HSP45_Laboratory Supplies and Equipment_Attachment_A_ Bidder Response Form_11.10.2022~1.xlsx
XLSX spreadsheet 125 KB Posted
- Attached to
- Laboratory Supplies and Equipment
- Contract number
- HSP45
- Issued by
- Massachusetts
About this file
This document is a Bidder Response Form for the HSP45 Laboratory Supplies and Equipment Request for Response (RFR), issued by the Commonwealth of Massachusetts for a statewide contract vehicle. The document is a comprehensive submission template for potential vendors seeking to provide laboratory supplies, equipment, and related services to Massachusetts state and local government entities through COMMBUYS, the state's procurement platform.
The contract covers nine distinct product categories including Chemicals, Clinical Products, Clinical Diagnostics, Equipment, Forensic & Environmental, Furnishings, Microbiology, Safety Products, and Scientific Educational supplies. Vendors are required to provide minimum percentage discounts from their list prices for each category, with options to offer volume discounts, equipment rental agreements, installation services, equipment maintenance, and repair. The solicitation requires bidders to demonstrate financial stability, supply chain integrity, emergency preparedness, and environmentally preferable practices. Successful vendors must provide online catalog access, complete a detailed bidder information form, submit references, provide pricing information, and demonstrate compliance with state and federal tax requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| HSP45_%20Contract%20User%20Guide_2025_05_02.pdf | ||
| HSP45_Laboratory Supplies and Equipment_SDP_Form_Attachment_E_11.10.2022~2.xlsx | XLSX spreadsheet | |
| HSP45_Laboratory Supplies and Equipment_PPD Form_Attachment_D_11.10.2022~2.docx | DOCX document | |
| HSP45_ Contract User Guide_07.01.25.docx | DOCX document | |
| Intent to Bid Notice_HSP45_Laboratory Supplies_and_Equipment1.docx | DOCX document | |
| HSP45_Laboratory Supplies and Equipment_RFR_FINAL_11.10.2022~1.docx | DOCX document |
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NOTE TO BIDDER
NOTE TO BIDDER:
This is the Bidder Response Form for the HSP45 Laboratory Supplies & Equipment RFR. Use the tabs below to move through each portion of the response form. Bidders must complete the "Bidder Information" tab, "Bidder References" tab, include pricing info/attachments, and the EPP Form tab. Failure to provide all of the requested information may result in your response being disqualified. Any questions must be posted to COMMBUYS through the “Bid Q&A” tab.
Thank you -The HSP45 Strategic Sourcing Team
Bidder Submission Checklist
| HSP45: Laboratory Supplies and Equipment Bidder Submission CHECKLIST | |||
| Are you submitting item with bid (Yes/No) | Required/Mandatory Documents | File format | File Name |
| Completed Bidder Response Form_Attachment_A Must be in the original format, do not further protect this document. |
1) Bidder Information
2) Bidder References
| 3) Pricing Information 4) Online Catalog Access Information 5) Environmentally Preferable Products (EPP) Form | .xlsx | CompanyName_HSP45BidderResponseForm_Attachment A | ||
| Company Organizational Chart -- Add YOUR document as Attachment B | .doc or .pdf | CompanyName_HSP45_OrgChart_Attachment_B | ||
| Company Net Pricing Information -- Add as Attachment C | .xlsx | CompanyName_HSP45_MA State Net Pricing List_Attachment_C | ||
| Company PPD Form -- Attachment D | .doc or .pdf | CompanyName_HSP45_PPD Form_Attachment_D | ||
| Supplier Diversity Plan (SDP) -- Attachment E | xlsx. | CompanyName_HSP45_SDP Form_Attachment_E |
Bidder Information
| HSP45: Laboratory Supplies & Equipment |
| BIDDER RESPONSE FORM - BIDDER INFORMATION |
| Bidder must respond to all questions in the sections below unless stated otherwise. |
Each gray box is a response field Example: Company Name, Inc.
| 1. Bidder Information (type answers into the outlined boxes below) | |
| Legal Company Name (inc DBA info): | Years in Business: |
| Legal Company Address: | Days/Hours of Operation: |
| Company Phone : | Company Website: |
| Cell Phone: | Main Office/Physical Presence in MA: |
| Company Email: | Warehouse Locations: |
2. Contact Person(s) (provide at least one contact person and list additional contacts where applicable)
| Name (First Last) | Phone (###) ###-#### | ||
| Primary Account Manager: | |||
| Customer Contact (if not primary): |
This name should be same as COMMBUYS contact and will be listed in the Contract User Guide.
