FAC127 Moving Services RFR~1.docx

COMMONWEALTH OF MASSACHUSETTS

OPERATIONAL SERVICES DIVISION

Request for Response (RFR)

Document Title: Moving Services and Storage

Agency Document Number: FAC127

COMMBUYS Bid#: BD-23-1080-OSD03-OSD03-88620

10/18/2023

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. Bidders are responsible for reviewing and complying with all Bid requirements. Bidders may contact the OSD Help Desk at OSDHelpdesk@mass.gov or at 1-888-MA-STATE for technical assistance with COMMBUYS. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern time, as applicable, except on federal and state holidays.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A Bidder requesting accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject unreasonable requests.

Revision History

REQUEST FOR RESPONSE FAC127 Moving Services and Storage

Document Sensitivity Level: High during development; Low once published. Template v 3.0.0

REQUEST FOR RESPONSE FAC127 Moving Services and Storage

Table of Contents Page iv Document Sensitivity Level: High during development; Low once published.

INTRODUCTION AND BID OVERVIEW

Summary Description of Procurement The Commonwealth of Massachusetts and the FAC127 Strategic Sourcing Team (SST) are soliciting Bidders for the acquisition of Office, Specialty, and Library Moving Services. The resulting Contract will replace the equivalent services provided under Statewide Contract FAC96 and will serve as the primary Statewide Contract used by Executive Agencies of the Commonwealth for the goods and services covered by the Contract. The Contract will also be available for use by other Eligible Entities.

Records Management, Digitization, and Archiving will be procured under a separate procurement, FAC126.

The SST seeks Bidders capable of providing any of the following services: Office, Specialty, and Library Moving Services, and the transportation and storage of the related furnishings. Specialty moving services may include, but are not limited to, the moving and storage of large musical instruments, museum pieces, laboratory equipment, historical artifacts, and other items not normally associated with office furnishings; the removal/reinstallation of office fixtures; and rigging services.

The SST seeks Bidders capable of servicing the entire geographic area of the Commonwealth, as well as Bidders willing to service only certain counties of the Commonwealth. See Section 1.3.3 Geographic Coverage for additional information.

The bidder will be required to identify the services offered using Attachment A: Bidder Response Form for the following:

· Office Moving Services

· Library Moving Services

· Specialty Moving Services

· Monthly Storage Services OSD is actively engaged in discussions to enhance environmental and climate preferable product offerings. The SST intends to attract Bidders and partner with vendors capable of providing a robust product catalog that includes environmental and climate preferable products. This includes products that assist the Commonwealth in achieving Net Zero emissions by 2050 and furthers the Commonwealth’s efforts to combat climate change and protect vulnerable communities. It includes products that improve energy and water efficiency, acceleration of the decarbonization of fuels, reduce toxicity, promote sustainable manufacturing, and make recycling of products and supplies easier to meet Executive Order 594 and the Green Communities Program.

For more information on the Commonwealth of Massachusetts climate and environmental regulations, policies and executive orders see Section 4.8 Environmental Specifications of this RFR.

Estimated Procurement Calendar

Training for Online Submission – Contractors that have not previously submitted electronic quotes via COMMBUYS are strongly encouraged to attend training Online Webinar:

This interactive webcast provides instructions on several activities: Locating and responding to bids; Using the bid Q&A feature; Creating a quote response; Revising a Quote response. Access the webcast here.

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS) This is an “Open Enrollment” bid, which means quotes will be evaluated upon receipt and contracts will be awarded upon successful evaluation.

Quotes will be accepted during the initial open enrollment period ending 11/21/2023.

Following the initial awards, the bid solicitation may be reopened to accept quotes from additional vendors.

Visit https://www.mass.gov/doc/vendor-training-schedule/download for additional Instructor-Led Training and Webinar dates.

Times are Eastern Time (US), as displayed on the COMMBUYS system clock after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q & A, on COMMBUYS for Procurement Calendar updates.

Submission of Bid Questions The “Bid Q & A” function in COMMBUYS allows Bidders to ask written questions and receive written answers regarding this Bid. To locate the Bid Q & A, log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q & A” button allows Bidder’s access to the Bid Q & A page.

All questions must be submitted through the Bid Q & A page. Questions must be asked prior to the Deadline stated in the Estimated Procurement Calendar. The Strategic Sourcing Team (SST) reserves the right not to respond to late questions. Bidders are responsible for verifying that their questions are recorded in COMMBUYS and appear on the Bid Q & A page.

