transducer strain gage load cell to measure the load applied to the sample.

55- The machine shall be equipped with an emergency stop button (Kill switch). For safety purposes the machine shall have an auto standby mode.

56- Machine shall have two operation modes, one via a control key pad and one using the computer.

57- The machine shall be equipped with upper and lower compression bearing Platens (Bearing Blocks). The Bearing Blocks shall meet the minimum and maximum dimension requirements of test method ASTM C39 (AASHTO T22) for samples 3, 4 and 6 inches in diameters. The Platens shall be hardened to a minimum Rockwell Hardness of 55HRC.

The Platens shall have concentric circles scribed about the central axis of the machine in accordance with ASTM C39 for test specimens from 3 to 6 inches in diameter.

58- The upper Bearing Blocks assembly shall be spherically seated.

59- The faces of the new Bearing blocks shall not depart from a plane by more than half of 0.001”, every 6 inches of their diameter for Bearing Blocks with 6 inches or larger diameters, and no more than half of 0.001” on Blocks with smaller diameter (see ASTM C39).

62- The written terms and condition of the warranty shall be provided. The Department may or may not purchase an extended warranty.

Transportation and Delivery 63- The Transportation of the entire order shall be Freight on Board (FOB) Destination, freight prepaid and added. Item price shall include all the charges for freight and delivery to Research and Materials at 5 Macadam Road, Hopkinton MA. Vendor shall provide a written/signed delivery date agreement.

Shipping, Delivery and Installation As time is of the essence, The machine shall be delivered to the New State Central Facility for Research & Materials at 5 Macadam Road in Hopkinton, Massachusetts within a maximum of 120-days after Contract Start Date. MassDOT will be responsible for moving the machine(s) from the delivery location at 5 Macadam Road into the building and the final location(s) of the machine(s). The company awarded the proposal or an authorized service representative, shall complete any needed machine assembly in its permanent location, electrically connect all of the equipment, and furnish a factory-trained service engineer to verify installation and calibration of force, position, strain and displacement. Vendor and MassDOT shall agree to a mutual provide a written/signed delivery date. agreement. and provide MassDOT notice at least seven (7) days before delivery of machine(s).

Additional Warranty Requirements A set of full documentation/manuals shall be supplied with the machine. The successful proposer shall warranty parts, labor, and calibration for the entire system for a minimum period of eighteen (18) months. Extending the warranty with a service contract shall be available at the option of the Department.

Additional Warranty Requirements A set of full documentation/manuals shall be supplied with the machine. The successful proposer shall warranty parts, labor, and calibration for the entire system for a minimum period of eighteen (18) months. Extending the warranty with a service contract shall be available at the option of the Department.

Training Training shall be provided by the company awarded the contract or an authorized service representative. The vendor’s representative shall remain on site until two (2) operators can perform analysis on various samples. At least one (1) eight hour day shall be dedicated to training on Machine operation and maintenance, configuring the software package for testing, and reporting. All cost associated with training shall be included in the proposal price.

Trade in Deprecation Vendors shall offer individual trade-in amount for each of the following three used Universal Testing Machines:

36- Trade in 1: Baldwin/SATEC 300BTE, no grips, and no computer or monitor.

37- Trade in 2: FORNEY LT 1000-D2, 600k, with grips, and no computer or monitor.

38- Trade in 3: SATEC UTC300HVL, S/N 1042, with grips, and no computer or monitor.

Invoicing The Vendor shall invoice based on completion of delivery, installation, verification of installation and calibration and completion of all required training.

Additional Specifications Best and Final Offers MassDOT reserves the right to request a Best and Final Offer (BAFO).

Subcontracts Prior approval from MassDOT is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Contractors shall give their personal attention to the faithful performance of the work, shall keep the work under their personal control and shall not as assign, by power of attorney or otherwise, nor sublet the work or any part thereof without the prior written consent of MassDOT. All assignments or transfers of any rights or interests in the contract by the Contractor shall be void, without the prior written consent of MassDOT.

Bidder’s Liability The Bidder hereby agrees in its bid to indemnify MassDOT for the payment of any other claims or demands of whatever nature, which may arise, during the performance of work under any order issued pursuant to a contract awarded under this Request for Response.

The Bidder hereby agrees to release MassDOT from all liability in connection with the payment of damages, claims, freight charges, demurrage, cost of material and other claims or demands of whatever nature which may arise, during the Contractor's performance of work under any order issued pursuant to a contract awarded under this Request for Response.

The Bidder agrees that title, ownership and the incidents thereto of all materials to be purchased under any contract resulting from this Request for Response shall not vest in MassDOT until such materials are delivered and accepted.

