MEMA RFQ - PO 229 PM for Lawns and Grounds Equipment.docx

PM for Lawns and Grounds Equipment BID # FY25 PO 229 / COMMBUYS Bid# BD-25-1013-RFS00-FACHQ-106131

PM for Lawns and Grounds Equipment BID # FY25 PO 229 / COMMBUYS Bid# BD-25-1013-RFS00-FACHQ-106131

POSTING DATE: 08/15/2024

BID Name/Title PM for Lawns and Grounds Equipment BID Number FY25 PO 229 COMMBUYS Bid Number BD-25-1013-RFS00-FACHQ-106131 *No phone calls – All inquiries must be through Commbuys.

*Small Business Purchase Program: Executive Order 523: If, over the life of the procurement the annual spend is $250,000 or less. The contract must be awarded to the certified small business that meets the evaluation criteria. If no small business meets (defined by MEMA as an average score of 3 or above) the criteria, a large business may be awarded.

1. Description or Purpose of Procurement:

Massachusetts Emergency Management Agency (MEMA) is seeking to select a vendor(s) under the FAC116 State contract to provide Preventative Maintenance (PM) and Repair services for Lawn and Ground Equipment, located at 400 Worcester Rd, Framingham, MA 01702.

Services to the Agency will be provided in accordance with all rates and conditions for both routine and expedited requests with limited notice and response time when needed.

MEMA intends to award contracts to multiple vendors in order to cover all types of equipment. This RFQ will also include any necessary repairs during the term of this contract.

Vendor may propose to provide the services to any of the requested in this RFQ equipment, or to all requested equipment’s services together. The vendor’s proposal will be evaluated for the value of services proposed, not for the range of services available.

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

Check One (“X”):

The Purchasing Department may award a single or multiple contracts, if it is in the best interests of the Commonwealth to do so.

3. Expected Duration of Sub-Agreement (Initial Duration and any Options to Renew):

Initial Duration

Two (2) Years

Renewal Options

Two Options

Two (2) Years Renewal

Total Maximum Contract Duration

Six (6) Years

4. Anticipated Expenditures, Funding, or Compensation:

Compensation Structures: The RFQ is structured to award multiple contracts to ensure a ready source of contractors when needed. Compensation will be based solely on the pricing information provided by the bidder and accepted by MEMA. To access the services of a contractor, MEMA will request a quote from one or all vendors and process a purchase order through COMMBUYS.

MEMA does not guarantee any work resulting from this RFR. Contract amounts are subject to a selected Bidder’s response, performance selected, final scope negotiation, and, if fully executed at the discretion of MEMA, any amendments.

Invoice Requirements:

· PO Number and Title assigned by MEMA

· Hours worked by position and rate

· Submission of reports and supporting documents (should also show completion status)

· Summary of all of invoices/costs to date and remaining balance by deliverable.

5. Performance Specifications:

SCOPE OF WORK

Any contracts awarded from this solicitation will cover the service and/or repair to any of Lawn and Ground Equipment that is currently owned by MEMA or any additional that will be acquired in the future during the terms of the contracts.

MEMA’s current stock of equipment consists of the following:

· Kubota L3560 Tractor Serial 53190

· Kubota Zero Turn Model Z125S serial 4404918343

· Honda HRC216HXA push lawn mower serial # MAKA-1208246

· Honda HRC216HXA push lawn mower serial MAKA-1150381

· 2- Stihl KM 111R trimmer

· Stihl-56 Hedge trimmer

· Stihl backpack blower serial STIHLBR430

· Ariens professional 28 snowblower, serial # 1308241600058

· 2- Yard Machines 26’’ Snowblowers, Model 31AS63EF700.

· Honda HS520A recoil start Snow thrower

Contractors must supply the materials, supplies, parts, equipment, and qualified labor necessary to complete the job. Services must be provided in accordance to recognized industry standards, where applicable. MEMA reserves the right to terminate a contract due to poor performance or as otherwise provided in the contract.

It is required that the Contractor provide a telephone number for emergency service twenty-four (24) hours, seven (7) days per week, including holidays in the event of an emergency repair need.

It is desirable that the Contractor have the ability to provide some services at MEMA’s Framingham, when appropriate.

Contractors must provide only OEM replacement parts unless the manufacturer has provided or approved a change to OEM parts or OEM parts are not available, in such cases vendor will notify MEMA that only aftermarket parts are available and seek approval to use such parts.

Products must have a 30-day return policy regardless of reason, as long as the product is in its original packaging and not damaged due to negligence or maliciousness. Contractors may not charge a restocking fee on any returns.

All products delivered to MEMA will be new and in unopened cases or boxes, or in a condition acceptable to the user/purchaser. The only exception to this is in the case of remanufactured parts, which must be clearly identified, and the user/purchaser has full knowledge and understanding that the part is not new. Unauthorized substitutions are not acceptable. Substitution of one catalog product for another product shall require the approval of MEMA’s representative.

6. Instructions for submission of responses The vendor can propose all or any of the requested categories of services Vendor to submit:

1.Vendor’s response (Narrative) with the description of services they can provide:

Services provide: Repair, Parts, MEMA facility, Their facility Emergency Response commitment Delivery Commitment Timeliness of Responding to request (routine vs. emergency) Warranty 2.Pricing sheet (Attachment A) 3.References from three (3) business for whom they have provided the most recent services.

7. Evaluation Criteria

· Proposal – 25%

· Budget/rates - 25%

· Timelines/Commitments - 25%

· Qualifications/Experience -25%

8. Procurement calendar

11:00 am

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

Important Note: 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.

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