DCR 904A Bicycles_Bicycle Parts_ Accessories and Repair Services Final~1.docx

REQUEST FOR RESPONSE

Bicycles, Bicycle Parts, Accessories & Repair Services RFR# DCR 904/ COMMBUYS Bid#

ISSUE DATE: March 6, 2023

1. Description or Purpose of Procurement:

The Department of Conservation & Recreation/Division of Water Supply Protection is interested in seeking bids from experienced vendors to provide Bicycles, Bicycle Parts, Accessories and Repair Services. This contract(s) will allow for the re-order of equipment, purchase of accessories, supplies, repair/replacement parts, equipment upgrades, and other related commodities and/or services not herein specified. Additionally, the DCR makes no guarantees that any commodities will be procured as a result of this RFR.

Annual expenditures depend upon demand for service and complexity of repairs, as well as funding provided. Contract prices will remain fixed during the initial contract period. Contractors will have an opportunity to request a price increase if an option to renew is offered. Contractors will need to submit written justification and supporting documentation with price increase request. The DCR does not guarantee that increase requests will be granted.

If additional funds become available during the contract period, the Department reserves the right to increase some or all contracts executed as a result of this RFR. It may also execute contracts with contractors not funded during the initial selection process, subject to available funding and service or commodity needed.

a. Desired Bicycle Features Size: 19” and above Tire Size: 1.9” - 2.25” Width, 27.5” Height Tire Tread: Cross-Country style (on-road/off-road) Frame Color: Black Frame: Lightweight Aluminum Brake System: Disk Brakes Suspension System: Suspension forks in front, ‘Hard-tail’ in rear

b. Desired Bicycle Accessories

Water Bottle Holder Mud Guards Flashing Reflectors Handlebar Headlight Lamp

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 The target maximum number of Contractors is three (3); 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

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

2 Years The Contract will be executed for this Initial Duration and will run from the Contract Effective/Start Date (May 2023- through May 2025) for this Initial Duration.

Renewal Options

1 Year Three (3) options to renew for one (1) year. It will be the vendors’ responsibility to submit a cost proposal 30 days prior to the initial contract end date. Contracted price will be valid from the commencement of the contract until current contract end date with no interruption of service.

Total Maximum Contract Duration

5 Years

7. Contract Performance and Business Specifications:

Commodities being Procured:

1. Bidder must be a manufacturer or manufacturer’s authorized distributor/ dealer for which a response is being submitted. Upload copies of certifications.

2. Bidder must provide delivery within sixty (60) days of receipt of order, unless mutually agreed to by Department and bidder.

3. Operator familiarization with all components must be provided within three days of delivery of equipment.

4. All quotes shall be FOB destination. The term FOB destination shall mean delivered and unloaded in-house or on-site, at contractor risk, with all charges for transportation and unloading prepaid by the contractor.

5. Standard Manufacturer Warranty. Warranties will not begin until the bicycle is placed in service. Any exception to these warranty clauses should be noted.

6. Bidder agrees to offer priority repair service during normal business hours to the DCR.

7. Bidder must submit a detailed listing of all product support that is offered. Product support must include, but is not limited to: training, on-site service, technical support, and defective merchandise return policy.

8. Bidder must make products available for viewing and/or evaluation by DCR personnel upon request.

9. Bidder must submit current price list for all bicycles and related accessories/ supplies.

Fiscal Terms:

The DCR is tax exempt and invoices will be paid in accordance with the Office of the Comptroller’s Bill Payment Policy. EFT payments are required for all contracts and any vendor seeking accelerated payments must provide a Prompt Payment Discount (PPD).

8. 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.

9. 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.

10. 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.

Bid evaluations will be made according to the following criteria. Criteria are not listed in order of importance.

· Pricing

· Prompt Payment Discount

· Warranty

· Small Business Purchasing Program

· Completion of RFR specifications

11. 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.

12. Estimated Procurement Calendar

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

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.

13. 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).

14. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Updated: October 20, 2020