Questions submitted to the SST outside of COMMBUYS will not be answered.

Content entered must be suitable for public viewing. Bidders must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. The SST reserves the right to edit or delete any inappropriate content.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

Bid Amendment Deadline Although Bidders may submit quotes any time after the Bid Release Date and prior to the Bid Opening Date, Bidders should ensure that their quotes are based upon the final versions of the RFR and its attachments. Final versions of RFR and its attachments are available after the Bid Amendment Deadline date.

The SST 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. The SST 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.

At the SST’s discretion, the Bid Amendment Deadline may be extended. As stated above, it is the responsibility of the bidder for checking the Bid record in COMMBUYS for revisions and updates.

There will be no Bidders Conference for FAC127. All questions will be managed via the COMMBUYS Q&A functionality. See the Estimated Procurement Timeline in Section 2 for more information.

Open Enrollment This is an open enrollment Bid. Quotes/Bid Responses may be submitted during the open enrollment periods specified above. Quotes will be evaluated as they are received and bidders will be awarded upon evaluation, if appropriate. This means that bidders should submit their quotes as soon as they are ready.

The SST reserves the right to suspend the review of additional Quotes for specific geographic regions or to close the Bid for new Quotes entirely if the number of awarded Contractors is determined to meet the needs of the Commonwealth. If, subsequent to such a decision, the SST determines that additional Contractors should be added, 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.

Debriefing The SST will conduct debriefings for unsuccessful Bidders, if requested within 14 calendar days of notification that your Quote has not been selected for an award. Debriefing guidelines will be provided in advance prior to the debriefing.

Additional Bid Information Anticipated Contract Duration:

The initial term of this Contract is Six (6) years. In addition, this Contract has One (1) option to renew of up to Two (2) years with a maximum possible contract duration of Eight (8) years.

Estimated Value of the Contract The estimated value of purchase(s) resulting from this Bid is $16.3MM. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

This Estimated Value was derived by reviewing Contractor sales reports for moving and storage services for CY 2018 through 2022 under the previous Statewide Contract FAC96 Geographic Coverage Bidders may offer statewide coverage or regional coverage. It is desirable that Bidders provide statewide coverage. Additional evaluation points may be awarded to Bidders who provide services to any of the following counties: Berkshire, Franklin, Hampshire, Hampden; or Barnstable, Dukes, and Nantucket combined.

Using the Bidder Response Form, Bidders must indicate whether they are offering statewide coverage or regional coverage. If offering regional coverage, Bidders must identify the Massachusetts County or Counties they offer to cover.

Estimated Number of Awards The target maximum number of Contractors is 20, with a goal of awarding two or more bidders in each county inclusive of bidders offering statewide services. The SST may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

Contract renewals will be offered at the sole discretion of OSD. At a minimum, offers to renew will be contingent upon satisfactory contractor performance, compliance with reporting requirements, and adequate sales volume.

Adding Contractors after initial Contract Award If, over the life of the Contract, the SST determines that additional Contractors should be added to meet the requirements of the Commonwealth, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts and/or the Bid may be reopened to obtain additional Quotes.

The SST may also periodically reopen this contract to add more vendors.

Acquisition Method(s):

Entities Eligible to Use the Resulting Contract Any Contract(s) resulting from this Bid will be open for use by the following 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 organizations that are doing business with the Commonwealth;

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

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

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

Bidder Qualifications Bidders must describe their company qualifications using the designated sections of Attachment A: Bidder Response Form.

Company experience Years in the industry of the Bid Bidders must have been in the business of providing the services proposed for at least the two most recent consecutive years prior to the Quote submission deadline (See RFR Section 1.2, Estimated Procurement Calendar).

In the case of companies formed fewer than two years prior to this date via merger, acquisition or some other means, the SST may consider the experience of all companies involved in the merger or acquisition.

Bidders must provide the number of years they have been in the moving services industry and a summary of their experience providing the types of moving services they propose for this contract using the Bidder Profile & Qualifications tab of Attachment A: FAC127 Bidder Response Form.

Certifications, licenses, and permits Bidders must provide a copy of their US DOT interstate certification with their response. Bidders must maintain this certification and all legally required licenses and comply with all legal requirements and all safety regulations (OSHA and others where applicable) for the duration of the contract.

