FAC114 Bidders Response Form Final~2.docx

FAC114 Janitorial Services

BIDDER RESONSE FORMBIDDER RESPONSE FORM

TO BE COMPLETED IN ITS ENTIRETY

This form may be amended prior to the Solicitation Amendment Deadline. Bidders must use the final version of the form available after the Amendment Deadline in order to submit responses. This document is amended as of April 2, 2021.

The information contained in this form is mandatory in order to qualify under this RFR. Failure to provide the requested information may be cause for the bid to be deemed as non-responsive and may result in disqualification. Bidders should follow the instructions carefully in submitting their Bid Response.

Form Completion Instructions

· This document contains multiple sections and forms All Bidders must complete and respond to each section and complete all forms.

· The RFR Checklist below must be used as a cover sheet and the required documents checked (in the box) when completed and submitted in the order in which they appear in this Bidder Response Form.

· Several of the questions provide boxes (spaces) in which your complete answers to the question should be indicated. These boxes will expand to accommodate the length of your response.

· Other questions require that documents and/or certifications be scanned and uploaded into the final Bid Response document.

· Upon completion of all sections in this form, Bidders must follow the instructions outlined in Section 5 of this RFR, titled “How to Submit a Bid Response.”

RFR Submission Checklist

Omission of required information or documentation may be grounds for Bidder disqualification.

Required for All Bidders:

All Bidders are required to include the following documents in their response. (Please use the check boxes to ensure you have included everything required):

|_| Bidder Response Form (this document) Format: Microsoft Word. Please do not convert to PDF.

|_| Organizational Chart Format: Microsoft Excel, Word or PDF files are acceptable.

File name: CompanyName_FAC114 Organizational Chart.xls

Format: Scan all certificates into one PDF file.

File name: CompanyName_FAC114 Insurance Certificates.pdf Response description: Insurance Certificates

Special instructions: This single PDF file must include copies of at least the following certificates of insurance. Please do not include full insurance policies in your submission – only the certificates.

Scanned copy of:

a. Worker’s Compensation certificate

b. Comprehensive General Liability Insurance certificate

c. Comprehensive Business Motor Vehicle Insurance certificate |_| Bidder Current Environmentally Preferable Products/Practices Form Format: Microsoft Word. Please do not convert to PDF.

File name: CompanyName_FAC114 EPPform.doc Response description: Environmentally Preferable Practices Form

|_| Supplier Diversity Plan Form 1 (SDP Plan Commitment) Format: PDF or Word file.

File name: CompanyName_FAC114 SDPform1.doc Response description: Supplier Diversity Plan Form

|_| Prompt Payment Discount Form Format: PDF or Word file.

File name: CompanyName_FAC114 PPDform.doc Response description: Prompt Payment Discount Form

File name: CompanyName_FAC114 Additional Documents.pdf Response description: Additional Documents Submitted for Review

Special instructions: Bidders must note that the SSST is under no obligation to review additional documents not specifically required in the RFR, or specifically referenced by bidders in the parts of their response that were required in the RFR.

|_| Disability Employment Practices Form Format: PDF or Word file.

File name: CompanyName_FAC114 SDO Disability Practices Form.doc Response description: SDO Disability Employment Practices Form

RFR-Specific Mandatory Information

1. Business Experience Describe your experience servicing commercial and/or public sector accounts. Include information on any unique or specialized cleaning services your company can provide under this contract.

Business Experience

2. Number of Years in Business Bidders must indicate the number of years which they have been in business.

Number of years in business:

3. Organizational Chart Bidders are required to upload an organizational chart of their company. Please refer to section 7.2.3: File Naming Conventions in the RFR.

|_| Check the box when the document has been uploaded as part of your response.

4. Company Certifications Bidders are not required to have third-party certifications for their cleaning service company, but such third-party certification may be of interest to contract users and is desirable. If your company has attained third-party certification, such certification(s) should be scanned and uploaded as part of the submission.

|_| Check the box when the document(s) have been uploaded as part of your response.

Additionally, in the box below, identify how such third-party certification is relevant to deliver the scope of services sought by this solicitation.

5. Description of the Services Bidders should provide a general description of the services they plan to provide under this contract. If Bidders are offering what the RFR describes as an Innovative Program (see section 3.9 of the RFR), such a description should be indicated here as well.

