Evaluation_Tool_Group Transportation.docx

Request For Application For DMH’s Group Transportation Master Agreement DMH Document Number: DMH-2025-3030-01 July 2024

EVALUATION TOOL

Applicant:

Date of Response;

Date of Review:

Small Business Purchasing Program Participant: |_| YES |_| NO

MINIMUM SUBMISSION REQUIREMENTS CHECKLIST

Minimum Submission Reviewer:

1. RFA Application Submitted on COMMBUYS: |_| YES |_| NO (RFA Subsection 7.1):

· If not, determine if DMH agreed to an accommodation, otherwise reject the Application. The organization can file a new application on COMMBUYS.

2. Required Application Parts (RFA Subsection 7.3.1):

a. Application Form:

· used |_| YES |_| NO

· completed |_| YES |_| NO

· signed |_| YES |_| NO

b. Cost Response Workbook:

· used |_| YES |_| NO

· completed |_| YES |_| NO

· If the Application Form and/or Cost Response Workbook were not used, determine if DMH agreed to an accommodation, otherwise reject the Application.

c. Attachments included |_| YES |_| NO. List missing attachments .

Attachments are limited to those included on the List of Permitted Attachments. |_| YES |_| NO. If “No,” remove unpermitted attachments and ensure that they are not reviewed by the Review Committee.

· If attachments are missing. determine if optional or not. If optional, the YES box above should be checked. If missing attachment(s) is not optional, ask for clarification or for the missing application to be filed. If not filed within the time request, the Application be rejected.

3. Other Response Requirements

· Naming Convention used |_| YES |_| NO

· Minimum Applicant Qualifications (Section 4):

· Capacity to transport a minimum of 48 adult individuals at one time in one or more vehicles. YES |_| NO

· 3 or more years of experience providing safe and dependable charter transportation services to large groups of adults. YES |_| NO

· Applicant has at least 3 months of adequate reserve.

· Applicant and/or its Principals must not have outstanding liabilities to the Internal Revenue Service, Massachusetts Department of Revenue, or any other government agencies.

· Applicant and/or its Principals must not be subject to any charges, complaints, or other claims now pending before any court, regulatory board, or government agency that may impact its ability to perform services under the Contract.

· Debarment. |_| YES |_| NO

· DMH cannot award a Contract to an Applicant that is currently subject to a Massachusetts or Federal debarment order. The Response should be rejected if subject to a Debarment order. Also, the response should be rejected if the other 2 requirements are not met.

MINIMUM SUBMISSION REQUIREMENTS DETERMINATION:

|_| Minimum Submission Requirement met.

|_| Application rejected in full. Minimum Submission Requirements not met.

If it is determined that the Minimum Submission Requirements are not met, the Application should be rejected. Applicants will be able to file a new Application if they indicate in their new Application how it differs from the one that was rejected.

If it is determined that the Minimum Submission Requirements are met, the Review Committee should proceed with its review. The Provider’s Qualification and Service Application Form and the Cost Response Workbook are evaluated separately. For an Applicant to be determined Qualified, their Application must meet the following:

· Part II and Part III of the Provider’s Qualifications and Service Application Form both need to be rated Good as described in this Evaluation Tool.

· The Cost Response Workgroup needs to be rated Good as described in this Evaluation Tool.

Review Committee Members:

PROVIDER’S QUALIFICATIONS AND SERVICE APPLICATION FORM REVIEW

To be determined Qualified, Part II and Part III of the Provider’s Qualifications and Service Application Form both need to be rated Good as described in this Section

1. For Part II of the Provider’s Qualifications and Service Application Form to be rated “Good” it must meet the following requirements:

|_| General Experience and Business History. Based on the Applicant’s experience, history, and client list it is reasonable to believe that the Applicant can manage, provide, and deliver the services as described in the RFA.

|_| Applicant’s Business References. The references provided by the Applicant and, if applicable, other references known to DMH, support the quality of Applicant’s services as being dependable, reliable, and safe, and support the Applicant’s ability to provide services as described in their Response.

|_| Key Contract Personnel. Applicant demonstrates that it is committed to appointing individuals to manage the Contract who have the necessary experience and credentials to manage the Contract and the individuals appear to be in a position within the Applicant’s organization to be able to timely address issues that may issues.

|_| Department of Public Utilities. The Applicant demonstrates that it has the needed operating authority to provide the transportation described in the RFA and their response and the Applicant’s record with the Department of Public Utilities does not raise any concerns about its ability to do so.

|_| Subcontracting. If applicable, the Applicant has identified its potential use of subcontractors and has a reasonable plan for ensuring that the subcontractors will provide services fully meeting the standards set forth in the RFA. |_| Not Applicable

|_| Environmental Preferable Products. At least one item was checked.

Part II Summary |_|Good |_| Failed

Indicate any strengths or weakness:

Indicate points for negotiations, if any:

2. For Part III of the Provider’s Qualifications and Service Application Form to be rated “Good” it must meet the following requirements:

|_| Vehicles. Vehicles meet the requirements of RFA Subsection 5.2.1, If any vehicle is over the age of 6, its use must be approved by the awarding authority.

Note for Master Agreement List the following:

· Number of available vehicles and capacity of the different types: e.g., 2 Buses (seating capacity 48); Vans (seating capacity), etc.

· Town where vehicles are garaged

· (DMH(s) Areas Applicant indicated they can serve

· Vehicles that are handicapped accessible |_| Maintenance. Based on the Applicant’s Maintenance plan it is reasonable to believe that regular maintenance will be done on the vehicles; maintenance logs will be maintained and completed with sufficient details to verify what maintenance was completed, and the RFA requirements of Subsection 5.3.10 will be met.

|_| Drivers. The Applicant’s response reflects an understanding of RFA requirements set forth in Subsection 5.2.2 and it has a reasonable plan for ensuring that requirements will be met.

|_| Quality Control and Customer Service. The Applicant has a reasonable plan for assessing the quality of service provided and for timely addressing customer complaints.

|_| Safety Record. The data submitted by the Applicant reflects key indicators of vehicle/transportation safety and the indicators do not reflect any areas of concern.

Part III Summary |_|Good |_| Failed

COST RESPONSE WORKBOOK

For the Cost Response Workbook to be rated “Good”; all rates listed must be reasonable considering that the rates are intended to be all-inclusive and competitive in today’s market.

|_| Reasonable |_| Not Reasonable

SUMMARY RESPONSE RATINGS

Service:

Qualified |_| YES (Minimum Submission requirements met and Parts II and III of the Service Application were rated Good and Cost Response was rated Good |_| NO

Key Information for Master Agreement Negotiations and Execution/Master Agreement List Contents and SOW Selection Criteria (Indicate all those that are applicable):

|_| Applicant is a Small Business Purchasing Program Participant |_| Applicant has Vendor Customer Code (VCC) |_| Applicant Needs VCC |_| Applicant intends to use Subcontractors (Awarding Authority needs to review and approve) |_| Applicant indicated it is able to provide services statewide Appl|_| Applicant indicated a preference to limit services to the following DMH Areas or communities:

|_| Vehicles range in capacity from to |_| Application includes vehicles over 6 years old (Awarding Authority needs to review and approve)

|_| Strengths that were identified in the Evaluation Tool |_| Weaknesses that were identified in the Evaluation Tool |_| Points for negotiations are included in the Evaluation Tool