DYS 2020-001 RFR.doc

The Commonwealth of Massachusetts

Executive Office of health and Human Services

Department of Youth Services

600 Washington Street, 4th Floor Boston, MA 02111

Request for Response (RFR)

Document Title: Teaching/Training/Administrative Materials and Services COMMBUYS Blanket Bid #: BD-19-1035-DYS01-DYS01-39874 Agency Document Number: DYS 2020-001 May 21, 2019

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Issued May 21, 2019

1. Description or Purpose of Procurement:

The Massachusetts Department of Youth Services (DYS) is soliciting bidders to provide a variety of products and services across five categories to support teaching, training and administrative functions at its Grafton, Massachusetts training academy.

2. Applicable Procurement Law

(Executive Branch Goods and Services) Applicable Laws

801 CMR 21.00

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801 CMR 21.00; 808 CMR 1.00

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Legal Services

MGL c. 30, §§ 51, 52, 65; c. 7, § 22;

801 CMR 21.01(2) (b)

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815 CMR 2.00

3. Acquisition Method:

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Rental (not to exceed 6 months)

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Term Lease

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Tax Exempt Lease-Purchase (TELP)

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License

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Other:

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

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Single Contractor

a. Estimated Number of Awards

DYS intends to award one Contract for each of categories 1 through 5, therefore the target number of Contractors is five. (If a particular Bidder can perform in more than one category, they may be awarded more than one Contract, which would reduce the total numbers of Contractors.) DYS may award more or fewer Contracts, if doing so appears to be in the best interests of the Commonwealth.

b. Adding Contractors after Initial Contract Award

If, over the life of the Contract, DYS determines that additional Contractors should be added or substituted, due to contractor performance deficiencies or other reasons, 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 the Commonwealth, the Bid may be reopened to obtain additional Quotes.

5. Entities Eligible to Use the Resulting Contract

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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 entities: All departments and divisions within the Executive Office of Health and Human Services.

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

Three years

Total Maximum Contract Duration

Five years

7. Anticipated Expenditures, Funding or Compensation:

The estimated value of this contract, including all renewal options, is $125,000. These are estimates only, not guaranteed volume figures. DYS makes no guarantee that any services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in the Bid documents are included only for the convenience of Bidders, and are not to be relied upon as any indication of future purchase levels.

8. Contract Performance and Business Specifications:

Overview and General Requirements Vendors are solicited to provide goods and services across five distinct categories, as described more specifically below. Compensation will be based on prices established by the successful Bidder’s Quote, adjusted by any applicable offered discounts.

a. Category 1 - Plastic ID Cards The Contractor must provide all materials, hardware, software, instructional information and guidance needed to enable DYS training staff to create individual plastic ID cards for staff. At present DYS has a machine to generate ID cards, however the Contractor must be able to furnish suitable, compatible replacement machines as needed.

b. Category 2 - First Aid/CPR/AED Course Materials and Completion Cards The Contractor must provide all materials, hardware, software, instructional information and guidance needed to enable DYS training staff to present course content to participants and to create individual completion cards for them. Course content must cover proper (i) first aid practice, (ii) cardio-pulmonary resuscitation practice, and (iii) automated external defibrillator practice to American Red Cross standards.

c. Category 3 - Individual Learning Style Assessment Services The Contractor must provide all materials, hardware, software, instructional information and guidance needed to enable DYS training staff to administer to participants and to properly interpret the results of a VARK-based (Visual, Aural, Read/Write, Kinesthetic sensory modalities) or comparable individual learning style assessment module. It is expected that the module will be designed to be self-administered by an individual using a computer rather than in a group classroom setting.

d. Category 4 - Ropes Course Parts and Accessories The Contractor must be able to provide ropes course accessories and replacement components such as harnesses, hardware, and related materials. All instructional information needed to enable safe use and proper care of such parts and accessories must also be provided.

e. Category 5 - Team Building Educational Materials

The Contractor must be able to provide all materials (flash cards, e.g.), hardware, software, instructional information and guidance needed to enable DYS training staff to administer team building training to participants.

f. Contractor Responsibilities

1) All deliveries will be at the Training Academy Building at DYS’s Grafton campus.