Performance of Work Successful Bidders shall give their personal attention to the faithful performance of the work, shall keep the work under their personal control and shall not assign, by power of attorney or otherwise, nor sublet the work or any part thereof without the prior written consent of the purchaser. All assignments or transfers of any rights or interests in the contract by the Contractor shall be void, without the prior written consent of the purchaser.

If, at any time, satisfactory performance has not been made by the Contractor, he shall be notified in writing by the purchaser to increase efforts to such an extent as may be deemed necessary by the purchaser.

If materials are not printed or mailed as specified by MassDOT, contractor must notify MassDOT immediately detailing extent of problem and work with MassDOT for a mutually agreed upon solution at no cost to MassDOT.

Failure to Perform Contractual Obligations Problems with service quality, documentation, customer service and/or failure to adhere to any provisions of this RFR or MassDOT’s standard operating procedures will be addressed by giving the Service Provider a specific period of time to correct the situation. MassDOT reserves the right to supplement contractor by soliciting another awarded Contractor or a bidder. In the event that the Awarded Contractor is unable to maintain adequate delivery schedules, non-delivery or the products being delivered do not meet required specifications. When an Awarded Contractor does not comply with the contract, the Awarded Contractor shalt be responsible for any additional cost incurred and expense suffered by MassDOT as a result of its action. An Awarded Contractor may be prohibited from further performance under this contract.

Cancellation of Contract MassDOT reserves the right to terminate contracts upon a thirty day written notice or terminate contracts IMMEDIATELY if the contractor does not conform to the terms and conditions of the contract or breaches any material element of the contract.

Contract Management (Service Provider’s interface with MassDOT’s Contract Manager) The Account Manager will be responsible for operation and administration of the contract by the Contractor. The Account Manager must respond in a timely manner to all information requests from MassDOT.

The Account Manager will be responsible for reports required in the RFR and will serve as liaison between the Contractor and MassDOT. MassDOT may require the Contractor to remove the Account Manager from work on this contract, if in its opinion, it is apparent that the Account Manager does not deliver work that conforms to performance standards stated in this RFR or hinders effective use of the contract.

Changes to the Contractor’s contact information, company name, legal address, payment address, tax identification number, authorized signatories, SDO-certification status, or EFT information must be promptly reported via email to MassDOT. In some cases additional paperwork will be required to effect the change.

Audit During the term of this Agreement and for a period of six years thereafter, MassDOT, its auditors, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Service Provider's accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Service Provider has underpaid MassDOT, then the Service Provider shall remit the underpayment and be responsible for payment of any costs associated with the audit.

Evaluation criteria The evaluation criteria will be derived from the Bid Response Form. SDP will account for 10%.

bid Qualifications MassDOT reserves the right to suspend, withdraw, or amend this RFR at any time, for any reason, and to reject any Proposal not submitted in conformance with the requirements of this RFR and any Exhibits thereto. This RFR is not an offer, and it is not being issued by MassDOT under any statutory requirement.

MassDOT has determined that the procurement of these services goods through a competitive process to be in the best interest of the public and MassDOT. The decision to award contract(s) pursuant to this RFR process shall be final.

Any Proposal submitted in response to this RFR may be rejected if in MassDOT’s sole judgment it fails to meet the requirements of the RFR; is incomplete, conditional, or obscure; contains additions, deletions, alterations, errors, or other irregularities; or is submitted by a Bidder that is not experienced or capable of performing the Scope of Services. MassDOT reserves the right to accept or reject any or all Proposals as MassDOT in its sole judgment deems to be in its best interest.

Instructions for Execution and Submission of Forms The purpose of this appendix is to provide guidance to Bidders on the MassDOT Standard forms to be submitted (in addition to the other forms and documents required) and how they must be executed and submitted. Please note that these instructions are meant to supplement the Instructions found on each of these forms. It is advisable to print this document first so that it may be referenced when filling out these forms.

To Be Submitted with Bid Bid Response Form RFR Submission Checklist / First Page of Vendor Response Form MassDOT seeks to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete and submit the RFR Submission Checklist and all documents referenced in the Checklist. By submitting the RFR Submission Checklist with a response, Bidders agree to all specifications for this Solicitation, including the RFR and all the documents within all the tabs.

Page 2 - 6 of Bid Response Form Scan of Insurance Scanned Copies of 3 References and reference information and/or requirements Provide three (3) scanned copies of commercial or governmental client references from other agencies, not from MassDOT. A reference letter shall be submitted on client’s letterhead by the Bidder. 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 quality of product, 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. Additionally, business references are required to be recipients of Bidder business services with whom there is or has been a standing business relationship of one (1) year or greater duration. A Bidder’s prior business relationship with the Commonwealth will also be considered in this section, whether offered as a reference or not. Poor prior performance may result in no points being awarded in this section. MassDOT reserves the right to contact the reference if necessary.

