FAC114 Janitorial Services Bidders Conference.pdf

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FAC114 Janitorial Services, Environmentally Preferable Pre-Bid Conference

March 15, 2021 10:00 – 12:00 noon

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• Refer to the “Handouts” section to download a copy of this presentation.

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Today’s Presenters

Daniel Billings, Souring Manager, Strategic Sourcing Unit Operational Services Division

Katherine Thomas, Trainer, OSD Training Unit Operational Services Division

Dmitriy Nikolayev, Director, Policy, Programs, and Reporting Supplier Diversity Office

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FAC114 Strategic Sourcing Team Members

Daniel Billings Operational Services Division

Robert Glover Division of Capital Asset Management and Maintenance

Melina Limardo Massachusetts Water Resources Authority

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1. Welcome

2. FAC114 RFR Overview

3. Statewide Contract Vendor Requirements

4. Bid Package Checklist

5. Environmentally Preferable Products (EPP) Procurement Program

6. Training Resources

7. Supplier Diversity Program (SDP)

8. Q&A

9. Resources

Agenda

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FAC114

Janitorial Services

• The FAC114 Statewide Contract will offer eligible entities the ability to solicit quotes and utilize janitorial companies for their cleaning needs.

• Target number of awards: 35

• Will replace FAC81 which expires July 31, 2021

• FAC114 Contract Terms:

Effective August 1, 2021 Initial Term: August 1, 2021 – July 31, 2026 Renewal Options: One (1) option to renew of up to two (2) years with a maximum Contract Term of seven (7) years including the initial term and the possible renewal option.

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FAC114 Janitorial Services RFR Highlights

• There will be no rates posted as part of the contract award process for FAC114.

• The compensation structure for the FAC114 RFR is according to service as described and agreed to in the

Statement of Work (SOW) and the accepted bidder response.

• Bidders who do not meet all mandatory requirements may be disqualified.

• The SST may determine if non-compliance with a mandatory requirement is insignificant or can be corrected or clarified.

• Adding commodities and/or services to the Statewide Contract is not permitted unless approved by the Commonwealth Contract Manager

• Contractors will use appropriate personal protective equipment (PPE) that comply with the Commonwealth health standards.

• Contractors will have their employees wear uniforms and identification badges to enter the premises of the purchasing entity.

• Janitorial Services employees must close windows and turn off any electrical equipment when not in use, however, this does not include computers or computer related devices.

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Who Is Eligible to Use this Contract?

Eligible Entities

• Cities, towns, districts, counties and other political subdivisions;

• Executive, Legislative and Judicial Branches, including all Departments and elected offices therein;

• Independent public authorities, commissions and quasi-public agencies;

• Local public libraries, public school districts and charter schools;

• Public hospitals owned by the Commonwealth;

• Public institutions of higher education;

• Public purchasing cooperatives;

• Non-profit, UFR-certified organizations that are doing business with the

Commonwealth;

• Other states and territories with no prior approval by the State Purchasing Agent

• Other entities when designated in writing by the State Purchasing Agent.

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Bid Evaluation Criteria

• Compliance with the use of Green Products for cleaning

• Years of experience

• Company experience

• References

• Supplier Diversity Program Plan (Weighted 10%)

• Environmentally Preferable Products Initiatives

• Prompt Pay Discount

• Past Performance

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Procurement Calendar

Description Date

Deadline for Submission of Written Questions through COMMBUYS Q&A March 17, 2021

Official Answers for Bid Q&A Published March 23, 2021

Bid Amendment Deadline (Bid documents will not be amended after this date) April 2, 2021

Deadline for Bid Responses (Bid Opening Date/Time in COMMBUYS) April 21, 2021 at 1 p.m. EST

Notification of Apparent Successful Bidders (estimated) June 10, 2021

Contract Start Date August 1, 2021

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Performance Measures

Vendors’ performance after contract award will be measured as follows:

Timeliness and accuracy of required quarterly sales, Supplier

Diversity Program expenditures, and statewide contract administration reports

Customer satisfaction surveys Responsiveness to Requests for Quotes (the sum of Bids + No-Bids as a percentage of RFQs received) Number of complaints received

• Quarterly reporting requirements;

• Supplier Diversity Plan requirements;

• Other measurements outlined by the Contract Manager.

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Reporting Requirements

• Quarterly Sales, Supplier Diversity Program (SDP) expenditures, and Administrative Fee Reports are required from all successful bidders.

• Vendors report on all sales activities with eligible entities each quarter.

• SDP is measured annually but reported quarterly.

• Reports are required even with zero sales.

• Contract is subject to a 1% Contract Administration Fee.