Janitorial Cleaning Services Description:

6. Emergency Preparedness: COOP Plan (See section 3.3 of RFR) Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency. This information will not be considered in the evaluation of the response.

|_| Check this box if there is a written Continuity of Operations Plan (COOP) currently in place that describes how the company will continue to do business in case of an emergency

7. Financial Information

Provide a description of the bidder’s financial strength and reliability. Bidders may also provide such other financial assurances as may serve to assure the SST that, if awarded a contract, the bidder would be able to meet its obligations to the Commonwealth. This information should be provided in the form of a narrative.

Financial Information Narrative:

Is your company compliant with both state and federal taxes (|_| Yes |_| No):

8. Adverse Conditions

Litigation, Penalties and Bankruptcy: The bidder shall submit a description of any and all investigations, indictments or pending litigation by any federal, state or local jurisdiction relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related company. Provide a list of all criminal convictions within the last five years relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all civil penalties, judgments, consent decrees and other sanctions within the last five years, as a result of any violation of any law, rule, regulation or ordinance in connection with its business activities relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. Provide a list of all actions occurring within the last five years which have resulted in revocation or suspension of any permit or authority to do business in any jurisdiction relating to the submitting entity, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all actions occurring within the last five years that have resulted in the barring from public bidding relating to the bidder, an officer, director, partner or member thereof, any affiliate or any related entity. Provide a list of all bankruptcy, other similar proceedings within the past five years relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity.

Defaults: The bidder shall provide a description, in detail, of any situation in which the bidder’s firm (either alone or as part of a joint venture), or a subsidiary of the bidder’s firm, defaulted or was deemed to be in noncompliance of any contractual obligations to janitorial services or other ancillary customer service, explaining the situation, its outcome and all other relevant facts associated with the event described. Please also provide the name, title and telephone number of the principal manager of the contract user who asserted the event of default or noncompliance.

Other Adverse Situations: The bidder shall provide a description of any present facts known to the bidder that might reasonably be expected to affect adversely its ability to perform any aspect in agreements with eligible entities.

Describe any Litigation, Penalties or Bankruptcy:

Describe any Defaults:

Describe any other Adverse Conditions:

9. Insurance Certificates As part of the response to this RFR, Bidders must provide copies of certificates of insurance that show all the per-incident and total limits for all insurance policies currently in place, including Worker’s Compensation Insurance, Comprehensive General Liability Insurance and Comprehensive Business Motor Vehicle Liability Insurance, as identified below.

Additionally, please summarize your company insurance coverage in the table below:

10. Business References.

Please provide at least three references with valid phone numbers and email addresses that have utilized your company’s services in this category in the past 24 months. (References without valid email addresses may be rejected.)

11. Other Best Practices or Innovation

Bidders are encouraged to provide information on innovative best practices in providing janitorial services to other government entities. Bidders must note that the SST is under no obligation to review additional documents not specifically required in the RFR, or specifically referenced by bidders in the parts of their response that were required in the RFR.

Detail other best practices or innovation here:

12. Counties in Which You Are Bidding Bidders shall indicate the Counties(s) in which they can provide coverage and are submitting a Response to this RFR to provide such coverage by checking the appropriate boxes below.

13. Environmental Specifications Environmental Policies / Green Cleaning Products (See section 4.4 of RFR)

a) Describe your company’s environmental practices and/or policies for facility green cleaning:

b) If awarded as a vendor under this contract, our company and cleaning staff agree to comply with the requirement to use only green cleaning products. Products used on this contract are required to meet the FAC85 specifications (or any successor contract) or be listed on the FAC85 Approved Products List found in the FAC85 Master Contract Record in www.COMMBUYS.com (see Appendix 3 of the RFR for directions on navigating to the specifications). Chemicals and paper have been Independently Third-Party Certified to comply with environmental claims as well as product performance. Additionally, if awarded as a vendor, our company agrees to participate in a training session at least once per year in order to be updated on green cleaning practices and products new to the industry.

