IFB Office Drinking Water Service Bid QCC15-S016.pdf

Quinsigamond Community College

Invitation for Bid (IFB)

Office Drinking Water Service

SEALED BID # QCC15–S016

Prepared By:

Stacey Tata, Purchasing Manager

670 West Boylston Street Phone: 508-854-4382 Worcester, MA 01606-2092 Fax: 508-854-4208

Quinsigamond Community College IFB Sealed Bid #QCC15-S016 Office Drinking Water Service

TABLE OF CONTENTS

I. General Information____________________________________3

a. Information for Bid

b. Procurement Timetable II. Bid Submission Requirements 3

a. Bid Submission Requirements

b. Additional Requirements III. Purchase Description/Scope of Services__________________4

a. Purchase Description and Terms

b. Contract Term IV. Rule for Award 4 V. Required Forms for Bid Response 5

a. Bid Form

b. List of Contracts and Services Provided

c. References

d. Water Safety Testing Data

e. Certificate of Non-Collusion

f. Certificate of Tax Compliance

g. Contractor Authorized Signatory Listing

h. W-9 Form (or equivalent) VI. Additional Contract Terms and Conditions 10

a. Guarantee

b. QCC terms

c. COMMONWEALTH TERMS AND CONDITIONS

I. General Information

a. Information for Bid

Quinsigamond Community College is seeking a vendor for office drinking water delivery services for all of our QCC campuses.

b. Procurement Timetable Bid Documents Available Friday, May 1, 2015

Questions Due to stata@qcc.mass.edu

Friday, May 8, 2015

Sealed Bids Due Friday, May 15, 2015 at 2:00PM

Final Decision Thursday, June 10, 2015 Sign Contract Week of June 12, 2015

Contract Commences July 1, 2015;

upon mutual signed agreement

QCC shall award the contract to the lowest responsible and responsive bidder, contingent upon QCC Board approval. If the Bidder selected as the contractor fails to perform its agreement to execute a contract in accordance with the terms of its Bid, an award shall be made to the next most advantageous Bidder.

II. Bid Submission Requirements

This Invitation for Bid (IFB) is solicited to the general public and a Professional Services Contract will be awarded pursuant to the rules set forth in Chapter 30B of the Massachusetts General Laws.

a. Bids must be submitted as one (1) original and one (1) copy, signed by an authorized representative. Bidders shall respond to the items in the order they are given on the Bid form below. The envelope should be clearly marked with the Bidder’s name and #QCC15-S016 Office Drinking Water Bid o Bid Form (below) o List of Recent Contracts and Services provided o References for a minimum of three (3) comparable projects completed in the past five (5) years with the following information for each:

o Client’s Name and Address o Name, email, and phone number for at least one primary contact o Dates of service to client o Water Safety Testing Data o Please attach an explanation and current data of any and all water testing completed by your company, to ensure the health and safety of your consumers.

670 West Boylston Street Phone: 508-854-4382 mailto:lschlegel@qcc.mass.edu

b. Additional requirements The mailing address is as follows:

Quinsigamond Community College Stacey Tata, Purchasing Manager

Administration Building, Room B07A.

670 W. Boylston St., Worcester, MA 01606

-This is a sealed IFB and may NOT be submitted electronically.

-This IFB will be opened publicly and read aloud at time of bid opening.

III. Purchase Description/Scope of Services

a. Purchase Description and Terms o QCC is looking for bottled drinking water delivery services for hot and cold office dispensers.

o Deliveries must be 5-gallon sealed containers with company logo on the bottle.

o All current water dispensers must be replaced with new vendor’s dispensers throughout our campuses.

o A normal delivery schedule must be established with the

QCC Purchasing department that conforms to location requirements and normal office hours of 8:00AM – 5:00PM. .

