Mandatory RFQ Documents.pdf

THE COMMONWEALTH OF MASSACHUSETTS

THE MASSACHUSETTS TRIAL COURT

VENDOR ACCEPTANCE FORM

The undersigned is a duly authorized representative of the vendor firm listed below. The undersigned acknowledges that all the terms and conditions indicated as “mandatory” of this solicitation are indeed mandatory. The undersigned agrees that the bid will be incorporated into and made part of any contract resulting from the vendor’s proposal. The undersigned further agrees to all the terms and conditions of the Commonwealth’s Standard Contract and the Commonwealth Terms and Conditions Form as outlined in the solicitation.

Vendor: ______________________________________ (Printed Name of Vendor Firm)

Signature of: ______________________________________ (Duly Authorized Representative of the Vendor)

Signatory: ______________________________________ (Printed Name & Title of Above Signatory)

Date: ______________________________________

OFFICE OF THE COMPTROLLER

PROMPT PAY DISCOUNT FORM

info.comptroller@mass.gov

Contractor/Bidder Name

Vendor Code (VCUST)

Contract/RFR Number(s)

All contractors/vendors doing business with the Commonwealth must provide a Prompt Payment Discount (PPD) for receiving early payments unless the Contractor/vendor can provide compelling proof that providing a prompt pay discount would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Contractors who agree to accept Electronic Funds Transfer (EFT) increase the prompt pay benefit by ensuring that funds are paid directly to their designated bank accounts, thus eliminating the delay of check clearance policies and traditional mail lead time. Payments processed through the state accounting system (MMARS) can be tracked and verified through the Comptroller’s VendorWeb system using the Vendor/Customer Code assigned to you by a Commonwealth department.

The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. While Bidders/Contractors have flexibility in determining the actual % discount(s) offered to the Commonwealth, the discount(s) must be identified for 10, 15, 20 and/or 30 days for payment issuance in the column entitled “% Discount Off Proposed Price” below.

The Commonwealth may use the prompt pay discounts submitted as a basis for selection and may negotiate discounts as deemed in the best interest of the Commonwealth. The requirement to offer PPD discounts may be waived by the Commonwealth on a case-by-case basis if participation in the program would be unduly burdensome, provided the specific reason for the hardship is outlined below.

All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed below and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

If internal Bidder/Contractor systems require an alternate method of measuring payment issue dates, the Bidder/Contractor must note the issues below or on an attached page if necessary to be considered by the PMT. In cases where the Bidder/Contractor considers that offering a Prompt Payment Discount would be a hardship, the Bidder must clearly define the issues and reasons for said hardship. Providing volume discounts or other discounts on prices is not considered a hardship, since the PPD provides the additional benefit of early cash flow for the Contractor.

Enter the Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed, if the payment is issued within the specified Payment Issue days. For example:

5% - 10 Days 4% - 15 Days 3% - 20 Days 2% - 30 Days

If no discount is offered enter 0% Prompt Payment Discount % Payment issue date within

% 10 Days % 15 Days % 20 Days % 30 Days

The Contractor is unable to provide a prompt payment discount due to the following hardship

Contractor/Bidder Authorized Signature Date

Contractor/Bidder Authorized Signatory Name Title mailto:CTR-HR@mass.gov https://massfinance.state.ma.us/VendorWeb/vendor.asp

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF THE TRIAL COURT

Request for Quote (RFQ)

NO CONTACT POLICY

1. I/We agree to have no oral or written communication regarding this procurement outside the parameters specified in the bid with any Trial Court employee or any other employee of the Commonwealth of Massachusetts.

2. No vendor presentations or vendor proposals shall be presented to any employee of the Trial Court who is involved directly or indirectly in the evaluation process regarding the bid except as permitted in the bid.

3. All telephone calls, e-mails, written and oral inquiries regarding the bid process and its contents shall be conducted as defined in the bid.

4. Any requests for exceptions to this policy must be approved in writing by the Evaluation Committee.

5. This No Contact Policy is effective immediately. Any deviation from this Policy may lead to the disqualification of the vendor and person(s) involved from any further role in this bid process.

By my signature below, I/We acknowledge that I/We have read, understood, and accept the terms of this No Contact Policy.

Vendor’s Name: ____________________________________________

Printed Name: ____________________________________________

Title: ____________________________________________

Authorized Signature: ____________________________________________

Date: ____________________________________________

CERTIFICATION OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal 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 individual submitting bid or proposal)

(Name of business)

(Date)

Sensitivity Level: Low

Business Reference Form

Reference Guidelines

1. The bidder must provide three (3) business references.

2. References will be contacted to confirm the bidder’s abilities and qualifications as stated in the bidder’s response. The department may deem the bidder’s response unresponsive if a reference is not obtainable from a listed reference after reasonable attempts.

Request for Response (RFR) Information

Bidder: Click here to enter text.

RFR Name/Title: Click here to enter text.

RFR Number: Click here to enter text.

Reference Information

Reference Name: Click here to enter text. Contact: Click here to enter text.

Address: Click here to enter text. Email Address: Click here to enter text.

Phone Number: Click here to enter text. Fax/Other Number: Click here to enter text.

Description and dates(s) of commodities/services provided: Click here to enter text.