Prompt Payment Discount Form Complete as directed below; include with online submission. Ink signature is not required. Pursuant to the Prompt Payment Discount terms set forth in the RFR Required Specifications for Statewide Contracts and on the Prompt Payment Discount Form itself, all Bidders must execute this form. 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 of a hardship that prevents the Bidder from offering a prompt payment discount, the Bidder must document this fact and provide supporting information. If awarded a contract, the final negotiated Prompt Pay Discounts should be reflected on the Commonwealth Standard Contract Form.

Supplier Diversity Program (SDP) Plan Form #1 – SDP Plan Commitment Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

Partnerships with M/WBEs, M/WNPOs, VBEs and SDVOBEs: All bidders are required to make a significant financial commitment to partner with certified M/WBEs, VBEs and/or SDVOBEs certified or verified by the Supplier Diversity Office (SDO). Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis, using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract.

This requirement extends to all bidders regardless of their certification status, and no bidder will be awarded a Contract unless and until the above requirement is met. Bidders may not list themselves or affiliates as SDP Partners. In order to ensure compliance with this section and encourage bidder participation, SDP Plans will be evaluated at 10% or more of the total evaluation score for all Large Procurements (those with a total value of greater than $150,000). SDP Plan submission is encouraged but not required for Small Procurements (those with a total value equal to or less than $150,000).

Once an SDP commitment is approved, the agency will monitor the Contractor’s performance, and use the Contractor’s reported expenditures with M/WBEs, VBEs and SDVOBEs to fulfill their own SDP expenditure benchmarks. The Commonwealth reserves the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

Supplier Diversity Program (SDP) Resources:

· Directory of Certified Businesses

· Lists of M/WBEs, VBEs, SDVOBEs, DOBEs and LGBTBEs certified or verified by the Supplier Diversity Office (SDO) are located at www.mass.gov/sdo.

· 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.

Executive Order 515, Establishing an Environmental Purchasing Policy / EPP Plan 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 considered to be 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. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program.

Bid Spreadsheet Submit pricing for items on Bid Spreadsheet.

Forms to be submitted only Upon Award Some of the forms listed below can be electronically signed by the Bidder, see Electronic Signatures. However, online Bidders must, if notified of Contract award, submit the following four (4) forms on paper with original ink within the timeframe referenced in the RFR section entitled Ink Signatures:

MassDOT Standard Contract Form If notified of Contract award, complete as directed below and submit on paper with original ink signature and date.

By executing this document or signing it electronically, the Bidder certifies, under the pains and penalties of perjury, that it has submitted a Response to this RFR that is the Bidder’s Offer as evidenced by the execution of its authorized signatory, and that the Bidder’s Response may be subject to negotiation MassDOT. Also, the terms of the RFR, the Bidder’s Response and any negotiated terms shall be deemed accepted by MassDOT and included as part of the Contract upon execution of this document by MassDOT.

If the Bidder does not have a Vendor Code beginning with “VC,” or does not know what their Vendor Code is, the Bidder should leave the Vendor Code field blank. The Bidder should NOT enter a Vendor Code assigned prior to May 2004, as new Vendor Codes have been assigned to all companies since that time.

Signature and date MUST be handwritten in ink, and the signature must be that of one of the people authorized to execute contracts on behalf of the Service Provider on the Service Provider Authorized Signatory Listing (See below).

MassDOT Terms and Conditions If notified of Contract award, complete as directed below and submit on paper with original ink signature and date, or submit a copy of a previously executed, up-to-date copy of the form as directed below.

If the Bidder has already executed and filed the MassDOT Terms and Conditions form pursuant to another RFR or Contract, a copy of this form may be included in place of an original. If the bidder’s name, address or Tax ID Number have changed since the MassDOT Terms and Conditions form was executed, a new MassDOT Terms and Conditions form is required. The MassDOT Terms and Conditions are hereby incorporated into any contract executed pursuant to this RFR.

This form must be unconditionally signed by one of the authorized signatories (see Service Provider Authorized Signatory Listing, below), and submitted without alteration. If the provisions in this document are not accepted in their entirety without modification, the entire Proposal offered in response to this Solicitation may be deemed non-responsive.

The company’s correct legal name and legal address must appear on this form, and must be identical to the legal name and legal address on the Request for Taxpayer Identification and Certification Number (Mass. Substitute W9 Form).

MassDOT solely reserves the right to interpret all terms and conditions herein.