Bidders awarded contracts pursuant to this RFR certify that they will obtain all necessary permits and licenses related to moving services and operations, including any special permits for moving on Saturdays, Sundays, or Holidays, if applicable.

Continuity of Operations Plan (COOP) Bidders must indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business, including the protection of items in storage, in case of an emergency. Bidders awarded contracts agree to provide access to their Continuity of Operations Plan to Eligible Entities upon request.

Financial stability including bankruptcy, litigation and contract defaults Bankruptcy, litigation, and contract defaults In order to be considered for a contract award Bidder must not have filed for bankruptcy during the two (2) years prior to the Bid Opening Date (submission deadline).

Bidders must provide a list of any outstanding contingencies, such as lawsuits or other claims or charges, against the Bidder related to performance of the services sought under this RFR.

References and reference information and/or requirements Using Attachment A: Bidder Response Form, Bidders must provide the contact information of three (3) moving services customers willing to provide references. The customer engagements must have occurred during the two years prior to the Bid Opening Date (Deadline for Quotes). At least one reference must be provided for the type of moving services being proposed, i.e. office moving, library moving, specialty moving. Bidders agree to provide additional references upon request by the SST. After contract award, vendors agree to provide references upon request from Eligible Entities.

SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

Service Specifications Bidders must describe their proposed services using the designated sections of Attachment A: Bidder Response Form, specifically addressing the types of services identified in this Section 3.1 and its subsections, if applicable.

Eligible Services Office, Specialty, and Library Moving Services, and the transportation and storage of the related furnishings. Dismounting, disassembly, reassembly, and mounting of furniture and small fixtures are included.

It is desirable that vendors provide specialty moving services for: antiques, artwork, large musical instruments (such as harps or pianos), museums pieces, laboratory equipment, historical artifacts, other items not normally associated with office furnishings, and rigging services. Desirable services also include reassembly/reinstallation by a manufacturer certified technician. Bidders are invited to propose other specialty moving services in Attachment A: Bidder Response Form Security and Storage of Rare or Fragile Items It is desirable that Bidders have the ability to transport rare or fragile collections and provide all necessary security for transportation and or storage to protect against damage and or loss. It is desired that bidders have access to storage facilities with strict climate control and enhanced security measures for rare or fragile collections.

Library Moving Services Library moving services in this RFR are defined as packing, moving, storing, unpacking of library furniture and materials exempt from the prevailing wage law Vendors offering library moving services must provide at least the following services:

· Consultation, planning and project management services

· Collection services

· Shelving services

· Cleaning

· Labeling systems

· Storage

· Services related to receiving, unloading and shelving, shipments & collections of library books and materials (e.g. new library “Opening Day Collections”)

Vendors must have the ability pull and re-shelve in strict call number order using Library of Congress and or the dewy decimal system or other numbering system. Vendors must have the ability to read and interpret shelve labels, book labels. Vendors must also have the ability to shift collections, identify and pull items by call number, interfile items into an existing collection and re-shelve items that are packaged and or out of order.

Vendors must also have experience with breaking down and installing all types of library shelving including high density shelving, compact shelving, standard library shelving, and custom or built-in shelving from multiple manufacturers as well as all associated accessories including end caps, canopies and built-in lighting.

When moving library shelves all attachments, fasteners and components must be removed, stored and reinstalled. All shelving that is moved or erected must be secured to prevent falls using manufacturers recommendations. Vendors are responsible for the safety of the final installation.

Vendors must have experience with receiving, unpacking and shelving large deliveries related to books and library materials, internal collection shifts and moves, and temporary and long-term storage.

Requirements Awarded vendors are responsible for obtaining all required permits and must specify the cost for each required permit, if any, in quotes provided to Eligible Entities. Permit costs may not exceed the cost paid by the Vendor to the permitting authority.

Awarded vendors must comply with all regulations and restrictions put forth by the Eligible Entity, such as but not limited to individual Building Work Permits.

Awarded vendors must provide all equipment, materials, and tools required to conduct the services proposed. Required items include, but are not limited to boxes, packaging materials, tools for dismounting, disassembly, reassembly, and mounting of furniture and small fixtures, vehicles equipped with hydraulic gates, and indoor lift systems that can lift and move large furnishings without damage.

Sufficient staff and equipment must be available as required to perform moves on scheduled dates.