Print name of Company Here: _______________________________________________

[Print name of Company Signatory Here]: ______________________________________

If your company does not provide any cleaning products as part of your service check here: |_|

IMPORTANT! FAILURE TO COMPLETE THE FOLLOWING SECTION CORRECTLY AND SPECIFICALLY AS DIRECTED MAY RESULT IN SIGNIFICANT DELAY OF EVALUATION OR DISQUALIFICATION.

c) Complete the table below for all cleaning and janitorial products used in your operations. Please add rows to the table to show multiple products (e.g. If you use three different all-purpose cleaners depending on the job, each product should be on a separate line with the info filled out for each). For chemicals and paper products, you must confirm product compliance by including a link to the certified product on the 3d party certifier website, or you may provide a link from Ecomedes (https://www.ecomedes.com) a 3d party certification aggregator. If there is no link available, provide a scanned .pdf of the certification and include as “CompanyName FAC114 2021 Certifications.pdf”

· Cleaning chemicals only – List the various products used and indicate the applicable required 3rd Party Certifications – either Green Seal (GS)UL EcoLogo (UL), or Safer Choice (SC).

· Disinfectants and sanitizers – Provide the EPA Registration Number which should be listed on the label of the product.

· Paper products– List the products used and indicate the applicable 3d Party Certification - either Green Seal (GS) or UL Ecologo (UL.

· Trash Bags: list the product used and recycled content

· Equipment – Vendors are encouraged (but not required at this time) to use equipment that meets the requirements in FAC85 including those that are energy efficient and/or may allow for reduced chemical use. However, the information should still be included on the table below.

· Other – If your company uses products not shown on the list, please add lines to indicate these products and complete the information on the table.

All-purpose Cleaning

Bathroom cleaning

Carpet Cleaning

Glass Cleaning

Floor Scrubbing

Floor Finishing

Floor Polish

Floor Stripping

Hand Soap

Cooking Appliance Cleaners

Degreasers

Toilet Paper

Paper Towels

Trash/Recycling Liners

Cleaning Equipment

Matting Systems

Disinfectants

Sanitizers

Odor Control

Enzymatic Cleaners

Other:

d) Please indicate the type of training (if any) that you currently provide to your customers on how to transition to green / less toxic cleaning program.

14. Bidder General Information Company Name:

Company Address:

Company Phone:

Company Email:

Company Web Site:

15. Additional Office Locations List all Massachusetts locations as well as locations outside of the state.

Number of Other Massachusetts Locations:

List location addresses here:

Number of Locations outside the state:

List location addresses here:

16. Designated Contract Manager Professional Credentials – Provide a brief but complete description of the designated contract manager’s experience that will be responsible for the overall management, reporting, and ensuing adherence to the performance measures of this contract.

Contact Person Name:

Address of their company location:

Phone:

Email:

Cell Phone (if appropriate):

Resume or statements of experience (include important credentials):

17. Summary of Staff Experience Bidders should provide a brief, but complete description of the experience, credentials and years of service for their staff reflecting their experience and years in the janitorial business. Bidders should distinguish in this description the number of staff as well as the various levels of their staff (e.g. management, cleaning staff, etc.) and may indicate names along with experience and credentials. Limit: 1 page.

18. Administrative Capability Maintaining a contractual relationship with the Commonwealth of Massachusetts will require all Contractors to establish systems that would enable them to track and report contract activities on a quarterly basis even if no business is done under the contract. The penalty for non-compliance with this requirement is contract suspension or termination.

Bidders must check the following boxes to certify that they possess the required administrative capability to supply the following information on a quarterly basis:

19. Bidders must explain how Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI) requirements will be handled and documented. Also include information on how background checks are performed and what experience requirements you have for staff.

20. Bidders must describe the orientation/training program that they have in place for their employees. This should include any third-party educational program (e.g. OSHA’s Blood borne Pathogen Training, HSMAT Hazardous Communications Training) and hours of training that are provided on an annual basis.

21. Describe OSHA’s Blood borne Pathogens Training your employees have received. Describe trainings frequency and if they are mandatory. Please reference materials if appropriate.

22. Bidders must disclose their quality assurance policies and inspections. This should include complaint management. Please give examples of the system(s) you are using, e.g. quality check lists, inspection sheets, internet surveys, etc.

23. Bidders must identify the company’s safety program and disclose their worker safety record, e.g. SDS sheets, wearing protective gear, OSHA 40. What do you use for safety protocols while on a job?

24. Bidders must identify their policy on how staff is scheduled and replaced in the event of a no-show.

Certification

I, ___________________________________ [print the name of authorized officer], agree to all terms, conditions and requirements stated in this RFR. I realize failure to comply with any requirement of this RFR after contract award may result in termination of an awarded contract.

Signed electronically Authorized signatory name:

Title:

Date: