MDPH OPEM - Refrigeration RFQ - 20 Forge Parkway - Bid Version.pdf

RFQ Standard Template 9/2021

Request for Quotes Template for Service Engagements

RFQ File Name/Title MDPH-OPEM Warehouse Refrigeration

RFQ File Number: Object Code:

Bid #: BD-25-1031-OFFIC-OFANF-108828

Purchasing Department: Massachusetts Department of Public Health – Office of Preparedness and Emergency Management

Address: 67 Forest Street, Marlborough, MA 01752

Ship to Address: 20 Forge Parkway, Franklin, Massachusetts 02038

Telephone #: (774) 280-3387

Engagement Team Leader/ Contact Person:

Shane Keville-Wagner

(774) 280-3387 Shane.T.Keville-Wagner@Mass.gov

1. Description Or Purpose of Engagement:

The Massachusetts Department of Public Health (MDPH) is requesting quotes to design, procure, and install the specified walk-in refrigerator at the MDPH warehouse facility located 20 Forge Park, Franklin, Massachusetts 02038. MDPH will select one supplier under state-wide contract GRO40 to provide all equipment and installation for the project as outlined in this document.

2. Whether Single Or Multiple Contractors Are Required For Engagement(s)

Single Contractor Multiple Contractors.

SMALL BUSINESS PURCHASING PROGRAM: The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business as described below. Small Procurements are defined as procurements with an estimated annual value equal to or less than $250,000. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The review team will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the RFR’s best value evaluation criteria.

https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program

3. Indicate Engagement Performance and Business Specifications:

Scope of Service

MDPH is seeking an experienced vendor that is Massachusetts licensed and insured to install and service the proposed walk-in refrigerator as per the requirements listed below. The refrigerator must meet all applicable state and federal regulations regarding safety and efficiency and include the following:

1. Manufactured exterior unit measurements should be approximately 40’ W x 15’ D x 8’-10’ H.

2. The door shall be located on the widest side of the refrigerator.

3. The door shall provide a clear opening no smaller than 48” W x 78” H.

4. The door shall be self-closing.

5. The refrigerator shall be constructed of, at minimum, 4” thick panels consisting of pour-in-place urethane foam between metal skins.

6. The refrigerator shall have a durable and uniform outer finish on both the interior and exterior of the unit.

7. The rise of the finished floor shall be minimal with transition to existing warehouse floor as to allow rolling carts and other wheeled material handling equipment to easily move into and out of the refrigerator.

8. The refrigerator shall have the ability to adjust internal temperature in increments of 1ºF.

9. The refrigerator shall have the ability for the end-user to adjust the temperature setpoint between, at minimum, 36ºF and 46ºF.

10. The refrigerator must be able to maintain a temperature within 4ºF of the setpoint at all points within the interior of the unit. A uniformity specification shall be provided and verified upon project completion.

11. The interior of the refrigerator shall be well-lit, with lighting controlled by either a toggle switch or automatic sensor.

12. The refrigerator shall have the capability for remote temperature monitoring and logging as either an integrated part of the refrigerator or installed after installation of the unit.

13. The refrigerator condensate line shall be installed as to drain outside of the building, or where decided with landlord.

14. A preventative maintenance service plan shall be included by the vendor with a proposed maintenance schedule.

15. The refrigerator shall be equipped with an electric locking device that will secure the door once closed. The preferred voltage of the locking device could be either 12 or 24VDC. The owner will provide the wiring and power for the device. The door shall have the ability to allow free egress when locked.

Evaluation Criteria All quotes submitted will be evaluated based on the following criteria:

• Small Business Purchasing Program: The department intends to award a contract to a Massachusetts based Small Business if a response from an eligible SBPP participant is received and meets the department’s best value criteria.

• Mechanical and Installation Warranty: The department will evaluate the mechanical and installation guarantee proposed by the installer in addition to guaranteed minimum response times.