All attachments, fasteners and components must be removed, stored and reinstalled. All shelving that is moved or erected must be secured to prevent falls using manufacturers recommendations. Vendors are responsible for the safety of the final installation.

Any items that have been disassembled for transportation shall have the hardware (screws, nuts, bolts, hooks, handles, etc.) securely attached to the items. If tape is used, it must not damage and leave any marks or residue on the item.

Exclusions Disposal services are excluded from this contract unless disposal is a necessary part of a move.

Materials It is desirable that vendors be capable of providing the following supplies and equipment:

Hydraulic or Air powered Stack/Shelve moving equipment

Bill of Lading The Bidder(s) awarded contracts pursuant to this RFR must prepare an itemized Bill of Lading for every shipment it transports. The information provided on the Bill of Lading must be the same information shown on the order for service. A copy of the Bill of Lading must be given to the Eligible Entity prior to loading of the goods. The Bill of Lading must include the following information:

· Contractor’s Name and Address

· Telephone Number

· Address and Telephone Number of Eligible Entity

· Description of Services or Products and Amount Charged

Site Supervisor The Bidder(s) awarded contracts pursuant to this RFR must provide a designated Site Supervisor for each move performed under this contract from start to finish. The Site Supervisor shall be responsible for overall performance of service and must be available for consultation, pre-move meetings and execution of moves under this contract. The name of the Site Supervisor must be specified in the Contractor’s cost estimate/quote to the Eligible Entity Site Inspection The SST or a user department may elect to tour the bidder’s storage facility for evaluation purposes or on an as needed basis during normal business hours.

Security It is desirable that vendors awarded contracts pursuant to this RFR have established security procedures for materials considered confidential, valuable, or rare. Vendors offering services for confidential, valuable, or rare items must maintain continuous oversight, security, and control of confidential material including transport in locked vehicles while in the possession of the Vendor.

Bidders should describe their ability to provide secure handling, transport, and storage of confidential, valuable, or rare materials using Attachment A: Bidder Response Form.

Vendors may be required to meet specific requirements of the Eligible Entity to ensure their confidentiality requirements are satisfied. Please see section 3.6.6 of the RFR.

Warehousing It is desirable that Vendors awarded contracts pursuant to this RFR have a minimum of 10,000 square feet of secured, clean warehouse capacity. The warehouse must have insurance coverage for all items stored. It is desirable that vendors have the ability to rack and palletize according to the Eligible Entities requirements.

Transporting Vendors awarded contracts pursuant to this RFR must take appropriate measures to protect and preserve all property by transporting items in a closed van and protect items from inclement weather conditions. All furniture and equipment not identified for disposal must be padded and transported in a neat, organized, orderly manner with all shipping boxes easily identified. All open file library carts, un-lockable filled file cabinets, and equipment with loose or moveable parts must be shrink-wrapped.

Reusable padding must be used whenever possible. Bidders should describe their usage of reusable padding in the appropriate section of the Environmental Practices form included in the Bidder Response Form (Attachment A).

Employee Identification The vendor’s company name must be visible on all personnel, including subcontractors, in the form of an identification badge, company uniform or shirt.

Waste Removal and Recycling Services Vendors must be able to provide waste removal and recycling services that include removal and recycling of materials in their requests for quotes or statements of work. This includes project waste removal and surplus office furniture that is included as part of a move. Such services will be negotiated between the Eligible Entity and the Vendor. Vendors must provide same day cleanup of all areas involved in the move, unless otherwise agreed with the Eligible Entity in writing.

Eligible Entities may not utilize this contract for the disposal of furniture independent of a moving project. Furniture disposal services are currently available under Statewide Contract FAC86 - Solid Waste and Recycling Services.

Computer and Computer Related Equipment Vendor must utilize proper moving equipment and packing for computer and computer related moves. The Eligible Entity will be responsible for disconnecting, unplugging, and reconnecting all computer cables and plugs to all computer and computer related equipment prior to the move.

Travel Vendors may bill travel for a maximum of four (4) hours per person per workday. Eligible Entities are not required to pay for additional travel time over four (4) hours. Meals, lodging, incidental and other expenses excluding tolls and ferry service will not be billed or paid by any Eligible Entities. Commuting expenses will not be reimbursed.