| 3. Emergency Contact Person (provide a contact that can be available for emergency situations): | |||
| Name | Phone | ||
| Emergency Contact Person: |
| 4. Is your company compliant with both state/federal taxes? In the last fiscal year did the Bidder have annual dollar sales from lab supplies/equipment greater than $200,000? |
| Answer (Yes/No): |
| 5. Is the Bidder responding as a Distributor or as a Manufacturer of lab supplies & equipment, as described in the RFR? A bidder cannot bid as both and must state one below? |
| Distributor or Manufacturer?: |
6. Geographic Coverage. Can your organization service the entire Commonwealth of Massachusetts? (answer Yes/No)
7. Company experience: Provide a narrative description demonstrating your knowledge/experience in major aspects of Lab supplies & equipment sales. Also, provide the types of lab supplies/equipment the Bidder routinely sells and can provide under the scope of the contract. Use the box below for the answer. The box will expand to accommodate your response.
8. Provide a statement that describes the current state of your working relationships with entities within the lab supplies/equipment supply chain? Please provide total number of items (related to SKUs) your company would offer if awarded a contract for Categories 1 through 8.
9. State the total number of items (SKUs) your company would offer if awarded a contract for Category 9 Scientific Educational. Large distributors’ scientific educational sections are eligible for Category 9 if they bid a separate educational catalog.
10. Financial information (capacity plan, resources and infrastructure): Each Bidder shall submit with their Bid evidence that it has the financial capability, stability, experience, and capital to purchase large quantities of supplies from the supply chain to serve buyers in the manner prescribed and to perform the required work satisfactorily.
| 11. Our business is willing to integrate an online PunchOut catalog with COMMBUYS (means a buyer builds an order in a vendor’s online system and the order is transmitted back to COMMBUYS, which then creates the PO and sends the PO to the vendor). Y or N ____ |
| (Please see Online Catalog Tab to insert information) |
| 12. Does the Bidder currently have contracts in place with lab equipment/supply manufacturers as described in the RFR? | |
| Yes or No _________________ |
13. Adverse conditions. The Bidder shall submit, if applicable, a description of any and all bankruptcies, 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. Any violations or compliance-related investigations or other issues must be included. If this does not apply please put “n/a” below.
14. Insurance. Describe your company’s liability (general and auto), property, personal injury and worker’s compensation insurance, including the limits, in the lines below.
| Insurance | Total Limit | Per Incident Limit |
| General Liability |
| Auto |
| Property |
| Personal Injury |
| Worker’s Compensation |
| Other (please specify) |
| Other (please specify) |
15. Provide a statement that your business has a written plan or policy that outlines the steps the Bidder takes to ensure it is not obtaining laboratory supplies/equipment that are counterfeit, fake, adulterated, damaged, secured from a "fire sale", improperly stored, shopworn, outdated or have other issues from the laboratory supply chain and then selling them to its customers. Provide a copy of your actual supply chain integrity policy.
16. Emergency response/preparedness: In a declared state of emergency where the safety and well being of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with commodities and/or services under the Statewide Contract on a priority basis. Bidder's response must include: 1) State whether there is a written Continuity of Operations Plan (COOP) describing how the company will continue to do business in case of emergency. 2) Provide a list of Bidder's building locations that would be available to serve MA during an emergency. 3) Provide a description of the areas of MA that Bidder could supply in the event of an emergency (ie: Entire State, Specific City or Region)
17. Our business during the previous 12 months did not exceed 120 days past terms to pay supplier invoices. Y or N _______
Bidder References Reference Company/Entity Name Contact Person Name (First Last) Phone (###) ###-#### Email Additional Information
| HSP45: Laboratory Supplies and Equipment |
| BIDDER RESPONSE FORM - BIDDER REFERENCES (Based on categories you are bidding) |
A minimum of three (3) references MUST be submitted with bid response from institutional accounts, or from the three largest customers in Massachusetts, if available. It is important that a valid email address be provided for each business reference.
Each gray box is a response field.
