DCR 806 Environmental Monitoring Equipment.docx

REQUEST FOR RESPONSE

Environmental Monitoring Equipment, Supplies, Services and Repair RFR# 806/ COMMBUYS Bid# ______

ISSUE DATE: 4/10/2019

COMMBUYS Bid Number

1. Description or Purpose of Procurement:

As mandated in our National Oceanic and Atmospheric Administration Operations Grant, the Waquoit Bay National Estuarine Research Reserve (NERR) must follow the requirements provided in the water quality and meteorology Standard Operating Procedures (SOP). These SOPs are available for download at: https://cdmo.baruch.sc.edu/request-manuals/. The SOPs are developed and enforced by the NERR Data Management Committee. Based on these SOPs, the Waquoit Bay NERR is restricted in regard to the type, brand and model of each sensor installed on the water quality sondes, telemetry units, or weather station. The purpose of this RFR is to establish a master service agreement for the purchase of environmental monitoring equipment that are either manufactured or distributed by Campbell Scientific Inc. Details regarding the required sensors are found in the Scope of Services, section 8 on page 3 of this RFR.

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. Rolling Enrollment Contract and adding Contractors after initial Contract Award This solicitation will result in a rolling enrollment contract, which means that proposals may be submitted and may be evaluated by the DCR evaluation team at any time after the amendment deadline of the solicitation with no submission deadline. After initial contract awards are made, however, the DCR evaluating team reserves the right to begin evaluating submissions periodically, including but not limited to quarterly or semi-annual reviews.

The DCR evaluating team also reserves the right to suspend the review of additional submissions or close the solicitation for new responses entirely if it deems that the number of contractors awarded at that point adequately meets the DCR needs. If, subsequent to such a decision, the evaluating team determines that additional Contractors should be added, these may first 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.

The dates of rolling enrollment are 04/20/2019 – 04/20/2027 5PM.

5. Entities Eligible to Use the Resulting Contract

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

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

Initial Duration

3 years

From the execution date through 05/01/2022

Renewal Options

2 Options each option up to 3 years

Total Maximum Contract Duration

9 years

7. Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement: NA The funding for any contract resulting from this procurement is conditioned upon receipt of federal funds.

8. Contract Performance and Business Specifications:

Scope of Services:

All the required sensors for the meteorological monitoring are either manufactured or distributed by Campbell Scientific Inc. The sensor model and recalibration standards for the meteorological station are as follows:

The rain gauge recalibration is a mechanical recalibration which can be completed in-house. However, the other equipment must be sent into Campbell Scientific Inc. to undergo factory tests where electrical and/or mechanical elements of the sensors are adjusted to meet specific standards. The sensors are placed inside pressurized chambers and manipulated to specific conditions and once the sensors meet all the criteria, the sensors are sent back with a calibration certificate. Each NERR is required to submit these calibration certificates during our annual data submissions to the Centralized Data Management Office (CDMO). The CDMO and NERR Oversight Committee review the submissions each year to check for SOP compliance. The calibration needs for the 2019 meteorological monitoring are listed below.

2019 Campbell Scientific Inc. equipment calibrations (must include certificate)

Similar to the meteorological monitoring, the Yellow Springs Instruments (YSI), a brand of Xylem Inc., is the designated vendor for all unattended water quality monitoring (e.g., multi-parameter sondes) within the NERRS. The YSI probes needed for spring of 2019 are listed below. Repair services may be required throughout the year if there is an equipment failure. All inspections and repairs must be completed by YSI Technical Support.

An increasingly common way to measure acidification of coastal and estuarine waters is through monitoring partial pressure of dissolved carbon dioxide gas (pCO2) and pH. Waquoit Bay NERR expects to receive a C-sense, in situ PCO2 sensor by Turner Designs within a few months. This sensor may require repair, service and technical support on a periodic basis.

The Waquoit Bay NERR requires a vendor that can supply environmental mapping products such as GPS equipment, software, and technical support. Examples of potential GPS equipment and software needs include:

Fiscal Terms:

· Commonwealth is tax exempt

· Prompt payment discounts

· Bills are payable in accordance with the bill payment policies as established by the Comptroller of the Commonwealth.

Performance Measures:

A. Provision of environmental monitoring and/or global positioning equipment as requested at competitive cost, including timely price quotes.

B. Technical assistance and service associated with environmental monitoring and global positioning equipment including the installation, maintenance and repair of associated equipment.

9. Small Business Purchasing Program [MANDATORY FOR PROCUREMENTS UP TO $150,000] 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.

Proposals will be evaluated on:

· Price

· Pledged response time to equipment failures or warnings

· Experience providing the same or similar services

· Demonstrated experience with the equipment outlined in the Purpose and Description of Procurement

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

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 by pressing 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 not to 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 any 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.

b. 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 Appendix A: Required Specifications [LOCATED ON OSD’S FORMS PAGE: http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/osd-forms.html] Appendix B: Electronic Quote Submission Instructions [http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx] Updated: March 15, 2016