Request for Taxpayer Identification Number and Certification (W9 Form) If notified of Contract award, complete as directed below and submit on paper with original ink signature and date, or submit a copy of a previously executed, up-to-date copy of the form as directed below.

If a Bidder has already submitted a Request for Taxpayer Identification and Certification Number (Mass. Substitute W9 Form) and has received a valid Massachusetts Vendor Code, an original W-9 form is not required. A copy of the form as filed may be included in place of an original. If the Bidder’s name, address or Tax ID Number have changed since the Mass. Substitute W9 Form was executed, a new Mass. Substitute W9 Form is required. The information on this form will be used to record the Bidder’s legal address and where payments under a State Contract will be sent. The company’s correct legal name and legal address must appear on this form, and must be identical to the legal name and legal address on the Commonwealth Terms and Conditions. Please do not use the U.S Treasury’s version of the W9 Form.

Service Provider Authorized Signatory Listing If notified of Contract award, complete as directed below and submit on paper with original ink signature and date.

In the table entitled “Authorized Signatory Name” and “Title,” type the names and titles of those individuals authorized to execute contracts and other legally binding documents on behalf of the Bidder. Bidders are advised to keep this list as small as possible, as Vendors will be required to notify the Procurement Manager of any changes. If the person signing in the signature block on the bottom of the first page of this form will also serve as an “Authorized Signatory,” that person’s name must be included in the typed table.

With regard to the next paragraph, which begins “I certify that I am the President, Chief Executive Officer, Chief Fiscal Officer, Corporate Clerk or Legal Counsel for the Service Provider…,” if your organization does not have these titles, cross them out and handwrite the appropriate title above the paragraph.

The signature and date should be handwritten in ink. Title, telephone, fax and email should be typed or handwritten legibly.

The second page of the form (entitled “Proof of Authentication of Signature”) states that the page is optional. However, the “optional” aspect of the form is that Commonwealth Departments are not required to use it. In the case of Statewide Contracts, this page is REQUIRED, not optional. The person signing this page must be the same person signing the Standard Contract Form, the Commonwealth Terms and Conditions, and the RFR Checklist.

Please note that in two places where the form says “in the presence of a notary,” this should be interpreted to mean “in the presence of a notary or corporate clerk/secretary.” Either a notary or corporate clerk/secretary can authenticate the form; only one is required.

Organizations whose corporate clerks/secretaries authenticate this form are not required to obtain a Corporate Seal to complete this document.

Supplier Diversity Program (SDP) Plan Form #2 – Declaration of SDP Partners If awarded a Contract, complete as directed below and submit on paper with original ink signature and date. Download this form, complete, and submit by the deadline specified in the Supplier Diversity Program (SDP) requirements for this procurement, located earlier in this document. A certified Bidder may not list itself as being a Supplier Diversity Program Partner to its own company. This form is NOT the same as the SDO certification of the Bidder’s company.

Electronic Funds Transfer Form If notified of Contract award, complete as directed.

HOW TO SUBMIT A BID RESPONSE

Email Bid Response Form and Bid Spreadsheet to max.feldpausch@dot.state.ma.us.

Appendix 1 – Required Terms Alterations Bidders may not alter (manually or electronically) the Bid language or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a Quote.

Ownership of Submitted Quotes MassDOT shall be under no obligation to return any Quotes or materials submitted by a Bidder in response to this Bid. All materials submitted by Bidders become the property of MassDOT and will not be returned to the Bidder. MassDOT reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder’s Quote, whether or not the Quote is selected for Contract award.

Quotes stored on COMMBUYS in the encrypted lock-box are the file of record. Bidders retain access to a read-only copy of this submission via COMMBUYS, as long as their account is active. Bidders may also retain a traditional paper copy or electronic copy on a separate computer or network drive or separate media, such as CD or DVD, as a backup.

Prohibitions Bidders are prohibited from communicating directly with any employee of MassDOT regarding this RFR except as specified in this RFR, and no other individual MASSDOT employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person using the contact information provided on the Header Information this Bid in the event that this RFR is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the COMMBUYS Helpdesk (see the document cover page for contact information).

In addition to the certifications found in the MassDOT’s Standard Contract Form, by submitting a Quote, the Bidder certifies that the Quote has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding or planned common course or action with, any other Bidder of the commodities and/or services described in the RFR.

Terms and Requirements Pertaining to Awarded Contracts Commonwealth Tax Exemption Invoices or invoices submitted to Massachusetts government entities must not include sales tax.

Service Provider’s Contact Information It is the Service Provider’s responsibility to keep the Service Provider’s Contract Manager information current. If this information changes, the Service Provider must notify the Contract Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS.

MassDOT assumes no responsibility if a Service Provider’s designated email address is…