2) The Contractor must be in compliance with all regulations and standards set forth by the Massachusetts Department of Public Safety (DPS) and other applicable laws.

3) The Contractor must provide a reasonable level of support for its goods and services post-delivery, to assist in troubleshooting any technical issues and to provide guidance in the optimal use and administration of educational materials.

9. Required Qualifications and Documentation for Quote

a. Years in Business: The Bidder must have a minimum of five (5) years of experience in the applicable business. (See Bidder Response Form, attached to the Bid (“BRF”), tab 2)

b. Adverse Business Events: The Bidder must disclose adverse legal, financial and contractual events. The nature, severity, and recency of any such events will be considered in the evaluation of the Bidder's Response (BRF, tab 2).

1) References: The Bidder must identify three (3) clients or customers as references, who should be those to whom the Bidder provided goods or services within the preceding three (3) years. References should substantiate the Bidder’s ability to supply the goods and/or perform the services called for herein. DYS reserves the right to contact references, to verify information, and to investigate the Bidder's ability to perform under any resulting contract. (BRF, tab 3).

2) Product Information: The Bidder must identify the goods and services it would make available to DYS, and must submit prices for the three (3) years of the initial term of any resulting contract and for each year of the two (2) single-year renewal options. The Bidder must also answer certain questions concerning its products and services (BRF, tab 4).

3) Prompt Pay Discount Form (PPD): The Bidder must complete the PPD form (attached to the Bid). The Bidder is not required to offer a discount, but if it does not it must identify in writing why a discount cannot be offered. Offering a discount is often in the Contractor’s interest, as it can then receive payment more quickly than the standard 45 days from invoice.

4) EPP (Environmentally Preferable Products) Plan: The Bidder must complete the EPP Form (attached to the Bid). Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009, under which 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 may be directed to OSD’s EPP Procurement Program at www.mass.gov/epp.operations. Preference will be given to the Bidders that use Biodegradable/Compostable products, recycled content paper goods, or incorporate other environmentally preferable products or practices in their business.

c. Contract Documents: For a list of documents that Bidders who are awarded a contract will be required to complete and execute post-award, see section 15, below.

d. Additional Specifications: The specifications contained in Appendix 1 are incorporated in this Bid and in any resulting contract(s).

10. Small Business Purchasing Program

This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). DYS 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, DYS 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.

11. Evaluation Criteria

a. General Criteria Quotes will be evaluated based upon the Bidder's relevant experience, qualifications, and business references, on pricing, and on the Bidder’s ability to reliably provide the required goods and services, respond to DYS's goods and services needs in a timely way, and satisfy the requirements of any Executive Orders referenced herein. Quotes must meet all submission requirements of the Bid to be assured of being evaluated, scored and ranked by the evaluation team. Any Quote which fails to meet the submission requirements will be found non-responsive without further evaluation unless the evaluation team, in its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the Bidder may be allowed to make minor corrections to the submission. The quality and number of business references will be considered in the evaluation of Quotes. If a Bidder receives an unfavorable review it may result in the loss of points or even disqualification. If a Bidder has done business with the Commonwealth, its past performance may be considered, whether offered as a reference or not. The Purchasing Department may request additional information for evaluation purposes.

12. Instructions for Submission of Quotes

a. CommBuys/Creation of Quote Bidders must submit their Response (which CommBuys calls a “Quote”) online, through CommBuys, by using the “Create Quote” function. For a description of the forms that must be completed, attached and submitted as part of the Quote, see section 13, below. For instructions on how to submit a Quote in CommBuys, please see Appendix 2. (In order to submit a Quote, Bidders must first register in CommBuys. For instructions on how to register, see Appendix 3.)