Any change in the specified delivery schedule is subject to approval by the ordering facility. Any item not delivered during an established delivery period may be canceled at no extra cost to the College.

o Emergency or additional requested deliveries must be made at no extra cost to the College with all deliveries being FOB destination. Delivery must be made within twenty-four (24) hours after request by user department. All orders will be processed, confirmed and delivered based on established delivery times and schedules. Delivery schedules will conform to location requirements and office hours; otherwise they may be canceled at no extra cost to the College.

b. Contract Term o This contract will commence on July 1, 2015 upon mutual, written agreement of both parties, and will terminate on June 30, 2016. This will be a one-year contract with two one-year renewal options upon written mutual agreement.

IV. Rule for Award The contract will be awarded to the Bidder deemed by the evaluation committee to have submitted the lowest responsible and responsive bidder, taking into consideration all of the Bid criteria in this Information for Bid (IFB) packet. The terms of the contract will be developed as mutually agreeable between the successful Bidder and QCC, as approved by the College’s Board of Trustees.

V. Required Forms for Bid Response

a. Bid Form

Pricing:

Hot/Cold Cooler Rental Fee $_____________________ per unit 5 Gallon Bottle $_____________________

Purified or Spring Water (please circle one) Service Charge/Delivery Fee $_____________________ Total $_____________________

Specify any additional charges (must be stated in this bid):

Grand Total of Bid $_______________

Please specify any Prompt Pay Discounts (PPD) you are willing to extend:

___ I have received and reviewed the Bid and all amendments to Bid QCC15-S016

Bid Submitted By (Individual’s Name): _______________________________

____________________________ (Company Name) hereby proposes and agrees to furnish all equipment, services, materials and other costs necessary, as prices indicated above.

Authorized Signature: ______________________________________________ Name Printed: ___________________________________Date:_____________ Address: __________________________________________________________ Phone: ___________________________Fax: _____________________________ Email: _____________________________________________________________

b. List of Contracts and Services Provided

c. References (minimum of 3)

d. Water Safety Testing Data

e. Certificate of Non-Collusion

The undersigned certifies under penalties of perjury that this Bid or Bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of person submitting Bid or Bid

Name of Business Date

f. Certificate of Tax Compliance

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Signature of person submitting Bid or Bid

Name of Business Date

g. Contractor Authorized Signatory Listing

h. W-9 Form (or equivalent)

VI. Additional Contract Terms and Conditions

a. Guarantee

-It is understood and agreed that it shall be a material breach of any contract resulting from this Bid for the Contractor to engage in any practice which shall violate any provisions of Massachusetts General Laws, Chapter 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex, age or ancestry.

-Quinsigamond Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity and expression, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.

-The undersigned as Bidder, declares that the only parties interested in this Bid as principles are named herein; that this Bid is made without collusion with any other person, firm or corporation; that no officer or agent of QCC is directly or indirectly interested in this Bid; and he/she proposes and agrees that if this Bid is accepted he/she will contract with QCC in accordance with the specifications, also the terms and conditions as spelled out in this Bid form.

-No Person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this invitation to Bid and/or request for Bid if that person has been convicted of any felony offense involving the distribution of controlled substances as that term is defined under Chapter 94C of the General Laws and, for contract to be performed for on-site services at Quinsigamond Community College, if that person or any person to be employed by that person in the performance of such on-site services has been convicted of a “sex offense” or a “sex offense involving a child” or “sexually violent offense” or would meet the definition of “sexually violent predator” as those terms defined in Section 178C of the General Laws and who must register with the sex offender registry board.

-The contractor will be required to indemnify and hold harmless Quinsigamond Community College, for all damages to life and property that may occur due to his negligence or that of his employees, subcontractors, etc., during this contract.

b. QCC terms

1. The abbreviation “QCC” means Quinsigamond Community College.

2. The abbreviation “Bidder” means the person, firm, or corporation submitting a Bid on these specifications or any part thereof.

3. The abbreviation “Contractor” means the person, firm, or corporation with whom the contract is made by carrying out the provisions of these specifications and the contract.

4. The abbreviation “Firm Price” shall mean a guarantee against price increases during the life of the contract

5. A Bidder may correct, modify or withdraw a Bid by written notice received by QCC prior to the time and date set above for the Bid opening. Bid modifications must be submitted in a sealed envelope with the written markings per the “Bid Submission Requirements” section above. Each modification must be numbered in sequence, and must reference the original IFB.