Pricing Information
| HSP45: Laboratory Supplies and Equipment |
| Pricing Information |
Please enter all pricing information as requested. Please include your Net Price List as a separate attachment (as attachment C). Questions 1-9, if you will not quote, enter "NO QUOTE" do not leave item blank as that will not be counted and SST will not reconfirm categories.
1. Enter the Category 1 (Chemicals) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 1, enter: No Quote.
2. Enter the Category 2 (Clinical Products) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 2, enter: No Quote.
3. Enter the Category 3 (Clinical Diagnostics) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 3, enter: No Quote.
4. Enter the Category 4 (Equipment) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 4, enter: No Quote.
5. Enter the Category 5 (Forensic & Environmental) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 5, enter: No Quote.
6. Enter the Category 6 (Furnishings) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 6, enter: No Quote.
7. Enter the Category 7 (Microbiology) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 7, enter: No Quote.
8. Enter the Category 8 (Safety Products) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 8, enter: No Quote.
9. Enter the Category 9 (Scientific Educational) minimum discount __% from your list or catalog price your business will use to calculate Net Prices. If not quoting Category 9, enter: No Quote.
10. A Bidder may offer Vendor Market Share/Volume Discount Agreements as special incentives in the form of an additional percentage discount to purchasing entities agreeing to purchase at least (n) % of their lab supplies/equipment from the vendor or commit to a monthly dollar sales volume of at least (n) $ with the vendor. Are you open to offering such opportunities to buyers?
To respond type Yes or No _______
| If the answer is yes to Vendor Market Share/ Volume Discount Agreements provide a concise detailed statement describing your offering (this does not preclude an awarded vendor from offering other discounts for specialized items a given times). |
| Statement to be written in the following space and should not exceed 1000 words: |
11. If awarded a contract, our business will offer cost per test equipment rental agreements. Y or N _____
12. If awarded a contract, our business will offer reagent purchase equipment rental agreements. Y or N ______
13. If awarded a contract, our business will offer installation of laboratory equipment. Y or N _______
14. If awarded a contract, our business will offer integration of new laboratory equipment with existing equipment/systems. Y or N _______
15. If awarded a contract, our business will offer maintenance of laboratory equipment. Y or N _______
16. If awarded a contract, our business will offer repair of laboratory equipment. Y or N _______
17. HSP45 MA State Net Price List (ADD as Attachment C) is a separate Excel file that must be completed and submitted with your response. Have you attached it to your response? Yes or No _________
Online Catalog Information
| HSP45: Laboratory Supplies & Equipment |
| Online Catalog Information |
| 1. Online Catalog: Does the Bidder have a free Online Catalog where purchasing entities can determine which manufacturers and products are available; and check product pricing? Please provide information on your online ordering system. |
| Please us this space to attach your online catalog or other pertinent information (passwords/access info) for your catalog and/or other resources: |
| **Bidder must provide access to their online catalog for purposes of Bid Evaluation. |
EPP Form
| HSP45: Laboratory Supplies & Equipment |
| Bidder's Current Environmentally Preferable Products and Practices Form |
| The primary purpose of this form is to encourage potential Bidders to communicate existing business practices that foster a sustainable approach to conducting their operations. This may include one that has a reduced impact on the environment or public health, such as, but not limited to, creating less waste by using less packaging; eliminating the use substances and/or materials that are considered toxic; or using alternative fuel vehicles in the delivery fleet for the purpose of reducing air pollution and greenhouse gas emissions. |
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. If reference is made to an attached document, or a website, list the specific page and line to which information is referenced.
