Event and Emergency Services-8-7-20.docx

[1] SDP score will be assigned as the pro-rated value of available SDP points based on the value entered by the bidder for the Percentage of Sales spent on Certified Partners on the SDP Plan submitted with their bid.

Executive Office of Public Safety and Securities Massachusetts Emergency Management Agency 400 Worcester Road, Framingham, MA 0172

BD-21-1013-CAO00-FISCL-53857

Event and Emergency Services Contracts

Procurement Contact: Tina Urato Telephone #: 508-820-1423 Email: tina.urato@state.ma.us Contract Manager: David Mahr Telephone #: 508-820-2017

Table of Contents

1. Description or Goal of the Procurement

2. Acquisition Method

3. Request for Single or Multiple Contractors

4. Use of a procurement by a single or multiple departments

5. Anticipated duration of the contract, including renewal options

6. Anticipated Budget and Compensation Structure

7. Performance and Contract Specifications

8. Instructions for Submission of Responses

9. Evaluation Criteria

10. Procurement Calendar

All vendors are required to only use Commbuys as a means of communication.

1. Description or Goal of the procurement The Massachusetts Emergency Management Agency (MEMA) is soliciting responses from a variety of vendors to provide event and emergency feeding services. MEMA coordinates activities or responds to incidents where state, local, and federal personnel are required to operate from locations where food and food services are not readily accessible or where delivery of prepared food to large groups (shelters) is required. MEMA seeks the services of a full service caterer that can provide meals in various settings with all necessary equipment and materials as required to ensure safe, healthy meals for as few as ten (10) and as many as 500 individuals per day. Services may be required with little notice and may be required for extended periods on a 24/7 basis. Vendors must be able to coordinate with personnel on location and set up appropriate space.

Vendors may submit for any combination of services in the categories listed below and described in Section 7. Vendors that offer only one listed service (ie, catering or portable restrooms) are critical resources and are strongly encouraged to submit.

Category 1: Food Services Catering, Shelter Meals, Prepared/Meals-Ready-to-Eat/Kits, Ice

Category 2: Field Services Field Catering Tents Sanitation

Category 3: Sanitation Services

2. Acquisition method This RFR is issued under 801 CMR 21 , as a rolling enrollment solicitaion

3. Request for single or multiple contractors MEMA is seeking multiple vendors under this contract. MEMA reserves the right to combine vendors to cover the needs of a particular incident if needed.

4. Use of a procurement by a single or multiple departments This procurement may be used only by MEMA.

5. Anticipated duration of the contract, including renewal options The anticipated duration of the contract resulting from this procurement will be 10 years. This contract may be extended after the first 4 years, in two year increments upon agreement between MEMA and the awarded party(s) for no more than three (3) times for a total of ten (10) years inclusive of contract extensions.

Contractors added after the contract begins will join the existing contractors for the remainder of the contract term. Any executed contract from this RFR will expire on the last day of last extensions no matter when the vendor was added. There will be no contract written that will exceed end date of the last extension.

Under the Rolling Enrollment process the RFR never closes, allowing Bidders to respond at any point during the life of the solicitation. A Rolling Enrollment bid is posted as an Informal Bid with a Bid Opening Date set to be the same as (or before) the end date for the associated contract.

This contract is a rolling enrollment contract allowing vendors to submit their bids anytime during the period that this contract is open. All bids must be submitted with all required forms. MEMA will monitor Commbuys for submissions and work to get contracts

This contract will be rolling which means that any vendor that applies and meets the requirements of this RFR will be added to the contract as long as the RFR is active.

6. Anticipated Budget and Compensation Structure.

Estimated Value of Procurement: Unknown. With the exception of the annual use for the Marathon, use of this contract is dependent on the occurrence of events requiring field catering services. MEMA makes no guarantee of purchase as a result of this contract.

When possible MEMA will provide an event-specific scope of work and will seek applicable quotes from all eligible vendors from which a vendor will be selected. In the case of a no-notice or immediate need situation, initial scopes of work may be limited and could be altered or expanded as the incident progresses. MEMA will provide a unique purchase order for each event and is obligated only for services delivered under the approved purchase order or subsequent amendments.

With the exception of set-up/break-down fees, vendor pricing for goods and services under this procurement may not exceed normal rates charged as of the time of the incident. Vendors may submit set-up/break-down fees that vary from customarily charged rates when incident-specific circumstances (weather, location, distance, etc.) require a reasonable adjustment. For example, the price for a canopy tent must be the same for MEMA as for any other customer at the time of the incident, but the set-up fee may reflect that MEMA required set-up at a remote location during inclement weather.

*Federal funds may be used for this purchase, and that they may also be used for purchases during the renewal periods. The use of federal funds for purchases will be determined at the time of acquisition.