• Payments are to be made through a web-based secure payment center.

• Reports are due 45 days after the quarter ends.

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RFR Bid Response Package

Submission Checklist

• Bidders Response Form

• Bidder Current Environmentally Preferable

Products/Practices Form

• RFR Required Forms Checklist

• Additional Documents for Review - Company Certifications

• Organizational Chart

• Insurance Certificates:

• (Worker’s Compensation, Comprehensive Liability, Comprehensive Business Motor Vehicle)

• Prompt Payment Discount (PPD) Form

• Supplier Diversity Program (SDP) Plan Form #1

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Environmentally Preferable Products (EPP) Procurement Program

• EPP Program Overview:

• In 2009, Executive Order 515 establishing an Environmental Purchasing Policy for Executive Departments was signed.

• View the Environmentally Preferable Products Procurement Program General Information, Requirements and Guidance for detailed information about the program at https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download.

• Environmental Benefit Claiming:

• Environmental benefit claims concerning products or services must be consistent with the Federal Trade Commissions’ Guides for the Use of

Environmental Marketing Terms. Product environmental claims are to include the industry standard the product meets and certifier. Vendors must agree to offer and clearly label products with sustainability certifications and attributes, when available, within specific product categories.

• Environmental Plan:

• Awarded Bidders must agree to work with OSD and the SST to examine the feasibility of implementing an environmental plan throughout the life of the contract. Such a plan may include, but not be limited to, implementing energy initiatives, adopting and implementing sustainability policies or third-party standards and/or certifications, or publicizing their environmental initiatives.

• Contractors are required to use cleaning practices and programs that represent green cleaning methods

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Environmentally Preferable Products (EPP) Procurement Program Continued

• Required Environmental Specifications:

• 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.

• This means any cleaning chemicals except for sanitizer must be certified Green Seal (GS), EcoLogo (UL), or Safer Choice (SC). For disinfectants and sanitizers, it means the product should have an EPA registration number and janitorial paper products must be certified Green Seal (GS) or EcoLogo (UL).

• Bidders Response Form:

• The screen shot on this slide illustrates exactly where we need each Bidder to submit the products you are intending to use along with the applicable product and certification information.

• Bidder Current Environmental Practices Form:

• The primary purpose of this form is to encourage potential Bidders to communicate existing best practices that foster a more sustainable approach.

• The Commonwealth considers such initiatives part of the “best value” of procurement.

Bidders have an opportunity to receive additional points in the evaluation phase of the RFR for the environmental initiatives they have identified. However, bidders must substantiate all answers in the space provided below or in an attachment in order to receive any additional points

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Training Resources

Katherine Thomas

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COMMBUYS Demo

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Attend Training

Online Classes Locate and Respond to Bids in COMMBUYS (March 24; April 8; April 22) COMMBUYS: Essentials for the Seller Role (April 22) Demystifying the RFR: Understanding the Importance of the Request for Response (March 29)

Pre-recorded Webcast How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

Link to the Vendor Training Schedule Contact the Training Department: OSDTraining@mass.gov.

© 2021 SUPPLIER DIVERSITY OFFICE. All Rights Reserved.

Commonwealth of Massachusetts Supplier Diversity Office (SDO)

Dmitriy Nikolayev Director of Programs, Policy, and Reporting

What is SDP?

Mission: promote equality and diversity in state contracting.

How it works:

• Executive agencies set annual goals for spending with certified diverse businesses.

• These goals can be met through:

Direct spending:

Indirect spending:

• To facilitate indirect spending, SDP Partnerships are required for all non-construction Executive Agency procurements expected to result in spending over $150,000.

All contractors on this contract are required to create partnerships with certified diverse companies as a condition of being on contract.

State Agency Prime Contractor SDP Partner$ $

State Agency Prime Contractor$

Key Contract Requirements

All

• Bidders must propose a % of their contract sales to be spent with certified diverse companies.

• Contractors must report on spending with SDP Partner(s) for the duration of the contract.

• SDP Partners must be listed in one of the directories listed in this presentation.

The SDP requirements apply even if your company:

• Expects to do less than $150,000* in business.

• Does not have SDP Partners at the moment.

• Is a certified diverse business.

*Effective July 1, 2021, the SDP will apply to procurements with annual value expected to exceed $250,000.

Supplier Diversity Program Plan Forms

When Bidding When Awarded

Bidders pledge a % of sales

Prime Contractors Declare SDP

Partners

When Reporting

Prime Contractors Report Spending

Eligible Partner Certifications

Categories Meaning . . .