After the Bid opening, a Bidder may not change any provision of the Bid in a manner prejudicial to the interests of QCC or fair competition. Minor informalities will be waived, or the Bidder will be able to correct them. If a mistake and the intended Bid are clearly evident on the face of the Bid document, the mistake will be corrected to reflect the intended correct Bid, and the Bidder will be notified in writing; the Bidder may not withdraw the Bid. A Bidder may withdraw a Bid if a mistake is clearly evident on the face of the Bid document, but the intended correct Bid is not similarly evident.

6. Quinsigamond Community College reserves the right to reject any and all Bids and to take action deemed to be in the best interest of Quinsigamond Community College.

7. All Bid prices submitted in response to this IFB must remain firm for one-hundred twenty (120) days following the opening.

8. If, at the time of the scheduled Bid opening, QCC main campus is closed (per the local news station closures), the Bid opening will be postponed until 2:00PM on the next normal business day. Bids will be accepted at that date and time.

9. Bids which are incomplete, not properly endorsed, or signed, or otherwise contrary to these instructions will be rejected as informal by the Purchasing Agent. Conditional Bids will not be accepted.

10. -As Quinsigamond Community College is exempt from the payment of Federal Excise Taxes and Massachusetts Sales Tax, prices quoted herein are not to include these taxes.

11. The contractor will not be permitted to assign or underlet the contract, not assign either legally or equitably any monies hereunder, or its claim thereto without the previous written consent of Quinsigamond Community College and of the Purchasing Department of Quinsigamond Community College.

12. When quoting, the Bidder shall submit a signed copy of this Bid form and, if Bid is accepted by QCC, shall constitute part of the contract of purchase. Do not detach any part of this Bid form.

Quinsigamond Community College

13. The successful Bidder shall comply with all applicable Federal and State laws and regulations.

14. Quinsigamond Community College will not be liable for any costs incurred by respondents in the preparation and production of a Bid or the costs of any services performed prior to receiving approval of the agreement from the Commonwealth of Massachusetts. All Bids and materials submitted in conjunction with the Bids shall become the property of Quinsigamond Community College for use as deemed appropriate, respecting all copyrights.

15. Quinsigamond Community College reserves the right to modify the requirements of this IFB after its release. All vendors will receive written notification of any modification to the requirements of this IFB.

If any modifications make compliance with the original Procurement Timetable impractical, Quinsigamond Community College will adjust the timetable accordingly.

16. Vendors who submit a Bid in response to this IFB may be required to give an oral presentation to Quinsigamond Community College. This shall provide an opportunity for the vendor to clarify or elaborate on the Bid, but shall in no way change the original Bid. Quinsigamond Community College shall schedule the time and location.

17. All finalists will allow QCC administration to perform a site visit to the main location that will be handling the account.

18. By submitting a Bid, the vendor agrees that s/he will not make any claims for or have any right to damages because of any misinterpretation or misunderstanding of the specifications or because of any misinformation or lack of information.

19. The successful vendor will be notified by the Issuing Officer by confirmed by letter. A contract will then be negotiated with the successful vendor. The contract will, among other provisions, incorporate at least this IFB and the successful vendor’s Bid.

20. The College is an affirmative action employer and as such, prohibits discrimination on the basis of race, color, marital status, national origin, mental or physical handicap, political belief or affiliation, membership or non-membership in any organization, or veteran status, in any aspect of the admission or treatment of students or in employment. The bidder(s) is (are) expected to adhere to the same principles.

21. Each successful bidder agrees to indemnify, save harmless and defend Quinsigamond Community College, its trustees, officers, employees and agents from and against any and all claims, demands, actions, debts, liabilities, costs, judgments, and attorney fees, directly or indirectly, arising out of the performance of the activities of said successful bidder under the DTA contract and the on-site concessionaire agreement.

22. Each successful bidder is an independent contractor and not an agent of the College and shall not, for any reason whatsoever, represent itself as an agent of the College.

Quinsigamond Community College

23. Quinsigamond Community College reserves the following prerogatives:

• To accept or reject any or all Bids in part or entirety.