BIDDER NAME:
| Bidder questions | To be responsive, bidder must provide answers to questions below. If no answer, indicate "none". If not applicable, indicate N/A. | Identify any links or names of attached documents required to substantiate any claims below |
| (box will expand as you add text) | ||
| Bidder Sustainability Program/Environmental Business Practices | ||
| Indicate to the right and attach (or provide link) any of the following corporate sustainability policies/plans: | ||
| Corporate Wide Sustainability Policy | ||
| Climate Action Plan | ||
| Zero Waste Policy | ||
| Toxics Reduction Strategy | ||
| Does Bidder offer equipment with rechargeable batteries? | ||
| Green Fleet Policy | ||
| Sustainable Procurement Policy or Environmentally Preferable Purchasing Policy | ||
| Anti-Idling Policy | ||
| Does Bidder offer Take Back Programs on products or equipment? Please provide program information. | ||
| Waste Prevention and/or recycling policy/program? | ||
| Other: | ||
| Briefly describe and list sustainable procurement practices and achievements as a result of the policies checked above (if no policies checked, leave blank): | ||
| Does your company publish an annual Sustainability Report? If yes, provide your latest report as a link or attach, and briefly describe key elements and accomplishments. The sustainability report may include reference to policies but should include specific and measurable accomplishments over the last year. | ||
| Do you have specific measurable targets for reducing your use of energy, water and chemicals? Describe targets: | ||
| Decarbonization | ||
| What commitments and efforts has the company made to cut its carbon footprint? Describe: | ||
| Company reports Greenhouse Gas emissions and climate change strategy to the Carbon Disclosure Project (CDP) or publicly disclose an equivalent amount and type of information on an annual basis (provide proof of reporting): | ||
| Bidder Facility Sustainability Practices: List individual steps not indicated above that your firm has taken to improve the sustainability at your own operations: | ||
| Uses at least 50% remanufactured toner cartridges in printers (provide total annual spend on remanufactured and Original Equipment Manufacturer cartridges): | ||
| Implemented a green cleaning program at our own facilities (describe program and provide a list of third-party certified products used): | ||
| Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models (provide a list certified products): | ||
| Incorporates green building design elements into all construction and renovation projects. (list green design elements and provide supporting documentation to substantiate): | ||
| Owns or leases buildings certified to LEED or other green building standard (describe any data collected and provide link to any published reports): | ||
| Purchases or creates renewable electricity onsite (e.g., solar or wind systems) (describe and indicate the % of energy that is derived from renewable sources): | ||
| Has internal recycling (list all materials included in the program): | ||
| Has a composting program (describe): | ||
| Has received a third party waste audit and implemented recommendations (attach proof of implemented recommendations): | ||
| Other sustainable initiatives not listed above (provide documentation to substantiate claims): | ||
| Packaging: Has your company implemented any environmental packaging initiatives? | ||
| Do you incorporate packaging reduction, reuse, and recycling in purchasing practices (describe all practices that apply): | ||
| Does Bidder label, package or identify environmentally preferred products? On their online buying platforms? This includes recycled content and products meeting a third party environmental certification per Section 4 of the RFR) | ||
| Other (describe): | ||
| Shipping/Transportation: Has your company implemented any of the following environmentally sound shipping and transportation practices? | ||
| Has your company implemented any environmentally sound shipping and transportation practices? Examples include, but are not limited to: EPA SmartWays member, using alternative fuel vehicles (provide types of vehicles), using biodiesel fuel in vehicles, purchasing environmentally preferable fleet products (e.g., retread tires, re-refined motor oil, low-VOC solvents, etc.)? Provide a description of the practices: | ||
| Other. Please describe: | ||
| Training and Education | ||
| Describe how your company trains staff on the products or service that involves an environmentally preferable component? Provide a description of the practices: | ||
| Describe how your company trains educates customers on the products or service that involves an environmentally preferable component? Provide a description of the practices: | ||
| Certifications Bidders should familiarize themselves with the various certifications and standards for products and processes that are available within the industry in which they operate, with particular attention to those concerning environmental issues. | ||
| Is a reporting member of the EPA or Massachusetts WasteWise Program? Provide proof of membership. | ||
| Is LEED Certified? Provide proof of certification: | ||
| Has adopted an environmental management system that is geared to continuous improvement (e.g., ISO 14000). Provide proof of an EMS audit. | ||
| Certified as a Massachusetts Sustainable Business Leader through the Sustainable Business Leader Program. Provide proof of certification. | ||
| Other industry environmental standards where applicable. Examples include CERES principles, C2C Protocol, Responsible Care Codes of Practice or other similar standards. Provide proof of standards. | ||
| Is a certified B Corporation. Provide proof of certification. | ||
| Other. Must provide appropriate documentation to substantiate claims. | ||
| Other Environmental Criteria & Product Offerings | ||
| Bidders providing any other environmentally preferable options in the price sheet, not already covered by the specifications, may provide additional information about the options here. Please include a description of the product, how the product is environmentally preferable, how pricing compares to the conventional product counterpart, links to additional information, or if attaching product information, please reference names of files, and any additional information that would be helpful for reviewer: |
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