13. Required Forms for Quotes

Quotes submitted in response to this Bid will comprise (i) the Bidder Response Form, (ii) the Prompt Pay Discount Form, and (iii) the Environmentally Preferable Products Form. Each of these forms is available as part of the Bid record on www.COMMBUYS.com, on the Attachments tab.

The Bidder Response Form is in spreadsheet format, so may be completed most easily using a computer with a spreadsheet application. The Prompt Pay Discount Form and the Environmentally Preferable Products Form may be completed either by hand or using word processing software, whichever is most convenient to the user. Once the forms are completed, they must be scanned, uploaded as attachments to the Quote, and submitted electronically.

14. Estimated Procurement Calendar

Deadline to Submit Written Questions

(must be done online via CommBuys “Bid Q&A” tab)

Deadline for Bid Amendments

(Bid documents will not be amended after this date)

Deadline to Submit Quotes (Responses to the Bid) (called “Bid Opening Date/Time” in CommBuys)

It is each Bidder’s responsibility to monitor CommBuys for any changes to this procurement calendar.

a. Site Inspection

There is no plan for a site inspection. Bidders who have questions about the location where deliveries are to be made may pose them using the CommBuys Q&A function.

b. Written Questions (Submit Online); Posting of Answers Bidders who wish to pose written questions concerning this Bid must do so through CommBuys, by opening the Bid and selecting the “Bid Q&A” tab. This must be done no later than the date and time of the “Deadline to Submit Written Questions” shown in the Estimated Procurement Calendar (above). DYS reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify DYS’s receipt of questions. Answers to online questions will be posted (on the same "Bid Q&A Tab") on or about the date for “Posting of Official Answers to Online Questions” shown in the Estimated Procurement Calendar.

c. Bid Amendment Deadline

DYS 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. DYS 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.

d. Quote Deadline ("Bid Opening Date/Time")

Quotes (Bid Responses) must be submitted by the Deadline shown in the Estimated Procurement Calendar (above), which in CommBuys is known as the “Bid Opening Date/Time.”

e. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the contract effective date, which is the date on which the contract is executed by the parties.

f. CommBuys Readiness It is the responsibility of the prospective Bidder (and any awarded Contractor) to maintain an active registration in CommBuys, to keep current the email address of the Bidder’s contact person (and contract manager, if awarded a contract), and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. DYS and the Commonwealth assume no responsibility if a prospective Bidder’s (or awarded Contractor’s) designated email address is not current, or if technical problems, including those with the prospective Bidder’s (or awarded Contractor’s) computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder (or awarded Contractor) and DYS to be lost or rejected by any means including email or spam filtering.

15. Required Forms following Contract Award Bidders who are notified of their being awarded a contract will at that time be sent the following five (5) forms, which they must then complete, sign, and submit, on paper with original ink, subject to the exceptions set forth below. The forms are available to be viewed (in blank), as they are attached as part of the Bid record on www.CommBuys.com. If a Bidder awarded a contract has already executed and filed the Commonwealth Terms & Conditions, it need not be resubmitted. If the Bidder has already executed and filed the Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form), or the Authorization for Electronic Funds Transfer, and none of the information contained in those forms has changed, those documents need not be resubmitted.

Mark (“X”) if applicable

16. RFR Appendices There are three appendices to this RFR; all are attachments to the Bid record on www.CommBuys.com.

Appendix 1 - Required Specifications

Appendix 2 - CommBuys Registration Instructions

Appendix 3 - CommBuys Electronic Quote Submission Instructions Please Note: This RFR document is part of a larger procurement package, the complete version of which can be found on � HYPERLINK "http://www.CommBuys.com" ��www.CommBuys.com�. (Formerly known in common parlance as a "Solicitation," the package is referred to in the CommBuys system as a "Bid," to which respondents can submit their response, which in CommBuys is called a "Quote.") Respondents are responsible for reviewing all documentation and information pertinent to this procurement and for following all instructions and completing all forms as required. Respondents may also contact the CommBuys Helpdesk at � HYPERLINK "mailto:CommBuys@state.ma.us" ��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.