• Scope of Service Agreement: The department will evaluate the prospective vendor’s ability to meet the scope of services proposed in section C2 of this RFR.

• Equipment and Installation Costs: The department will evaluate the proposed cost for equipment/supply acquisition and installation costs.

• Installation Timeline: The department will evaluate the bidders proposed installation timeline from bid award to final installation. The timeline should include anticipated product lead time, delivery, and installation schedule.

Performance Requirements

The Department of Public Health is endeavoring to deliver the Best Value to facilitate our needs.

However, it is important to measure the Contractor’s performance to ensure the Engagement is in compliance with what has been requested and what the Contractor has offered in this RFQ. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFQ

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

Engagement Performance Monitoring

The vendor shall notify the MDPH team lead of any interruptions to the proposed timeline and communicate any variances to previously submitted plans. The vendor will walk through the entire space with MDPH representatives at project completion to verify project completeness and quality.

4. Expected Duration of Engagement

Anticipated Initial Duration up to: 4 months; 2 year(s)

Anticipated Renewal Options: 0 options to renew for 0 year(s) each option

Final End Date of this Engagement: February 28, 2027

The engagement signed as a result of this RFQ may be extended and additional dollars added in the event that a new contract replacing Contract GRO40 is not finalized.

5. Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement including all potential renewals $40,000.00

Estimated Annualized amount $17,142.85

6. Instructions for Submission of Responses:

All quotes provided in response to this RFQ, shall be submitted through Commbuys for review by MDPH. Required elements of response include rates, budget, deliverables, and all elements listed below:

• Temperature Uniformity Guarantee: Specify the method used to determine temperature uniformity within the refrigerator and provide the guaranteed uniformity/tolerance in degrees

Fahrenheit.

• Mechanical and Installation Warranty: Provide details on the mechanical and installation warranties, including minimum guaranteed response times for service calls.

• Scope of Service Agreement: Confirm your ability to meet the scope of services proposed in section C2 of this RFR.

• Equipment and Installation Costs: Include a breakdown of costs for equipment/supply acquisition and installation services.

• Installation Timeline: Provide a timeline for the installation process, including estimated lead time for product delivery, as well as the schedule for delivery and installation.

Additional Response Requirements/Information:

All responses are to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

File Format Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

Public Records All information, documents, and attachments submitted as a response to this RFQ are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c.

4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

[Remove the SBPP language if annual contract amount is > $250K] Small Business Purchasing Program (SBPP) Award Preference: The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to http://www.commbuys.com/ https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business as described below.

• SBPP Award Preference: While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The SST will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SST’s best value evaluation criteria.

• SBPP Participation Eligibility: To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1) Have its principal place of business in the Commonwealth of Massachusetts;

2) Been in business for at least one year;

3) Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4) Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms must additionally be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and by tax exempt under Section 501(c) of the Internal Revenue Code.

• SBPP Compliance Requirements: It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status by Bidders and Contractors will result in disqualification from consideration, and could result in debarment, contract termination, and other actions. To learn more about SBPP, including how to apply, visit the SBPP Webpage.

• Program Resources and Assistance: Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

7. COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS

COMMBUYS Resource Information at www.mass.gov/osd/commbuys

Email: Send inquiries to the COMMBUYS OSD Help Desk at OSDHelpDesk@mass.gov

Telephone: Call the COMMBUYS Help Desk at 1-888-627-8283 or 617-720-3197. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

8. DEADLINE FOR RESPONSES Or Engagement Calendar:

Deadline Date: November 1, 2024 https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download http://www.mass.gov/osd/commbuys

Deadline Time: 5:00 PM

Will opportunity for written questions be offered? Yes No

All Questions must be received in writing. Questions can be sent by email no later than October 25, 2024. All questions should be sent to the email listed below and should include the RFQ title and number in the subject of the email. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Contact:

Shane Keville-Wagner Shane.T.Keville-Wagner@mass.gov

Check Box if confidentiality form is required.

mailto:Shane.T.Keville-Wagner@mass.gov