Quotes Vendors must provide quotes within the requested timeframe from the Eligible Entity seeking quotes, regardless of location. Quotes must include the proposed number of employees, size of vehicle(s), amounts of materials to be used; the number of hours broken out by personnel classification, the number of days to complete the move, and the total move cost. Travel time not quoted will not be paid. Site visits are at the discretion of the Eligible Entity.

Insurance Requirements If any insurance policy expires during the life of the Contract, a renewal certificate must be sent to the Eligible Entity fifteen (15) days prior to the expiration date.

Comprehensive General Liability Insurance The Contractor and all subcontractors, at their own expense, must maintain in full force and effect during the life of the contract and until all work or service required to be performed under the terms of the Contract is satisfactorily completed and formally accepted, comprehensive general liability insurance written on an occurrence basis, including without limitation the following coverage, bodily injury and death liability; personal injury liability (with no employee exclusion), Independent Contractor protective liability; broad form property damage (with X, C, and U coverage) and contractual liability. This insurance shall not contain a care, custody and control exclusion. The policy must identify the Commonwealth of Massachusetts as an additional insured. This insurance shall be written with respect to all coverage, for not less than the following policy limit: one million ($1,000,000) per each occurrence and one million ($1,000,000) aggregate.

Comprehensive Commercial/Business Motor Vehicle Liability Insurance The Contractor and all subcontractors, at their own expense, must maintain in full force and effect during the life of the contract and until all work or service required to be performed under the terms of the Contract is satisfactorily completed and formally accepted, comprehensive commercial/business motor vehicle liability insurance written on an occurrence basis, with respect to any of the Contractor’s owned, hired, leased and non-owned vehicles assigned to or used in performance of the Contractor’s work or services under this Contract, with no deductible including without limitation coverage for: bodily injury and death liability; property damage and any other hazard arising out of the ownership, maintenance or use of motor vehicle. Such coverage shall be in accordance with applicable law, including, but not limited to, the automobile insurance regulations of the United States, the Commonwealth of Massachusetts, and any other states where the Contractor may maintain its principal place of operation and/or staff or maintain personnel or equipment. This insurance shall be written with respect to all coverage, for not less than the following policy limits: $1,000,000 per each occurrence; $1,000,000 aggregate.

The general liability and motor vehicle insurance required by this RFR may be arranged under single policies for the full limits as set forth above or by a combination of underlying insurance with the balance of the limit amount provided by excess or umbrella insurance policies. All excess or umbrella insurance policies shall follow form, without exclusions or reductions in coverage over the primary liability insurance policy. All policy limits for insurance coverage required by this RFR shall be exclusive of litigation costs and attorney’s fees. All policies must state that bankruptcy or insolvency of the insured shall not relieve the insurer of its obligations under the policy and must state that the insurer is liable for payment of amounts within any deductible applicable to the policy, with the right of reimbursement by the insured for any such payment made by the insurer.

Security Deposit or Additional Insurance A Contractor may not charge an Eligible Entity a security deposit or additional insurance for any commodity or service under this Statewide Contract.

Transition of Services In the event that an Eligible Entity under contract with an FAC127 vendor chooses to transition to a contract with another vendor, the FAC127 vendor is responsible to coordinate with the Eligible Entity and the new vendor to ensure the movement of stored items at no charge to the user Departments beyond those costs itemized in the price sheet submitted with the vendor’s bid package. The new vendor and the outgoing FAC127 vendor assume any and all expenses that may arise to move all records, files and boxes as specified in the contract between the newly selected vendor and the Eligible Entity. The new vendor and the outgoing vendor shall coordinate the timeframe and schedule for a records storage transition. The schedule must be approved by the Eligible Entity.

The requirements of this section also apply to FAC127 vendors during transitions to vendors awarded the contract replacing FAC127 upon its expiration.

Prevailing Wage Bidders must comply with the Prevailing Wage Law, as administered by the Commissioner of Labor and Workforce Development/Division of Occupational Safety (DOS). All employees of Contractors engaged in activities covered by the Prevailing Wage Law must be paid at least these rates for any work performed under a Contract resulting from this RFR when working in a public building or on a public work. Details can be viewed here - https://www.mass.gov/prevailing-wage-program Construction Law Compliance All work performed under this contract must comply with the Massachusetts construction laws, M.G.L. c.149 (building construction) and M.G.L. c.d s.39M (public works projects). For reference, please review the “Charts on Procurement Procedures” available for download from the Inspector General’s website at: https://www.mass.gov/download-oig-public-purchasing-and-public-construction-manuals.

