FFY21 Child Restraint Distribution Program RFR.docx

REQUEST FOR RESPONSE

Massachusetts Child Restraint Distribution Program RFR #______ / COMMBUYS Bid# ______

ISSUE DATE:

1. Description or Purpose of Procurement:

The Massachusetts Executive Office of Public Safety and Security's Office of Grants and Research (OGR) is soliciting qualified bidders that can provide and deliver federally-approved child restraints to organizations across Massachusetts.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One ("X" ):

a. Estimated Number of Awards The target maximum number of Contractors is 1; the Purchasing Department may award more if it is in the Commonwealth's best interests.

b. Adding Contractors after initial Contract Award If over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the Commonwealth's requirements, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

· Massachusetts State Police

· Massachusetts Department of Children and Families

· Massachusetts Department of Public Health The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

From the execution date through 08/31/2021

Approximately three months

Total Maximum Contract Duration

Two years, three months

7. Anticipated Expenditures, Funding, or Compensation:

The funding for any contract resulting from this procurement is conditioned upon receipt of federal funds.

8. Contract Performance and Business Specifications Scope of Services The contractor shall:

· Provide a broad array of federally-approved child restraint brands and styles for purchase.

· Provide costs per restraint brand and style in spreadsheet format. The shipping cost must be included in the cost per car seat. It cannot be a separate, additional cost. Sales tax cannot be included; it is non-reimbursable.

· Provide door-to-door delivery of restraints and guarantee that no shipments will be left outside of any entity. All shipments must be received in person. OGR staff will provide orders with delivery addresses and instructions. Some deliveries may need to be scheduled via phone or email with the destination entity.

· Provide OGR staff with tracking information for each shipment

· Comply with all regulations outlined in the Office of Grants and Research Subrecipient Grant Conditions document. A copy is included as an attachment to this bid on COMMBUYS.

· Complete delivery of all restraint orders by August 31, 2021

· Submit invoices to OGR after restraints have been delivered to and received by the entity.

Commodities being Procured:

Infant car seats, convertible car seats, combination car seats, booster seats, travel vests, and/or car beds

Fiscal Terms:

· This will be a reimbursement contract; restraints must be delivered to and received by the entity before the contractor submits an invoice to OGR for reimbursement.

· All invoices must be submitted to OGR by September 15, 2021.

· The Commonwealth of Massachusetts is tax-exempt.

· OGR follows the Comptroller's bill payment policy found here: https://www.mass.gov/files/documents/2016/10/wn/po-ap-commonwealth-bill-paying.pdf

· All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative to receive early and/or on-time payments unless the bidder can provide compelling proof it would be unduly burdensome. Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal unless otherwise specified by the SST. The PPD form can be found as an attachment for this Bid on COMMBUYS. See Appendix A for additional details.

9. Supplier Diversity Plan (SDP) Plan All bidders are required to make a significant financial commitment to partner with certified M/WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs and/or LGBTBEs certified or verified by the Supplier Diversity Office (SDO). Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis, using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract.

See Appendix A for additional details.

10. Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent the best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered products and services that help conserve natural resources, reduce waste, protect public health and the environment, and promote clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

Responses will be evaluated, scored, and ranked by the evaluation team; the scoring criteria is as follows:

12. Instructions for Submission of Responses:

In addition to the documents listed below under "14. Required Forms," contractors must also submit:

· A listing of all available restraints with prices, sorted by type (car bed, travel vest, infant, convertible, combination, booster, etc.). The shipping cost must be included in the cost per car seat. It cannot be a separate, additional cost. Sales tax cannot be included; it is non-reimbursable.

· A catalog of all available restraints with photos, if available.

· No more than two pages (typed, size 12 font, single-spaced) describing their experience working on projects of similar scope and confirming their ability to achieve all deliverables listed in the scope of services Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the "Create Quote" functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

13. Estimated Procurement Calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this bid.

a.Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses), Deadline (Bid Opening), Date, and Time indicated in the Estimated Procurement Calendar (above).

b. Estimated Contract Start Date This is the approximate start date. The actual start date will be the Effective Contract Date which is the date the parties execute the Contract.

14. Required Forms Responses to this RFR must contain the documents listed in the table below. All documents must be completed and submitted electronically in COMMBUYS by the bid deadline. After a contractor is selected, they will be required to submit original versions of these forms (with wet ink signature) before a contract is executed.

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

15. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids