MEMA RFQ - Agency Clothing Program - FY23 PO 328 .docx

MEMA Clothing Program RFQ

BID # FY23 PO328

COMMBUYS BID # BD-23-1013-CAO00-FISCL-83421

MEMA Clothing Program RFQ

BID # FY23 PO328

COMMBUYS BID # BD-23-1013-CAO00-FISCL-83421

POSTING DATE: 02/07/2023

BID Name/Title MEMA Clothing Program BID Number FY23 PO 328 COMMBUYS Bid Number BD-23-1013-CAO00-FISCL-83421 *No phone calls – All inquiries must be through Commbuys.

1. Description or Purpose of Procurement:

MEMA is seeking quotes from vendors on the CLT08 Clothing, Uniforms, Footwear, Accessories, Personal Care Products, and Bedding state contract to provide uniforms for the Agency Clothing Program. Through this RFQ MEMA seeks to work with one to two vendors to provide all of MEMA’s clothing needs to ensure the consistency throughout the Agency.

Vendors are reminded that this is in accordance with the terms and conditions and approved rates under the CLT08 clothing contract. Vendors should not provide pricing on items/manufacturers that they have not been awarded.

MEMA also seeks the ability to have the awarded vendor sell any of the items to individual employees through an employee purchase program.

2. Applicable Procurement Law

3. Acquisition Method:

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

Check One (“X”):

Single Contractor

5. Entities Eligible to Use the Resulting Contract

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

Initial Duration

Two (2) Years

Renewal Options

No options

Total Maximum Contract Duration

2 years - end of CLT08 contract

MEMA seeks to work with one or two vendors on all repeating orders throughout the life of this contract. Brands may be changed to meet the newest market products for items on this RFQ. Prices to be held through the life of the contract duration.

MEMA intents to utilize obtaining quote for clothing program to have set pricing for next 2 years.

If at this time the vendor choses to not continue, MEMA will rebid. Vendor is not guaranteed a contract renewal until MEMA has awarded an extension, based on satisfactory services through this RFQ. If at any time the vendor does not meet the agency needs, MEMA reserve the right to cancel the existing contract and rebid.

7. Anticipated Expenditures, Funding, or Compensation:

Enter the required information in the box below

Anticipated Annual Spending: $5,000.00 Compensation Structure: All and every order will be issued under separate Purchase Orders.

Invoice Requirements:

· PO Number

· Summary of all of invoices with itemized product and costs.

8. Contract Performance Specifications:

Specifications

The vendor to be able to provide all product(s) to MEMA within 14-21 days or sooner from time of an issued purchase order.

(See attached sheet for product reference).

The vendor to be able to fulfill resupply orders for initial list as MEMA staff is hired.

The vendor to be able to fulfill separate employee orders working directly with the employee.

Vendor must adhere to the contract pricing or offer lower pricing.

All terms and conditions of the CLT08 contract are inferred in this request for quote.

Vendor will be required to let MEMA know if the products listed in this program are discontinued and offer an alternative.

The following uniform information is based on current uniform specifications. The vendor is expected to produce a product of equal or greater quality.

Vendor to bid each item separately, with prices to include sales tax, application of embroidery, logos and patches.

Sizes: Men, Women – XS, S, M, L, XL, 1XL, 2XL, 3XL, 4XL Embroidered Logo: MEMA Logo on upper left side Screen printed back “Massachusetts Emergency Management”

9. Instructions for submission of responses

1. Proposal - Vendor to describe the company’s ability to fulfill MEMA’s clothing program, including product availability, ability to meet schedule, services offered in support of continuing clothing program, warranty and return policy.

2. Timeline and Schedule - Vendor to outline the timeframe and schedule for products delivery upon issuing PO.

3. Budget – Individual items costs to include embroidery and screen prints. Vendor must fill out the Pricing and Availability sheet that is posted in Commbuys Attachments Tab.

COMMBUYS Submission

All Bidders must submit online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

· Any Bid that is not uploaded to COMMBUYS by the Bid Opening Date deadline will not be accepted by COMMBUYS and cannot be submitted via email or any other form. Bidders are cautioned to allow sufficient time for technical issues so that all required materials are uploaded before the deadline. Once the deadline passes Bid submission (even if started) will not be accepted.

Bid Opening Date for this procurement is February 20, 2023, at 12:00 PM

· Any submission which fails to meet the submission requirements of the Bid 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 MUST be uploaded as a Word document in COMMBUYS. Responses not posted to COMMBUYS will not be considered for evaluation. Do not email, and/or mail responses to the department. IMPORTANT NOTES: When uploading your response on COMMBUYS please be sure to enter a $0 dollar amount and select the “no charge” option (this does not mean there is no costs). This will ensure accuracy when the department awards a Bid.

10. Evaluation Criteria

The following criteria will be evaluated for award consideration:

Product availability Ability to meet schedule Overall Cost Warranty/Return policy Services offered in support of continuing clothing program

11. Deadline for responses and procurement calendar

12:00 PM

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

Procurement Activity Details

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

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

*Bid Q&A:

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SST reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Official Answers for Bid Q&A” date indicated in the Estimated Procurement Calendar (above) and will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.

** Bid Amendment:

MEMA reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. MEMA and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

***Conditional Award:

After the SST has selected and received approval to move forward with a vendor, the Procurement Unit will issue a Conditional Award Letter. This letter will inform the vendor that they have been selected for the project, pending the completion of a contract Scope and Budget. The Scope would include the work plan, schedule, deliverables, staffing, or other key project requirements. It would also take into account MEMA requirements such as budget and start/end dates that would be defined in the Conditional Award Letter. MEMA will allow for a minimum of two weeks for the selected vendor and MEMA to finalize the contract Scope and Budget before formally executing a contract to start the project.

12. Required Forms Responses to this BID must contain the following documents:

Acceptable Forms of Signature

MEMA will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper) submitted electronically through CommBuys by the Deadline and mailed thereafter; 2. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

13. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this BID. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the BID will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

a. Online Questions (Bid Q&A) Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment Deadline The Purchasing Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

c. 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).

d. Estimated Contract Start Date This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

Small Business Purchasing Program Program Background

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(es) 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 Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’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 also must 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 be 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 will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the 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.

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