This contract may be used for construction, reconstruction, alteration, installation, demolition, maintenance, or repair services and, if needed, associated materials. It is the responsibility of the Eligible Entity to consult their legal counsel for assistance determining whether installation work includes construction as defined by M.G.L. c.149 or M.G.L. c.30 s.39M. All construction or construction related labor provided under this contract is limited to $50,000 or less per engagement. Any services provided that would exceed $50,000 in labor costs must go out to a public bid.

Eligible Entities will be allowed to contract with any Contractor under this Statewide Contract for services for building or public works construction projects estimated to cost less than $10,000 without the need to solicit multiple written price quotations when procuring these services, unless required by the Eligible Entity’s internal procurement policies and requirements. Eligible Entities must use sound business practices which require a record that includes, at a minimum, the name and address of the person from whom the services were procured.

If using this Statewide Contract for building construction or public works projects estimated to cost between $10,000 and $49,999 (this amount is capped for construction or construction-related labor only), Eligible Entities are required to solicit a minimum of at least three (3) responses from Contractors on this Statewide Contract and MUST receive written responses from at least two of the Contractors, provided that the contract shall be awarded to the responsible person offering to perform the contract at the lowest price quotation. If the project requires additional equipment/parts/materials the costs associated with such equipment/parts/materials may exceed $50,000 cost limit.

All Awarded Contractors will be required to execute statements of work for engagements under this contract that incorporate applicable public construction law requirements including, but not limited to employment requirements, labor harmony and OSHA training certifications, change orders and adjustments, foreign corporations, payment requirements, weather protection, financial reporting, auditor’s certification where applicable.

Construction projects exceeding these limits are not permitted under this contract.

A Payment Bond is required from Contractors on projects where construction or construction-related labor costs exceed $25,000.

Background/CORI check requirements The Commonwealth maintains strict building and property security requirements. This may require Contractors to obtain permission from the designated Eligible Entity representative prior to Contractor personnel attempting to access the site. The Bidder must provide personnel who will agree to all security requirements including, but not limited to, background checks and physical searches prior to entering or exiting Eligible Entity sites that require such.

Ordering and Quotes Responding to Buyer’s quote requests is a requirement of this contract. Contractors choosing not to bid must respond to COMMBUYS quote requests with a “no bid” by selecting the “Is No Bid” checkbox on the General tab of the quote. Similarly, Contractors choosing not to bid on quote requests received outside of COMMBUYS must respond with a “no bid”.

Contractors must provide a quote that clearly identifies all commodities, materials, services and/or requirements which may incur costs for the Eligible Entity. All quotes must be for only products and/or services that Contractor is awarded to sell under this Statewide Contract. Furthermore, Contractors may not bill Eligible Entities for costs not identified in the quote, accepted by the SST, and agreed to by the Eligible Entity unless otherwise specified.

Environmental Specifications In 2009, Executive Order 515, establishing an Environmental Purchasing Policy for Executive Departments, was signed. View the Environmentally Preferable Products (EPPs) 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.

Bidders should also be aware that in 2021, Senate Bill 9 - An Act Creating a Next Generation Roadmap for Massachusetts Climate Policy was signed to achieve Net Zero emissions in 2050 and furthers the Commonwealth’s efforts to combat climate change and protect vulnerable communities. The full Act may be viewed at https://malegislature.gov/Bills/192/S9. In 2021, Executive Order 594, Leading By Example: Decarbonizing and Minimizing Environmental Impacts of State Government, was signed. EO594 requires all eligible state agencies to assess and implement strategies to mitigate greenhouse gas emissions and other environmental impacts when planning for and executing projects related to the design, construction, operations, and maintenance of state facilities, and the procurement of goods and services, including vehicles. View EO594: Leading By Example requirements at https://www.mass.gov/executive-orders/no-594-leading-by-example-decarbonizing-and-minimizing-environmental-impacts-of-state-government.

Environmental Benefit Claims/Labeling 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. Documentation of the certification claimed by the vendor must be supplied upon request if it is not publicly available for verification (on either the vendor’s or certifier’s website).

Vendors claiming environmental benefits of their products shall list the appropriate benefits or industry standard it meets in the quarterly sales reports, if applicable, or on separate annual reports.

