DOT_Catering_RFR doc_.pdf

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Massachusetts Department of Transportation

Request for Response (RFR)

Catering Services

CommBuys Bid No:

Contact Information:

MassDOT- CPO Unit 10 Park Plaza, suite 5150 Boston, MA 02116 John.Bianchi@dot.state.ma.us

BD-24-1030-CPO1-CPO1-90406

mailto:John.Bianchi@dot.state.ma.us

RFR catering services

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1.0 General Scope of Service

Pursuant to applicable laws under Goods & Services MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 The Massachusetts Department of Transportation is seeking responses from qualified, permitted, catering suppliers to support specific events. MassDOT anticipates that catered events, and any prepared food delivery will be utilized throughout the state. MassDOT expects to be able to provide vendors with a notice ranging from three to fourteen days depending on the event.

We respectfully ask that all perspective bidders provide us with the following criteria in their submittal:

• Menus, breakfast, lunch, and dinner related food items

• Nonalcoholic beverage selection

• Allergen information for all available menus

• Pricing for specific items as these can vary.

• A copy of your current food/catering license from the Massachusetts Department of Public Health.

Please note that pricing includes, paper goods, utensils, servers, and food warmers.

RFR anticipated time schedule is as follows:

July 5, 2023 RFR publishing date

August 7, 2023, by 3:00 PM EST.

Deadline for all inquiries submitted through Commbuys

August 31, 2023 Answers to received questions published on Commbuys

September 1, 2023, 3:00PM EST Initial responses due through Commbuys

September 18,2023 (estimated date) Notification of selection to successful bidders

2.0 Pre-Proposal Meeting

A pre-proposal meeting will not be held.

3.0 Acquisition Method

Fee for service. MassDOT will use a qualification-based selection process to evaluate the bidders. MassDOT will offer contracts to the highest ranked bidders. This process includes experience, references, food quality, and costs.

4.0 Request for Single or Multiple Contracts

This RFR is being used to select multiple catering bidders. Selected bidders will be placed on a MassDOT master-service agreement. This will be rolling enrollment contract. Under the rolling enrollment process, the RFR does not close, allowing bidders to respond at any point during the life of the solicitation.

However, all contracts resulting from this RFR will expire simultaneously. The Department will not accept new bids that are received less than 6 months away from the maximum and final end date of the solicitation, unless determined necessary by the Strategic Sourcing Team.

5.0 Use of a Procurement by a Single or Multiple Departments

This is a single department procurement and can only be used by MassDOT.

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6.0 Anticipated Duration of Contract Including Amendment Options

The initial duration of each contract awarded will be five-years with two option to extend for two-year increments. The initial contract with any approved time extensions will not exceed nine-years.

7.0 Anticipated Expenditures and Compensation Structure

Each contract awarded under this RFR will not have a specified maximum obligation. Anticipated work hours for each catering even will be based on an hourly billing rate, along with food costs. All events will be subject for review and approval on a per event basis. MassDOT will make every effort to provide the vendor with an adequate timeframe for any catering event and or delivery of prepared meals for applicable occasions.

8.0 Instructions for Submission of Responses

All bidder responses shall be uploaded onto Comm Buys with required attachments and completed forms as specified in these instructions. Each response shall show the full legal name and business address of the prospective bidder, including street address if different from mailing address, and shall be signed and dated.

9.0 RFR Response Format and Contents

9.1 Letter of Transmittal

Not required

9.2 Proposal Format

The instructions contained in these requirements must be strictly followed.

The RFR Response shall be prepared simply and economically, and provide a concise, and straightforward response.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be considered in the evaluation. Since all or a portion of the successful RFR Response may be incorporated into any ensuing contract, all prospective bidders are further cautioned not to make claims or statements that cannot be subsequently included in a legally binding contract.

MassDOT wishes to select the best-qualified bidders while avoiding unnecessary effort in the preparation of RFR Responses.

9.3 RFR Response Contents

Responses may include personal résumés and references that are relevant experience of each bidder.

9.4 Insurance and Risk Management

The bidder will provide a brief statement as to what their standard insurance coverage or self-insurance program coverage.

9.6 Small Business Purchasing Program

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Program Background The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to 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 award this Small Procurement to 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 awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

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.

10.0 Oral Presentations

Following receipt and review of a response each prospective bidder may be asked for an online or in-person oral presentation.

11.0 End Result of Process

Following receipt of the RFR Responses and completion of Oral Presentations (if requested), MassDOT’s Selection Committee for this work will evaluate and rank all prospective bidders determined eligible for the contracts to be awarded because of this Request for Response.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov

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12.0 RFR Amendment

MassDOT reserves the right to amend this RFR at its sole discretion at any time. In the event of an amendment to this RFR, MassDOT may extend the submission deadline, as it deems appropriate.

13.0 Non-Commitment

Notwithstanding any other provision of this RFR, this RFR does not commit MassDOT to award a contract. MassDOT reserves the right, at its sole discretion, to reject any and all proposals, or any portions thereof, at any time; to cancel the RFR; and to solicit new Proposals under a new acquisition process.

14.0 Proposal Preparation Costs

By submitting a Proposal, the prospective bidder agrees that in no event shall MassDOT be either responsible for or held liable for any costs incurred by the prospective bidder in the preparation of or in connection with a Proposal, or for work performed prior to the effective date of a resulting contract.

15.0 RFR Attachments

The following RFR Attachments are provided to the perspective bidder for informational purposes only unless otherwise specified.

• MassDOT Standard Contract Form and Instructions

• MassDOT Terms & Conditions Form

• Electronic Funds Transfer Form- this form must be included in the response.

• Prompt Payment Discount Form- this form must be included in the response.

• Vendor reference document- this form must be included in the response.

16.0 Electronic Funds Transfer (EFT)

All bidders selected for a contract pursuant to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Bidders are able to track and verify payments made electronically through the Comptroller’s Bidder Web system.

Successful prospective bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to MassDOT for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

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17.0 Prompt Payment Discounts (PPD)

All bidders selected for a contract pursuant to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome.

PPD benefits both contractors and the Commonwealth.

Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount.

Payments that are processed electronically can be tracked and verified through the Comptroller’s Bidder Web system.

18.0 Public Records

All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

19.0 Statement of Nondiscrimination

The Massachusetts Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), other Nondiscrimination requirements (The Federal-Aid Highway Act of 1973, The Age Discrimination Act of 1975, Section 504 of the Rehabilitation Act of 1973, and Americans with Disabilities Act of 1990), and the Regulations, hereby notifies all invited candidates that it will affirmatively ensure that any contract entered into pursuant to this solicitation will be awarded without discrimination on the ground of race, color, national origin, sex, age or disability.