• To correct any arithmetic errors in the Bids.

• To waive or modify irregularities in Bids received after notification to the vendor.

• To change any dates specified for the review and selection process.

• To negotiate a payment schedule as part of the award of the contract.

• To request additional information or written clarification of vendor response.

24. Omissions, inaccuracy or misstatement may be sufficient cause for rejection of the Bid.

25. Quinsigamond Community College reserves the right to approve, reject, or cause to be replaced any or all vendor staff assigned to this project.

Vendors must further agree to have all proposed vendor team members interviewed and approved by the College.

26. Vendor must have a dedicated sufficient staff and all other resources that are required to meet or exceed the mutually agreed upon implementation schedule.

27. The Agreement, if awarded, shall be governed and construed in accordance with the laws of Massachusetts, which include but are not limited to the items identified in the Standard Contract Clauses. Attached forms must be completed and signed by applicant.

28. All vendors and vendor employees must be aware of and comply with the requirement of the Commonwealth of Massachusetts Public Officers Law, and all other appropriate provisions of the Commonwealth of Massachusetts Law and resultant codes, rules and regulations from Commonwealth laws establishing the standards for business and professional activities of Commonwealth employees and governing the conduct of employees of firms, associations and corporations in business with the Commonwealth. In signing the Bid response, each vendor guarantees knowledge and full compliance with those provisions for any dealings, transactions. Sales, contracts, services, offers, relationships, etc., involving the Commonwealth and/or Commonwealth employees.

Failure to comply with those provisions may result in disqualification from the IFB process and in other civil or criminal proceedings as required by law.

29. Subcontractors

• Except for vendors designated by the College, the vendor must include in their Bid subcontractors. Said statement must contain a description of the portion of the work which the proposed subcontractors are to perform/provide and any information documenting that the proposed subcontractors have the necessary skill, integrity, experience and financial resources to provide the service in accordance with this Request for Bid.

Quinsigamond Community College

• The vendor shall have sole responsibility to the College for the acts or defaults of said subcontractors and of such subcontractors’ officers, agents and employees, each of whom shall, for this purpose, be deemed to the agent or employee of the vendor to the extent of its subcontract.

• The vendor shall be fully responsible for the administration, integration, coordination, direction, and supervision of all its subcontractors and of all work. No subcontractor shall perform services at the College until it has provided satisfactory evidence to the College of the insurance requirements of this Request for Bid and except for subcontractors designated by the College; subcontractor has been approved by the College.

• The vendor shall execute with each of its subcontractors and shall require all subcontractors to execute a written agreement which shall bind the latter to the terms sand provisions of this Request for Bid insofar as such terms and provisions are applicable to the work to be performed by such subcontractors.

30. Vendors agree to provide evidence of appropriate insurance protection.

Appropriate insurance protection shall be deemed to be the coverage outlined in Contractor’s Compensation and Liability Insurance, as stated below.

31. CONTRACTOR’S COMPENSATION AND LIABILITY INSURANCE

Contractor shall, at all times, at its own expense, obtain and carry comprehensive liability insurance, property damage insurance and Workers’ Compensation insurance of adequate amounts, naming the Massachusetts, and Quinsigamond Community College as additional insured. Contractor shall keep such insurance in force for the duration and term of this agreement. All certificates of Insurance or Evidence of Insurance must contain a thirty (30) day written notice of any cancellation, change, or termination of coverage. The insurance required shall be obtained from insurance company(ies) licensed to do business in the Commonwealth of Massachusetts and shall be kept in force for 90 days after the last payment under the contract. The insurance shall have as minimum limits of insurance:

TYPE DOLLAR LIMITS

Contractors Liability (including protective $1,000,000 combined (bodily injury and & Contractual Liability) property damage) single limit-each occurrence $2,000,000 aggregate Automobile Liability (owned and $1,000,000 CSL – each occurrence Non-owned vehicles) Workers Compensation and Disability Massachusetts Statutory Benefits.

c. COMMONWEALTH TERMS AND CONDITIONS

Quinsigamond Community College