7. Performance and Contract Specifications Services required are to include, but are not limited to, the following:

Category 1:

MEMA Catering: delivery and feeding from 5 to 350 individuals (up to four meals per day: Breakfast, Lunch, Dinner, Mid-night) that are delivered to MEMA offices from offsite. Must be able to prepare and serve a variety of menu options, including hot and cold meals appropriate for the time of day as requested by MEMA. Can include buffet style, trays, or individual boxed meals as requested by MEMA. May be requested with notice for events or with no-notice for emergency incidents.

Shelter Catering: delivery and feeding of up to 500 individuals (up to four meals per day: Breakfast, Lunch, Dinner, Snack) that are delivered to various sites across the Commonwealth if and when congregate or non-congregate shelters or other emergency needs require it.

Prepared/Meals-Ready to Eat: delivery and distribution of prepared meal boxes, snack boxes, MRE, or other pre-packaged food items for final preparation by individuals.

Ice: Pre-packed cubed ice in various sized bags, dry ice, and/ or block ice for cooling needs.

Category 2:

Field Catering –feeding up to 500 individuals (up to four meals per day: Breakfast, Lunch, Dinner, Mid-night) that are either prepared on site or are delivered to the site from offsite. Must be able to prepare and serve a variety of menu options, including hot and cold meals appropriate for the time of day as requested by MEMA to feed personnel located at emergency incidents in field conditions.

Additional services desired by Field Catering bidders: (Vendor must provide all set up and take down services. All local catering permits and inspections are the responsibility of the vendor)

· Power and Lighting –setting up and maintaining (including refueling) generators or other remote power options for lighting and other needs to sustain the above field catering services for an extended period on a 24/7 basis. Electrical services must be provided by a licensed professional. All permits and inspections are the responsibility of the vendor.

· Heating and Cooling –setting up and maintaining equipment to ensure adequate heating or cooling on a 24/7 basis in all seasons. Heating and cooling services must be provided by a licensed professional. All permits and inspections are the responsibility of the vendor.

· Tents –shelter of various types and sizes with the capability of keeping personnel and /or supplies, protected from the elements, including extreme weather conditions. Must be able to be cooled or heated. Must include adequate tables, chairs, flooring, sidewalls, tie-downs, etc.

· Sanitation Facilities – stand-alone services that can be required separately from any above food missions

· Sanitation facilities, hand-cleaning stations and hot and cold water sinks. (Must include Men’s, Women’s and Accessible facilities.)

· Portable Showers

· Graywater disposal, regular servicing, maintenance

· Trash/Recycling –provide a means of separating and removing any trash or recycling from the site.

· Audio/Video –provide audio/visual equipment and services in the event group announcements or media information is required to support the incident.

· Set-Up and Break-Down – Vendor will be responsible for securing all necessary permits and/or inspections. Must be able to set up and break down in any condition and in the shortest time possible at a wide range of locations throughout the Commonwealth.

8. Instructions for submission of responses All bidders must submit the information requested below via CommBuys. Please include this page of the RFR using the check boxes next to each item to ensure all information is submitted. Please ensure all other forms required under the attachment tab in CommBuys are submitted in CommBuys. Instructions are provided under the attachment tab in CommBuys.

· Qualifications: Bidders must submit with their response a brief description and/or a Firm Profile of their qualifications to provide field catering based on the above specifications.

· Set up Timeframe: Bidders must submit information demonstrating their ability to quickly set up field catering services as required above.

· Geographic Location Covered: Bidders must submit the parts of Massachusetts where they can provide their services (by County, region, etc) along with any licenses required to provided services in that area. (For informational purposes only. Bidders will not be scored on locations covered.)

· Menu Submissions: Bidders must provide with their bid response menus or listings of field meal options that can be provided. Please include hot, cold, and “to-go” options.

· References: At a minimum three (3) references MUST be submitted with bid response. The reference form is available on COMMBUYS (www.commbuys.com) under the attachment tab. MEMA cannot be one of your references. MEMA will be verifying references.

· Rate Sheet: Biddder must be submitted with proposal. Bidder may negotiate rate increases at renewal periods.

· Supplier Diversity: This procurement is valued over $150,000 and is therefore subject to Commonwealth Supplier Diversity Program (SDP) requirements. Up to ten percent (10%) of the total score will be assigned based on the vendor’s commitment to utilizing minority, women, veteran, service-disabled veteran, disability and lesbian, gay, bisexual and transgender (“LGBT”) owned businesses to carry the project as proposed. Vendors not providing information will receive a score of zero (0), but may be awarded the bid if evaluated as the overall winner. However, MEMA may not issue a contract to such a vendor until all Supplier Diversity Requirements have been met.

9. Evaluation Criteria Bids received providing all required information above will be evaluated based on the evaluation criteria below:

· Qualifications to provide services required: 25%

· Ability to respond and set up in short timeframe: 25%

· Menu variety: 15%

· References: 25%

· SDO Certification: 10%

10. Procurement Calendar

Bid Available Date August 7, 2020 Submission of Questions Ongoing Answers to be Posted Ongoing Bid Opening Date August 7, 2020 at 2:00 PM