Environmental Practices Form Bidders must complete the Environmental Practices Form tab included in Attachment A to this RFR and submit it with their Quote. The form allows Bidders to communicate existing business practices that foster a sustainable approach to conducting their operations and reduce environmental or public health impacts. Bidders may receive additional points in the evaluation phase of the RFR for the environmental initiatives they identify, however, bidders must substantiate all answers to receive additional points.

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. The objective of this requirement is to actively encourage suppliers to incorporate sustainable practices throughout their business operations and further market such practices to Contract users. Bidders may include written proposals submitted as an attachment “Environmental Plan” to their Quote detailing a commitment to action contingent upon receipt of a Contract award.

Compensation Structure/Pricing Compensation will be based solely on the pricing submitted by the Bidder and accepted by the SST. Pricing must be submitted for all goods and services to be provided under this Statewide Contract. Pricing will be published on COMMBUYS.

Buyers may request quotes from awarded vendors on a project basis or an hourly rate basis. Vendor quotes must be based on hourly rates no greater than those awarded by the SST as a result of this bid solicitation or Authorized Price Change in the future, see RFR Section 3.4.4.

Prevailing Wage Bidders must comply with the Prevailing Wage Law, as administered by the Commissioner of Labor and Workforce Development/Division of Occupational Safety (DOS). All employees of Contractors engaged in activities covered by the Prevailing Wage Law must be paid at least these rates for any work performed under a Contract resulting from this RFR.

Pricing for Moving and Storage Bidders must provide moving and storage pricing using the Pricing tab in Attachment A: FAC127 Bidder Response Form. No Bidder will be awarded without providing pricing in Attachment A.

Bidders must provide their Prevailing Wage Rate percentage mark-up for activities covered by the Prevailing Wage Law. In addition, Bidders must provide their Union Rate and non-Prevailing Wage Rate, if applicable. Omission of the Prevailing Wage Rate percentage mark-up information will result in bid disqualification.

Moving The following are the compensation structure/ price components for moving services:

Labor Rates: Bidders must provide all applicable labor rates for Moving Helpers, Installers, Packer/ Craters, if applicable.

Moving Trucks and Drivers: Bidders must provide all applicable rates for Moving Trucks and Moving Drivers, if applicable.

Storage Bidders must provide the cost of storage in the Pricing tab of Attachment A: FAC127 Bidder Response Form in the format of Per Cubic Foot Per Month.

Bidder should specify pricing for climate-controlled storage facilities, if applicable.

Material All pricing for materials must be provided in the Price Sheet tab of Attachment A: FAC127 Bidder Response Form. Bidders must indicate the percentage of post-consumer recycled content (PCRC) for the items indicated in the Price Sheet.

Awarded Bidders must provide credit for unused and unopened packing supplies.

Prompt Pay Discount All Bidders must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the Bidder can provide compelling proof that it would be unduly burdensome.

Bidders must submit agreeable terms on the Prompt Payment Discount Form, included on the Bid, unless otherwise specified by the SST. The SST will review, negotiate, or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to offer a PPD may be waived by the SST on a case-by-case basis if participation in the program would be unduly burdensome on the Bidder. If a Bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in the Bidder’s Quote.

Authorized Price Changes Awarded vendors will be allowed to request an update to their prices once per year in March, beginning in 2025. If approved, changes will be effective on or before July 1. Vendors must be current on all contract requirements including reporting requirements and Supplier Diversity Program plan commitments in order for price change requests to be considered.

Any such requests must be accompanied by documentation supporting the reasons for the requested change. The request, written on the Contractor’s letterhead must include identified price increases and their source and copies of old and new price lists, if applicable, reflecting price changes.

SUPPLIER DIVERSITY PLAN (SDP)

Program Background Pursuant to Executive Order 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized by the Supplier Diversity Office (SDO).

All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

Financial Commitment Requirements All Bidders responding to this solicitation are required to make a meaningful financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization. This SDP Commitment must be expressed as a percentage of any contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum total SDP Commitment acceptable in responses to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

· Minority-Owned Business Enterprise (MBE)

· Minority Non-Profit Organization (M/NPO)

· Women-Owned Business Enterprise (WBE)

· Women Non-Profit Organization (W/NPO)

· Veteran-Owned Business Enterprise (VBE)

· Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

· Disability-Owned Business Enterprise (DOBE)

· Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE) Eligible Types of Business-to-Business Relationships Bidders and Contractors may engage SDP Partners in the following two ways:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of…