DCR 634A Amended Wood Chip Fuel Supply.doc

REQUEST FOR RESPONSE

Department of Conservation and Recreation – Wood Chip Fuel Supply

RFR #DCR634A / COMMBUYS Bid# 002282

REQUEST FOR RESPONSE

Department of Conservation and Recreation – Wood Chip Fuel Supply RFR #DCR634A / COMMBUYS Bid# 002282

ISSUE DATE: October 14, 2014, Amended October 3, 2018

1. Description or Purpose of Procurement:

THE PURPOSE OF THIS SOLICITATION IS TO SOLICIT BIDS FOR THE PURCHASE AND DELIVERY OF WOOD CHIPS FOR A BIO-MASS BOILER THAT SERVICES THE QUABBIN FACILITY LOCATED AT 485 WARE ROAD, BELCHERTOWN, MASSACHUSETTS.

Contract re-opened for additional bids in October 2018 for the purpose of specifying a higher quality wood chip and adding performance evaluation criteria.

2. Applicable Procurement Law

Executive Branch Goods and Services

FORMCHECKBOX

Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

3. Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

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

Check One (“X”):

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Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is 1; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

FORMCHECKBOX

Limited User Contract – Restricted to Use by Issuing Entity Only.

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

Initial Duration

Total Maximum Contract Duration

7. Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement: $145,000.00

Typical annual usage has been approximately 400 tons with a range of 269 tons to 459 tons. These are estimates for planning purposes only and are not to be construed as guarantees of volumes to be purchased.

Funding for this procurement is from the Division of Water Supply and Protection.

Pricing will remain in effect for the initial contract time period and an opportunity for pricing adjustments may be submitted 30 days prior to the contract end date and 30 days prior to each subsequent contract end date. All pricing needs to be submitted on the Appendix D attachment provided.

8. Contract Performance and Business Specifications:

The Quabbin Administration Building wood biomass heating system is located at 485 Ware Road, Belchertown, Massachusetts. The system has a below grade storage bin for woods chips that has a maximum working capacity of roughly 24 tons. Two motorized, bulkhead-style doors afford access to the bin to allow self un-loading vehicles (i.e. “walking-floor” trailer) to unload chips into the pit below.

Commodities being Procured:

Wood Chip Product: Screened, green, hardwood chip.

Grade………..

Grade A. Paper-grade or Clean “Mill” chip quality. Chips must be produced from logs that are de-barked prior to chipping.

Fines………… Typically 4-10%

Size…………..

Consistent size of 2 ½ ” x 2 ½” x 5/8” or smaller, allowing efficient movement through auger and mechanical systems. No extensive “stringy” wood chips.

Moisture……..

Consistent 35% to 45% moisture content (wet basis). No chips with excessive moisture (rain, snow, ice, etc.).

Type………… Hardwood only, to ensure highest heat (BTU) content. Sugar, Maple, Oak, Beech, and Yellow Birch are preferred. No softwoods.

Cleanliness…..Free of all dirt, rocks, metal, paints, and all other foreign materials.

Performance Measures:

Wood Chip Delivery

Legal………… Meet all appropriate legal transport requirements

Unloading…… Unloaded by self-unloading equipment (i.e. “walking floor” trailer). Unloading must be done in a clean manner, without excessive spillage outside of the storage area. Maximum chip bin capacity when empty is 24 tons.

Hours………..

Regular business hours, 7:30 AM to 2:30 PM Monday through Saturday.

Transport……..

Chips must be covered at all times prior to discharge into the owner’s bin, including during transport. Supplier must be able to respond to the Department’s request for delivery within 48 hours (preferably 24 hours) of notification by the Department.

Trailer Dimensions…… Maximum trailer width 96 inches. Maximum trailer length 45 feet. A sliding tandem suspension may be necessary to navigate the restrictive curve radius that must be traversed to access the chip bin located behind the rear of the Quabbin Administrative Building facility.

Weigh Slips….

Weigh slips are not required but may be requested at the discretion of the Department.

Wood Chip Grade… Hauler must identify Grade of wood chip product being delivered on shipping receipt. The Department recognizes that the availability of chip supply and quality may vary due to seasonal factors and demands. Unit pricing should reflect the differences in product quality.

Fiscal Terms:

Shipping, Freight, Delivery, Handling or Fuel Charges, etc.: Delivery will be F.O.B. destination with no shipping, freight, delivery, handling, fuel charges or any other like charges to be paid by the users of this contract. Bidders/Contractors must respond accordingly. Payment for freight will not be processed under this contract.

9. Small Business Purchasing Program This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

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 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. 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, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

1.

Cost per ton of delivered fuel chips

2.

Contractors ability to consistently supply chips

3.

Contractors ability to timely supply chips

4.

Specification of product provided

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 contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission which 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 can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

13. Estimated Procurement Calendar (Amended)

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

a. 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).

b. 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

Appendix A: Required Specifications

Appendix B: Electronic Quote Submission Instructions

Appendix C: Sample Response Evaluation Scorecard

Appendix D: Vendor Price Sheet

COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF CONSERVATION AND RECREATION

REQUEST FOR RESPONSE FOR GOODS OR SERVICES

- APPENDIX D –

VENDOR PRICE SHEET

Response Quote Page:

Company name: ______________________________________ will deliver and supply necessary wood chip biomass products in accordance with the information provided above, and, in accordance with all applicable Codes, Specifications, Local and State Ordinances, and generally accepted Industry Standards. The fee to perform these services is listed below and shall not exceed:

FY19

(12/2018-08/2019)

Delivery cost for clean, “Mill” grade chips screened and delivered to Quabbin biomass heating system. Chips to be produced from debarked lumber product and contain no more than 10% fines.

$_____________/ TON

Delivery cost for “Bole” grade chips delivered to Quabbin biomass heating system. Chips to be produced from main stem or bole of a harvested tree and contain no more than 20% fines. No stringers, twigs, or branches permissible.

$_____________/ TON

*The Department acknowledges that from time to time the availability of chip products can be limited and that an alternate Grade of chips can be substituted to meet demands. No Whole-tree chips will be accepted for delivery.

Prompt pay discount offered?

Yes No (Please Circle) Maximum number of days from order to delivery:

Wood chip specifications provided in proposal?

(Please Circle)

Ability to deliver on Saturdays during normal business hours?

Yes No (Please Circle)

If Saturday delivery is an option, is there an added cost?

Yes No (Please Circle)

If Saturday delivery is an added cost, indicate additional amount per ton:

$____________/per ton additional charge

References, including contact information of other wood chip customers included in proposal?

(Please Circle)

Company Authorized Signature date

Print Authorized Name

Phone Number

Email

Revised October 2018