MBE

M/NPO

Minority Business Enterprise Minority Non-Profit Organization

WBE

W/NPO

Woman Business Enterprise Women Non-Profit Organization

VBE

SDVOBE

Veteran Business Enterprise Service-Disabled Veteran-Owned Business Enterprise

DOBE Disability-Owned Business Enterprise

LGBTBE Lesbian, Gay, Bisexual, Transgender Business Enterprise

DBE Disadvantaged Business Enterprise

PBE Portuguese Business Enterprise Not Eligible for SDP

Eligible for SDP

Program Flexibility

Your SDP Partner…

• Does not have to be a subcontractor

• Can be located outside of Massachusetts

• Can be changed at any time

One-time purchases also qualify (e.g. business cards, office equipment, etc.)

Partnership Options

SDP Partners may assist the contractor in providing goods and services offered on contract.

• Manufacturing or supplying a product for resale (e.g., printing calendars for sale as office supplies, food products for sale by a grocery vendor)

• Supplying a process or a component required to produce or deliver a product or a service

(e.g., outsourced logistics services, die cutting or binding services outsourced by a printing company, supplying electronic components for a product manufacturer)

• Providing a portion of a scope of service (e.g., providing a portion of state-funded consulting, engineering or IT project)

Subcontracting

Partnership Options

SDP Partners may supply products or services needed for the contractor’s general business operations.

Ancillary Products or Services/General Business Needs

Finding Eligible Certified Partners

Download the lists of eligible SDP partners from www.mass.gov/sdp and compare your current suppliers to those lists.

Find current suppliers that are already certified

On an ongoing basis, closely monitor incoming state orders and projects for the potential to hire diverse businesses as subcontractors.

Identify subcontracting needs that can be met by a new diverse business partner

Survey your suppliers to find diverse companies that are not certified at all or are certified by an organization other than the Massachusetts SDO.

Connect them with the SDO (sdp@mass.gov) and encourage them to get certified.

Find current suppliers that can be certified2

On an ongoing basis, review your company’s business needs, including one-time purchases, to find areas where you can include new diverse suppliers.

Identify general business needs that can be met by a new diverse business partner

Online Certification Self- Assessment Tool:

www.mass.gov/sdo/start

Finding Partners

Online Directory of Certified Businesses

The SDO Directory of Certified Businesses

• More than 3,700 certified businesses

• MBE, WBE, VBE, SDVOBE, DOBE, LGBTBE

• www.mass.gov/sdp

The U.S. Veterans Administration Vendor Information Pages (VIP)

• More than 14,000 certified businesses

• VOSB, SDVOSB

• www.vip.vetbiz.va.gov/government-home/

How to Report

• Use the VRM: File your SDP report at the same time as your sales report.

• Enter the actual amount: Enter the full amount of spending rather than only the amount that meets your commitment.

• Report as you go: Report every quarter as your SDP spending takes place.

• Separate types of spend: If your spending with a partner is mixed (subcontracting + ancillary), whenever possible separate subcontracting and ancillary spending.

• Ask for exceptions: If you cannot find your SDP partner by searching the VRM by company name:

• Enter the company manually and note the organization that certified the partner.

• Contact sdp@mass.gov if you have questions about the status of a partner.

How to Stay in Compliance

• Know your commitment: Be aware of your supplier diversity commitment percentage. When in doubt, contact the OSD Sourcing Manager.

• Meet your commitment annually: Meet or exceed your SDP commitment percentage on an annual basis:

• Massachusetts fiscal year: July 1 – June 30th

• Communicate with partners: Make your SDP partners aware that you are using them under SDP and remind them to maintain their SDO certification.

• Ask for SDO assistance: If you need help, contact sdp@mass.gov.

Resources and Contact Information

Supplier Diversity Program

• Website: www.mass.gov/sdp

• SDP Help Desk: sdp@mass.gov

SDO Certification Help Desk

• Phone: 617-502-8831

• Email: Webmaster.SDO@mass.gov

OSD Helpdesk

• Phone: 617-720-3197

• Toll-free: 888-627-8283

• Email: OSDHelpDesk@mass.gov

• Website: www.commbuys.com

OSD Training

• Phone: 617-720-3300

• Email: osdtraining@mass.gov

• Website: www.mass.gov/osd

(Search: Vendor Training)

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Question & Answer Period

Enter your questions in the Questions Panel

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OSD Resources

OSD: www.mass.gov/osd

COMMBUYS: https://www.commbuys.com/bso/

OSD Help Desk: 1-888-627-8283 or OSDHelpDesk@mass.gov

Twitter: @Mass_OSD

Instagram: @Mass_OSD

LinkedIn: https://www.linkedin.com/company/ma-osd/

Blog: http://blog.mass.gov/osd/

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Thank you for attending!